Minutes 28th March 2017

A Meeting of Llangarron Parish Council was held on Tuesday, 28th March, 2017 at Llangarron Village Hall at 8.00 p.m. with Mr. J. Joseph in the Chair.

Present at the Meeting were Councillors Bailey, Bainbridge,  Fisher, Hitchen, Jones, Joseph, Morehead, Thomas, Turner and Wright.   Also present was Hfds. Ward Councillor for Llangarron Elissa Swinglehurst and there were 5 members of the public present.

Apologies of absence were received from Councillor Cooper.


Mr. T. Aylmer – Update on proposals for site adjacent to Baytree Cottage, Llangrove (7 shared ownership/affordable housing and 11 additional houses.  Planning Application expected 6 weeks.

Mrs. J. Joseph – Combining Baytree Cottage proposals into Neighbourhood Plan.

Elissa Swinglehurst Q & A’s

As Elissa had another meeting to attend, her item on Agenda brought forward.  People Plus – Community Payback – Elissa recommended that the Parish made use of this service.  She then withdrew from Meeting.

Declaration of Interest

Mr. P. Bailey – Payments made to Mrs. J. A. Bailey in respect of Salary and provision of Home Office.

Minutes of the last Meeting

The Minutes of the Meeting held on 28th February, 2017 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chair.

Matters Arising

Planning Decisions:

163944 and 163945 – Proposed conversion of barn to dwelling and new garage/store with carport at The Grove, Llangrove, Ross on Wye, Hfds. for Mr. and Mrs. S. Berryman.  Planning Permission Granted.

Other Matters: Replacement Clerk – The Chair advised that references now all in place and Contract being prepared for Chairman to sign off.  It was noted Dr. Harries would like to undergo the HALC training programme and he was given the go ahead to find out costings prior to next meeting.  It was noted that he would be using his own laptop to carry out his duties and that the present Clerk would now dispose of the obsolete computer.  Dr. Harries would be taking over the printer and filing cabinet belonging to the Parish Council.

 Highways ‑ Old Matters:

Up Dates –  Trewen Floods and Flood issues at Tre Essey Farm – Agreed to leave in abeyance.  Yellow lines at Llangrove Academy – Clerk obtained confirmation from David Atkinson that these would be redone from May onwards. C1248 – Following last meeting the Clerk had taken up the deplorable condition of this road with both David Atkinson, Balfour Beatty and Elissa Swinglehurst who had in turn raised the issue with Councillor Paul Rone, Hfds. Council Cabinet member for Highways and Transport.  A reply had been received explaining the huge budget shortfall.  Members of the public to be encouraged to report any potholes/vehicle damage or near misses on this road by telephoning 01432 261800.  Agreed that regrettably no further action can be taken.  Blocked drains from Freemans development to Llangrove Academy – confirmation had been received from Freemans that road sweeper would attend to clear these drains. SID – Freemans had also agreed to replace the pole which was broken causing the SID to lean.  Clerk would endeavour to get the SID programme uploaded on to computer shortly so that it could be put back into operation.  The Clerk also reported that a letter had been received from local resident asking for the SID to be removed as it was in their opinion considered unsightly, unnecessary and ineffective.  Discussion followed and agreed that the SID had been installed after years of requests by local residents and was part of planning permission granted to Freemans.  Clerk to acknowledge letter and report comments noted.

Parish Lengthsman –   Clerk opened discussion in advising that she had misguided the Councillors at previous meeting by including P3 grant in calculation of available money.  There was in fact no left over money and therefore second Wish List dated 22nd February, 2017 could not be acted upon.  Mr. Griffiths gave a  report on recent works carried out.  He commented that the works carried out by Mr. Richard Joseph along the Garron River banks were a major improvement and would hopefully greatly alleviate flood problems in Llangarron.  Discussion followed on what was included on routine visits and when an item became an item to be included on the Wish List.  Mr. Griffiths explained that during routine visits if works took longer than 20 minutes they were considered too extensive for inclusion in routine works.  Discussion also took place on next year’s grant and noted significantly less money £4,519 instead of £6,692 – this only allowed for 10 visits (£3384.00) so agreed to cancel April/May visits and recommence June.  The budget also contained £635 for contingency plan and £500 for winter self help.   Invoices had been received in the sum of £338.40 for March inspection and £2,820 for works carried out on Wish List dated 18th January, 2017.  There was one item outstanding which would incur a further £300 – agreed to carry this forward to next financial year as it would cause £169.60 overspend.  At proposal of Mr. Morehead and seconded by Mr. Hitchen agreed to pay same.

Winter Self Help – No action needed – leave off next Agenda.

