Draft Minutes

Minutes of a Parish Council Meeting held remotely on

 Thursday 10th December 2020 at 19.00hrs

 Present … Councillors: Tony Phillips (Chairman), Chris Strange, Rose Sparey Phil Tucker and Cara Campbell.


Also present were: Ward Councillor Fagan, Parish Clerk (Mark Hearne) and three residents.


  1. Apologies for Absence…None.


  1. Declarations of Interest & Requests for Dispensation – None


  1. Minutes of the previous meeting on 29th October 2020 – It was RESOLVED to adopt the minutes as a true record, and these will be signed by the Chairman in due course.


  1. Open Session

4.1       Ward Councillor Toni Fagan reported on the following key issues:

4.1.1 – Drainage issues revolving around the St Mary’s development are of concern and she has asked the planning officer to investigate and it may be necessary for the application to be referred to the Planning Committee.

4.1.2 – Excessive mud on the road between Llancloudy and Broad Oak. The Locality Steward has spoken to the landowner.

4.1.3 – There is a trend for retrospective planning permission being sought for the removal of hedgerow and further information will be sought.

4.1.4. – Preparations are in hand to begin the Covid 19 vaccination programme in Herefordshire. It is planned to begin during week beginning 14 December 2020 and the Community Centre in Garway is expected to be used.

4.1.5 – Herefordshire Council has approved the construction of 2500 council houses.

4.1.6 – Residents are encouraged to participate in the consultation on future arrangements for waste collection.

4.1.7 – Next year will present severe budgetary challenges for Herefordshire Council.

4.1.8 – A Tree Preservation Order has been placed on an old oak tree at Broad Oak.


4.2       Local Residents– The following issues were raised.

4.2.1 – The Garway Commoners Association is due to hold its AGM on the 15th December 2020 and Councillor Rose Sparey will be invited to represent the Parish Council.

4.2.2 – School children from Garway School will be involved in a walk through the village on Wednesday morning (16th December 2020) and it is hoped that residents will engage with them by putting their lights on.

4.2.3 – Councillor Sparey asked about the plans to lay scalpings on the road opposite The Moon but no quote for this work has been received from the Lengthsman. The Chairman added that he is not satisfied with the performance of the Lengthsman and suggested that the Parish Council might wish to look elsewhere, and it was RESOLVED that the Clerk makes some enquiries. In the meantime, Councillor Strange agreed to speak to the Lengthsman to discuss issues of concern. Councillor Tucker highlighted the poor state of repair of the track to the Upper Common from The Sun and the Chairman suggested that the Parish Council may be prepared to fund some planings that could be used to repair the track. The Garway Commoners Association agreed to discuss this issue at their forthcoming AGM.


  1. Planning … To consider planning applications received from Herefordshire Council.

5.1 –     Planning Consultation 203739 – Land at 10 Fairview, Garway, Hereford HR2 8RG.Proposed new dwelling with new vehicular access served by existing access. Following discussion, the Parish Council agreed to support the proposals especially as they had backed them when submitted previously. It was therefore RESOLVED that the Clerk notifies the LPA accordingly.


  1. Finance

6.1       The current bank balance is £31, 881.42

  • It was RESOLVED to make the following payments:
    • Clerk’s salary in accordance with his employment contract (November 2020)
    • PAYE (November 2020) – £93.20
    • Lengthsman – £447.60
  • Financial Monitoring 2020/21 – The Clerk explained that based on the spend to date plus an extrapolation of costs until the end of the financial year suggests reserves in the region of £28k which represents an underspend against the agreed budget of circa £4k.
  • Donation to Dore Community Transport. Following discussion, it was RESOLVED to donate £350 to Dore Community Transport.


  1. Clerk Correspondence – Correspondence on the following issues has been received:
    • A resident outlined the legal responsibilities of dog owners when accompanying their animals on the Common and the sanctions available when breaches of the law occur. The resident also suggested that an integrated approach to providing information to people using the Common would work best. It was suggested that permanent dog signs would be worth considering as they would be less likely to be vandalised. It was reported that Bromyard Downs use this type of sign and it was RESOLVED that the Clerk makes contact to establish from where they might be available. It was also RESOLVED to include this topic on the agenda for the next meeting.
    • A resident had publicised recent correspondence from Dalcour Maclaren which included details of the work planned to install fibre broadband in the village. It was RESOLVED that the Clerk contact Dalcour Maclaren to ask for further details of their plans and the associated timescale.
    • The Chairman of the Garway Village Hall Charity had advised that the sale of the old village hall has fallen through. In discussion, it was reported that the property was now back on the market noting that 2nd placed bidder from the previous sale had not been approached even though they had been prepared to accept the ransom strip. It was RESOLVED that the Clerk writes to the Chairman of the Village Hall Charity making it clear that, as custodial trustees, they require the ransom strip to be retained as part of any future sale and enquire why the second bidder has not been approached. It was RESOLVED that the issue is included on the agenda for the next meeting.


  1. Commons – Councillor Tucker reported that there is little to report but is intending to organise another meeting of the working group in the new year.


  1. Footpaths – The Footpaths Officer had no further issues to raise at this time.


  1. Lengthsman – Following discussion it was RESOLVED to ask the Lengthsman to provide 4 metal dog bins and at the same time ask for his costs for emptying them on his maintenance day.


  1. Children’s Playground – Mrs Sue Thomas reported that Wicksteed have submitted a plan and estimate for revamping the playground. It was RESOLVED that the Clerk circulate the proposals to Councillors and include the issue on the agenda by which time it is hoped that additional quotes will have been received.


  1. Community Speed Watch (CSW) – The Clerk reported that the CSW had advised that Garway meets the criteria for participating in the scheme. Further preparatory work is necessary after which the Parish Council will be asked to provide 6-8 volunteers who will be offered training by the police.


  1. Adoption of BT Phone Box – Broad Oak – The Clerk referred to possible uses of the phone box as suggested by the Community Heartbeat Trust but it was considered that it might be an inconvenient position to house a defibrillator. It was RESOLVED that the Clerk contact Ann Ashley to enquire if she would be content to assume responsibility for another phone box.


  1. Maintenance of Trees in the Village – The Clerk reported that the Locality Steward had confirmed that it is the landowner’s responsibility for maintaining the trees on their property. It was RESOLVED that the Clerk writes to landowners where it is known that their overhanging trees need some routine maintenance.


  1. Matters for the next scheduled meeting – None were raised.


  1. Date of Next Parish Council meeting – 28th January 2021