Minutes 20th February 2018

Minutes of an Ordinary Meeting of Peterchurch Parish Council
held at The Peterchurch Village Hall on Tuesday 20th February 2018

No PPC/MW/117

Councillors Present
Councillor Mr P J Clarke Chairman
Councillor Ms S Murrin Vice – Chairman
Councillor Mr M J Church
Councillor Mr R Gaze
Councillor Mr L R Metcalfe
Councillor Mrs R A Quelch
Councillor Mr B C Treanor

Clerk Mr M Walker

Also Present
Four 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 Mr D Morgan
Golden Valley North Ward Councillor Mr Philip Price, Lengthsman Mr Terry Griffiths and
PCSO Fiona Witcher representatives from the Police not present

2.0 Declarations of Interest & Dispensations
2.1 To receive any Declarations of Interest in agenda items from Councillors
No Declarations of Interest were made

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/116 held on
Tuesday 16th January 2018 at 7.00pm, with three minor amendments, were confirmed as a true record and signed by the Chairman.

5.3 3) Paul is waiting for Herefordshire Council’s timescale (not authorised yet)
“+ 30mph repeaters”

8.1 VAS Units. Resolved for the Activation level to be reduced – Chairman to investigate

10.0 Peterchurch Day Care Centre at The Village Hall may provide a contribution
for new pads

4.0 To Receive Reports from:-
4.1 Ward Councillor Mr Philip Price
Ward Councillor Mr Philip Price not present and no report available

4.2 West Mercia Police
PCSO Fiona Witcher representatives from the Police not present see Item 11.0

4.3 Locality Steward Paul Norris
Re report – grips and ditches
Approved contact Terry Griffiths Lengthsman

4.4 Update from Lengthsman Mr Terry Griffiths
Lengthsman Mr Terry Griffiths not present

Peterchurch Parish Annual Maintenance Plan 2018-2019 to be submitted to Balfour Beatty / Herefordshire Council, approved by the Parish Council.
Proposed by Councillor Mr B C Treanor and Seconded by Councillor Ms S Murrin Vice – Chairman

Parish Maintenance Working Group Meeting 07/02/2018 @ 19:00
Present Paul Clarke – Chairman, David Morgan, Robert Metcalfe
Apologies – Sarah Murrin
Not Present – Malcolm Walker
It was confirmed that we would continue the maintenance of the Verge’s through Peterchurch village and Hinton green, the grass cutting to the playing field and Children’s play area.

After reviewing our existing contractors performance and costs the con-census was to retain Terry Griffiths of Llangarron, Ross on Wye for the year 2018/19, mainly based on the improvements we have seen to the areas maintained and with a reasonable average hourly rate of £23.50 / person, which includes the majority of the equipment and consumables used. (confirmed no rate rise for coming year)
This decision will also save the cost of advertising to try to find a suitably qualified replacement with adequate insurance and certification.

The proposed budget of £8,753 for 2018/19 would enable:-

• The verges, Playing field & Children’s Play Area to be serviced 12 times during the growing period April to September
• 2 – Highway maintenance days for the Parish, on a request basis.
• Leaving £533 for emergency requirements which could be enhance if we obtain the grant to clean the War Memorial by £1612?
• Any other work would require funding and Parish Council Approval.

The meeting concluded that we wish to ensure that the improvements achieved in local flooding are maintained and improved and that some communication to drivers and land owners to minimise damage to verges, ditches, gullies and grips by inconsiderate drivers / operators need to be rectified by the adjacent land owners, needs to be discussed at Parish Council so that we deliver a strong message and ask our clerk to determine:- can we carry out remedial work if not done by the land owners and then charge them?

Meeting concluded at 21:00 no further meeting date was set as it was felt the Parish Council should take responsibility and this group would reform as required by that council.

