Minutes 24th November 2016

Minutes of the Meeting of the Parish Council Thursday 24th November 2016 at 7.00pm in Hope under Dinmore Village Hall

Chairman welcomed those present. The Chairman dedicated a few minutes in memory of Cllr Robert Beddoes during which he acknowledged all his hard work while a Parish Councillor and extended condolences to his family.
Parish Councillors: Cllr Leslie Legge (Chairman) Cllr. N Ramsay; Cllr. K Clarkson; Cllr J. Stone; Cllr J Pritchard; and Cllr A. Morgan (Vice Chairman).

Also in attendance: Ward Cllr Pauline Crockett Parish Clerk: Mrs L Hay
Members of the public: one


1. Apologies for absence were received from Cllr K. Rocke and Cllr Paul Stevens

2. Declarations of Interest and Applications for Dispensations were made regarding the
Village Hall – received from Cllr Stone; Cllr Clarkson and Cllr Ramsay.
A Disclosable Pecuniary Interest was declared by Cllr K Clarkson regarding Item 5 the
Neighbourhood Development Plan.

3. Policing Matters – Local Police Officer/Community Support Officer Stephanie Annette
attended and was pleased to report no recent disturbances in Hope under Dinmore.

PCSO did warn that a gang of hare poachers with dogs were operating locally and requested everyone to report via 101 if suspicious that the gang are in this area. The police are attempting to put a package together of their whereabouts and possible criminal intentions.

4. Ward Councillor Pauline Crockett gave a brief report on various Herefordshire Council
matters. Ward Councillor Crockett reported that she had been informed that Vicky Layton Morris had now been replaced by Hannah Bragg as Stonewater’s Cherrybrook representative. Cllr Crockett confirmed that she was still in contact with Stonewater with regard to dredging the bottom of the brook but, as yet, had not been able to confirm who will be responsible and/or financially liable for clearing the overgrown vegetation.

5. To Receive a Report from the Neighbourhood Planning Steering Group

Please note: Cllr Kathy Clarkson having declared a DPI took no further part in the discussion and did not have a vote.

Cllr Neil Ramsay reminded Councillors that they had all recently been emailed a copy of the Examiner’s findings with regard to the Neighbourhood Plan. Generally, the examiner had been supportive of the Plan suggesting few modifications but had queried the accuracy of referring to the land at the back of Tavern Meadow as a green space area. Cllr Ramsay re-iterated that this land, although agricultural land, had been let on a renewable yearly contract to various residents in Tavern Meadow over a period of 12 years and had been used for recreational purposes by the residents of the Parish. However, the Contact had not been offered for renewal for this year.

Cllr Ramsay reported that the steering group had met with Consultant David Nicholson and after lengthy discussion had agreed that the best policy was to withdraw the plan to implement the Examiner’s modifications and address the green space issue with a view to resubmitting the plan at a later date.

The Parish Clerk confirmed she had written to the Neighbourhood Planning Officer and had requested and been granted an extension to the response timescale in order to bring the matter to full Parish Council. A response has to be made by 25th November 2016.

Cllr Ramsay informed the Council that the Steering Group had already taken the steps of formulating a questionnaire; having it printed and delivering it to all residents in the Parish – their responses were expected by the weekend. Bearing this in mind, the responses would be collated and it was hoped that the Plan could be re-submitted within a month.

The Parish Council discussed this at length – in particular the question of whether this piece of land could be considered green a space area or whether it was just land rented out for no specific purpose and that the choice to use it as recreational was purely at the discretion of the tenant. They also questioned the funding of the Plan so far and what extra funding would be required to resubmit the plan.

Cllr Ramsay reassured Council that most of the work would be undertaken by the Steering Group and after some discussion – it was agreed to set aside a further £500 if required but it was unanimously agreed that the Consultant should be approached and asked if further work undertaken by him could be without charge bearing in mind the large sums of money already invested in the Plan.

Although it was acknowledged that there is less than a 50% 50% chance that this re-submitted plan will be modified for this area to be registered as a green space – it was agreed by a unanimous vote to withdraw the plan at this stage.

Resolved: The Parish Clerk to inform the Neighbourhood Planning department tomorrow by email and to send written confirmation 1st class to reach the Department by Monday morning of the unanimous decision to withdraw the Plan.

It was agreed that Cllr Ramsay and the Steering Group should continue to liaise with the Consultant and to report back to full Council at the next meeting on the 26th January 2017. However, in the meantime, if it becomes necessary – the Chairman can call an Extra Ordinary Meeting to further discuss the resubmission of the Plan and any associated financial implications.

Resolved: Clerk will send email and letter to Neighbourhood Planning Officer. The Steering Group will undertake most of the work required, liaising with the Consultant as and when necessary, with a view to resubmitting the Plan within the next month.

