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Minutes of Meetings

Minutes of Meeting held on 14 July 2008 at 7.30pm in Garway Village Hall

Present

Mr M Jones (Chair), Mr D Atkinson, Mrs S Partridge, Mrs R Sparey, Mr R Smith (Herefordshire Council), CSO Fiona Witcher, the clerk and two members of the public.

1. Apologies

Mr A Phillips

CSO Witcher gave an update and it was agreed to hold a Smart water evening for the public in late September.

2. Declarations of Interest

Mr D Atkinson: Item 11 Prejudicial. Signed interests book

3. Minutes of Meeting held on 19 May 2008 were agreed as a true record and signed by the Chair.

4. Matters Arising

Rospa report received – site considered in excellent order and four low risk jobs to be carried out. Clerk to obtain quote for securing base of seat and fix table top.Due to ill health Mr Deeley was unable to undertake the weekly inspections so until he is fully recovered Mrs Trew had agreed to carry these out.

Cae Duff pipe had been jetted last week.

Sir Peter De la Billiere confirmed he would be able to attend the September meeting.

Affordable homes- Keith Parry had advised that talks with owners were progressing.

5. Correspondence

Letter from Herefordshire Council informing of new arrangements for conducting election counts – all counting will now take place in the Town Hall in Hereford.

Parish Council rep for Garway Commoners Assoc -Resignation letter received from Mrs R Sparey. Mrs Trew will continue as the Representative.

6. Planning Matters

DCSW2008/0843/F Land to the rear of 13 Fairview. Invalid application: inadequate plans and appropriate fee not paid

DCSW2007/2372/F. Daren Barn, Broad Oak. Appeal upheld

DCSW2008/1473/F Upper Town, Garway. Two storey extension to dwelling (resubmission), previously circulated. Supported

DCSW2008/1259/F Little Whitelands, Broad Oak. Alterations and extension to existing building. Enclosure of swimming pool, change of use of existing barn to ancillary use and alteration of domestic curtilage. Previously circulated. Supported

DCSW2008/1479/F.Southwell Court, Broad Oak. Change of use of agricultural barn to retail use. Previously circulated. Supported.

7. Financial Matters

Mr Atkinson declared a prejudicial interest in invoice received for hire of the Hall -signed the interests book and left the room

Invoice received from Garway Village Hall trustees for £54 for hire of Hall .18 sessions at £3. per session. 2006/7/08 to March. Agreed to pay. The Trustees advised of an increase to £10 per session wef 1 April 2008. Mrs Partridge proposed that the council accept this increase. Seconded Mrs Trew and carried.

Mr Atkinson returned to the meeting

Invoice from Herefordshire Council re Rospa inspection £51.96 . Proposed Mrs Trew seconded Mr Atkinson to pay.

Advice of VAT claimed £364.76 to 31.3.2008. credited to Bank account

8. BT removal of telephone box at Broad Oak – to consider consultation response from Council to BT.

54 calls had been made from this box in the previous 12 months. It was agreed to forward comments to H/C. who were preparing a response of behalf of the parishes – Crucial to community in emergency planning. BT have a duty of care to rural areas. Deliberate strategy to reduce usage of coin kiosks to cards only. Mobile coverage unequal in the area.

9. Parish Plan – request to council to consider undertaking a Parish Plan.

Following a request to revisit this an updated Parish Plan information pack would be circulated around the members before next meeting. Agenda item in September.

10. Garway Common maintenance – hedge trimming

It was proposed by Mr Atkinson that the ditch between allotments and football pitch would be trimmed in the autumn. Mr Jones would organise this with a local contractor- approx 2 hours work at £18.50 per hour. Seconded Mrs Sparey. 

11. Pest Control – review of present arrangements

Mr Atkinson left the room.

Following improvement to the hall A & A Pest control advised that they could scale back visits to every six weeks, however, repairs to the door as requested still needed to be carried out. Clerk to advice Hall Trustees.

12. Completion by Council of Statement of Parish Council Risk Schedule

The statement for 2008 was completed by the Council.

