Minutes 9th May 2017

Minutes of the Parish Council Meeting of Callow & Haywood Parish Council held at
Callow Village Hall on Tuesday 9th May 2017

Cllr. Sophie Glover (Chair)
Cllr. Tony Priddle
Cllr. Hugh Bryant
Cllr. Sandy Sharp
Cllr Angie Gibbs

In attendance:
Parish Clerk; Alison Wright and two members of the public

Annual Parish Meeting and Public Question Time
The Chair presented her report, as recorded here:

Callow and Haywood Parish Council
Chair’s Annual Report May 2017

Meetings and attendance
Over the year we have lost two councillors, and welcomed Sandy Sharp to the parish council. We still have a vacant position for the Grafton Ward which we need to address. We are particularly lucky in our Ward Councillor, Jon Johnson, who not only regularly attends our meetings, but who, I believe, really listens and represents our points of view at County level, many thanks Jon.

Neighbourhood Development Plan
After three years in the making, at our November meeting we were able to say that our Neighbourhood Development Plan had been ratified. I have to thank every one for their input to this task, but particularly Cllr Priddle for heading the steering group throughout the process and keeping the momentum going when the spirits were flagging, and our clerks, both Vicky Murray who was with us at the beginning of the journey, and Alison Wright who got us through to the end. We have made our own little bit of ‘law’ and hopefully it will be of some lasting benefit to our group of parishes.

The parish web site has been running for more than five years now, and it was set up by Ian Morgan when he was a councillor. Having stepped back from this role more than three years ago, Ian has very kindly maintained it free of charge. If the PC were happy to pay him to be our ‘webmaster’ he would continue to post agendas, minutes and our accounts, however, if we can not agree to fund his post, then he is keen to close down the website that he set up, meaning that the Parish Council will have to find a way to both create and manage a new web site. HALC are very clear that Parish Councils need to have a web site in order to post their councillors details, the agenda, minutes, accounts and any other information that they feel appropriate – and we need to ensure that we are following the legal guidelines in this area.

The PC has continued its membership of the Hereford Association of Local Councils, and the Clerk and Chair attend many of the HALC meetings or training opportunities. I feel that HALC provides excellent training courses for Councillors and clerks as well as valuable legal advice which would not be available from the Herefordshire Council. I believe that C & H PC should continue to monitor the need for membership of HALC, but for now, it remains a useful organisation to subscribe to.

This year has seen even more input from the lengthsman, on both high way maintenance and on footpaths (the P3 scheme). We continue to use Terry Griffiths for this work, and we have to be aware that this year is the last time that we will be sure of getting funding from Balfour Beatty to support some of what he does. This year, the Parishes have to spend their allocated % of money before we can access funds from the council – in previous years we have been able to use their money first and then top up as required from our own funds. We need to ensure that our parishioners are aware that the increase of their precept over the last couple of years is in part to fund the work of the lengthsman, and this will be an ongoing cost for future years.

Speed/roads Working Party
This working party was started in September 2016 by Cllr Gibbs. She and her husband Martin, have worked extremely hard in order to make sense of the statistics that were available, as well as gaining extra evidence to support the quantity and direction of travel of traffic on our over stretched lanes. Angie has established excellent working relations with the Highways Agency, Police, Community Speed Watch team etc. etc. and has created the first tangible report to answer the question ‘what can we do to help improve the situation’. I’d like to thank both Angie and Martin for their amazing work on this.

Unpaid, un-thanked and under-appreciated they may be, but our parish councillors are the back bone of the community, and they are being made to take on more and more responsibilities from the unitary authority – for this I’d like to offer my thanks. I’d also like to record my thanks to Hugh Bryant for taking on the role of footpaths officer for the last decade. I know that he is keen to pass the mantle on to some one else now, but that is a lot of years pounding our paths. And to Ashley Elliot for being our tree warden.

Thanks need to go to Dave Atkinson, our localities steward from Balfour Beatty, who comes to as many meetings as he can, and responds speedily to requests for action from Alison, our clerk. Thanks also to Jan Nash and the Village Hall committee for all of their hard work in the improvement to the Hall, making our meetings much more comfortable in both the summer and winter months.
Finally, I’d like to offer my personal thanks to Alison, our Clerk, who is a fountain of knowledge and who keeps us all in order. You make the Parish Council ‘circus’ a lot easier Alison, thanks.

1.0 Co-option of Councillor and to receive Acceptance of Office Form
The Chair welcomed everyone to the Annual Statutory Meeting of the Parish Council. There were no co-options.

2.0 To elect a Chairman and receive Acceptance of Office Form
Cllr Glover was proposed as Chair by Cllr Bryant and seconded by Cllr Priddle. There were no additional nominations and Cllr Glover accepted the role of Chair and signed the Acceptance of Role of Chair Form.

