Draft Minutes

D R A F T

Minutes of an Extraordinary meeting Council
On Tuesday 25th June 2019
At Upton Bishop Millennium Hall at 19:30

Present: Cllr D Teague – Vice Chairman; Cllr O Marshall; Cllr J Scudamore; Cllr J Sherahilo; Cllr G Watts.
Councillor Teague Chaired the meeting.
In attendance; 15 Parishioners; Parish Clerk Elizabeth Malcolm.

1) Apologies for absence: Cllr R Lewis – Chairman; Cllr E Evans; Cllr C Gething-Lewis; Cllr I Pebody; Ward Cllr Durkin.

2) Declarations of interest and dispensation requests: Cllr Marshall confirmed that he is a Director of Oak House Nursey School who are users of the Village Hall for discussion under item 5.

3) Open Session – Questions and clarifications were taken following item 5. No further matters were raised.

4) Planning – 191767, Former activity barn at Foy. – Following discussion it was RESOLVED by majority (2 in favour, 3 against) to object to this application. The documentation provided online was ambiguous and it was not clear if the roof coverings as well elevations were to be amended. Approval had been given to original application 174100 and this plan should be preserved.

5) Village Hall project – Consideration of Business Plan. The plan had been provided to all Councillors and published on the Parish Council website.
Mr Graham Marsh, a Trustee of the Village Hall Committee, presented the plan, which splits work into essential refurbishment and repairs which could be met with a 25 year Public Works Loan of £81,000 and provide a working hall. Further non-essential work for improvements has been identified and grant and other funding is to be sought for this. Councillors raised a number of questions which were discussed. In some areas details were to be provided and it was RESOLVED that at least 2 Parish Councillors should attend future meetings with Village Hall Committee; Cllr Watts (already nominated liaison Councillor) and a further Councillor to be confirmed. Future meeting dates to be provided.

It was RESOLVED unanimously to support the project and the application for a Public Works Loan through the Parish Council, subject to consultation with Parishioners with Parishioners to assess their interests and support.

Discussion took place on the consultation process to be adopted with Parishioners and it was agreed that a working group would prepare a draft presentation. They would also provide draft flyers, questionnaire, proposals for public meeting and other matters.

6) Next meetings

a) Ordinary Parish Council meeting dates for 2019 –23rd July, 24th September, 26th November.
b) Councillors are asked to hold the following dates available for Extraordinary meetings if required: 27th August, 22nd October.

There being no further business the meeting closed.

D R A F T

Minutes of the ANNUAL PARISH COUNCIL meeting
On Tuesday 21st May 2019
At Upton Bishop Millennium Hall at 19:30

Present: Cllr R Lewis, Chairman; Cllr D Teague Vice Chairman; Cllr O Marshall; Cllr J Sherahilo; Cllr G Watts; Cllr J Scudamore; Cllr I Pebody

In attendance Ward Cllr B Durkin; Sam Hine – BACRG; 14 Parishioners; Parish Clerk Elizabeth Malcolm.
1) Election of Chairman – Cllr Pebody proposed Cllr Robert Lewis and Cllr Sherahilo seconded and it was unanimously agreed.
2) Election of Vice Chairman – Cllr Sherahilo proposed Cllr Teague and Cllr Lewis seconded and it was unanimously agreed.
3) Declarations of Acceptance – were received from all those present and the Clerk had received acceptance declarations from Cllr Evans and Cllr Gething-Lewis in advance of the meeting.
4) Apologies for absence: Cllr E Evans; Cllr C Gething-Lewis.
5) Declarations of interest and dispensation requests: Cllr O Marshall declared a pecuniary interest in item 13.c, Cllr Lewis declared a pecuniary interest in item 11 and it was noted that for receipt of information only the Cllrs would not leave the room.
6) Co-option of Council Members – it was proposed that the Clerk approach Mr Richard Powell to represent Foy West and this was RESOLVED by majority (1 objection).
7) Officers of the Council – Parish Footpaths Officer: Cllr Pebody proposed Cllr Sherahilo and this was seconded by Cllr Lewis and RESOLVED unanimously. Village Hall coordinator: Cllr Sherahilo proposed Cllr Watts and this was seconded by Cllr Lewis and RESOLVED unanimously.
8) Minutes of meeting: It was noted that the Village Hall Committee had been advised that they should bring a Business Plan for proposed refurbishment works to the Parish Council for consideration. Subject to this it was RESOLVED unanimously to agree and sign the minutes of the extraordinary meeting of 23rd April 2019 as a true and accurate record of the meeting
9) Open Session. A Parishioner asked if any change in Council Tax via precept increase to meet repairs to Brampton Abbots Village Hall would be included in charges to Parishioners of Foy. It was confirmed that formal consultation in advance of any decision would provide opportunity for all Parishioners to make their views known.
10) Planning –current applications
a) Current Planning applications
i) 191046 – Kfc Restaurant, Ross Spur Service Area (Northbound), Ross-On-Wye – Proposed alterations to existing building and extension to front of building. Existing shop front frames to be re sprayed concrete grey, new powder coated aluminium door, new fascia boards, horizontal timber cladding and new/replacement signage. Following discussion, it was RESOLVED unanimously to return no objection.

