MINUTES OF MEETING
21st February 2022, Whitney on Wye Village Hall
Present: Cllrs Alan Watkins, Phil Bayliss, Ian Bowman, Ken Goodman, Geoff Greenhill, Yvonne King, Andrew Layton, Terry Morgan, Lewis Price, Tony Raymond, Paul Whittall and Steven Whittall
In Attendance: Clerk to the Parish Council, Alison Morgan
Members of the Public: 1
1. Apologies were accepted from Cllrs Chris England, James Forrest, Nancy James, Sue Prosser & Ward Councillor Jones
2. One Declarations of Interest was made by Cllr Raymond in respect of Item 6.1.2. No requests for Dispensation were received for this meeting.
3. Open Discussion:
3.1. Ward Councillor Address: Due to absence, no report was presented.
3.2. Public Participation Period: No points were raised by members of the public on this occasion.
4. Minutes of the last meeting held on 17th January 2022 were APPROVED as a true record; they were duly signed by the Chair and will be available on the PC web site shortly.
5. Finance & Compliance Matters:
5.1. Millennium Green Trust (MGT) Donation Request: A recommendation was made to support the MGT’s application for a donation of £1,200.00. However, after further discussion and a quotation for playground equipment was presented, councillors unanimously RESOLVED to make a one-off, more significant donation to mark the Queen’s Platinum Jubilee. Consequently, the Parish Council will purchase a climbing wall at a cost of £2,225.00. A plaque will be added to the apparatus to acknowledge the Parish Council’s donation.
5.2. Workplace Inspection: In recognition of the PC’s responsibility as an employer, the Chair recently undertook an inspection of the Clerk’s office environment and equipment used to conduct PC work. All was found to be in order and, therefore, no improvements were recommended. Councillors AGREED the Chair should sign a statement to this effect.
5.3. Migration of Web Site to .Gov Domain: As a follow-up to a recent meeting with HALC, the working group recommended a proposal to move the PC’s web site to a .gov domain (full proposal attached to these minutes). The proposed change would make the PC less vulnerable to additional, increasing charges from its current provider, as well as enable a merge of 2 email accounts and provision of separate .gov email addresses for councillors. The proposal was approved and it was RESOLVED the Clerk/RFO should initiate the steps required to achieve migration within the current financial year.
5.4. Councillor Training: Options received from HALC for running the next councillor training session were reviewed and it was AGREED the preferred date was Monday, 4th April, The Clerk will liaise with Lynda Wilcox on the details and confirm arrangements when known.
5.5. Lengthsman Contract: The Clerk gave an update on two expressions of interest received from qualified Lengthsmen. It was DETERMINED the Clerk should speak to her counterparts in relevant parishes for informal feedback on both. It was hoped a decision to engage a contractor would be possible at the next PC meeting in readiness for the 2022-23 financial year.
6. Planning Working Group (PWG) Report: A number of matters were discussed, including The Meadows and Sawmills sites for which revised applications are expected to be made. Concerns about building works underway at several properties in Winforton were raised with the Planning Department for clarification and an update will be provided when available.
6.1. Planning Applications: The following planning applications were presented by the PWG:
6.1.1. P220133/FH – The Poppins, Winforton HR3 6EA: Proposed increase in size of dormer windows and alteration to prominent elevation cladding. Concerns were raised regarding the overall nature of works ongoing on this site, which may be beyond the scope of the application submitted. It was therefore RESOLVED the PC should object to this application until the extent of permitted works was confirmed.
6.1.2. P220094/F – Bower Brook Farm, Eardisley HR3 6LP: Proposed erection of a new agricultural building and extension to concrete hard standing. Cllr Raymond left the room while discussion took place. The PC accepted the recommendation from the PWG that there was a business need for these proposals, which it is understood would provide an isolation unit for livestock for operational needs. This application was therefore supported.
6.1.3. P220409/K – Works to Trees in a Conservation Area (Garden House, Church Road, Eardisley HR3 6NH): Proposal to fell T1 Birch and T2 Birch as the trees have become too large; proposed replacement with smaller trees. The PC agreed to support this application with a caveat that replacement should be with native species trees.
6.1.4. P220184/FH – Brookside, Eardisley HR3 6LZ: Proposed first floor extension. This proposal was reviewed and the PC resolved to support it on the basis that the overall footprint of the property did not change and there should be minimal impact from the addition of another level to this part of the building.
The Clerk will respond to Herefordshire Council Planning Department as above. For a full round-up of planning activity, please refer to the Planning page on the PC’s web site: https://eardisleygroup-pc.gov.uk/planning-applications/
6.2. HC Consultation on Spatial Options: Cllr Bowman provided a synopsis of the recent Zoom session run by Herefordshire Council and the options for consideration. Following discussion, it was AGREED councillors should respond to this consultation individually, if they have not already done so, rather than a consolidated PC response being required. A copy of the link will be re-distributed to councillors for ease of reference.
7. Highways Working Group (HWG) Report: A range of updates on highways topics was presented, including footpaths, signage, SID analysis and baseplates and more. The full report can be found on the Highways page of the EGPC web site: https://eardisleygroup-pc.gov.uk/highways-working-group-reports/ Current and past SID reports are available here: https://eardisleygroup-pc.gov.uk/highways/speed-indicator-devices-sids/
8. Flood Alleviation, Eardisley: A further site meeting and walk-round with HC/BBLP took place at the end of January. HC indicated the results of modelling, levels and analysis should be complete by the end of March at which point an application for grant funding will be made by the Council. Recent flooding in Eardisley was also discussed and the Clerk requested anyone with photographic evidence of the February 2022 flooding in Eardisley pass copies on to her. These will be sent to HC as supporting evidence of the scale of the problem. An appeal will also be sent out on the village email distribution networks.
9. Bank Reconciliation & Payments:
9.1. The Bank Reconciliation and balances report for January 2022 was presented and ADOPTED by councillors. The report will be available on the PC web site shortly.
9.2. Councillors VERIFIED the following payments made under delegated powers or as agreed at previous PC meetings:
| Ref. | Payee | Description | Gross Amount (£) | VAT (£) |
| 9.2.1 | Amazon | Portable Projector Stand | 25.99 | 4.33 |
| 9.2.2 | Hirst Signs Ltd | No SatNav Signs | 106.20 | 17.70 |
| 9.2.3 | MCG Davies | Lengthsman/PROW Works | 260.00 | 0.00 |
9.3 It was RESOLVED to pay the following:
| Ref. | Payee | Description | Gross Amount (£) | VAT (£) |
| 9.3.1 | A Morgan | Clerk Expenses (Jan 2022) | 15.34 | 1.36 |
| 9.3.2 | A Morgan | Salary (February 2022) | Contractual Entitlement | |
| 9.3.3 | A Morgan | HALC Subs Renewal 22-23 | 875.01 | 145.84 |
10. Correspondence: Most correspondence received has been discussed under agenda items and reports above.
10.1. Knight, Kavanagh & Page Ltd on behalf of HC: survey to provide data on current & future provision of indoor and outdoor sports facilities in Herefordshire (to be circulated)
11. Matters for the Next Agenda – No discussion.