MINUTES OF ORLETON PARISH COUNCIL ANNUAL MEETING HELD AT 7.30PM ON THURSDAY 16 MAY 2019 AT THE VILLAGE HALL
PRESENT B Gandy – Chairman; J Humber; E Clanzy-Hodge; and M Morrison.
IN ATTENDANCE Will Sanders, Footpath Officer; Ward Cllr. Sebastian Bowen (Bircher Ward); and Richard Hewitt (Clerk). One member of the public was present.
1. Election of Chairman – Barry Gandy was elected Chairman and signed the acceptance of office.
2. Apologies for absence – J Hobson and P Smith.
3. Co-opt a new member of the parish council – Deferred.
4. Code of Conduct – In May 2018, Herefordshire Council adopted a new code of conduct which updated Schedule 2 to require councillors to register an interest for “Membership of any body a) exercising functions of a public nature; or b) directed to charitable purposes; or c) whose principal purposes include the influencing public opinion or policy (including any political party); or d) is not open to the public without formal membership”. The county council’s legal officer looks at code of conduct matters on behalf of the parish council. The parish council agreed to adopt the new code of conduct.
5. Declarations of interest and written dispensations on agenda items – Cllr. B Gandy declared a disclosable pecuniary interest in #23 donation to good neighbour scheme.
6. Election of Vice Chairman – Deferred.
7. Highways maintenance working group – Cllrs. J Humber and Clanzy-Hodge kindly agreed to join the highways maintenance working group.
8. Appointment of representatives – Advice received from HALC regarding ‘shadow trustees’ was noted. The appointment of a village hall representative was deferred. It was agreed not to have a recreation ground representative for the time being.
9. Appointment of Footpath Officer – Mr W Sanders. Mr Sanders said it is likely to be his last year in the role.
10. Lengthsman/ Highways and Footpaths – Mr Sanders, footpaths officer, provided a brief report. The Clerk was asked to contact two landowners regarding the circular walk towards Brimfield. The lengthsman will be tackling weeds and grass on pavements and gutters in the village, and will strim ‘God’s Acre’ on Millbrook Way and the footpath between Kitchen Hill Road and Church Lane.
11. Appointment of Tree Officer.
12. Review Policies and Procedures – The meeting agreed to review the policy on Freedom of Information Requests in 2019-20.
13. Review Asset Schedule – Noted.
14. Governance statement – The Clerk read out the Annual Governance Statement, which was unanimously agreed and signed by the Chairman and Clerk.
15. Parish Council Accounts – The Annual Accounts for 2018-19 were considered by the meeting, unanimously agreed and signed by the Chairman and Clerk.
16. Risk schedule – This was reviewed and agreed.
17. Insurance Policy – The renewal of the Aviva Insurance policy as recommended by BHIB Insurance Brokers was agreed.
18. The minutes of the meeting held on 25 April 2019 were agreed and signed as a true record.
19. Clerks Report – The Chairman’s annual parish meeting report has been submitted to Grapevine. The British Heart Foundation has said that the grant application for a defibrillator was not successful because an insufficient number of people were to be trained in CPR. An indicative number of 7-10 people per month is expected. Ward Cllr. Bowen kindly collected equipment from Balfour Beatty for the litter pick volunteers on 11 May 2019. Cllr. Bowen said he was unfortunately unable to locate the litter pickers on the day. West Mercia Police’s Crime Prevention Officer has provided an overview of the advice given at the annual parish meeting – the Clerk was asked to publish this on the parish council website.
20. Invitation to members of the public to address the council (limited to 15) – A member of the public asked the parish council to reconsider the decision on donations for churchyard maintenance.
21. Plans
Herefordshire Council has granted planning permission for 190634 The Bay Horse. Works to trees are allowed for 191216 Boot Inn.
22. Accounts
i) The meeting reviewed the latest balances of the parish council accounts: Treasurer – £15,482.83; and Money Manager – £20,341.78. Receipt of £12,500.00 from Herefordshire Council for the 2019-20 precept was noted.
ii) The following payments were agreed: BHIB Insurance brokers, parish council insurance (£544.25); DC Gardening Services, lengthsman (£84.00); Leo Pest Control, dog waste removal (£45.60); Honorarium for internal audit (£50.00); and TSOHost, parish council website (£59.99).
iii) SIDs at Orleton: After reviewing several options, including purchase, rent from Balfour Beatty or long term arrangement with a parish council, a decision was deferred to the next meeting.
23. Good neighbour scheme – It was agreed to donate £500.00 to support the running costs of the scheme.
[The Chairman re-joined the meeting and resumed chairing the meeting.]24. ‘We don’t buy Crime’ offer from the Police and Crime Commissioner – Deferred.
[Ward Cllr. Bowen provided a brief report on the new county council following the election on 2 May 2019. The Chairman congratulated Cllr. Bowen on his re-election.]25. Consultation on Travellers’ Sites DPD Examination, Main Modifications – Noted.
26. Parish council projects, 2019 – Consider participation in initiative to recycle crisp packets.
27. Matters raised for next meeting (no discussion) – Crisp packet recycling, reconsider support for churchyard maintenance in light of latest advice from HALC/ NALC.
28. Information items – Noted.
29. Date for next meeting – 7.30pm on Thursday 20 June 2019 at the village hall.
The meeting closed at 9.38pm.