Minutes 21st June 2016

Minutes of an Ordinary Meeting of Peterchurch Parish Council
held at Peterchurch Village Hall on Wednesday 21st June 2016

No PPC/MW/099
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 Mr D Morgan
Councillor Mrs R A Quelch
Councillor Mr B C Treanor

Clerk Mr M Walker

Also Present
Ward Councillor Mr Philip Price and three 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
No apologies were received as all Parish Councillors were present
Lengthsman Mr Terry Griffiths not present
PCSO Lucy Morris from the Golden Valley Safer Neighbourhood Team 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 L R Metcalfe Item 10.0

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

3.0 Minutes
The Minutes of the Annual Parish Council Meeting No PPC/MW/098 held on Tuesday 17th May 2016 at 7.00pm, * with a couple of amendments, were unanimously confirmed as a true record and signed by the Chairman.

Playground Working Group / Inspectors
Councillor Ms S Murrin Vice – Chairman
Councillor Mr R Gaze
Councillor Mr R Metcalfe
(Badge required for Robert)
*plus Councillor Mrs R A Quelch

Traffic Management / Village Speed Limits Working Group
Councillor Mr P J Clarke Chairman
*remove Councillor Ms S Murrin Vice – Chairman
Councillor Mr R Gaze
Councillor Mr R Metcalfe
Councillor Mr D Morgan

4.0 To Receive Reports from:-
4.1 Ward Councillor Mr Philip Price
Mr Philip Price reported on the following:-
Southern Link Road was approved at a Planning Committee meeting held on 6th June 2016
Hopefully to be started 2017
City Link Road was progressing, work starting July 2016, completed September 2017
Continuation of road and over bridge 2022 1st stage and aim to complete by 2027
Balfour Beatty Living Places Strategy meeting – £20m work successful on “C” and “U” Class Roads, they are very reasonable now. Looking to “A” and “B” Class Roads capital investment required
Snodhill Lane on asset management scheme for resurfacing

4.2 West Mercia Police
PCSO Lucy Morris not present see Item 15.0

4.3 Lengthsman’s Report
Lengthsman Mr Terry Griffiths not present but reports sent by email
Copies given to all Parish Councillors
Lengthsman Mr Terry Griffiths has a “Waste Licence”

4.4 Update from Parish Footpaths Officer Ms S Murrin
No issues at present had been reported
Zoe Betteridge not walking field footpaths at the moment
VO33 stile at the bottom of Poston Mill opposite the Bus Stop has been repaired

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
No matters raised

6.0 Financial Report
6.1 Confirmation of Bank Balances 6.2 Receipts 6.3 Approve Invoices for Payment
6.4 Insurance Renewal 6.5 Approval of Newsletter “Periodical” for Publication
6.6 Bank Mandate update

Councillor Mr B C Treanor Finance Working Group Chairman gave a verbal overview of the meeting
“Draft Minutes of Finance Working Group Meeting No PPC/MW/098F held at The Peterchurch Village Hall on Monday 20th June 2016 commencing at 7.00pm
Councillors Present
Councillor Mr P J Clarke Parish Council Chairman Councillor Mrs R A Quelch
Councillor Mr B C Treanor Clerk Mr M Walker
1.0 Election of Chairman
Councillor Mr Brendan C Treanor was unanimously nominated as Finance Working Group Chairman
2.0 Apologies for Absence
No apologies received
Councillor Mr M J Church not present
3.0 Terms of Reference
Terms of reference approved with some minor amendments
To be signed at next full Parish Council meeting
4.0 Financial Report
4.1 Confirmation of Bank Balances
Bank Balances as per Statements
@ 3rd June 2016 Lloyds Business Bank Deposit Account £31,041.84
Bank reconciliation to agree with bank statement No 3 £31,041.84

