Minutes of the Meetings held on 12th May 2016

MINUTES of the ANNUAL PARISH MEETINGS for the Parishes of BREDENBURY, WACTON, and GRENDON BISHOP

MINUTES of the ANNUAL MEETING of BREDENBURY & DISTRICT GROUP PARISH COUNCIL

MINUTES of the ORDINARY MEETING of BREDENBURY & DISTRICT GROUP PARISH COUNCIL

All held on 12th May 2016 in Bredenbury Parish Room

Present: Cllrs: D. Sutton (Chairman), H. Milton P. Thorne

M. Piggott B. Fowler C. Gwynn

R. Sutton (Clerk)

Absent: None

Apologies received: Ward Cllr. B. Baker

Members of the Public present: There were no members of the public present

THE ANNUAL PARISH MEETINGS FOR THE PARISHES OF BREDENBURY, WACTON & GRENDON BISHOP

1. ADOPT THE MINUTES OF THE MEETINGS HELD ON 18TH MAY 2015 FOR THE PARISHES OF BREDENBURY, WACTON AND GRENDON BISHOP

The Chairman of the Parish Council opened the meetings at 14:00. He read out the minutes for all three of the Annual Parish Meetings as above. He enquired if they were considered to be a true and accurate record of those meetings. All were in agreement. The Chairman then duly signed and dated the minutes.

Proposed: Cllr H. Milton
Seconded: Cllr P. Thorne

2. CHAIRMAN’S REPORT FOR THE PARISHES

a. BREDENBURY
The Chairman felt that the Parish Council had been very pro-active and assertive throughout the year in orchestrating sundry necessary works to be carried out either by Balfour Beatty, Herefordshire Council or by the Lengthsman throughout all three parishes. These works included having the pavements, gutters and drains along the entire length of the A44 from Grendon Firs to St Richards School cleared of weeds, debris and the like. Several potholes had been reported to BBLP and these were duly filled in. A passing bay opposite to the entrance to St Andrews Close had been constructed, thus making it easier for farm vehicles and traffic to pass by the cars that are often parked for long periods in this narrow point.

b. WACTON
The Parish Council had arranged for the Lengthsman to improve various passing places along C1062 Harp Lane by laying compacted planings. He thanked Cllr Milton for her efforts in getting the bridge on Bridleway WK 12 repaired and re-opened. The Lengthsman had cleared the weeds that were growing along the middle of Wacton Lane thus averting further deterioration of the surface. Sundry potholes had been attended to together with the failing surface opposite to the entrance to Little Wacton Farm.

c. GRENDON BISHOP
Because the A44 covers both Bredenbury and Grendon Bishop the works along the A44 in Bredenbury also related to Grendon Bishop and included clearing out all of the drainage grips along the northbound carriageway

3. PUBLIC PARTICIPATION

Because there were no members of the public present the Chairman reminded Councillors and the Clerk that they could in fact speak as residents of their respective parishes if they so wished.

The Councillors who lived in the parish of Bredenbury had nothing further to add.

Cllr Milton speaking as a parishioner in Wacton advised that the cattle grid on the U65015 adjacent to Butterley Brook Cottage had become silted-up and needed cleaning out again. Cllr Piggott asked why there was a need for a grid to still be there as there were no longer any cattle or stock at the nearby farms. The Chairman advised that it would very difficult to remove the grid because of the bespoke way in which it had been constructed from scrap railway lines and installed many years ago. Cllr Milton reminded that this road is also subject to surface flooding at this point. She said that as she was due to meet with the Locality Steward shortly she would speak to her regarding these issues.

