Minutes – 28th November 2017

Minutes of the Pencombe Group Parish Council meeting held on 28th November 2017 at Pencombe & Little Cowarne Parish Hall, commencing at 7.30pm.

115/17 To receive and consider apologies for absence:

a. Apologies were received from:
• Councillor Bruce Baker [BB]

b. Those present were:
• Councillor Tony Brazier [TB] (Chairman)
• Councillor Tony French [TF] (Vice-Chairman)
• Councillor Chris Hayes [CH] • Councillor Phil Hope [PH] • Councillor John Barrett [JB] • Councillor Anthony Legge [AL] • Karen Hodges [KH] (Parish Clerk)

116/17 To receive Declarations of interest & written requests for dispensation:

a. There were none received.

117/17 Open session:

117.1/17 To receive a verbal update from the Ward Councillor:

a. There was no update received.

117.2/17 To receive queries or concerns by local residents on parish matters:

a. A query was raised about the footpath bridge which sits over the stream by the old weir, as it is historic and is falling into a state of disrepair.
ACTION: KH to speak to Herefordshire Council about what can be done.

118/17 To adopt the minutes of the previous meeting – 24th October 2017:

a. RESOLVED: The minutes of the last meeting were agreed and signed as being an accurate record of what took place.

119/17 To receive matters arising not on the agenda (for report only)

a. There were none received.

120/17 To receive an update on the action points of the previous meeting:

a. Re: 97.1/17d Liaison with Marches Community Land Trust – Complete. Tina Wood had forwarded the details for Richard Sutton who has agreed to provide additional information.

b. 97.3/17a C1117 & A465 junction – Complete. KH contacted the Stoke Lacy Parish Clerk, Ward Councillor and Bromyard police in relation to the concerns regarding the junction. The Stoke Lacy Parish Clerk has written to Herefordshire Council to set out the long-standing concerns and has asked how they propose to improve it. Updates will be provided when a response in received.

c. Re: 99/17d Parking on common ground regulations – To carry forward. KH has contacted the new Locality Steward about the concerns and is awaiting a response.

d. Re: 99/17e Dog fouling – Complete. Trading Standards have provided some temporary signage whilst the Public Spaces Protection Order: Dog Control is being finalised. New promotional material will be sent once the consultation is complete. It was agreed to place the signs along the causeway and in the churchyard.
ACTION: KH.

e. Re: 99/17f VAT reclaim – Complete. KH has prepared the VAT return but it is for a value of less than £100 so needs to span at least a twelve month period. Rowena Hatfield has already made a claim mid-year so the remaining amount will be added to the 2017/18 reclaim.

f. Re: 99/17g Cemetery fence – To carry forward. The cows currently in the field have been removed so TB and PH will take this forward.
ACTION: TB.

h. Re: 99/17p Neighbourhood Watch interventions – Complete. KH has contacted the Bromyard Police team and has been added to the Rural Watch distribution list. KH will be contacted when any incidents occur and a website newsletter can be sent to advise residents. The CSO will try to attend some meetings as appropriate.

i. Re: 99/17q High visibility waistcoats – To carry forward. KH is still to order the waistcoats for the Footpath Officers. It was noted however that no Footpath Officers have been elected so this must be done before the waistcoats can be distributed.
ACTION: KH

j. Re: 99/17r Cemetery documentation – see 125/17.

k. Re: 99/17s Reserved plots – To carry forward. KH is still to contact those who have reserved plots to finalise the paperwork and payments.
ACTION: KH

l. Re: 99/17t Lengthsman ivy removal, hedge trimming and gully clearing – To carry forward. TB is still to discuss this.
ACTION: TB

m. Re: 100.4/17a Notice of conclusion of audit – Complete. KH has published this on the website and displayed on the notice board.

n. Re: 100.5/17a Bank mandate change request form – Complete. This has been sent to HSBC and KH is awaiting a response.

o. 100.6/17c Precept request – To carry forward. This will be submitted before the deadline of 31/12/2017.
ACTION: KH

p. 104/17c Legal documentation – Complete. This has been published on the website.

121/17 Finance:

121.1/17 HSBC bank balances & spend against budget:

a. Community a/c (as at 16/11/2017) = £2263.38

b. Business Money Manager a/c (as at 16/11/2017) = £15081.42

c. KH presented the actual spend against budget to date. There are no additional concerns further to what has previously been discussed.

