Parish
council meeting
June 30 2008
Belmont Community Centre
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BELMONT
RURAL PARISH COUNCIL
Parish
council meeting |
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65/08 Declarations of Interest Councillors Mark Schoffer and Phil Edwards declared a personal interest in agenda item 13 (Minute reference 76/08), Belmont Pools. Councillor Edwards as District Councillor declared a personal interest in all matters relating to planning applications and noted that comments expressed are preliminary views taking account of information currently available to BRPC whilst reserving final views for decision taking by District Council Planning Committee where all relevant and final facts can be available prior to making a decision.
The Minutes of the meeting held on 19th May had been circulated. It was agreed that the Chairman be authorised to sign the Minutes as a true record of proceedings at that meeting. The Clerk provided an update on items raised at the previous
meeting, not addressed elsewhere on the agenda, as follows: The informal training session has not yet been arranged but Clerk will do so as soon as possible. The delay has arisen partly as a result of holidays and/or ill health on the part of some Members. (b) SLCC Regional Conference Unfortunately the Clerk was unable to attend this conference as originally planned but hopes to attend another updating session later in the year. (c) Parish Plan Update A number of residents have now volunteered to take part in the parish plan update and the Clerk has identified a potential source of funding for the update process and ultimate reprinting of the revised plan. After discussions with both HALC and Community First it is proposed that a training session be held first to ensure those taking part are familiar with the role of parish plans and how they should be constructed. This will be arranged shortly. It is possible that the working party is too large to be effective but the Clerk suggested that this be addressed once the training session has taken place. (d) Land behind Glastonbury Close Clerk has written to Herefordshire Council as instructed. No further progress to report at this stage. (e) Litter bin for Holmfirth Close A new litter bin has been ordered and delivery is expected shortly. Permission to place the litter bin has been given. (f) The Chairman and Clerk have been pressing Herefordshire Council for an update on the progress of installing the Speed Indicator Devices. No response has been received to date.
PC Fiona Farrington introduced herself as the new Local Police Officer covering the Belmont area. Amongst matters raised, Members noted that some arrests have been made in connection with an increase in graffiti experienced recently. PC Farrington also noted that action was being taken over the increased used of mini moto machines. Reporting under Parish Watch, the Chairman reported a number of incidents, including: · A reappearance of graffiti locally which was
cleaned away quickly to discourage others It was noted that whenever police officers attend following a call regarding anti social behaviour, offenders simply hide. If police officers remain within their vehicle, it is unlikely that offenders will be caught. The Chairman invited members of the public to raise matters of interest during public participation, during which the following items were noted: · Concern was expressed at the poor state of the kerbs and verges within the Parish, noting in particular that weeds in some areas are in excess of 3ft high. Members noted that both the Chairman and Clerk have been pursuing Herefordshire Council to undertake a kerb weedspray. · In a written statement received from a resident not in attendance, concern was expressed at a statement received from Herefordshire Council indicating that there are no resources within Herefordshire Council to maintain landscaping within the Parish. · It was noted that several trees and shrubs in private ownership require cutting back. In particular, hedging along Abbotsmead Road and Mulberry Close area is blocking the footways. · It was reported that litter bins have been vandalised in Westholme Road. In addition to the routine items of correspondence circulated to Members, the following items have been received since the last meeting: (a) Parish Councillor Vacancy The Clerk has received a letter from Councillor Wendy Butler indicating her wish to resign as a Parish Councillor. Members noted Councillor Butler’s resignation with regret and asked that thanks be conveyed to Ms. Butler for her efforts on behalf of the Parish Council. The Clerk was instructed to notify Herefordshire Council’s Elections Officer so that procedures for replacing Ms. Butler can be put in place. (b) Letter from Herefordshire Council regarding new arrangements for conducting counts at elections. In future, the counting of ballot papers for ward and parish by elections will take place in the Assembly Room at the Town Hall rather than the current arrangement for counting at the Leisure Centre. The counts for European, Parliamentary and full term Local Government elections are not affected by this change. (c) Letter from Herefordshire Council regarding grant funding/advice for parish plan actions. The Community Development Team at Herefordshire Council has identified potential sources of grant funding for items contained in our