Speaking as a parishioner of Grendon Bishop Cllr Piggott was concerned about the shrubbery that was overhanging the carriageway along the A44 on the opposite side of the road to the footpath at the rear of the properties in Valley View. His concern was that northbound HGV’s and large vehicles have to straddle both lanes to avoid this and the possibility of an RTA was significant. Whilst some of the soil and debris that had been spilling onto the carriageway had been cleared from the road by BBL last year in an effort to restore the carriageway to a proper width, the overhanging branches were still a problem. The Clerk reminded that she had been in communication with Herefordshire Council a number of times regarding this and had received assurances that they were aware of the issue. At one stage an inspection visit by Herefordshire Council’s local foreman had been made. The Locality Steward had also been involved but her view was that the current constraints on funding and manpower were impacting on the possibility of anything being done in the immediate future. There was also the question as to how much responsibility the adjacent landowners had for keeping the overgrowth under control.

As there were no further comments or observations made or any other issues raised, the Chairman closed the Annual Meetings for all three parishes at 14-15.

MINUTES OF THE ANNUAL MEETING OF BREDENBURY & DISTRICT GROUP PARISH COUNCIL HELD ON 12th MAY 2016 IN BREDENBURY PARISH ROOM

16/38 ELECTION OF CHAIRMAN

The outgoing Chairman opened the meeting at 14-18. He reminded everyone that it was in order for him to do so and to conduct the process of electing a chairman. He stated that he was familiar with the protocol that should be followed at this point to enable the election of a Chairman for the Parish Council for the ensuing period. He confirmed that he would be following this procedure. He asked for nominations for the post of Chairman. Cllr Milton nominated Cllr Sutton to continue as Chairman. Cllr Fowler seconded this proposal. There were no other nominations. The Clerk enquired of Cllr Sutton if he would be happy to continue in the post for a further year. He confirmed that he would continue, principally because he felt that the last 12 months had been a better year than the previous one and that everyone was now working well together in the best interests of the local community. He was then unanimously elected. He then signed the Declaration of Acceptance of Office and took the Chair. He thanked all of the Councillors for their continued confidence in him and for their support
Proposed: Cllr Milton
Seconded: Cllr Fowler

16/39 ELECTION OF VICE CHAIRMAN

Cllr Milton stood down as Vice Chairman. The Chairman thanked her for her work over the past year. He enquired of Cllr Milton if she was prepared to serve another term as Vice Chairman. She confirmed that she would be willing to do so. Cllr Thorne proposed that she continue in the post. Cllr Gwynn seconded this. There were no other nominations.

Proposed: Cllr Thorne
Seconded: Cllr Gwynn

16/40 APOLOGIES FOR ABSENCE

Ward Councillor Bruce Baker had sent his apologies. He was unable to be present as he was committed to attend another annual meeting.

16/41 APPOINTMENT OF RIGHTS OF WAY, FOOTPATH AND BRIDLE PATHS OFFICERS

The Chairman enquired if any of the other members of the Parish Council wished to take on any of these roles to enable a more extensive coverage of the local network. There were no offers, therefore the Chairman enquired if Cllr Milton and Cllr Piggott aided by Cllr Gwynn, would continue in these posts, each with responsibility for the respective areas that had been previously defined. Cllr Milton, Cllr Piggott and Cllr Gwynn confirmed that each of them was willing to continue in these posts and with everyone’s agreement they were duly appointed.

16/42 APPOINTMENT OF POLICE & RURAL LIAISON OFFICER

Cllr Milton confirmed that she would be happy to continue in this role. All were in agreement that she should remain in the position, especially as it was felt that she was familiar with the routine adopted at that organisation’s meetings and that the other members of the scheme accepted her local knowledge.

16/43 ADOPT THE MINUTES OF THE ANNUAL MEETING HELD ON 18TH MAY 2015

The Clerk pointed out to the Chairman that this item had been included in the agenda mistakenly. The minutes of that particular meeting had in fact been accepted, quite correctly as a true and accurate account of that meeting, at the ordinary meeting of the Parish Council that had been held on on the 13th July 2015. Therefore the Chairman moved the meeting on.