4.5 Update of the Data Protection Laws in 2018
Information given to all Parish Councillors which comes into force 25th May 2018
Information letter received from DM Payroll Services Ltd
Clerk will pass on all information as and when received
Clerk booked on a Training Course Friday 2nd March 2018

4.6 Update Church Road Parking outside Almshouses
Letter received 19th February 2018 from Susan Scott Clerk to the Trustees of John Smith’s Charity reference Church Road Parking
Article had been included in the Peterchurch Parish Council Periodical Summer 2017
Sue to contact Royal National Institute of Blind People (RNIB)
Highways meeting to be arranged between Herefordshire Council and representatives from
Peterchurch Parish Council – Councillor Mr P J Clarke Chairman Councillor Ms S Murrin
Vice – Chairman

5.0 Public Question Time
Designated maximum period of 10 minutes for public questions to the Parish Council

Question Why were VAS Units not activates at speeds below 36mph?
Response Agreed setting so as not to exceed battery capacity of solar powered units

Action Correspondence given to the Parish Clerk by Councillor Mr L R Metcalfe reference NS&I Investment
Account Peterchurch Sports & Playing Field Committee
Statement 1st January 2017 – 31st December 2017 balance £1,331.59 address The Old Rectory Vowchurch Hereford HR2 0RD
Clerk to investigate further

6.0 Financial Report
Minutes of Finance Working Group Meeting held at The Peterchurch Village Hall on
Friday 19th January 2018 at 7.00pm No PPC/MW/116FWG
Councillors Present
Councillor Mr P J Clarke Parish Council Chairman
Councillor Mr B C Treanor Finance Working Group Chairman
Councillor Mr M J Church
Councillor Mrs R A Quelch
Clerk Mr M Walker
1.0 Apologies for Absence
To receive and accept any apologies
No apologies received
No Declarations of Interest recorded
2.0 To Confirm the Minutes of the Previous Meeting PPC/MW/114F dated 17th November 2017
To sign as correct Minutes from the previous meeting
The Minutes of the Finance Working Group Meeting No PPC/MW/114F held on Friday
17th November 2017 at 7.00pm were unanimously confirmed as a true record and signed by the Chairman.
3.0 Financial update
3.1 To Acknowledge and Record Receipts
Precept for 2018/2019 submitted to Herefordshire Council for £21,660.00
3.2 Review Invoices for Payment
HMR&C 3rd Quarter Payment October November December £350.20
Cheque 000989
West Mercia Energy Invoice No 1447394 Electricity 01/11/2017-30/11/2017 £10.07
*Joint Cheque 000990
West Mercia Energy Invoice No 1447477 Electricity 01/11/2017-30/11/2017 £42.76
*Joint Cheque 000990
Peterchurch Village Hall Invoice No 63 £20.00
Tuesday 19th December 2017
Cheque 000991
Clerk’s Salary January 2018 Gross £618.34
Vehicle expenses £17.55
Postage £3.00
Stationery & Consumables £48.80
TAX £116.60 NIC £0.00
Nett Salary £571.09
Cheque 000992
Robert Metcalfe Invoice No 2052 Posts x 2 £180.00
Cheque 000993
West Mercia Energy Invoice No 1452402 Electricity 01/12/2017-31/12/2017 £10.42
*Joint Cheque 000994
West Mercia Energy Invoice No 1452486 Electricity 01/12/2017-31/12/2017 £45.89
*Joint Cheque 000994
All financial transactions unanimously approved
3.3 Confirmation of Bank Balances and Reconciliations
Bank Balances as per Statements
@ 4th December 2017 Lloyds Treasurers Account £4,124.92
Bank Statement No 28
Bank Reconciliation to agree with Internet Printed Bank Statement signed
dated 19/01/2018 £3,027.48
@ 1st December 2017 Lloyds Business Bank Instant Access Account £21,940.92
Bank Statement No 21
Bank Reconciliation to agree with Internet Printed Bank Statement signed
dated 19/01/2018 £21,942.75
4.0 Street Light Adoption by Herefordshire Council
Letter to be compiled for submission to Herefordshire Council
See Parish Council Minutes Item 8.2
5.0 To Agree Schedule and Venue for the Finance Working Group Meetings
Schedule – Next Finance Working Group Meeting to be held on the 16th February 2018
Venue – The Peterchurch Village Hall at 7.00pm
Meeting declared closed at 8.00pm
Financial Working Group Chairman Councillor Mr Brendan C Treanor
Date Friday 16th February 2018

