Minutes of the Annual Statutory meeting of the Parish Council on
Monday 13th May 2019 at 19.00hrs in the Parish Hall
Councillors: Chris Williams (Chairman), Jane Hirst, Richard Lloyd, Margaret Harkin and Corinne Cranham.
In attendance: 6 residents plus Paul Wright Chris Woodley (Hook Mason)
1. Election of the Chairman – Councillor Chris Williams was proposed by Councillor Jane Hirst and seconded by Councillor Corinne Cranham and appointed unanimously.
2. Election of Vice Chairman – Councillor Hirst was proposed by Councillor Margaret Harkin and seconded by Councillor Cranham and unanimously appointed.
3. Election of Members to Working Groups-
3.1 Lengthsman Working Group – The Chairman proposed Councillor Harkin and Councillor Richard Lloyd and both seconded by Councillor Hirst and the appointments were unanimously agreed.
3.2 Finance Working Group – The Chairman proposed Councillor Hirst who was seconded by Councillor Cranham. Councillor Cranham was proposed by Councillor Hirst and was seconded by the Chairman. Both appointments were unanimously agreed.
3.3 Neighbourhood Development Working Group – The Chairman and Councillor Hirst were proposed by Councillor Cranham and seconded by Councillor Harkin. Both appointments were unanimously agreed.
4. Apologies for absence – none
5. Declarations of interest and written requests for dispensation … none
6. Open Session
6.1 West Mercia Police…There was no representative from West Mercia Police
6.2 Ward Councillor – Ward Councillor David Hitchiner was unable to attend but submitted a written input confirming that it is his intention to attend all Parish Council meetings where practicable. The Herefordshire Independents are the largest party and have a duty to form an administration, which they are working on. We will need to work with other groups. Nothing has been decided as yet and discussions will take place with other parties. All councillors are required to attend training sessions. 5 are compulsory and others optional. There is nothing to report on Council meetings as none have taken place yet. Finally, Ward Councillor Hitchiner will consider the notes captured during canvassing and give thought to how he might concentrate his activities.
6.3 Lengthsman Report – The Lengthsman provided an update on his recent activities and it was RESOLVED to update the action log accordingly. The Lengthsman confirmed that he has taken delivery of a digger and will fulfil the actions identified at Lengthsman Working Group meeting of the 29th April 2019.
6.4 Issues Raised by Local Residents – A resident asked about the arrangements for publicising Parish Council meetings. The Chairman confirmed that they are advertised on both the website & noticeboard.
7. Presentation by Chris Woodall – Hook Mason Ltd – Mr Woodall outlined plans for a development of 10 new dwellings near to the Town House. The development, which will require a new access, will consist of a mixture of 2,3,4 and 5 bedroom homes and will be built using a traditional design. Mr Woodall indicated that there have been fruitful discussions with the Local Authority and plans are well advanced and commented that the proposals were in accordance with the Core Strategy. Mr Woodall suggested that it may be necessary to move the 30 mph sign at the entrance to the village and there is an issue around the removal of hedgerow. The Chairman thanked Mr Woodall for his presentation.
8. Minutes of previous meeting … 8th April 2019
8.1 It was RESOLVED to adopt the minutes of the above meeting and they were signed by the Chairman.
9. Clerk Correspondence…
9.1 An e-mail has been received from a resident registering concern over delays on the B4352 caused by the volume of traffic queuing for the Sunday car-boot sale on 20 April 2019. It was RESOLVED that the clerk would contact the local police to bring the issue to their attention.
9.2 Public Access Defibrillator – The Clerk reported that during a routine maintenance check on the defibrillator it was discovered that the electrode pad status LED has changed from fully lit to half lit. It was RESOLVED the clerk would arrange for the supplier to provide replacement parts.
9.3 Tracking the News – The new Ward Councillor (David Hitchiner) had written asking if Parish Council could take steps to identify volunteers to replace the “Tracking the News” production team to keep this important resource going. It was RESOLVED that the clerk would place an advertisement on the noticeboard and website.
9.4 The clerk reported that a resident and Councillor Cranham had reported a paint spill on the recreation car-park. Councillor Cranham confirmed that the paint was emulsion. When asked by the Chairman, the Lengthsman agreed to visit the recreation ground to consider whether he could clean up the paint spill.
