LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

Minutes Of The Meeting Held On October 13^th 2003

In Gorsley 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 Keith Summers

Cllr John Wheble

Brian Atherton (Clerk)

8 Parishioners and the Lengthsman attended.

Minute Item			Action
1		Apologies
	1.1	Cllrs Margaret Pearce, Rob Crawford and Gary Woodman.

2		Declarations of Interest
	2.1	None.

3		Minutes of the Meeting Held on 8^th September 2003
	3.1	Item 12.3.2 Changed to read: The footway along the back of the village hall car park, towards the Church at Linton is under question. The PCC is looking into it.
	3.2	With this exception, the minutes were agreed and duly signed by the Chairman.

4		Matters Arising Not Covered in the Agenda
	4.1	The Chairman reported that he has finally had a response from Mr Colyer of CHDC giving the analysis of traffic speeds past Gorsley Goffs school. Other information is still awaited.	Cllr Richard Smith
	4.2	Item 19.1: Maps in the Village Halls was inadvertently omitted from this agenda. It will now appear on the next agenda.	The Clerk
	4.3	Consultation Over Road Closures. The Clerk read out a full and helpful reply from Stephen Oates, CHDC’s Head of Engineering Services, explaining the problems and proposing use of the CHDC’s Web Site to resolve them. The Clerk, in turn, had proposed an Interactive use of the CHDC Site and this had been agreed. The Clerk was asked to write, thanking Mr Oates for his understanding and looking forward to implementation of the proposed procedures.	The Clerk
	4.4	Dog Fouling Notices. After a long delay it has emerged that the CHDC department had lost the promised action. It will now be resurrected.
	4.5	Blocked drain in Bromsash. An email from CHDC’s Jim Smith promises that action will be taken.

5		Talbot’s Well and Quarry Lane Proposals
	5.1	Quotes have been received from the Lengthsman to clear the undergrowth and overgrowth, lay a footpath of stepping stone, set out boundary stones and renovate steps at Talbot’s Well for £480 and to clear the Ash Trees and overgrowth on common land in Quarry Lane, to expose the central Oak Tree, for £540. Proposed by Cllr Ken Downham, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED to accept these quotations, the former to be paid from the Parish Project Budget and the latter from the Gorsley & Kilcot Millennium Grant of £750.	The Clerk

6		Roadmaker Inn
	6.1	The Clerk had written as requested, asking for details of the environmental findings. The reply from CHDC (D1067) cited the Data Protection Act as a reason for not divulging the information.
	6.2	Council decided that it has no grounds for further action.

7		Lengthsman Project
	7.1	The Clerk said that it had been a quiet month and that the Lengthsman was now primed to be ready for when “the rains come”. He asked if any Councillor or Parishioner had any comments or requests. There were none (see Item 15.3 below).

8		Parish Footpath Partnership
	8.1	The CHDC representatives, Lisa Lloyd & Paul Seville, will attend and make a presentation to the next meeting on November 10^th.

9		Risk Assessment Return
	9.1	The Clerk reported that both Wyenet and CHDC’s Web Master were of the opinion that Council has “No Risk” in running its web site.
	9.2	Cllr Ken Downham said that the Tree Warden was of the opinion that twice yearly inspections would be adequate.
	9.3	On the above basis, the Clerk tabled a Risk Assessment Return. Proposed by Cllr Richard Smith, seconded by Cllr Keith Summers and approved unanimously, IT WAS AGREED that this be adopted and it was duly signed. A copy is attached to these minutes.

10		Proposed Purchase of New edition of Charles Arnold Baker
	10.1	This reference book is “the bible” for Clerk and Councillors. It was last issued 5 years ago and a new edition is now available at £37.60. The Clerk recommended that a copy be purchased and added that Lea Parish Council has agreed to pay 50% of the purchase price. Proposed by Cllr Richard Smith, seconded by Cllr Jean Foley and approved unanimously, IT WAS AGREED on that basis to pay the 50%.	The Clerk

11		Accounts, Treasurer’s Report and Authorisation of Payment of Accounts
	11.1	A new bank mandate has to be signed, to implement the changes in handling of the current and balance accounts, so that Lloyds will automatically transfer funds between the current and the interest earning deposit account, to maximise earnings. Proposed by Cllr Richard Smith, seconded by Cllr Ken Downham and approved unanimously, IT WAS AGREED that Cllr Keith Summers be added to the existing signatories.
	11.2	The External Auditor has queried the outstanding balance of the public loan account. Confusion had arisen as the Clerk had moved residence but the PWLB had been slow in registering his new address. The Clerk tabled evidence from the PWLB of the actual balance and proposed by Cllr John Foley, seconded by Cllr Audrey Duke and approved unanimously, IT WAS AGREED that the audit return be amended as per that evidence. The amendment was made and duly signed by the Chairman.
	11.3	Accounts to date for 2003/2004 were tabled and noted. The Clerk will chase up the one outstanding debtor, an allotment rent of £20.	The Clerk
	11.4	Proposed by Cllr John Foley, seconded by Cllr John Wheble and approved unanimously, IT WAS AGREED to pay the following invoices and the cheques were duly signed.