6.1 To receive confirmation of receipts
No receipts received

6.2 To approve invoices for payment
Neighbourhood Development Grant from DCLG End of Grant Report – NP/CB Projects V2
resulted in an overspend so no monies to be returned
Peterchurch Village Hall Invoice No 71 £30.00
Tuesday 16th January 2018 and Friday 19th January 2018
Cheque 000996
Clerk’s Salary February 2018 Gross £618.34
Vehicle expenses £17.55
Postage £3.45
TAX £116.60 NIC £0.00
Nett Salary £522.74
Cheque 000997

6.3 To receive bank balance confirmation and account reconciliation
Bank Balances as per Statements
@ 2nd February 2018 Lloyds Treasurers Account £2,548.14
Bank Statement No 30
Bank Reconciliation to agree with Bank Statement signed by Chairman Councillor Mr P J Clarke
dated 20/02/2018 £2,548.14

@ 2nd February 2018 Lloyds Business Bank Instant Access Account £21,942.75
Bank Statement No 23
Bank Reconciliation to agree with Bank Statement signed by Chairman Councillor Mr P J Clarke
dated 20/02/2018 £21,942.75

6.4 Purchase of Defibrillator Replacement Pads
Medisol dated 24/01/2018/ Invoice No 1084763 £42.00
Cardiac Science Powerheart G3 Adult Electrode Pads
Cheque 000995
Peterchurch Day Centre will kindly provide half the cost of the new pads
Councillor Mr R Gaze offered to replace new pads in defibrillator

Information – Annual Inspection of Peterchurch Playground Equipment is due scheduled for June / July 2018 and the cost remains the same as last year £58.60

7.0 Peterchurch Highway & Footway Issues Update
7.1 Vehicle Activated Signage To receive report reference re-calibration
Councillor Mr P J Clarke Chairman and Clerk to liaise reference computer programme
Agenda Item for the next full Parish Council meeting

7.2 Parish Council’s Street Lights Update reference adoption
Letter dated 23rd January 2018 had been sent to Mr Clive Hall Herefordshire Council and acknowledgement received
Reply awaited

7.3 Kissing Gate (adjacent to Police Station) To agree action with regards to repairs
Councillor Mr L R Metcalfe to obtain quotation
Side fence/rails required
No further information as yet
Agenda Item for the next full Parish Council meeting

7.4 Clarification of outstanding TROs Information obtained to date
Letter dated 16th February 2018 had been sent to Mr Richard Ball Herefordshire Council
Reply awaited

Letter of thanks to be sent to Mr John Buck of Border Craft Peterchurch reference signs

Flashing Signs update required

Play area photographs required and letter to clean up

4 Pots bottom of Stockley Hill

8.0 Peterchurch War Memorial
Clerk to provide update with regards to renovation Grant Application
Email received 3rd January 2018 Dear Malcolm, We have experienced some problems with our email over the festive period therefore please find below a forwarded email acknowledging your Pre- application. My apologies for the delay this has caused. Kind regards, Katharine

The pre-application had been submitted for 75% of the total cost of refurbishment and further
information had been submitted by the Clerk, Stage 2 completed. Reply awaited
Agenda Item for the next full Parish Council meeting

9.0 Community Governance Review
Proposed commencement of Consultation 1st February 2018
The 2018 Peterchurch Parish Council Periodical was unanimously approved for printing and distribution with the inclusion of information relating to the Community Governance Review (CGR) (plus form) and Parish Council Budgets for 2017-2018, 2018-2019 and 2019-2020
Information on Website
Boxes and Extra Forms at Post Office & Stores, Peterchurch Village Hall and Doctors Surgery
Collection date for boxes 19th March 2018
Clerk to receive all forms and boxes Tuesday 20th March 2018 and delivery to Herefordshire Council by 23rd March 2018

10.0 Planning Re-consultation (amended)
Application No 180180 Hinton Cottage Peterchurch Hereford HR2 0SQ
Description Proposed demolition of existing porch and rear store room
Reconstruction of roof in asymmetric pitch, modify door aperture to form window and construct two storey rear extension Removal of existing bay windows and replace all existing windows

