LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

Minutes Of The Meeting Held On July 14^th 2003

In Linton Village Hall At 7:30 p.m.

Present:

Cllr Richard Smith , Chairman

Cllr Jean Foley, Vice Chairman

Cllr Ken Downham

Cllr Audrey Duke

Cllr John Foley

Cllr Margaret Pearce

Cllr Keith Summers (Part Time)

Cllr John Wheble

Cllr Gary Woodman

Brian Atherton (Clerk)

4 Parishioners attended.

Minute Item			Action
1		Apologies
	1.1	Cllr Keith Summers for late arrival and Cllr Rob Crawford.

2		Declarations of Interest
	2.1	None

3		Minutes of the Meeting Held on 9^th June 2003
	3.1	Proposed by Cllr Ken Downham, seconded by Cllr Audrey Duke and approved unanimously, IT WAS AGREED that these be adopted without change and they were then duly signed by the Chairman.

4		Matters Arising Not Covered in the Agenda
	4.1	Item 14.1 In view of the sad death of Mrs Gwyer so soon after her husband, the Clerk will now write to their son Colin Gwyer, at his parent's address, recalling that Vick Gwyer was a Councillor and a keen attendee subsequently.	The Clerk
	4.2	Item 15.2. Suggestion by Cllr Rob Crawford that his company’s technology could be used to simplify document circulation. The Clerk has provisionally arranged a meeting for Tuesday evening, July 15^th.
	4.3	Item 16.3.1 Verge side growth is obscuring the site line when turning right from the East Bound M50 J3 exit, onto the B4221. The Clerk reported that he had written to highways and Cllr Audrey Duke said that the work has been done.

5		Roadmaker Inn
	5.1	The Chairman read out a reply from Mr King of CHDC (D987) that Council found unacceptable. Proposed by Cllr Richard Smith, seconded by Cllr John Foley and approved unanimously, IT WAS AGREED that the Clerk will reply to Mr King, “Requesting & Inviting” under the terms of Part 1 Section 8c of the CHDC/Parish Council Charter that Mr King attends a Council meeting. Copies will be sent to CHDC’s Chief Executive, Neil Pringle and to Cllr Harry Bramer. Parishioner Sue Matthews will ring The Chairman the next time odours are bad so that he can call round and experience them for himself.	The Clerk

6		Lengthsman Project
	6.1	The Clerk asked whether there was any feedback from Councillors or Parishioners about the Lengthsman. Cllr Ken Downham said that somebody had mentioned that it was evident that the “Lengthsman had been around”.
	6.2	Parishioner Gwynne Rowley again protested that clearing the grass cuttings from Gorsley Common was a “waste of money”. The Clerk, as Lengthsman administrator, explained again that, until instructed differently, he was requiring the Lengthsman to clear all cuttings from every job. He tabled an analysis of the Lengthsman’s time sheets and drew Councillors’ attention to the work other than grass cutting that was being done. These time sheets represent only three months work in the Spring and Summer. As autumn gives way to winter it may be that a different picture emerges and it makes sense, therefore, to not draw any conclusions until there is a record of nearly 12 month’s work.
	6.3	Parishioner Gwynne Rowley asked whether the grass on Shutton Cross Roads and Linton Ridge opposite Parishioner June White’s property could be cut. Cllr John Foley will define these locations on a map and the Clerk will then instruct the Lengthsman appropriately.	Cllr John Foley/The Clerk

7		Accounts, Treasurer’s Report and Authorisation of Payment of Accounts
	7.1	The Clerk tabled the Return to the External Auditor and their acknowledgement of its receipt.
	7.2	The Internal Auditor, Parishioner Richard Delahay has made his report for the period April to June 2003, with no actionable comment. Thanks were expressed to him.
	7.3	Accounts for the current year to date were circulated and noted. The Chairman pointed out that the projection for Parish Plan Delivery had not been updated.	The Clerk
	7.4	Proposed by Cllr John Wheble, seconded by Cllr John Foley and approved unanimously (Cllr Richard Smith abstained as he had incurred several of the expenditures in the course of the Parish Plan), IT WAS AGREED that the following accounts be paid and the cheques were duly signed.

