DRAFT Minutes of Meeting 16 June 2022

by

ORLETON PARISH COUNCIL

Minutes of a Parish Council Meeting held on Thursday 16 June 2022

at 1930 hrs in the Village Hall

Present

Councillors: P Burnham (Chairman), B Gandy, S Block Perry, Liz Mackay, Phil Hardwick

In Attendance

Clerk/RFO Peter Enzer, Ward Councillor Sebastian Bowen

Statement by Chairman

A statement was read out to the meeting by the Chairman.

  1. Apologies for Absence

Received from M Simmons.

 

  1. Declarations of Interest and Written Dispensation Requests

None

 

  1. Minutes of the Meeting held on 17th May

Item 18. Changes to the minute were requested and amended to indicate that there was no role for the PC but the situation would be monitored.

Item 20. The word ‘information list’ was changed to ‘action list’. Clerk to maintain and update as necessary.

It was RESOLVED to adopt the adjusted minutes as a true record, and they were signed by the Chairman.

 

  1. Invitation to members of the Public to address the Council (limited to 15 mins)
  2. A statement was read out by a member of the public regarding the posting of agenda on the Public Noticeboard.
  3. A Question was raised by a member of the public regarding the financial expenditure of the SOS Committee and the Council agreed to request such information.
  4. A question was raised regarding the situation with regard to dog waste bins. It was explained that new bins had been ordered and would be placed and monitored as soon as possible. A second question related to the availability of £21,000 towards sports under Sect 106. This grant was notified to the PC in March and the ORA were advised to approach HCC on the matter.
  5. A question was raised on the amounts of money in the Parish Accounts. The Chairman indicated such information would be in Agenda Item 17
  6. A question was raised concerning the article in the Herefordshire Times. The Chairman stated that at no time was the PC approached on this matter.

 

  1. Receive Report on Herefordshire Council from Ward Cllr Bowen

Cllr Bowen discussed the following items:

  1. HCC has been approached regarding refurbishment of King’s Road
  2. Section 106. Should be discussed by Yvonne Coleman at HCC
  3. Success of Platinum Jubilee
  4. Memorial Service for Falklands Campaign and Armed Services Day
  5. Update on War Memorial Planting Plan

Planters at the War Memorial require replacement. The OPC resolved to proceed. A member of the public offered free fertile soil.

  1. Update on Grass Cut at God’s Acre Garden

PC normally requests the Lengthsman to carry out an autumn cut. OPC resolved to proceed and instructed to cut to be long

 

  1. Update on Plans for the Bus Shelter

The OPC owns the bus shelter by the Maidenhead. The Chairman requested ideas for future use of the building. OPC agreed to put a note on Nextdoor.

 

  1. Update on Recreation Ground Pavilion

The meeting were told that the refurbishment of the pavilion would be self-funded by the ORA and completed by Autumn/Winter. The Chairman offered support as might be needed. It was pointed out that the tree programme was nearing completion. The OPC agreed to make a decision as soon as the total funding requirement is available.

 

  1. Appoint PC members to Highways Working Group

Cllr Gandy was appointed in May and Stacy Perry agreed to join the Working Group.

 

  1. Request for a Street Sign indicating “Kings Road” at the junction of Station Road (B4362) and Kings Road

The meeting resolved to seek costings from Balfour Beatty and report back to the Council. The Clerk to approach HCC, stressing it is a main route into the village.

 

  1. Decision on Smartwater Project

The Chairman highlighted the costs of the project. There was a need for the OPC to ‘sell’ the concept. A parishioner highlighted that there has been crime in the village and requested the OPC to pursue the project. The Clerk agreed to conduct a budget on the project by the September meeting.

 

  1. Planning Applications

 

  1. P22180/K. Approved with recommendation to replace.
  2. P221629/FH. Approved
  • P221457/CD3. Approved

 

  1. Publish List of Councillors on Biodiversity Group

Cllr MacKay is the only councillor on the Biodiversity Group.

