Draft minutes

Minutes of the Annual Parish Meeting
held on Thursday 9th May 2019
in The New Bridge Community Centre, Bridge Sollars

PRESENT: Councillor John Macklin (Chairman), Councillor Sue Hubbard (Vice-chairman) Cllr. Neil Newton; Cllr Rosemary Morgan; Cllr Serena Crump; Cllr. Muriel Holmes; Cllr Sharon Knights; Cllr Lesley Handscomb.

PRESENT: Mrs Lesley Hay (Parish Clerk); Ward Cllr. David Hitchiner Three members of the public present
Chairman welcomed those present to the Annual Parish Meeting.

Apologies for absence: Cllr Lewis Goldwater; Cllr S Keefe

Approval of Minutes
The minutes of the Annual Parish Meeting held on 10th May 2018 were accepted as a true record and it was proposed, seconded and unanimously agreed they should be adopted and signed by the Chairman.

Chairman’s Report 2018-2019
The Parish Council has met six times over the last year to carry out its duty as representatives of the local community in decision-making for our five parishes.

The parishes Neighbourhood Development Plan during the past year has been through inspection by an independent inspector, who recommended that the plan should be adopted by Herefordshire Council if several changes are made to it as specified by the inspector this included a consultation period. These changes were carried out and approved by Herefordshire Council, a referendum will be held on 30th May in which the parishioners will be able to vote on the question do they approve the plan or reject it.

On behalf of all the Councillors I would like to thank Councillor Sue Hubbard for all her hard work in writing the Neighbourhood Development Plan, I know how difficult it has been at times over the last seven Years, thanks to Cllr Sarah Keefe for sorting out the layout and printing and also thanks to all the members on the steering group.
Going back to 2002 the Parish Council applied to Herefordshire Council to have a byway on Bishon common marked on to the definitive map, following a dispute among several parishioners after the byway was blocked with a locked gate. On 6th March 2019 after 17 years the restricted Byway was finally added to the Definitive Map under the number BN8.

Last year I reported that the lease for the New Bridge Community Centre runs out in May 2020, during the year the Parish Council investigated the possibility of taking on the lease in 2020 a meeting was held on 4th January between the Parish Council and Bridge Sollars PCC to see if this was feasible. At the next PC meeting on 9th January after a long discussion between Councillors the Parish Council decided that with true diligence the Parish Council could not take on the lease because of the financial risk.

The Parishes lengthsman scheme this year has worked very successfully, the parishes are benefitting from the monthly maintenance visits in the summer months cutting back visibility spays, clearing drains and cleaning signs, etc. Because of Balfour Beatty’s lack of funding on road maintenance we are having to spend more. In October a blocked cross ditch on Bishon Lane, after years of neglect was causing flooding, the lengthsman hired a small digger to clean this out and other ditches in the area, and again in January a blocked ditch on ferry lane again after years of neglect was cleaned by the lengthsman along with several ditches on Byford Common. Several potholes in Byford were also filled by the lengthsman, Balfour Beatty had failed to fill these reported potholes due to budget restrictions.
This being the last year of funding given by Herefordshire Council for the maintenance of footpaths under the P3 scheme, we installed a Woodstock kissing gate on the junction of KT4 on the Kenchester Bishopstone Boundary we also purchased a spare kissing gate for stock to use up the rest of the quota.

Last year it was agreed by the Parish Council to take part in the Governance Review with a view to moving the boundary so that the bungalows on the north side of the A438 would move into Stretton Sugwas parish. There were no objections from parishioners except a part owner of Greylands did question the Parish council on the effect our NDP would have on these properties when they move to another parish.

Councillors of Byford, Bishopstone and Mansel Gamage organised litter picking days for their parishes most were well supported I would thank the members of the public who turned up to help, it was noted in Bishopstone there was a lot less litter than the previous year maybe the message is getting home.

Finally, thanks to all the Councillors for their work during the year and especially thank you to Lesley our Clerk for your work and guidance during what I know personally for you it has been a very difficult year.

Guest speakers:
Rural and Business Crime Officer – Paul Crumpton of West Mercia Police gave a Crime Prevention Presentation on how you can stay safe at home, work and online.

David Hutton gave a short presentation on the Herefordshire Ice Age Ponds Project

Open Discussion – no questions were raised during the open session.

Chairman closed the meeting at 8.00p.m.

Refreshments followed.

Signed: …………………………………………………………………..(Chairman)



Minutes of the Annual Parish Council Meeting
held on Thursday 9th May 2019
in The New Bridge Community Centre, Bridge Sollars

PRESENT: Councillor John Macklin (Chairman), Councillor Sue Hubbard (Vice-chairman) Cllr. Neil Newton; Cllr Rosemary Morgan; Cllr Serena Crump; Cllr. Muriel Holmes; Cllr Sharon Knights; Cllr Lesley Handscomb.

PRESENT: Mrs Lesley Hay (Parish Clerk); Ward Cllr. David Hitchiner No members of the public present
Chairman welcomed those present to the Annual Parish Meeting.

Chairman welcomed those present to this the Annual Parish Council Meeting

1. Cllr. John Macklin was unanimously re-elected as Chairman and he signed the Declaration of Acceptance of Chairman form.

2. Cllr Sue Hubbard was unanimously re-elected as Vice Chairman.

3. Apologies for Absence: Cllr Lewis Goldwater, Cllr S Keefe.

4. All councillors confirmed there were no changes to their Declarations of Interest and Applications for Dispensation during the past year.