AP112	Gorsley Goffs School competition book tokens	75.00
AP114	Lengthsman for June	284.00
AP115	Prizes for Community Planning Days	142.00
AP116	Hire of Linton Village Hall for Community Planning Days	70.00
AP117	Catering during Community Planning Days at Linton	120.00
AP118	Invoice from Gorsley Village Hall: Hire for Community Planning Days: 70.00 Hire for Council meetings: 15.00 Catering for Community Planning Days: 60.00 :	145.00
AP119	Clerk's Salary for June 2003	180.00
AP120	Clerk's Expenses for June 2003	13.61
AP121	Lengthsman Administrator’s Fee for April to June Inclusive	85.20
AP122	Pins and materials for Community Planning Day	18.87
AP123	Photocopying of example Parish Plans	35.43

8		Working Party Reports
	8.1	Planning
	8.1.1	P77. SE2003/1044/F. Proposed Conservatory. Hazel Cottage, Gorsley, HR9 7SL. Permission granted on 28/05/03.
	8.1.2	P78. SE2003/1076/F. Erection of two storey extension. Bramble Cottage, Linton, HR9 7RZ. Permission Refused on 27/05/03.
	8.1.3	P80. SE2003/1078/F. Alterations & improvements to form a 3-bed house from bungalow. The Bungalow, Gorsley, HR9 7SF. Permission granted on02/06/03.
	8.1.4	P81. SE2003/1150/F. Amended proposal to retain & modify western section of dwelling (part retrospective). Woodpeckers Barn, Great Woodend Farm, Linton, HR9 7SR. Permission refused on 09/06/03.
	8.1.5	P82. SE2003/1165/F. Single storey extension. West Ridge, Gorsley, HR9 7SF. Permission granted on 27/05/03.
	8.1.6	P86. DCSE2003/1890/F. First floor extension over garage with balcony to rear. 9 Ivy House Lane, Gorsley. Council supported on 14/07/03.
	8.1.7	P87. DCSE2003/1931/F. Conservatory Extension. Barland, Sargeants Lane, Kilcot, Newent, Herefordshire, GL18 1PF. Council supported on 14/07/03.
	8.2	Finance. No meeting.
	8.3	Footpaths & Trees. Cllr John Foley is dealing with the proposals from the Countryside Agency for designations of “Open Access” land within the Parish (D977).
	8.4	Highways. As requested, the Clerk had written to Mr Fottrell of CHDC, proposing that, in future, there be more consultation with Council when a highway closure is being considered. The Chairman read out the letter. A reply is awaited.	The Clerk

9		Cost of Clerk’s Suggestions for Promoting Council
	9.1	The Clerk presented a proposal, based on figures from a recent WHICH? Report on computer printing costs (a copy is attached to these minutes) in which he argued that the Parish Council purchase a colour laser printer, the capital cost of which could be recovered from the Parish Plan allowances for questionnaire and plan printing.
	9.2	After some discussion a motion to purchase such a printer was proposed by Cllr Ken Downham, seconded by Cllr John Foley. By a vote of 4 against to 3 in favour, the motion was defeated. The Clerk reminded Councillors that the same proposal could not be discussed again for six months, under Standing Orders.
	9.3	The Clerk will, therefore, not proceed with his suggested promotions that had been welcomed at the previous meeting.

10		Chairman’s Announcements
	10.1	The note of a meeting with English Nature at Linton Quarry is attached to this minute. We now wait to hear from them.
	10.2	He will attend the Parish Plans event on 16th July at Withington.
	10.3	The Countryside Agency has asked the Chairman to meet with the Chief Executive of the Agency and the Permanent Under Secretary of State from the Office of the Deputy Prime Minister. A letter/email giving more detail is expected.

