26/10 Declarations of Interest

Councillor Brown declared a personal interest in Agenda item 12 – possible ball court at Northolme, and Agenda item 10, funding applications by the Kraftimonkeys Holiday Club. Councillor Cook declared a personal interest in agenda item 11, Coppin Rise play area.

27/10 Parish Councillor Vacancy

Members noted that a vacancy has been declared following the application of section 85 of the Local Government Act 1972. Notices have been placed on notice boards and on the Herefordshire Council website and electors have been advised of the right for 10 or more electors to request that an election take place, which will be at the expense of the Parish. Some interest has already been expressed in the vacancy by potential candidates.

The Chairman reported that Ms. Powell had sent an e-mail to him as Chairman, copied to the Clerk, explaining that her absence from Parish Council meetings had been due to ill health and failing eyesight. He thanked Ms. Powell for her contribution to the parish council for the past three years.

28/10 Minutes of the previous meeting

The minutes of the meeting held on 18th February had been previously circulated. It was agreed that the Chairman be authorised to sign the Minutes as a true record of proceedings at that meeting.

29/10 Clerk’s Report

(a) Footpath

The order for the footpath section A – B has now been placed and confirmed by Amey. Work on sections C – D and A – B will commence during week commencing 24th May, weather permitting.

(b) Banking arrangements

No further action on this item. It has not been possible to call the working party together to progress this item.

(c) Grit Bins

Response still awaited from Amey/Herefordshire Council.

(d) Parish Plan Review

Thanks to those Parish Councillors who provided feedback for the parish plan review questionnaire. The Steering Group has not been able to meet due to unavailability of Steering Group Members.

(e) Notice Board

The new notice board has now been installed in Dorchester Way.

(f) South Wye Police Station

Members will be aware that the decision to close the front desk of South Wye Police Station has been rescinded with the Station to remain open albeit with changed opening hours.

(g) Place Shaping Consultation

A consolidated response to the Place Shaping Consultation was submitted within the timeframe. A copy is available from the Clerk on request.

(h) Parish Freighter

The last visit of the Parish Freighter took place on March 20th. As requested, a poster has been placed on notice boards.

(i) Belmont Pools Meeting

It was noted that several Parish Councillors attended the Belmont Pools meeting which was held at the Belmont Centre on 19th March. The meeting, convened by the South Wye Partnership, was also attended by Parks and Countryside officers of Herefordshire Council, South Wye Partnership officers and Members of the public.

A consultative community steering group is being formed to ensure that public aspirations are addressed and a community litter pick is being arranged. The Chairman, as volunteer Chair of the South Wye Safer and Stronger Communities Group, has been appointed to the Management Steering Group of the Belmont Haywood Country Park and reported that he is urging Herefordshire Council to implement traffic orders to create speed limits, signs to support access for local residents only and car parking for the country park, some parking difficulties having already been experienced as more people visit the pools.

(j) Mulberry Close Development

Councillor Schoffer reported that wheel cleaning equipment has made a slight improvement to the problem of mud on Westholme Road but the equipment is not effective in wet weather. District Councillors and Councillor Schoffer have been urging Herefordshire Council officers for better management of the site and cleaning operations.

30/10 Report from West Mercia Police/Parish Watch

Members were disappointed to note that West Mercia police were not in attendance again and had not offered any apologies or report. The Clerk was instructed to remind West Mercia Police of the next meeting, which is the Annual Meeting and to make a specific request for police attendance at that meeting to respond to local concerns.

Under Parish Watch, the Chairman reported that a resident in Dorchester Way has reported damage to a vehicle and theft of a satnav and reports of attempted damage to other parked vehicles nearby. Litter from food containers and drink cans has been left in Northolme Road and cleared by volunteers, and litter bins have again had their top covers wrenched off their bases.

Police and Parish Watch reminded gardeners of the need for garage and shed security, in particular when costly tools are more frequently used during spring and summer periods.

