Draft Minutes

Minutes of the Annual Parish Council Meeting held remotely on

 Thursday 6th May 2021 at 19.10hrs



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


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


  1. Election of Chairman – Councillor Tony Phillips was proposed by Councillor Richard Sparey and seconded by Councillor Strange and was re-elected as Chairman.


  1. Election of Vice Chairman – Councillor Strange was proposed by Councillor Rose Sparey and seconded by Councillor Tucker and was re-elected as Vice Chairman.


  1. Apologies for Absence – None


  1. Declarations of Interest & Requests for Dispensation – Councillors Strange and Tucker declared a non-DPI and DPI respectively against agenda item 8.2 (Planning Consultation 210757)


  1. Minutes of the previous meeting on 25th March 2021 – 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

6.1       Ward Councillor Toni Fagan reported on the following issues:

6.1.1 – Herefordshire Council has appointed a new CEO (Paul Walker).

6.1.2 – Herefordshire Council’s Children Services Department was heavily criticised in the High Court over a safeguarding issue. Any concerns over Children’s Services should be forwarded to her.

6.1.3 – Further relaxations in Covid 19 restrictions expected shortly which will have implications for future Parish Council meetings.

6.1.4 – A new website (https://www.visitherefordshire.co.uk/) has been launched.

6.1.5 – Details of funding/grants for community projects will be circulated.


6.2       Local Residents– No issues were raised.


  1. Sale of the old village hall – The Chairman reported that the purchaser has paid a large deposit and the exchange of contracts is imminent. A further update will be provided at the next meeting.


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

8.1 – Planning Consultation 210884 – Caldicot Farm, Broad Oak, Herefordshire. Proposed conversion of an agricultural building to 3 dwellings with associated parking and drainage works. Reconfiguration of existing large slurry lagoon to natural pond with associated landscaping and biodiversity enhancements. Councillors were supportive of the proposal to introduce a natural pond but opposed the construction of 3 dwellings as the site falls outside the NDP settlement boundary. It was RESOLVED that the Clerk informs the LPA accordingly.

8.2 – Planning Consultation 210757 – 13 Fairview, Garway, Hereford. Proposed extension to rear together with dormer window on rear of extension and covered porch on side. Councillors Strange and Tucker absented themselves during the consideration of this planning application. Councillors were supportive of the proposals set out in the planning application and it was RESOLVED that the Clerk informs the LPA accordingly.


  1. Finance
    • The current bank balance is £25,799.53.
    • It was RESOLVED to make the following payments:
      • Clerk’s salary in accordance with his employment contract (April 2021)
      • PAYE (April 2021) – £186.40
      • Postage – £7.92
    • Renewal of Insurance (2021/22) – It was RESOLVED to renew the insurance at a cost of £364.96.


  1. Clerk Correspondence – Correspondence on the following issues has been received:

10.1 – A resident has written referring to guidance on the Government website which confirms that no permission is required from the Secretary of State to install a seat on the Common. Councillors accepted this as the authoritative guidance, and it was RESOLVED that the installation of the seat may proceed as requested.

10.2 – A resident has expressed concern over what he considers to be an inconsistency in the way in which the Parish Council considers planning applications. Councillors acknowledged that planning applications must be considered against the NDP but there may be occasions when other factors need to be considered and this may influence the Parish Council’s decision on specific proposals. It was RESOLVED that the Clerk replies to the correspondent accordingly but add that any continuing concerns over the performance of the Parish Council should be directed to Herefordshire Council.


  1. Commons – Councillor Tucker advised that there was nothing further to report since the last meeting and was still awaiting the proposed governance model from the Garway Hill Commoners Association.


  1. Footpaths – Councillor Tucker reported that the obstruction at Nantywain has been cleared and there was nothing further to report.



  1. Lengthsman – Councillor Strange reported that the Lengthsman is due to begin work on the two outstanding priority tasks shortly. No invoices have been received this month.


  1. Children’s Playground – Councillor Tucker reported that a recent meeting with Dave Tristram (Herefordshire Council) had confirmed that any further grant applications should be submitted by the village hall charity as most funding streams will only provide monies to registered charities. Any further grants will be added to the £9.6k already secured from “Awards for All”. Councillor Richard Sparey also suggested that some residents may be willing to make a substantial donation and he will pursue this further.


  1. Grant to Garway Primary School – Following discussion, it was RESOLVED that the Parish Council makes a £1k donation to Garway Primary School to cover the cost of clearing the drains which are prone to flooding.


  1. Traffic Issues in Garway – Councillors were aware of a recent incident involving dangerous driving and it was RESOLVED that the Clerk contact the local police asking them to monitor vehicle speed close to the school at both ends of the day. The Chairman also agreed to brief the school asking if they will include something in their weekly newsletter.


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


  1. Date of Next Parish Council meetings – It was RESOLVED to hold the next Parish Council meeting on the 24th June 2021 starting at the later time of 19.30hrs.


The Chairman moved a resolution to exclude members of the public from the following confidential item.  


  1. To consider a recent FOI request – It was RESOLVED that the Clerk writes to Mr De Labilliere informing him that the Parish Council has received a FOI request seeking copies of minutes from closed meetings during which the acquisition of the Commons was discussed. It was further RESOLVED that the Clerk inform the correspondent of the action agreed by the Parish Council.