LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

Minutes Of The Meeting Held On August 11^th 2003

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

Present:

Cllr Richard Smith , Chairman

Cllr Jean Foley, Vice Chairman

Cllr Audrey Duke

Cllr John Foley

Cllr Margaret Pearce

Cllr Keith Summers

Cllr John Wheble

Brian Atherton (Clerk)

11 Parishioners attended.

Minute Item			Action
1		Apologies
	1.1	Cllrs Gary Woodman and Ken Downham.

2		Declarations of Interest
	2.1	None.

3		Minutes of the Meeting Held on 14^th July 2003
	3.1	Proposed by Cllr Margaret Pearce, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED that these be adopted with the following changes:
	3.1.1	Item 4.1 Change “site” to “sight”.
	3.1.2	Item 12.5 Add “is” between “it” and “uncertain”.
	3.1.3	Item 12.6 Substitute “the villagers were able to” for “Council could”.
	3.1.4	Item 13.1.1 Delete “as he was on holiday”.
	3.2	They were then duly signed by the Chairman.

4		Minutes of the Meeting Held on 5^th August 2003
	4.1	Proposed by Cllr John Wheble, seconded by Cllr Audrey Duke and approved unanimously, IT WAS AGREED that these be adopted unchanged. They were then duly signed by the Chairman.

5		Matters arising therefrom not covered in the Agenda
	5.1	Item 4.2. The Clerk explained that Cllr Rob Crawford had kindly volunteered his company’s services in document copying, at no charge. The objective is that all incoming documents are scanned and converted into compact files so that they can be circulated to all councillors by email. Council decided that the proposal should be evaluated and the results considered at the next meeting.	The Clerk
	5.2	Item 7.3 Parish Plan Delivery. The Clerk will apply for the next tranche of the Grant.	The Clerk
	5.3	Item 12.3.3. Parish Footpath Partnership. Cllr Jean Foley is investigating and expects to have something for discussion at the next meeting.	Cllr Jean Foley/The Clerk
	5.4	Item 14.5. Further chasing of CHDC’s Mr Colyer by the Chairman has elicited a promise of a full response “shortly”.	Cllr Richard Smith

6		Roadmaker Inn
	6.1	Andy Tector, Head of Environmental Health & Trading Standards at CHDC attended the meeting at Council’s request and was welcomed by the Chairman. The Chairman summarised the events to date, drawing special attention to the significant adverse impact on parishioners of unauthorised and uncontrolled development and the inability of CHDC to enforce. He ended by expressing the frustration felt by Council at having no effective powers.
	6.2	Mr Tector said that, if there had been no delay in proceedings, matters might not have been so bad. The delay was waiting for the planning process. Now that that is completed, he has to establish a nuisance and this is difficult because CHDC does not have an out-of-hours environmental service. The filtration had technical problems which are close to be being resolved. However, there is no guarantee that this will resolve the environmental problem but it may be as far as CHDC can take it.
	6.3	Questions and answers proceeded as follows:
	6.3.1	Cllr Jean Foley: Why does planning have to finish first? Answer: That is a difficult question to answer.
	6.3.2	Cllr John Wheble: How can you enforce without working the appropriate hours? Answer: With difficulty but CHDC has decided the working hours.
	6.3.3	Parishioner Sue Matthews: Tabled a letter from Dr Swallow (D1023). Why didn't the building inspector pick up the original violation? The previous owner used a deodoriser. How will the new filter be maintained? Answer: Environmental Health will check regularly, so improper maintenance of equipment should be detected.
	6.3.4	To reinforce Parishioner’s points, The Chairman stated that he has experienced the smells for himself, from Parishioner’s Sue Matthews’ garden.
	6.3.5	Mr Kiddle: When was the last internal inspection? Answer: I don't know but anything from 6 months to 5 years is the norm. Mr Kiddle: How is trade waste disposed? The site generally is littered, in some places with dangerous items, especially to children. Is it appropriate to incinerate, which is what is being done at the moment? Answer: I don't know. Mr Kiddle: What about the control of vermin? Answer: Due diligence needs to be applied. Mr Kiddle: Does your department have any jurisdiction over the external facilities such as the car park? Answer: I don't know. Mr Kiddle: Your department does need to be far more diligent over all. Answer: I take that on board but I have not come prepared for questions I didn't know about in advance.
	6.3.6	Cllr John Foley: Did the original planning permission include a performance specification? If not, does Environmental Health now have to set a new baseline? There was no answer.
	6.3.7	Mr Kiddle: Can Health & Safety at work legislation help to resolve the problems? Answer: That might be difficult.
	6.4	The Chairman then read out Dr Swallow's letter, in which he refers to the surrounding wall falling “spontaneously”. Mr Ian Parsons said that, whilst he agrees with all the points that had gone before, including those in Dr Swallow’s letter, the wall was actually hit by a lorry.
	6.5	The Chairman summed up by pointing out to Mr Tector that there is very serious and long-standing concern, witness attendance at this meeting.
	6.6	Proposed by Cllr Richard Smith, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED that the Clerk will write to Mr Tector, thanking him for attending the Council and asking him to arrange for a wide-ranging inspection of the Roadmaker Inn premises.	The Clerk
	6.7	The Chairman thanked Mr Tector, who then left the meeting.

