Draft Minutes

Minutes of the Parish Council Meeting held in the Parish Hall on Wednesday 17th November 2021.


Councillors Present … Ben Thomas (Chairman), Jane Rigler, Ian Garlick, Barry Shaw, Peter Garratt and Margaret Serle. Also in attendance were Mark Hearne (Parish Clerk) and three residents.

  1. Apologies for absence – None.


  1. Declarations of interest & written dispensation requests – None.


  1. Minutes of the previous meeting – 22nd September 2021. It was RESOLVED to adopt the minutes as a true record of the meeting, and these were signed by the Chairman.


  1. Public Forum
    • The Ward Councillor was not present at the meeting.
    • Views of residents on parish matters – No issues were raised.


  1. NDP – Councillor Serle referred to the latest version of the draft NDP which had been circulated to Councillors in advance of the meeting adding that further changes to the plan will be necessary especially after the Regulation 14 consultation. Councillor Rigler thought that views from Orcop would enhance the document and recognised that the consultation will provide the opportunity for offering her thoughts. Following a proposal from Councillor Rigler which was seconded by the Chairman it was RESOLVED to approve the draft NDP a decision which will allow the Regulation 14 consultation to proceed from the 6th December 2021 until the 31st January 2022. It was further RESOLVED that a drop-in event will take place, in the Parish Hall, on Saturday 11th December 2021 from 11.00hrs until 14.00hrs. The Planning Consultant will be in attendance and Councillors approved funding up to a maximum of £240 for any display boards which are required.


  1. Planning – No planning applications have been received. There was a brief discussion on conversion of a garage to a functioning stable at Copywell Cottage where Councillor Shaw confirmed that the LPA have advised this is a permitted development.


  1. Finance
    • The current bank balance is £24,901.30
    • The following payments were approved:
      • Clerk’s salary (October & November 2021) in accordance with his employment contract
      • PAYE (October & November 2021) – £186.60
      • Clerk’s travel costs – £37.80
      • Postage – £7.92
      • HALC subscription (Invoice H1264) – £373.85 (ex VAT)
      • DC Gardening Services (Lengthsman) SI-1092 – £110 (ex VAT)
      • DC Gardening Services (Lengthsman) SI-1120 – £110 (ex VAT)
      • Autela Payroll – Invoice 6871 – £42.00 (ex VAT)
      • The Poppy Appeal (Wreath) – £20.00
    • Financial Monitoring 2021/22 – The Clerk reported that based on the spend to date and extrapolated costs to year end the level of reserves may be in the region of £17k.
    • To consider the draft budget and precept (2022/23) – It was RESOLVED to leave the precept unchanged at £9,200 for 2022/23. It was also RESOLVED to approve the budget detailed at Annex A.
    • To consider the draft Reserves Policy 2021/22. It was RESOLVED to adopt the Reserves Policy for 2021/22.


  1. Lengthsman – No specific issues were raised but there was a mention of the proposed contract for the lengthsman, and it was RESOLVED that the Clerk pursues this.


  1. Copywell – There was nothing substantive to report but it was noted that the roof on the bus shelter will need to be repaired/replaced in the future.


  1. Footpaths – The Footpaths Officer was not present but forwarded a brief update which reported that work is being planned for two stiles on OC14.


  1. Highway Issues – Councillors raised concern over a hedge encroaching the road at Saddlebow Common an area which is part of Much Dewchurch. It was RESOLVED that the Clerk raises these concerns with the Locality Steward.


  1. Risk Management, Financial Regulations & Standing Orders – Councillors approved the adoption of all these documents copies,of which will be published on the Parish Council website.


  1. Herefordshire Local Plan Update – Pre-Consultation Engagement. It was suggested that the Parish Councillors on the NDP Steering Group might be best qualified to offer a response to the questionnaire issued by Herefordshire Council. It was RESOLVED that comments should be submitted to the Clerk for consideration at the meeting scheduled for the 19th January 2022.


  1. Clerk Correspondence – The following correspondence was received:
    • The Herefordshire Wildlife Trust has written to publicise the Team Wilder initiative and it was considered that this may have relevance for Copywell. Councillor Serle also suggested that individuals could maintain their gardens which is consistent with the aims of Team Wilder.
    • A resident has enquired whether member of the public could be given remote access to future Parish Council meetings. Councillors commented that without wi-fi connectivity in the Parish Hall this would not be feasible.
    • A resident has expressed concern over the presence of dog faeces at Orcop Hill and asked if signs could be erected advising dog owners to “Clean Up After Your Dog.” It was RESOLVED that the Clerk investigates the cost of procuring suitable signage.


  1. Matters for discussion at the next meeting


  • Herefordshire Local Plan Update


  1. Date of the next meeting– The next meeting will take place on the 19TH January 2022.







The meeting closed at 20.30hrs






The meeting closed at 20.00hrs