Minutes – 21st February 2023

Minutes of the Parish Council Meeting PPC/MH/174 held in the village hall on

Tuesday 21st February 2023 at 19.00 hrs.

 

Present

Councillors Johnny Scrimgeour (Acting Chairman), Robert Metcalfe[1], Samantha Metcalfe, Isabelle Watkins, Brendan Treanor, Anna Coda and Sandra Salter.

 

In attendance…. PC Jeff Rouse, Allan Gibbs and Greg Warwick (Footpath Officers), Mark Hearne (Parish Clerk) and 2 residents.

 

  1. Apologies for absence – Councillors David Morgan and Emma Thacker-Vuts.

 

  1. Declarations of interest & written dispensation requests – Councillor Treanor declared a non-DPI against Agenda item 12 (Almshouses).

 

  1. Minutes of the previous meetings held on 17th January 2023. 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 17th January 2023 – The Clerk provided a brief update on the resolutions from the previous meeting.
    • Given the lack of evidence supplied by neighbouring parishes on the risk to motorists from deer it was RESOLVED to abandon any further action on this issue for the moment.
    • Councillor Samantha Metcalfe confirmed that a bench has been installed at Hinton.
    • Councillors were unable to offer a suitable location for a memorial bench which was first considered at the previous meeting. The only possibility seems to be the verge close the noticeboard at the Nags Head and it was RESOLVED that the Clerk establishes the ownership of this piece of land. It was further RESOLVED to update the correspondent accordingly.
    • Councillor Samantha Metcalfe advised that she still needs to speak to residents about parking issues outside the “Old Cop Shop”.
    • The proposed visit to a site to consider a drainage issue close to Wellbrook Manor has yet to take place.

 

  1. Open session –
    • West Mercia Police – PC Rouse reported that there have been no reported thefts or burglaries since the last meeting. It was noted that PCSO Simon Hall has returned to Ross-on-Wye but it is expected that PCSO Pete Knight will return in April 2023.
    • To receive a report from the Ward Councillor – Ward Councillor Hewitt was not present at the meeting.
    • To receive views from local residents on parish matters – The following issues were raised:
      • Drains adjacent to no 73 Crossways remain blocked and it was RESOLVED that the Clerk reports the issue via the Herefordshire Council website. It was also noted that the Lengthsman is also scheduled to clear gulleys in the village.
      • The poor condition of the roads at upper Crossways was raised and it was RESOLVED that the Clerk checks with the Locality Steward to establish if any remedial action is planned.
      • The “Stop” signs from Stockley Hill need repainting and it was RESOLVED that the Clerk reports the issue to Herefordshire Council.
      • No substantive progress to report on recalibrating the defibrillator situated at the doctors’ surgery. It was RESOLVED to revisit the issue at the next meeting to determine the way ahead.

 

  1. Footpaths
    • Mr Warwick reported that a number of stiles need to be installed and suggested that there may be benefit in the Footpath Officers undertaking the work themselves given the lack of support from some landowners. Councillors agreed that there may be merit in making it clear to landowners that where no action is taken the Parish Council may install the stiles themselves but seek payment for this work. Mr Warwick agreed to draft a letter for consideration at the next meeting. It was noted, however, that Herefordshire Council have organised a meeting with Footpath Officers next month and it was agreed to defer any action re stiles etc until the outcome of the meeting is known.

 

  1. Planning – To comment on applications to be determined by Herefordshire Council
    • Planning Consultation 224106 – Boston Cottage, Peterchurch. Change of use from agricultural to equestrian land and proposed 45m x 30m arena for horses on-site. Following discussion, Councillors decided against offering a comment against this planning application.
  2. Finance
    • The current bank balances are:
      • Business Bank Instant account … £49,437.36
      • Treasurers Account … £15,795.55
    • It was RESOLVED to make the following payments:
      • Clerk’s Salary (January 2023) -£894.81[2]
      • Clerk’s Travel Costs -£5.40
      • Stationery – £11.58(ex VAT)
      • PAYE (January 2023) – £226.20
      • Countrywide Maintenance (January 2023) – £201.58 (ex VAT)
      • Village Hall Hire – £20.00
      • PIP Printing – £44.21 (ex VAT)
      • Printing (Cllr J Scrimgeour) – £50.94 (ex VAT)
      • Glasdon UK (plastic bollards) – £259.44 (ex VAT)
      • HALC & NALC Affiliation Fees – £705.73 (ex VAT)
      • Lengthsman (Mark Price) – £182.00
    • Draft Budget 2023/24 – Councillors considered and approved the budget for 2023/24 which will be appended to the minutes.
    • Councillors discussed the availability of additional funds for Lengthsman services, and it was RESOLVED to draw a list of costed projects for consideration at the next meeting.
    • 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 £57k.
    • For audit purposes, the Clerk provided information to compare the BACs payments authorised at the January 2023 meeting with the latest bank statement.
    • Councillors considered a request for a donation from “Food for Families” and it was RESOLVED that the Clerk invites them to complete and return the appropriate grant application form for consideration at a subsequent meeting.

 

  1. Peterchurch Primary School – Herefordshire Council have organised an open meeting to discuss the proposed new build on the 28th February 2023. The primary school have also canvassed the views of parents/guardians on the future provision of a swimming pool.