7		Lengthsman Project
	7.1	The Clerk asked whether the grass cutting requested by Parishioner Gwynne Rowley had been done. Gwynne replied that it was done by the next Wednesday.
	7.2	The Clerk reported that:
	7.2.1	Two nominated tasks have been identified; Sugar Tump and Common Land in Quarry Lane. Site consultations have taken place and the Lengthsman is now producing quotations. Once these are to hand, the Administrator will prepare the Nominated Tasks and forward them to CHDC for consideration.	The Clerk
	7.2.2	The ditches adjacent to the new properties in Burrups Lane have been examined but it is not possible to draw any conclusions until there is significant rainfall.
	7.2.3	During this week, overgrowth on the B4221 towards Newent from the Village Shop will be cut back so that the shop advertising signs can be displayed without causing obstruction to pedestrians.
	7.3	Cllr Audrey Duke said that the 40 mph sign at the top of Quarry Lane is obscured. The Clerk explained that the Lengthsman will be adjusting its position on the mounting post to compensate and that this should not be a hazard to large vehicles.
	7.4	Cllr Audrey Duke asked that the Lengthsman tighten the sign to the Village Hall.	The Clerk

8		Accounts, Treasurer’s Report and Authorisation of Payment of Accounts
	8.1	A letter from Lloyds TSB (D1020) has informed Council that the current account will no longer attract interest. The Clerk was instructed to write a letter of protest and to arrange for the transfer of surplus funds to the deposit account.	The Clerk
	8.2	The monthly accounts were tabled and noted.
	8.3	Proposed by Cllr Richard Smith, seconded by Cllr Margaret Pearce and approved unanimously, IT WAS AGREED that the following payments be made and the cheques were duly signed.

AP124	Polystyrene Map Bases (paid by Ken Downham)	24.68
AP125	Lengthsman for July	284.00
AP126	Clerk's Salary for July 2003	180.00
AP127	Clerk's Expenses for July 2003	117.06
AP128	Lengthsman Administrator’s Fee for July 2003	28.40
AP129	Web Master's Time in July 2003	15.62

9		Working Party Reports
	9.1	Planning
	9.1.1	P89. DCSE2003/2051/F. Change of use of part of agricultural store for timber storage. Great Woodend Farm, Linton, HR9 7SR. Council’s response was: “Council supports diversification and the creation of small businesses however: Change of use has started in anticipation of approval of the application (A substantial telephone cable has been laid). Council has serious concerns about large heavy traffic even if the number of vehicle movements is as per the application. Therefore it would like to see a restriction on vehicle movements imposed. Council decided that Cllr Jean Foley and the Clerk should check the rules and the history and include any findings in this response, advised all other Councillors by email. Council would wish that CHDC thoroughly researches the intended use before deciding upon this application.”
	9.1.2	Additionally, Cllr Jean Foley described several conversations with CHDC’s Planning, culminating in a draft letter, which she read out. Proposed by Cllr Richard Smith, seconded by Cllr Audrey Duke and approved unanimously, IT WAS AGREED that, properly changed as he sees fit, this letter should be sent by the Clerk. Cllr Jean Foley will email him the draft version.	Cllr Jean Foley/The Clerk

10		Chairman’s Announcements
	10.1	Reported on his meeting with the Countryside Agency and the Office of the Deputy Prime Minister, that it proved to be irrelevant. He has written to the organisers accordingly.
	10.2	The Rural Service Standard 2003 has been published and the Clerk has copies. There being no time for consultation, the Chairman has filled in and returned the associated questionnaire, making it clear that it is his response, not Councils and “why”. A copy is attached to these minutes.	The Clerk
	10.3	He attended a SHALC meeting re affordable housing and has incorporated its issues into the draft questionnaire.
	10.4	We are advised that the Vital Village Initiative ends in 2005.