16/44 ANNUAL GOVERNANCE STATEMENT

The Clerk handed everyone a copy of the Annual Governance Statement. The Chairman gave Councillors time to read and familiarise themselves with the document. He then went through each of the questions in turn and enquired if all the Councillors were happy with the answers that had been given to them. He asked if anyone had any questions or concerns about them. There were no questions or concerns raised. He enquired if the answers that had been given on the Statement were a true representation of the procedures that the Parish Council had in place, and that the Council had been following all of these proceedures correctly. All Councillors were in agreement that the document should be accepted as a true statement of the protocol that was being followed. The Annual Governance Statement was therefore duly signed and dated by the Chairman and the Clerk, acting in her role as the Parish Council’s RFO.

16/45 ADOPTION OF ANNUAL ACCOUNTS FOR SUBMISSION TO EXTERNAL AUDITORS

The Clerk handed everyone a copy of the Parish Council’s Annual Accounts Return. The Chairman gave Councillors time to read and familiarise themselves with the document. He asked the Clerk to go through each of the questions in turn and the answers that had been given. The Clerk explained the reasons that had been given for any of the variances that were more than 15%, either positive or negative, The Clerk clarified each of these and asked if everyone had understood and agreed with the answers that had been given. She enquired if anyone had any queries or questions. None were forthcoming; therefore the Annual Accounts and Bank Reconciliation were duly signed and dated by the Chairman and the Clerk, acting in her role as RFO, as being in proper order to submit to the Government’s appointed auditors.

Action by: Clerk

16/47 REVIEW OF ANNUAL SUBSCRIPTIONS AND INSURANCE POLICIES

The Clerk had intended to give everyone a list of the annual subscriptions but unfortunately she had not got the list that she had prepared to hand. She apologised for not being as prepared for this item, as she should have been. She undertook to email everyone the list forthwith. She was, however, able to recall the majority of annual subscriptions, albeit the figures were not current, as some of these subscriptions had not yet been renewed. Having just received the renewal invitation for the insurance she was able to confirm that Aon had invited renewal at an annual premium of £270.80 for 2016/17, against last year’s renewal of £262.15. She explained that the small increase in premium was because Insurance Premium Tax had been increased in the budget. The Clerk said that she had gone carefully through the policy wording and the cover that is being provided. She outlined in simple terms the cover that the Council was obtaining and its benefits. She recommended that the policy should be renewed. All were in agreement that the Clerk should renew the policy.

Proposed by: Cllr Thorne
Seconded by: Cllr Milton
Action by: Clerk

16/48 TO CONFIRM ACCEPTANCE OF THE CONTINUATION OF THE EXISTING ARRANGEMENTS FOR DEALING WITH PLANNING APPLICATIONS

The Chairman enquired if all Councillors were happy to continue with the existing arrangements for dealing with planning applications. He reminded everyone that the current arrangements are for the Clerk to access all planning applications electronically. All of the relevant drawings and supporting paperwork are then printed off and circulated to every Parish Councillor in turn for appraisal and comment. All planning applications are delivered firstly to the Councillor in whose area they will impact on the most. After circulation the Clerk collates all of the comments, observations and appraisals that have been made. These are summarized to reflect the views of the Parish Council and are then forwarded to the Planning Authority electronically, within the required timescale. Every planning application is shown in the agenda and minutes. If a planning application is received that is considered complex or is likely to be contentious, then a full meeting of all Councillors can be called to discuss it. The Councillors were unanimous in their view that these arrangements were working well and should continue.

Proposed: Chairman
Seconded: Cllr Piggott

As there was no further business the Chairman closed the Annual Meeting of Bredenbury & District Group Parish Council at 14:45.

MINUTES OF THE ORDINARY MEETING OF BREDENBURY & DISTRICT GROUP PARISH COUNCIL HELD ON 12th MAY 2016 IN BREDENBURY PARISH ROOM

The Chairman opened the meeting at 14-48

16/49 APOLOGIES FOR ABSENCE
Apologies had already been received from Ward Councillor Bruce Baker (see minute 16/40 of AGM)

16/50 DECLARATIONS OF PERSONAL AND DISCLOSABLE PECUNIARY INTEREST
The Clerk reminded Councillors that they needed to confirm that their Notices of Registerable Interests are up-to-date and to declare any personal and prejudicial interests in any items in the agenda and their nature. She confirmed that Councillors with prejudicial interests must leave the room for the relevant item.
• To receive written requests for new Disclosable Pecuniary Interest dispensations.

