Minutes – 21st March 2023

Minutes of the Parish Council Meeting PPC/MH/175 held in the village hall on

Tuesday 21st March 2023 at 19.00 hrs.

 

Present

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

 

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

 

  1. Apologies for absence – Councillor Robert Metcalfe.

 

  1. Declarations of interest & written dispensation requests – Councillor Morgan declared a non-DPI against Agenda item 7.2 (Planning Application 230563)[1].

 

  1. Minutes of the previous meetings held on 21st February 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 21st February 2023 – The Clerk provided a brief update on the resolutions from the previous meeting.
    • Permission has been granted for the installation of a memorial bench close to the noticeboard at the Nag Head’s end of the village provided a hard standing is in place. It was RESOLVED that the Parish Council funds the cost of the hard standing. It was further RESOLVED that the Clerk contacts the correspondent concerned to establish what type of bench is being considered adding that the Parish Council’s preference is one which is durable.
    • Councillor Samantha Metcalfe advised that the problem with inconsiderate parking outside the “Old Cop Shop” has abated but will continue to monitor the situation.
    • Balfour Beatty have not offered any indication that resurfacing work at Upper Crossways is imminent.
    • Balfour Beatty advised that the Parish Council will be required to fund any repeater 30 mph signs in the village.
    • Councillor Scrimgeour reported that Balfour Beatty will install new drains at Stockley Hill but added that the pipe to support the drain is too narrow to be effective. There was discussion on the closure of the road for a period in which no work was undertaken and the poor communication with local residents. It was RESOLVED that the Clerk writes to Mr John Harrington to express the concerns of the Parish Council.
    • No progress has been achieved in sourcing dog signs similar to those deployed in Dorstone.
    • Councillors were disappointed the response on grit bins from Balfour Beatty.

 

  1. Open session –
    • West Mercia Police – West Mercia Police was not represented at the meeting.
    • To receive a report from the Ward Councillor – Ward Councillor Hewitt was not present at the meeting. Councillors noted that Ward Councillor Hewitt is not standing for election in May 2023, and it was RESOLVED that the Parish Council acknowledge her contribution to parish matters before the end of her term in office.
    • To receive views from local residents on parish matters – The following issues were raised:
      • Objected to the request from “Food for Families” for a donation from the Parish Council.
      • Reported that a snow plough dumped snow in properties in Long Lane and blocked drains on 9th March 2023. It was RESOLVED that the Clerk contacts Balfour Beatty to establish if a contractor was instructed to clear snow on the 9th March 2023.

 

  1. Footpaths
    • Mr Warwick reported that a number of stiles have been installed adding that Herefordshire Council have invited Footpath Officers to a meeting on the 24th March 2023. Mr Gibbs reported that Herefordshire Council have not yet responded on the issue of the stile at PR6. It was suggested that between 10-15 stiles in the parish need to be replaced.

 

  1. Planning – To comment on applications to be determined by Herefordshire Council

 

  • Planning Consultation 230368 – Rose Cottage, Long Lane, Peterchurch. Additional bedroom, bathroom and dining room added predominantly on the footprint of an existing garage. General improvement of existing (dilapidated) building fabric. Following discussion, Councillors voted to support the Planning Consultation and it was RESOLVED that the Clerk notifies the LPA accordingly.
  • Planning Consultation 230563 – Land at the Crossways, Peterchurch, Hereford. The erection of 5 dwellings and associated. Councillors objected to the proposals set out in the planning application due concerns over missing or outdated reports on the local ecology. Councillors were also critical of the proposed drainage system which they considered was not fit for purpose adding that the sewage system will be unable to cope with the additional houses. Also, there is no evidence of a foul water and surface water management plan. It was RESOLVED that the Clerk notifies the LA accordingly.
  1. Finance
    • The current bank balances are:
      • Business Bank Instant account … £49,461.88
      • Treasurers Account … £13,752.77
    • It was RESOLVED to make the following payments:
      • Clerk’s Salary (March 2023) -£592.80
      • Clerk’s Travel Costs -£5.40
      • Postage – £5.44
      • PAYE (February 2023) – £148.20
      • Countrywide Maintenance (February 2023) – £201.58 (ex VAT)
      • Village Hall Hire – £40.00
      • Lengthsman – £320.00
      • Glasdon UK (plastic bollards) – £194.58 (ex VAT)
      • BT Telephone Sponsorship – £300.00 (ex VAT)
      • Drainage Grant Work (Mark Price) – £1900.00
    • 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.
    • For audit purposes, the Clerk provided information to compare the BACs payments authorised at the February 2023 meeting with the latest bank statement.
    • Councillors considered but decided against making a donation to “Food for Families” and it was RESOLVED that the Clerk informs them accordingly. Councillors recognised that the cost-of-living crisis is not likely to abate, and the Parish Council may wish to consider how it may assist local residents in the future and should feature on the agenda for a subsequent meeting.

