Draft Minutes

Minutes of the Parish Council Meeting held in the Parish Hall on Wednesday 16th March 2022.


Councillors Present … Ben Thomas (Chairman), Jane Rigler, Ian Garlick and Barry Shaw. Also in attendance were Toni Fagan (Ward Councillor), Mick Murphy (Footpaths Officer) Mark Hearne (Parish Clerk) and two residents.

  1. Apologies for absence – Councillors Peter Garratt and Margaret Serle.


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


  1. Minutes of the previous meeting – 19th January 2022. It was RESOLVED to adopt the minutes as a true record of the meeting, and these were signed by Councillor Rigler who chaired the meeting held on the 19th January 2022.


  1. Public Forum
    • In her report the Ward Councillor covered the following issues:
      • Referred to the rejection of planning application 211049 by the Planning and Regulatory Committee.
      • Information is available on the Herefordshire Council website highlighting ways to assist people fleeing the war in Ukraine.
      • A consultation has been launched by Herefordshire Council on Environmental Building Standards
      • A grant is available under the umbrella of the Fastershire initiative for residents in the county who have poor internet connectivity.
      • The increase in the Council Tax will be communicated to residents shortly. People who expect to have trouble in paying their Council Tax may wish to access the Herefordshire Council website for advice on seeking support. Alternatively, Ward Councillor Fagan is happy to offer guidance.
      • There is a campaign in place to prevent the demolition of the old school at Garway which is planned by the owner under permitted development rules.
    • Views of residents on parish matters – A resident asked if the Parish Council would support a proposal to seek a Tree Preservation Order to offer protection from further felling of trees in the parish. It was RESOLVED that the Clerk makes the necessary enquiries on the process and reports back to the Parish Council.


  1. NDP – In the absence of Councillor Serle the Clerk reported that the Planning Consultant has compiled a response log of all the comments received during the Regulation 14 consultation. These comments were discussed by the Steering Group which will enable the Planning Consultant to write the draft submission, scheduled to be completed by end of March 2022.  The Comments have been very helpful, and the Steering Group wishes to extend thanks to everyone who took the time to reply.  Herefordshire Council will need to complete their Environmental and other assessments which it is hoped will be finalised in May 2022. Once the Parish Council has approved the amended NDP, it will return to Herefordshire Council.
  2. Planning – No planning applications have been submitted by Herefordshire Council for consideration. Councillors referred to the decision to dismiss the appeal for land west of Orcop Parish Hall. Also, the application for retrospective planning permission for a holiday let on Green Lane has been refused.


  1. Finance
    • The current bank balance is £22,099.05
    • The following payments were approved:
      • Clerk’s salary (December 2021 & January 2022) in accordance with his employment contract
      • Clerk’s contractual expenses – £100.00
      • PAYE (December 2021 & January 2022) – £186.40
      • Clerk’s Travel Costs – £25.20
      • Stationery – £14.49
      • Microsoft 365 – £59.99
      • Postage £7.92
      • Royal Mail Response Service – £4.44
      • HALC Affiliation Fee – £472.56
      • DJN Planning (NDP) – £1,390.30
    • Financial Monitoring 2021/22 – The Clerk reported that based on the spend to date and extrapolated costs to year end the level of reserves will be in the region of £18k.
    • NALC pay scales – Councillors noted the 1.75% increase effective from 1 April 2021.
    • Orcop Churchyard Bingo – Councillors agreed to donate £200 towards the cost of running the churchyard bingo. It was RESOLVED that the Clerk writes to the Orcop PCC accordingly.


  1. Lengthsman
    • Councillors noted that, with the advent of Spring, the Lengthsman is expected to resume work in the parish.
    • Councillors reviewed and approved the proposed bid for drainage grant and it was RESOLVED that the Clerk submits a bid accordingly.
    • Subject to a minor amendment Councillors approved the draft Lengthsman contract and it was RESOLVED that the Clerk forwards the document to the Lengthsman for consideration.


  1. Copywell – Councillor Shaw reported that the Environment Officer is due to visit the site on the 21st March 2022 to assess the sewage issue emanating from the cottages on Wilkes Row. Councillor Shaw also referred to the discharge of foul water from a second pipe at Copywell.


  1. Footpaths – The Footpaths Officer reported that there is a collapsed bridge on OC9 close to Brooklands Farm which he considers to be repairable. It was suggested that the Footpath Contractor repairs the bridge but follows a method statement that will need to be provided by Balfour Beatty. The Footpath Officer also mentioned an unstable stile on OC5 which will be repaired as soon as possible.



  1. Highway Issues – No specific issues were raised.


  1. Verges – Councillors nominated C1235 (Lyston Lane to The Heights) as a verge which will benefit from a single cut during the growing season. It was RESOLVED that the Clerk responds to Balfour Beatty accordingly.


  1. Platinum Jubilee –In principle, Councillors supported participation in the Queen’s Canopy to mark the Platinum Jubilee and suggested planting a tree[s] on the site of the Parish Hall and it was RESOLVED that the Clerk approaches the Parish Hall Committee accordingly.


  1. Environmental Build Standards – It was RESOLVED that the Clerk reviews the information and considers a response on behalf of the Parish Council.


  1. Clerk Correspondence – The following issues were raised:
    • A resident suggested that there would be benefit in placing a waste bin near the bus stop on Orcop Hill. It was RESOLVED that the Clerk makes the necessary enquiries with Balfour Beatty.
    • Dog faeces is a growing problem in the parish, and it was RESOLVED that the Clerk writes to the editor of the Parish Magazine asking that a notice is published asking dog owners to remove their animal’s waste.
    • A resident had suggested that verges along the C1238 Cluttin Road would benefit from a single cut in 2022 but Councillors considered that this stretch of road was far too narrow. It was RESOLVED that the Clerk writes to the correspondent accordingly.


  1. Matters for discussion at the next meeting – None were specified.


  1. Date of the next meeting– The next meeting will take place on the 18th May 2022



The meeting closed at 20.45hrs