Minutes annual meeting 26th May 2015

MINUTES OF THE ANNUAL MEETING OF HOLME LACY PARISH COUNCIL HELD AT 7.00 PM, TUESDAY, 26 MAY 2015, IN THE VILLAGE HALL, HOLME LACY

Declarations of acceptance of office were signed before the commencement of the meeting.

Present: Mrs C. Harris (in the chair), Mr K. Bishop, Mr M. Edwards, Mr T. Williams
Councillor David Summers

15/47. APPOINTMENT OF CHAIRMAN

RESOLVED that Mrs Harris be appointed as Chairman. Mrs Harris signed her declaration of acceptance of office as Chairman.

15/48. APOLOGIES: Mr Hince

15/49. APPOINTMENT OF DEPUTY CHAIRMAN

RESOLVED that Mr Edwards be appointed as Deputy Chairman

15/50. ADOPTION OF 2O11 CODE OF CONDUCT WITH ONE AMENDMENT

RESOLVED that the 2011 Code of Conduct be adopted with amendment to disclosable Pecuniary Interests –
Page 11, item 6, 6th line – that ‘you leave the room and’ (a) do not participate ….

15/51. CO-OPTION OF PARISH COUNCILLORS TO FILL VACANCIES

Mr Williams put forward the name of a person who was interested in becoming a Parish Councillor. Agreed
to invite to the next Parish Council meeting. This left one vacancy.

15/52. DECLARATIONS OF INTEREST: None

15/53. MINUTES OF THE LAST MEETING

RESOLVED that the minutes of the Parish Council meetings held on 10 March 2015 and 2 April 2015 were a correct record and were signed by the Chairman.

15/54. NOMINATIONS TO COMMITTEES AND OUTSIDE BODIES

(a) Playing Field Committee – Mrs C. Harris, Mr M. Edwards, Mr K. Bishop, Mr B. Hince, Mr R. Davies –
Holme Lacy Football Club representative
(b) Appointment to Holme Lacy Village Hall Committee – Mrs C. Harris, Mr M. Edwards, Mr B. Hince
(c) Representation on outside bodies – none
(d) Nomination of Officers:
(a) Footpaths Officer – Mrs L. Taylor, Clerk
(b) Lengthsman Administrator – Mrs L. Taylor, Clerk

15/55. HEREFORDSHIRE COUNCILLOR’S REPORT

Chairman welcomed Councillor Summers to his first meeting as the newly elected Herefordshire Councillor. His major concern was the causeway and he had asked for a report on the incident. There was a lengthy discussion on the causeway. New weight limit signs and warning signs for the verges had been erected. The tarmac near the accident site was breaking up. The Clerk had written to Holme Lacy House Hotel suggesting

15/55 contd. HEREFORDSHIRE COUNCILLOR’S REPORT

that coaches accessing the hotel should not use the causeway. She had not received any acknowledgement from the hotel. Councillor Summers would be pushing for barriers to be erected. He asked that the Parish Council let him know of any matters of concern they would like him to take forward.

15/56. CLERK’S REPORT – none

15/57. COMMUNITY POLICING – there had been several changes of CSO and the Clerk had not sent an invitation to this meeting but would invite to the next one.

PUBLIC FORUM:

Two members of the public were present and there was further discussion on the causeway and also Neighbourhood Plan/

15/58. CORRESPONDENCE

(a) Adopt a Kiosk – passed to Mr Williams to look into.
(b) Transparency code for smaller councils – this was now in force and HALC Information Corner 27.4.2015 listed the requirements under the Code.

15/59. VILLAGE HALL

(a) Plumbing repairs had been completed.
(b) Hall had been deep cleaned and Football Club had painted lobby and small room.
(c) Fire risk assessment report had been received and circulated. To be discussed at Village Hall Committee meeting on 3 June 2015.

15/60. TRAINING

Introduction of recognised CiLCA trainers – Lynda Wilcox was looking to be appointed as a recognised trainer.

15/61. NEIGHBOURHOOD PLANNING

Clerk to contact Mr Bannister to arrange meeting with community. Grants were available to cover costs but had to be applied for in advance. The Clerk informed the Parish Council that regrettably she could not take on any further workload for the Neighbourhood Plan. She did not have the hours available that would be required.

Fownhope Neighbourhood Plan – had been circulated for comment.

15/62.. COMMEMORATIVE TREE

The Clerk had spoken to Mrs Roberts who had suggested a whitebeam but had also given her the name of a nursery in Tenbury. To aim for September and to invite a member of the Royal Family to plant the tree.

15/63. ROADS AND FOOTPATHS

(1) General road maintenance – the Clerk had agreed with Paul Wright, Lengthsman, that he would report any defects direct to Balfour Beatty, but to keep her informed.
(2) Causeway – already discussed.
(3) Footpaths/Lengthsman scheme – Clerk had completed annual maintenance plan. Contract to be signed. Parish Council was now reimbursed in arrears. Fees for the administrator were no longer to be paid from the annual grant. The annual grant was £1460 for footpaths, £1272 for Lengthsman – total £2732. The Clerk had previously received 10% of the annual grant for administration – £127.20. Although this was a small amount there was a significant amount of extra administration involved in these schemes.
(4) SID deployment – waiting for feedback from the West Midlands Safety Partnership.

15/64. PLAYING FIELD

(1) Football Club had been unsuccessful in their application for a grant for new changing rooms.
(2) There was rubbish around the container.
(3) There should be fire extinguishers in the club hut – Clerk to arrange.

15/65. PLANNING – None

15/66. FINANCE

(1) Review of subscriptions:
SLCC
HALC
Local Council Review

RESOLVED that the above subscriptions would be renewed.

(2) Review of insurance policies:

RESOLVED to renew the Parish Council insurance policy with Came & Company on a three year contract.

(3) To approve accounts for payment:

£43.50 – G. Jones – Lengthsman
£325.76 – British Gas
£142.22 – npower
£575 – Dinedor with Holme Lacy PCC/Holme Lacy Churchyard A/C – grass cutting and insurance –
1st instalment of grant 2015/2016
£500 – Holme Lacy Playing Field Committee – 1st instalment of grant 2015/2016
£17 – Local Council Review – annual subscription
£323.96 – HALC – annual subscription
£240 – Paul Wright – Lengthsman – (£120 footpaths, £120 lengthsman)
£29.40 – PIP Printing – newsletter
£57.50 – G. Jones, Lengthsman (in village)
£341.66 – Came & Company – insurance renewal – £324.58 for 2015/2016
Playing Field Committee – £180 – DC Gardening Services – grass cutting – April 2015

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

(4) Receipts: £8000 – first instalment of precept

(5) Bank reconciliation 31.3.2015 and budget against expenditure 31.3.2015 to follow

(6) Signatories for accounts and standing orders – Clerk had new forms to be signed.

(7) Annual return 2014/2015 – meeting to approve annual return to be arranged.

(8) Precept 2015/2016 – to plan ahead for items that should be included in the precept.

15/67. ANY OTHER ITEMS – for information only

There being no other business the meeting was closed.