LINTON PARISH COUNCIL

Bromsash Gorsley and Linton

Minutes Of The Annual Meeting Held On Monday 10^th May 2004

at 7.30 pm in Linton Village Hall.

Present:

Cllr Jean Foley, Chairman

Cllr Richard Smith, Vice Chairman

Cllr Ken Downham (From about 8:00 p.m.)

Cllr Audrey Duke

Cllr John Foley

Cllr Margaret Pearce

Cllr Keith Summers

Cllr John Wheble

Brian Atherton (Clerk)

4 Parishioners attended.

Minute Item			Action
1		Election of Chairman for the period 2004 to 2005
	1.1	Proposed by Cllr Richard Smith, seconded by Cllr Keith Summers and approved unanimously, IT WAS AGREED that Cllr Jean Foley be elected.

2		Chairman to Sign Declaration of Acceptance of Office
	2.1	Cllr Jean Foley took the Chair, signed the declaration of acceptance of office and gave warm thanks to Cllr Richard Smith for all his efforts during his four years in office as Chairman.

3		Election of Vice Chairman for the period 2004 to 2005
	3.1	Proposed by Cllr John Foley, seconded by Cllr Margaret Pearce and approved unanimously, IT WAS AGREED that Cllr Richard Smith be elected Vice Chairman.

4		To fix the amount of the chairman’s allowance (Section 15.5, Local Government Act 1972)
	4.1	None.

5		To appoint members of Working Parties: Finance; Planning; Allotments; Footpaths & Trees; Highways; Community Planning Days
	5.1	Finance: Cllrs Jean Foley, Richard Smith, Keith Summers and Rob Crawford. Planning: Cllrs Jean Foley, Ken Downham, Rob Crawford, John Wheble, Margaret Pearce and John Foley. Allotments: Cllrs Keith Summers, Audrey Duke and Richard Smith. Footpaths & Trees: Cllrs John Foley, Margaret Pearce, Ken Downham and Keith Summers. Highways: Cllrs John Wheble, John Foley and Keith Summers. Community Planning Days: No longer needed.

6		To appoint representatives to other organisations: Linton & Gorsley Village Hall Management Committees; Gorsley & Kilcot Millennium Committee, Ross Area Partnership, Ross Rural Transport Forum
	6.1	Gorsley Village Hall: Cllr Audrey Duke. Linton Village Hall: Cllr Keith Summers. G&KMC: No longer needed. Ross Area Partnership: Cllrs Richard Smith and Margaret Pearce. Rural Transport Forum: Cllrs Richard Smith and John Foley.

7		Apologies
	7.1	Cllrs Gary Woodman and Rob Crawford.

8		Declarations of Interest
	8.1	None.

9		Minutes of the Meetings Held on 13^th and 19^th April 2004
	9.1	The minutes of the meeting of 19^th April were accepted by Council and signed by the Chairman without change.
	9.2	The minutes of the meeting of 13^th April were accepted by Council and signed by the Chairman with two changes: Item 6.2.1. Change “an appeal” to “a written appeal”. Item 11.2. Change the date of the walk from 29^th to 28^th.

10		Matters arising therefrom not covered in the Agenda
	10.1	The CHDC legal department have been instructed to commence enforcement proceedings against Jessamine Cottage and the enforcement officer, Ken Matthews has had a further discussion with the owner of the land past Revells Barn. Mr Matthews is now considering the position.
	10.2	The Clerk read out D1251 from Mrs Hodgson of The Old Rectory, Linton, pointing out that the parking vehicles in Linton are from the Coach House.
	10.3	The School (Gorsley Goffs) has a meeting on May 17^th at which drainage will be discussed.
	10.4	The Clerk had written to CHDC’s Graham Dunhill about the barrier at the school. A reply is promised but not yet received. The Clerk has been told that the barrier will only be replaced along its existing length and that the work may take “some months”.
	10.5	The Headmaster of Gorsley Goffs has emailed that he envisages using the Council’s £50 grant for sports and arts trophies to be awarded at the end of each academic year. (D1267).
	10.6	The email re speed measurements in Linton, forwarded by the Clerk to Cllrs Jean Foley and Richard Smith had gone astray. The Clerk will forward it again. Cllr Keith Summers said that the speed measurements had not been done. The Clerk will chase CHDC.	The Clerk

11		Linton Quarry including letter D1235b
	11.1	The Clerk read out D1235b which explained why Mr & Mrs Hewett had been clearing undergrowth in the Quarry. Cllr Richard Smith read out his reply and Councillors noted that the change brought about by English Nature’s taking responsibility had, perhaps, not been clearly communicated to neighbouring properties.

