Minutes – 18th October 2022

Minutes of the Parish Council Meeting PPC/MH/170 held in the village hall on

Tuesday 18th October 2022 at 19.00 hrs.

 

Present

Councillors David Morgan (Chairman), Johnny Scrimgeour, Robert Metcalfe, Samantha Metcalfe, Isabelle Watkins, Brendan Treanor, Anna Coda and Emma Thacker-Vuts.

 

In attendance…. Ward Councillor Jennie Hewitt, Allan Gibbs (Footpath Officer), Mark Hearne (Parish Clerk), and nine residents.

 

  1. Apologies for absence – None.

 

  1. Declarations of interest & written dispensation requests – Councillor Thacker-Vuts declared a DPI against Agenda item 7.1 (Planning Consultation 222601).

 

  1. Minutes of the previous meetings held on 19th July 2022. It was RESOLVED to adopt the minutes as a true record, and these were signed by the Chairman.

 

  1. To Review Resolutions reached at the meeting of the 19th July 2022 – The Clerk provided a brief update on the resolutions from the previous meeting.
  • The Clerk confirmed that an independent assessment of the ash trees in the recreation ground has been completed which has been followed by an application for a felling licence to allow remedial action to take place. It is hoped that the licence will be granted before the November meeting.
  • Councillor Robert Metcalfe provided an update on the broken post at Hinton and suggested the installation of plastic posts and Councillors agreed that this would be a better option as they are more visible and more easily replaceable.

 

  1. Open session –
    • West Mercia Police – No representatives from West Mercia Police were present at the meeting.
    • To receive a report from the Ward Councillor – Ward Councillor Hewitt covered the following issues:
      • The recently published Ofsted report which assessed the performance of Children’s Services at Herefordshire Council as “inadequate.” Herefordshire Council will be given time to make the necessary improvements but if they fail to do so the responsibility for providing Children’s Services could be passed to a Children’s Trust.
      • The Rural Settlement Hierarchy exercise has been re-launched by Herefordshire Council which may offer a more informed view of sustainability issues especially in settlements like Peterchurch. Ward Councillor Hewitt added that Welsh Water have now acknowledged that the sewage treatment works will not be able to cope with the proposed 89 house development in the village.
      • The outline plans for the new primary school will be presented to the Cabinet at Herefordshire Council shortly. Ward Councillor Hewitt raised the issue of a swimming pool and described a proposal for a sustainable facility for the local community. Ward Councillor Hewitt agreed to establish the timeline for the construction of the school.
      • A proposed walk-through of the village involving key stakeholders at Herefordshire Council to consider traffic and pavement issues.

 

  • To receive views from local residents on parish matters – The Chairman suggested that any residents wishing to speak about planning consultation 222601 do so when the issue is due to be discussed later in the meeting. The following issues were raised.
    • A resident raised Planning Consultation 223231 (Land of Welbrook Lane) which is a prior approval and asked if Herefordshire Council has considered its proximity to St Peter’s Well.
    • A resident highlighted safety concerns when cyclists travel side by side on the highway in the village.
    • A resident expressed concern over speeding traffic from the junction at Nags Head.
    • A resident offered a series of points on the planned 89 house development in the village.
    • A resident predicted that parents dropping off/collecting their children from the school during the winter months may be tempted to leave their engines running which will cause pollution.
    • A resident, on behalf of the Peterchurch Water Supply Society, referenced a recent interruption of supply as a result of work commissioned by the Parish Council and asked if Councillors would be prepared in covering 50% of the cost of remedial work (£840) that was required. The Chairman explained that the problem arose as a result of incorrect plans being provided to the contractors undertaking the work, but it was RESOLVED that this matter will be included on the agenda for the next meeting.

 

  1. Footpaths – Mr Allan Gibbs reported that he had attended a recent meeting organised by the PROW team at Herefordshire Council where it was announced that Hoople will assume responsibility for PROW issues from Balfour Beatty. Mr Gibbs added that he considered that Hoople will be under-resourced for this work.

 

  1. Planning – To comment on applications to be determined by Herefordshire Council
    • Planning Consultation 222601 – Mead, Peterchurch, Hereford, Herefordshire. One and a half storey to the front of an existing bungalow.[1] The Chairman invited members of the public to comment on the application before it is discussed by Councillors.
      • The applicant spoke first and made the following points:
        • No objections have been registered from residents living on Mowbage Lane where the property is situated.
        • Adjacent properties are a mixture of two and one and a half storey buildings.
        • There is no uniform style of property on Mowbage Lane.
        • The proposed extension will be constructed on the Mowbage Lane side of the property
      • Numerous residents spoke against the planned extension and their objections coalesced around concerns over privacy, appearance and parking.
      • Councillors debated the planning application and accepted the legitimacy of the concerns raised by members of the public and a majority voted against the proposals in their current form. It was RESOLVED that the Clerk notifies the LPA accordingly.
  1. Finance
    • The current bank balances are:
      • Business Bank Instant account … £68,483.47
      • Treasurers Account … £1,500.23
      • The Clerk commented that there are uncashed cheques to the value of £470.00 which will reduce the total to £68,013.47
    • It was RESOLVED to make the following payments:
      • Clerk’s Salary (July & Aug 2022)- £1,116.34
      • Clerk’s Travel Costs -£10.80
      • Postage -£8.16
      • Newsletter Printing -£232.58
      • Stationery -£28.88
      • Dog Fouling Signs – £19.75
      • PAYE (July & Aug 2022) – £279.00
      • Countrywide Maintenance (Aug & Sept 22) – £403.16 (ex VAT)
      • Village Hall Hire – £20.00
      • HALC (Internal Audit) – £220.00 (ex VAT)
      • Donation to the Hub (Film) – £60.00
      • DM Payroll Services – £60.00
      • Pryor & Rickett Silviculture – £350.00 (ex VAT)
      • Zurich Municipal – £74.02
      • Lengthsman – £520.00
      • Clerk’s salary (Sept 2022) – £558.07
      • Stationery – £11.45 (ex VAT)
      • PAYE (Sept 2022) – £139.60
      • Countrywide (Oct 2022)- £201.58 (ex VAT)
      • PKF Littlejohn (External Audit) – £200.00 (ex VAT)

