Minutes 16th February 2016

Minutes of an Ordinary Meeting of Peterchurch Parish Council
held at The Peterchurch Village Centre on Tuesday 16th February 2016

No PPC/MW/095
Councillors Present
Councillor Mr. P. J. Clarke Chairman
Councillor Mr. M. J. Church Vice – Chairman
Councillor Mr. R. G. Gaze
Councillor Mr. D. Morgan
Councillor Ms. S. Murrin
Councillor Mr. B. C. Treanor

Clerk Mr. M. Walker

Also Present
Ward Councillor Mr. Philip Price, PCSO Fiona Witcher from the Golden Valley Safer Neighbourhood Team and five further members of the public

The Ordinary Meeting of the Parish Council was formally opened
by the Chairman at 7.00pm
1.0 Apologies for Absence
Apologies were received and accepted from Councillor Mrs. R. A. Quelch and
Lengthsman Mr. Terry Griffiths
Corrin Burgess Dark Skies Officer not present
Mr. Nick Longman P3 Footpaths Officer not present

2.0 Declarations of Interest & Dispensations
2.1 To receive any declarations of interest in agenda items from Councillors
Declarations of interest were received from Councillor Mr. D. Morgan Item 11.3

2.2 To consider any written applications for dispensation
There were no written requests for dispensation

3.0 Minutes
The Minutes of the Ordinary Parish Council Meeting No PPC/MW/094 held on Tuesday 19th January 2016 at 7.00pm were confirmed as a true record and signed by the Chairman.

4.0 To Receive Reports from:-
4.1 Dark Skies Officer Report
The Dark Skies Officer was unavailable to attend the meeting and no report available
Role of the Dark Skies Officer – Agenda item for the next full Parish Council meeting

4.2 Ward Councillor Mr. Philip Price
Ward Councillor Mr. Philip Price reported on the following:-
The 2016/2017 budget has been approved at full Council on Friday 12th February,
with overall council tax rising by 3.9% and many other costs increasing to cover the
decreasing central government input.
Small holdings being sold off, by April 2016 it should be known what the process will be,
4,800 acres 45 homes

4.3 West Mercia Police
PCSO Fiona Witcher gave a verbal update of issues to date including:-
Very little crime in the area at the moment
Safer Roads Partnership leaflets handed out – Awareness Raising Campaigns
and Community Concern Speed Enforcement – www.srpwestmercia.org.uk

4.4 Lengthsman’s February 2016 (1) Report
Lengthsman Mr. Terry Griffiths not present but report sent by email
Description of work carried out:-
Specific Task Work
C1195 Peterchurch village. Carry out highway drainage maintenance to stop the road in that location being flooded and to reduce standing water hazard.

Councillor Mr. P. J. Clarke Chairman gave an update from the Lengthsman Working Group
Meeting
Lengthsman Working Group Minutes Wednesday 09/02/2016
Members present:- Paul Clarke – David Morgan – Sarah Murrin
Apologies:- Malcolm Walker
Purpose
This working group has been established following the resignation of our lengthsman and subsequently our grass cutting contractor. It is to establish the scope of works and determine which contractor / contractors could offer the best and most cost effective way forwards.

Six applications had been received for the position of Peterchurch Parish Council
Lengthsman:- Mr. Adrian Bunton, Mr. Terry Griffiths, Mr. Neil Lewis, Mr. Nick Longman,
Mr. Mark Price and Mr Paul Wright
3 contracts produced No 1 Highways, No 2 Village Environs and No 3 P3 Footpaths Scheme
Grass Cutting quotations needed for the recreation ground
2016-2017 grant monies from Herefordshire Council for the Lengthsman Scheme has been confirmed as being maintained at the same level as 2015-2016
2017-2018 grant monies from Herefordshire Council for the Lengthsman Scheme is expected to be reduced to 25% of the current level

4.5 Update from Parish Footpaths Officer Mr. Nick Longman (if available)
Mr. Nick Longman was not present but report sent by email 16th February 2016
“Hello all,
Many thanks for putting the path update in the periodical; I had already been given a copy by a Peterchurch resident, so, at least 1 person has read and digested the contents!
I’m afraid that I won’t be able to make tonight’s’ meeting due to personal commitments (it is half term).
My only comment is that I am waiting for BalfourBeatty to deliver the material necessary to carry out much of the work, so only the signing will be done pending the delivery. Also, the fields are still too wet to get a vehicle on them, so some of the stiles won’t be fitted until April / May.I am chasing BB for the materials.
However, from April, I will start to look at the paths nearer to Peterchurch for their regular short back and sides and will advise you accordingly. Thanks Nick”
Estimates received for PR20, PR34, PR34/35, PR41, PR44, PR45, PR48, PR41/49 and PR52
Issues to be investigated further