ii) 191047 – Kfc Restaurant, Ross Spur Service Area (Northbound), Ross-On-Wye – 3x New fascia boards 1x new 700mm high red KFC letters 1x new 700mm high white KFC letters 1x Neon chicken graphic in window 1x Hello Ross On Wye neon graphic 1x chicken vinyl 1x Colonel bucket above door. Following discussion it was RESOLVED unanimously to object to this application on grounds of light pollution.

Cllr Scudamore and Cllr Pebody undertook to look into the issue of Light Pollution generally and asked the Clerk to provide any information to date.

b) Applications Decided:
i) 190790 Tamerisk 3 The Grove Brampton Abbotts Proposed extensions and alterations – Approved. This was noted.
c) Applications not complying with permission: 173447 Hill of Eaton Barn. It was RESOLVED to seek confirmation that the applicant would be complying with condition 2 of the planning permission to erect treated timber boarding on the north side.

11) Village Hall Project – The Secretary of the Village Hall Committee, Mrs Leila Dawson, provided an update and confirmed that work was in hand to prepare a Business Plan for presentation to Councillors for their consideration.
12) Neighbourhood Development Plan – Cllr Teague reported that amendments to the Regulation 14 draft had now been completed and the next draft provided to Councillors. The housing numbers will be advised by Herefordshire Council in June and included in the final draft. Cllr Teague proposed that this draft be accepted for next stage submission to Herefordshire Council, this was seconded by Cllr Watts and it was RESOLVED by majority (1 against) to agree the proposal.
13) Road defects/ Highways issues
a) Road defects / highways issues –
i) The Clerk was asked to contact landowner adjacent to Church Road to ask that overhanging trees be cut back.
ii) Clerk to contact the Locality Steward to establish responsibility for verge clearance on junction of Rudhall (B4283) and Upton Bishop (B4221) crossroad.
14) Lengthsman
a) Subject to resolution to 13 a ii no specific matters were raised for roads work
b) BBL Partnership Scheme contract – subject to a statement being included in the contract stating that the Parish Council relies on the Contractor employing suitably qualified persons to undertake the work, it was RESOLVED to accept the terms.
c) Lengthsman’s contract – it was unanimously RESOLVED to present the draft document to Terry Griffiths.
15) Footpaths sections identified for clearing included:
• BA5
• BA23
• BA10 headland
• BA10 top section onto road
• FY6
• FY10
16) Code of Conduct – This matter to be discussed at the next meeting when Councillors will have read the code.
17) Risk Schedule – It was RESOLVED unanimously to adopt the schedule presented and to review on a regularly every 6 months.
18) Finance
a) The bank balance of £13,695.92at 30th April 2019 was noted together with receipts & expenditure for 2019/20 to date.
b) It was RESOLVED unanimously to approve the following payments: Upton Bishop Millennium Hall £59.00 (noted as incorrected stated as £51.00 on agenda); Elizabeth Malcolm, Clerk 9 wks salary and expenses £485.92 (noted as incorrectly stated as £445.92 on agenda); No payment to HMRC due; Quasar Video £60.00.
19) Annual 2018/2019 Audit
a) It was RESOLVED to confirm the accounts meet the criteria and wish to be exempt from limited assurance review by signing the Certificate of Exemption
b) Annual Governance review
i) The findings of the annual governance review were considered.
ii) It was RESOLVED to approve the Annual Governance Statement
c) Accounting Statements
i) The accounting statements were considered.
ii) It was RESOLVED to approve the statements.
20) Parish Clerk
a) It was noted that the Parish Clerk has tendered her resignation with effect from 31st July 2019
b) It was RESOVLED to accept the terms for services of HALC to assist in appointing a new Clerk.
21) Correspondence – OPCC grant toward Smartwater security was noted.
22) Meeting Dates:
a) Ordinary Parish Council meeting dates for 2019 –23rd July, 24th September, 26th November.
b) Councillors are asked to hold the following dates available for Extraordinary meetings if required: 25th June, 27th August, 22nd October.

There being no further business the meeting closed at 21:50