“23/02/2018 Good afternoon Abigail, Peterchurch Parish Council considered application No 180180 Hinton Cottage Peterchurch at their meeting held on the 20th February 2018.
Resolved:- Unanimously To support the application as presented.
Best Regards Malcolm Walker Clerk to Peterchurch Parish Council”
31st January 2018 Application No 180383
Application for approval of details reserved by conditions 4, 5 & 7 attached to Listed Building Consent 174186
Application Type Approval of details reserved by condition
Conditions 4, 5 & 7 Discharged 19th February 2018

10th & 14th January 2018
Application No 180211
Application for approval of details reserved by conditions 5 & 9 attached to
planning permission 152982
Application Type PP Approval of details reserved by condition
Conditions 5 & 9 Are Acceptable 15th February 2018

11.0 For Information Only Sheet
Sheet to include update on previous action points and a list of correspondence received
Planning Information
11th July 2017 Application No 172543
Land to the south of Closure Place, Peterchurch Hereford
Site for residential development and associated works
Application Type Outline
Still Valid
7th December 2017 Application No 174392
Track leading to West Lawn Cottage, Dorstone Hereford
Improvements to existing road leading to West Lawn Cottage
Application Type Planning Permission
Still Valid
February 2018 Golden Valley Safer Neighbourhood Team (SNT) Newsletter
Your team, based at Peterchurch
PC 164 Roger Bradley 07976 938 755 roger.bradley@westmercia.pnn.police.uk
PCSO 6173 Fiona Witcher 07773 054582 fiona.witcher@westmercia.pnn.police.uk
PCSO 6378 Pete Knight 07773 053919 peter.knight@westmercia.pnn.police.uk
Crime Trends 1st – 31st January 2018 A Royal Mail post box was stolen from Balls Cross near Rowlestone sometime between 11.40am on Wednesday 3rd / midday on Thursday 4th January Incident ref 276-s-080118
Sometime between 2nd – 9th January 3 digger buckets and a tree shearer were stolen from an isolated field near Preston on Wye Incident ref 183-s-090118
Damage was caused to play equipment at the pre school area of Clehonger primary school sometime overnight on Thursday 11th /Friday 12th January. Several attempts were made to set the wooden playhouse on fire, and some racist graffiti was found written on the walls inside Incident ref 563-s-120118
An isolated rural barn on Lower Maes Coed Common was broken into sometime between 4pm on
Saturday 13th January and 11am on Monday 15th January. A quantity of items were stolen including acetylene cylinders, a welding torch and a large trolley jack. A silver x type jaguar BL05ZKN that was parked outside the barn within the locked yard was also stolen Incident ref 360-s-150118.
A female Charolais cross cow is missing, believed stolen, from a farm on the outskirts of Ewyas Harold. It could have been taken anytime since the beginning of the month and was discovered missing on Tuesday 23rd Incident ref 235-s-250118
Overnight on Saturday 27th and Sunday 28th January, 9 bales of hay used for feeding horses was stolen from a field in Brampton Road, Madley Incident ref 164-s-280118
If you have any information regarding any of the above crimes you can contact police on 101, in an emergency please dial 999. Please be aware that any information provided within this letter is to inform you of incidents of note and to request possible assistance. We do not want to worry you in anyway.
Any incidents stated are infrequent and spread about a wide area, and are over a whole month. Herefordshire is a safe place to live!
Arrests of Note A 24 year old male from Kingstone was arrested for drink/drive and has been released on police bail while enquiries continue.
A 54 year old male from Madley was arrested on suspicion of assault and has been released on police bail while enquiries continue.
Meet the Team Below are some of the venues where we’ll be in February if you’d like to come and have a chat. We will try and vary the locations each month, so let us know if there is an event you’d like us to call in at in the future.
Monday 12th February – Coffee Morning at Peterchurch Village Hall between 10.30 – 11am
Tuesday 20th February – Dorstone Front Room, between 9.30 – 10 am
Wednesday 28th February – Longtown library, Village Hall, between 3.30 – 4.pm
Whilst we will make every effort to be at these events as advertised, there may occasionally be operational reasons why we cannot be there, we’re sure you will understand if this happens.
Nuisance phone calls How to prevent nuisance phone calls
Nuisance phone calls come in many different forms. They are an invasion of privacy and can be threatening, abusive or obscene and may include heavy breathing or silence.
They may be random calls by pranksters or targeted calls by people known or not known to the victim, who intend to cause upset or intimidation for revenge, anger or humour.
How to deal with nuisance phone calls:
Don’t give out the phone number when answering the phone.
Never give personal information out over the phone to an unknown caller.
If the call is malicious, try to remain calm as some callers gain pleasure from an emotional response.
Don’t engage them in conversation, hang up immediately.
At the end of the call dial 1471 to see if the caller’s number has been recorded – if it has, make a note of it and pass it to the telephone service provider.
Report all nuisance calls to the telephone service provider.
If the call was abusive or threatening, contact the police.
If the calls are persistent, the telephone service provider may suggest putting a trace on the line to gather evidence for the police.
The police will require evidence of the nuisance calls before they can prosecute.
Keep a log of all the nuisance calls – including the time, date and details of what was said
Service providers can provide a call barring system.
Alternatively, it may be worth changing the phone number.
Phone scams The police take phone scams very seriously. Criminals will often use scam phone calls as a way of defrauding people out of their money. On most occasions, people realise that the call is a scam, but we are encouraging people to continue be vigilant.
What to look out for: Typically scammers will pretend to be from the police, and tell callers that their bank cards have been used fraudulently. Often the callers have stated that they are from the MET police, but they have been known to claim that they are from West Mercia Police, MI6 or the fraud squad. They will often say that they have the offenders in custody.
Usually they will then ask the victim to contact their bank to cancel their cards. In doing so, they will ‘hold the line’, so the victim believes that they are calling their bank, when in fact they are still on the line to the offenders.
They will then encourage the victims to hand over their bank details, including their PIN which they will often ask them to enter into the keypad of the phone.
Following this they will say that the cards are needed and send a courier to collect them. Sometimes they will ask the victims to give a password which the courier will use to make it appear more genuine. Consequently the offenders have been able to withdraw money from victim’s accounts.
On other occasions, rather than sending a courier, they have asked the victims to transfer money to a secure police account, asking them to call back to verify that they are genuine, whilst holding the line.
Sometimes the scammers have told the victims to attend the bank to transfer money but told them that bank employees are involved in the scam, so not to mention it to them.