 

  • Financial Monitoring 2022/23 – The Clerk reported that based on the spend to date plus the predicted income and expenditure to year end it is expected that the final reserves will be in the region of £61k.
  • Application for Electronic Banking – Councillors approved an application for electronic banking and the forms were duly signed by two bank signatories.

 

  1. Future Parish Council Objectives
    • Traffic – Councillor Thacker-Vuts reported that a productive meeting has taken place with Bruce Evans (Herefordshire Council) who fully understands the priorities of the Parish Council in terms of road and pedestrian safety. It is expected that funding will be made available from the Village Safety Scheme and Safer Village Initiative, but it is not yet known how much money will be forthcoming. The Chairman suggested that the Clerk attends the next meeting with Bruce Evans to maintain a formal record of the discussion. Councillor Scrimgeour added that there would be value in providing some plans of the village to inform future discussions.
    • Drainage – Councillors Scrimgeour and Robert Metcalfe provided an update on the projects to be funded from the drainage grant which included the completion of major works at Hinton which had been complicated by the burst water pipe referenced in the open session.
    • Facilities –
      • Councillor Scrimgeour guided Councillors through his options paper for the future development of the recreation ground/car park plus details of the process to be adopted for a proposed planned public consultation on the different proposals. Councillor Scrimgeour suggested that details of the various options plus the voting process could be published in the Golden Valley News, the Parish Council website, community Facebook pages and an autumn edition of the Parish Council newsletter. The views of residents will be collected and be used to inform the development of a “master-plan.” Councillor Coda suggested that the inclusion of some indicative costs against the various options would be helpful. Councillor Thacker-Vuts agreed to engage with the local schools to acquire the views of children on the various options. Following discussion, it was RESOLVED that the Parish Council should engage with the local community in a public consultation exercise and the Clerk will liaise with Councillor Scrimgeour to agree the timetable for publication and issue of the newsletter.
      • Councillor Samantha Metcalfe highlighted some possible uses of the playing field that may generate some income for the Parish Council which could be utilised in procuring additional facilities. Councillors agreed that this proposal has merit, and it was RESOLVED that Councillor Metcalfe may proceed as suggested.
      • The Chairman reported that two benches have been acquired from Herefordshire Council adding that there has been a suggestion that a bus shelter could be installed at Crossways. Councillor Scrimgeour explained that there is sufficient land at the bus stop at Crossways to accommodate a combined bus shelter/seat. The cost of a bus shelter/seat would be circa £3k. Councillors supported that installation of the largest shelter at Crossways that can be accommodated on the available land, and it was RESOLVED that further investigation into the process/permissions should be undertaken.
      • Councillor Samantha Metcalfe mentioned that she has, in her possession, three large planters which may be of use to the Parish Council.
      • The Clerk reminded Councillors that a resident has complained that Countrywide destroyed some of her plants whilst cutting land which the resident claims belong to her. Subsequently, the resident has offered what she considers proof of ownership and following discussion it was RESOLVED that the Parish Council cover the cost of replacing the destroyed plants but cap the reimbursement to a sum consistent with the cost of like for like replacements.

In order to complete the business on the agenda it was RESOLVED to suspend Standing Orders.

  • Environment – Councillor Watkins reported the application to the Queen’s Canopy has been successful with 60 saplings due to arrive between the 31st October 2022 and 11th November 2022. Some of the saplings will be planted at the fire station and the playing field but it will be necessary to find somewhere else in the parish to plant the remaining trees.

 

  1. Provision of a Skip in the Parish – It was RESOLVED to defer discussion on this item until the next meeting.

 

  1. To approve the adoption of Standing Orders, Financial Regulations, Risk Management Plan and Vexatious Complaints Policy 2022/23 – Following discussions Councillors approved the aforementioned documents, and it was RESOLVED that the Clerk publishes them on the Parish Council website.

 

  1. Clerk Correspondence
    • A representative from the Black Mountains and Golden Valley Bridleways Access Group had written to the Parish Council expressing frustration that her letters to the Ward Councillor and John Harrington had gone unanswered. It was RESOLVED that the correspondence is forwarded to the Ward Councillor for her attention.
    • A resident has written expressing concern over the condition of the pavements in the village which is shared by the Parish Council and will be included in planned future discussions with Herefordshire Council. It was RESOLVED that the Clerk responds to the correspondent accordingly.

 

  1. Matters for the Next Meeting.
    • Draft Budget & Precept 2023/24

 

The Chairman closed the meeting at 21.12

[1] Councillor Thacker-Vuts left the room during the discussion on this agenda item

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