Minutes Annual Council Meeting 31st May 2016

 The Annual Council Meeting of Llangarron Parish Council was held on Tuesday, 31st May, 2016 at Llangrove Village Hall at 8.00 p.m. with Mr. P.J. Bailey in the Chair followed by Miss Cooper after election.


Present at the Meeting were Councillors Bailey, Cooper, Hayward, Hitchen, Jones, Joseph and Turner together with Herefordshire Ward Councillor for Llangarron, Miss Elissa Swinglehurst.   There were 8 members of the public present.

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

Election of Chairman

Nominations were received as follows: at proposal of Mr. Joseph and seconded by Mrs. Hayward, Mr. P. Bailey and at the proposal of Mrs. Hayward and seconded by Miss Turner, Miss S Cooper.  Mr. Bailey indicated that he felt it was more beneficial to change Chairman regularly and there was therefore no need to take a vote and Miss Cooper duly elected Chair for ensuing year.

Chairman’s Declaration

The Chair 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, Mr. J. Joseph was nominated as Vice Chairman.  No further nominations received and Mr. Joseph 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.


All Councillors had previously received a copy of the Accounts for the 12 month period to 31st March, 2016 and had perused the same.  The Clerk confirmed VAT return had been submitted on line and £1,311.23 and refund had been received.  She had issued P60 and completed end of year PAYE on line.  Following discussion it was proposed by Mr.  Bailey and seconded by Mr. Jones that the Accounts for year ending 31st March, 2016 be formally adopted.  The Chair duly signed off Accounts Book.


Mrs. J. Oakley and Mrs. T. Marshall – re Planning Applications 161187 and 161195 – Hazelnut Cottage, Llangrove.

Declaration of Interest

J. Joseph – Discussion re Planning Application 161338 Tredunnock Farm, Llangarron.

Declarations of Financial Interest

The Clerk explained that it was now necessary at the Annual Council meeting to remind Councillors that they needed to review Financial Declaration Form and notify Clerk of any changes.  All Councillors present had no changes to declare.

Minutes of the last Meeting

The Minutes of the Meeting held on 26th April, 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:

160722 – Proposed erection of two storey dwelling at Alamaya House, Llangrove, Ross on Wye, Hfds. for Mr. and Mrs. McConnell-Lawlor.  Planning Permission Granted.

160780 – Removal of condition 5 of DCSE2005/3776/F (Conversion of redundant farm buildings to three (later reduced to 2 no.) holiday lets.  Improvements to existing access at Tre Essey Farm, Three Ashes, Hfd. For Mr. and Mrs. P. Davies.  Planning Permission Granted.

Other Matters: HALC Subscription – the Clerk had queried rise and had been advised that all subsidies had been removed hence the increase.  Water Pump Insurance – Clerk advised that the extra Pump could be included in Insurance cover at no extra cost.

Highways ‑ Old Matters:  Up Dates –  Trewen Floods – Clerk reported that David Atkinson of Balfour Beatty had confirmed that this job was on list to be rectified.  Flood issues at Tre Essey Farm – Again David Atkinson had confirmed instructions in hand to sort this issue. Bollards at Symonds Trewen – David Atkinson had requested Enforcement Officer to request removal of obstruction.  Noted that they had been moved back. Treribble Lane – noted that the mud had now been removed by Balfour Beatty so issue resolved.

Parish Lengthsman –   Clerk confirmed £1,500 received back from Hfds. Council in respect of final expenditure for 2015/16 and that the Contract for 2016/17 had been received back from Balfour Beatty duly signed by all parties.  The return of Contract and proof of insurance from Mr. Griffiths was still awaited. A Wish List and costings had been drawn up by Mr. Griffiths.  It was agreed to circulate this to the Councillors for their perusal.  It was hoped that these items could be undertaken at some point in the future.  Mr. Griffiths gave a brief report re May inspection and noted that invoice would be submitted shortly for May routine inspection. With regard to work carried out previously at Cross Dunn, Llangarron – discussion took place on this.  Mr. Griffiths confirmed situation had been rectified by removing drainage into field and directing it into the bank to allow natural seepage.

Highways New Matters

Grass Verge Cutting – the Clerk advised she had received a complaint from Llancloudy resident who was very cross that the Parish Council had requested the verge cutting operative not to cut Llancloudy because of growing daffodils in the area.  The Clerk had advised her that it was not halted by Parish Council.  Mrs. Hayward commented that the cutting which had been done was carried out by local residents not Balfour Beatty.  Clerk to request David Atkinson to instigate cutting at early date.