@ 3rd June 2016 Lloyds Treasurers Account £6,114.35
Bank reconciliation to agree with bank statement No 11 £6,114.35
4.2 To acknowledge and record Receipts
Receipts
Peterchurch & District Gardening Club Cheque 100032 £700.00
4.3 Review Invoices for Payment
Invoices for Payment
Kompan Spare Parts Invoice S1219862 £88.80
Cheque 000810
Terry Griffiths Contracts Lengthsman Work TGC1666 £300.00
Cheque 000811
WoodblocX Invoice 100002703 Planters x 2 £423.22
Cheque 000812
Terry Griffiths Contracts Lengthsman Work TGC1668 £332.40
Cheque 000813
Terry Griffiths Contracts Lengthsman Work TGC1669 £48.00
Cheque 000814
Terry Griffiths Contracts Lengthsman Work TGC1670 £144.00
Cheque 000815
Glasdon UK Limited Litter Bin Keys £11.95
Cheque 000816
Peterchurch Village Hall Invoice No 48 £20.00
Cheque 000817
Mrs J Cole Internal Auditor £35.00
Cheque 000818
Clerk’s Salary June 2016 Gross £528.80
Vehicle expenses £22.95
Postage £11.22
TAX £105.80 NIC £0.00
Cheque 000819
HMR&C 1st Quarter April May June £317.20
Cheque 000820
Replacementkeys.co.uk Notice Board Keys Invoice 100127366 £30.20
Cheque 000821
*Zurich Municipal Insurance Invoice 21728081 01/06/2016-01/05/2017 £494.11
Cheque 000822
4.4 Insurance Renewal see above *
Came & Company Insurance quote £665.00 for 2016 – 2017
4.5 To Approve Audit Notification section in the Parish Council’s “Periodical” Publication
Newsletter recommended for printing and distribution, approval at next full Parish Council
meeting
4.6 Bank Mandate update
Existing Bank Signatories are:- Councillor Mr P J Clarke Chairman,
Councillor Mr M J Church, Councillor Mrs R A Quelch and Councillor Mr B C Treanor
Bank mandate for removal as cheque signatory ex councillor Mr Ian McCulloch, signed by Councillor Mr P J Clarke Parish Council Chairman and Councillor Mr B C Treanor Finance Working Group Chairman
For information
The Pensions Regulator – Letter Code 1141539529 dealt with by Parish Council Clerk
Accounts Bank File for 2015 – 2016 perused by Finance Working Group for inaccuracies or
anomalies, samples all found to be correct
Last month’s finances scrutinized and checked
This month’s finances recommended for Parish Council approval
Councillor Mr P J Clarke Parish Council Chairman signed to confirm custody of the Parish Council’s Laptop and Printer
5.0 To Agree Schedule and Venue for the Finance Working Group Meetings
Future Finance Working Group meetings to be monthly, prior to full Parish Council meeting
Next meeting to be on Friday 15th July 2016 at 7.00pm in The Peterchurch Village Hall
Meeting declared closed at 8.00 pm
Signed………………………….…………….…………
Parish Council Chairman Councillor Mr P J Clarke
Date Tuesday 21st June 2016”
Minutes to be signed at the next Finance Working Group Meeting on 15th July 2016

Terms of Reference for the Finance Working Group signed by Parish Council Chairman Councillor Mr P J Clarke

Newsletter Peterchurch Parish Council “Periodical” approved by the Parish Council for printing
and distribution by the Clerk and volunteers.

7.0 Neighbourhood Development Plan
To consider additional information required before submission for Regulation 16 Consultation
Councillor Mr B C Treanor Neighbourhood Development Plan Chairman stated that three “Green Spaces” Old Recreation Ground, New Recreation Ground and Hinton Green, should be marked on the map and forwarded to Kirkwells.
Email received 20th June 2016 from Paul Smith
“Dear Mr Walker, It is some time ago that I met with the steering group of the Peterchurch NDP. You will recall, I discussed the issue of the recreational ground and was given the impression that the steering group preferred a single pitch rec ground rather than one design to accommodate smaller pitches.
To progress matters further, I am producing a revised plan showing how this might manifest itself.
Do you know the outcome of the NDP’s discussions with the community and in particular how they want the rec space provided? The planners will want to know that I am making progress on agreeing a rec ground with your Parish so that I can complete the planning application and they can formally grant pp. I would not want the planners to be left with the impression that agreement between ourselves is unlikely to happen.
I look forward to your response. Yours sincerely, Paul Smith MRTPI”
Clerk instructed to contact Herefordshire Council Planning Department for a meeting
Planning Working Group members Councillor Mr P J Clarke Chairman
Councillor Ms S Murrin Vice – Chairman (available Fridays only), Councillor Mr D Morgan and
Councillor Mr B C Treanor

