Minutes 27th March 2018

Minutes of a Scheduled Meeting of the Parish Council held on
Tuesday 27th March 2018 at 8.00 pm in Llangarron Village Hall

Councillors: Barbara Fisher (Chairman), Paul Bailey, Michael Jones, Adrian Hitchen, Paul Lodge, Stuart Morehead, Terry Thomas, Judy Turner, Liz Wright.

In attendance
Lynda Wilcox (HALC) … Admin Cover
Ward Councillor Elissa Swinglehurst
10 local residents

1. Apologies for absence … There were none – all members present.

2. Declarations of interest & written requests for dispensation
2.1 Paul Bailey declared a Disclosable Pecuniary Interest (DPI) in Item 6.
2.2 LizWright declared a Disclosable Pecuniary Interest (DPI) in Item 7.1.

3. Co-option of two local residents to fill the current parish council vacancies
Both candidates gave a brief outline as to why they wished to become parish councillors.
3.1 It was unanimously RESOLVED to co-opt Andrew McRobb.
3.2 It was unanimously RESOLVED to co-opt Julie Scotford
Both new members signed their declarations of acceptance of office which and took their places at the meeting.

4. Open Discussion
4.1 A brief verbal report from Ward Councillor Elissa Swinglehurst, included:
4.1.1 Thanks to local farmers for helping out during the recent heavy snow.
4.1.2 Councillor Swinglehurst had been offered a post on Herefordshire Council’s Cabinet in relation to Childrens’ Services. This had meant that she had needed to give up her place on the Planning Committee.
The meeting congratulated Councillor Swinglehurst on her new appointment.
4.2 Views of local residents on parish matters:
4.2.1 A local resident expressed concern that he had not been informed of NDP member discussions with developers in relation to land adjoining his premises. It was clarified that most members of the parish council had not been aware of the discussions either. The local resident was informed that the parish council would be reviewing the NDP procedure, as well as communication process in relation to the parish council generally.

5. Finance
5.1 Members RESOLVED to make the following payments:
5.1.1 HALC Clerk cover for 23.1.18, 30.1.18, 27.3.18 & 28.3.18 … £655.80 + £131.16 VAT.
5.1.2 HALC subscription fee 2018/19 … £556.31 + £111.26 VAT.
5.1.3 NALC publication ‘Local Councils Explained’ £39.99.

6. Neighbourhood Development Plan
6.1 To report back on informal meeting with Herefordshire Council … Lynda Wilcox gave feedback on the informal meeting she had arranged with the PC Chairman, NDP Chairman and Herefordshire Council (HC) NDP Officer for Llangarron:
6.1.1 HC had commented that minor text/development boundary changes following the Regulation 14 process may well be possible without repeating Regulation 14. Suggested amendments would need to be submitted for consideration.
6.1.2 It was noted that HC’s NDP Officer was intending to be present at the Llangarron PC/NDP meeting, the following day.

6.2 Next steps in order to guide the Steering Group meeting at 7.00 pm on 28.3.18 … Following detailed discussion, it was RESOLVED to adopt the process outlined by Lynda Wilcox to:
6.2.1 Disband the current Steering Group and thank members for their work to date.
6.2.2 Cancel the NDP meeting scheduled for the following day.
6.2.3 Bring the NDP process within the auspices of full parish council meetings by:
a) Holding Extraordinary monthly or more frequent meetings of the Parish Council specifically for NDP matters, badged as PC/NDP Extraordinary Meetings.
b) Ensuring that the public session at each PC/NDP Extraordinary Meeting was extended to allow full input from local residents.
c) Convening the first meeting under the new auspices on Tuesday 10th April.
d) Seeking quotes from planning consultants to undertake the final stage of the NDP in the knowledge of the data already received.
e) Returning the current unspent grant monies and applying for a further NDP grant from Localities.
6.2.4 Paul Bailey gave his resignation as Vice Chairman of the Parish Council because his work commitments would preclude him from attending additional meetings of the Parish Council, as outlined above.

6.3 Data Orchard invoice 0094 £2061.20 + VAT of £412.24.
It was RESOLVED to pay the above invoice for works undertaken within the specified contract.

The Chairman resigned and the meeting elected Stuart Morehead as Chairman for the remainder of the meeting

7. Lengthsman Scheme
Councillor Wright left the room in accordance with her declared DPI
7.1 Members RESOLVED to pay outstanding monies to the Lengthsman for work undertaken during January/February/March @ £338.40 per month.
7.2 It was RESOLVED to join the Lengthsman Scheme for 2018/19 and noted that claims for payment under the 2017/18 scheme were due for submission to Herefordshire Council.
7.2.1 It was further RESOLVED that Councillor Paul Lodge would liaise with the Lengthsman over the faulty SID.
7.2.2 It was noted that work was required to drains in the vicinity of Little Trewen Farm and at Thorn Cross.
Councillor Wright returned to the room

8. Footpaths … Works to be undertaken by EnviroAbility
It was RESOLVED to postpone this item until the next agenda.

9. General Data Protection Regulations (GDPR)
9.1 It was RESOLVED to set up a working group to consider NALC’s GDPR Toolkit. Councillors Andrew McNabb and Judy Turner volunteered to be members.

10. Information Items
10.1 Balfour Beatty Parish Briefing 16.4.18 at 10.00 a.m in Thorn Depot.
10.2 Feedback from the Annual Parish Meeting held on 16th March was very positive. Jesse Norman MP was the guest speaker and had discussed issues relating to the A4137.
10.3 Rural Hub Talk … 7.30 pm on 3.4.18 in Llangrove Village Hall … It was RESOLVED to postpone this presentation to enable it to be better advertised via the proposed new website.
10.4 Transitions Talk … 7.30 pm on 26.4.18 in Llangrove Village Hall.
10.5 Initial proposals for possible development of land opposite Royal Arms – Llangrove.
There was concern that the majority of councillors were unaware of discussions that had apparently taken place between the Chairman of the NDP Steering Group and developers, which had been raised under 4.2.1 above.
The Vice Chairman, and Councillors Bailey and Scotford left the meeting because of the late hour.

11. Date of next scheduled meeting:
11.1 Tuesday 24th April at 8.00 pm at Llangrove Academy.
11.2 Date of first PC/NDP meeting … Tuesday 10th April 2018 at 7.00 pm.

A resolution was passed to exclude the public during the following confidential item

12. Employment Matters: Update and consideration of appropriate action on all employment matters
12.1 There were no new matters to report.

The Chairman closed the meeting at 11.20 pm