Minutes of the Annual Meeting 10th May 2016

Minutes of the Annual Meeting of Holme Lacy Parish Council Held at 7.00 Pm, Tuesday, 10th May 2016, in the Village Hall, Holme Lacy

Present: Mr M. Edwards (in the chair), Mr K. Bishop, Mrs C. Harris, Mr G. Lawson, Mr T. Williams
Councillor D. Summers, Herefordshire Council

42/16. ELECTION OF CHAIRMAN

Mr Edwards was elected unanimously as Chairman. He signed the declaration of acceptance of office.

43/16. APOLOGIES: Mr Hince

44/16. RESIGNATION

Mrs Harris submitted a letter of resignation as Holme Lacy Parish Councillor. She had served for twenty years on the parish council and for most of those as Chairman. She had also served on the Playing Field and Village Hall Committees. She felt it was now time to move on. She was thanked for all her hard work which had been of great benefit to the parish council and village. The Clerk thanked her for her help over the years. She felt they had made a good team and she was very grateful for the she help had received from her.

45/16. ELECTION OF DEPUTY CHAIRMAN

Agreed to defer until the next meeting.

46/16. DECLARATIONS OF INTEREST: None

47/16. MINUTES OF THE LAST MEETING

RESOLVED that the minutes of the Parish Council meeting held on 15 March 2016 were agreed as a correct record and were signed by the Chairman.

48/16. CO-OPTION OF PARISH COUNCILLORS TO FILL VACANCY

To remain on agenda.

49/16: RESOLVED:

(a) Playing Field Committee membership – Mr Edwards, Mr Bishop, Mr Hince and Mr R. Davies (representing Holme Lacy Football Club)
(b) Representation on Holme Lacy Village Hall Committee – Mr Edwards, Mr Hince
(c) Representation on outside bodies – none
(d) Footpaths Officer –Clerk
Lengthsman Administrator – Clerk
(e) The following subscriptions to be renewed:

HALC
SLCC
Local Council Review

50/16. HEREFORDSHIRE COUNCILLOR’S REPORT

Councillor Summers was waiting for the report following his last meeting with Balfour Beatty. He was unhappy with their approach and had lodged a complaint. Bowls in the village hall – he would be asking parishioners if they would support this as he visited around the parish.

51/16. CLERK’S REPORT – No report – all dealt with on agenda.

52/16. COMMUNITY POLICING – no police officer present

PUBLIC FORUM: No members of public present.

53/16. CORRESPONDENCE

None for action

54/16. VILLAGE HALL

Next meeting 23 March 2016. Clerk had spoken to Westcom about sorting out the poor signal in the small room. She had not any response and would contact them again.

55/16. TRAINING

No courses were booked at present.

56/16. NEIGHBOURHOOD PLANNING

Suggested that this should be included on the annual parish meeting agenda. Agreed to hold the annual parish meeting on Tuesday, 31 May 2016, at 7.00 pm.

57/16. COMMEMORATIVE TREE

The Clerk had emailed Holme College about the railings but had not had any response. She would contact the College again.

58/16. DEFIBRILLATOR

Agreed that in view of the amount of work that would be required to fund raise for a defibrillator and to take over the old telephone kiosk to house it, the Parish Council would take no action on this.

59/16. PARISH COUNCIL WEBSITE

The Clerk had received training to administer the website but because of her recent workload she would need a refresher of the main points.

60/16. ROADS AND FOOTPATHS

(1) General road maintenance – problems should be reported on the Herefordshire Council website.
(2) Causeway – see Herefordshire Councillor’s report
(3) Footpaths – fallen tree – Clerk to let the College know.
(4) Lengthsman scheme – agreement had been signed for 2016/17.
(5) SID deployment – Clerk had submitted all the requested information to Mr Robin Quant at Balfour Beatty on the positioning of the signs.

61/16. PLAYING FIELD

Next meeting 23 March 2016.

62/16. PLANNING

(a) New applications:
161053 – Orchard Dell, Holme Lacy – proposed two storey extension – Parish Council’s comments: No objections and no comments

62/16. PLANNING contd

(b) Results: None

63/16. FINANCE

RESOLVED that the following accounts be approved for payment:

(a) Already paid under policy agreed at Parish Council meeting 4.11.2014:
£57.10 – npower
£166.20 – HMRC
£156 – Trilloes Tree Care – preparation of site and planting of commemorative tree
£46.50 – Mr G. Jones, Lengthsman
£46.50 – Mr G. Jones, Lengthsman
£321.72 – Came & Company – parish council insurance premium for 2016/17

(b) Invoices to be paid
£180 – DC Gardening Services – grass cutting

(c) Direct debits:
£42.58 per month – Westcom – broadband
£107.22 per month – Aviva – village hall insurance

(d) Receipts:
£1300 – HALC – grant funding for website
£8500 – Herefordshire Council – 1st instalment of precept
£6.19 – British Gas – refund on account closure
£94.98 – Mrs L. Taylor – refund on faulty Microsoft Office

(e) Bank reconciliations and budget against expenditure and breakdown of general administration and village hall expenditure circulated.

(f) Signatories for accounts and standing orders – deferred to next meeting

(g) Annual audit 2015/2016 – notice of audit had been received.

(h) Insurance quotation was agreed.

64/16. ANY OTHER ITEMS – for information only

None

There being no other business the meeting was closed.