3.0 To elect a Vice Chairman and receive Acceptance of Office Form
Cllr Gibbs was proposed as Vice Chair by Cllr Glover and seconded by Cllr Bryant. There were no additional nominations and Cllr Gibbs accepted the role of Vice Chair and signed the Acceptance of Role of Vice Chair Form.

4.0 Apologies for absence
Apologies had been received from Cllr Vaughan, who was hoping to get to the meeting later on. Apologies had also been received from the Ward Cllr, Jon Johnson.

5.0 Declarations of Interest
There were declarations, as previously recorded, regarding any matters relating to the Southern Link Road planning application number 151314.

6.0 To Adopt Minutes of CHPC Meeting held on March 14th 2017
The minutes were signed as a true and correct record of the meeting held on the 14th March 2017. There was the addition of the point made by Cllr Priddle regarding looking at grant funding to source a consultant to advise on traffic management on Haywood Lane etc.

7.0 To receive reports from:
Ward Councillor:
Apologies received.
PCSO West Mercia Police:
Bulletins received and circulated. The PCSO would be attending Parish Council Meetings when possible.
Locality Steward:
Bulletins had been circulated.
The Parish Council Working Parties were discussed. The Neighbourhood Plan Working Party had now been dissolved. The Finance Working Party would consist of Cllrs Glover, Vaughan and Sharp. The Speeding Working Party had also been disbanded.

8.0 Finance and Policies

8.1) To note the bank balances and current status of the current account and community projects account. The current account balance stood at £9758.02 and the Community Projects account at £225.52 as at 5/05/17.
It was agreed that the Council’s insurance policy would be renewed at the appropriate renewal time. Subscriptions to HALC and the Herefordshire Tree Warden Network were also to continue.
Cllr Glover reminded the councillors to make any changes to their declarations of registrable interest forms, as may be required.
8.2) To resolve to accept payments as per listing and including salary for the Clerk plus tax due for May, three invoices for the Lengthsman, for road and footpath works, plus the Information Commissioner and Herefordshire Tree Warden Network subscription.

8.3) To confirm the internal auditor for Internal Audit and Internal Audit Plan. Mr Aubrey Oliver was confirmed as the Internal Auditor. The Internal Audit Plan was accepted and signed.

8.4) Update re parish website
Cllr Glover had spoken with the Web Master and he had kindly agreed to continue to provide web services to the council for Agendas, Minutes and Finances plus contact links. He would be paid £100.00 per annum as a contribution towards the cost of upkeep for the web site. This was agreed by the Parish Council and would be presented for payment in June. Cllr Glover would go back to the Web Master to confirm the agreement. Other avenues of communication would be explored, such as “Facebook”. Communications Strategy would be on the June Agenda for discussion.

8.5) To complete change of bank signatory paperwork
The Clerk had obtained the change of bank signatory form and the councillors completed the necessary details to remove some signatories and to add two new signatories. Cllr Bryant and Cllr Sharp would be the new signatories and this was approved unanimously. It was also resolved that the Clerk and Cllr Glover would sign the payments for the May meeting.

9.0 Planning Matters

9.1) To consider any applications as detailed in the Information Sheet
There were no new matters for discussion.

9.2) Southern Link Road – update
Cllr Priddle advised about the letter he had circulated as sent to the Minister for Transport and concerning how Herefordshire Council was not meeting the essential planning policy framework criteria for the County. A high proportion of the Hereford City traffic was internal and not by-pass traffic. Cllr Priddle outlined the arguments regarding the road build and also concerns about the Western Bypass. There was an opportunity to fill in opinions on the Hereford Area Plan Consultation paper.
Cllr Glover advised that she would be attending the forthcoming events on the 19th May for Community Housing Fund and Rural Site Allocation Plan event on the 22nd May. Details in the Information Sheet.

10.0 Village Matters, including speeding update and fly tipping

10.1) Speeding update and community speed watch
Cllr Gibbs updated the meeting regarding the recent visit by Adnan Ali and Ian Connolly to the parish to look at the areas of concern regarding speeding. Cllrs Gibbs and Glover had taken the speed watch representatives on a tour of the hotspots and the outcome of the survey had been that there would not been a pursuance of community speed watch in the parishes. The criteria for viability regarding visibility etc. were not met apart form on Haywood Lane and this was an area for police enforcement initiatives.
Enforcement is ongoing but there is concern that it is not visible. Police presence is crucial in getting people to slow down. Two PCSO’s had been seen patrolling Haywood Lane by bicycle.
Stick on notices for Wheelie Bins with calming messages and speed reminders were being supplied.
It was hoped that police officers would be working out on the patch more regularly and this would increase visibility.
The hotspots, as identified, had all been walked round and Simon Hobbs and Graham Hornsby would now be involved in discussions over changes to lines, sharp bend turning signs and areas of road surface issues. Once this meeting had been held then the Parish Council would be asked to agree any recommendations made. Priorities would be identified and matched funding had been obtained, from the Police Commissioner, for speed reduction initiatives in other parishes. The item would be on the agenda for June to decide on the recommendations. Cllr Gibbs would bring the proposal forward as per the identified consultation day findings plus input from the meeting with the road engineers.

