Minutes – Annual Meeting – 24 May 2018


PRESENT Mr P Owen (Chairman); Ms L Allwright; and Ms L Munn.

IN ATTENDANCE Ward Cllr. S Bowen and Mr R Hewitt, Clerk. There were no members of the public present.

18/5 Election of Chairman – Cllr. P Owen was elected and signed the Acceptance of Office as Chairman.

18/6 Apologies for absence – Mr S Greetham (Vice Chairman) and Mr R Alden.

18/7 Co-opt a new member to the parish council – Postponed to the next meeting.

18/8 Declarations of Interest and requests for Dispensation – None.

18/9 Election of Vice Chairman – Postponed to the next meeting.

18/10 Agree offices and representatives
a) Parochial Church Council: No representative required.
b) Footpaths: Cllr. R Alden.
c) Lengthsman: Cllr. S Greetham.
d) Highways: Cllr. S Greetham
e) Village Hall: No representative required.

18/11 Minutes of the previous meeting – The minutes of the meeting held on 22 March 2018 were approved and signed as a correct record.

18/12 Report from the Councillor for Bircher Ward – Ward Cllr. Bowen was re-elected Chairman, General Scrutiny Committee at the last full council meeting. The committee is looking at library, museum and archive services. A visit to the Herefordshire Archive is highly recommended as it is a first-class facility.

The first students at the new Herefordshire University are expected to enrol in September 2018. Herefordshire Council is the accountable body looking after the £21-25 million provided by government to establish the university.

18/13 To invite views and discussion from members of the parish – Cllr. Munn thanked the Chairman for a well organised and effective annual parish meeting and extended the thanks to the local residents who attended in significant numbers.

18/14 Financial items
a) Annual Governance Statement – Approved.
b) Accounting Statement 2016-17 – Approved.
b) Risk schedule – Approved.
c) Insurance renewal – Approved.
d) Lengthsman and P3 footpaths contracts – Contracts were signed with Herefordshire Council and the footpaths contractor.
e) The following payments were agreed: K Adams, internal audit (£90.00); Came and Company, parish council insurance (£288.15); Clerk, stile kits x 3 (£338.00); Eyelid Productions, parish website support (£100.00); P Owen, refreshments for annual parish meeting (£17.77); Hitrees Ltd, erection of new village signs (£73.50); and Unique Landscapes Ltd., new planter and plants (£33.79). A payment made between meetings to R Bayliss, footpaths maintenance (£237.16) was noted and ratified.

18/15 Reports from parish councillor representatives
a) Footpaths: There was no report.
b) Lengthsman: There was no report.
c) Highways: There was no report.

18/16 Clerk’s Report – The new ‘Richards Castle’ signs at the southern entrance to the village have been put up by the lengthsman. The VAT reclaim for 2016-17 will need to be resubmitted with new reference number. The transparency grant application made earlier this year to support a Microsoft Office 365 Business subscription was successful (£108.63).

18/17 Planning – There were no planning decisions by Herefordshire Council to report. The proposed development of part of Mortimer Forest was noted.

18/18 Community Commissioning project(s) – Postponed to the next meeting.

18/19 Plaque for the new tree planted at Orchard Rise – It was agreed to dedicate the new tree at the top of Orchard Rise to Glyn Goodwin, in recognition of all that he did for the village over the years. A suitable plaque will be provided.

18/20 General Data Protection Regulations (GDPR) – The parish council considered a report from the Clerk and agreed to adopt the approach proposed by HALC on 16 April 2018 in anticipation of the regulations which are expected to come into force on 25 May 2018. The following policies and notices were agreed: Privacy Policy; Subject Access Policy; Personal Data Management & Audit Policy; Privacy Notice; and Privacy Notice for Staff, Councillors and Role Holders (Volunteers). The Clerk was appointed Data Protection Compliance Officer.

18/21 Good Neighbour Scheme – It was agreed to ask for volunteers interested in setting up a local scheme for Richards Castle. An overview of the scheme will be submitted to Castle News.

18/22 Consultation on Aymestrey Neighbourhood Development Plan (Regulation 14) – Noted.

18/23 Matters raised for next meeting (no discussion) – Consider proposal from West Mercia Police to be a ‘SmartWater village’ and whether to use social media for parish council communications.

18/24 The next parish council meeting will be held at the village hall at 7.30 pm on Tuesday 17 July 2018.

The meeting closed at 8.25 pm.