Llangarron Parish Council - Minutes of a Parish Council Meeting held remotely on Tuesday 30th June 2020 at 7.30pm

Llangarron Parish Council
                    Minutes of a Parish Council Meeting held remotely on
                               Tuesday 30th June 2020 at 7.30pm

Present: Councillors: Sylvia Matthews, Nigel Moore, Barbara Fisher, Simon Wainewright, John
Norman, Nick Saunders, Liz Dingsdale and Paul Lodge.

Also present were Ward Councillor Swinglehurst, Parish Clerk Mark Hearne & 10 members of the
public.

The Chairman explained that, as Parish Council meetings will be conducted remotely for the
foreseeable future, it was important to adopt a Zoom Protocol the details of which was outlined before
the meeting began. The Zoom Protocol will be published on the Parish Council website.

1. To receive apologies for absence - Councillors Paul Bailey, Neil Wheeler and John Joseph.

2. To receive declarations of interest & written requests for dispensation – Councillors
Sylvia Matthews and Simon Wainewright declared a non-DPI interest in agenda items 11. It was agreed
that Councillor Moore will chair the discussion on this agenda item.

3. To consider the minutes of the previous meeting held on 26th May 2020. With reference
to 12.7 (Planning Consultation 201351) of the minutes Councillor Paul Lodge commented that the
Parish Council had not previously agreed to reject amendments to already approved planning
applications. It was RESOLVED, therefore, that the Parish Council’s position would be discussed at the
July meeting and the sentence beginning “Councillors were reminded” would be removed from the
minutes. Councillor Lodge also asked that his support for Planning Consultation 201351 be included in
the minutes. With reference to 12.8 (Planning Consultation 201378) Councillor Lodge suggested that
the term “developers” was not an appropriate way of describing Mr and Mrs Farr and it was, therefore,
agreed to use “landowners” as an alternative. With these amendments it was RESOLVED to adopt the
minutes of the 26th May 2020 as a true record.

4. Open Discussion
4.1 To receive views from residents on parish matters. The following issues were raised:
        4.1.1 – A resident expressed concerns on Planning Consultation 201738 commenting that, if
        granted, it would give a “green light” to a developer who has recently purchased three adjacent
        fields and is in the process of seeking planning permission. The resident added that the site is
        outside of the NDP boundary and was also concerned that it would lead to a significant increase
        in traffic in Llangrove.
        4.1.2 – A resident sought clarification why Councillor Lodge fails to disclose a declaration of
        interest when the Parish Council considers planning applications submitted by Mr & Mrs Farr as
        he seems on friendly terms with them. The resident added that many people in the village
        found the planning applications submitted by Mr and Mrs Farr to be unacceptable.
        4.1.3 – A resident who owns Tretawdy Farmhouse also expressed concern over Planning
        Application 201738 especially as they will be directly impacted by the proposals. More

generally, they were concerned that if granted the planning application could be a gateway to
        further development in the adjacent field and were also worried about increases in tourist
        traffic. More specifically, the current plans suggest the people visiting the site would need to
        access their property to turn around. The resident also pointed out that there is a footpath
        crossing the narrow access track which raises safety concerns for pedestrians. The resident
        further suggested the commercial nature of the proposal may be at odds with the wishes of the
        individual who gifted the land to the Wildlife Trust. The resident mentioned that no public
        consultation has taken place despite indications to the contrary by the developer. The Chairman
        reminded the resident that there is facility to make representations direct to Herefordshire
        Council.
        4.1.4 – Mrs Farr responded to the points made by a resident (4.1.2) and referred to comments
        made by the other resident in response to her planning application which she considered
        personal and unacceptable. The Chairman commented that there is an expectation that the
        people attending the Parish Council behave appropriately but added that the comments
        expressed were between two residents.
        4.1.5 – A resident asked to briefly comment on the agenda item 14 (grass verges) asking if the
        Parish Council would consider changing the timing of the grass verge cuts until later in the year
        (August) to allow the wildflower to flower and set seed.

4.2 – Ward Councillor report – In her report Ward Councillor Swinglehurst provided a brief
overview of the activities of other Parishes in response to the Covid 19 crisis. Herefordshire Council are
currently in the process of collating information from across the county and it seems much of the
supporting activity has been provided by community groups rather than Parish Councils. The poor state
of the River Wye was also discussed noting the discharge of effluent from chicken farms may be one of
the primary causes of the serious pollution in the river. Regarding the issue of the late cutting of grass
verges the Ward Councillor confirmed that Herefordshire Council will be content to discuss this issue
with the Parish Council but added that public safety will need to be considered.