It was noted that the Duchy based broadband initiative AGM was pending and Cllr Gibbs would report back from this.

Cllr Glover would make enquiries regarding possible grant funding for engagement of a traffic specialist consultant.

10.2) Fly tipping in the group of parishes
There was a huge thank you recorded to all those who had carried out a very successful litter pick. The initiative would be ongoing. Cllr Gibbs would be putting out a thank you note and devising a poster to try to encourage people to take their litter home, or dispose of it properly. Cllr Bryant would ask Ashley about a previous poster he had designed for this purpose.

The fence by the embankment in Haywood Lane had collapsed. To ask if this might be repaired?

110 Parish Roads and Footpaths

11.1) To note any defects to be reported to Balfour Beatty.
Defects to be lodged as reported. It was noted that the water on the road by the garages had abated. Some potholes had been repaired on Knocker Hill.
11.2) To put forward work for the Lengthsman
Routine works in hand. To advise of any specific requirements and as on list from local resident.
11.3) To appoint Footpath Officer
Cllr Bryant did not wish to continue in the role but would cover the Grafton footpaths until a new appointment had been made. Other matters would be reported into Cllr Glover at present. The Footpath Officer post to be advertised.
11.4) To discuss possible use of Speed Indicator Device (SID) Deferred to June Meeting.

12.0 Information Sheet and Correspondence

12.1 To note Information and Correspondence Sheet
The contents of the information sheet were noted.
Points included:
Dear Parish/Town Clerk
Community Housing Fund: Information & Networking Event – Friday 19 May 2017 9.15am – 1pm
In the 2016 annual budget it was announced that a £60 million fund was being created to support community-led housing developments. Herefordshire Council have been allocated a small proportion of funding to do just that.
The fund will enable local community groups to help deliver affordable housing on sites which are likely to be less viable to larger house builders.
Community-led housing is about local people playing a leading and lasting role in solving local housing needs. This approach can create genuinely affordable homes and strong communities in ways that are difficult to achieve through mainstream housing.
As a result, we are holding a half-day event open to community groups, housing associations and other interested parties.
Community-led housing comes in various forms and you will hear from representatives involved in co-housing projects to custom-build schemes and community land trusts.
Booking ahead is essential as places are limited. The event programme and speakers will be available shortly.
To reserve a place please go to the following site:

Thank you.

With Kind Regards
Tina Wood
Housing Development Officer
Strategic Housing |Adult and Wellbeing Directorate
Herefordshire Council
Plough Lane
Hereford, HR4 0LE
Tel: 01432 261975

Herefordshire has strong links with the Armed Forces and we will again be showing our support for all the men and women who make up the armed forces community in the County. This community includes currently serving troops, service families, veterans and cadets.
We will be holding three events this year.
1. Monday 19 June 2017 – Flag Raising Ceremony
To celebrate the start of Armed Forces week a flag raising ceremony will be held at 11.00am at the Hereford Bull Statute in High Town, Hereford. There will be speeches by the Lord Lieutenant and Chairman of Herefordshire Council in the presence of the Royal British Legion Standard Bearers. There will also be performances by children from local Primary Schools.

2. Saturday 24 June 2017 – Armed Forces Day
This event to be held in the Shire Hall and High Town Hereford from 10.00am to 3.00pm will include performances and/or displays and information stands from the armed forces, local branches of armed forces charities, local support groups and schools. Refreshments will also be available in the Shire Hall.
There will be a fly past by a Spitfire from the Battle of Britain Memorial Flight (time to be confirmed), and the Band of The Rifles will be in attendance (to be confirmed).

3. Saturday 24 June 2017 – Armed Forces Day Concert
This will be held in Shire Hall from 7.00pm to 9.00pm and will feature performances by Marches Military Wives Choir, Stretton Sugwas Primary School, Hereford Academy and The Shire Boys.
Admission will be free but with donations for local armed forces charities.

More information will be available closer to the date and will also be given on

13.0 Matters to be raised on the Agenda of the next Meeting
All usual items plus website, Good Neighbour Scheme update, new Footpath Officer required and Communications Strategy. Recommendations for speed initiatives.

14.0 Confirmation of date of next Meeting
The next Ordinary Parish Council Meeting would be held on Tuesday 13th June 2017 from 7.00pm in the Callow Village Hall.

15.0 Due to the confidential nature of the business of this agenda item, under the Public Bodies (Admission to Meetings) Act 1960 (3) it is proposed to put forward a motion to exclude members of the public during discussion of this agenda item
To discuss NJC Pay Award application to Clerk’s salary from 1/04/17
The Parish Council resolved to award the pay award to the Clerk from 1/04/17 in line with prescribed NJC Pay rates as designated. Unanimous.

The meeting closed at 8.45pm