Draft Minutes

Annual Parish Council Meeting held at The Function Room, The Bush Inn HR4 8EH
7.30pm on Tuesday 9th May 2017

Present: Mrs A Pendleton, (Chairman); Mrs I Stokes; Mr J Gough; Mr R Grayburn, Mr J Mackay-Lewis; Mr A Last and Mrs S de Rohan.

Also in Attendance: Ward Cllr M Cooper and Mr M Hopkins (Clerk).

Members of the public: No members of the public.

1. To Elect a Chairman/Sign Declaration of Office
Resolved: Cllr Mrs A Pendleton was unanimously re-elected to the office of Chair and signed the Declaration of Acceptance of Office which the Clerk countersigned as required.

2. To Elect a Vice Chairman
Resolved: Cllr Mrs I Stokes was unanimously re-elected as Vice Chair for the ensuing year. Her work over the last year was also gratefully acknowledged.

3. To Accept Apologies for Absence
All Cllrs present.

4. To Receive Declarations of Interests and Applications for Dispensations
Resolved: Cllrs J Gough – a disclosable pecuniary interest as the applicant for planning application No 171289. Mrs I Stokes – a non disclosable interest for the same application 171289 – living in the near vicinity.

5. To Approve the Minutes of the Parish Council Meeting held on Tuesday 7th March 2017
Resolved: The Minutes were confirmed and signed by the Vice Chair.

6. To Appoint
6.1 A Responsible Finance Officer
Resolved: The Parish Clerk was appointed.

6.2 A Finance Working Group
Resolved: It was agreed that the bank signatories, Cllrs Pendleton, Stokes and Last, would be appointed to the Finance Working Group.

6.3 An Internal Auditor
Resolved: Present Internal Auditor, Mrs M Williams, was re-appointed.

6.4 A Representative to the Westhope Common Management Committee
Resolved: Cllr I Stokes was re-appointed.

6.5 A Representative to the HALC Executive
Resolved: Cllr A Pendleton was appointed

7. Financial Matters
7.0 To Receive a Report from the RFO
Bank Balances as of 13th April 2017: Community Account: £2,343.63 (less £572 website grant = nett £1,771.63) and Business Premium Account: £980.79.
Resolved: Report noted.

7.1 To Consider the following Payments
7.1.1 Payments Made since the last Meeting:
Confirmation of the HALC subscription for 2017/18 of £359.47 incl £59.91 vat (522) had been paid. Originally approved at the March meeting.
Resolved: The HALC renewal for 2017/18 was confirmed.

 7.1.2 Outstanding Payments: Eyelid Production (annual website support for 2017/18) £100.00 (523), The Bush Inn (Room hire) 15.00 (524); Clerks salary (April/June)    £130.10  (525) and HMRC (PAYE April/June) £32.40 (526).
Resolved: The above payments were agreed.

          7.1.3 Insurance Renewal 2017/18
Quote received from Aon for £194.07 as part of the 3 year agreement (527)
Resolved: The quote for £194.07 was agreed.

7.2 To Confirm the NALC recommended 2016 Financial Regulations
Resolved: The 2016 NALC Financial Regulations, having been circulated, were approved.

7.3 To Approve the Annual Return /Governance Statement for 2016/17
Resolved: The Annual Return/Governance Statement to be submitted to the external auditors was approved.

7.4 To Receive the Annual Accounts for 2016/17
The accounts had been internally audited and were presented.
Resolved: The Accounts were approved and a copy attached to these minutes.

7.5 To Approve Payment to the Internal Auditor
Resolved: It was agreed to pay the Internal Auditor £30 for 2017/18.

7.6 To Confirm the Cheque Signatories for 2017/18
Resolved: Cllrs Pendleton, Stokes and Last were confirmed as cheque signatories.

8. Planning Matters
Planning Applications Received from Hereford Planning Department:
171289 – Proposed dwelling on land adjacent to Lye Green, Bush Bank HR4 8EN
Resolved: The following comments were made and submitted to the Planning Department: The ecology and Welsh Water comments were noted. However the Parish Council had no objections to this application providing that the appearance and materials used are in keeping with neighbouring properties.

Notifications Received from Hereford Planning Department
170208 – Avlon, Bush Bank HR4 8EN (Proposed single garage and carport) – refused.

9. Highway Matters
To Receive any Issues for Herefordshire Highways
• Email received from Mrs Paula Eastick re alleged speeding through Upper Hill and maybe to consider applying for the introduction of speed limits.
Resolved: Cllr Pendleton agreed to speak with the Police and Cllr Cooper agreed to speak to Mrs Eastick and suggest that she encourages other people in Upper Hill to make a complaint if they feel there is a speeding problem.

• Information had been received from Philip Pankhurst that resurfacing was scheduled to take place on the A4110 north and south of Canon Pyon and on the B4457 by Tyrrells.
Resolved: Report noted.

10. To Receive the Clerks Report, General Updates and Note the Information
All updates since the meeting on 7th March 2017 are included in the Information Sheet which had been circulated.
Resolved: Reports, Updates and Information Sheet noted. A copy of Information Sheet is attached to these minutes.

11. To Raise Items for the next Scheduled Parish Council Meeting – No Discussion
Resolved: All items referred from this meeting.

12. To Confirm the Date of the next Parish Council Meeting
Resolved: Tuesday 12th September 2017 (date to be confirmed) at 7pm.
Venue: The Function Room, The Bush Inn HR4 8EH

Meeting concluded at 8.33pm

…………………………………….. 12th September 2017
Signature of Chair Date