121.2/17 To note income received/due:

a. (Community a/c) NC Peplar Ltd = £100.00 for an additional inscription for Shirley Townsend (see 125/17).

b. (Community a/c) M C Hope & Son = £57.40 for annual field rent.

c. (Community a/c) Western Power = £13.17 for annual wayleave payment.

121.3/17 To consider payments due:

a. Grant Thornton UK LLP = £120.00 for external audit fee.

b. K R Hodges = £416.67 for wages between 01/06/2017 – 31/10/2017 at the previous salary (£83.33 per month x 5 months). The revised salary will be paid from 01/11/2017 on a monthly standing order (£335.31 per month).

c. RESOLVED: It was agreed for all payments to be made.

122/17 To consider the grass cutting tender:

a. A discussion was held around the grass cutting contract for 2018. A query was raised regarding whether the contract awarded to Parallel Lines in 2017 was for one or two years.
ACTION: KH to check with Rowena Hatfield.

b. It was agreed that if the contract was only for one year than an advert should be placed in the Hereford Times during the first week of January so that responses could be submitted prior to the January meeting. TB agreed to discuss with potential suppliers.
ACTION: KH to submit advert if necessary.

123/17 To complete the updated declarations of interest form:

a. It was agreed that each Councillor would complete the form and return to KH for her to submit to the Herefordshire Council Monitoring Officer.
ACTION: KH

124/17 To receive an update on the website progress:

a. KH has added additional parish information.

b. There are currently 17 subscribers.

c. A poster has been submitted to the Parish magazine for placing in the December issue for promotion.

125/17 To review the updated cemetery documentation:

a. RESOLVED: The previously circulated draft cemetery regulations, cemetery plan and notice of interment form were discussed and agreed.

b. It was agreed that KH would draft an Exclusive Rights of Burial deed of grant and explanation document based on the Bardney cemetery example provided, and a grant to erect and maintain a memorial, based on the Herefordshire Council example provided.
ACTION: KH

c. Further to 121.2/17a the cemetery fees were discussed. All were agreed expect the charge for an additional inscription which should be at no cost.
ACTION: KH to contact Karen Davies to discuss the payment made and reimbursement.

126/17 To agree actions in relation to the community housing funding:

a. Further to an email distributed on 12/11/2017 from KH to all Councillors providing information on the community housing funding and Marches CLT it was agreed that this should be progressed as soon as possible to take into consideration the funding deadlines.

b. ACTION: KH will contact Paul Sutton from Marches CLT to find out when he would be able to come and speak to the Councillors so suitable arrangements can be made.

127/17 To consider the request for a reader a Parish Councillor to stand as a Pencombe School Governor:

a. CH (Chair of Governors) confirmed that the current School Governors are working well and that there is no requirement for this at present.

128/17 Planning applications/decisions:

129.1/17 To comment on planning applications to be determined by Herefordshire Council:

a. P173745/F; Mr Richard Gaunt; Meadowbank, Pencombe; Proposed garage; target determination date 13/12/2017.

b. P173942/FH; Mr & Mrs Paul & Michelle Standell; The Old Rectory, Pencombe; Proposed loft conversion and internal/external alterations; target determination date 12/12/2017

c. RESOLVED: CH noted that she thought there were already velux windows at the Old Rectory but there were no other comments made.

128.2/17 To note planning permissions by Herefordshire Council:

a. There were no planning permissions issued.

128.3/17 To note planning refusals by Herefordshire Council:

a. There were no planning refusals issued.

129/17 Lengthsman scheme:

129.1/17 To consider work to be undertaken:

a. See 120/17l.

129.2/17 To consider payment of invoices:

a. There were no invoices to be paid.

130/17 To review the November 2017 Information Sheet:

a. KH highlighted the Boundary Review information, as the proposed changes are different to those initially made. The group and neighbouring parishes are now due to be in the Malvern & Ledbury constituency.

b. KH highlighted the tool marking sessions being offered by Bromyard Police, as detailed in the Rural Watch newsletter.

131/17 Matters raised for discussion at the next meeting:

a. There were no matters raised.

132/17 Date of next meeting:

a. The next meeting will be held on Tuesday 23rd January 2018 at 7.30pm.

Being no further business the meeting was closed at 8.40pm.