5.0 Public Question Time
Designated period of 10 minutes to accommodate members of the public who may wish to either raise any issues or ask the Parish Council questions
Questions and answers on various subjects between resident and Ward Councillor Mr. Philip Price

6.0 Financial Report
6.1 Bank Balances as per Statements
@ 4th February 2016 Lloyds Treasurers Account £2,748.28
Bank reconciliation to agree with bank statement No 7 £2,748.28
@ 3rd February 2016 Lloyds Deposit Account £26.222.94

6.2 Receipts
3rd Quarter Lengthsman Grant applied for as yet not received £2,398.70
Transparency Grant awarded but as yet not received £1,140.00

6.3 Invoices for Payment
Herefordshire Association of Local Councils (HALC)
Invoice No 7085 Subscriptions 2016-2017 £648.48
Peterchurch Village Centre Invoice No 25 £20.00
Malcolm Walker Edit Print Distribute “Election Special” Newsletter
Invoice No 563 £389.90
Clerk’s Salary February 2016 Gross £528.80
Vehicle expenses £17.55
Postage £5.04
TAX £53.20 NIC £0.00

All payments were Unanimously approved

7.0 Neighbourhood Development Plan
Copies of Consultation Responses given to all Steering Group members:-
Councillor Mr. P. J. Clarke Chairman, Councillor Mr. M. J. Church Vice – Chairman,
Councillor Ms. S. Murrin, Councillor Mr. B. C. Treanor (Steering Group Chairman), Helen Buttery,
Ann-Marie Coda, Sal Gaze, Linda Lewis, Pam Prosser, Ivor Sedgley, Dave Williams and Parish Clerk
Steering Group meeting arranged for Tuesday 8th March 2016 7.30pm at the Peterchurch Village
Centre.
Meeting to include all above plus Ward Councillor Mr. Philip Price, Mr. Paul Smith and a Planning
Officer.

8.0 Purchase of Sand Bags for Parish use
Due to Herefordshire Council / Balfour Beatty now advising Parish Councils to purchase their own
Sand Bags, enquiries had been made:-
Bailey’s of Norfolk Limited £168.00 including VAT for a pallet of 50 bags
Radbournes £294.00 including VAT for a pallet of 100 bags
Councillor Mr. P. J. Clarke Chairman to contact Western Power Distribution to “source” some
Sand Bags

9.0 Queen’s 90 Birthday Celebrations
The Parish Council resolved to support in principal other groups in the area organising “90 Birthday
Celebrations” but not to initiate events

10.0 Litter Issues within the Parish
The Parish Council resolved not to organise a volunteer litter pick in the parish
Parish Clerk instructed to obtain a map and information detailing all Herefordshire Council /
Balfour Beatty litter bins

11.0 Roads, Street Lighting, Footpaths & Playground
11.1 Speed Indication Devices (SIDs) to consider options for purchasing
Clerk instructed to contact other Parish Council users and find out what data is produced

11.2 Mobile Telephone Signal to agree action required
Widespread problems in many areas
Keep a watching brief
Agenda item for the next full Parish Council meeting

11.3 To consider letter from a Resident regarding condition of Chapel Lane
All Parish Councillors received a copy of said letter
Animal welfare not a topic for the Parish Council
All pot holes will be reported

Defects & reports on Highway, Street Lighting, Public Footpaths & Play Area
Envelope of items from recreation ground given to Parish Clerk
Arrangements were made to make equipment safe

Laminated A3 maps for all Parish Councillors including Road Numbers and
P3 Footpath Numbers

12.0 Is Herefordshire Council Fit for Purpose ?
To consider recent inconsistences in the level of service from the County Council & their Contractor
Letter provided by Councillor Mr. P. J. Clarke Chairman and unanimously agreed to be sent to
Herefordshire Council, Balfour Beatty Living Places, Herefordshire Ward Councillors, Parish Council
Clerks and Jesse Norman MP

13.0 For Information Only Sheet
Sheet to include update on previous action points and a list of correspondence received

Planning Applications Update
1st October 2013 P132707 Site for the erection of up to 89 dwellings including
affordable housing (Hawthorn Rise)
Construction of vehicular access and other associated works
Application still valid

10th August 2015 143384 Cheshire Bungalow, Peterchurch
Site for proposed erection of bungalow in place of Cheshire Bungalow
Appeal Dismissed 4th February 2016

6th January 2016 153578 76 Crossways, Peterchurch
Erection of a car-port (retrospective)
Planning Permission Granted 8th February 2016

Correspondence
26th January 2016 Ewyas Harold Group Parish Council
Letter reference Wellbeing Centre “Kemble Centre” Ewyas Harold
Agenda item for the next full Parish Council meeting

