Minutes 27th September 2016


Parish Council Meeting held at The Function Room, The Bush Inn HR4 8EH

7.00pm on Tuesday 27th September 2016


Councillors: Mrs A Pendleton (Chair); Mrs I Stokes (Vice Chair); Mr J Gough, Mr R Grayburn, and Mrs S de Rohan.

In Attendance:

M Cooper (Ward Cllr) and Mr M Hopkins (Clerk).

Members of the public: No members of the public.


1. To Accept Apologies for Absence

Cllr A Last and J Mackay-Lewis


2. To Approve the Minutes of the Annual Parish Council Meeting held on Tuesday 10th May 2016 and the Extraordinary Meeting on Monday 20th June 2016

Resolved: Both sets of Minutes were confirmed and signed by the Chair.


3. To Receive Declarations of Interests and Applications for Dispensations

Resolved: Cllr S de Rohan – Non disclosable interest re item 8.0 planning application 162630 (friends with the applicant).


4. To Receive Brief Reports from:

4.1 Herefordshire Councillor (Cllr M Cooper)

Cllr Cooper reported that he was still waiting on further news on the Rogers Farm application. He is scheduled to meet the planning officer shortly.

Resolved: Cllr Cooper was requested to enquire with the Planning Officer when the application would go before the Planning Committee.


4.2 Westhope Common Management Association (Cllr Mrs I Stokes)

Cllr Stokes reported that the June meeting had been cancelled. The failed Jubilee Oak had been replaced but unfortunately another had failed, the cattle grid had been repaired, cattle had returned to the common, bracken near to Mistletoe Cottage to be cleared and the good news that there is an increase in wildlife using the common. Re the bonfire in November it had been agreed not to use wooden pallets because of the nails. The next meeting is scheduled for 5th October 2016.

Resolved: Report noted and it was suggested that the failed oak tree should ideally be replaced at the end of November. Cllr Stokes thanked accordingly.

5. Open Time

No items


6. To Receive the Clerks Report, General Updates and Note the Information

All updates since the meeting on 19th May 2015 are included in the Information Sheet which had been circulated.

Resolved: Reports, Updates and Information Sheet noted.

7. Financial Matters

7.1 To Receive a Report from the RFO

Bank Balances as of 15th September 2016: Community Account: £2,882.13 * and Business Premium Account: £980.55 (* Including the VAT refund of £225.00 for 2015/16 but excluding £1,250 – 2nd part of precept).

Resolved: Report noted.


7.2 To Consider the following Payments

7.2.1 Payments Made Since Last Meeting: Eyelid Productions (website set up) £500.00 (503), ACT Computers (laptop & printer) £402.00 (504).

Resolved: The above payments were noted.


7.2.2 Outstanding Payments: Richard Mills (Lengthsman August) £290.00 (505), The Bush Inn (Room hire x 1) 15.00 (506), Clerks salary (July/ Sep) £130.10 (507);

HMRC (PAYE July/Sep) £32.40 (508), Contribution to SLCC subs 2016/17 £48.00 (509), HALC (web hosting etc) £36.00 (510).

Resolved: The above payments were agreed.


7.3 To Consider Ways of Raising Funds for the Restoration of the War Memorial

Resolved: It was agreed to hold a draw at the Christmas Party.


7.4 To Comment on the Proposed Budget for 2017/18

A draft copy of the proposed budget was circulated and explained.

Resolved: Cllrs to consider the circulated proposed budget and to make any comment or suggested amendments to the Clerk before the November meeting in order that it may be approved together with the precept at that meeting.


8. Planning Matters

162630: Ladye Grove, Bush Bank, Herefordshire, HR4 8EN – Proposed conversion of adjoining building into ancillary living accommodation.

Resolved: No objections to this application.


Decisions received from Hereford Planning Department

161067: Land at Bush House, Bush Bank, Herefordshire, HR4 8PQ – One proposed dwelling with garage and other associated works – granted with conditions

Resolved: Decision noted.


9. Highway Matters

9.1 To Receive any Issues for Parish Lengthsman Scheme

Lengthsman budget for 2016/17 is £1,044.00. Spent to date £242.00 (excl vat) leaving a balance £802.00

Resolved: No issues raised

9.2 To Receive any Issues for Herefordshire Highways

The Upper Hill to Ivington road was breaking up in places. It was also reported that ash dieback was now in the county.

Resolved: The road problem had already been reported to the Locality Steward.

10. To Make any Comments on the Code of Conduct re Dealing with Complaints

Resolved: It was agreed to adopt the revised version, dated 9th May 2016, for dealing with complaints re the Code of Conduct for Members.


11. To Confirm that the Parish Council is Complying with the Pensions Act 2008

Under the Pensions Act every employer with staff in the UK must offer them a workplace pension scheme and contribute towards it.

Resolved: The clerk confirmed that he did not wish to contribute to or receive a pension. This would be confirmed with the Pension Regulator on the staging date of the 1st October 2016.


12. To Receive Updates on Commons within the Parish

Resolved: Deferred to the spring of 2017


13. To Receive an Update on the Website

The clerk confirmed that the Parish Council now had a website which would include local organisations, clubs, societies etc and contain parish information.

Website address: http://birleywithupperhill.co.uk

Clerk’s email address for public use: clerk@birleywithupperhill.co.uk

The Parish Council also owns a laptop and printer/scanner.

Cllr S de Rohan reported that she was attending a training course with Eyelid Productions (Mark Millmore) who had set up the website and who would be providing annual support and back up. Cllr de Rohan listed several pages and links that she would request be added to the website.

Resolved: It was agreed therefore that Cllr S de Rohan would assume responsibility for regularly updating and maintaining the website for items other than Parish Council business.


14. To Raise Items for the next Scheduled Parish Council Meeting – No Discussion

Resolved: All items referred from this meeting. Agree meeting dates for 2017.


15. To Confirm the Date of the next scheduled Parish Council Meeting

Resolved: Tuesday 8th November 2016 at 7pm.

Venue: The Function Room, The Bush Inn HR4 8EH


Meeting concluded at 8.30pm



…………………………………….. 8th November 2016

Signature of Chair Date