 

  1. Future Parish Council Objectives
    • Traffic
      • Councillor Samantha Metcalfe provided feedback from the meeting with Herefordshire Council/Balfour Beatty on the 14th February 2023. Councillors were pleased with the constructive nature of the discussions which included a walkabout. The next step will involve Herefordshire Council to work up a plan of costed traffic calming measures to be funded through the £150k which has been allocated to undertake traffic works in Peterchurch noting the money must be spent by 31st March 2024. It was accepted that £150k will not deliver all the preferred measures the focus must be improving the situation in the centre of the village and the most cost effective schemes will be considered in order to maximise the impact. Councillor Scrimgeour thanked Councillors Samantha Metcalfe and Thacker-Vuts for the work on the project which has made the £150k possible.
      • Councillor Robert Metcalfe asked if some work could be undertaken to consider additional 30 mph speed repeater signs. It was RESOLVED that the Clerk makes the necessary enquiries.
      • In response to a request from Councillor Robert Metcalfe it was RESOLVED that the Clerk procures a further six bollards.
    • Drainage
      • Councillor Scrimgeour reported that the drainage work at Stockley Hill remains outstanding explaining that the remedy will require a reinforced pipe which will be costed by the Lengthsman. Councillor Robert Metcalfe considered that the solution involves an engineering job to be undertaken by Balfour Beatty so it was RESOLVED that he would meet with Councillor Scrimgeour at the site.
      • Councillor Watkins highlighted a problem with an extended verge from Crossways to Fairfield School which reduces the room for pupils to walk safely along the road. It was suggested that a mini-digger will be required to clear the verge and it was RESOLVED that Councillors Robert Metcalfe and Scrimgeour will visit the site but subject to their findings it was RESOLVED, in principle, to undertake the work.
    • Facilities
      • Councillors discussed the three quotations for felling trees in the recreation ground and commented that one costing was significantly less that the others. It was RESOLVED that the Clerk seek confirmation that the lower quote is based on the tree report and felling licence. It was RESOLVED that the issue is included on the agenda for the next meeting.
      • The memorial bench was discussed earlier in the meeting.
      • Councillors discussed the need for a new noticeboard close to the Nags Head, It was RESOLVED to procure the same model installed at Crossways. It was agreed that it will be funded from the facilities budget.
    • Environment
      • Councillor Watkins reported no substantive developments since the last meeting.
      • Councillor Coda reported that grey sludge is emanating from a pipe in Paddy Cramsie’s land.
      • Councillor Robert Metcalfe reported that Herefordshire Council bin emptying operatives had left several dog poo bags on the ground close to the bin situated on Church Road. It was RESOLVED that the Clerk communicates the concerns of the Parish Council to Herefordshire Council. Councillors agreed that dog signs similar to those deployed in Dorstone would be ideal and it was RESOLVED that Councillor Salter would make some enquiries on the source of those signs.

 

  1. Public Consultation – Councillor Scrimgeour reported that work continues on the “master plan” and is hopeful that it will be available for consideration at the next meeting.

 

  1. Almshouses – Councillors considered a request from John Smith’s Charity for the Parish Council to waive its current right to nominate trustees to the organisation. Following discussion, it was agreed that there is no ongoing requirement to retain this provision and Councillors were content for this stipulation to be waived. It was RESOLVED that the Clerk writes to John Smith’s Charity accordingly.

 

  1. Clerk Correspondence
    • Correspondence has been received correspondence asking if the Parish Council would support the installation of a grit bin at the top of the second Crossways. It was RESOLVED that the Clerk will submit a request to Herefordshire Council.
    • A resident has written expressing concern over speeding traffic in the village. It was RESOLVED that the Clerk replies explaining that the Parish Council is working with Herefordshire Council to introduce traffic calming measures, but the immediate priority will be to address issues in the centre of the village but it is,however, the intention to widen the scope of this work at a later stage.

 

  1. Matters for the Next Meeting
    • Review of the allocation of work for the Lengthsman
    • Review of the NDP
    • Newsletter – Spring 2023

 

The Chairman closed the meeting at 21.00

[1] Councillor Metcalfe arrived at 20.00hrs

[2] Includes backpay following recent pay awards effective from 1 April 2023.

BUDGET 2023-24
PARISH COUNCIL RECEIPTS FY23/24 Budget
Bank Interest £120.00
Annual Precept £21,660.00
Donations/Grants £300.00
Way Leave £14.32
VAT Recovered £870.00
Sports Fund & Gym Equipment £0.00
TOTAL £22,964.32
Expenditure
Audit £400.00
Clerks Expenses £60.00
Clerks Salary £7,114.00
Stationery £120.00
Insurance £550.00
PAYE £1,778.00
HALC £850.00
Postage £24.00
Recreation Ground Maintenance £2,500.00
Playground Inspection £65.00
Parish Maintenance £2,500.00
Village Hall £220.00
Training £300.00
Website £100.00
Telephone Sponsorship £300.00
Parish Newsletter £500.00
Subscriptions £120.00
Dore Community Transport & Donations £250.00
Contingency Fund £4,343.32
VAT £870.00
Total £22,964.32

 

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