 

  1. Update and Standing Orders

Consider and approve amendments to statutory standing orders and other legislation requirements at the September Council Meeting

 

  1. Update on Transfer of Open Space at new Shropshire Homes Development

The Chairman summarised the current situation as follows:

  1. The developer retains the responsibility for the amenity land not fit for development in perpetuity. In the event of retention, the Developer is planning to charge the householders a sum of approximately £12,000 per annum in maintenance charges
  2. The OPC adopts the said land in perpetuity. The developer initially offered £15,000 then upped to £20,000 and is believed to be prepared to up the offer. They have also offered £18,000 to support the planting of the said area and have agreed to work with the Bio-diversity group on the planting plan.
  3. The attenuation pond has now been adopted by Severn Trent to operate and maintain
  4. Householders with frontage will retain riparian responsibilities for the Brook.
  5. Councillor Gandy submitted an oral report that is summarised as follows:
    1. He agreed there were 2 options as stated in a & b above.
    2. He stated that the costs of maintaining the area would fall on the OPC in perpetuity and this would impact of the distribution of the precept for other parish facilities or occasion a substantial rise in the future, although this could possibly be ameliorated through volunteer support.
    3. It was confirmed that any motion on the agenda has to be made in writing by the proposer to the Proper Officer 7 days in advance of the meeting (Standing Order 9b) and agendas must be published 3 full days in advance (Standing Order 3b).

 

  1. Finance
  2. The Clerk updated the situation with the new bank account and stated that it was now operational. Monies had been transferred from HSBC to the Unity Account on 1st April in the amount of £17,088.47. A Parishioner questioned why the reserve accounts were reduced to zero. The Clerk pointed out the recent expenditure incurred in the last few years.
  3. The Annual Parish accounts had been approved by the internal auditor and would be submitted to the external auditor by 1st July 2022.
  • Purchase of defibrillator parts have been approved and list of defibrillator parts has been received by the PC for payment signature at next meeting. Clerk to look at plastic signs for the units – Chairman agreed to provide copies of signs required. It was agreed that the OPC would discuss the sale of a defibrillator box to Kingsland Parish Council.
  1. The PC resolved to purchase a new 40l dog waste bin and this has been ordered. A test programme to understand the filling rate will be started. The location of the new bin was agreed. The contract bill increase was agreed. [Afternote the bins will be cleared on the first Monday of each month under the contract]
  2. The PC resolved to approve a grant request of £30 to Wigmore School for prizes.

 

  1. Payments

The following payments were signed and approved:

  1. BHIB Parish Insurance – £613.92
  2. Leominster Pest Control – £57.60
  • DC Gardening Services – £72.00
  1. TSO Website Host – This payment is due to be paid by Richards Castle in 2022 and 2023 and relates to the joint NDP website that is shared between the two parishes.
  2. Public Works Loan Board – £1096.06
  3. ORA Insurance – £1,446.27. (tractor insurance – £227.05 to be approved at next meeting)

 

  1. Lengthsman/Highways/Footpaths
  2. The meeting agreed to follow up on the completion of the extension of the 30mph zone.
  3. The meeting agreed to submit an application Balfour Beatty to create a 20mph speed limit from the B4362 to Copper Corner on Kitchen Hill Road.
  • The meeting agreed that discussions should proceed with the Lengthsman to examine the most effective methods of spending the £4,339 drainage grant and review the contract and requests for action. It was agreed that the Lengthsman would only carry out work instructed by the Clerk. Chairman/Councillors should note people not following the law on hedges etc and make contact. The Clerk noted the insurance costs of working on or close to roads.
  1. OPC approved the purchase of spare items for the mapboard.
  2. The issue of dropped kerbs is now with the HCC Cabinet Minister for action.
  3. Request for Road Sign – no discussion.
  • The Chairman expressed the Council’s thanks to the Footpaths Officer for the works that have been carried out.

 

  1. Approval of Accounts 2021 to 2022 and AGAR Form for submission to External Auditor

The PC Chairman approved and signed the audited accounts for submission to External Auditor and the accounts would be published on 27th June on noticeboard and the OPC website.

 

  1. Establish a Working Group to monitor activities regarding Ukrainian Refugees

No discussion

 

  1. Matters raised for next meeting (no discussion)

Include:

  1. Approval of Tractor Insurance for ORA
  2. Discuss and approve a grant to the ORA for the tree programme conducted over the last few months but not yet completed
  • Approve the draft letter and review and approve the circulation list for funding of Village Groups.
  1. Resolution of the Open Space option at the Shropshire Homes development
  2. Agreement to purchase defibrillator with costings

 

  1. Date of next meeting and close meeting

The next meeting will be Thursday 21st July at 1930pm.

The meeting closed at 2131 hrs

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