Minutes 30th July 2015

Hatfield And District Group Parish Council
Minutes of the two hundred and third Parish Council Meeting of Hatfield and Distict Group Parish Council Held on 30 July, 2015, in Pudleston Village Hall at 7pm.

In Attendance

Councillor M Thomas Councillor R Hanson Councillor C Price Councillor T Brooke – Acting Chair Councillor E Griffiths Clerk A Billinge
1 Member of the Public Ward Councillor B Baker

1. ELECTION OF CHAIR Councillor T Brooke was proposed as Chairman by Councillor R Hanson and seconded by Councillor C Price. Councillor R Hanson was proposed by Councillor E Griffiths as vice chairman and seconded by Councillor T Brooke.

2. CO-OPTION OF NEW MEMBER TO FILL CASUAL VACANCY Adam Lewis was co-opted onto the Parish Council, on a unanimous vote.

3. POSITION OF CLERK The clerk had been asked to reconsider her resignation, and had agreed continued in office.

4. APOLOGIES FOR ABSENCE None

5. DECLARATIONS OF INTEREST AND WRITTEN APPLICATIONS FOR DISPENSATIONS by Parish Councillors. Councillor T Brooke, signed the book, regarding a planning application number 151970, changes of wires at Nicholson Farm, agenda item 9.1.

6. MINUTES OF THE PREVIOUS MEETING, were approved and signed.

7. OPEN SESSION The Malvern Hills Planning application for Chicken Sheds was discussed. A new traffic survey was to be carried out, which would cause further delay. Ward Councillor Bruce Baker told the meeting he would make enquires, as this needed to be resolved quickly.

7.1 Ward members report Councillor Baker was welcomed to the meeting. He reported the following, after meeting with the locality stewart, £15m had now been spent on road maintenance, and another £5m would be spent this year. There were no major road jobs waiting. A long standing dispute between Herefordshire Council and Amey, has resulted in the council considering legal action to recover the huge amount of money owed, a seven figure sum. Free school transport charges were changing, and would now only be free to the nearest suitable school. Changes to carers short breaks were reported. Herefordshire Council had to make savings, and full details were available on their website. Councillor Price suggested that Herefordshire Council could make money, by building projects. The new Herefordshire Archive and Records centre in the Hereford Enterprise Zone, has been commended by the Royal Institute of British Architects. The by pass was also discussed. BT had indicated that by the end of 2016, high speed fibre optic broadband should be available to 85 to 85 – 90% of premises.

8. FINANCE

8.1 Cheques for the Inland Revenue and Clerks wages and village hall rental, were signed. Parish Council expenses of £56.65 were agreed. 8.2 External Auditors report. There were no issues with the accounts for the year ended 31 March 2015, and the clerk reported for the third year running, there were no audit fees to pay. This saved the Parish Council at total £700. However, reported the clerk, the parish council may receive an invoice for Ward elections. 8.3 Lloyds Mandate, was updated and signed, to include Councillor Adam Lewis. 8.4 Budget monitoring and virement of funds. The Clerk explained that the £700 [under the new financial regulations] was to be assigned to a new cost centre. It was agreed that the funds be put into the following cost centres. £200 website, £500 contingency.
IT WAS RESOLVED THE CLERK IMPLEMENTED THE VIREMENT OF THESE FUNDS.

9. PLANNING
PLANNING APPLICATIONS RECEIVED
15170 Whitfield Cottage, Pudleston. Erection of Garden Shed. NO OBJECTIONS
151970 Wires at Nicholson Farm, Docklow. NO OBJECTIONS
PLANNING APPLICATION APPROVED
15069 The Furze, Pudleston. Rebuild stables,workshop and stores 151081 Chestnut cottage, Docklow. Extension 151020 Whyle House, Pudleston. Holiday let 150889 Brockmanton Hall, Egg Laying Unit
PLANNING APPLICATION REFUSED 142884 Private chapel, Pudleston Court.