11		Correspondence
	11.1	The following documents were tabled:

D989	16-Jul-03	Special Energy Efficiency Scheme	CHDC
D990	17-Jul-03	Agenda for July 21st	SHALC
D991	17-Jul-03	Agenda for July 22nd	Herefordshire Rural Policy/Community Consultative Group
D992	17-Jul-03	Guide to Clerk Obtaining AQA Qualification	DEFRA
D993	19-Jul-03	Sandbags in Sore and Required - Reply by 30/09/03	CHDC
D994	25-Jul-03	Lengthsman Contracts	CHDC
D995	25-Jul-03	Rural Services Standard 2003	DEFRA
D996	29-Jul-03	Annual Report	CPRE
D997	30-Jul-03	Anti-Drink Driving Campaign Poster	CHDC
D998	31-Jul-03	Confirmation of Attendance at Council Meeting	CHDC
D999	02-Aug-03	Parish Plans Open Evening - Evaluation Form	Herefordshire Partnership
D1000	02-Aug-03	Newsletter	Community First
D1001	02-Aug-03	Voluntary Sector Training Programmes	Community First
D1002	05-Aug-03	Rural Services Standard Questionnaire	DEFRA
D1003	06-Aug-03	Minutes of 1st July 2003	RAG
D1004	11-Aug-03	Services Update	CHDC
D1005	11-Aug-03	Partnership News Letter	CHDC
D1006	11-Aug-03	Local Transport Plan Annual Progress Report	CHDC
D1007	11-Aug-03	Community Transport in Herefordshire Leaflet	CHDC
D1008	11-Aug-03	Forward Plan	CHDC
D1009	11-Aug-03	Officers Election Results	HALC
D1010	11-Aug-03	Training Course - How to be an Effective Parish Council	HALC
D1011	11-Aug-03	Charles Arnold Baker 6th Edition Now Available - £37.60	HALC
D1012	11-Aug-03	Standards Board for England Case Review Now Available at £20	HALC
D1013	11-Aug-03	HALC Representative Richard Gething Elected to the Local Access Forum	HALC
D1014	11-Aug-03	New Code for SSSIs now available from www.defra.gov.uk or defra@iforcegroup.com	HALC
D1015	11-Aug-03	Parochial Fees Order 2003 Now Available from HALC	HALC
D1016	11-Aug-03	Guidance Pending on Parish Remuneration Panels to Consider Travel & Subsistence	HALC
D1017	11-Aug-03	Minutes of WMRA - Speaking Out Issue 3.	HALC
D1018	11-Aug-03	Minutes of HALC Meetings - February, April and June	HALC
D1019	11-Aug-03	Police Community Consultative Group Leaflet	HALC
D1020	11-Aug-03	Change in Banking Terms	Lloyds TSB
D1021	11-Aug-03	Letter Claiming Council Breaching of Standing Orders	Phil Page
D1022	11-Aug-03	Response to my letter re Road Closure Consultation	CHDC
D1023	11-Aug-03	Letter re Roadmaker	Dr Swallow

	Councillors Requested the Following:
	Cllr Richard Smith: D990, 991, 999, 1000, 1001, 1006, 1016, 1019
	Cllr Jean Foley: D995, 996, 997, 1000, 1002, 1004, 1005, 1006, 1009, 1017, 1018
	Cllr John Wheble: D995, 999, 1001, 1019
	Cllr Margaret Pearce (By September 1^st due to absence): D989, 1006, 1007, 1010, 1019
	Cllr Keith Summers: D999, 1000, 1006, 1008, 1009, 1010
	Cllr John Foley: D1006, 1007
	Cllr Audrey Duke: D999
11.2	Proposed by Cllr Richard Smith, seconded by Cllr Keith Summers and approved unanimously, IT WAS AGREED that the Clerk will write re D1022, making it clear that this is no answer to our original letter and that Council insists on improved consultation.	The Clerk
11.3	The Chairman read out D1021. Council decided that the issues raised should be placed on the agenda for the next meeting.	The Clerk

