Draft Minutes

Minutes of Walford Parish Council Neighbourhood Planning Committee

Held at Walford Village Hall

Monday 4 March 2019 at 7.00pm

 

Present:

Councillors: Frank Myers, Michael Agyeman, Dave Berry, Simeon Cole and Neil Parfitt

Non- council members: Jon Stern, Will Warburg

 

In attendance: Richard Abolins (Clerk), 1 member of the public.

 

  1. Appointment of Chairman
    1. Councillor Parfitt was proposed, seconded and unanimously elected as Chairman
  2. Apologies for absence were received from Councillor Alston (illness)
  3. Declarations of interest and written requests for dispensation – Councillor Cole declared a non-pecuniary interest in that family members held land which may be included in the development plan. It was acknowledged that as the plan went forward other members may have interests and would declare them as they arose.
  4. Neighbourhood Development Plan
    1. After much discussion, it was resolved to arrange a meeting with Herefordshire Council to determine where exactly we are in the plan and what needs to be done next. NP, JS and DB will set up this meeting.
    2. Because of the potential influence on the plan, it was resolved to meet with AONB to ascertain their views on development in the parish. FM and SC will arrange this meeting.
    3. JS will seek advice from neighbouring parishes on how their plans have progressed.
    4. WW has passed electronic files to RA and will meet with NP to hand over physical documents and brief him on the project. The Committee thanked him for his work on the plan to date.
  5. Items for next agenda
    1. Follow up on action items.
  6. The date of the next meeting – will be 15 April 2019 at 7.00 in Walford Village Hall

 The meeting closed at 8.00pm


Minutes of Walford Parish Council Meeting

Held at Walford Church – St Michael and All Angels
Wednesday 13 February 2019 at 7.30pm

Present:
Councillors: Frank Myers (Chairman), Eric Drummond (Vice Chairman), Michael Agyeman, Dave Berry, Karen Chinn, Simeon Cole, Heather Evans, Nesta Hirst, Sophie Hurley, Angus McIntosh, Neil Parfitt and Guy Smith

In attendance: Richard Abolins (Clerk), Paul Newman (Ward Councillor) and approximately 24 members of the public.

1. Apologies for absence were received from Murray Alston (holiday)

2. Declarations of interest and written requests for dispensation – Councillor Myers declared a non-pecuniary interest as non-executive director of Riversea Holdings in relation to references to the Kerne Bridge Canoe Launch.

3. Adoption of Minutes of previous meeting
It was RESOLVED to adopt the minutes of the meetings held on 9 January 2019 and 28 January 2019 as a true and accurate record. They were signed by the Chairman.

4. Public Session
4.1 Report from the Community Support Co-ordinator
See appendix 1
4.2 Report from the Ward Councillor
The Ward Councillor expressed sorrow at the death of Herefordshire Councillor Jenny Hyde – a lovely lady who will be sadly missed.
He reported that Herefordshire Council is meeting on Friday to accept budgets.
He had nothing to report locally and asked the meeting if there were any questions for him, but there were none.
4.3 Police Representative
The Chairman had spoken to a local community representative, but there were insufficient resources to send a representative to the meeting. We will however maintain links for the future.
4.4 Localities Steward
The Chairman and the Clerk had a useful meeting with the Localities Steward. Unfortunately, they also had limited resources to send a representative to the meeting, but it was agreed to keep communications open between the Localities Steward and the Clerk to ensure issues were highlighted and attended to.
4.5 Representations from the public
In relation to item 6.1.1 on the agenda, a resident of Cherry Tree Lane voiced his objections to the application. He had several but was unhappy that ownership of the land was unclear and that further work should not be undertaken until this was clarified. Another resident of Cherry Tree Lane had met with the applicant who said he was thinking of constructing buildings on the land. He objected because this was the real reason for the application. Another resident of Cherry Tree Lane stated that the complaints seemed to boil down to a few issues, all of which had arisen before in the area without objection.
The Chairman replied to all these participants by stating that the Council must make an impartial judgment which can’t be based on ownership or future intentions. There was no penalty for retrospective applications, but any enforcement would come from Herefordshire Council.

5. Finance
5.1 The Finance Chair had little to report except that noting that the Clerk is qualified, the Finance Committee had agreed that the payroll will be brought back in-house from the external bureau. The Finance Committee also agreed to re-appoint the internal auditor for this year’s accounts. The Clerk will check that the Committee is empowered to do so and if not, it will appear on the next agenda.
5.2 The Finance Chair presented the draft budget for 2019/20. The Finance Committee recommended the second option with no budget for unforeseen bye elections and with the contingency line removed on the grounds that contingency had been built into each budget line. It was also noted that the election expenses would only be necessary if there were at least 14 nominations for the elections in May. This would leave a projected deficit for the year of £798. The proposal was seconded and unanimously approved.
5.3 Based on the budget, it was recommended to make no change to the precept. The proposal was seconded and unanimously approved.

6. Planning
6.1 Planning applications
6.1.1 184582 – Land at Cherry Tree Lane
In the interest of impartiality, the Chairman asked the applicant to clarify the details of the application and gave Councillors opportunity to ask him questions. Following some intervention from the public, Councillor Evans reiterated that his was not a debate, the Parish Council did not decide the application but merely commented and any objections should be served to Herefordshire Council.
Although it does not approve of retrospective applications, the Council had no objection to the application but expects that any future activity in this area will go through due planning process.
6.1.2 190158 – Berrington Cottage, Walford, HR9 5SD
The Council had no objection to this application
6.2 There was no representative from the Neighbourhood Planning working group to report on progress. It was resolved to reconstitute the group as a committee. Although, there would be more administration involved, there would be greater transparency and the committee would have greater powers to make decisions, thus speeding up the process. Councillors Cole, Berry, Agyeman and Parfitt and a resident, Jon Stern, expressed their willingness to stand on this committee. Although he was absent, it was understood that Councillor Alston would also wish to be involved.