There were no interests or written requests to be noted.

16/51 CHAIRMAN’S REMARKS
The Chairman reminded everyone again that they must disclose any personal or pecuniary interests that pertained to any of the agendum that were to be discussed. He advised that subsequent to the recent ‘in-house’ training that had been given by Lynda Wilcox from HALC, the Clerk has amended the Declaration Book to show the itemised columns that had been suggested by her.

16/52 MEETING WILL BE ADJOURNED FOR PARISHIONERS QUESTIONS
As there were no members of the public present the meeting was not adjourned.

16/53 ADOPT THE MINUTES OF THE MEETING HELD ON 17TH MARCH 2016
To take as read and confirm as accurate the minutes of the meeting held on Thursday 17th March 2016.
The minutes of that meeting had been circulated prior. The Chairman enquired if everyone had read them and asked if they were considered to be a true and accurate record of that meeting. All were in agreement. They were then duly signed and dated by the Chairman.

Proposed by: Cllr Thorne
Seconded by: Cllr Milton

16/54 REPORT FROM DISTRICT WARD COUNCILLOR BRUCE BAKER
As District Ward Councillor was not in attendance there was no report available.

16/55 FINANCIAL MATTERS
• To receive up-to-date Financial Statement (presented by the Clerk)
The Clerk handed everyone two Spreadsheets, one of which detailed the income and expenditure of the Parish Council to the end of the previous financial year. The other one detailed the income and expenditure of the Parish Council from the start of the current financial year to date. She explained the detail of each of the payments that had been made and the payments that had been received and asked if anyone had any questions or queries. None were forthcoming.

• To approve payment of accounts
The Clerk asked if she could have approval to issue a cheque in respect of the renewal of the insurance as invited at £270.80. Approval was proposed and seconded and a cheque was then duly signed by both of the authorised signatories.
Proposed: Cllr Thorne
Seconded: Cllr Milton

• VAT
The Clerk reported that she had received a BACS payment in the sum of £534.55 in respect of the VAT that she had reclaimed.

• Consider delegated financial authority with limit for the Clerk

During the in-house training it had been suggested by Linda Wilcox the CEO of HALC that the Clerk ought to be given delegated financial authority in order that she did not have to wait for a Parish Council meeting to take place before she could pay any outstanding accounts. This was important, as the possibility of financial penalties for late payments being applied by suppliers of goods and services to the Council was existent. It was also pointed out that the Lengthsmen should not have to wait months for payment for work that had been undertaken. This might deter them from offering the Council a good service. The Chairman pointed out that the Clerk routinely explained any payments that had been made at the next available meeting anyway. After some discussion Councillors agreed that the necessary financial authority should be given to the Clerk but that an upper limit of £500.00 should be adhered to.

Proposed: Cllr Gwynn
Seconded: Cllr Fowler

• Any other financial matters

The Clerk asked for confirmation that it was in order for her to purchase two bottles of wine to give to the internal auditor because she had not asked for any payment whatsoever for carrying out the audit, which had involved a considerable amount of her time and her expertise. Councillors were unanimous in approving that the Clerk should purchase the wine.

Action: Clerk

16/56 CORRESPONDENCE
The Clerk reported that other than the usual flow of emails, which she had filtered and distributed to all Councillors as normal, the only correspondence of note that had been received was the latest issue of ‘Clerks and Councils Direct’ magazine. This was passed to Cllr Milton to read and pass onto colleagues as agreed.

Action: Cllr Milton

16/57 PLANNING APPLICATIONS
• P160098/F – Mr Anthony Howlett, Wicton Farm, Wicton Lane, HR7 4LR Variation of condition 2 reference 151676/F Change of roof materials

The Clerk reported that to date there was no decision shown on Herefordshire Council’s planning website. However she had made enquires and had received confirmation that the variation to the original planning approval had been allowed.