6. Open Time -No matters were raised by local residents. Open time was closed.

7. Discuss and update on:
7.1 Cherry Brook – still awaiting information from Stonewater regarding the brook.
7.2 News from Newton – Cllr Pritchard reported an unidentified Highways/Motorway Maintenance vehicle entering his farm yard – turning – and driving back down Newton Lane. They did not call at the house so must be considered suspicious.

8. Finance Matters:
8.1 Payments made since last meeting – none
8.2 Outstanding Invoices – schedule of payments circulated – payment of the outstanding invoices was proposed and unanimously agreed. The cheques were signed.

Lesley Hay Clerks salary October £200.76
HMRC Clerks PAYE £29.60
Expenses Oct/November Expenses £33.99
Lesley Hay Clerks salary November £200.76
HMRC Clerks PAYE £29.60

Prior to discussion regarding setting the budget and precept for 2017-2018
an up to date accounts sheet was circulated plus a Draft Budget sheet for 2017-2018.

8.3 After lengthy discussion and, taking into account the cancellation of the tax entitlement; the reduction in the lengthsman scheme funding; extra provision for funding for the Neighbourhood Plan; possible expenditure on road safety issues and the possibility of Precept ‘capping’ in the future – it was proposed to set this year’s Precept at £10,000. This proposal was unanimously agreed and adopted

Resolved: Clerk to submit the 2017-18 Precept application form before 31st December

8.4 The half yearly Internal Audit will be undertaken at a mutually convenient time.

9. Highway Matters:
9.1 Update re: Balfour Beatty – Locality Steward to be asked to look at repainting the white lining at the entrance/exit to and from the village on the A49. There was discussion regarding the increased speeding along the village road and it was agreed to invite Ian Connolly from the Safer Roads Partnership to come and discuss the fears and possible improvements that could be considered/adopted along the road.

Resolved: Clerk to liaise with Ian Connolly; and Locality Steward.

9.2 Lengthsman work schedule for Dec/Jan – litter picking from Cherrybrook to main A49 and to bus stop; clear underpass. Councillors to inform Clerk if any problems arise before the next meeting.

Resolved: Clerk will send work sheet.

9.3 Cllr Pritchard very kindly offered to collect the Kissing gates from Cllr. Beddoes farm. Two will be erected at Old Oaks as agreed – the other two will be stored. Cllrs Morgan and Legge offered to look at the stile in the railway bridge hedge – and report back. It maybe that this stile can be replaced by a kissing gate to allow walkers with their dog easier access to the footpath beyond.

9.4 Sandbags delivery had been postponed – but delivery will now be to Cllr Stone.

Resolved: Clerk with liaise with Balfour Beatty and re-iterate the urgency for these bags due to the flash flooding problem in Hope,

10. To Receive Reports:
10.1 Village Hall Committee – Councillor J Stone reported that there is £2690 in the bank. Western Power had recently cut some tress back in the ground of the village hall.

10.2 Village Footpaths – due to the sudden death of Cllr Beddoes there is a vacancy for a Footpaths Officer. The PC are obliged to appoint a Footpaths Officer to enable them to claim the footpaths allowance under the P3 scheme. Cllr Adele Morgan offered to be the officially named Footpaths Officer and the Councillors in general agreed to report back to her any problems when out walking their particular area.

Resolved: Clerk will inform Balfour Beatty and will arrange for laminated maps to be distributed which outline and name the various footpaths in the area.

10.3 Update on Queenswood – Cllr Adele Morgan report there had been no meeting since last Parish Council meeting. Next meeting 28th November – Ward Cllr Crockett will attend and report back to Parish Council.

11. Minutes of Meeting held on Thursday 22nd September 2016 were approved as a true
record and it was proposed that they be adopted and were signed by the chairman.

12. Planning Applications – Updates on: – Forthcoming Planning Application
No: 16330 – Newton Court – Cllr Pritchard reported he had done a site visit – no objections were noted.

There was no update on the Caravan Park and Cherry Brook planning application other than a Traffic Data Assessment was planned.

13. Update on co-option of Parish Councillor for Hope under Dinmore – the Clerk confirmed
that the vacancy notices were on both Notice Boards. Three names had been put forward to date and the Clerk asked for applications to be sent to her in writing or by email. The format for co-opting a new Councillor was discussed and hopefully this will take place at the meeting in January.

14. Clerk’s update:
The proposed Parliamentary Constituency Boundary changes were discussed and a map made available.

British Heart Foundation FREE defibrillator – this was briefly discussed and it was suggested Hampton Court may be interested – Clerk will forward information.

Future visit from Police Commissioner’s Ambassador – Clerk explained the role of the Ambassador but it was decided to invite Ian Connolly to a meeting and then maybe follow up with an invite to Mr Guerche.

15. Items deferred till next meeting: Neighbourhood Plan; Ian Connolly visit;

16. Date of the Next Parish Council Meeting – Thursday 26th January 2017 at 7.00p.m.

Chairman closed the meeting at 9.20p.m.