8.0 Parish Notice Board
To agree installation and location of new notice board at the Northern end of the village
Licence received from Balfour Beatty
Letters sent to residents, no replies received
Notice Board to be sited on the east bound verge by the bus stop at the northern end of the village
Lengthsman Mr Terry Griffiths to be instructed to erect notice board
Proposed by Councillor Ms S Murrin Vice – Chairman and Seconded by Councillor
Mr L R Metcalfe. Resolved by majority to erect Notice Board

9.0 Roads, Street Lighting, Footpaths & Playground
9.1 To receive information reference Street Lamp HA1 Lewis Way
“This is a query that has been raised with me before by Balfour Beatty and I explained to them at the time that the street light in question serves a private part of the development way beyond the part where we have houses at the start of Lewis Way. They had assumed in error that the houses served were ours, which is not the case, and the road serving these houses is, I believe, beyond the end of the adopted highway. It is, in my view, for those responsible for the unadopted road, presumably the original developers, to deal with this.
Please call me to discuss on 01432 384058 (Mons. – Weds.) if you feel this would help.
Stephen R.L. Phillips, F.R.I.C.S. Asset & Valuation Surveyor, Herefordshire Housing Ltd”
Councillor Mr P J Clarke Chairman and Clerk instructed to look into the “box” on HA1,
then contact Herefordshire Council
9.2 Grass Cutting – through village and playground to consider variation of instructions
Clerk asked to contact Lengthsman Mr Terry Griffiths and instruct him reference “Mowing”
Verges to be mowed (and strim) every 2 weeks during the growing season
Strim footway clear and finger post

9.3 The Local Services Coordinator for South City and Golden Valley Children Centre Service –
Request to use Playing Field on Thursday 4th August 2016 for Play Session
The Parish Council resolved for permission for the event but if the Play Area is also used it is
still open for public use. Insurance and Risk Assessment required.

9.4 To receive information reference other parish reports requiring action
Councillor Mr P J Clarke Chairman reported on the “Hedge” inspection at Hinton, stating that it
is not an issue.
Potholes reported
Caravan still at Lewis Way
Street lamp at Wellbrookside “No 3” is not working Clerk to report it to street light contractor
Clerk to verify if Road Sweeper still sweeps through the village – used to be twice a year
Licence required for name sign change “Peterchurch Village Centre” to “Peterchurch Village
Hall”

Playground Report 01/06/2016 received from Councillor Mr P J Clarke Chairman
Rock It out of action
Litter improving bottles still present

Playground Report 04/06/2016 received from Councillor Ms S Murrin Vice – Chairman
General condition – as usual
No rubbish needs mowing more regularly
Rock It out of action
Litter improving bottles still present

10.0 Peterchurch Industrial Units
To consider the purchase of Industrial units in Peterchurch
Light Industrial for Sale 1.2 acres £275,000.00
Public Works Loan Board £275,000.00 over 20 years £8,615.83 per half year approximately
Ward Councillor Mr Philip Price to send contact details of Claire Ward to the Clerk
Contact with Rightmove Estate Agent, expression of interest from the Parish Council and legal
advice required
Proposed by Councillor Mr R Gaze and seconded by Councillor Mr B C Treanor
Resolved by majority

11.0 Storage Unit for Parish Council Equipment
To consider options available ie Size/Type/Location/Usage/Cost
Size – 20 foot x 8 foot x 8 foot 6 inches
Type – Clerk to visit Much Dewchurch/Knivernoll
Location – Ground right hand side of playing area
Usage-
Cost – £2,000.00 approximately
Proposed by Councillor Ms S Murrin Vice – Chairman and Seconded by Councillor Mr R Gaze
Resolved unanimously

12.0 Village Maintenance
12.1 To agree materials required and locations for installation of new village planters
“Regarding planters we need (weed control matting – drainage gravel 3 bags – soil preferably not local ie sterile 8 bags {radbournes size})
The planters need to be placed at least 30 cm in front of existing road sign to enable gates and must not extend beyond existing position towards the road.

