MINUTES OF ORLETON PARISH COUNCIL ANNUAL MEETING HELD AT 8.11PM ON THURSDAY 17 MAY 2018 AT THE VILLAGE HALL
PRESENT Barry Gandy – Chairman; Jenny Harrison; and Paul Smith.
IN ATTENDANCE Will Sanders, Footpath Officer; Ward Cllr. Sebastian Bowen (Bircher Ward); and Richard Hewitt (Clerk). Two members of the public were present.
1. Election of Chairman – Barry Gandy was elected Chairman and signed the acceptance of office.
2. Apologies for absence – Richard Jack, Eddie Clanzy-Hodge and Robin Tibbles. Mr P Gallagher has stepped down from the parish council and Electoral Services will be notified of the vacancy.
3. Declarations of interest and written dispensations on agenda items – None.
4. Election of Vice Chairman – Paul Smith was elected Vice Chairman.
5. Invitation to members of the public to address the council (limited to 15) – Two representatives of ‘Save Mortimer Forest’ asked the parish council to note the proposal to build 68 holiday homes in the forest. According to the representatives there is no planning application at present.
6. Appoint council members to highways maintenance working group – Cllrs Harrison and Clanzy-Hodge kindly agreed to join the highways maintenance working group.
7. Appointment of representatives – The Vice Chairman kindly agreed to represent the parish council at village hall management committee meetings. It was agreed to ask Cllr. Jack to continue to represent the parish council at recreation ground association meetings.
8. Appointment of Footpath Officer – Mr W Sanders.
9. Appointment of Tree Officer – Postponed.
10. Review Policies and Procedures – The meeting agreed to review the new NALC model standing orders and highlighted the GDPR policies set to be reviewed under #22.
11. Review Asset Schedule – Noted.
12. Governance statement – The Clerk read out the Annual Governance Statement, which was unanimously agreed and the document signed by the Chairman and Clerk.
13. Parish Council Accounts – The Annual Accounts for 2017-18 were considered by the meeting, unanimously agreed and signed by the Chairman and Clerk.
14. Risk schedule – This was reviewed and agreed. The financial regulations will be reviewed. Norris and Miles Solicitors of Tenbury Wells have been asked to register the memorial ground.
15. Insurance Policy – The Aviva Insurance policy recommended by BHIB Insurance Brokers was reviewed and agreed.
16. The minutes of the meeting held on 19 April 2018 were agreed and signed as a true record.
17. Clerks Report – There was no report.
18. Plans
181718, 1 Chapel Terrace, Tunnel Lane, Orleton, SY8 4HX – Proposed works to Yew tree. Causes excessive shading and has little or no amenity value. It is 35′ high. Would like to prune the tree to a height of approx 12′ so it takes on the form as a hedge.
The meeting did not feel sufficiently qualified to assess the impact on the Yew tree of the proposed pruning which will reduce the tree by two thirds, and agreed to request that the county arboriculturalist is asked to review the proposed work to ensure the Yew tree will be able to withstand the pruning and go on to thrive for many years to come.
181530 The Granary, Portway Cottage Farm, Orleton, SY8 4HG – Proposed erection of a two bay car port garage. The planning application was supported.
19. Accounts
i) The meeting reviewed the latest balances of the parish council accounts: Treasurer – £16,176.74; and Money Manager – £20,308.83. Receipts of £12,500.00 from Herefordshire Council for the 2018-19 precept, and £600.00 transparency code grant were noted.
ii) The following payments were agreed: BHIB Insurance brokers, parish council insurance (£524.94); and DC Gardening Services, lengthsman (£48.00).
iii) The standing order for the Clerk’s salary was updated to reflect the rate (SCP21) applicable from 1 April 2018, for 7 hours per week.
iv) The Balfour Beatty contract for lengthsman and P3 footpaths activity in 2018-19 was agreed and signed. A contract for the supply of lengthsman and P3 footpaths work was signed with DC Gardening Services.
20. Lengthsman/ Highways and Footpaths – Mr Sanders, footpaths officer, provided a brief report. There are a few footpaths which require action from the landowners, with the assistance of the locality steward. The lengthsman has strimmed the bank on Millbrook Way and the verge opposite St George’s Crescent. A cracked concrete slab outside the adopted telephone kiosk was reported, and will be looked at by the lengthsman.
21. Pavement parking – It was agreed to adopt the wording in the draft poster and not to have a photograph. The Chairman kindly agreed to laminate the resulting A5 poster, which is intended to encourage people to stop parking on the pavement by highlighting the impact on vulnerable residents.
22. General Data Protection Regulations (GDPR) – The parish council agreed to adopt the approach proposed by HALC on 16 April 2018 in anticipation of the regulations which are expected to come into force on 25 May 2018. The following policies and notices were agreed: Privacy Policy; Subject Access Policy; Personal Data Management & Audit Policy; Privacy Notice; and Privacy Notice for Staff, Councillors and Role Holders (Volunteers). The Clerk was appointed Data Protection Compliance Officer.
23. Parish council projects, 2018-19 – No action required.
24. Matters raised for next meeting (no discussion) – appointment of contractor to repair/ rebuild the memorial garden wall.
25. Information items – Noted.
26. Date for next meeting – 7.30pm on Thursday 21 June 2018 at the village hall.
The meeting closed at 9.56pm.