13. Clerks wages and expenses.

Proposed Mr Atkinson and seconded Mrs R Sparey to pay expenses of £48.68 and wages of £231.50 to date.

14. Parish Matters

Footpath maintenance contractors not carrying ID. Clerk to contact Rights of Way Dept. H/C.

There being no further business the Chair declared the meeting closed at 8.55pm. 

Minutes of Meeting held on 19 May 2008 at 7.30pm in Garway Village Hall

Present.

Mr A Phillips, Mr D Atkinson, Mr M Jones, Mrs S Partridge, Mrs R Sparey, Mrs C Trew, Mr R Smith (Herefordshire Council), the clerk and 5 members of the public.

1. Apologies.

Mr N Oke, (Charities) Mr J Harris (Footpaths Officer)

2. Election of Officers:

Mr Phillips invited nominations for

Chair: Mr Phillips to continue. Proposed Mr Jones and seconded Mrs S Partridge.

Mr Phillips signed the Declaration of Acceptance of Office

Mr Phillips invited nominations for

Vice Chair. Mr M Jones to continue. Proposed Mrs S Partridge. Seconded Mr D Atkinson.

Garway Hill Commoners Assoc. representative: Mrs R Sparey, Proposed Mr Atkinson, Seconded Mr Jones.

Village Hall Representative: Mr D Atkinson to continue: Proposed Mr A Phillips, seconded Mrs S Partridge.

3. Reports

Scudamore Charities Reports and Accounts

In the absence of Mr Oke the clerk read out the annual report.

Unknown Donors Charity had 6 applications totalling £180.00. Balance at Bank 31 March 2008 £1803.39

Frances Scudamore Charity – one application of £50. Balance at Bank 31 March £5727.01

Footpaths Officer

In the absence of Mr Harris the clerk read out his report for 2007/8 Only minor problems reported

Village Hall Committee

Mr Atkinson read out his report for 2007/8

4. Adoption Accounts 2007/8

All members had received a Statement of Accounts.

Proposed Mr Jones that the Council approved the Accounts as presented for 2007/8. Seconded Mrs Partridge.

5.Annual Review of clerks wages and expenses.

JNC rates for 2008 had been revised .Spinal point 19 increase equated to £26.00 per annum. Proposed Mr Phillips to increase pay scale in line with recommendation.

Seconded Mrs Partridge.

Mileage allowance remains the same at 55.8p per mile

6. Annual Review of Insurance Cover.

The members agreed to continue present cover. Proposed Mrs S Partridge that renewal Premium for 2008/9 of £523.46 is approved. Seconded Mr Atkinson.

There being no further business the Chair declared the Meeting closed at 8.00pm

Minutes of Meeting held on Monday 7 April 2008 at 7.30pm
in Garway Village Hall

Present,
Mr A Phillips, Chair, Mr M Jones, Mrs R Sparey, Mrs C Trew, Mr R Smith(Herefordshire Council) the clerk and 1 member of the public.

1.Apologies.
Mr D Atkinson, Mrs S Partridge. CSO Fiona Witcher.

2.Declarations of Interest.
Item 8. Children playground. Mr M Jones. Prejudicial. Signed the interest book.

3.Minutes of Meeting held on 25 February 2008 were agreed as a true record and signed by the Chair.

4.Matters arising
Highways -Glasshouse road repaired. Some of the debris moved from Tennersfield
New affordable homes. – Mr Parry had advised the council that he was in the process of holding meetings with several of the identified site owners and would keep the council fully informed on the outcome of these.

5. Correspondence
Minutes from Garway Hill Commoners Assoc had noted from an article in Herefordshire Life that the De Billiere family were creating a trust for the Lordship of Garway Manor. It was agreed to take advice on how this affects the Parish Council. Clerk to contact the legal section of Herefordshire Council.