I have suggested to Richard that perhaps I need to help, particular as he said Robert and he could assemble on flat concrete and move after, they will be about 250kgs and they need two spikes into the ground, care is needed because you cannot take apart at all Best Regards Paul”
Clerk authorised to order materials to be paid for out of donation.
Licences received from Balfour Beatty

12.2 To agree type of new and relocation of existing litter bins
New Double Litter Bin to be purchased costing £700.00 approximately and Lengthsman to
install at recreation ground
Letter to be sent to Vicar Simon Lockett, Madley Vicarage – reference dead flowers from the
Church in litter bin
Old litter bin to be used to replace defunct litter bin at Crossways

13.0 Planning Application for Consideration
Planning Application 161572 10, Princes Orchard, Peterchurch, Hereford HR2 0RW
Description Single storey garage extension including alterations to roof over existing garage and conversion of existing garage to study and utility room. Full Householder
“Good Morning Matt,
Peterchurch Parish Council considered planning application No 161572, 10 Princes Orchard HR2 0RW at their meeting held on the 21st June 2016
Resolved Unanimously to support the application as presented.
Regards Malcolm Walker Parish Council Clerk”

14.0 Ratification of Policies
To ratify revised Financial Regulations & Standing Orders
Financial Regulations signed by Councillor Mr P J Clarke Chairman, Councillor Mr B C Treanor
and Clerk Mr M Walker. Hard copies given to all Parish Councillors

Standing Orders signed by Councillor Mr P J Clarke Chairman, Councillor Mr B C Treanor
and Clerk Mr M Walker. To be emailed to all except Councillor Mr M J Church who will receive a hard copy.

15.0 For Information Only
Sheet to include update on previous action points and a list of correspondence received
Information
May 2016 Balfour Beatty / Herefordshire Council – Parish Lengthsman and Parish Paths Partnership (P3)
Scheme Contract submitted awaiting return
{Returned and signed after meeting}

27th May 2016 Dear All Over the last week, I am pleased to report that the following works, amongst others, have been carried out in our locality:
Golden Valley North Pothole repairs along the C1205 in Cusop
Culvert cleansing on the C1193 at Preston on Wye
Golden Valley South Pothole repairs on the C1205 from Michaelchurch to Longtown, and the C1203 near Longtown, C1206 near Michaelchurch Escley, C1219 at Walterstone, C1239 at Kentchurch, C1213 at Ewyas Harold and Dulas, C1209 at Bacton
PROW – roadside signposts replaced in Abbeydore
Tree removal/works on the C1209 in Bacton
Stoney Street Tree works on the A438 at Bridge Sollars, and in Madley
Fly tipping removal in Madley, and Swainshill
This week I have: Attended the road closure on the C1209 at Bacton to ensure compliance. Tree works there are now complete.
Completed my statutory A/B and priority C/U road inspections
Attended several meetings with stakeholders
Dealt with outstanding enquiries, including drainage issues, referral of stretches of road to our asset management team
Next week I will be: Attending several site meetings with colleagues
Continuing to inspect enquiries
If you have any outstanding issues in your Parish and you would like me to attend a site visit, please let me know and we can arrange a mutually convenient time. Best wishes Linzy