AP135	HALC Invoice for Toolkit Training Courses	60.00
AP136	HALC Membership	135.45
AP137	Lengthsman for September	284.00
AP138	Clerk's Salary for September 2003	180.00
AP139	Clerk's Expenses for September 2003	8.02
AP140	Lengthsman Administrator's Fee for September 2003	28.40
AP141	Web Master's Time in September 2003	21.63

12		Working Party Reports
	12.1	Planning
	12.1.1	P81. SE2003/1150/F. Amended proposal to retain & modify western section of dwelling (part retrospective). Woodpeckers Barn, Great Woodend Farm, Linton, HR9 7SR. Council supported on 12/05/03 if CHDC officers are content that plans will be complied with and there will be no further retrospective applications. Permission refused on 09/06/03. Appeal lodged on 26/09/03.
	12.1.2	P82. SE2003/1165/F. Single storey extension. West Ridge, Gorsley, HR9 7SF. Council supported on 12/05/03. Permission granted on 27/05/03.
	12.1.3	P90. DCSE2003/2443/F. Conversion of barns to form swimming pool and granny annexe and proposed conservatory to main dwelling. Cothers Farm, Gorsley, HR9 7SE. Cllr Jean Foley was authorised to arrange a site visit and to comment to CHDC via the Clerk in the light of that. Commented on 23/09/03 as follows: THE BARN CONVERSION 1. We are concerned that this is a metal-framed barn with no architectural value; there are some walls extant, most of which are preformed building blocks and just a small amount of natural stone. It has in the past been used for housing cattle. 2. This cannot be called a barn conversion; to be fit for the proposed ‘Granny Annexe’ and ‘Swimming Pool’ a complete re-build would be necessary. 3. Having regard to the Development Plan policies it is considered that this application does not fulfil any of the criteria required to comply with C36 “Re-use and Adaptation of Rural Buildings” nor C37 “Conversion of Rural Buildings to Residential Use”. 4. May we suggest that a site visit by CHDC and discussions are essential? The Council for the above reasons cannot support this part of the application. THE CONSERVATORY. 1. The Council support that part of the application which refers to the building of a conservatory to the main dwelling.
	12.1.4	P91. DCSE2003/2493/O. Site for the erection of a bungalow. Igls, Quarry Lane, Gorsley, HR9 7SJ. Council felt that the development was inappropriate. However, Cllr Jean Foley was authorised to check the history and arrange a site visit. Cllr Jean Foley’s working party was authorised to make a decision bearing in mind the general opposition from public present at the meeting of September 8th. On 23/09/03 Cllr Jean Foley’s working party made the following comments:- 1. As stated by the Agent, ‘The site is simply a typical residential front garden’. Another bungalow planted in this garden would be inappropriate both for the size and location of the plot. 2. It would in the opinion of the Council be visually intrusive to the adjacent bungalows, including Igls, the applicant’s residence. 3. The computer-generated image suggests to us that the new dwelling has been built in a very deep hole! The image is extremely misleading, reference to the ‘typical section’ sketch shows that the roof line of the new bungalow is at the same level as the fascia of the existing bungalow, i.e. much higher than depicted in the computer image. 4. Drainage has been a particular and severe problem on and near this site, both sewage and surface water. 5. Permission to build on this site would set a precedent for other residents to follow suit, which in turn could lead to unacceptable ‘cramming’ and ‘loss of amenities’. 6. Land has been identified for building within the settlement boundary, if at some later date it is considered further dwellings are required. Therefore it is unnecessary and wrong to allow building on comparatively small garden plots 7. This site does not fulfil the description for an ‘infill opportunity’ nor does it meet the descriptive criteria of a ‘windfall site’. 8. The Agent makes particular mention of Planning Policy SH8 of the Development Plan, but omits Para 3.49 page 68, which states, ‘It should not be interpreted that the drawing of a boundary, around, for instance, a large garden indicates that housing development is acceptable within that garden.’ For the above reasons and considering this application on its planning merits as judged in accordance with the Development Plan now in force, Linton Parish Council are unable to support this application.
	12.1.5	P93. DCSE2003/2538/F. Amended proposal to modify western section of dwelling, providing entrance way and garage/store (part retrospective). Great Woodend Barns, Great Woodend Farm, Linton, HR9 7SR. Council, on 13/10/03 commented: This is the second modifying application for this particular barn that is part retrospective. It understands that the western section has been converted into a two storey building and that three walls of the original building were demolished and rebuilt. Therefore the applicant has neither complied with the original planning permission nor with the criteria of the Development Plan Policy C36. Council realises that the footprint of the development will not exceed that of the original, and that the Planning Authority may consider granting retrospective permission. This would of course make it very difficult to resist further applications of a similar nature on this or other developments. In future perhaps it would be possible to provide applicants with a copy of the relevant policies during preliminary discussions and hopefully avoid these situations.
	12.1.6	P94. DCSE2003/2564/F. First floor extension to provide level access bathing facility for disabled person. White House Farm, Gorsley, HR9 7SF. Council supported on 13/10/03.
	12.1.7	P95. DCSE2003/2714/F. Use of part of agricultural store for storage of timber. Great Woodend Farm, Linton, HR9 7SR. Council supported on 13/10/03.
	12.1.8	P96. Replace Existing Vodafone Mast with a same height joint mast for Vodafone and T-Mobile. Woodside Cottage, Gorsley, HR9 7SL. There being no grounds for objection, Council asked the Clerk to write with thanks for being consulted and for the adoption of Mast Sharing. (Clerk’s Note: This was not a planning application, merely an advisory note).	The Clerk
	12.2	Highways
	12.2.1	The Clerk said that he had talked with Highways about the drainage at Revells and the work as previously agreed had been done. It was decided to wait for rain before considering further work.
	12.2.2	All potholes in the parish have now been filled by CHDC.
	12.2.3	Mud on the road at Burton Mill. It is the responsibility of the farmer to prevent “run-off” from his fields. CHDC have written appropriately and Council has a copy (D1043). The Clerk said that, if nothing further was heard, he will press CHDC for effective action.	The Clerk

