Minutes Annual Council Meeting 19th May 2015

The Annual Council Meeting of Llangarron Parish Council was held on Tuesday, 19th May, 2015 at Llangarron Village Hall at 8.00 p.m. with Mr. P.J. Bailey in the Chair.

Present at the Meeting were Councillors Bailey, Cooper, Fisher, Hayward, Hitchen and Rosser together with Herefordshire Ward Councillor for Llangarron, Miss Elissa Swinglehurst. Also present were Luke Freeman and Mark Powell from Messrs Freeman and there were 6 members of the public present.

Councillors Declarations

Councillors Declarations of Acceptance of Office and Declarations of Registrable Interests had been signed by all Councillors present and noted that Councillors Jones and Morehead had completed theirs and delivered to Clerk. It was also noted that it was necessary to make one amendment to existing Code of Conduct, which all Councillors had read and at proposal of Miss Cooper and seconded by Mrs. Hayward, agreed to adopt amendment. All Councillors present signed updated Code of Conduct. Noted that Councillors Jones and Morehead would sign at next meeting.

Election of Chairman

At the proposal of Miss Cooper and seconded by Mrs. Hayward, Mr. P. Bailey was nominated as Chairman. No further nominations received and Mr. Bailey duly elected Chairman for ensuing year. Mr. Bailey commented that he considered that next year there should be a change of Chairman and those present agreed it would be beneficial to change officers more regularly than had happened previously.

Apologies of Absence

Apologies of absence were received from Councillors Jones and Morehead.

Chairman’s Declaration

The Chairman signed Declaration of Acceptance of Office and this was witnessed by Clerk.

Election of Vice Chairman

At the proposal of Mr. Bailey and seconded by Mr. Hitchen, Miss S. Cooper was nominated as Vice Chairman. No further nominations received and Miss Cooper duly elected Vice Chairman for ensuing year.

Appointment of Clerk

It was agreed that Mrs. J.A. Bailey be re-appointed as Clerk and Responsible Financial Officer for the ensuing year. The appointment was accepted with the proviso that the Clerk, who had now completed 25 years service, considered the role over next 6 months as she felt the workload had become unmanageable. She would notify Councillors of her final decision prior to the budget/precept request being submitted for next financial year in order that arrangements could be put in place.


All Councillors had previously received a copy of the Accounts for the 12 month period to 31st March, 2015 and had perused the same. The Clerk confirmed VAT return had been submitted on line and £1,174.04 was due to be returned. She had issued P60 and completed end of year PAYE on line. She commented to Councillors that it had now become law that Parish Council had to display Accounts on line and she was in discussion with Richard Maddrell to get the Web Site updated. A letter had also been received from The Pensions Regulator re automatic enrolment of employees to Workplace Pensions Scheme. The Clerk would complete on line form prior to cut off date of 30th June, 2015. Following discussion it was proposed by Miss Cooper and seconded by Mrs. Fisher that the Accounts for year ending 31st March, 2015 be formally adopted. The Chairman duly signed off Accounts Book.


It was noted that following last Parish Council meeting at which plans for Hazelnut Cottage had been discussed, the Developers Freemans had met with Parish Councillors and at this meeting the concerns of local residents had been put forward. The public participation took the form of Luke Freeman and Mark Powell of Messrs. Freeman displaying revised plans and talking through them with Councillors and local residents. Councillors and residents were able to raise questions. At the conclusion of the session, Luke Freeman and Mark Powell left the meeting.

Declaration of Interest

P.J. Bailey – Discussion re Planning Application P150836 Acacia Cottage, Llangrove and Petty Cash payment to Clerk.

Co option of Councillors

The Chairman detailed that there were still three vacancies on Parish Council and he proposed Mr. J. Joseph be co-opted on to Parish Council. Miss Cooper seconded proposal and Mr. Joseph duly elected. He agreed to sign Councillors Declaration of Office and Declaration of Financial Interest.
Minutes of the last Meeting The Minutes of the Meeting held on 28th April, 2015 having been previously circulated, were taken as read, confirmed and signed as a true and correct record by the Chairman.

Matters Arising

Planning Decisions:

P150650 – Proposed erection of two dwellings at land opposite Trecilla Court, Llangarron, Ross on Wye, Hfds. for Mr. and Mrs. A. Hitchen. Planning Permission Granted.
P150836 – Change of Use of mixed office/residential to residential use (retrospective) at No’s 1-3 Tredunnock Barn, 3 & 4 Tredunnock Farm, 1 & 2 Tredunnock Cottages and The Old Workshop, Llangarron, Ross on Wye, Hfds. for Mr. J. Thorpe. Planning Permission Granted.
P150879 – Proposed timber gazebo at Llangrove Church of England Academy, Llangrove, Ross on Wye, Hfds. for Mrs. S. Dean. Planning Permission Granted.

Up Date on Biddlestone – Clerk reported that further communication received from Agent for Mr. Green advising that plans were being revised to include accommodation, rainwater harvesting system and associated reservoirs.

Planning Notices – The Clerk raised a query with Miss Swinglehurst as to whether she could impress on Hfds. Council the importance of Planning Site Notices being put up on sites with dates to coincide with Consultation Dates given to Parish Councils. It was considered that if this could be addressed local residents would have more idea of when plans were going to be discussed by Parish Council.

Other Matters:

Parish Freighter – now booked to visit Llangrove Village Hall Car Park on Saturday, 10th October, 2015 from 11 am to 1 pm. The cost of visit to be £391.40.