6. Planning Matters
DCSW2008/0124/F Tennersfield Farm. Refurbishment and extension of existing house Permitted
DCSW2008/0060/F Garway Primary School. Installation of nursery/classroom. Permitted
DCSW2008/0127/F Tennersfield Farm. Conversion of small barn to be ancillary residence. Permitted
DCSW2007/2372/F Daren Barn, Hazelfield, Broad Oak. Conversion of existing barn to provide new dwelling and garden. Appeal lodged on 7 February 2008
DCSW2008/0076/F Upper Town, Garway. Two storey extension to dwelling. Permission Refused. Proposed development due to its mass and scale not in keeping with the size and character of dwelling and would result in the original dwelling not being the dominant feature.

7. Financial Matters
Invoice received from A & A Pest Control Feb/March visits £70.00 Proposed Mr Jones, seconded Mrs Sparey to pay.
Invoice received from Herefordshire Council for £16.61 election costs. Agreed to pay.

8.Childrens Playground
Invoice received from M H Jones & Partners. Proposed Mr Phillips and agreed Mrs Sparey to pay £352.50 for 60 cubic metres of bark to top up play area.
Mrs B Hill had advised the council that she wished to finish carrying out the weekly inspection of the playground so a replacement volunteer was required. Clerk to make enquiries and advertise if necessary.

9. Parish Matters
Highways – Tennesrfield Farm driveway needs clearing of debris. Mr Phillips will speak to the owners.
Road verges between Broad Oak/Welsh Newton needs attention
Cae Duff ditch, Mr Jones had cleared the ditch but highways need to clear the drain under the road as not flowing. Clerk to contact Highways for both.
Response to question from floor – as already noted in January’s minutes, the Rural Housing Enabling officer will, depending on outcome of his meetings, be holding a public exhibition for the Parish to see proposals and make comment.
Agenda to be put on Garway web site.

There being no further business the Chair declared the meeting closed at 8.20pm

Minutes of Meeting held on 17 April 2008 at 7.30pm in Garway Village Hall

Present.

Mr A Phillips (Chair), Mr D Atkinson, Mr M Jones, Mrs C Trew, Mrs S Partridge, Mrs R Sparey, the clerk and 42 members of the public

The Chair held an open session for the council to receive views and comments from members of the public before formally opening the meeting.

1. Apologies.
Mr R Smith

2. Declarations of Interest
None

3. Planning Matters.
DCSW2008/0843/F. Land to the rear of 13 Fairview, Garway. Change of use of agricultural land to land for the provision of a new village hall. Vehicular and pedestrian access.

The Chair took Comments from Members.
DA( representing the Village Hall Trustees who had held a meeting on 15 April)
Too many grey areas for the Trustees therefore cannot support the application
SP – positive about the siting of the hall- central to village with good parking- reservations about further development.
RS – voiced concerns that the protracted dissent over a new hall could leave the community without a village hall in the future.
MJ – inaccuracies in accompanying comments on application, in particular the involvement of the council.
CT – noted that at a public meeting of Village Hall Trustees held last year there was no support for the siting of the hall in area identified in the application.
The Chair took the vote. 3 against, 1 for and 1 abstention. Application not supported

The Chair declared the meeting closed at 8.00pm.

Minutes of Meeting held on Monday 25 February 2008 at 7.30pm in Garway Village Hall

Present.

Mr M Jones (Chair), Mr D Atkinson, Mrs C Trew, Mrs S Partridge, CSO Kevin Powell, 2 members of the public 1.

1.Apolgies

Mr A Phillips, Mrs R Sparey, Mr R Smith

2. Declarations of Interest

Item 8- Mr D Atkinson, Prejudicial. Monmouthshire CC. Signed Interests Book

3. Minutes of meeting held on 14 January 2008

The minutes were agreed as a true record and signed by the Chair.

4. Matters Arising.

Review of Polling Stations- response from Herefordshire Council- Cabinet had considered the outcome of the proposals and requested that the review is revisited. New proposals and a change in criteria means Garway & St Weonards polling stations would not now be considered for closure.

A comprehensive Schedule of planned works for the improvement of Garway Village Hall was read out by Mr Atkinson.