current parish plan and offered assistance with completion of funding applications if required. It was agreed that the Clerk respond to the effect that the plan is currently being updated but we will contact them in future should the need arise. (d) There is currently a consultation exercise taking place by the Library Service regarding the future development of Belmont Library. The Library service would like to invite BRPC for a site visit when members of the Library service will highlight proposals and seek Parish Councillors views on the proposals. It was agreed that Thursday 10th July at 5.30pm be suggested to the Library Service as the most convenient date for Members. (e) The Clerk reported on the Parish Initiative scheme, whereby Herefordshire Council officers responsible for minor highway matters would be allocated a specific time period each three months for addressing items requiring attention within the Parish. Members were reminded to notify the Clerk of any items requiring repair/maintenance so that these can be added to the list of required work. (a) Payments Authority was given to make the following payments: South Wye Community
Association South Wye Community
Association Mr. R. Rose E. A. Kelso Inland Revenue Cash (b) Receipts since last meeting Payment of £150.00 has been received into the PAYE account from the Inland Revenue in respect of the online filing grant for this year. As noted above this is to be deducted from amounts paid to the Inland Revenue. As noted at the last meeting, the repayment of VAT for the year 2007/8 in the amount of £424.63 has now been received. (c) Balances Current account:
£500.00 (d) Other financial matters Payments to the Inland Revenue The Clerk reported that within the next two years all payments to Inland Revenue are made in electronic form rather than our current procedure for raising a cheque which is then either posted or paid into a bank account. It was proposed that to meet this requirement a monthly standing order be set up to pay the Clerk’s salary and the corresponding Inland Revenue payment direct to the relevant bank accounts each month. This was agreed and the Clerk was instructed to make the necessary arrangements. (a) Applications received since the last meeting Ref: DCCW2008/1329/F Ref: DCCW2008/1394/F (b) Observations passed to Herefordshire Council since last meeting None other than those mentioned above. (c) Notification of planning decisions received since last meeting Ref: DCCW2008/0630/A Ref: DCCW2008/0715/A Hayley Crane from Herefordshire Council in attendance at the meeting explained the proposal to conduct a housing needs survey amongst residents of Belmont. The survey could be part of a survey of Hereford City or linked with Clehonger. Members agreed that a separate survey of the Belmont parish would be more appropriate and requested that the results of the survey be made available to the Parish Council. The Internal Audit Review Working Party met in May to consider the Internal Audit processes for the Parish Council and make recommendations thereon. A copy of the notes from that meeting, containing recommendations, had been circulated to members. It was resolved to accept the recommendations of the working party, as attached hereto.
(a) Accounts for the year to 31st March 2008 Draft accounts having been circulated to members, it was agreed that these be adopted and that the Chairman and Clerk be authorised to sign these accounts on behalf of the Parish Council. (b) To receive the report of the Internal Auditor for the year to 31st March 2008 Mr. Ray Rose, in
attendance at the meeting presented his report for the year to 31st March
2008 and congratulated the Parish Council on the professional presentation
of the annual accounts and accounting records. There no matters of significance
which he felt should be brought to the attention of the Parish Council. Having indicated a willingness to act, Mr. Ray Rose was re-appointed internal auditor for the forthcoming year at a fee to be agreed with the Clerk. (d) To consider the Annual Return for the year to 31st March 2008 A draft of the Annual Return for the year to 31st March 2008 had been previously circulated to Members. In particular, Members considered the responses contained within the Statement of Assurance on an individual basis and confirmed responses as now attached to these Minutes. Finally it was agreed that the Annual Return for the year to 31st March 2008 as attached to these Minutes be approved and that the Clerk and Chairman be hereby authorised to sign on behalf of the Parish Council The Clerk was authorised to make the necessary arrangements for the exercise of electors rights and, in due course, to submit the Annual Return and supporting documentation to the external auditors. (e) To consider communication of annual report to residents. The Clerk presented a draft Annual Report which it was suggested should be printed and distributed to households within the parish in accordance with accepted practice within quality councils. After some discussion it was agreed that as the Parish Council was not seeking accreditation as a Quality Council, the Annual Report should be made available to members of the public via the website and that a copy should be available at Belmont Library. Distribution to all households was not considered appropriate at this stage. 