Highways Old Matters:

Up Dates – Drainage in Llangarron at Bridge – still awaiting works on this site, Lay By at A466, Llancloudy – Clerk reported that she was still waiting for Hfds. Council to report back and would chase up prior to next meeting, Verge Damage at Llancloudy – problem still ongoing and Clerk to chase up David Atkinson for action to be taken, Speed Gun in Llancloudy – Mrs. Hayward pointed out that she had been in correspondence on this issue and that 6 volunteers in place and Llancloudy now 8th position on waiting list for action, Speed Reduction in Llangrove – Clerk had taken this matter up again with Mr. G. Hornsby of Balfour Beatty who had reported that to move up the waiting list for speed reduction, the Parish Council together with Ward Councillor needed to approach Cabinet Member for Highways. Elissa Swinglehurst agreed to advise Clerk when new Cabinet Member appointed shortly. The Clerk had also ascertained details of SID costs and was in process of clarifying the costs. Agreed to place on next Agenda.

Parish Lengthsman – The Clerk advised that contract now all signed and returned from Mr. T. Griffiths and copy of his Insurance Certificate would be sent to Parish Council shortly. Mr. Griffiths had now completed 1 circuit and his Invoice for £330 and his report had all been circulated to Councillors. At proposal of Miss Cooper and seconded by Mr. Hitchen agreed to pay same. Within the report Mr, Griffiths had queried whether Parish Council wished to employ him to carry out verge cutting throughout area as it seemed unlikely that Balfour Beatty were going to do so. It was agreed that Balfour Beatty should do this work and that the Parish Lengthsman money should be saved for ditches, drainage issues, etc. in order to keep surface water flowing freely and saving road surfaces. With regards to outstanding work, Clerk confirmed issue at Langstone junction now resolved and groundwork reinstated, she had spoken with owner of Langstone Cottage to confirm that no drains located near that property and that Balfour Beatty had confirmed that the extra work proposed by Mr. Griffiths at Biddlestone Pond was in order to carry out. Mr. Griffiths would do this work at early date and there would be no charge, as money had been saved by not doing the work at Langstone junction. With regards to Tre Essey Crossroads and the serious issue of flooding at this point agreed Chairman and Mr. Griffiths would meet at this site to ascertain what needed doing and a quote would be submitted for consideration in due course. It was felt that if this area could be opened up the majority of the bad spots would be rectified. It was agreed to ask Mr. Jones to assist the Chairman as Parish Lengthsman Co-ordinator to take some pressure off the Clerks workload.

Highways New Matters

E mails from David Atkinson – Mr. Hitchen queried the format of the e mails as though they were interesting they were difficult to read. Agreed Clerk to raise with David to see whether the report could be sent as an attachment.
C1248 – Mr. Joseph raised the issue of the poor state of this road – agreed Clerk to raise with David Atkinson.


Dogs on Footpaths – The Clerk reported that following the notices sent out queries had been received on the wording and whilst it was agreed there was conflicting advice and it was a grey area, better choice of wording should have read that dogs must be kept under close control.
Footpath Officer Report – Mrs. Fisher reported that more works would be undertaken shortly.

Planning Applications

P150911 (Revised plans) – Proposed erection of 6 new dwellings at Land to rear of Hazelnut Cottage, Llangrove, Ross on Wye, Hfds. for Mr. L. Freeman. The Parish Council unanimously object to this Planning Application on the grounds of visual impact and design and also loss of privacy to neighbours as a result of the windows on top floor level. We would also refer you to Condition 10 of a letter sent from Simon Withers of Hfds. Council to Mr. P. Thomas dated 16th April, 2012 which read “Condition 10 – this condition prevents the future insertion of windows in the walls/roof slopes specified”.
P151215 – Demolition of existing boiler house and construct new boiler house/utility room at Acacia Cottage, Llangrove, Ross on Wye, Hfds. for Mr. and Mrs. D. Mace. The Parish Council have no objections to this Planning Application.

Neighbourhood Plan

The Clerk advised that this was on hold at present until Grant application in place. She hoped together with help from Julie Joseph to undertake this shortly. She also suggested to Parish Council that the initial sum of £200 budgeted for Neighbourhood Plan costs by Parish Council had now been used up and requested permission for the Parish Council to pay hall hire costs only until Grant received. All were in favour of this.


Payments – At proposal of Miss Cooper and seconded by Mrs. Hayward agreed to pay Clerk sum of £20 in respect of Petty Cash.

Finance Documentation

Assets Register – This had been updated ready for Audit.

Risk Assessment – Clerk had completed and this was signed off by Chairman ready for Audit.

Bank Signatures – At the proposal of Chairman and seconded by Miss Cooper agreed that G.E. Lane be removed as signatory and be replaced by Mrs. Fisher. The other two signatures to remain as Mr. Jones and Clerk.

Accounting Statement for Audit – The Clerk had completed this and it was signed off by Chairman. The Accounts would now all be sent to Mr. C. Briggs to carry out Internal Audit. Clerk to ask him to submit a Fee Invoice if he felt appropriate.

Standing Orders and Financial Regulations – all Councillors had seen same and agreed no changes required.

Bus Shelters

This item had been raised under AOB at last meeting and Clerk queried whether it was just wood to be painted or block work as well. Agreed that only woodwork was required to be painted. Clerk to obtain quotes for next meeting.

Correspondence Received

No items received.

Any Other Business

Llangrove Academy – Clerk reported that following the recent joining of a new pupil at the School, numbers on roll were now up to 50 which was a huge achievement and would continue to rise with 10 new children joining at September intake. Agreed that a letter of congratulations should be sent to the School.

There being no further business, the Meeting was closed by the Chairman at 9.40 p.m.

The date of the next Meeting to be Tuesday, 30th June, 2015 at 8.00 p.m. at Llancloudy Chapel.