New Affordable Housing. DA, SP, MJ & RS had walked around the village on 19 February with Andrew Prior (Planning Officer) and Keith Parry to identify possible sites for new housing. Old School, land at Myrtle House, land at the Allotments, council garages site and land adjacent to the Moon public house. Mr Parry raised the possibility of a dual purpose village hall with flats above on the existing hall site. Clerk to ask Mr Parry to explore this further. Andrew Prior will liaise with enforcement officer to continue to request owner to clean up site of Old School

Ditch clearance by Cae Duff would take place in March.

Amalgamation of Garway/St Weonards schools. This has been put on hold for the time being. Mrs Trew has been asked to join a campaign to proactively promote Garway School.

5. Correspondence.

Herefordshire Council consultation of the validation of planning applications – previously circulated for comment. No comment

Herefordshire Transport Asset Management Plan – Consultation. Previously circulated. No comment

6. Planning Matters

DECSW2008/0159/S Tennersfield Farm, improvement to farm access and pond. Agricultural and forestry buildings and operations prior approval not required.

DCSW2008/0261/F 11 Fairview, Garway. Proposed two storey extension, detached garage and new vehicle access. Previously circulated. The council noted for comment that the building is in front of the existing building line.

DCSW2008/0252/F Yew Tree Farm, Garway Common. Conversion of and alterations to a range of period barns to create two residential dwellings. Previously circulated. Supported. Mr M Jones signed the Interests Book. (Prejudicial)

DCSW2008/0127/F Tennersfield Farm, Garway. Conversion of small barn to be ancillary residence to the main residence. Previously circulated. Supported

DCSW2008/0124/F Tennersfield Farm, Garway. Refurbishment and extension of the existing farm house. Previously circulated. Supported

DCSW2007/3648/F Rivendell, Fairview. Detached double garage. Permitted

DCSW2007/3651/F Daren Barn, Hazelfield. Broad Oak. Conversion of redundant barn to provide new dwelling. Permitted

DCSW2007/3854/F, The Haskells, Broad Oak. Agricultural storage building. Permitted

7. Financial Matters

Notice of precept payments.2008/9 – 15 April, 16 September. Estimated Council tax per Band D equivalent property £21.19.

8. Garway Common

Council to consider tenders for grass cutting 2008 Mr Atkinson left the room Tenders received: Monmouthshire CC. £738.75 + Vat. R E Daniels : £32.50 per cut and £18.55 per strim. Proposed Mr Jones and agreed unanimously that Monmouth CC is given the grass cutting contract for 2008. Mr Atkinson returned to the meeting

9.Childrens Playground

To consider any maintenance issues prior to Rospa inspection. Rospa inspection to take place second week of April. Maintenance required on edges of playground, the table needs attention and bark topping up. DA will look at table ,edges (purchasing rails) and MJ will purchase and top up bark as last year.

10. Clerks wages and expenses.

Proposed Mr Jones and seconded by Mr Atkinson to pay expenses to date of £22.46 and wages to March of £220.

11. Parish Matters Highway issues –

Glass house road again poor state. Debris from last month’s heavy rain still on road at the access to Tennersfield Farm Clerk to contact Highways

CSO Kevin Powell advised that since 24 December there had been 2 burglaries, 3 thefts and 1 criminal damage. He asked that parishioners become more aware of suspicious vehicles and contact the police with number plates, make and colour as a preventative measure.

There being no further business the Chair declared the meeting closed at 8.30pm.

Minutes of Meeting held on Monday 14 January 2008 at 7.30pm in Garway Primary School.

Present.

Mr A Phillips (Chair), Mr M Jones, Mr D Atkinson, Mrs C Trew, Mrs S Partridge, Mrs R Sparey, Mr R Smith(Herefordshire Council), Mr K Parry, the clerk. Mrs L Whistance. (Garway Hill Commoners Assoc)

1. Apologies.

No Apologies.

2. Declarations of Interest

Item 10 - Mr D Atkinson. A & A Pest Control. Prejudicial. Mr Atkinson signed the interests’ book.