 

  1. Peterchurch Primary School – No substantive issues were raised.

 

  1. Future Parish Council Objectives
    • Traffic
      • Councillor Thacker-Vuts reported that she will remind Herefordshire Council/Balfour Beatty that a follow-up meeting to further discuss traffic issues had been proposed for March 2023.
    • Drainage
      • Councillor Scrimgeour reported that the drainage work at Stockley Hill has been completed.
      • Councillor Scrimgeour outlined some candidate projects for the submission for additional Lengthsman funding. It was RESOLVED that the Clerk submits the bid to Herefordshire Council.
      • Councillors discussed and agreed to adopt a proforma for instructing the Lengthsman which will include a form of prioritisation.
    • Facilities
      • Councillors discussed the three tenders submitted for felling trees in the recreation ground and it was RESOLVED to award the work to OTM Garden Groundwork and Tree Surgery and discuss the timing of the work. It was further RESOLVED that the Clerk notifies each of the bidders of the outcome of the tender exercise.
      • Mr Allan Gibbs reported that no progress has been achieved in restoring the defibrillator previously positioned outside the doctors’ surgery. Following discussions, it was RESOLVED that the existing defibrillator should be disposed of, and it was further RESOLVED that the Clerk investigates how it should be undertaken safely. Councillors also agreed that a new defibrillator should be procured, and it was RESOLVED that the Clerk liaises with Mr Gibbs to list some possible models for consideration at the next meeting. It was noted that, once installed, consideration should be given to training a number of volunteers on the use of the equipment. Councillor Samantha Metcalfe suggested contacting Bredwardine Parish Council, who have recently procured a defibrillator, to discuss funding options.
    • Environment
      • Councillor Watkins reported no substantive developments since the last meeting.

 

  1. Public Consultation – Councillor Scrimgeour provided a detailed overview of the “master plan” which was produced from outputs from the recent public consultation. The plan proposed a number of key resources such as a Multi-Use Games Area (MUGA), extended car park and events area. Councillor Samantha Metcalfe suggested that the plan as presented differs from that agreed by the working group. Councillor Thacker-Vuts commented that safety issues must be considered in finalising the design of the recreation ground. Councillors acknowledged that the plan would need to be refined in the future and, due to the costs involved, it will need to be incremental and a matter for the Parish Council which is appointed after the May 2023 elections.

 

The Chairman moved a resolution to suspend Standing Orders

 

  1. Newsletter – Councillors agreed to publish a newsletter summarising the work of the Parish Council since 2019. It was RESOLVED that the Clerk drafts a newsletter for consideration at the next meeting.

 

  1. Neighbourhood Development Plan – Councillor Treanor commented that there is a risk that the 7/8-year-old NDP is outdated, and a review should be a matter for the Parish Council after the 2023 elections taking advice from Sam Banks (Herefordshire Council) as necessary.

 

  1. Clerk Correspondence
    • Correspondence has been received from a resident who is experiencing rubbish being thrown into their hedge. It was RESOLVED that the Clerk highlights the concerns to the owner of the fish and chip van suggesting the provision of a bin.
    • Councillors considered and agreed to a request from Snodhill Castle for the support of the Parish Council to their forthcoming bid for lottery funding. It was RESOLVED that the Clerk writes to Snodhill Castle accordingly.
    • A resident has written expressing concern over what seems to be abandoned cars in Hinton. It was suggested that this may be a matter for the PCSO supported by a letter to the owners of the vehicles.

 

  1. Matters for the Next Meeting – No additional issues were raised.

 

The Chairman closed the meeting at 21.25.

[1] Councillor Scrimgeour chaired the meeting when Planning Consultation 230563 was discussed.

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