3rd June 2016 Dear All Over the last week, I am pleased to report that the following works, amongst others, have been carried out in our locality:
Golden Valley North Nil to report
Golden Valley South The PROW gang have spent a considerable amount of time this week on a footpath in AbbeyDore; they have been clearing overgrown vegetation, installing several roadside finger pots, a new ditch crossing, fencing rails and a new gate. They have also installed a new finger post on a footpath in Walterstone.
The reactive gang have also repaired a broken manhole cover on the C1206 in Michaelchurch Escley.
Stoney Street The road sweeper has swept in Madley this week, while it was half term.
We have also collected 2 lots of fly tipping, from Archenfield in Madley, and on the A438 at Swainshill. We are aware of several of sites on the A465 and these will be collected in due course.
This week I have had a parish tour in Longtown, Craswall and Llanveynoe. We raised over 30 defects.
I attended a ward members’ briefing on Tuesday afternoon, where ward councillors were briefed on the contract, and about the changes to this years’ annual plan. I have dealt with several enquiries from members of the public, and had meetings with landowners about footpath issues.
Next week I shall be attending a parish meeting in the evening on Wednesday, delivering PROW maps to new footpath officers, and as usual doing site inspections arising from enquiries from members of the public. I will also be meeting several parish councillors so that they can show me specific issues in their parishes.
Apologies for the unusual formatting of this email, unfortunately I’ve had IT issues this morning.
Have a lovely weekend. Best wishes Linzy Linzy Outtrim Senior Locality Steward – Golden Valley
Balfour Beatty Living Places, Unit 3, Thorn Business Park, Rotherwas, Hereford HR2 6JT
M:07791 925722 www.balfourbeatty.com

10th June 2016 Linzy Report see attached
28th May 2016 Golden Valley Safer Neighbourhood Team (SNT) Briefing 10th – 28th May 2016
Crime Trends
Clehonger Over the past couple of months, thieves have taken a number of potted plants which were for sale on the wall outside a residential property being sold on a ‘trust’ basis Incident ref 498-s-160516
Lower Maescoed Between Saturday 7th and Friday 13th May 2016 thieves broke into a large workshop situated in a rural location and a large quantity of tools were stolen from within Incident ref 252-s-130516
Vowchurch Six cedar beehives that had been kept at a farm in the village were stolen from the property sometime since January. The value of each hive is £100 each and were marked with ‘HPB’ branded onto the front of them Incident ref 22EB/36772U/16
Walterstone Overnight on Friday 20th/Saturday 21st May, thieves broke into three buildings at a holiday let business by damaging locks and forcing open a French door.
The buildings were subject to a relatively tidy search, no items appear to have been stolen. The buildings are some distance from the main residence to the rear of the land in a rural location Incident ref 219-s-210516
Scams One of our readers alerted us to a recent e-mail he had received purporting to come from iTunes; it was an invoice for £35.99 for a continued subscription to Netflix, which he has never subscribed to. The invoice looked very realistic, and stated that unless he cancelled within 24 hours by clicking a link (no doubt the trigger to release all sorts of mischief) then he would be charged. He has deleted the e-mail and has had no further requests for payment.
That’s it for now, there’s not much to report in this edition, but thanks for reading it, and let me know if there is anything you’d like me to include in future editions. Kind Regards Fiona
Golden Valley Safer Neighbourhood Team Insp 3499 Bob Barnett (based at Ross on Wye)
PS 1954 Nick Green (based at Ledbury) PC 2514 Tom Milton PCSO 6173 Fiona Witcher
PCSO 6433 Lucy Morris Peterchurch Police Station Peterchurch HR2 0RR 101 ext 4820
Team mobile 07779 141232 (Non urgent messages only)
Team Blackberry 07816 172502 (Non urgent messages only)
goldenvalley.snt@westmercia.pnn.police.uk
16.0 Matters Relayed to the Clerk for Agenda of the next meeting
Planning Working Group – Expanding Remit
Working Group Meetings
Fields in Trust (FIT)

Subject to Council Resolution Item 17 will be held in Closed Session
17.0 Parish Council Clerk’s Annual Performance & Salary Review
Clerk’s Annual performance and Salary Review
The unanimous decision of the Council is everyone is happy with Malcolm’s performance and agree the rate should be increased to £13.80 per hour SCP 30 effective from 1st July 2016 and his hours
to be increased by 3 hours per month.

18.0 Confirmation of the Next Meeting Date, Time and Venue
The next meeting will be an Ordinary Parish Council Meeting to be held on Tuesday 19th July 2016 in The Peterchurch Village Hall and is to commence at 7.00pm.

Meeting declared closed at 9.35 pm