13		Chairman’s Announcements
	13.1	A meeting to discuss the bringing of Broadband to Linton has been organised by the Clerk. Present will the BT’s Area Manager, a rural broadband consultant, a representative from CHDC’s HIT (Herefordshire in Touch) Team and three Parishioners who have agreed to form a Working Party, including a Councillor and another BT employee. The Clerk will keep all interested parties informed of the outcome.	The Clerk

14		Correspondence
	14.1	The following documents have been received since the last meeting:

D1040	12-Sep-03	Announcement of AGM	Community First
D1041	12-Sep-03	Clerks & Councils Direct - General Newsletter
D1042	15-Sep-03	RAG Minutes	Brian Colyer
D1043	17-Sep-03	Copy of letter to Edward Vines re soil wash-off.	CHDC
D1044	18-Sep-03	Newsletter of the Hereford & Worcester Team	English Nature
D1045	19-Sep-03	Parish Plan Guidance Updates	Herefordshire Partnership
D1046	20-Sep-03	Training for Councillors Booking Form	HALC
D1047	20-Sep-03	AQA Certificate for Clerks	HALC
D1048	20-Sep-03	Insurance of Special Events	HALC
D1049	20-Sep-03	DEFRA Consultation on agricultural management of common land	HALC
D1050	20-Sep-03	Indemnities for Parish Councillors	HALC
D1051	20-Sep-03	West Midlands Regional Assembly Speaking Update	HALC
D1052	20-Sep-03	School Governors - New Regulations	HALC
D1053	20-Sep-03	New Bank Mandate for signature	Lloyds TSB
D1054	22-Sep-03	Parish Paths Partnership Scheme	CHDC
D1055	23-Sep-03	Precept Request for 2004/2005	CHDC
D1056	30-Sep-03	External Audit Question re Loan Balance	Winross Hacker Young
D1057	03-Oct-03	Forward Plan October to January	CHDC
D1058	03-Oct-03	Schedule of Meetings	CHDC
D1059	03-Oct-03	Parish Plans Update	CHDC
D1060	03-Oct-03	Letter re 9th Edition of the Herefordshire Funding Directory	CHDC
D1061	03-Oct-03	Broadband Press Release	CHDC
D1062	03-Oct-03	Herefordshire Business Roadshows	CHDC
D1063	03-Oct-03	Street Works Schedule	CHDC
D1064	03-Oct-03	Bromyard Area Regeneration Partnership Update	CHDC
D1065	03-Oct-03	Greenlinks Directory	CHDC
D1066	03-Oct-03	Letters re Overgrowing Trees in Linton Quarry	Derek & Jane Hewett
D1067	04-Oct-03	Reply from Miss Wilson re Road Maker Inspections	CHDC
D1068	07-Oct-03	Newsline Newsletter	Community First
D1069	07-Oct-03	Newsletter	Regional Action West Midlands
D1070	08-Oct-03	Parish Plans Surgery Event on 12th November	CHDC
D1071	08-Oct-03	Second incorrect invoice from HALC	HALC
D1072	09-Oct-03	Parish Council Minutes	Gorsley & Kilcot
D1073	10-Oct-03	Draft Integrated Risk Management Plan - First Year Action Plan
D1074	10-Oct-03	Training for Quality Parish Status on October 29th.	HALC
D1075	10-Oct-03	Disability Discrimination Act implications available	HALC
D1076	10-Oct-03	Executive summary of the shape of elections to come is available	HALC
D1077	10-Oct-03	Next SAM meeting is on October 27th at Brockington	HALC
D1078	10-Oct-03	HALC AGM Agenda Pack	HALC
D1079	10-Oct-03	Minutes of HALC Executive Committee on 7th August	HALC
D1080	10-Oct-03	Do you want to be a magistrate?	HALC
D1081	10-Oct-03	Newsletter	West Midlands Regional Assembly
D1082	12-Oct-03	Footpath Issues	Andrew Chalmers