5. Lengthsman – Councillor Norman reported that two invoices (£950) have been received from the
lengthsman for work undertaken in response to flooding as approved by the Parish Council on the 28 th
January 2020 and forms part of the £1500 set aside for this purpose. Councillor Norman recommended
that payment for these invoices be authorised.

6. Footpaths
6.1 - Councillor Dingsdale reported that productive discussions with the footpath’s contractor have
taken place since the last meeting. The footpaths contractor has visited every location of the jobs
submitted to him and has undertaken routine maintenance where practicable which was equivalent to
one day’s work. Work on clearing the steps at the end of LG12 leading to Stoney Bridge has been
completed as approved at the Parish Council meeting held in May 2020. Work on replacing stiles, steps
and signs on LG12 will be undertaken as soon as the requisite equipment becomes available – this is
equivalent to less than one day’s work. Work on clearing LG36 will now take place as approved at the
meeting in May 2020; all the scheduled work is with the two days’ work approved by the Parish
Council. The footpath contractor, who is due to meet the Locality Steward on the 3rd July 2020, has
enquired whether the Parish Council would prefer for the stiles to be delivered to him rather than the
landowners at no charge to the Parish Council apart from the cost of erecting the stiles. Crops have

been allowed to encroach onto three footpaths and rather than the Clerk write to the landowners a
speedier option would involve the Locality Steward dealing with the farmers direct. It was RESOLVED
that the Clerk inform the footpaths contractor that the Parish Council is content for the Locality
Steward to contact the farmers direct. In parallel, Cllr Joseph would be asked to speak to them on
behalf of the Parish Council. The footpaths contractor is due to discuss the problem at WN11, reported
by Councillor Fisher at the previous meeting, with the Locality Steward on the 3rd July noting that the
remedial work would be the responsibility of Welsh Newton Parish Council.

6.2- Councillor Dingsdale reported that there is a gap in the fence on LG34 and recently stock fencing
has been erected. There is also a broken stile on the footpath and following discussion it was
RESOLVED that the footpaths contractor be instructed to repair/replace the stile with this work
forming part of the 2 days’ work already approved by the Parish Council.

7. Highways
7.1 - Councillor Lodge reported that there had been little activity on the highways since the last
meeting due to Covid 19 but potholes were continuing to be filled and the Locality Steward should be
congratulated on the support he provides to the parish. Paul Hunter has recently been appointed as
Stakeholder Manager and the following issues were raised with him:
     • Upgrading the unclassified road through Llangrove.
     • The proposed 20 mph speed limit in Llangrove.
     • The introduction of 20 mph speed limits across Herefordshire asking if Llangrove could be
         included in this initiative. Ward Councillor Swinglehurst stated that her understanding of the
         criteria for these 20 mph speed limits it is unlikely that Llangrove will be eligible for the
         scheme.
Despite some hastening of Mr Hunter there has been no response to these queries but it is hoped that an
update will be available in time for the next meeting.

7.2 - Over 20 residents from Llangrove have written to the Clerk expressing concern over speeding
traffic in the village and have asked for a 20-mph speed limit as soon as possible. Councillor Lodge
suggested that if there is any headroom in the 2020/21 budget perhaps it could be used to accelerate
work on the speed limit. It was RESOLVED that an update on the planned 20 mph speed limit be
published on both the Llangrove and Llangarron Facebook pages as well as the Parish Council website.

8. Flooding – Councillor Moore provided a summary of his report on flooding. Recently, there have
been two major incidents which caused flooding to neighbouring properties. Fallen wood, mostly
alder, is present in the Garron which acts as a dam. The situation is not helped by die-back of both alder
and willow which causes instability on the adjoining banks resulting in the loss of the trees leading to a
reduced capacity to absorb water. The build-up of silt and narrow bridges also exacerbates the problem.
During periods of heavy rainfall water also runs off the fields onto the roads. Councillor Moore
proposed that all landowners should be asked to remove wood from their part of the brook by the end
of September 2020 noting that a specialist contractor may be required as the bank in some places is six
to eight feet deep. Councillor Moore also suggested that landowners should clear their ditches by the
end of September 2020 and farmers should be asked to block field drains on their land. The lengthsman
has produced a report detailing drainage work that could be undertaken subject to the availability of
funding. Working collaboratively with landowners to reduce the threat of flooding is the primary aim
but if there is a lack of co-operation it may be necessary to consider escalating the issue to DEFRA.
Working with Herefordshire Council to deal with the problem is important and Councillor Moore
suggested that no further development should be sanctioned until an effective solution to the flooding
problem is found. Councillors commented that Councillor Moore’s report offered a good start towards
tackling the issue, but further work will be necessary including reference to the guidance already

provided by Ward Councillor Swinglehurst. Councillor Lodge referred to a pamphlet produced by
Balfour Beatty/Herefordshire Council which sets out the riparian responsibilities of landowners.