3. Minutes of meeting held on 3 December 2007

The minutes were agreed as a true record and signed by the Chair.

4. Matters Arising

No matters arising

5. Affordable Homes Survey – to consider response to draft report presented by Mr Keith Parry, Rural Housing Enabler for Herefordshire at meeting held on 3 December 2007.

The Housing Needs study had identified a need for the provision of new affordable housing, with a mixture of both type (family, flats) and tenure (rent and shared ownership) required. Keys points discussed were: the need for flexibility, would St Weonards residents qualify for housing in Garway?, as the time scale for planning could be up to two years would those expressing a need still be in the same situation at that time.

Mr Parry’s response was that the final tenure mix and number of dwellings would be determined by the developing Housing Assoc. working in partnership with the Parish Council, after assessing the number of applicants meeting the local connection criteria, their financial means to meet rent and mortgage costs and site and planning considerations.

Mr Phillips then proposed that the Parish Council formally adopt the housing survey report as a basis for further investigation allowing the process to go ahead. Agreed unanimously and carried.

Mr Parry would now visit Garway in late February with a planning officer and members of the Parish council to identify any suitable sites.

If successful then an afternoon/evening open exhibition would be held in the village for full public participation with members of the Housing Association in attendance.

6. Correspondence

Review of Licensing Act 2003 consultation. Previously circulated. No comments from council

DVD entitled River Tales produced by Age Concern with county residents sharing memories and knowledge of the rivers of Herefordshire. Circulated.

E mail from Mr Howard re Garway web site. It was proposed by Mrs Trew and seconded Mr Atkinson that the council will put the adopted minutes on the site.

7. Planning Matters

DSCW2007/3651/F Daren Barn, Broad Oak. proposed conversion of existing redundant barn to provide new dwelling. Previously circulated and supported.

DCSW2007/3173/F Yew Tree Farm, Application withdrawn

DCSW2007/3648/F Rivendell, Fairview, Detached double garage. - amended plans. Previously circulated. As before supported provided the proposed building line was in keeping with the existing building line.

DCSW2007/3854/F The Haskells, Broad Oak. Agricultural storage building. Supported

DCSW2008/0076/F Upper Town, Garway. Two storey extension to dwelling. Supported.

DCSW2008/0060/F Garway Primary School. Installation of a nursery/classroom unit on school site. Supported.

Although not a planning matter concern was noted about parking outside the school blocking the road. The Chair would discuss the matter at the next Governors meeting.

8. Financial Matters

None

9.Garway Common – Council to explore the most economical method of clearing ditches on the Common

Two ditches for clearance.

Road crossing by Cae Duff and ditch from Noke to play area.

Mr Jones will be undertaking work with a digger in the spring and was willing to clear the Cae Duff ditch. It was agreed to consider the Noke/play area at a later meeting.

10. Pest Control – village hall: to consider invoice received and proposed increase in charges.

Mr Atkinson left the room

Invoice received from A & A to cover period July/December including extra work carried out on infestation and supply of three internal boxes. £152.00

Agreed to pay.

Due to the increase in internal and external boxes the price per visit will be increased to £35. Proposed Mr A Phillips that the council approve this increase. To be reviewed in six months. Unanimously agreed .Clerk to send letter to Village Hall Trustees requesting maintenance as per A & A’s report at previous meeting is carried out.

Mr Atkinson then rejoined the meeting.

11.Garway Hill Commoners Assoc. – brief update on hedging, fencing ect.

Mrs Whistance reported that Pontrilas YFC had put a newt hibernaculum around Black Pool. Fencing/hedging was due to start shortly.

12.Parish Matters

Mr Smith gave a brief outline of the proposed closure of primary schools. Garway and St Weonards will be merged into one school at Garway following the review by Herefordshire council.

The capacity for Garway would be 105 and it would become a feeder school to John Kyrle. Consultation period finishes in March.

A Community Forum will be held in Much Birch on 12 February, Mr Smith asked councillors to express any preferences for topics they wished discussed and he would try and arrange it on their behalf.

