Draft Minutes


Minutes of the meeting held on Tuesday 6th February 2018 at 7.45pm in Yarpole Parish Hall.

Present: Cllr Audrey Bott, Cllr Harold Holder, Cllr Diane Russell, Cllr Duncan Grant, Cllr Michael Denny, Cllr Barbara Nurse, Cllr Julian Stokes, County Cllr. Sebastian Bowen, Parish Clerk Ms E Lewis.
7 parishioners were present.

1. Apologies for absence. Apologies were received from Cllr Bayliss and Cllr Middleton
2. Declarations of interest and written requests for dispensation. No declarations were made.
3. Public Participation
3.1 Report from Ward Councillor: Herefordshire Council is currently finalising the budget for 2018/19, with council tax likely to rise by 4.9%.
3.2 Report from West Mercia Police: No report had been received but the police had been in contact concerning speed checks in Bircher, as a local resident has offered their farm gateway as a location from which speed checks might be undertaken. The Clerk is liaising with the police to take this forward.
3.3 Views of local residents on Parish matters: The residents present wished to discuss the NDP, footpaths and the Community Land Trust. The minutes for these discussions are recorded in numerical order.
4. Minutes of Parish Council meeting held on 5th December 2017: The minutes were agreed and signed as a true record.
5. Finance
5.1 Financial statement to date: The financial statement was agreed. The current account has a balance of £24,142.18 and the high interest £15,031.59.
5.2 Cheques: Cheques were signed as follows Clerk December and January wages two cheques for £350.09 each, Yarpole Village Hall 2 cheques for £14.00 each, HALC training £36.00, Clerk mileage £23.85.
5.3 New cheque signatory: It was agreed to add Cllr Denny as a cheque signatory to both Parish Council bank accounts to replace Antony Paterson.
5.4 Grant making policy : The grant making policy was agreed. This will be reviewed every two years or as required.
5.5 Contribution to PCC for cemetery upkeep: It was agreed to provide the PCC with a contribution of £1236 towards the upkeep of the two burial grounds in the parish, as per the 2017/18 budget.
5.6 Application for grant from newsletter: A grant application for £150 had been received from the Parishioner newsletter towards production costs for 2018. The Parish Council agreed the application.
6. Planning:
6.1 180023 Croft Castle proposed installation of self-supporting hardwood platform and internal and external repairs: The Parish Council agreed to support this application.
6.2 Application 161522 – Footpath Y6 –proposed diversion of footpath: The Parish Council agreed they saw no problem with the proposed diversion in principle but were concerned that as the proposed new footpath winds around quite a bit there will need to be path marker posts put in at each change of direction on the site and assume this will be the responsibility of the developer. Concern was expressed that during the building phase there was a risk of builders’ debris obstructing the path, particularly at the edge of the site going into the adjoining field (to the north of the site) and would seek assurances from the developer that this would not be the case.

6.3 Update on current planning applications: There were no matters to report.
7. Neighbourhood Development Plan: recommendations from independent report and progression to referendum on the basis of changes: The recommendations from the examiner had been published and the Parish Council agreed that they were happy to accept all the recommendations. It was noted that one of the recommendations means a change to the settlement boundary at Cockgate, which will exclude the land at Mortimer House. It was agreed that the Parish Council want to approve the final amended NDP document before it goes forward to the referendum. The Clerk will liaise with Bill Bloxsome who will be asked to provide the revised document with all the amendments highlighted. This will come to the next meeting for approval. It is likely that the final referendum on the plan will take place in May 2018. (Action EL)
8. Traffic Calming in Parish
8.1 Locations for 6 Speed Indicator Device bases: Potential locations in Bircher and Yarpole were proposed and it was agreed that the Clerk would liaise with BBLP to progress installation of the SID bases in these locations. (Action EL) It was agreed to postpone agreement of sites for 2 bases in Lucton until the decision on the proposed speed reduction is known.
8.2 Hire or purchase of Speed Indicator Device: Relative costs of hiring a SID and purchasing were discussed. It was agreed to purchase a SID with battery, charger and data collection from Pandora that showed both the speed a vehicle is travelling at and a” slow down warning” if they are exceeding the speed limit. (Cost approx. £2735 excluding VAT). Councillor Stokes agreed to manage the movement of the SID between bases once they are installed.
8.3 Traffic calming measures in Bircher: A paper detailing the costs of a proposed traffic calming scheme for Bircher had been circulated prior to the meeting. The scheme had been produced by Ray Wallace (Senior Engineer BBLP) and would cost £8250. BBLP have indicated that they would be happy to develop a scheme based on a lower budget. It was agreed to reconsider this item at a future meeting.
9. Information, Consultation and Response
9.1 Data Protection Briefing: The Clerk has circulated an update on the new Data Protection Regulations following attendance at HALC training and a briefing circulated by the Society for Local Council Clerks. The update was noted.
9.2 Eardisland Memorial Walks information: A briefing note had been circulated on the Eardlisland memorial walks national lottery funded project which commemorates servicemen who died in the First World War. The briefing was noted.
9.3 Community land trust briefing: A briefing note on a proposed community led housing initiative in Yarpole had been circulated prior to the meeting. The plans were introduced by parishioners, with the next steps for the group being to establish a steering group. The briefing was noted.
9.4 Meeting dates for 2018: The list of meeting dates for 2018 had been circulated prior to the meeting and was agreed.
10. To receive updates and agree action on:
10.1 Casual Vacancy for Parish Councillor: Geoff Trotter introduced himself to the Parish Council and after a brief discussion it was agreed to co-opt him to fill the vacancy on the Parish Council.
10.2 Lengthsman and PROW schemes 2018/19: Draft plans for the PROW scheme had been circulated prior to the meeting. These plans were agreed in principal but would need to be amended to ensure they fit within the agreed budget of £4250. The lengthsman plans will remain largely the same as in 2017/18. It was agreed that the Clerk would complete the plans for both schemes and forward to BBLP. (Action EL)

10.3 Lucton & Bircher Matters: The bench in Bircher has now been removed. A draft letter from the Parish Council to Herefordshire Council planning department detailing concerns over Knoll Cottage in Bircher (which is grade 2 listed) was agreed. Councillor Bowen has asked Herefordshire Council to look into the pruning and removal of trees in the Orchard in Spring Meadow which is adjacent to the conservation area. Cllr Russell has obtained some initial prices for a sign for St. Peters Square and this will be on the agenda for the next meeting for agreement.
10.4 Parish Hall: There were no issues to report. It was noted that as Cllr Bayliss will be moving away from the Parish, a new representative for the hall committee will need to be agreed.
11. Items for next agenda: Purchase of signs for St Peters Square, approval of revised NDP, new village hall representative.
12. Date of Next meetings: Tuesday, 6th March 7.45pm
Tuesday 3rd April , 7.45pm