12		Councillor’s Submissions, including Village Events
	12.1	Cllr Audrey Duke has been asked by the Gorsley Village Hall for a letter from the council supporting Flicks in the Sticks. Proposed by Cllr Jean Foley, seconded by Cllr John Wheble and approved unanimously, IT WAS AGREED that the Clerk should write expressing Council’s support.	The Clerk
	12.2	Cllr Jean Foley
	12.2.1	Asked that the Clerk follow up on the Bromsash Speed report as the full document has never been received.	The Clerk
	12.2.2	There is a blocked drain on the corner of the U70248 and C1280 on the Linton side: The Clerk will take appropriate action.	The Clerk
	12.2.3	Asked for a copy of the SLCC magazine. (D328)	The Clerk
	12.3	Cllr John Foley
	12.3.1	We need to shorten the agenda. The Chairman explained that that had been done, starting from this meeting.
	12.3.2	Cllr Harry Bramer should be kept informed. The Clerk explained that Mr Bramer receives a copy of the minutes. Council decided that, additionally, the Clerk should copy correspondence on any significant issue to him.	The Clerk
	12.3.3	The Historic Churches bike ride is on September 13th. Cash pledges are invited.
	12.4	Cllr Keith Summers Rubbish bags are being scattered by Ravens. It may be acceptable for the bags to be placed in wheelie bins or other protection and still be collected by CHDC.

13		Parish Web Site – Discussion of Content
	13.1	The Chairman summarised the current content of the web site and invited comment.
	13.2	Cllr Keith Summers proposed some changes to the appearance of the home page and he and the Clerk will discuss these outside of Council meetings.	Cllr Keith Summers/The Clerk
	13.3	Cllr John Foley wondered whether the balance was right, in view of the lack of information from Linton. The Clerk explained that the content is only as good as the providers. Recently the Chairman of Linton Village Hall has provided more information, which has been included to her satisfaction. Now, the History Society has requested a number of web pages and defined the subject headings for each. That information has been put on the site and the content is awaited.
	13.4	The Clerk explained that the web master’s role is to manage and control the site. He is not responsible for content but guides it for suitability and relevance, in accordance with direction from Council.

14		Quality Council & Parish Plan, including Questionnaire Compilation (Keypoint)
	14.1	After discussion, it was agreed that the effectiveness of the questions can only be judged in the context of their visual impact. The Clerk was therefore authorised to produce a first draft questionnaire, using the question list as approved at the last Council meeting, for Council to evaluate at the September meeting.	The Clerk

15		Risk Assessments (Clerk’s Proposals)
	15.1	These were tabled and agreed to be put on the agenda for consideration at the next meeting.	The Clerk

16		Appointment of a Governor to Gorsley Goffs School.
	16.1	The Clerk reported that he had written nominating Cllr Jean Foley and was waiting on a response.	The Clerk

17		Public Submissions
	17.1	A parishioner living close to the Woodend Barn issue (Item 9.1 above) expressed strong objections to the proposed development. Council suggested that helpful moves would be a diary of vehicle movements and individual letters (not phone calls) of objection.
	17.2	Parishioner Gwynne Rowley asked whether the Lengthsman could also do Council’s Linton Pound project? The Clerk explained that the Lengthsman has the skills for the forestry work and it is possible to consider the Pound as a nominated task. For the moment, the decision is to concentrate on two nominated tasks. If those are successful, then we can consider the Pound. Gwynne reminded Council that the Pound has been discussed, without a conclusion, for some long time.

18		Items for Consideration at the Next Meeting
	18.1	Evaluation of Electronic Distribution of Documents
	18.2	Parish Footpath Partnership
	18.3	D1021 (Phil Page’s Letter)
	18.4	Risk Assessment Form and Return

19	Date of the Next Meeting: Monday 8^th September, Linton Village Hall

The Meeting Finished At 9:49 p.m.