Councillors individually completed and signed a revised Registrable Interests declaration in line with the revised Code of Conduct to be discussed and adopted item 10.

5. Elect other Officers:
5.1 The Clerk, Lesley Hay, was confirmed as Responsible Finance Officer
5.2 Footpath Officers – these are all councillors according to the village they represent.
5.3 Planning Officers – these are all councillors according to the village they
5.4 Tree warden – Cllr Lewis Goldwater

6. To Receive Reports:
6.1 The Chairman welcomed Ward Cllr David Hitchiner as the newly elected Ward Councillor. Ward Cllr Hitchiner explained that he had only been in office for three days and as yet had to attend a full Herefordshire Council meeting. He explained that training courses were planned and by the next meeting in July he hoped to be in a better position to give an up to date report on the appointment of officers etc.

6.2 Policing – no police present at the meeting.

7. The Chairman opened the Open Session – no members of the public present.
7.1 Chairman closed open session

8. The Minutes of Meeting held on Thursday 14th March 2019 were unanimously agreed as being a true record and these were adopted and signed by the Chairman.

No matters arising.

9. Finance Matters:

9.1 End of year Bank Balances had been circulated. The current accounts sheets had
also been circulated.

9.2 The Annual Governance Statement for 2018/2019 was read out by the Chairman was agreed and accepted by Council. The External Audit Form was duly signed by the Chairman and the Clerk as Responsible Finance Officer.

9.3 The Annual Accounts for 2018/2019 had been audited and these were agreed and accepted by Council. The External Audit form was completed and signed by the Chairman and Clerk as Responsible Financial Officer.

The Certificate of Exemption was signed and together with the Contact details will be returned to the External Auditor

The Notice of Date of Commencement of Period of the Exercise of Rights is ready to be displayed on the 17th June 2018 for 30 working days up to and including 23rd July 2019.

The Clerk informed those present that all documentation would be up loaded on to the website as appropriate and displayed on the village Notice Board within the appropriate time scale.

9.4 It was unanimously agreed to appoint Robert Taplin as Internal Auditor

9.5.1 Schedule of Payments had been circulated – it was unanimously agreed to pay these invoices and the clerk raised the cheques to be signed.

9.5.2 The annual insurance renewal policy had not been received – but it was agreed that the clerk would, if necessary, raise a cheque between meeting in line with the renewal date.
9.5.3 It was unanimously agreed to make a donation of £50.00 as a gift for the Internal Auditor – Clerk to purchase a voucher and card of thanks.

9.5.4 Vat reimbursement claim had been submitted.

10. To Consider adopting the Standing Orders; Financial Regulations; Financial Risk Assessment; Bishopstone Safeguarding Statement.

The Standing Orders together with the Financial Regulations/Financial Risk Assessment and Safe Guarding Policy were discussed and adopted. A revised Code of Conduct (which had been circulated) was adopted for the coming year.
All Councillors present agreed to abide by the Code of Conduct.
All documents were signed and dated by the Chairman; Councillors and Clerk.

11. Planning updates since last meeting:
11.1 Report on NDP – Cllr Hubbard distributed copies of the completed Neighbourhood Development Plan. Copies of which are also available on the website. The Referendum is planned for the 30th May 2019 when it is hoped local residents will come and vote in support of the plan. Polling cards will be received prior to that date.

The Chairman again congratulated Cllr Hubbard on an excellent Neighbourhood Plan Document and thanked her and the steering group for their hard and dedicated work in producing this plan. Hopefully, if the Plan is voted as acceptable by the majority of voters – it will be ‘made’ by Herefordshire Council and become part of their future planning policy.

11.2 APPLICATION NO & SITE ADDRESS: Planning Consultation – 191329 – Plot 1 Fishing Hut At Knapp Farm, C1098 From C1097 To Lulham Cottage, Bridge Sollars, HR4 7JW DESCRIPTION: Replacement of approved fishing hut with new fishing hut for glamping or holiday letting purposes. Retrospective.

This retrospective application was discussed at length and it was unanimously agreed to make the following objection to this application:

Bishopstone Group Parish Council wishes to object to the application 191329 in the light of the comments made in the ecology report of 23rd April 2019.

In addition, as a result of the ecology report, the application is not supported by the Bishopstone Group Neighbourhood Development Plan in section G2 (3) preventing pollution of the River Wye; G5 (c) A possible detrimental effect on the local ecology in the River Wye; G6 (1) The wish to respect and preserve all watercourse.

12. Lengthsman / Locality Steward
12.1 The lengthsman contract and insurance documents were not available.

12.2 Lengthsman June and July 2019 work sheet –

To strim the footpath on Byford Common BY29 and strim the Bishopstone footpath – both overgrown.
To ask Locality steward with regard to weird numbers and arrows which have appeared painted on the U90010 Byford.

12.3. The Chairman and Clerk signed the Balford Beatty Lengthsman Contract 2019/20

12.4 The Clerk confirmed she had completed and submitted the P3 and Lengthsman Maintenance Plan for 2019-20

13. Items for the Next Agenda (no discussion):

Correspondence: Email from John Campion – Police and Crime
Commissioner – We Don’t Buy Crime – previously circulated. It was noted that the Parish Council had this evening had a presentation by the West Mercia Crime Prevention Officer – in conjunction with the Police Commissioner’s initiative.

14. To Confirm the Date of the Next Parish Council Meeting – Thursday 111h July 2019 when there will be a further presentation by David Hutton on Herefordshire’s Ice Age Ponds.

Chairman closed the meeting at 9.00p.m.

Signed: ……………………………………………….

Date: ………………………………………………….