Draft Minutes

Minutes of a Parish Council Meeting held remotely on Wednesday 23rd September 2020 at 19.00 hrs.


Councillors Present … Ben Thomas (Chairman), Barry Shaw, Peter Garratt and Margaret Serle. Also, in attendance were Ward Councillor Fagan, Mark Hearne (Parish Clerk) and four residents.


  1. Apologies for absence – Councillors Jane Rigler and Ian Garlick.


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


  1. Minutes of the previous meeting – 22nd July 2020. It was RESOLVED to adopt the minutes as a true record of meeting held and will be signed by the Chairman in due course


  1. Public Forum


  • A verbal report from the Ward Councillor included the following issues:
    • Herefordshire Council is well prepared for any second wave of Covid 19.
    • The Chief Executive of Herefordshire Council (Alastair Neill) is retiring in February 2021
    • The “Planning for the Future” White Paper is subject to a current consultation and Parish Councillors are urged to submit comments either through Jesse Norman’s office or through her as the Ward Councillor. A CPRE YouTube video on this subject is worth viewing.
    • Herefordshire Council is currently failing to meet its housing target which is not helped by the development moratorium in the north of the county. There seems little appetite for reducing the housing target in light of the moratorium.
    • Better land management is key to improving the water quality of the River Garron and, in turn, that of the River Wye.
    • Although Planning Consultation 202567 seeks outline permission only it still can be referred to the Planning Committee but only if it signed off by the relevant panel but the recommendation of the Planning Officer will be key.


  • Views of residents on parish matters included
    • Concern was expressed over hedgerows which will need to be monitored especially those in the key lanes in the parish.
    • Councillor Shaw reported that a resident had raised the issue of poor broadband connectivity asking if the planned improvements could be brought forward. Ward Councillor Fagan commented that work across Herefordshire is not due to be completed until September 2020 but would make sure residents are kept informed of future developments.


  1. NDP – Councillor Serle reported that the Steering Group met on 7th September 2020 to discuss the Housing Delivery Report which was followed by a meeting with the Planning Consultant on the 21st September 2020. Agreement was reached on the preferred option which, once confirmed in the minutes, will allow negotiations with Herefordshire Council to proceed. Covid 19 has meant that a public presentation in the parish hall has not been possible but advice will be sought from the Planning Consultant on how progress can be publicised with the local community. Drainage issues will need to be tackled separately with the Planning Consultant. Councillor Garratt commented that he is content for further consideration of the proposed hydrogeology study to be deferred until after discussions with the Planning Consultant have taken place.


  1. Planning – Comments on Planning Applications to be determined by Herefordshire Council.
    • Planning Consultation 202431 – Church House, Orcop, Hereford Hr2 8ES – Proposed erection of a timber framed and timber clad garage. Following a brief discussion, Councillors registered no objections to the proposals set out in the planning application. It was RESOLVED that the Clerk notify the LPA accordingly
    • Planning Consultation 202567 – Land West of Orcop Village Hall, Orcop, Herefordshire – Outline permission for the erection of 1 no. dwelling. In discussion, Councillors acknowledged the importance of this planning application in the context of the NDP especially around its non-compliance with RA3 of the Core Strategy and the NPPF by virtue of being situated within open countryside. It was RESOLVED that the Clerk prepares and circulates a proposed response for the LPA which should reflect any additional guidance provided by the Planning Consultant.
    • Planning Consultation 202705 – Plot 1 Shady Barn adjacent to Shady Gardens, Garway Hill, Herefordshire, HR2 8RR – Proposed conversion of a redundant agricultural building to form a 2 bedroom dwelling, and erection of a new outbuilding with 2 bedrooms, a bathroom and a garden storage space. Following discussion, Councillors registered no objection to the proposals set out in the planning application. It was, therefore, RESOLVED that the Clerk notifies the LPA accordingly.
    • Holiday Lets and Shepherds Hut – Councillor Shaw mentioned that there is no evidence that any retrospective planning applications have been submitted. It was RESOLVED that the Clerk seek an update from the respective owners of the holidays lets and if no progress is apparent the matter should be referred to the LPA.
    • Sewage Treatment Plant – The Chairman reported there are still problems with Wilkes Row’s residents achieving planning permission for the treatment plant.
  • Finance
    • The following payments were approved
      • Clerk’s salary (August & September 2020) in accordance with his employment contract
      • PAYE (August & September 2020)
      • Postage – £7.80
      • DC Gardening Services – £576.00 – It was RESOLVED that the Clerk asks the lengthsman for an estimate for clearing out the ditch at Ivy Cottage. Councillor Shaw also mentioned blocked pipes close to Ivy Cottage and it was RESOLVED that the Clerk bring this to the attention of the Locality Steward. Councillor Shaw also asked that the lengthsman contacts him when he visits the parish to undertake this work.
      • HALC – Website Hosting – £66.00
    • Precept & Budget – 2021/22 – It was RESOLVED that the Clerk provides a draft precept and budget for discussion at the November 2020 meeting of the Parish Council.
    • Councillors approved the adoption of the National Joint Council for Local Government Services pay scale effective from 1 April 2020 which represents a 2.75% increase in the Clerk’s salary.


  1. Lengthsman – There was nothing further to add to the lengthsman issues discussed earlier in the meeting.


  1. Copywell – No specific issues were raised.


  1. Footpaths – The Footpaths Officer was absent, but it was suggested that a working party tidy up OC18.


  1. Highway Issues – Councillor Serle mentioned that there are potholes in Lyston Lane. The Clerk suggested that these potholes be reported to Balfour Beatty via the Herefordshire Council website.



  1. The War Memorial – The Clerk confirmed that he had spoken to Elliott Ryder who confirmed that they remain interested in undertaking the work at the price quoted 12 months ago. Given the backlog of work due to Covid 19 it now seems that the work will not begin until Spring 2021.


  1. Clerk Correspondence – No correspondence has been received.


  1. Date of the next meeting and matters for discussion – Precept and Budget 2021/22. The next meeting will take place on the 18th November 2020.


The meeting closed at 20:20 hrs