9. Clerk Correspondence – The Chairman reported that 22 representations have been received
about the 20-mph speed limit in Llangrove. It was confirmed by Councillor Lodge that a traffic survey
would not take place until the level of traffic returned to something close to normal adding that the
analysis of the results of the survey would be used to demonstrate the need for a speed limit. The
money set aside in the precept in 2020/21 is designed to fund four serials with a further eight due in
2021/22. If headroom is found in the 2020/21 budget it may be possible to introduce the speed limit
earlier than originally planned. It was considered that this issue should be included on the agenda for the
meeting in October 2020, but, in the meantime, it was RESOLVED to provide an update to local
residents in Llangrove explaining that, whilst there is no guarantee that the speed limit will be
approved, the Parish Council is committed to building the strongest case possible in support of the
proposal. Councillor Lodge agreed to provide some bullet points to form the basis of an update that will
published on the Parish Council website and in the Llangrove newsletter. The Chairman mentioned
correspondence which draws attention to the work being undertaken by one of the local Covid 19
volunteer groups. Councillor Lodge explained that this letter was designed to show the work being
undertaken by the community groups.

10. Planning. To consider the applications to be determined by Herefordshire Council. Councillor
Moore chaired the discussion on Planning Consultation 201475 as agreed at paragraph 2 above.

10.1 - Planning Consultation 201475 - Upperfields Farm, Park Road, Llangarron, Herefordshire, HR9
6PQ – Conversion of existing Dutch barns to holiday accommodation including extension to create a
further bay. During discussion it was acknowledged that the proposal to develop an existing holiday
barn would boost the local economy and following a vote it was agreed to support the proposals set out
in the application by a majority decision with just Councillor Moore registering an objection. It was
RESOLVED that the Clerk inform the LPA accordingly.

10.2 - Planning Consultation – 201573 – Plot 3 of Land at Oaklands’s Paddock- Langstone Lane,
Llangarron – Proposed dwelling and detached garage (amended design for plot 3 on 191288/F).
Councillors discussed the planning application and raised concerns around drainage issues following the
removal of 28 trees from the site and the detrimental impact this would have on flooding in the area.
The Chairman reminded Councillors that consideration should only be given to the proposed
amendment to the windows and following a vote it was decided to support the application. It was,
however, RESOLVED that the response to the LPA should also raise Councillors’ general concerns
that, without suitable landscaping, the loss of 28 trees from the site will have a detrimental impact on
local drainage systems leading to a heightened threat of flooding in the area.

10.3 - Planning Consultation 193230 – Land adjacent to Trejenna, Llangarron, Ross-on-Wye.
Proposed development of two residential dwellings including new vehicular access of the highway.
Councillors noted that an appeal has been lodged against the refusal of planning permission.

10.4 - Planning Consultation – 201738 – The Buildings at Tretawdy Nature Reserve, Llangrove, Ross-
on-Wye. Proposed development of the conversion of two small redundant barns into a luxury 6-8-
person holiday lets. Councillors expressed concern that the proposals for a holiday let were clearly a
business venture at odds with the aims of the Hereford Wildlife Trust and considered it was against the
wishes of the individual who gifted the land. Issues around access and noise were also raised especially as
the steep and narrow track leading to the site was wholly unsuitable and without entering the site of a

neighbouring property it would be impossible to turn around. Noting that a footpath crossed the access
track coupled with the increase in traffic visiting the site Councillors recognised there were clear safety
issues for people using the footpath. Councillors also disputed several assertions in the planning
applications especially over the suggestion that local people had been consulted when they had not.
Councillors also considered that there were exaggerations over the amount of money that will be spent
in the village and the employment opportunities for local people because of the development. It was
also understood that the individual who gifted the land to the Hereford Wildlife Trust had assumed it
would be used solely as part of the nature reserve and not a commercial venture. Following a vote
Councillors unanimously opposed the proposals set out in this planning application and it was
RESOLVED that the Clerk inform the LPA accordingly.

10.5 - Planning Consultation -201737 – Plot 3 – Land at Little Trecila, Langstone Lane (South),
Llangarron, Ross-on-Wye HT9 6NZ – Variation of condition 2 ref 182360/F (Proposed dwelling)
redesign of proposed dwelling. The Chairman explained that the proposed variation replaces a modest
2-bedroom property with a 4-bedroom home with a substantially increased footprint. Councillors were
unanimous in opposing the amendment as it is a substantial change to the original application adding that
it would be unsuitable given the already significant development in this part of the village and the
increased risk of flooding. The Chairman added that the Parish Council had positively received the
original application for a 2-bed home as properties of this size are, as the draft NDP indicates, much
needed in the parish. It was RESOLVED that the Clerk inform the LPA of the Parish Council’s decision.