• 160594 – Mr Tim Leighton, Westington Hall, Hatfield, Leominster HR6 0SJ proposed new field access

The Chairman described the issue that had occurred with Herefordshire Council’s Planning Department when the Clerk had enquired why the Parish Council’s comments regarding this particular application had never been published on their website. She had pointed out to them that the absence of any of our comments about this or any other application would suggest to the applicant and to the general public that the Parish Council did not take any interest in such matters. This was far from being the case. The Parish Council’s observations on planning matters, supportive or otherwise, should be available for all to see. The response that the Clerk had received from one of the personnel in the planning department had been very obtuse, unhelpful, and dismissive. She and the Chairman had reported the issue to Ward Cllr Bruce Baker who had intervened on the Parish Council’s behalf. Subsequently the Clerk had received an email from Cllr Baker who had passed-on an explanation by the Head of the Planning Department, together with an offer of a written apology. To date the apology has not been received. However the Parish Council’s comments regarding the application have now been published on the website, together with confirmation that approval of the application has been granted. The Clerk said that she did not intend to pursue the matter further.

• Land along A44 belonging to Mr P Foster

The Chairman and Clerk reported that no communication at all had been received from Mr Foster since his emailed response to the Parish Council’s proposals about the way in which Councillors would wish the development to proceed, and what features should be included. After some debate Councillors were in agreement that Mr. Foster should still be fully aware of the Parish Council’s proposals for the features that it wants him to include in his plans, which will be of benefit to the community and to the locality. It was agreed that Councillors were now expecting a more detailed framework of Mr Foster’s plans from him and that these should incorporate those ideas. They could then consider these before he could make a formal planning application. It was also decided that as one of the Parish Councillors and the Clerk are now members of the Parish Hall Committee that the Parish Council’s approach to the proposed developments should be relayed to that body at their next meeting in order to ascertain their own views on the needs of our three parishes. It should be stressed to them that the Parish Council has no wish for the present Parish Room be demolished, in spite of any future provision for a similar but more modern facility. The administration and the future of the existing building, and the site, must remain with the Parish Hall Committee.

Action: Clerk
Action: Cllr Thorne

• Any other planning applications received after the date of issue of this Agenda.

There were no further planning applications received or to be discussed.

16/59 NEIGHBOURHOOD PLANNING
Consider resurrecting NHP working party and Grant Application to engage a Consultant

The Chairman reminded everyone that following the recent ‘in-house training’ by HALC that it was very evident that without a NHP in place Bredenbury was leaving itself open to unwanted and un-neighbourly development. HALC had already implied that those parishes without a NHP would probably have building development imposed upon them by Herefordshire Council. The Chairman asked for the Councillor’s views on how they wished to proceed. There was agreement that it was essential that a NHP should be prepared in order to protect the future ambience of the village but it was difficult to see how this could be achieved in view of previous unsuccessful attempts. Cllr Gwynn reminded everyone of the problems she had experienced when she tried to get the original steering group together to move this forward. The Chairman suggested that a fresh start with another ‘open meeting’ could be arranged but this time arrangements should be made for Lynda Wilcox, the CEO of HALC to do the entire presentation. Her in-depth knowledge of the subject and her enthusiasm for Neighbourhood Plans might stimulate a sufficient number of responsible individuals to come forward and commit to the idea and bring it to fruition. The Chairman observed that whilst he was willing to help wherever he could, he was unable to commit any more useful time to a steering group. After debate with input by all it was agreed that Cllr Fowler should make contact and liaise with Lynda Wilcox at HALC to explore the idea of employing a consultant and decide how best to take this forward.