11		Correspondence
	11.1	The following correspondence has been received since the last meeting.

D956	18-Jun-03	Invitation to a Parish Plans Open Evening in Withington	Herefordshire Partnership
D957	18-Jun-03	Publicity of and Good Wishes for our Community Planning Days.	Weston Parish Council
D958	18-Jun-03	Road Closure - U70277 - Sparrows Lane	CHDC
D959	18-Jun-03	Various Minutes of April 23rd, May 13th, and May 29th	Gorsley & Kilcot PC
D960	20-Jun-03	Site Lines Newsletter Summer 2003	English Nature
D961	20-Jun-03	Bus & Train Timetable	CHDC
D962	20-Jun-03	Quarterly Economic Report	CHDC
D963	20-Jun-03	Meetings Schedule	CHDC
D964	20-Jun-03	Hereford Cultural Consortium Newsletter	CHDC
D965	20-Jun-03	Lifescapes Flyer (Applies in Leader+ area of benefit only)	CHDC
D966	20-Jun-03	Forward Plan	CHDC
D967	24-Jun-03	Quality Parish and Town Council Scheme	DEFRA
D968	24-Jun-03	Code of Conduct Training Course on 02/07	HALC
D969	24-Jun-03	Quality Parish Council Electoral Qualification	HALC
D970	24-Jun-03	Schedule of Training Courses	HALC
D971	24-Jun-03	Model Risk Assessment Form	HALC
D972	24-Jun-03	Youth Project - Involving Youth in Local Government	HALC
D973	24-Jun-03	Scheme for Receiving Minutes of HALC Executive Meetings	HALC
D974	24-Jun-03	HALC Executive Committee Membership Elections	HALC
D975	24-Jun-03	CALCS to have two voting seats on the West Midlands Regional Assembly	HALC
D976	03-Jul-03	Acknowledgement of Annual Return Receipt	Winross Hacker Young
D977	03-Jul-03	Open Access Mapping	Countryside Agency
D978	07-Jul-03	How to Register Interests, Gifts and Hospitality	Standards Board for England
D979	07-Jul-03	Response from Pringle to mine of June 28th re Roadmaker	CHDC
D980	07-Jul-03	Open Access Mapping	Countryside Agency
D981	09-Jul-03	Clerks & Councils Direct - General Newsletter
D982	12-Jul-03	Providing Indemnities to Officers and Members - Consultation	Office of the Deputy Prime Minister
D983	12-Jul-03	Annual Funding Fair on 29/10/03.	Herefordshire Partnership
D984	12-Jul-03	Request for Charity Donation	West Mercia Crimestoppers
D985	12-Jul-03	The Art of Giving Exhibition	Hereford Art Gallery & Museum
D986	12-Jul-03	Meetings Schedule	CHDC
D987	12-Jul-03	Reply re Roadmaker Inn	CHDC
D988	12-Jul-03	Minutes of Meetings	Gorsley & Kilcot PC

11.2	Councillors requested the following: Cllr Richard Smith: 957, 962, 970 972, 978, 981, 982, 987. Cllr Jean Foley: 957, 967, 968, 969, 973, 974, 975, 978, 981, 988. Cllr John Wheble: 970, 972, 975. Cllr Audrey Duke: 983, 988. Cllr Keith Summers: 967, 969, 978, 981, 988. Cllr John Foley: 966 (already has 977. Cllr Margaret Pearce: 967, 970, 988. Cllr Gary Woodman: 967, 981, 982, 983.
11.3	The Chairman has ordered 4 more copies of D967 which will be distributed on receipt.
11.4	D984 requested a donation to Crimestoppers. Proposed by Cllr Richard Smith, seconded by Cllr John Wheble and approved unanimously, IT WAS AGREED to refuse this request, the Clerk to write and explain that it is Council’s policy not to use Precept money for donations to bodies outside of the Parish.	The Clerk