10. WEBSITE The clerk had received a quote from the same provider as Pudleston Village Hall, and this was shown to the councillors. Following research, the clerk had drafted suggested pages for the Website for the councillors approval. Grant funding was available from September and was likely to cover the setting up and hosting of websites, hardware, ie laptops, PCs, scanners, etc. as well staff time for both the implementation and day to day running. The parish council agreed to the clerk attending the training in August. It was also agreed that the clerk could go ahead and set up the website, subject to clarifying the £60 annual fee.
IT WAS RESOLVED THAT THE CLERK ATTEND THE TRAINING ON 17 AUGUST, APPLY FOR THE GRANT, AND SET UP THE WEBSITE. IT WAS ALSO AGREED THAT THE CLERK COULD RAISE A CHEQUE FOR £60 FOR THE WEBSITE PROVIDERS, BETWEEN MEETINGS.

11. POLICY DOCUMENTS As requested at the last meeting the clerk explained the amendments to the planning policy. A website policy was agreed. It was also agreed that all these policy documents be available on the new website.

12. HIGHWAYS An email address www.herefordshire.gov.uk/report-it was available for residents to report road defects.
The clerk explained that there had been several emails regarding the diversion of Public Bridleway at Highfield Cottage, Pudleston and there was some confusion regarding the agreed route at the site visit held on 26 October, 2014. The clerk read out emails from the rights of way officer, which requested that the Parish Councillor confirm the agreed route. It was also noted that this was the only route that the Parish Council would support, as the other route was not suitable.
Councillor Price reported that the U94211, Pudleston road, had not been repaired was still subsiding. This was reported to Amey on the Parish Walk, in April 2013, and the work agreed. There were more pot holes, and the rubbish/recycle lorry would not use this road. HGV signage was necessary at the end of the road.
Councillor Griffiths told the meeting that repairs to the U94208 which were promised years ago had still not been completed. The clerk suggested that Council Griffiths write a report, stating the history and she would type this and pass it on to the locality stewart.
Councillor Thomas requested a Parish Walk be arranged.
IT WAS RESOLVED THAT THE CLERK EMAIL THE LOCALITY STEWART REPORTING THESE MATTERS AND REQUEST A PARISH WALK.
IT WAS RESOLVED THAT THE CLERK RETURN THE BRIDLEWAY PLAN FOR HIGHFIELD COTTAGE, PUDLESTON, SHOWING THE APPROVED ROUTE, BACK TO THE RIGHTS OF WAY OFFICER.

13. CLERKS UPDATE AND CORRESPONDENCE – Items of interest had been circulated. It was reported that Stoke Prior were going ahead with their draft Neighbourhood Plan.
Hatfield and District Neighbourhood Plan was on hold awaiting an inspection report, this could arrived in September. It was agreed there was no point in finalizing the plan until this arrived, as it could lead to many alterations. The clerk reported that the financial position was as follows, in the bank £384, and in addition 5 hours funding for Claire Rawlings our planning consultant. This probably would not be enough, as we may have to look to more grant funding, to cope with the alterations caused by the new inspection report. The clerk added that she was not sure we would qualify, as she had applied for the maximum last time.
IT WAS RESOLVED THAT THE CLERK LOOK INTO THE POSSIBILITY OF MORE GRANT FUNDING

14. MATTERS RAISED BY MEMBERS AS AGENDA ITEMS FOR NEXT MEETING were WEBSITE and LENGHTSMAN SCHEME.
IT WAS RESOLVED THAT THE CLERK RESEARCH THE CURRENT LENGHTSMAN SCHEME AND REPORT THIS TO THE SEPTEMBER MEETING FOR DISCUSSION.

15 DATE OF NEXT MEETING. The clerk had pointed out that a yearly list of meetings was now part of the new regulations, and this would have to be advertised on the new website. Therefore it was agreed that meetings be held on the first Tuesday, of every other month, subject to hall availability and alteration for other reasons. The date of the next meeting was 1 September 2015.
The meeting closed at 8.55pm