More recently callers have told victims that they are from Customs and Excise and that they have paid too much tax. In order to get this back they must pay an amount of money via a courier.
These scammers will often target those who are elderly or vulnerable. People with common surnames such as Jones or Smith tend to be targeted more often.
What to do: We offer the following advice to protect you from these scams:
• Remember police officers, and banks will never ask for account details or PINs over the phone.
• Police officers and banks would never come to your house to collect your cards or property.
• They would also never ask you to transfer money to a secure account.
• If you receive a call like this, hang up immediately and call 101 using another phone. In an emergency or if a crime is in progress call 999
• If you have elderly friends or relatives who may be vulnerable to this scam, please talk to them and make them aware. How to Contact Us 101 to talk to your local SNT or report a crime goldenvalley.snt@westmercia.pnn.police.uk www.westmercia.police.uk @GValleyCops
Only call 999 in an emergency, when a crime is in progress or life is in danger

Peterchurch Play Area Weekly Inspection Report from Councillor Mrs R A Quelch
dated 19th February 2018
No comments

Peterchurch Play Area Weekly Inspection Report from Councillor Mr L R Metcalfe
dated 20th February 2018
Ant hill under bench leg
Car park sign has been damaged / vandalised
Small items of rubbish left
Trees also left from old garage on grass
Vandalised fence in front of car park

Clerk to contact Vowchurch Parish Council Clerk Linda Cowles by letter reference water on road at Vowchurch

12.0 Matters Relayed to the Clerk for Agenda of the next meeting
VAS Computer Programme
Kissing Gate
War Memorial

13.0 Confirmation of the Next Meeting Date, Time and Venue
The next meeting will be the Ordinary Parish Meeting and is to be held on Tuesday 20th March 2018 in the Peterchurch Village Hall and is to commence at 7.00pm
NB Finance Working Group Meeting (if required) to be held on Friday 16th March 2018 at 7.00pm
in the Peterchurch Village Hall

Meeting declared closed at 8.45pm