31/10 Public Participation

During the period set aside for public participation, the following items were raised:

· Concern was expressed that the wheel washing facility at the Mulberry Close development was not effective. The Clerk was instructed to write to Mark Lane at Herefordshire Council, with a copy to Kevin Bishop in Planning Services, to raise these concerns.

· It was noted that litter is again building up along the Belmont Road. The Clerk was instructed to write to Bethan Fortey of the Community Protection Team at Herefordshire Council to report these concerns both within the Parish, the roads leading to the Parish and within the Tesco store site.

· It was suggested that Members of the Parish Council should seek the views of younger residents when considering Parish Council policy and expenditure. In raising this item, a young resident noted that current perception amongst younger people was that assumptions were being made about what they want rather than consulting young people themselves.

The Clerk agreed to research how other Parish Councillors consulted with younger residents but in the meantime, attention was drawn to the Parish Plan process and in particular the Localeyes online consultation which was open to all ages.

· Concern was expressed at the lengthy delays in completing the Northolme Play area refurbishment and the current state of that site. Councillor Schoffer has been speaking to Herefordshire Council and been advised that one piece of equipment is awaiting delivery and installation and the final tidying up of the site can begin. Confirming this the Chairman read out an unreserved apology from Amey & Herefordshire Council who were jointly charged with completing the project and surrounding landscaping.

Following a second question regarding this site, it was confirmed that there are no known plans to incorporate a BMX track anywhere on the Abbey View Park/Northome play area.

· Comment was received on the poor state of Haywood Lane which is frequently used by parishioners to access the Ross Road/A49. The Clerk was instructed to write to Clive Hall, Highways Manager, regarding this road.

· Some concern was expressed at proposals to cut the grass on the land behind Dorchester Way. The Chairman referred to conditions of the 2005 planning granted to secure the compulsory purchase of this land and that the project included tree planting, a cycle rack and some cutting back of brambles so that the area could be used for family use. Subsequent work could include a wetlands area in part, as suggested in the original parish plan which had been formulated before the land had been purchased. It was likely the much of the 28 acres of Abbey View Park would rarely be mown and would allow wild flower meadows to flourish.

32/10 Correspondence

Other than routine items of correspondence circulated to Members, the following items of correspondence had been received:

· a letter has been received from Northolme Community Centre advising that work on the infants play area adjacent to the Northolme Centre will commence in June.

NCC will also be holding a community consultation event on 24th April to which Parish Councillors are invited. The consultation is to seek the views of local residents on proposals for a ball court adjacent to the Northolme Centre.

· Information about a project called Connect and Collect which would enable community groups to purchase high quality artworks for their community at a substantially subsidised rate. Further information is available from the Clerk

· Notification of a meeting to learn more about car clubs which is being held on Tuesday 27th April at The Courtyard, commencing at 7pm.

33/10 Payments & Receipts

(a) Payments

Northolme Community Centre Association
Room Hire for February meeting £14.00

S A Kerton
Installation of new notice board, including partial
Installation and removal of notice board last autumn £295.00

Belmont Community Centre
Room hire for St. Francis Mums & Tots group
Feb. and March 2010 £168.00

Dawn ‘Til Dusk Printers
Printing of Newsletter £138.00

Cash
Petty Cash reimbursement £45.52

(b) Receipts

None since the last meeting.

(c) Balances

Current account £500.00
Deposit account £7,164.01
Petty Cash £4.48

The deposit account balance excludes commitments.

34/10 Funding application – Kraftimonkeys Holiday Club

Councillor Brown declared a personal interest in this agenda item and abstained from voting.

Two applications have been received from Mrs. Watts of Kraftimonkeys Holiday Club for funding for holiday activities for Easter and, separately, for holiday club activities for the Summer holiday period.

After some discussion it was agreed to meet the room hire costs and other costs except advertising for the Easter activities but to defer a decision on the summer holiday clubs pending a report on the success of the Easter activities. In particular, Members wish to receive a report on the numbers of children attending, listed according to postcode to confirm that parish residents are benefiting from this funding.