Purchase of materials – noted that Balfour Beatty had now confirmed Parish Council could purchase materials and these had to be paid for out of P3 money.  Mrs. Fisher had obtained quote and at proposal of Mr. Bailey and seconded by Mr. Jones agreed to purchase from Walford Sawmills in the sum of £93.86.  Councillor Swinglehurst advised that if styles/gates were replaced like for like, the landowner could request them from Balfour Beatty and then Parish Council only had to pay installation costs.

Footpath problems at Pike Field to Park Farm – Mrs. Hayward requested update.  Clerk confirmed she had passed on to Mrs. Fisher to investigate.

LG 46 and LG47 – Clerk confirmed that Balfour Beatty could supply 24 tonnes of plannings free of charge.  Mr. Joseph had made enquiries of local contractors to see if they would quote for laying plannings.  Two contractors would not quote.  Roberts Plant Hire had looked at the area and suggested a figure in region of £10,000, but if given go ahead a proper survey and quote would be submitted.  Following discussion agreed Clerk to arrange an open meeting to discuss the whole project with the residents to ascertain way forward.

Update on additions to the definitive map – a reply was awaited from Jackie Lewis, PROW at Balfour Beatty.

Planning Applications                     

P161089 – Replacement front porch.  Extension to and recladding of existing garage at Kentrev, Llangrove, Ross on Wye, Hfds. for Mr. Samuel Alexander.  The Parish Council have no objections to this Planning Application.

P161187 – Application for variation of a condition 2 of Planning Permission 150911 at Land adj. To Hazelnut Cottage, Llangrove, Ross on Wye, Hfds. for Freemans.  The Parish Council unanimously object to this Planning Application.  This should have been considered within the original Planning Application.  We believe the roof lights have already been installed.

P161195 – Amendment to Plot 6 of internal layout and removal of garage door (previously approved scheme 150911) and to extend timber cladding to first floor.  New detached garage with hard standing for transformer in garden to the north.  Extension to approved garden area at Land adj. To Hazelnut Cottage, Llangrove, Ross on Wye, Hfds. for Freemans.  The Parish Council have no objections to this Planning Application.  We have concerns regarding the boundary and would like to ensure that the bush boundary is kept in place and maintained.

P161215 – Proposed rear extension at 2 Trecilla Cottages, Llangarron, Ross on Wye, Hfds. for Mr. M. King.  The Parish Council have no objections to this Planning Application.

P161306 – Regularisation of use of ancillary building in conjunction with lawful use of Trefree as a single dwelling house and single planning unit (part retrospective) at Trefree, Llangarron, Ross on Wye, Hfds. for Mr. R. Beechey.  The Parish Council object to this Planning Application as there is insufficient detail in the plans to make an objective decision.

P161338 – Proposed change of use of former building currently used as an aircraft hanger to one residential unit at Tredunnock Farm, Llangarron, Ross on Wye, Hfds. for Mr. J. Thorpe.  The Parish Council have no objections to this Planning Application.

Neighbourhood Plan                       

Unfortunately due to prior commitments Julie Joseph could not attend.  Clerk detailed report from Hfds. Council which confirmed 64 houses to be allocated to the whole Parish.


Payments – At proposal of Mrs. Hayward and seconded by Mr. Joseph agreed to pay Clerk sum of £1,181.23 in respect of Insurance Premium to Aon. In line with budget precept request to assist local Churches in the maintenance of the Churchyards only, it was proposed by Mr. Jones and seconded by Mr. Bailey that £400 each be paid to St. Deinsts and Christchurch respectively and £200 to Llancloudy Chapel.  The Clerk requested to emphasise that the money was to be spent on the Churchyards and request accounting evidence that this was carried out.

Finance Documentation                   

Assets Register – This had been updated ready for Audit.

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

Bank Signatures – Agreed to remain as Mrs. Fisher and Mr. Jones and Clerk.

Annual Governance Statement and Accounting Statement for Audit – The Meeting perused the forms and all in agreement to Chair signing off.  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.

Correspondence Received

Nothing to report as all circulated to Councillors.  Mr. Jones congratulated Councillor Swinglehurst on her reports which were very informative and following circulation within e mail newsletters reached out to residents.

Any Other Business

Councillor Swinglehurst – Yellow lines being pursued, P3 Scheme, Hazelnut Cottage SID Scheme, Community Infrastructure Levy and having policy in place, Broadband.

There being no further business, the Meeting was closed by the Chair at 9.42 p.m.

The date of the next Meeting to be Tuesday, 28th June, 2015 at 8.00 p.m. at Llancloudy Chapel.