12		Dog Fouling Notices
	12.1	The proper Legal Notices have been posted and there have not been any objections. Erection of the notices now waits on supply from the CHDC contractors, Jarvis.

13		Lengthsman Project
	13.1	Lea PC Council signed the Lengthsman contract at their meeting on May 5^th.
	13.2	During April/early May, the principal work has been grass cutting. Burrups Lane has been surveyed and a level check will be carried out shortly. Assuming that is OK, work on re-instating the ditches will start once the main growing season is over.	The Clerk
	13.3	The Clerk and Cllr John Foley will inspect the drainage outside of Revells Fruit Farm.	Cllr John Foley/The Clerk

14		Allotments Gate and Water Supply
	14.1	Holders Owen James, Phil Page and G B Charles have all written strongly supporting both projects. (D1262, 1275 and 1278). Cllr Richard Smith, as a holder, has written supporting the gate and the water provided the latter is for general benefit (D1263). On this basis, Council decided that, in principal, both projects will proceed.
	14.2	The Clerk has made application to Welsh Water for a new connection (a multi-paged form). He will now clarify the outline quotations already received to prepare a firm, costed, proposal for the next meeting. Cllr John Foley offered to help with locating the water pipe should that be needed.	The Clerk

15		Annual Review of Standing Orders
	15.1	Proposed by Cllr Jean Foley, seconded by Cllr Richard Smith and approved unanimously, IT WAS AGREED to change Standing Orders for meeting dates to the form of words recommended in the NALC advice. The Clerk will circulate revised copies for approval at the next meeting.	The Clerk
	15.2	Parishioner Gwynne Rowley suggested that Standing Orders are unnecessary. Council disagreed.
	15.3	The Finance Working Party will meet to review the Financial Regulations (Part VI) and report back to the Council.	The Chairman

16		Annual Review of Insurance Cover
	16.1	Proposed by Cllr Jean Foley, seconded by Cllr Richard Smith and approved unanimously, IT WAS AGREED to accept the Allianz Cornhill quotation for insurance for the year 2004/5 of £298.03.	The Clerk

17		Adoption of Year-end Risk Assessment
	17.1	The Clerk circulated a revised Risk Assessment, brought up to date to the time of the meeting. Proposed by Cllr John Foley, seconded by Cllr John Wheble and approved unanimously, IT WAS AGREED to adopt this for submission with the Audit Return and it was duly signed by the Chairman.

18		Adoption of Accounts and Audit Return for 2003/4
	18.1	These had been previously circulated. The Clerk reminded Members of their responsibilities in relation to the accounts. Proposed by Cllr Richard Smith, seconded by Cllr Ken Downham and approved unanimously, IT WAS AGREED to adopt the accounts and these were duly signed by the Chairman and the Clerk.
	18.2	Proposed by Cllr John Wheble, seconded by Cllr Ken Downham and approved unanimously, IT WAS AGREED to adopt the Audit Return and this was duly signed by the Chairman and the Clerk. The Clerk will now submit the return.	The Clerk

19		Accounts, Treasurer’s Report and Authorisation of Payment of Accounts
	19.1	It has come to light that a series of omissions and badly drafted advices from external bodies has led to Council being unable to recover VAT on behalf of Gorsley Village Hall for the recent work. There will, therefore, need to be some adjustment in the VAT accounts and the passing on to the Village Hall of a Grant received by Council from Eveson Trust but none of this has any financial impact on Council. The Clerk did not table accounts as they apply to only one month.
	19.2	Proposed by Cllr John Foley, seconded by Cllr Ken Downham and approved unanimously (except that Cllr John Wheble abstained on AP201), IT WAS AGREED to pay the following accounts and the cheques were duly signed.

AP192	Community First Subscription	30.00
AP194	Lengthsman for April	284.00
AP195	Clerk's Salary for April 2004	187.20
AP196	Clerk's Expenses for April 2004	36.06
AP197	Lengthsman Administrator's Fee for April 2004	28.40
AP198	Web Master's Time in April 2004	13.78
AP199	Parish Plan Questionnaire Time in April 2004	246.61
AP200	Insurance for 2004/2005	298.03
AP201	English Counties from the air	23.44

19.3	Proposed by Cllr Richard Smith, seconded by Cllr John Wheble and approved unanimously, IT WAS AGREED to pass the Eveson Trust Grant to the GVH by way of a cheque which was duly signed and handed to the hall’s treasurer.

