Minutes 25th October 2017

Minutes of the meeting of the Parish Council
Held on Wednesday 25th October 2017 at 7.00pm in the Village Hall

Present: Councillors: Carolyne Gwynn, John Hulse, Sam Sayce, Massie Piggott, Geoff Hancock
In Attendance: 1 local resident
1. Apologies for absence: None
2. Declaration of interest and written requests for dispensation: None
3. Open Session
3.1 Ward Councillor Bruce Baker not in attendance
3.2 Views of local residents on parish matters. Cllr Hancock had been spoken to by a local resident from Wacton Lane regarding the state of the road surface outside her residence. Cllr Hancock to submit this on the council website for reporting road defects. Views of residents of Valley View regarding the planning statement for Bredenbury Court. Cllr Hulse read observations compiledby Mr Barry Homer (Valley View resident) who had spoken to thirteen residents.A copy had also been forwarded to the ownersMr & Mrs Simon Steel. Cllr Hulse thanked Mr Homer for his input and noted that he would be willing to canvas opinion from Valley View residents on any other issues as they arise.

4. To consider minutes of the previous meeting … 25th September 2017
It was RESOLVED to accept the minutes as a true and accurate record.
Proposed by Cllr Hancock
Seconded by Cllr Gwynn
The minutes were duly signed by the Chairman.

5. Finance
5.1 An update on bank balances and signatories. The clerk reported that all relevant paperwork was now held with NatWest bank and we were now awaiting approval of the new signatories. The Clerk reported that due to this delay the Parish Council is still unable to pay outstanding accounts. We have not received an up to date bank balance. This will be resolved once the bank has changed the details. Cllr Hulse explained that to avoid late payment charges HALC had agreed that he could pay the most pressing invoices from his personal account and this would be reimbursed. Cllr Hulse had paid Autela the payroll service and it was RESOLVED that the AON Insurance should also be paid.
5.2 The external audit report 2016/17 had not been received in time for the meeting and therefore it was resolved to put this as an agenda item for the following meeting.
5.3 Finance Working Group Cllr Hulse distributed a waterfall chart which outlined the cost estimates for 2018. He explained that these were estimates and this would aid discussion for the working group. It was RESOLVED that the Finance Working Group would meet in advance of the next of the next Parish Council meeting to discuss actual against estimated spending. Open to all Parish Councillors.
Proposed: Cllr Gwynn
Seconded: Cllr Sayce
5.4 It was RESOLVED to agree expenses claim of £15.30 for Clerk travel expenses HALC hand-over meeting
It was RESOLVED to agree expenses claim of £67.00 for Cllr Hulse Autela Payroll Services

Ward Councillor Baker arrived at 7.30pm and gave apologies for arriving late.

6. Neighbourhood Development Plan Cllr Hulse directed Councillors to the Community section of the Herefordshire Council website where all the relevant documents are held. Clerk to email Guide to Procedures to all Councillors for reference. Next steps to contact recommended consultants. Cllr Hulse briefly outlined the process and emphasised that it was achievable in stages with a core group.

7. Powers to clear roadside vegetation The Committee asked for advice from Cllr Baker regarding the roadside vegetation which is becoming an issuerendering the footway unusable on the A44 and causing lorries to drive in the middle of the road to avoid the encroaching branches.Cllr Baker offered to contact BBLP regarding this issue and to forwardcontact details to the Clerk. It was felt that the busy road and the nature of the problem were beyond the remit of residents. Cllr Baker also offered to locate maps that will detail settlement boundaries for the NDP.

8. Kyre Hospital Trust – A request was made from Kyre Hospital Trust for a trustee to represent the Parish of Wacton. The trust was set up decades ago to benefit the locally community, specifically for parishioners of Bredenbury, Collington, The Hanleys, Kyre, Stoke Bliss, Thornbury and Wacton. There are 5 one-bedroom cottages at the bottom of Kyre Bank, opposite Kyre Park held in trust for use of parishioners. Massie Piggott kindly agreed to become a trustee. The Clerk to send contact details to Louise Gibbs -Clerk to the Trustees.

9. Registration of Community Asset – The Clerk has received confirmation of receipt of the application to register the village hall as a community asset but it is imperative that we send a plan which clearly shows the boundaries. The application cannot be progressed until this is in place.There was discussion regarding the whereabouts of a site plan. Cllr Piggott to ask his father who may have some knowledge of the plan. Mrs M Wakefield-Jones also to be approached. Cllr Hulse reiterated the importance of ownership to enable applications for grant funding to be pursued.

3.1 (This item is out of sequence as Ward Cllr Baker was not in attendance at the beginning of the meeting)
Brief verbal report from Ward Councillor Baker –
Cllr Baker gave an update on the roadworks currently underway in the county as a result of government funding. They should all be completed by mid-November. The city-link road is well underway and this will unlock potential development land and improve communication. He alluded to the positive Quality Care Commission Inspection and report on Looked After Children (LAC) in the county. Cllr Hulse thanked him for his input and also the support and advice given over the A44 issue.

10. Items to be included on next Agenda
Finance Working Group
Internal Audit Report
Village Hall Contribution
Expenses Claims for Chairman and Clerk
Lengthsman Scheme
Website update

11. Next meeting Wednesday 22nd November 2017 at 7.00pm (Finance Working Group meeting at 6.30pm)

A resolution was passed exclude the public from the following employment matter
Councillor Baker and local resident left the meeting

12. Employment matters- The committee reviewed and approved the draft contract for the Clerk. Cllr Hulse and the Clerk to sign contract and return to HALC.

The Chairman closed the meeting at 8.35pm