Minutes 7th May 2019

YARPOLE GROUP PARISH COUNCIL

Minutes of the meeting held on 7th May 2019 in Yarpole Parish Hall.

Present: Cllr Audrey Bott, Cllr Geoff Trotter, Cllr Linda Middleton, Cllr Andrew Daniels, Cllr Ian Salmon, Cllr Diane Russell, Cllr Duncan Grant, Cllr Barbara Nurse, Cllr Sebastian Bowen, Parish Clerk Ms E Lewis.

1 member of the public was present for items 1-5.3 only

1. Nomination and election of Office of Chairman: Audrey Bott was nominated by Cllr Nurse and seconded by Cllr Russell. She accepted the position and signed the acceptance form.
2. Nomination and election of Office of Vice Chairman: Duncan Grant was nominated for the position by Cllr Trotter and seconded by Cllr Daniels. He accepted the position.
3. Apologies for absence: Apologies were received from Cllrs Holder and Denny.
4. Declarations of interest and written requests for dispensation: No declarations were made.
5. Public Participation
5.1 Report from Ward Councillor: Following the May elections, negotiations about the make-up of the council are underway.
5.2 Report from West Mercia Police: There have been three recent reports of thefts from vehicles in the parish and residents were asked to stay vigilant and keep their vehicles locked.
5.3 Views of local residents on Parish matters: The member of the public had come to introduce the revised planning application for an extension at Hillside Cottage in Bircher. The revised plans were outlined; the original pans had been refused, and the applicants had listened to advice from the planners and made changes to the plans to reflect this.
6. Minutes of Parish Council meeting held on 2nd April 2019: The minutes of the meeting held on the 2nd April were agreed and signed.
7. Appointments of members to working groups and outside bodies: Members were agreed as follows: Parish Hall Committee – Diane Russell and Barbara Nurse; Footpath Officer – Peter Greer; Lengthsman – Duncan Grant; Tree Warden – Ian Ramsay.
8. Renewal of Clerk’s devolved power to raise cheques below value of £500: This was agreed.
9. General Power of Competence: It was agreed that from 7th May 2019, until the next relevant Annual Meeting of the Council, that having met the conditions of eligibility as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, Yarpole Group Parish Council adopt the General Power of Competence.
10. Finance
10.1 Financial statement to date: The financial statement was agreed. The current account has a balance of £30,882.09 and the business reserve account has a balance of £15,052.04.
10.2 Cheques in accordance with the budget: Cheques were signed as follows – Village Hall £17.50, Clerk wages £540.54, HMRC £14.80, Herefordshire Council (Bircher speed signs) £723.70, Eyelid Productions (Website maintenance) £100.00.
10.3 Appointment of internal auditor: It was agreed to ask Gillian Vaughan to undertake the audit of the accounts.
11. Planning:
11.1 191072 Lower House Yarpole – variation of planning condition: The Parish Council agreed they had no objection to the plans.
11.2 191015 Timbers 8 Green Lane – proposed single storey extension: The Parish Council agreed they had no objection to the plans.

11.3 190999 Pinecroft House, Green lane – proposed 1st floor extension: The Parish Council agreed they had no objection to the plans.
11.4 190981 Beechcroft leys lane – construction of car port: The Parish Council agreed they had no objection to the plans.
11.5 191000 Hillside Cottage, Bircher – proposed 2 storey extension: The Parish Council agreed that they supported the revised application, which was much more in keeping with the area and ensured the extension was subservient to the original building.
11.6 Update on current planning applications/matters: Herefordshire Council are keeping an eye on the condition of Knoll Cottage to make sure it doesn’t deteriorate and taking legal advice on possible next steps to ensure the long-term conservation of the building. The Clerk has been in contact with planning enforcement at Herefordshire Council about the hedgerow reinstatement at Meadowcroft in Yarpole and to raise concerns over the rear boundary of the property, which appears to not be in line with the approved plans and settlement boundary.
12. Community Field
12.1 Solicitors’ letter re future use of field: Following correspondence over the covenants on the community field (as part of the transfer of the land to the Parish Council), the Parish Council has received a letter from the Woodfields solicitors indicating that they wish to tighten up the covenants on the land to be clear that it must only be used as a village green (which could include car parking and a play area) but would preclude it being used as a nature area. The Parish Council agreed they were happy for this covenant to be added to the contract.
12.2 Use of field by Chelsea comes to Yarpole: The Parish Council had been approached by organisers of the Chelsea comes to Yarpole event (8/9 June) to ask whether the community field could be used for parking for the event. It is unlikely that the land transfer to the Parish Council will have taken place by the time of the event, so it would be the Woodfields agreement that the group will require. Before they could agree to use of the field, the Parish Council would need to check with their insurers whether the Parish Council public liability insurance would cover use of the field for parking as requested, should ownership have transferred and it was agreed that the Clerk would investigate this.
13. Information, Consultation & Response
13.1 Code of Conduct: It was agreed to adopt the Herefordshire Council code of conduct. Councillors were reminded to check their register of interests were up to date.
13.2 Western Power work in Yarpole: The work carried out in Yarpole by Western Power is now complete with little inconvenience, and councillors commended the company on the helpful and pleasant manner of their operatives who went out of their way to alleviate any problems. It was agreed that the Clerk would contact Western Power to thank them.
14. Updates and action
14.1 Lucton & Bircher Matters: Several potholes in Lucton have been reported to BBLP and Cllr Bowen will be visiting with the locality steward to look at the problem with ditches flooding.
14.2 Parish Hall: The outside lights at the hall have now been replaced and the new notice board is in place. The plans for the new village hall are on display in the church.
14.3 PROW and Lengthsman: The 2019/20 plans were agreed; the Clerk will forward these to BBLP and the Chair will sign the contract. The possibility of the lengthsman clearing the brook at the bottom of Green Lane was raised. It was emphasised that legally this work is the responsibility of the riparian owners, i.e. the houses adjoining the brook but agreed that this would be discussed at the next meeting

14.4 Traffic Calming: The SID bases have been installed in Bircher but the key for the bases has not yet been received, and the Clerk will contact BBLP to chase this. The possibility of obtaining another pole for the SID from BBLP was raised, as was the difficulty of moving the SID and possibility of either purchasing a solar powered battery or getting the unit altered so the existing batteries can be changed more easily was raised. The Clerk will investigate the issues and further discussion will be held at the June meeting.
15. Items for next agenda: Clearing of brook at Green Lane, SID deployment, usage and review.
16. Date of Next meetings: Tuesday 4th June 2019 7.30pm
Tuesday 2nd July 2019, 7.30pm