35/10 Coppin Rise Play Area

Councillor Cook, who declared a personal interest in this agenda item, reported that following the installation of a “no ball games” sign on the Coppin Rise children’s play area, some local residents were interpreting the sign as a “no play” sign and aggressively stopping children from playing on the area with the result that children were playing in the surrounding roads which was felt to be hazardous. It was agreed to ask Herefordshire Council’s acting Parks and Countryside Manager, Rob Hemblade, to reconsider the wording of the sign to something less draconian.

36/10 Possible Ball Court at Northolme

The Clerk presented an e-mail from local volunteer group SHARP seeking Parish Council views on the possibility of a ball court at the Northolme Community Centre, prior to SHARP investigating the feasibility and funding for such a project.

During discussion, Members expressed some concerns that a nearby ball court at Waterfield Road is not well used and has been subject to some anti social behaviour. Comments from members of the public in attendance reiterated concerns about potential use of the court, acknowledging that the current space is well used by local children and suffers from particularly poor drainage resulting in a waterlogged area in winter and a rock hard surface in summer. The demand for a ball court from local young people was also questioned.

It was generally agreed not to support a ball court project for land adjacent to the Northolme Centre but to investigate whether an all weather surface or improved drainage might be possible for the land in question. The Chairman commented on his historic knowledge of the area and that previous unsuccessful attempts had been made to mole plough and drain the land.

37/10 Annual Internal Audit Review

Notes from the working party which met to consider the Internal Audit process were accepted by the Parish Council and are attached to these Minutes. Members noted and agreed the recommendations of the working party and in particular noted current advice from NALC that a written audit plan be prepared in consultation with the Internal Auditor. The Clerk is to discuss this with the internal auditor.

38/10 Annual Risk Management Review

Members noted and accepted the notes from the working party formed to discuss Risk Management, as attached to these minutes. Recommendations contained within the notes from the meeting were agreed.

39/10 Model Standing Orders

Members discussed the new Model Standing Orders for Parish Councils as issued by the National Association of Local Councils and considered those areas where options were available. It was agreed that the Clerk would prepare a definitive copy of the agreed amendments for review and final agreement at the next meeting.

40/10 Annual Parish Meeting and Annual Parish Council meeting

It was agreed that the Annual Parish Meeting and Annual Parish Council meeting would take place on Thursday 6th May at Northolme Community Centre, Northolme Road, Belmont. The Annual Parish Meeting will commence at 7.15 and will be followed by the Annual Parish Council Meeting.

The Clerk was instructed to make the necessary arrangements.

41/10 Parish Matters

(a) Fly tipping has been noted in Dorchester Way, just a few days after the last parish freighter visit. The Chairman has reported this to the Community Protection Team at Herefordshire Council and the items have been moved. On a similar subject, it was reported that a litter pick has taken place in Yarlington Mil but the black bags collected remain at the entrance to Yarlington Mill, presumably awaiting collection.

(b) Dog fouling has become a particular problem in Westholme Road. The Clerk was instructed to contact the Community Protection Team at Herefordshire Council and the dog warden to request reminder notices to dog owners to pick up after their dog.

(c) It was noted that some autumn hedge laying adjacent to the A465 may be considered now that the Winter programme adjacent to the Withy Book has been completed.

(d) Members noted that Ward District Councillors have met with officers of Herefordshire Council considering a Hearts of Herefordshire proposed more inclusive way of communicating with the public.

42/10 Public Participation

During the final period of public participation, the following items were raised:

(a) A suggestion that the parish council considers restricting the number of times a chairman can be re-elected each year.

(b) The following items for repair were reported:

· A loose kerb by the junction of Broadholme Road and Abbotsmead Road
· Sinking drain, also on the junction of Broadholme Road and Abbotsmead Road, and
· Sinking drain on the junction of Abbotsmead Road and Whitefriars Road.

The Clerk was instructed to arrange for appropriate repairs.

There being no further business, the Chairman declared the meeting closed.