7. Highways / Rights of Way
7.1 Rights of Way –signage was being installed
Lengthsman – working on footways
7.2 There were no works orders to approve.
7.3 Several councillors expressed dissatisfaction that access to Phoenix Meadow had been taken rather than requested and that it should simply be closed. Councillor Evans suggested that we start with no access and the landowner should formally apply to us for access.
The Chairman said he was concerned that the Council might be making decisions without understanding the value that this access might have. If it was insignificant, the decision may go one way, but if, as suggested, the value might be as much as one third of the land value, the Council might decide on different action. He also felt that if there was an agreement to be reached, we might be better resolving this without confrontation
He suggested that we instruct an initial valuation at a cost of £600 and depending upon the outcome, the Council might then consider obtaining further valuations in accordance with the Financial Regulations.
A proposal was made to instruct a valuer. This was seconded and unanimously approved.

7.4 Councillor Smith reported that a Speed Indicator Device could be installed, at a cost, in an attempt to reduce speeds at Leys Hill. Other devises were discussed but had been considered in the past and the consensus was that they were not practical. However, the Clerk was asked to investigate the schemes for manual speed guns and the Ward Councillor will resurrect the work that he started last year on Traffic Regulation Orders at the Ley Hill junction.
7.5 The Council considered a request from a resident to reinstate the milestones on B4234 towards Ross. It was felt that any remaining milestones should be cleared of undergrowth and tidied up, but that the Council would not install new milestones.

8. Items for next meeting agenda (No discussion)
8.1 To consider the Lengthsman contract

9. The date of the next meeting – The next meeting will be held at 7.30pm on Wednesday 27 March 2019 at Walford Church – St Michael and All Angels

The meeting closed at 8.49pm

SIGNED DATE

Appendix 1 – WCSS report

 


Minutes of Finance Committee Meeting

Held at Walford Church – St Michael and All Angels

Wednesday 13 February 2019 at 6.30pm  

 

Present:

Councillors: Karen Chinn (Chairman), Dave Berry, Simeon Cole, Heather Evans, Angus McIntosh, Frank Myers

 

In attendance: Richard Abolins (Clerk), 2 members of the public

 

  1. Apologies for absence – none.

 

  1. Declarations of interest and written requests for dispensation – Councillor Berry declared a non-pecuniary interest in agenda item 6.1.d as treasurer of Walford Village Hall. This was recorded in the declarations book.

 

  1. Adoption of Minutes of previous meeting

It was RESOLVED to adopt the minutes of the meeting held on 21 November 2018 as a true and accurate record. They were signed by the Chairman.

 

  1. Public participation session
    1. 1 A member of the public asked why the Kerne Bridge Canoe Launch management fees had not been increased and why were the car park fees for last year at 10% and not 20%. The Chairman told him that these questions had been considered at the last meeting of the Finance Committee and under the Standing Orders could not be dealt with again for six months

 

  1. Financial information
    1. 1 The accounts were received and there were no questions
      1. 2 The bank statements and reconciliations were approved by Councillor McIntosh. (Appendix 1)

 

  1. Payments:

The timing of payments to suppliers was discussed. Depending on the dates of Council meetings, there could be a significant delay in paying invoices. The Clerk will review this as part of his overall financial procedure review.

6.1 It was RESOLVED to approve the following payments:

 

a) Richard Abolins clerk’s expenses                                                 £171.25

b) David Reeves grass verge and pavement mowing                      £132.60

c) PCC of Walford Council meeting 9 January                                    £12.00

d) Walford Village Hall meetings 2018/19                                               £132.50

e) WCSS petty cash                                                                           £200.00

f) WCSS expenses £172.55

 

6.2 It was RESOLVED to ratify the following payments:

a) WCSS salary

b) Clerk salary

c) Sage subscription February                                                                          £26.40

7 Operational budgets

7.1 The draft budget was considered. There were three initial options: –

    • a budget based on the first draft with full election costs included
    • as above, but with bye election costs removed. The cost of unforeseen bye elections would be covered by reserves
    • as above, but the WCSS budget reduced to match KBCL net income.

Councillor Berry proposed that we adopt the second option but with the contingency removed, leaving a projected deficit of £798. The precept will remain unchanged under this scenario. This will be recommended to the full Council. Councillor McIntosh seconded this proposal and it was unanimously agreed.

 

7.2 It was RESOLVED to cease using the Autela payroll bureau and bring the process in-house using Sage. There would be a small financial saving, but since the Clerk is able to undertake the process it means that the Council is in control of it.

7.3 The draft accounts for the year will be ready in April for the internal auditor to carry out her review in May. The accounts must be approved by Council no later than 29 June and the audited accounts must be published by 30 September. The exercise of public rights will be published on the website in the first 10 days of July and will last for six weeks.

7.4 It was RESOLVED to re-appoint Jayne Dunstan as internal auditor

  1. Project budgets and expenditure
    1. 1 £4,400 of grants had been obtained for WCSS for next year.
      1. 2 There was no change in the KBCL accounts.
        1. 3 There was no change in the NDP account.

 

  1. Items for next meeting agenda
    1. 1 Review of financial procedures
      1. 2 Meeting schedule

 

  1. The date of the next meeting – The next meeting will be held at 6.30pm on Wednesday 26 June 2019 at Walford Village Hall.

 

The meeting closed at 7.16pm

 

 

 

SIGNED ________________________________________ DATE _____________________________________

Appendix 1 – bank reconciliation