12		Councillor’s Submissions, including Village Events
	12.1	Cllr Ken Downham reported that the barbeque at Linton VH raised several hundred pounds.
	12.2	Cllr John Wheble
	12.2.1	Asked if the Lengthsman would look at the ditches along the west side of Burrups Lane, especially around the new properties.	The Clerk
	12.2.2	As Vice Chair of governors, reported that the headmaster of Gorsley Goffs School is leaving and that a replacement has been appointed, Mr Richard Humphrey.
	12.3	Cllr Jean Foley
	12.3.1	Cannot attend the HALC meeting on, she thought, the 21st July at Brockington. The Chairman will attend in her place, provided that the date is confirmed. The Clerk will confirm the date.	The Clerk
	12.3.2	The 30 mph signs at Bromsash and the seat (just to the left at the crossroads) need undergrowth clearance.	The Clerk
	12.3.3	She has heard of a Parish Footpath Partnership and will obtain details.	Cllr Jean Foley
	12.4	Cllr Keith Summers
	12.4.1	Has completed the second day of training and found it as worthwhile as the first.
	12.4.2	Asked what is happening about broadband in rural areas? The Clerk said that, following the success of the Ross Chamber’s campaign to achieve broadband in the town, he has been told by BT that, through Advantage West Midlands, an initiative has been launched which states that 100% of businesses and 97% of domestic consumers in Herefordshire will be broadband enabled by the end of 2004. Full details should be posted on the AWM web site. (Clerk’s Note: Subsequent to the meeting he has learned of a venture through Wyenet to bring broadband to Upton Bishop and to Linton. For interested parishioners this was the message (by email): Brian Apologies for not coming back to you and I missed you at the Business show. My colleague Tony Smith is actively working with Wyenet to bring Broadband via radio through Linton and Upton Bishop. I am now campaigning in and around Upton Bishop Parish to get people to register their interest and I urge you to do the same in Linton. Have a look at what we have done on the Upton Bishop web site. http://www.uptonbishop.org.uk/broad band/rural_broadband.html I was approached by Ross computer club at the show and they asked if we would host one of their meetings at Chronos. I have obliged and I wondered if this would be interesting for Linton Computer Club. Anyway - hope to have the opportunity to meet with you again soon. Best Regards, Charles ________________________________ Charles W T Curry B.Eng(Hons), MIEE Chairman Chronos Technology Ltd T: +44 1594 862200 D: +44 1594 862201 M: +44 778 633 6001 F: +44 1594 862211 E: charles.curry@chronos.co.uk< /a> W: http://www.chronos.co.uk )
	12.5	Cllr John Foley reported that the Local Access Forum has gone “onto the back burner” as it uncertain that they will accept his membership application.
	12.6	Cllr Margaret Pearce asked whether Council could erect extra 30mph signs in Bromsash. The Clerk replied that, unfortunately, only CHDC can do that on the highway. However, private individuals could erect signs on their land, provided that they do not infringe planning regulations.

