Minutes Annual Meeting of the Parish Council 31st May 2018

Minutes of the Annual Meeting of the Parish Council held on Thursday 31st May 2018 at 7.30 pm in the Village Hall

Councillors: Steve Hunt (Chairman), Mark Frankland, George Kerr, Jamie Rogers, Norman White.
In attendance: Lynda Wilcox – Parish Clerk. 11 members of the public.

1. Election of Chairman and Vice Chairman
1.1 Steve Hunt was re-elected as Chairman and signed his declaration of acceptance of office form.
1.2 Mark Frankland was elected as Vice Chairman.

2. Apologies for absence were received from Julia Pearson:

3. Declarations of interest & written requests for dispensation … There were none.

4. Open Session
4.1 Initial new proposals for Rugby Club site … In advance of a formal planning application, Sian Griffiths of RCA Regeneration gave an outline of proposals for a new planning application on the Rugby Club site which would include:
4.1.1 A small Rugby Club.
4.1.2 Retention of as much roadside apple orchard as feasible.
4.1.3 Separate application for a pumping station at Mordiford Bridge.
4.1.4 Two imminent public presentations at the Village Hall and the Cock of Tupsley were noted.
Sian was thanked for her presentation and informed that the parish council would reserve any comments for the forthcoming formal planning application.
4.2 Ward Councillor John Hardwick was unable to be present.
4.3 Views of local residents on parish matters … No matters were raised.

5. Minutes of previous meeting: 15th March 2018
It was RESOLVED to adopt the minutes and they were signed by the Chairman.

6. Finance … It was RESOLVED to make the following payments:
6.1 Payroll for April £204.17 & May £204.17.
6.2 Autela Payroll Services … £46.08.
6.3 A 2018/19 grass-cutting grant to the Villagers’ Association of £450.
6.4 Annual insurance policy 2018/19 … £314.06.
6.5 Receipt of 50% of 2018/19 Precept … £5,000.00 was noted.

7. Village Maintenance
7.1 Village Contractor payment for 4 cuts each @ bus stops £58 & layby £104. It was RESOLVED to make the payment to Susie X
7.2 Annual village maintenance contract 2018/19 … It was RESOLVED to appoint Susie X.
7.3 The possible purchase of dog litter bins was raised at the previous meeting but following discussion on the practicalities of emptying such bins and the policy of Herefordshire Council to permit dog waste in general litter bins, it was RESOLVED not to purchase any dog waste bins or signs but instead to adopt a ‘Stick and Flick’ policy which would be promoted through the local newsletter.
7.4 It was RESOLVED Quotation for strimming verge between Redstrake & Orchard End.

The following item was postponed to the next meeting
8. Annual Governance and Accountability Return (AGAR):
8.1 To consider the internal audit report.
8.2 To consider the governance statements.
8.3 To consider and approve the accounting statements.
8.4 To consider submission of an exemption certificate.
8.5 To consider dates for the public to exercise their rights.
8.6 To note requirement to publish signed AGAR by 30th September.

9. General Data Protection Regulations
Following an update from Mark Frankland and to ensure compliance with recently enacted legislation it was RESOLVED to adopt the following policies in the knowledge that further documents would be presented to the next meeting:
9.1 Privacy Policy.
9.2 Subject Access Policy.
9.3 Personal Data Management and Audit Policy.
9.4 General Privacy Notice.
9.5 Privacy notice for Staff and Councillors and Role Holders.
9.6 Consent form for website.
9.7 Three x templates for response to subject access request SAR.

10. Planning … The following planning permission granted by Herefordshire Council was noted:
10.1 Proposed new access road to the north of the current farm complex and Anaerobic Digester to allow direct access with the A438.

11. Neighbourhood Development Plan (NDP)
11.1 Conclusion of Regulation 14 consultation on 1st June was noted.
11.2 The next NDP Steering Group Meeting would be held on Tuesday 5th June at 7.00 pm in the Village Hall. The meeting would consider comments received on the NDP and make recommendations to the parish council.

12. Speed Reduction
12.1 It was noted that the SID site installations had been undertaken by Balfour Beatty on 30th May.
12.2 A formal consultation was being undertaken to reduce the speed limit to 50mph on the B4224 from a point 152 metres northwest of its junction with the centre line of the U72203 Whitehall Road for a distance of one kilometre in a south easterly direction.

13. Parish council working groups for 2018/19
It was RESOLVED to set up the following Working Groups:
13.1 Finance: Mark Frankland, Norman White, Julia Pearson.
13.2 Planning: Mark Frankland and Jamie Rogers.

14. Siting of a seat in memory of Jean Hill
14.1 The parish council had no objection to a local resident liaising with landowners to site a seat alongside the road on private property in Rectory Road but asked that they be given advance notification of the proposed site.
14.2 It was noted that the purchase of the seat and future maintenance would be covered by relatives of Jean Hill.

15. Play Area
15.1 It was RESOLVED to pay the Village Contractor for four cuts … £120.
15.2 It was RESOLVED to book an annual inspection in June/July for £58.60.

16. Footpaths
16.1 The Footpaths Officer, George Kerr, reported that all paths were in good order. He confirmed his willingness to continue in post.
16.2 It was RESOLVED to pay X £100 for siting four finger posts.
16.3 It was RESOLVED to payment X £45 for repairs to a kissing gate.
16.4 It was RESOLVED to accept a quotation for work alongside the footpath in the vicinity of the Village Hall, in the sum of £195.00.

17. Parish Orchard
13.1 To consider Village Contractor payment for 4 cuts … £160.00.

18. Items raised for next meeting … None raised.

19. Date of next meeting … Noted as 26th July 2018.
NB: Remaining meeting dates 2018 … 27th September & 29th November.