Action: Cllr Fowler

16/60 HIGHWAY ISSUES INCLUDING SIDS

The Clerk advised that she had now received confirmation from BBLP that the SIDS were to be replaced by Hereford Council, although she had been given no idea of the time scale in which this would take place. The Chairman reported receiving a verbal complaint from a resident of Valley View about the branches/shrubbery that are overhanging the pavement along the A44 to the rear of certain properties in Valley View. The resident had complained that it was difficult to walk along the path without having to step into the road, which was very dangerous indeed in view of the fast moving constant heavy traffic. This person had commented that it was the responsibility of the landowners to prevent their trees and shrubbery from overhanging the public highway and had strongly suggested that a letter from the Parish Council should be sent to the relevant offenders. Cllr Thorne pointed out that BBLP had only recently removed some of the soil from the pathway and this had greatly improved its width and it was still negotiable at this point despite the perceived obstruction. She observed that the path had never been of adequate width or safe enough along its entire length for pedestrians to use safely but it was difficult to see how this issue could ever be overcome. She doubted that appeals for co-operation by the landowners would resolve the issue of overhanging vegetation. Cllr Piggott volunteered to walk along the stretch of path in question and report his assessment of the situation to the Council at the next meeting.

Action: Cllr Piggott

The Clerk reminded Councillors that she had forwarded an email to them that had been received from Bosbury Parish Council giving details of the ‘Parish Gates’ that they had installed on the boundary entrances to their village. Councillors had discussed this idea previously and had approved the idea of installing similar features at the entrances and exits to Bredenbury and Grendon. It was agreed that any action to arrange to install these should still remain ‘on hold’ until the speed limit along the A44 had been officially reduced to 30mph.

Cllr Piggott enquired whether a drainage pipe of sufficient capacity could be installed by BBL on the opposite side of the A44 to The Barneby Inn to help alleviate the flooding that often occurs at this point due to surface water run-off from that road. Cllr Milton was reminded that she was meeting with the Locality Steward shortly and she agreed to take this particular issue up this with her.

Action: Cllr Milton

Following on from the decision at the Parish Council meeting on the 17th March the Chairman read out the letter that the Clerk had sent to Bredenbury Primary School regarding the issues that were arising from the increasingly inconsiderate parking that was taking place in the vicinity of the school. Among other things the letter emphasised that the Council appreciated that not all of the issues were being caused by parents delivering and collecting children from the school. Nevertheless, it suggested that a reminder from the school to parents pointing out the problems that were being caused would be helpful. The letter also pointed out that it is an offence to park within 32ft of a junction i.e. Harp Lane with Valley View. It stated that the Parish Council had received complaints from local residents who were concerned for their own and other motorists’ safety because some of the parked vehicles were seriously restricting their view of oncoming traffic when exiting Valley View. The letter also referred to the bay that had been constructed opposite St Andrews Close and pointed out the facility was intended for use as a passing bay and was not reserved for parking. A response from the school is awaited.

16/61 TECHNOLOGY – Update
The Clerk reported that the application for Transparency Funding had been turned down by NALC. She expressed her disappointment and said that she was at a loss to understand why the bid had been rejected as she had faithfully followed the guidelines given to her by HALC whilst completing the application. So far her enquiries had failed to produce a satisfactory reason for the rejection, but the ambiguity of certain of the questions regarding expenditure that the Council had already undertaken whilst trying to achieve compliance might have had a bearing on the outcome. She advised that all was not lost however because she had obtained a further application. She would attempt to complete this with additional detail, together with a letter of explanation, in the expectation that this would now be successful.
The Clerk reminded Councillors to visit the Parish Council’s website regularly. This was now up and running. He asked Councillors to explore and comment on the design and information that was available there. Their feedback and their own ideas for improvements and any features that they thought should be added were valuable, as was any new material that they could provide for inclusion. The Chairman encouraged them to sign up for the Newsletter facility and said that by doing so they would automatically receive the Agenda as soon as it was published on the website.

Action: Clerk
Action: all Councillors

16/62 TRAINING

The Chairman enquired whether Councillors felt that the ‘in-house training’ that had been given by Lynda Wilcox from HALC, was money that had been well spent. Councillors were unanimous in their response that it was worthwhile and that they had benefitted by obtaining a better understanding of how the Parish Council should work and their particular roles as Councillors within it. The Chairman observed that he hoped that it would now spur them on to put their names forward for more training when courses were offered by HALC, because the cost of these had been budgeted for in the Precept.