13		Parish Projects for 2002/2003
	13.1	Stabilisation and Recovery of the Linton Pound
	13.1.1	Cllr John Foley reported that, as he was on holiday, he has missed the Scouts programme up to the end of August. As yet, he has not prepared specifications for stonemasons to quote. Cllr Ken Downham offered his help.	Cllrs John Foley/Ken Downham
	13.2	Reordering of Talbot’s Well
	13.2.1	It was decided to prepare a specification for a nominated task for the Lengthsman. The Clerk will arrange a site meeting with the Lengthsman and Cllr John Foley.	The Clerk
	13.3	Reordering of the Allotments
	13.3.1	The planned work has been completed and the final work waits the appropriate season.
	13.3.2	The Clerk read out his letter to D Jenkins offering a refund of his allotment rent, in response to a telephone call from Mrs Jenkins suggesting that their plot had been cleared with some loss of personal property.
	13.4	Review of Web Site Continuation
	13.4.1	The Clerk reported on the work and use of the site and a copy is attached to these minutes.
	13.4.2	Proposed by Cllr Richard Smith, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED to thank the Clerk for his work on the site over the past 12 months.
	13.4.3	In discussion, a Parishioner asked whether there was any specific evidence of the site attracting interest from outside. The Chairman replied that, apart from the allotment enquiry, there had been paying customers from outside the Parish to Flicks in the Sticks, who had learned of the showings through the web site. The general opinion was that web sites are a part of current and future activity and that it is a pity that Linton is not making more use of the site.
	13.4.4	Proposed by Cllr Richard Smith, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED to continue for a further 12 months, at a cost not exceeding £650. Thereafter, the position to be reviewed subject, amongst other things, to the outcome of the Parish Plan. The Clerk will make an Agenda Item for next month, “discussion of site content.” The cheque to Wyenet for site hosting was signed (AP113).	The Clerk
	13.5	Parish Photographic Survey. More photos have been received from Cllr John Wheble.

14		Quality Council & Parish Plan
	14.1	Factual Introduction to the Parish Plan. Nothing to report.
	14.2	Community Planning Days
	14.2.1	Congratulations have been received from members of CHDC and Herefordshire Partnership who attended.
	14.2.2	Councillors recorded their grateful thanks to all who have helped, especially Sheila Fowler, Max Gough and Patrick and Beryl Goodland.
	14.2.3	The Chairman read out a note from Olive Davis.
	14.2.4	It was decided that, as the materials used had no commercial value, the balance should be offered to the Herefordshire Partnership, the School and the Village Halls, as appropriate.	Cllr Richard Smith
	14.3	Questionnaire Compilation (Keypoint)
	14.3.1	Council decided that a full meeting was needed to finalise the questionnaire and this was set for Tuesday August 5^th at 7:30 in Gorsley Village Hall.
	14.4	The Chairman outlined the requirements to be met by a Quality Parish Council as detailed in DEFRA’s recent publication (D967). Most are already met but the Clerk will need to achieve a particular qualification. The Clerk explained that he has a separate publication detailing what is required. At first sight he believes that all can be met by collating existing records. However a fee of £55 has to be paid to start the procedure. Council decided to proceed.	The Clerk
	14.5	The Chairman said that he sent a chasing letter to Mr Colyer of CHDC as none of the promised transport actions had materialised. To date, he has not received a reply.

15		Risk Assessments
	15.1	The Clerk tabled the advice that has been received from HALC (D971), which is no more than a list of topics to be considered for “Risk Coverage”. As not all the topics apply to Council, he will produce a sub-set for consideration at the next ordinary meeting.	The Clerk

16		Appointment of a Governor to Gorsley Goffs School. (Upton Bishop's Term Expires this September)
	16.1	Cllr John Wheble stressed the importance of all associated parishes being involved. Cllr Jean Foley volunteered to be Council’s Governor Representative from September. The Clerk will write to the Secretary of the Governors.	The Clerk Cllr Jean Foley

17		Public Submissions
	17.1	Parishioner Gwynne Rowley asked whether anything been done about extending the Bromsash Speed Limit? The Clerk said that Council had written in support of a resident’s submission to CHDC but had heard nothing further.

18		Items for Consideration at the Next Meeting
	18.1	None apart from those covered above.

19		Date of the Next Meeting
	19.1	Extraordinary Meeting at 7:30 p.m. on August 5^th 2003 in Gorsley Village Hall. Ordinary Meeting at 7:30 p.m. on August 11^th 2003 in Gorsley Village Hall.

The Meeting Finished At 10:53 p.m.

COSTS OF PRINTING - A Summary and a Proposal

A Recent WHICH? Report Gave the Following Printing Costs (In Pence per Page):

	Colour Graphic	Colour Photo	B&W
InkJets	.07 - .27		.02 - .05
Laser	.08 - .09		.01 - 02

Thus, a colour laser jet page costs about the same as the lowest cost inkjet page

but has the advantage that it produces collated copies.

