Minutes – 20th February 2024

Minutes of the Parish Council Meeting held on Tuesday 20th February 2024 at 19.00 at Peterchurch Village Hall

 

Present

Councillors: Isabelle Watkins (in the Chair), Sandra Salter, Robert Metcalfe, Anna Coda, Chris Richardson, and Richard Gaze.

 

In attendance

Clerk Mark Hearne, Ward Councillor Phillip Price; 12 members of the public (including two Parish Footpaths Officer).

 

  1. Apologies for absence: Councillor David Morgan.

 

  1. Declarations of interest & written dispensation requests: None.

 

  1. Minutes:
    • Minutes of the Parish Council meeting held on 16th January 2024:

It was RESOLVED: to approve the minutes as a true and proper record of the meeting. The minutes were signed by the Chair.

 

  1. Resolution Log – The Clerk provided an overview on the progress against the resolutions passed at the previous meeting commenting specifically on the following issues:
    • Servicing of the laptop including a replacement battery had cost circa £76. The Clerk reported that although the laptop is now working more efficiently it would benefit from a new hard drive at a cost of £100. Councillors acknowledged that this offered a less expensive option than a new laptop and it was RESOLVED that this work could proceed.
    • Balfour Beatty have been asked for information to allow the installation of the memorial bench at the noticeboard close to the Nags Head to proceed. The Clerk is progressing this matter.
  2. Public Participation Open Session:
    • West Mercia Police: There were no police representatives present but they had reported prior to the meeting that there has been little reported crime in the area. Speed checks will continue in the village.
    • Ward Councillors Report:  The Ward Councillor had shared a written report via email earlier in the month.  In addition, it was reported that:
      • Significant challenge in setting a balanced budget for 2024/25 when the Council had accrued an overspend of £13.5million in 2023/24 but the Lengthsman scheme has been protected and will benefit from an additional £250k for the next financial year.
      • An extra £445,000 has been set aside for road drainage works and £250,000 to re-open PROWS that are closed because of a backlog of maintenance issues including bridges.
      • The total Herefordshire Council budget for 2024/25 is just over £210 million with Council tax receipts contributing £135m. Approximately £142m will be devoted to Adult and Wellbeing and Children and Young people.
      • Balfour Beatty have been requested to order the “No HGV” signs for deployment in the parish. Also, “Beware of Deer “signs are being considered for the main road towards Hereford.
      • Referenced the recent work which has been undertaken on the highways and footpaths in Peterchurch village.
      • Peterchurch Primary School rebuild is waiting for Western Power to place electric lines underground at the back of the property before procurement of contractor can proceed. Currently there is no available funding to allow the swimming pool to be integrated in the design for the school.
    • Representations from Members of the Public: The Chairman gave permission for members of the public to comment on the planning items later in the meeting.
      • The priority signs which have been installed in the village are poorly lit at night.
      • Disruption on the Hinton Road due to delays in completing work on the drains.
  1. Footpaths:
    • Report: Both Parish Footpaths Officer’s submitted a report and there was discussion on the following issues:
      • It was RESOLVED that the Footpath Officer may use the Lengthsman to undertake repairs on the PROW network.
      • The PROW team at Herefordshire Council are providing an improved service and it was agreed that Ward Councillor Price will provide feedback.
  1. Planning
    • P240364- Land adjacent Nags Head Public House, Peterchurch – Proposed change of use of land to a seasonal glamping site comprising four yurts with associated facilities. The Chairman invited members of the public to comment on the application and during the discussion the following comments were registered.
  • No clarity on the source of water for the site.
  • No information on the disposal of waste and water from the site (including shower blocks, kitchens and toilets)
  • Lack of detail in the planning application.

Members of the public were encouraged to submit comments to the Local Planning Authority (LPA). For the reasons outlined above the majority of Councillors concluded that they could not support the application in its current form, and it was RESOLVED that the Clerk responds to the LPA accordingly.

 

  1. Finance:
    • To note the current bank balance-
      • Treasurers Account – £16,604.17
      • Business Bank Account £54,538.16
    • It was RESOLVED to approve the following payments:
      • Clerk’s salary in accordance with his employment contract.
      • Clerk’s travel expenses (taxi fare) – £30.00
      • Postage – £7.25
      • Microsoft 365 Personal – £59.99 (inclusive of VAT)
      • Laptop Maintenance – £60.00
      • Laptop Battery – £15.88 (inclusive of VAT)
      • HALC/NALC subscription – £926.88 (inclusive of VAT)
      • Countrywide Maintenance (555181) – £241.58 (inclusive of VAT)
      • Dore Community Transport – £250.00
    • Financial Monitoring and Bank Reconciliation 2023/24 – To note the current status of Parish Council finances and the projected level of reserves as at the 31st March 2024. Based on spend to date and extrapolated costs it is expected that the level of reserves at year end will be circa £50k.
    • To consider a request for a donation from Food for Families. Following discussion, the majority of Councillors agreed to donate £500. It was RESOLVED that the Clerk advises Food for Families accordingly and the donation is included on the list of payments for the next meeting.