14.2	Additionally, the Chairman read out a letter from Dorothy Coleman, CHDC’s Parish Liaison Officer, announcing that she is moving to a new post. The Clerk was asked to write on Council’s behalf, with grateful thanks for all her past services.	The Clerk
14.3	The Chairman read out D1050 and D1066.
14.4	For D1066, Cllr Ken Downham will work with the Parish Tree Warden to survey and report back to Council on proposed remedial action.	Cllr Ken Downham
14.5	Councillors requested copies of the following documents: Cllr Richard Smith: D1041, 1043, 1045, 1050, 1051, 1054, 1056, 1059, 1065, 1066, 1067, 1070, 1073, 1074, 1077, 1081, 1082. Cllr Audrey Duke: D1042, 1045, 1059, 1066, 1072, 1074, 1082. Cllr Keith Summers: D1061, 1063, 1076, 1082. Cllr John Wheble: D1049, 1061, 1067.

15		Councillor’s Submissions, including Village Events
	15.1	Cllr John Wheble The Councillor has been approached as to suspect change of use of Jasmine Cottage. Proposed by Cllr Richard Smith, seconded by Cllr Audrey Duke and approved unanimously (Cllr John Wheble abstaining), IT WAS AGREED that the Clerk will write to CHDC asking them to investigate.	The Clerk
	15.2	Cllr John Foley The “Red Bands” on the B4224 through Bromsash have not been re-instated after the resurfacing. The Clerk will write to CHDC. The Councillor has been invited to join the Gorsley & Kilcot Footpath Celebration of the opening of two new kissing gates. The Agenda for April 2004 should include an item for inviting Gorsley & Kilcot to come and walk our footpaths, when the Brownies resume their walks.	The Clerk The Clerk
	15.3	Cllr Ken Downham The trees alongside the road from the Alma to Shuttons Cross are a danger. The Clerk will arrange for the Lengthsman to walk the route with the Councillor.	The Clerk

16		Quality Council & Parish Plan, including: Questionnaire Compilation (Keypoint); Means of Delivery and Return of Questionnaires; proposed Covering Letter and optional loose Contact Sheet (see attached).
	16.1	The Clerk reported on slow progress with preparing the Questionnaire in Keypoint. Cllr Keith Summers suggested that the printed document could be produced in Microsoft Word, thus simplifying the work in Keypoint. The Clerk replied that he had considered that but issues concerned with making the data entry negate any possible advantage. It was accepted that it is unlikely that the Questionnaire will be ready for distribution before Christmas.
	16.2	Council decided that Questionnaire delivery should be by hand, with specific locations and people nominated for the returns.
	16.3	There is no need for action at the moment on the covering letters and “optional contact sheet”. The Clerk will reintroduce these at the appropriate time.	The Clerk

17		Appointment of a Governor to Gorsley Goffs School.
	17.1	Cllr John Wheble reported that Cllr Jean Foley has been accepted as a governor and that she should receive notification from the school to that effect.	Cllr Jean Foley

18		Public Submissions
	18.1	Parishioner Sheila Jakeway suggested that Council should seek competitive bids for the work in Quarry Lane (see Item 5.1 above). The Chairman explained that the decision to accept the Lengthsman’s bid had already been made as above and that, under Standing Orders, could not now be discussed again. That decision had been made on the basis that alternative quotes had been sought during the process of appointing the Lengthsman and that his prices/qualifications had been properly vetted and agreed at that time. However, the Council will now establish a register of possible contractors so that several quotations can be swiftly and easily requested for such work in the future.	The Clerk
	18.2	Parishioner Gwynne Rowley said that, if the Chairman was not prepared to allow parishioners to speak at times during the meeting, then he would lose interest in attending meetings.

19		Items for Consideration at the Next Meeting
	19.1	Maps in the village halls Planning Procedure Council’s Budget for 2004/2005 (Draft proposals to go out with the Agenda) Parish Footpaths Partnership (Copy of the pack from CHDC to go out with the Agenda)	The Clerk

20	Date of the Next Meeting: Monday 10^th November, Linton Village Hall

The Meeting Finished At 10:22 p.m.