Minutes Annual Parish Council Meeting 10th May 2016

Present
Cllr’s Mrs A Pendleton, (Chairman), Mrs I Stokes (Vice Chair), Mr J Gough, Mr R Grayburn and Mr A Last.
Also in attendance Mr M Hopkins (Clerk)
Public: None

The Chair welcomed all present to the Annual Parish Council Meeting. 1.0 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.

1.0 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.

2.0 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.

3.0 To Receive Apologies
Apologies were accepted from Cllrs Mr J Mackay-Lewis; Mrs S de Rohan and Ward Cllr M Cooper.

4.0 To Receive Declaration of Interest and Applications for Dispensations
Resolved – There were no Declarations of Interest or Applications for a Dispensation. All

5.0 To Approve Minutes of Tuesday 1st March 2016
Resolved – The Minutes were confirmed and signed by the Chair.

6.0 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
Cllr A Pendleton was appointed.

7.0 Financial Matters

7.0 Bank balances as of 15th April 2016: Community Account £3,440.17 and Business Saver Account £980.43. The Community Account includes a grant of £1,437.00 re the set up of a website.
Income from Herefordshire Council (first part of 2016/17 precept) of £1,250 not yet appearing on April statement.

7.1 To Consider the following:
7.1.1 Payments Made Since Last Meeting:
Resolved: HALC subs £348.40 (497) paid on 1st April but agreed at meeting on 1st March 2016 – minute 7.2.3.

7.1.2 Payment of Outstanding Invoices:
Richard Mills (Lengthsman 2015/16) £763.80 (498), Bush Inn (room hire) £15.00 (500), Clerks salary April/June) £130.10 (501) and HMRC – PAYE (April/June) £32.40 (502)
Resolved: Payments agreed.

7.1.3 Insurance Renewal for 2016/17
Resolved: It was agreed to renew the policy with Aon – £189.74 (499) as part of a 3 year agreement.

7.2 To Receive the Annual Accounts for 2015/2016
The accounts had been internally audited and were presented.
Resolved: The Accounts were approved and a copy attached to these minutes.

7.3 To Approve the Annual Return /Governance Statement for 2015/16
Resolved: The Annual Return/Governance Statement to be submitted to the external auditors was approved.

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

7.5 To Approve Payment to the Internal Auditor
Resolved: It was agreed to pay the Internal Auditor £30 for 2016/17.

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

8.0 Planning Matters
Applications from Hereford Planning Department considered since the last meeting
160769: Upper Hill Cottage HR6 0JZ – Erection of general purpose agricultural building.
Resolved: No comment
Applications received from Hereford Planning Department

161067: Land at Bush House, Bush Bank, Herefordshire, HR4 8PQ – One proposed dwelling with garage and other associated works.

Resolved: The Parish Council could not support this application because it was considered that this application was contravening Condition No 4 when the planning application was granted which was only 2 years ago on the 14th March 2014.

It was noted that a previous application, 140186, for a new garage, gym and workshop was granted with conditions:

Condition No 4 stipulated that ‘the building hereby permitted shall be used solely for purposes incidental to the dwelling house known as Bush House, Bush Bank and not for the carrying out of any trade or business or for any residential use’.

The reason for this condition was to ensure that the building is used only for the purposes ancillary to the dwelling house and its attached land and not for any separate business or residential use and to comply with Policies H7 and H18 of the Herefordshire Unitary Development Plan.

Decisions received from Hereford Planning Department

160769: Upper Hill Cottage HR6 0JZ – Erection of general purpose agricultural building – granted
Resolved: Decision noted

9.0 Highway Matters
Lengthsman Scheme
Resolved: Herefordshire Council had confirmed that the Lengthsman’s budget for 2016/17 is £1,044.00.

Flooding on A4110 at Knapton Green
The Locality Steward, Philip Pankhurst, had confirmed that potential flooding problems in Knapton Green i.e. broken branches etc were blocking a culvert under the road, could be undertaken by the lengthsman.
Resolved: It was agreed to request the lengthsman to look at this problem and then to update Cllr Mark Cooper on the situation. Also to notify Cllr Cooper if the brook, where it flows through Mr Verdin’s field, requires cleaning.

10.0 To Receive the Clerk’s Report, and Note the Information Sheet
The Clerk provided updates since the last meeting and confirmed that the Information sheet had been circulated.
Resolved: Report and Information sheet noted. ALL

11.0 To Raise Items for the Next Parish council Meeting (no discussion)
Resolved: Councillors to walk the commons within the Parish and report back to the September meeting.
To discuss ways to raise money for the War Memorial restoration.

12.0 To Confirm the Date of the next Parish Council Meeting
Tuesday 27th September 2016 at 7.00pm.
Venue The Function Room, The Bush Inn HR4 8EH

The meeting closed at 8.55pm