Draft Minutes

Draft Minutes 25-7-19

Minutes of an Extraordinary Meeting of the Parish Council held on Monday 1st July 2019

Present … Councillors: Mark Frankland (In the Chair), Susan Marr & Chris Plant.

In attendance … Lynda Wilcox – Parish Clerk. Three members of the public.

Newly co-opted Councillor Chris Plant signed his acceptance of office form prior to the start of the meeting.

1. Apologies for absence were received from Councillors Steve Hunt, Julia Pearson & Jamie Rogers.

2. Declarations of interest & written requests for dispensation … There were none.

3. Annual Governance and Accountability Return (AGAR):
3.1 Members considered and RESOLVED to adopt the internal audit report which had raised no matters on the accounts for 2018/9.

3.2 Members considered the governance statements which were read out by the Clerk and it was RESOLVED to tick all boxes. The section was then signed by the Chairman and Clerk.

3.3 Members considered and RESOLVED to approve the accounting statements and the section was signed by the Chairman and the Responsible Financial Officer (RFO).

3.4 Members RESOLVED to submit an exemption certificate because neither receipts no payments exceeded £25k. The form was then signed by the Chairman and the RFO.

3.5 Members RESOLVED that the dates for the public to exercise their rights would be 2nd July to 10th August.

4. Date of the next scheduled meeting … Noted as 25-7-19.


Minutes of the Annual Meeting of the Parish Council held on Thursday 30th May 2019 at 19.30 pm in the Village Hall

Present: Councillors Steve Hunt (Chairman), Mark Frankland, Susan Marr, Julia Pearson and Jamie Rogers.
In attendance: Parish Clerk: Lynda Wilcox. Ward Councillor: John Hardwick. 12 members of the public

All councillors signed their declarations of acceptance of office prior to the meeting

1. Election of Chairman
Councillor Steve Hunt was unanimously re-elected as Chairman and duly signed his declaration of acceptance of office as Chairman.

2. Election of Vice Chairman
Councillor Mark Frankland was unanimously re-elected as Vice Chairman.

3. Apologies for absence … There were none – all councillors were present.

4. Adoption of Herefordshire Council Code of Conduct
It was RESOLVED to adopt the above Code of Conduct.

5. Declarations of interest & written requests for dispensation
5.1 Jamie Rogers declared a DPI (Disclosable Pecuniary Interest) in item 10.1. and signed the book accordingly.

6. Co-option of two councillors to fill vacant seats
6.1 It was unanimously RESOLVED to co-opt Chris Plant to fill one of the two vacancies.
6.2 It was further RESOLVED that, in his absence, Councillor Plant be permitted to sign his acceptance of office form prior to the next meeting.

7. Open Session
7.1 Ward Councillor John Hardwick gave a brief verbal report, including:
7.1.1 The new Herefordshire Council comprised 18 Independents, 13 Conservaties and 8 IOC (It’s Our County). There were 25 new councillors.
7.1.2 The new Leader of the Council was David Hitchener.
7.1.3 Councillor Hardwick was Deputy Leader of the Independent Group.
7.1.4 The new Chairman of Herefordshire Council was Sebastian Bowen and the Vice Chairman, Kema Guthrie.
7.1.5 Discussion was to take place on returning to a Committee system rather than a Cabinet.
7.1.6 A review was to take place on whether the bypass would still go ahead.
7.1.7 Planned traffic improvements at Mordiford school were still going ahead.

7.2 To receive the views of local residents on parish matters:
7.2.1 In response to a query about when the new road from Court Farm to the Ledbury Road would be open, Oliver Layton comment that no definite date was yet available.
7.2.2 In response to a query about long grass in the orchard, it was noted that a cut had been requested prior to the annual village fete on 15th June.
7.2.3 It was noted that rubbish had been dumped in the copse alongside the orchard – the chairman urged local residents to report anyone seen unlawfully dumping rubbish in the parish.

8. Minutes of the previous meeting … 28th March 2019
It was RESOLVED to adopt the minutes as a true record and they were signed by the Chairman.

9. Finance:
9.1 Bank balances were noted as: Reserve Account-£77,710.13. Current Acount-£500.00.
9.1.1 Members considered new bank signatories and it was RESOLVED that Norman White would be deleted as he was no longer a councillor and Mark Frankland and Jamie Rogers would be added.
9.2 Receipt of the first half of the 2019/20 Precept was noted as £7,500.
9.3 Members considered the annual insurance premium quotation from Came & Co and it was RESOLVED to continue with that company for 2019/20 at a cost of £376.62.
9.4 Members RESOLVED to pay the annual fee of £15.39 to the River Lugg Internal Drainage Board.
9.5 Members RESOLVED to pay HALC’s website hosting fee for the 2-year period … £120.00.
9.6 Payment of the Clerk’s April & May salaries was noted.

10. Planning … Comments on the following applications for determination by Herefordshire Council, was as follows:
In accordance with his declaration of interest in item 5 above, Councillor Rogers left the room.

10.1 Application 191522 … Whitehall Farm: Retrospective change of use from agricultural to proposed B8 storage units comprising standard steel container units.
Members heard the views of local residents present and it was RESOLVED to hold a site meeting and delegate the clerk to comment on the application in the light of comments received from local residents, coupled with the views from the site meeting.

Councillor Rogers returned to the meeting

10.2 Application 191070 … Chapel Lane Studios: Change of use of a Recording Studio (formerly Methodist Chapel) to a residential dwelling for permanent occupation, to include demolition of rear aspect to provide new garden space.
It was RESOLVED to support the application.

WORKS TO TREES IN A CONSERVATION AREA … Wye Bank
It was noted that permission had been given by Herefordshire Council to raise the crown & reduce the limbs of a Pine tree encroaching a telephone line.

11. Neighbourhood Development Plan (NDP)
Members noted the referendum date of 11th July and urged as many residents as possible to turn out and vote.

12. Village Maintenance:
12.1 It was RESOLVED to pay the Village Contractor’s invoices 5, 25 and 14, covering April and May, in the sum of £375.50.
12.2 The chairman would ask the contractor to remove grass cuttings on future cuts.

13. Footpaths
Jayne Frankland was unanimously appointed as Footpaths Officer, following the resignation of George Kerr.

14. Current noticeboard provision throughout the parish
In response to a request from the Village Hall Committee to have additional noticeboards at the layby and affixed to the Village Hall the clerk would seek prices for the next meeting.

15. Information Items … The following information items were noted:
15.1 Merchant Navy Day … 3.9.19 … In response to a request to fly the Red Ensign on 3rd September, a local resident offered to purchase a flag and Steve Hunt volunteered the use of his flag pole.
15.2 Police ‘We Don’t Buy Crime’ project and Annual PC Survey.
15.3 Herefordshire Council Warm Homes Fund.

16. Items raised for next meeting:
16.1 Grass-cutting grant to Village Hall.
16.2 Updating of Standing Orders and Financial Regulations.

17. Date of next scheduled meeting … Noted as Thursday 25th July 2019.

The Chairman closed the meeting at 20.50