However, colour printing is at least 4 times more expensive than black and white.

The Cost to Linton PC for B&W laser printing, over the past 12 months, has been

£71.61

If this had all been in colour then the cost would have been at least

£280

However, our colour printing could be limited to:

Letterheads, Parish Plan Questionnaire, Special Impact Documents. The

bulk of our printing is minutes, accounts and similar. This could remain in B&W

For the Parish Plan Questionnaire, if we go to Flying Colours, it will cost 23p a page in colour.

This is about £450, depending upon number of pages.

Then there is the Parish Plan itself. At least a similar sum.

Both of these are printing costs. Neither includes collating or stapling.

If our printing costs were .08p per page, we could save some £600 in printing costs.

To purchase a good quality colour laser printer today, costs less than £650 (after VAT recovery)

My proposal, therefore, is:

That Council Resolves to Adopt Colour Printing Where Appropriate

That Council Purchases a "low end" Colour Laser Printer, installed at the Clerk's address.

That, in the accounts, the printer is amortised over ? years.

That all printing on that machine, other than for Linton PC, be charged out at ??p per copy for b&w and ??p per copy for colour, irrespective of the user. E.G. other Parish Councils,

the Ross Chamber of Commerce, etc.

That Linton PC printing be done at a rate appropriate for the task but at a higher rate for the Parish Plan than for regular Council business.

MEETING WITH ENGLISH NATURE CONSERVATION OFFICER

On 24^th June 2003, Brian Atherton and I met Val Cooper, the English Nature Conservation Officer based in Ledbury, to discuss the condition of Linton Quarry in Gorsley.

Ms Cooper agreed that the quarry was seriously over-grown and unkempt and that a face-lift was necessary. She also agreed that fencing and notices were needed to deter (hopefully stop) the dumping of garden and other rubbish.

She would now investigate the feasibility and timing of work but, as a minimum, would expect English Nature to fund and arrange:

- Clearance of the vegetation from the rock faces.

- Fencing down the East side of the footpath, from the existing allotment boundary fence down to Quarry Lane.

- Notices.

- Possibly also a small footbridge over the wet area to make the rock face more easily accessible.

Any work would not be undertaken before 2004. We can expect to hear more either from Ms Cooper or from the Facelift Project Officer, Lionel Solley.

If the Parish Council wished to clear rubbish, brushwood, undergrowth and some of the smaller trees from the quarry, English Nature would have no objection provided that the work was planned and done in close consultation with them. Similarly, English Nature would be happy for the Parish Council to open the quarry to the general public. However, bearing in mind the slopes, trees, rock faces and water Health and Safety measures and insurance would need the most careful and rigorous attention.

RHS

27^th June 2003

THE COUNCIL’S WEB SITE

What has the web site achieved?

By maintaining an active site, Council meets one criterion for being a Quality Council.

Since June 1^st, over 86 “hits” have been recorded.

Of those, analysis shows that:

• The webmaster accounted for about 15%.
• Unidentified hits accounted for another 30%.
• At least 15% will be from genuine “visitors”.
• Unidentified accounts for the remaining 40%. Again, some of those will be genuine visitors.

Therefore, some 55% of visitors have some “good reason” for visiting the site.

Nobody has filled in a site comment form. However, one approach, to rent an allotment, has come through the site.

Cost of the Site

The recorded time spent on the web site by the Clerk is 71 hours. At the Clerk’s current rate that is about £550.

Professional web masters are likely to charge more.

Renewal of the web site hosting with Wyenet for another 12 months will cost about £100 after VAT.

More could have been done. Very little information on the site is from Linton. To achieve more would require further effort by the web master.

Therefore, I suggest that the minimum cost of continuing is some £650 per year.