There being no further business the Chair declared the meeting closed at 9.27pm

Minutes of Meeting held on 3 December 2007 at 7.30pm in Garway Village Hall

Present.

Mr A Phillips, (Chair), Mr D Atkinson, Mr M Jones, Mrs C Trew, Mrs R Sparey, Mrs S Partridge, Mr R Smith (Herefordshire Council), Mr K Parry, CSO Fiona Witcher & the clerk

1. Apologies.

None

2. Declarations of Interest

Items 8, 10 & 11 : Mr D Atkinson. Prejudicial. Mr Atkinson signed the Interests book.

3. Approval of meeting held on 22 October 2007.

Mrs R Sparey was omitted from councillors present. The minutes were amended. The council agreed that the minutes were a true record and signed by the Chair.

4. Matters arising from previous meeting.

Review of Polling Stations. The clerk had made representation on behalf of the council and had been advised that the comments would be included in the documentation that will be forward for consideration by Herefordshire Council.

5. Affordable Homes Survey – Mr Parry, Rural Housing Enabler for Herefordshire to present draft report on the results.

Mr Parry gave a brief summary of the report. There was a response rate of 81 forms from 174 addressees. ( 46.5%). The council are to study the report in depth and consider it at the next meeting when Mr Parry will again attend.

6. Correspondence

Review of Licensing Act 2003 circulated for consideration by members at the next meeting.

7. Planning Matters

DSCW2007/3651/F Daren Barn, Hazelfield. Proposed conversion of existing redundant barns to provide new dwelling. To be circulated with refused application for members to consider.

DSCW2007/3648/F Rivendell, Fairview. Detached double garage. The Council would support this application provided the proposed building line was amended as it was felt this was detrimental to the existing building line.

DCSW2007/3013/F The Grange, Garway Hill. Permitted

8. Financial Matters

Mr Atkinson left the room

Invoice received from Monmouthshire CC for grass cutting 2007. Agreed to pay £842.75. Proposed Mrs Partridge. Seconded Mrs Trew.

Mr Atkinson rejoined the meeting

Invoice for £116.34 received from Herefordshire Council for Parish Freighter 2008. Proposed Mr Atkinson, seconded Mr Phillips

9. Council to consider setting Precept 2008/9

After discussion Mr Phillips proposed that the Precept for 2008/9 is set at £3500. Unanimously agreed.

10.Garway Village Hall – to consider report from A & A Pest Control and Environmental Health.

Mr Atkinson left the room

Report from Environmental Health indicated that the Playgroup would no longer be able to use the Hall and that it was no longer advisable for any food or drink to be prepared on the premises.

Report from A & A identified preventative measures to be put in place, together with the placing of external rodent boxes. It was proposed by Mr Phillips that A & A carry out any necessary work, Seconded Mrs Trew and agreed.

E mail received from Environmental Health (Pollution) that no evidence of mice or other pests were found at the Old School premises.

11. Garway Village Hall- request from Village Hall Committee for grant to cover annual insurance costs

Proposed by Mrs Partridge and seconded Mrs Sparey that the parish council cover the cost of insurance for the Village Hall of £421.70.

Mr Atkinson then rejoined the meeting

12. Clerks wages & expenses

It was agreed to pay expenses of £32.59 and wages of £450 for period June- December.

13. Dates of meetings for 2008

Dates of meetings had been circulated and agreed.

14. Parish Matters

CSO Fiona Witcher reported 1 crime in the area since last meeting.

Mr Atkinson reported that the Village Hall Committee were not successful with their Lottery Fund bid.

Garway Hill Commoners Assoc: Mrs Trew circulated a copy of agreement for Natural England Higher Level Stewardship grant to the Association

There being no further business the Chair declared the meeting closed at 9.00pm

Parish Finance
Information to come .

Meeting Schedule
Schedule for 2008 .

Agenda for Special planning meeting 17th April 2008

Minutes of Meetings

July 2008 .

May 2008

April 2008 .

January 2008 .

Current Issues
Report on Affordable Housing .