8th February 2016 Herefordshire Association of Local Councils (HALC)
Information Corner 08/02/2016

Parish Council Chairman Councillor Mr. Paul Clarke attended Parish Briefings
Invitation BBLP Thursday 4th February 2016

4th February 2016 Pothole Report CAS-557137-V3D2W0

4th February 2016 Pothole Report CAS-557132-J2F8Y5

5th February 2016 Dear All
Over the past week, I am pleased to report that the following works, amongst others, have been carried out in our locality:
Golden Valley North Pothole repairs at Urishay Common, on the B4348 in and near Peterchurch, and on the C1205 at Michaelchurch Escley
Repair of a safety barrier on Locksters Lane, Clifford
Removal of mud/spoil from Locksters Lane, Clifford
Golden Valley South Pothole repairs on the C1221 at Wormbridge, Rabbit Lane in Ewyas Harold, Wern Ddu road and Hill Road in Rowlestone, The Glibes & the C1206 in Michaelchurch Escley, Tremorthic Road in Bacton, Culvert and gully cleaning on the B4347 at Ewyas Harold
Stoney Street Pothole repairs on the C1193 at Preston on Wye, C1098 near Lulham and Bridge Sollars, B4348 near Vowchurch, B4348 near Kingstone
This week I have: Raised 113 defects. Carried out NRSWA inspections, including a failed reinstatement at Vowchurch which Welsh Water will repair
Attended a day’s training on tree inspections. Carried out a Parish tour with the Parish Chair
Next week I will be: Continuing to inspect enquiries raised by councillors and members of the public. Attend Banksman (Banksperson?!) training
If you have any outstanding issues in your Parish that you would like me to attend a site visit, please let me know and we can arrange a mutually convenient time. Best wishes Linzy Linzy Outtrim
Senior Locality Steward – Golden Valley | Balfour Beatty | Services | Living Places
M: +44 (0)7791925722 | E: Linzy.Outtrim@bblivingplaces.com
Golden Valley Safer Neighbourhood Team (SNT) Briefing 21st January – 6th February 2016
{Full report see peach information sheet}

Resident asked to volunteer for training for “Tree Warden” for Peterchurch
Parish Council declined offer, Clerk to send letter

Appeal reference APP/W/1850/W/15/3133368
Lower Meadow Farm, Snodhill, Peterchurch HR3 6BH
Appeal Dismissed 11th February 2016

Peterchurch War Memorial – unable to find owner
Clerk to contact War Memorials Trust

14.0 Matters Relayed to the Clerk for Agenda of the Next Meeting
Role of the Dark Skies Officer
Mobile Telephone Signal
Wellbeing Centre “Kemble Centre” Ewyas Harold
Neighbourhood Development Plan
Lengthsman(s) Appointment
P3 Footpaths
Change of use for 1, Orchard Place, Peterchurch
Planning Application 160364 Land at 13 Crossways, Peterchurch, Herefordshire HR2 0TG
Proposed erection of dwelling Planning Permission

15.0 Confirmation of the Next Meeting Date, Time and Venue
The next meeting will be an Ordinary Parish Council Meeting and is to be held on Tuesday 15th March 2016 in the Peterchurch Village Hall and is to commence at 7.00pm

Meeting declared closed at 9.30pm

• We discussed the present position and concluded that Mr Griffiths had carried out the tasks given to him very well and that his team had projected a good image through the village, as we all had received positive comments.
• We then considered how best to apportion the work bearing in mind that we felt a contractor who lived with in the parish would be very useful for urgent tasks, to that end we would recommend a split as follows to be most effective if we can source appropriate contractors.
1. Cutting the grass through the village, maintaining and inspecting the children’s play area to include the grass in the play area only, carrying out small tasks and urgent tasks as required.
2. Main contract to maintain the gullies, drains, ditches, grips, banks, verges, clean signs and repair throughout the parish. Maintain the playing field, cut the grass and hedges.
3. Maintain footpaths throughout the parish.
We concluded that our recommendation would be:-
1. That we select a candidate prior to the next meeting from Mr. Bunton, Mr Price and any other person who comes forward in the next 2 weeks.
2. The main contract has been ably filled by Mr Griffiths we suggest his team is retained.
3. There is no reason to change our footpath maintenance and inspection so we would recommend we retain Mr. Longman and recruit additional voluntary support to walk and report deflects.
We have considered cost implications and at this time conclude that we should be able to manage to our existing budget. However we do have to decide how to manage the loss of the lengthsmans grant in 2020 and although not confirmed the possible reduction to 25% next year.
We have a revised set of {tender} specification documents. Our clerk needs to review.
We need to conclude the exercise at the next council meeting so that we can award contracts by April. Paul Clarke