76/08 Request for Funding – Belmont Pools Note: Councillor Newman was not in attendance for this agenda item. The Chairman explained that Herefordshire Council has owned Newton Coppice, opposite Belmont Abbey, for a number of years and recently an 8 acre parcel of land incorporating the Belmont Pools went for auction but failed to reach the £60,000 reserve price. The upper pool sits within the Coppice and the lower pool is directly adjacent to the field indentified for the Country Park, albeit the planning application jointly liked to proposed housing off Mulberry Close was recently refused permission. This is the subject of a planning public enquiry where an inspector will now determine it’s future. Herefordshire Council, working in partnership with the South Wye Partnership is now proposing entering into negotiations with the landowner to purchase the Pools which have been valued by the District Valuer at £62,000, and is seeking funding towards the purchase price. It was noted that Hereford City Council has pledged £15,000 towards this project and an auction of promises was planned that could raise an additional £15,000. Both Members and members of the public expressed concern at the condition of the pools and potential ongoing maintenance costs and there was concern that if the Pools were purchased by a private purchaser and used for commercial purposes, access would be denied to residents and there was a potential for traffic and parking problems. Any proposal that resulted in the site being cleaned up was welcomed. It was generally agreed that those present were in favour of public ownership but only at a reasonable cost and confirmation that clean up and on going maintenance costs would not fall to the Parish Council. The Clerk confirmed that any proposed grant was within the power of the Parish Council to grant and although unbudgeted there are sufficient reserves to meet the proposed grant. After some discussion, it was proposed by Councillor Brown and seconded by Councillor Schoffer that a grant of £7,500 be offered, subject to the following terms and conditions: · This funding is to be used solely towards the purchase of the land known as Belmont Pools as detailed in the application for funding · Monies will be held by Belmont Rural Parish Council until requested by Herefordshire Council and/or the South Wye Partnership. · In making this offer of funding Belmont Rural Parish Council does not accept any liabilities in connection with the purchase of this land and in particular will not accept liability for any future or ongoing maintenance in connection with the land. · The offer of funding will remain open until 31st March 2009. If the purchase of the land is not completed by that date, a new application must be made by Herefordshire Council/the South Wye Partnership for financial year 2009-10. · Any funding drawn down but not used for the purpose of the purchase of the land is to be returned to Belmont Rural Parish Council upon request., and · Herefordshire Council and/or the South Wye Partnership to provide an update on the progress of negotiations for the purchase if requested by Belmont Rural Parish Council. The resolution was agreed unanimously. Members noted the Highways Agency’s proposal with regard to the detrunking of the A465. It was further noted that Herefordshire Council do not welcome detrunking until the road and grass verges are brought to an acceptable standard. It was agreed that this Parish Council supports Herefordshire Council with regard to this proposal and that both the Highways Agency and Herefordshire Council be notified accordingly. 78/08 Parish Council Consultations Members noted that there are a considerable number of consultations currently taking place to which the Parish Council is invited to contribute. Some consultations require expertise in the subject area and can be time consuming for members to consider. After some discussion on possible options, it was agreed to continue with the current practice of circulating consultation documents so that all Members can provide feedback to the Clerk who then prepares a consensus response on behalf of the Parish Council. (a) It was noted that some waste bags had not been collected from Yarlington Mill. (b) Bushes and trees overhanging pavements were noted in several locations, including: · Junction
of Stanbrook Road and Dorchester Way The Clerk was instructed to raise these with the Highways Department of Herefordshire Council. (c) A number of cars have been seen parking on the pavements, particularly in Dorchester Way. The Chairman agreed to raise this with the police. (d) It was noted that a member of the public has been collecting litter around Belmont pools with the result that the area is much improved. (e) The Chairman provided a report on his activities in his District Councillor role and as a volunteer, including: · As a volunteer,
weeding and maintaining the new shrub bed on the junction of Northolme
Road and the A465 (f) It was noted that a timber rail is due to be erected at the end of Byland Close and that badgers are active in the area by the stream. There were no further matters raised during the final period of public participation. It was agreed that as the next scheduled meeting clashes with the PACT meeting, it should be rescheduled to Monday 18th August 2008 at Belmont Community Centre, Eastholme Avenue,. Belmont. Commencing, as usual, at 7pm.
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