Minutes 15th September 2015

Minutes of a Meeting of Holme Lacy Parish Council Held at 7.00 Pm, Tuesday, 15th September 2015, in the Village Hall, Holme Lacy

Present: Mrs C. Harris (in the chair), Mr M. Edwards, Mr B. Hince,
Mr G. Lawson, Mr T. Williams
Councillor D. Summers

15/94. APOLOGIES: Mr Bishop

15/95. DECLARATIONS OF INTEREST: None

15/96. MINUTES OF THE LAST MEETING

RESOLVED that the minutes of the Parish Council meetings held on 7 July 2015 and 5 August 2015 were agreed as correct records and were signed by the Chairman.

15/97. CO-OPTION OF PARISH COUNCILLORS TO FILL VACANCY

To remain on agenda until vacancy was filled.

15/98. HEREFORDSHIRE COUNCILLOR’S REPORT

Councillor Summers circulated the Holme Lacy causeway safety review feasibility study. The Parish Council would submit its comments after studying the report.

15/99. COMMUNITY POLICING

Clerk had sent invitation to Lowri Anderson, the new PCSO for South Hereford Rural area, but she had been on leave.

15/100. CLERK’S REPORT: Items from the report included in the minutes under various agenda items.

PUBLIC FORUM:

15/101. CORRESPONDENCE

None for action.

15/102. VILLAGE HALL

(1) The fire door from the main hall had been reversed
(2) Fire alarm and safety lighting checks had been carried out.
(3) Quotation for various works required to fire alarm system from Herefordshire Fire Alarm Services Ltd totalled £610 + VAT.
RESOLVED to accept the quotation as it was important the hall was properly protected.
(4) Boiler service was arranged for 21.9.2015 and had also requested a quotation to upgrade the heating system.
(5) Clerk to obtain quote from Mavis Russell Cleaning for a monthly clean.
(6) Chairman pointed out that the pothole near the entrance needed to be filled properly.

15/103. TRAINING

A list of HALC training courses had been circulated. The Chairman and Clerk had been unable to attend the planning seminar but the Clerk understood that the presentations would be circulated.

15/104. NEIGHBOURHOOD PLANNING

The officer replacing Edward Bannister was on maternity leave until end September. Clerk would contact her on her return.

15/105. COMMEMORATIVE TREE

The Chairman and Clerk had visited Frank Matthews Tree Nursery near Tenbury Wells. The Chairman had taken photographs of several trees of interest. Clerk had emailed blacksmiths at the College and was waiting for a reply. Also needed to arrange for the site to be prepared and for the tree to be looked after. Agreed that the Clerk in consultation with the Chairman should decide on the tree.

15/106. COMMUNITY GOVERNANCE REVIEW
.
Herefordshire Council was looking into the possibility of carrying out a full county-wide CGR in 2016/17. This followed a number of enquires received from parish councils and the recommendation that reviews should be carried out every ten years. Initial responses were required by 30.9.2015.

RESOLVED that after careful consideration the Parish Council did not see any reason to change the current status of Holme Lacy Parish Council. Dinedor and Lower Bullingham were closer to Hereford and had issues which were different to those of Holme Lacy. The other adjoining parishes, Little Dewchurch and Ballingham, did not have close links with Holme Lacy and on the other boundary was the River Wye. Holme Lacy was an active parish council. It did not see any reasons to change its boundaries or to join with other parish councils as a group.

15/107. DIGITAL MAPPING

The digital maps had been downloaded and the land registry maps were ready to be downloaded.

15/108. TRANSPARENCY REGULATIONS/PARISH COUNCIL WEBSITE

To qualify for government grant funding the old website had been disabled. Funding would cover setting up the website, scanner, computer and training. Suggested that the Parish Council had an email address set up through the website. The advantage was that the email address stayed with the Parish Council so was available if there was a change of Clerk.

15/109. CLERK’S SALARY

Under the new Lengthsman scheme the Clerk could no longer claim administration fees from the funding for the Lengthsman. The administration still had to be done by the Clerk. The fees were £121.52 per annum.

RESOLVED that the Clerk’s salary be increased by £121.52 from 1.4.2015.

15/110. DATES OF PARISH COUNCIL MEETINGS 2016

Tuesdays at 7.00 pm:
12 January
8 March
10 May – annual meeting
26 July
13 September
8 November

15/111 ROADS AND FOOTPATHS

(1) General road maintenance – problems should be reported on the Herefordshire Council website.
(2) Causeway – already discussed
(3) Footpaths – Clerk had submitted invoices.
(4) Lengthsman scheme – Clerk had submitted invoice to 30.6.2015. There had been a delay in paying this invoice and the last one for 2014/15 but payment had now been received.
(5) SID deployment – Clerk to enquire about the Parish Council going ahead with installing a speed warning sign.

15/112. PLAYING FIELD

Dog fouling – no dog signs needed replacing. Clerk to source new signs.

15/113 PLANNING

(a) New applications: None

(b) Results: None
(a) 151634 – 2 Ufton Court Cottages – proposed side and rear extensions and loft conversion with dormer – approved with conditions
(b) 151814 – Newtown Cottage, Holme Lacy – proposed single storey extension – approved with conditions
(c) 152087 – The Chateau, Holme Lacy – proposed replacement rear conservatory – approved with conditions

15/114. FINANCE

(a) RESOLVED that the following accounts be approved for payment:

(1) Already paid under policy agreed at Parish Council meeting 4.11.2014:
£69 – British Gas
£267.50 – M. A. Morgan – locks
£181.24 – npower
£45.50 – G. Jones – Lengthsman
£169 – HMRC – PAYE
£24 – Herefordshire Council – Wye Valley AONB Study Day
£180 – DC Gardening Services – Holme Lacy Playing Field Committee – June
£180 – DC Gardening Services – Holme Lacy Playing Field Committee – July

(2) Invoices to be paid:
£120 – Grant Thornton – external audit
£30 – HALC – training course
£37.50 – G. Jones, Lengthsman
£180 – DC Gardening Services – Holme Lacy Playing Field Committee – August
£115.83 – Mrs L. Taylor, Clerk – expenses
£90 – Pear Technology – digital maps
£135 – Paul Wright, Lengthsman
£288 – HALC – PAYE services – 1.9.2015 – 31.8.2016
£52.04 – Mrs L. Taylor – backdated salary from 1.1.15

(3) Direct debits:
£42.58 per month – Westcom – broadband
£104.74 per month – Aviva – village hall insurance

(b) Receipts: £613.75 – Herefordshire Council – Lengthsman scheme – final invoice for 2014/15 and 1st quarter of 2015/16.

(c) Bank reconciliation and budget against expenditure quarter ended 30.6.2015 – circulated

(d) Annual return had been audited and returned. The notice to be displayed on noticeboard.

It was recommended that the Parish Council should set up a Finance Working Group to look at the budgets and precepts in readiness for the Parish Council to set the precepts, check cheques against bank statements quarterly, and look at risk.

AGREED that the Chairman and Mr Williams plus the Clerk would form this group.

15/115. ANY OTHER ITEMS – for information only

None

There being no other business the meeting was closed.