16/63 LENGTHSMAN SCHEME
The Chairman reported that despite making an arrangement to meet with him and Cllr Fowler, the Lengthsman, Mr Poyner, had not kept the appointment that had been arranged. The Chairman had made several ‘phone calls to him since, attempting to re-arrange the meeting, but he had been unsuccessful so far. He expressed his disappointment that these ‘phone calls had not been returned but said that nevertheless he would continue with his efforts. He suggested that perhaps the Parish Council should consider going back to using Mr Day in the interim. The Chairman enquired of Cllr Gwynn if it was still in order to store the Council’s stock of road planings at her farm. Cllr Gwynn confirmed that these materials were not in her way and that she was happy for the Council to keep them there still.

Action: Chairman

16/64 UPDATE RE DEFIBRILLATOR COURSES
The Chairman reported on the three courses that the Clerk had organised in conjunction with Herefordshire Heartstart and the Barneby Inn. Two of the events had already taken place and they had been held in the restaurant room at the Barneby. A third course was scheduled to take place in June. As a result of the publicity and flyers that had been circulated 45 local people had signed up for the sessions. Of these only four persons had failed to turn up so far. The feedback from those delegates who had attended the sessions has been excellent. The Clerk commented that arranging suitable times and dates for all those who had expressed an interest and then liaising with the Heartstart trainers been a formidable logistical exercise for her but that everything had fallen into place in the end. The Chairman stated that the proprietors of the Barneby Inn, Mssrs Kim & Carey Barnett, deserved a great deal of credit for their hospitality and the refreshments that they had provided.

16/65 UPDATE FROM FOOTPATHS & RIGHTS OF WAY OFFICERS
Cllr Milton reported that she had attended a meeting that had been held in Burley Gate. She stated that there was not a great deal to report from the meeting but she had learnt that stiles and gates are the legal responsibility of the landowner to keep in a good state of repair. Herefordshire Council usually pay 25% of the cost of replacing stiles and gates but the preferred option is now to replace stiles with gates. The Council also now prefer to provide the furniture rather than 25% of the cost in cash as before. Presently gates can take anything up to 12 months to be replaced. Cllr Milton advised that she was due to meet with the Locality Steward on Monday 16th May and she intends discuss the footbridge on footpath WK2 between Mr Sayce’s land and Mr Pearson’s land, which is in a poor state of repair. She understood from discussions with the Locality Steward that BBLP would replace this. Cllr Gwynn made reference to a bridge on bridleway GB3 in Grendon Bishop, which has been totally washed away. Cllr Milton agreed to ask the Locality Steward to look into this issue.

Action: Cllr Milton

16/66 UPDATE FROM POLICE & RURAL WATCH LIAISON OFFICER
Cllr Milton advised that because there had not been any meetings in the interim there was nothing new to report. She reminded everyone that because all Parish Councillors receive emails updates from the CPO they should already be aware of the detail of the latest batch of scams that are circulating in this area.

16/67 ITEMS TO BE INCLUDED ON NEXT AGENDA

None advised

RECONFIRM DATE OF NEXT MEETING
The Chairman enquired if Councillors wanted to continue with the trial period of having meetings of the Parish Council during the afternoon or if they would they prefer to return to evening meetings. After debate it was decided that evening meetings would be preferred during the summer months, but that winter meetings would be better held in an afternoon. All were in agreement therefore that the forthcoming July and September meetings would be held during the evening whilst the November meeting should be held during the afternoon.
Accordingly the next meeting was scheduled for Tuesday 12th July at 19:30.

The Chairman closed the meeting at 15:58. He expressed thanks to everyone for his or her attendance and for his or her contribution to the debate

Completed Action points from the meeting held on 12th May 2016

16/45 Adoption of annual accounts for submission to external auditors

The Clerk has submitted the Accounts to the Grant Thornton for the annual audit.

16/47 Review of annual subscriptions and insurance policies

The Clerk has renewed the Annual Insurance Policy with Aon