Draft Minutes

Minutes of a Parish Council Meeting held remotely on

 Thursday 24th September 2020 at 19.00hrs



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


Also present were: Ward Councillor Fagan, Parish Clerk Mark Hearne and four residents.


  1. Apologies for Absence…None.


  1. Declarations of Interest & Requests for Dispensation – The Chairman declared a DPI interest against Agenda item 6.2.9


  1. Minutes of the previous meeting on 30th July 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 raised the following issues:

4.1.1 – The Leader’s letter dated September 2020 highlighted key Herefordshire Council business.

4.1.2 – Herefordshire Council are well prepared for a second wave of Covid 19.

4.1.3 – The consultation on the Government’s White Paper “Planning for the Future” encouraging Councillors to submit comments which could be forwarded to Jesse Norman MP or direct to her as Ward Councillor. It was RESOLVED that the Clerk resend a copy of the CPRE video on the planning proposals.

4.1.4 – There is an urgent need to improve the water quality in the River Wye.

4.1.5 – The Transport Review is due to be completed at the end of September 2020.

4.1.6 – A site visit to Lemsford is due to take place on the 29th September 2020. With publication of the examiner’s decision on the NDP the planning officer has changed his recommendation on this proposed development, and it would be unusual for the Planning Committee to go against the planning officer. Councillor Strange extended his thanks to Ward Councillor Fagan for her work on the Lemsford planning application.

4.1.7 – Councillor Rose Sparey raised the issue of traffic congestion on the Belmont Road. Ward Councillor Fagan explained that the Transport Review will report its findings at the end of September 2020 which will include decisions on future funding priorities.

4.2       Local Residents– The following issues were raised:

4.2.1 – A resident commented that the cost of producing hedgehog signs would be in the region of £60-£80. The Chairman commented that permission will be needed before the signs can be erected from either the Secretary of State or Herefordshire Council depending on the proposed location.

4.2.2 – A resident asked, on behalf of Garway Croquet Club, if lines could be marked on the Common to support future games. The Chairman explained that approval was already in place and Councillors had no problem to agreeing to the request.

4.2.3 – A resident mentioned that her application for the NDP had been delivered to the previous Clerk but it didn’t appear in the AECOM report and invited Councillors to view the site.


  1. Planning … Comments on applications to be determined by Herefordshire Council.

5.1 Planning Re-consultation – 201587 – Rock Mount White Rocks, Garway Hill, Hereford HR2 8RX. Replacement of single storey side extension with 2 storey extension. Councillors did not register any objections to the planning application and it was, therefore, RESOLVED that the Clerk notify the LPA accordingly.

5.2 – Planning Consultation – 202368-Cmw Maddoc Farm, Broad Oak, Hereford, HR2 8QZ. Construction of tennis court in north part of the garden and the planting of various trees. Councillors did not register any objections to the planning application and it was, therefore, RESOLVED that the Clerk notify the LPA accordingly.


  1. Finance

6.1       The bank balance on 31st August 2020 was £25,983.54

6.2       It was RESOLVED to make the following payments:

6.2.1 – Clerk’s salary in accordance with his employment contract (August & September 2020)

6.2.2 – PAYE (August 2020) – £90.60

6.2.3 – PAYE (September 2020) – £90.60

6.2.4-   Postage – £7.80

6.2.5 – Lengthsman – £895.20 – It was RESOLVED that the Clerk forward a copy of

the invoices to Councillors for both lengthsman and footpath activities.

6.2.6 – Footpaths – £300.00

6.2.7 – Website Hosting (HALC) – £60.00

6.2.8 – Kirkwells (NDP) – £756.00

6.2.9 – A R Phillips (Swing Seats) – £307.38

6.3       Councillors approved the adoption of the National Joint Council for Local Government Service pay scale effective from 1 April 2020 representing a 2.75% increase in the Clerk’s salary


  1. Clerk Correspondence

7.1 – A resident has raised concerns about dog faeces on the Common and asked if signs could be erected. Councillor Strange commented that this had been approved about 2 years ago and confirmed that he has the signs in his possession and will arrange to have them erected. There was also some discussion on placing dog bins on the Common. Following discussion, it was RESOLVED that the Clerk contact the lengthsman to arrange for the dog bins to be placed on the Common. The lengthsman will be asked to empty the bins once they are in situ.