AP202

Village Hall Refurbishment - Eveson Trust Grant

4000.00

20		Working Party Reports
	20.1	Planning
	20.1.1	P104. DCSE2004/0287/F. Proposed extension to provide self contained ancillary accommodation for dependant relative. Woodbine Cottage, 2 Fair View, Gorsley. Permission refused on 22/03/04.
	20.1.2	P105. DCSE2004/0402/F. Extension to bungalow to provide en suite bedroom. Hillside, Hilltop, Upton Bishop, HR9 7UQ. Permission granted on 31/03/04.
	20.1.3	P106. DCSE2004/0446/O. Site for dwelling to include new access road. The Gables, Aston Crews, HR9 7LW. Application withdrawn on 01/04/04. Cllr Jean Foley asked for a copy of this.	The Clerk
	20.1.4	P107. DCSE2004/0517/F. Proposed Conservatory. Brambley, Gorsley, HR9 7SJ. Permission granted on 08/04/04.
	20.1.5	P109. DCSE2004/0640/F. Enclose balcony on ground floor and incorporate into bedroom 2 (retrospective application). Flat 2, Ivy House Estate, Gorsley, HR9 7SN. Permission granted on 15/04/04.
	20.1.6	P114. DCSE2004/1130/F. Internal alterations to include combining existing granny annex into main dwelling, alterations to front entrance. Pitched roofs to replace existing flat roofs. The Peak, Gorsley, HR9 7SJ. Council supports.
	20.1.7	The Chairman read out D1252, a copy of a letter to CHDC enforcement officer Ken Matthews re Holiday Homes/Caravan Park at Hartleton Farm, sent to Council for information.

21		Footpaths & Walks including invitation to Gorsley & Kilcot Parish Council
	21.1	Cllr John Foley reported that he will be attending the Public Rights of Way policy meeting later this month.	Cllr John Foley
	21.2	A list of volunteers for surveys is being prepared.
	21.3	A joint walk with Gorsley & Kilcot has been discussed and will probably go ahead, perhaps in August.

22		Chairman’s Announcements
	22.1	Nothing to announce.

23		Correspondence
	23.1	The following correspondence was tabled:

D1235b	14/04/2004	Copy of letter re clearance in Linton Quarry	Mr & Mrs Hewett
D1236	16/04/2004	Poors Piece Charity Report for the APM	Edward Vines
D1237	17/04/2004	Halc office now open 5 days a week, 9:00 a.m. to 3 p.m.	HALC
D1238	17/04/2004	Employment equality regulations	HALC
D1239	17/04/2004	Local Government Investment Guidance	HALC
D1240	17/04/2004	Marches Housing information on provision of permanently low cost housing	HALC
D1241	17/04/2004	West Midlands Regional Assembly magazine	HALC
D1242	17/04/2004	Standards Board for England register of interests in Freemasons and Political Council Associations	HALC
D1243	17/04/2004	Note on election costs	HALC
D1244	17/04/2004	Meeting Minutes	HALC
D1245	17/04/2004	Appeal for funds	Winged Fellowship Trust
D1246	20/04/2004	Public notice of committee meetings	CHDC
D1247	20/04/2004	Audit of open spaces and recreation provision - return by May 12th	CHDC
D1248	20/04/2004	Forward Plan May 1st to 31st August	CHDC
D1249	20/04/2004	Public rights of way strategy - consultation draft - by June 11th.	CHDC
D1250	20/04/2004	Insurance Renewal Proposal	Allianz Cornhill
D1251	21/04/2004	Letter re parking in Linton	Mrs Hodgson
D1252	21/04/2004	Copy of letter to CHDC enforcement re Hartleton Farm	Walenty Pytel
D1253	22/04/2004	SAM Agenda for 26/04/04	HALC
D1254	22/04/2004	Minutes of meeting held on January 26th	HALC
D1255	22/04/2004	Village Speed Limits Advisory Leaflet	HALC
D1256	22/04/2004	Lengthsman Works Order	CHDC
D1257	23/04/2004	Local Area Forum Dates	CHDC
D1258	23/04/2004	Investment Guidance from the Office of the Deputy Prime Minister	CHDC
D1259	23/04/2004	Thanks from the Head of Planning Services for our thanks to Willmont and Botwright	CHDC
D1260	26/04/2004	Supplementary Planning Guidance	CHDC
D1261	26/04/2004	Seeking a Hereford Times correspondent	Hereford Times
D1262	26/04/2004	Approval from G B Charles for all allotments works	G B Charles
D1263	26/04/2004	Approval from Richard Smith for all allotments works	Richard Smith
D1264	27/04/2004	Copies of Gorsley VH Grant & Support Applications	Gorsley Village Hall
D1265	27/04/2004	Cheque from Eveson Trust towards GVH renovation	Eveson Chaitable Trust
D1266	27/04/2004	B4221 RAG Minutes	RAG
D1267	27/04/2004	Outline of Use of £50 Annual Prize Money	Gorsley Goffs School
D1268	28/04/2004	Rights of way consultations - Meeting Date May 11th	CHDC
D1269	03/05/2004	Bus & Train Timetable	CHDC
D1270	03/05/2004	Herefordshire Funding Directory	CHDC
D1271	03/05/2004	Road Works Schedule	CHDC
D1272	03/05/2004	Performance Plan Summary	Hereford & Worcester Combined Fire Authority
D1273	03/05/2004	ICT & Website Courses	Herefordshire Partnership
D1274	03/05/2004	Review of Car Parking Strategy - Questionnaire Return by end June 2004	CHDC
D1275	04/05/2004	Approval from Owen James for both allotment works	Owen James
D1276	06/05/2004	Minutes of G&K Meetings	G&KPC
D1277	08/05/2004	Quote for lockable tap at allotments	Eyles & Son
D1278	10/05/2004	Approval from Phil Page for both allotment works	Phil Page
D1279	10/05/2004	Clerks and Councils Direct
D1280	10/05/2004	Council Guide Publishing	Plus Publishing Services