11. Finance

11.1 - The Clerk reported that the current bank balance over both the Santander and Lloyd Bank
accounts is £25,741.20.

11.2 - The following payments were approved:
    11.2.1- Clerk’s salary in accordance with employment contract (May & June 2020)
    11.2.2- PAYE – May 2020 - £93.40
    11.2.3 - PAYE - June 2020 - £93.40
    11.2.4 - Lengthsman - £1589.71
    11.2.5 HALC (Internal Audit) - £240.00
    11.2.6 There was discussion on the invoice (£2102.82) from Herefordshire Council recharge for
            the May 2019 election and it was RESOLVED that, subject to a satisfactory explanation
            from Herefordshire Council for the higher (£400) than expected cost, payment would be
            approved. Post meeting note – Herefordshire Council provided a detailed
            breakdown of costs for the election and payment against the invoice was
            submitted.

11.3 – End of Year Accounts (2019/20) - The Clerk referred to the spreadsheets previously
circulated which shows a net underspend against the budget for 2019/20 of £5307.32. Councillors
were also provided with a review of 2019/20 which provided a brief analysis against each of the
budgetary categories. Councillor Moore added that the end of year accounts have been reviewed by the
Finance Working Group and they are content with analysis in the financial reports. Councillors
approved the end of year accounts for 2019/20.

11. 4 – Internal Audit Report 2019/20 – The Clerk commented that the Internal Audit report
shows improvement in the Parish Council’s financial processes, but further work is required to address
the recommendations in the audit. The Clerk, in conjunction with the Finance Working Group, have
produced a response to the Internal Audit which highlights the work required in the future. It was also

noted that monitoring of the budget by the Finance Working Group will take place quarterly and issues
will be reported to the Parish Council.

11.5 – Approve the Annual Governance Statements – The Clerk explained that the Annual
Governance Statement provides a snapshot of income incurred and expenditure received during
2019/20 and the information has been endorsed by the Internal Auditors. The statements will be
submitted to the External Auditors. The Annual Governance Statements were approved by Councillors.

11.6 – To consider the purchase of a defibrillator - There was general agreement that additional
defibrillators in the parish would be beneficial and it was RESOLVED that Councillors Norman and
Lodge work together to present some proposals at the next Parish Council meeting.

12. Parish Council Objectives 2020/21
12.1 - The Chairman stated that it is important that people living in the parish understood the objectives
and priorities of the Parish Council. Councillor Moore outlined a series of draft objectives which will be
the basis of a discussion at the next Parish Council meeting and Councillors were invited to forward
other proposals to the Clerk. Included in the suggested objectives is a new bench for Llangrove and,
following a vote, it was RESOLVED that the purchase could proceed.

12.1 - The Chairman provided a brief update on the status of the NDP. Covid 19 has delayed progress
on the NDP because, until recently, it was unlawful for Regulation 14 consultation to take place and
Kirkwells’ offices have been closed. The recent easing of Covid 19 restrictions mean Regulation 14
consultation can now proceed, albeit remotely, as is the case for Regulation 16 consultation. Reaching
Regulation 16 is an important step because at this stage the NDP carries significant weight in terms of
the planning process especially as an agreed settlement boundary will be in place thereby precluding
speculative development. A referendum on the NDP will not be permissible until 6th May 2021 at the
earliest. Consideration will be needed given physical copies of the NDP will not be accessible and
especially as not all residents will have an on-line capability. The draft NDP is now in the hands of
Herefordshire Council for the purposes of the Environmental assessment. It is planned that the draft
NDP will be presented to the Parish Council at the July meeting and work has begun in drafting
documents necessary for the Regulation 14 consultation.

13. Covid 19 – The Chairman commented that it is proposed to hold a zoom meeting involving
interested third party stakeholders including community groups to consider future support from the
Parish Council. It was suggested that the meeting should take place on the 14th July 2020.

14. Grass Verges – Following discussion it was agreed that verges suitable for late cutting should be
identified and Councillors Saunders, Fisher and Dingsdale volunteered to work with Mrs Lesley
Winters to produce this list involving Balfour Beatty as necessary.

15. To note the date of the next Parish Council Meeting as Tuesday 28th July 2020 - The
Chairman advised that this meeting would also be held remotely but suggested an earlier start time of
19.00hrs after canvassing the views of absent Councillors.

                                        Meeting closed at 22.00