Highways New Matters

Creation of new access on U71209 – it was noted that new access had been created on land adjacent to this road – agreed to write to Marstow Parish Council as this was in their area.


Report from BFisher – Nothing to report.  Noted £228 to spend prior to 30th April, 2017

Planning Applications                     

No applications received, but Clerk reported application received for land adjacent to The Butts, Llangarron.  She had obtained extension of time to include this item on 18th April agenda.

 Neighbourhood Plan                       

Meeting opened to allow Mrs. Joseph to report.  She confirmed that the Regulation 14 consultation was now complete and that the vast majority of comments very positive including the comments from the Statutory Authorities that had responded.  She also raised the item of the signature tourism venture being proposed for Hill Farm, Llancloudy which had only just been raised for possible inclusion in the plan during the regulation 14 consultation.  Discussion followed and all agreed that the Parish Council would welcome being kept advised of the proposals but that it would be unfair to hold off pushing the plan to its completion to allow the proposals to be included in the future, especially as when the plans eventually came through they would have to be judged against Hfds. Council Core Strategy.  Agreed that Julie Joseph would draft a letter of response to be circulated to all Councillors and once agreed submitted.  With regards to the Grant received in respect of funding the development of the Plan, the Clerk advised that request now received for return of same and at the proposal of Mrs. Fisher and seconded by Mr. Thomas agreed Clerk to arrange return of the £1,387.50.  The Steering Group would be meeting shortly and would then request a meeting with Parish Council to report findings.  It was agreed by all present that Julie Joseph had done an excellent job to date and that the Parish Councils appreciation be recorded.


Receipts – £1,347.60 received from Hfds. Council in respect of reclaiming grant for Parish Lengthsman.

Payments – At proposal of Mr. Bailey and seconded by Mrs. Wright agreed to pay Vitalis £90 in respect hosting web site and extra costs incurred in connection with N/hood plan.  At proposal of Mr. Jones and seconded by Mr. Hitchen agreed to pay the Clerk £100 for Home Office provision (electricity, telephone/internet contribution) and agreed to pay Clerks Salary for period 1st January, 2017 to 31st March, 2017 in the sum of £500 less £100 PAYE giving net sum of £400.  It was noted that Miss Cooper had declined to receive the £100 Chairman’s expenses contribution. At the proposal of Mrs. Wright and seconded by Mrs. Fisher agreed to pay BOSS £97.79 to purchase cartridges, envelopes and paper for new Clerk.

Bank signatories – Agreed that changes needed to be implemented as a result of change of Clerk as follows – NSB replace Mrs. J. A. Bailey and Mr. G.E. Lane with Dr. P. Harries and Miss Cooper and Santander to remain as Mrs. Fisher and Mr. Jones, but replace Mrs. Bailey with Dr. Harries.

Llangrove Bus Shelter

Leave in abeyance – awaiting progress report from Scouts.

Llangarron BT Payphone

Clerk had been notified Contract being prepared – leave in abeyance.

Annual Parish Meeting

Mr. Joseph reported that the meeting had been well attended and that Mr. J. Campion, West Mercia Police and Crime Commissioner had given an informative presentation.

Parish Freighter

Clerk given permission to go ahead and book visit for October.

Hfds. Area Plan

Councillors had all received details of the consultation taking place early April when proposals for Bypass, etc would be considered.

People Plus

All Councillors had received details of this.  Agreed Clerk to submit details to local Churches, Village Halls and School to see whether they could use the services.

Correspondence Received

All circulated.

Q & A’s to Ward Councillor

Dealt with earlier in meeting.

Any Other Business

Induction of Revd. Ben Bentham – The Clerk thanked Mr. Joseph for accepting the invitation for the Parish Council to send a representative to the service.  Mr. Joseph reported that he had been happy to attend what had been a wonderful service.  Agreed Clerk to write a letter of congratulations to Revd. Bentham.

Mrs. J.A. Bailey – Mr. Tim Pridgeon proposed a vote of thanks to the Clerk who was relinquishing the role as of 31st March having been the Clerk for the past 27 years.  He thanked her for all she had done on behalf of the Parish and she was presented with flowers and gift vouchers from the Parish Councillors.  The Clerk thanked Tim, the four District Councillors she had worked with over the years, the various Chairman and Vice Chairman and all 35 Councillors that had served over the years.   She concluded that it had been a pleasure and honour to help and that she was going to miss it.  She wished Peter every success and reiterated her offer to help him for however long he needed..

There being no further business, the Meeting was closed by the Chair at 9.30 p.m.

The date of the next Meeting to be Tuesday, 18th April, 2017 at 8.00 p.m. at Llangrove Village Hall.