23.2	The following were asked for by Councillors:
	Jean Foley: D1240, 1241, 1243, 1244, 1248, 1252, 1254, 1255, 1256, 1257, 1279.
	Richard Smith: D1241, 1248, 1249, 1255, 1257, 1279.
	Keith Summers: D1242, 1248, 1255.
	John Wheble: D1240, 1260, 1270.
23.3	The Clerk will put Cllr Ken Downham’s name forward for D1261	The Clerk

24		Councillor’s Submissions, including Village Events
	24.1	Cllr Audrey Duke There is a Gorsley VH coffee morning and plant etc sale on Saturday May 15^th at 10:30 jointly with Christchurch.
	24.2	Cllr Richard Smith Flicks in the Sticks on June 3^rd is Love Actually. On Saturday June 12^th there is a Jamboree and Fun Day in Gorsley VH.
	24.3	Cllr Ken Downham Parking in Linton is becoming a major issue. It was decided to make the subject an agenda item for next meeting. A Petition has been raised against the ever increasing gratuitous violence and bad language in Channel 4 programmes. Councillors were invited to sign.	The Clerk
	24.4	Cllr John Foley This coming Sunday, the Linton Riders are participating in the British Heart Society charity ride. The Linton Music and Ale Festival at the Alma starts on June 18^th.
	24.5	Cllr John Wheble After their tremendous efforts during the major fire in Gorsley, could Council extend its grateful thanks to the H&W Fire Service and would Council be of any help in getting the water supply improved? Council decided that the Clerk should write appropriately. Would it be suitable for the balance in the G&K Millennium Fund to be donated to Gorsley Village Hall? Council decided to make this an agenda item for the next meeting.	The Clerk The Clerk

25		Quality Council & Parish Plan, including Returns and Data Entry
	25.1	159 questionnaires have been returned out of about 405 to 420 delivered. This is a return rate of just under 40% which, compared to national averages, is a very good result.
	25.2	133 returns have been entered into the database, jointly by the Clerk (question responses) and Cllr Richard Smith, (comment responses). Once all have been entered, analysis can being and, initially that will be done jointly by the Clerk and the Cllr. It is hoped to have a preliminary report ready for the next Council meeting.	Cllr Richard Smith/The Clerk

26		Maps in Village Halls
	26.1	No progress in Cllr Rob Crawford’s absence but Cllr John Foley reported that the Chairman of Linton VH Management Committee, Ursula Stewart, had welcomed the proposal.	Cllr Rob Crawford

27		Public Submissions
	27.1	Parishioner Gwynne Rowley welcomed the changes in Councillor’s offices and extended every good wish for the year.

28		Items for Consideration at the Next Meeting
	28.1	Parking in Linton	The Clerk
	28.2	Complaints Procedure	The Clerk
	28.3	Use of the Balance of the Gorsley Millennium Committee Grant	The Clerk

29	Date of the Next Meeting – Proposed as June 14^th 2004
	June 14^th 2004 at 7:30 p.m. in Gorsley Village Hall.

The Meeting Finished At 10:03 p.m.