7.2 – A resident asked the Parish Council to object on conservation grounds to the planning application for agricultural sheds at Bage Court Farm, Dorstone. Councillors considered that as the land at Bage Court Farm does not drain into the Monnow it is not a matter for the Parish Council and no further action should be taken.

7.3 – A resident reminded the Parish Council that there remains an outstanding work to restore the verges outside his property at Yew Tree Cottage. The Chairman confirmed that he had spoken to the developer who reiterated his commitment to making good the verges. Councillor Tucker mentioned his concerns over the drainage of water from the driveways of the new development at Lemsford onto the road. It was RESOLVED that the Clerk returns to this issue with Herefordshire Council as soon as Councillor Tucker provides some photographic evidence.


  1. Commons – Councillor Tucker provided a brief report following the first meeting of the Commons Working Group. It was agreed that the TORS would be re-drafted to introduce greater clarity to the aims of the Working Group. In parallel, Colin Finnie will research the governance arrangements used by other Parish Councils with ownership of Commons. Good communication between the various stakeholders will be key to the success of the future governance arrangements but there is a considerable amount of work to be undertaken and it is not realistic for a final agreement to be reached in three months’ time. It was agreed that the Working Group would meet before the October meeting of the Parish Council. Councillor Rose Sparey apologised for not attending which was due to technical issues with her broadband and landline. It was agreed that Councillor Campbell could join the Working Group.


  1. Neighbourhood Development Plan – The Clerk confirmed that the Examiner has approved the NDP and, as a result, it carries significant weight when future planning applications are submitted.


  1. Sale of the Old Village Hall – Agreement has been reached over a ransom strip which will have an easement attached; exact location is being worked on by the conveyancers with all outstanding work due to be completed by the end of October 2020 with the custodial trustees to be involved in the contracting process. Councillors extended their appreciation to Mr Craig Hooper for all his hard work on this issue.


  1. Footpaths – Councillor Tucker reported good progress and highlighted the repair to the footbridge on GW9 which was completed in record time by Balfour Beatty. Outstanding issues include a gateway on GW9 which needs replacing. Vegetation on GW10 has been cleared by the Footpaths Contractor and there is ongoing work on GW32 where a kissing gate needs to be repaired. Councillor Tucker also reported that he has completed a repair to a stile on GW3.


  1. Lengthsman
    • No further issues were raised regarding current invoices and outstanding work.
    • Maintenance of Tennesfield Drive – It was noted there is work required to resolve drainage issues and the Chairman agreed to speak to the landowner. It was RESOLVED to include this on the agenda for the next Parish Council meeting.


  1. Children’s Playground – The Chairman suggested that a local contractor is invited to replace all the timber and fencing around the edge of the playground. The Chairman also invited interested residents to submit ideas and costs for providing a range of equipment especially for younger children. It was RESOLVED to include this item on the agenda for the next meeting. Councillor Tucker confirmed that provided a risk assessment is undertaken the insurance policy allows volunteers to provide routine maintenance.


  1. Maintenance of Trees in the Village – Councillor Rose Sparey raised concern over a tree which had collapsed onto a telephone wire which has been repaired by Open Reach but another storm may lead to a similar problem. Councillor Sparey also drew attention to two other locations where trees have become overgrown. The Chairman agreed to discuss the problem with both landowners.


  1. Adoption of BT Phone Box – Broad Oak – It was RESOLVED that the Clerk pursue the adoption of the BT phone box at Broad Oak.


  1. Matters for the next scheduled meeting – Precept and Budget 2021/22


  1. Date of Next Parish Council meeting – 29th October 2020




Meeting closed at 20.32hrs