 

  1. Parish Council Objectives – To provide an overview of progress since the last meeting plus feedback from the following workstreams:
    • Traffic – Ward Councillor Price had already provided an update on the status of the request for HGV and deer signs.
    • Drainage:
      • New pipes and drains have been installed between Hinton Bridge and the Nags Head.
      • A resident living at Unit 3 at the Old Forge is experiencing drainage problems in their home. Councillors considered that this is not a matter for the Parish Council.
      • It was RESOLVED that the Clerk reports a long-standing problem with a drain cover at Stockley Hill.
      • Potholes close to Hinton Farm were discussed which may have been caused by heavy vehicles using that stretch of road during the recent road closure. Councillor Metcalfe agreed to provide some photographs it was RESOLVED that the Clerk uses that information to report the issue to Balfour Beatty.
    • Facilities
      • Councillor Richardson reported that he is intending to provide a specification for the Adult Gym Equipment/Recreation Field project at the next meeting.
      • Councillors approved the draft tender for the Grass Cutting Contract with the proviso that the grassed area close to the doctors’ surgery is included. It was RESOLVED that the Clerk publishes the tender seeking responses in time for the meeting in March 2024.

 

  • Environment – Councillors discussed the provision of on-street electric car charger/s in the village and agreed that greater clarity on the scheme and the availability of funding is sought before any definitive action is taken to pursue this issue. It was noted that the Village Hall Committee were considering the installation of charging points at the village hall.

 

  1. Parish Council Policies – Following discussion Councillors RESOLVED to approve the following policies for 2023/24

10.1      Financial Regulations 2023/24

10.2      Standing Orders 2023/24

10.3      Reserves Policy 2023/24

10.4      Risk Management Plan 2023/24

  • Document Retentions and Disposal Policy

 

  1. Parish Council Communications
    • Councillors discussed how communication from the Parish Council could be improved and suggested that key information such as agendas and minutes could be published on the Peterchurch Community Facebook pages. It was RESOLVED that the Clerk applies to join the group to facilitate the posting of minutes etc.
    • Councillor Gaze highlighted the current imbalance of emergency appointments between the doctors’ surgeries in Peterchurch and Ewyas Harold with the former having significantly fewer appointments/services. It was RESOLVED that the Clerk writes to the doctors’ surgery at Peterchurch asking if a more equitable arrangement could be considered.

 

  1. To consider the installation of a defibrillator at the Fire Station – The Clerk reported that he contacted the local Fire Service who advised that, in principle, they have no issues over the proposed installation of a defibrillator on the outside of the fire station. The Chairman added that due to a donation for the recently installed defibrillator at the doctors’ surgery there is still money available to cover the cost of a second piece of kit. Subject to resolving any practical issues with the Fire Service it was RESOLVED that the Clerk seeks three quotes covering the defibrillator, cabinet and installation.

 

  1. To consider an update on the siting of a memorial bench and next steps – This issue was discussed earlier in the meeting, but Councillor Metcalfe advised that the Parish Council is still awaiting details of the dimensions of the bench and it was RESOLVED that the Clerk requests this information from the member of public concerned.

 

  1. Caravan at Stockley Hill – To note the presence of a caravan at Stockley Hill and consider any actions. It was RESOLVED that the Clerk seeks guidance from the Enforcement Officer at Herefordshire Council if planning permission is required for static caravans and, if so, has such permission been sought for the caravans at Stockley Hill. It was also noted that the caravans will shortly have access to a power supply.

 

  1. Clerk Correspondence – The following issues were raised:

 

  • A resident has reported the rubbish has not been collected from Hawthorn Rise for 2 weeks. The Clerk advised that he reported this problem to Herefordshire Council and advised the correspondent accordingly.

 

  • A resident referred to the missing Peterchurch sign on the B4348 approach from Dorstone. The same resident also highlighted problems with the road surface into the village on the B4348 and also the approach to Peterchurch Surgery. In terms of the missing sign Councillors commented that this was considered previously and decided, with the sign at the planter, against procuring a new sign using Parish Council funds but it was RESOLVED to initiate procurement action through Balfour Beatty recognising there is a 2-year lead time.

 

  • A resident registered dissatisfaction with the recent works between Casa Lupo and Princes Orchard. Councillors noted that there are defects in the paving stones and the white lines which will require remedial work. Councillor Metcalfe also commented that, during the works, the speed camera has been moved to the other side of the road and is now fixed in place. It was RESOLVED that the Clerk raises these all these issues, including the poorly lit priority sign, with Herefordshire Council/Balfour Beatty.

 

  • A resident has asked if a waste bin could be installed at the layby at Cheshires Turn. Councillors noted that the layby is outside of the parish, and it was RESOLVED that the Clerk advises the correspondent to contact Vowchurch Parish Council.

 

  • A resident offered some observations on the recent road closure in the village. It was RESOLVED that the Clerk responds that the Parish Council will lodge concerns about the condition of the road at Hinton.
  1. Date of the Next Meeting: Tuesday 19th March 2024, 19.00hrs, Peterchurch Village Hall
  2. Items for the next Agenda: Members raised the following items for the next agenda:
    • The land close to the doctors’ surgery.
    • Speed cameras.

 

The meeting closed at 21.00hrs.

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