Minutes 29th November 2016

A Meeting of Llangarron Parish Council was held on Tuesday, 29th November, 2016 at Llangrove Academy at 8.00 p.m. with Miss S. Cooper in the Chair.

Present at the Meeting were Councillors Bailey, Bainbridge, Cooper, Fisher, Hitchen, Jones, Joseph and Thomas together with Herefordshire Ward Councillor for Llangarron, Miss Elissa Swinglehurst. There were 4 members of the public present.

Apologies of absence were received from Councillors Morehead, Turner and Wright.


Mr. R. Sparkes, Mr. and Mrs. P. Nottage – Road closure adjacent to Hazelnut Cottage.

Declaration of Interest

Mr. P. Bailey – Discussion re payment of Clerks Salary.

Minutes of the last Meeting

The Minutes of the Meeting held on 25th October, 2016 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chair.

Matters Arising

Planning Decisions:

162683 – Proposed erection of 2 bungalows with garages and alterations to existing access at land at rear of Wendover, Three Ashes, Hfds. for Mr. and Mrs. D. Holmes.  Planning Permission Granted.

 163202 – Proposed internal alterations and re-roof utility. Fenestration to lounge and bedroom 1 altered at Llangarron House, Llangarron, Ross on Wye, Hfds. for Mr, and Mrs. N. Saunders.  Planning Permission Granted.

Response from WWA – Following concerns raised at previous meeting, the Clerk had written to WWA and a reply had been received which was detailed to meeting.  Agreed to place on Llangrove Notice Board so that local residents were aware of the reply.

Other Matters: Public Consultation – Noted that Darley Developments were holding public consultation re proposed development of land behind Baytree Cottage on 8th December, 2016 at Llangrove Village Hall.

Highways ‑ Old Matters:

Up Dates –  Trewen Floods and Flood issues at Tre Essey Farm – Agreed to leave in abeyance. Bollards at Symonds Trewen Farm – the Clerk detailed response received from Mr. Shane Hancock of Balfour Beatty who had inspected site and spoken with Mr. Butler.  Balfour Beatty had revisited the site and agreed that the bollards were not on highway land.

Parish Lengthsman –   Mr. Griffiths not in attendance to give report.  However, he had submitted report which had been circulated to Councillors.  Agreed to leave this in abeyance to consider with Wish List being prepared by Mr. Griffiths at January meeting.  Two invoices had been received in the sum of £332.40 and £338.40 for October and November inspections.  At proposal of Mr. Jones and seconded by Mr. Joseph agreed to pay same.  The Annual Plan and Budget was discussed and although Councillors wanted to continue they agreed it would be on a much smaller budget with reduced routine monthly visits.  Finally agreed that Parish Council would include in their budget/precept a sum of £3346 and obtain maximum grant of £1173 giving total for 2017/18 of £4519.  Clerk to submit expression of interest form as soon as possible with figures agreed.

Winter Self Help – As a result of no communication from Balfour Beatty with regards to salt supplies, the Clerk had chased up and had been advised that no salt would be supplied but Councils would have to source their own supplies if wanted.  Clerk had liaised with Messrs. Watkins, the contractors who had assisted previously and they had confirmed sufficient stock in place and ready to commence if needed.

Highways New Matters

Road closures – following on from public participation and the disappointment of the timing of the road closure adjacent to Hazelnut Cottage it was noted that Clerk was trying to obtain copy of notice and diversion plan.  On receipt of same, she would endeavour to post on notice boards.


Report from BFisher – Nothing to report – noted that there was £656 available to spend prior to 31st March, 2017.

Budget/precept request – Agreed Parish Council would budget £372 in order to get £1240 from Hfds council giving total of £1612.00.  Clerk to submit request.

Planning Applications                      No applications received.

SID and Freemans

The Clerk confirmed that having got everything agreed and cheques submitted from Freemans to Balfour Beatty, BB now indicating that original proposed sites for installation not satisfactory.  Agreed Miss Cooper and Messrs. Jones and Joseph would meet on site with both parties to resolve.  Clerk to organise.

Neighbourhood Plan                       

It was noted that Steering Group meeting following evening to progress plan forward to consultation process.  Clerk explained there would be invoices to pay prior to next meeting and it was agreed that these should be paid and reported to next meeting.


Payments – At proposal of Mr. Bainbridge and seconded by Mr. Hitchen agreed to pay Information Commissioner £35 in respect of Data Protection.

At proposal of Mr. Bainbridge and seconded by Mr. Hitchen agreed to pay Clerks Salary for the period 1/10/16 to 31/12/16 in the sum of £500 less PAYE £100, giving net payment of £400.

Replacement Clerk

Clerk reported that HALC were in agreement to organising the process and would conduct interviews locally subject to mileage being paid.  Discussion followed on salary to be offered and agreed £2,500 based on five hours per week and subject to review in six months.  Further agreed that no mileage would be paid to Clerk.  Clerk would liase with HALC and get adverts out.  With regards to Pension it was noted that unless a salary of over £10,000 was being paid this was not necessary.  It was queried as to whether it would be applicable if the Clerk had multiple posts.  Clerk to clarify with HALC.


The Clerk had previously circulated Councillors with figures to peruse and after discussion agreed to include within budget agreed figures for Parish Lengthsman and Parish Paths, plus extra £500 to increase Salary of Clerk.  All Councillors were in agreement to raise from £7500 to £9500.  Noted that there would be money in hand at year end and at this point the Councillors would consider whether it was appropriate to make donations to the Churches as in current year, spend extra on Parish Lengthsman and purchase laptop for new Clerk.

Llangrove Bus Shelter

Leave in abeyance – awaiting progress report from Scouts.


Llangarron BT Payphone

Noted that following consultation with Llangarron residents a request had been made to have the kiosk adopted on behalf of local residents.  The Parish Council to insure and pay electricity costs and the local residents to fund all renovations and be responsible for conversion and upkeep.

Llangarron Village Map                   

A letter had been received from Mr. Bill Webb highlighting the fact that there was no village map in Llangarron and that many delivery companies struggled to locate properties.  Clerk to make enquiries on costs.

Broadband survey                           

This had been circulated to Councillors to complete.


Hfds council Allowances                 

Letter received from Hfds. Council enquiring whether Parish Council would consider paying Councillors an allowance.  Unanimously agreed that Councillors did not want to be paid for their services.

Annual Parish Meeting

Noted that this was scheduled for Tuesday 21st March, 2017 at Llangarron Village Hall.  Agreed that Clerk should approach Mr. John Campion the Police Commissioner as prospective Speaker.

Correspondence Received

Nothing to report as all circulated to Councillors.

Any Other Business

Elissa Swinglehurst reports – Mr. Jones proposed a vote of thanks to Elissa, who was doing excellent job of keeping residents informed.  It was agreed that future Agendas would include a spot for Q and A’s to her.

There being no further business, the Meeting was closed by the Chair at 9.10 p.m.

The date of the next Meeting to be Tuesday, 31st January, 2017 at 8.00 p.m. at Llangarron Village Hall.