10. Parish Council Elections – The clerk reminded Councillors that should there be any changes in their register of interests they must complete and submit a new form to Herefordshire County Council within 28 days of being elected. Also, councillors must submit their election expenses form to the Election Offices at Herefordshire Council in the same timescale. The clerk advised that it is now permissible to co-opt Councillors to fill post-election vacancies and it is customary practice to invite prospective candidates to the Parish Council meeting to say a few words as to why they wish to be a Parish Councillor. The Parish Council then votes, preferably by a paper ballot. It was RESOLVED that the clerk would advertise for new Councillors on the website & noticeboard.
11. Finance … The bank balance at 29.4.19 in the Treasurers Account was noted as £28,068.60. As at 29.4.19 there was £179.03 in the Business Bank Instant Account.
11.1 The clerk advised that HALC were still working on the Internal Audit report and the findings will be presented at the next meeting alongside the AGAR submission.
11.2 It was RESOLVED to make payments listed on the submitted schedule.
11.3 It was RESOLVED to renew the Parish Council Insurance
11.4 Section 106 – The clerk confirmed that there had been no response from Brightwells in connection with organising a meeting to discuss improvements to Stoney Street. It was RESOLVED that the Chairman would contact Brightwells direct.
12. Request from Village Hall – The clerk reported that the Village Hall Committee had asked if the Parish Council would cover some or all of the cost of resurfacing their car-park. The Village Hall Committee have been advised that this issue was discussed at the October 2018 meeting of the Parish Council and it had been agreed that only a donation would be considered. It was RESOLVED to defer any further action until a formal request is submitted by the Village Hall Committee.
13. Planning … Comments on applications to be determined by Herefordshire Council:
13.1 Applications 191218 – Blenheim Farm, Madley, Hereford – Ancillary building comprising a small annex and workshop. It was noted that the planning proposal makes provision for an annex and workshop for private use and there would be no discernible increase in traffic. On this basis, it was agreed to support the planning consultation and it was RESOLVED that the clerk would notify the LPA accordingly.
13.2 Travellers’ Site Development Plan – The clerk reported that Herefordshire Council has decided against including the site at Stoney Street in the Travellers’ Site Development Plan.
14. Neighbourhood Plan (NDP)… Councillor Hirst provided a brief update following the NDP meeting held on the 2nd May 2019 where Nick Pollock (Head of Planning – Duchy of Cornwall) and David Nicholson (Planning Consultant)delivered presentations on the draft Housing Manual and the draft NDP plan respectively. The draft NDP plan has been submitted to Herefordshire County Council for a strategic and environment assessment with the findings expected back by 28th June 2019. Councillors were invited and unanimously agreed to approve the draft Madley Neighbourhood Plan for the purposes of pre-submission consultation and publicity, in accordance with relevant regulations, to allow the process to proceed to the next stage which will involve a public consultation from mid-July 2019 for a period of 8 weeks.
15. Lengthsman Working Group – Councillor Margaret Harkin highlighted key and immediate tasks included on the Lengthsman Action Log which had been updated following a meeting held on the 19th April 219. It was RESOLVED that an additional bin would be sourced and fixed in place and installed by the Lengthsman – Councillor Cranham would advise on its preferred location. It was RESOLVED that Councillor Richard Lloyd would remove the old bin.
16. Recreation Ground – Councillor Cranham reported that 170 children had attended the Easter Egg hunt and indicated that feedback forms are available. The shaded canopy to be fitted on 24th May 2019. A resident mentioned that older teenagers and young adults were causing anti-social noise by using the drums at night. The Chairman stated that if the noise become an issue it should be communicated to the Parish Council but, in the meantime, it was RESOLVED the clerk would bring this matter to the attention of the local police. Following a request from Councillor Cranham it was RESOLVED that payment due to Wicksteed be deferred until remedial action on a piece of play equipment had been undertaken.
17. Footpaths Officer Report –Councillor Lloyd reported that he has now walked a third of the footpaths but many were completely overgrown. It was RESOLVED that Councillor Lloyd would provide a list of footpaths and clerk will draft a letter to landowners.
17.1 Golden Valley Paths Partnership – It was RESOLVED that Councillor Lloyd will act as the representative from Madley Parish Council.
18. Litter Picking – Councillor Harkin advised that the current litter picking co-ordinator is moving away from the village and a replacement is needed. A resident advised that an individual has agreed to become the new co-ordinator.
19. Traffic & road issues – The clerk advised that an order for village gates has been placed and will be delivered to the Lengthsman who will undertake the installation. There is no further development on the Community Speed Watch initiative.
20. Matters raised for next scheduled meeting on Monday 10th June 2019 – No matters were raised.
The Chairman closed the meeting at 20.2