Council Business

PIXLEY & DISTRICT PARISH COUNCIL

Parish Clerk: Mrs J Chester, Mapleside, Ashperton, Ledbury, Herefordshire, HR8 2RZ Tel: 01531 670036
email: pixleyclerk@btinternet.com website:- www.pixleyanddistrictpc.org.uk

COUNCILLORS ARE SUMMONED TO ATTEND THE ANNUAL MEETING OF THE
PARISH COUNCIL TO BE HELD AT MUNSLEY W.I. HALL
ON MONDAY 13th MAY 2018 AT approx. 7.30PM (after the Annual Parishes Meeting)

Agenda

N.B. PRIOR TO THE MEETING COMMENCING THE NEWLY ELECTED COUNCILLORS WILL COMPLETE THE NECESSARY FORMS AS REQUIRED BY THE ELECTORAL COMMISSION

1. To Elect the Chairman of the Council and to sign the Declaration of Acceptance of Office
2. To Elect the Vice-Chairman of the Council and to sign the Declaration of Acceptance of Office
3. To Accept any Apologies for Absence and Note the Reason
4. To Record any Declarations of Interest and Consider any Requests for Dispensations
5. Councillor Vacancies – To Note Councillor Vacancies and To Receive any Nominations for Co-Option
6. To Remind Councillors to review their Register of Interests held with Herefordshire Council and update if necessary
7. To Consider Approval of Minutes of Parish Council meeting held 25th March 2019
8. To Receive a Brief Report from Three Crosses Ward Councillor, Mr Jonathan Lester
9. Public Participation Session for Local Residents to raise matters relevant to the Parish Council (Please note:
Decisions cannot be made on items not on the agenda) This item to be limited at the discretion of the chairman
10. Planning: NB: no paper copies of applications are available to view at the meeting unless specified
a) To Consider Planning Applications referred for comment: (to be viewed online prior to the meeting)
b) To Note Details of Decision Notices Received from Hereford Council: as per planning record
11. To Receive an Update on Pixley and District Neighbourhood Development Plan
a) To Note Date of Referendum – Thursday 30th May 2019 and discuss how to advise residents
12. To Review and Adopt the following Policies for Pixley & District Parish Council
a) Standing Orders b) Code of Conduct c) Financial Regulations d) Donations/Grants Policy e) Assets Register
f) Risk Assessment Schedule g) Risk Management Policy h) Freedom of Information Requests i) Complaints Policy
j) Co-option Policy k) Training & Development Policy l) Media Policy m) Social Media Policy
n) Communications Policy o) Equal Opportunities Policy p) Bullying & Harassment Policy q) Health & Safety Policy
r) Unacceptable Behaviour Policy s) Discipline & Grievance Policy t) GDPR Data Protection Policy
u) GDPR Privacy Policy v) GDPR Privacy Notices w) GDPR Data Subject Access Policy x) GDPR Consent Form
y) Planning Applications received between meetings Policy
13. Appointments:
a) To Appoint GDPR Data Protection Officer (DPO)
b) To Appoint Footpath Officer(s)
c) To Appoint Lengthsman
d) To Appoint HALC Eastern Area Representative
14. To Review Working Groups and Terms of Reference, and to Review Members Leading Roles on Specific Issues as required:-
a) Neighbourhood Development Plan Monitoing Group b) Financial Working Group c) GDPR Working Group
d) Highway Traffic & Speed Management e) Website Management
15. Finance:
a) To Receive 2018/19 End of Year Accounts
b) To Consider the Internal Auditors Report
c) To Approve the Annual Governance Statement for the External Auditor
d) To Approve the Annual Accounting Statements for the Externa Auditor
e) To Consider Completing the Certificate of Exemption for External Audit of End of Year Accounts
f) To Review the Parish Council Insurance Policy and Decide on any Alterations Required
g) To Note & Agree New National Salary Pay Scales for Council Clerks
h) To Note Finance Report and Bank Balances
i) To Consider Payments of Outstanding Accounts
000477: Autela Group Ltd – Payroll Services Q4 – £53.00
000478: Came & Co – Annual Insurance – £285.60
000479: J Chester – clerk salary April/May and expenses – as agreed
000480: HALC – Election Training Course – £36.00
16. Highways/Footpaths:
a) To Receive Update on A4172
b) To Note any new Highway and Footpath Defects and work for the Lengthsman
17. Information Section / Correspondence / Discussion:
a) To Discuss Putley Press magazine
b) To Discuss Purchase of new Notice Board
c) To Review Information and Outstanding Actions
18. Reports: To receive any reports from meetings attended
19. Training: To note any forthcoming training dates
20. To Raise items for next scheduled Parish Council Meeting (no discussion)
21. To Decide Dates and Time of Ordinary Meetings for the ensuing year

Signed:         JLChester         (Clerk to the Parish Council)                                                                        Dated: 25th April 2019
The press and public are cordially invited to attend the meeting

INFORMATION SHEET

DATES OF SCHEDULED MEETINGS – (all held at Munsley WI Hall at 7.30pm unless advised otherwise)
2019 – Monday 13th May, Monday 22nd July, Monday 30th September, Monday 25th November
2020 – Monday 27th January, Monday 30th March, Monday 25th May

PARISH CLERK UPDATE
• Road defects reported to Locality Steward / Herefordshire Council via website
• NDP Support work undertaken and Referendum Notices displayed
• Website updated
• Grit Bins installed and filled
• A4172 report chased again
• HALC Election Training Evening attended
• Various Election Notices displayed at required times
• Lengthsman chased for insurance
• Insurance renewal checked
• Policies reviewed and updated
• End of Year Accounts prepared

GENERAL CORRESPONDENCE RECEIVED (* Circulated to Cllrs.)
• Balfour Beatty – Weekly Locality briefings *
• Balfour Beatty – Herefordshire Road Closures March, April & May *
• Herefordshire Rural Hub – March & April newsletters *
• Herefordshire Council – Notice of 2019 Elections *
• Herefordshire Council – Statement of Persons Nominated *
• Herefordshire Council – Notice of Uncontested Parish Council Elections *
• Herefordshire Council – Notice of Ward Councillor Elections *
• Herefordshire Council – Notice of European Elections *
• Herefordshire Council – Notice of Referendum (NDP) *
• Herefordshire Council – Cabinet Updates March *
• Herefordshire Council – Final NDP Examination Report *
• HALC – Information Corner *

OUTSTANDING ACTIONS – These are the consolidated actions outstanding after the last meeting:-
Oct 18 7.2 Clerk ongoing Monitor Condition applied to 182203 Newbridge Farm for footpath diversion
Oct 18 9.4 Clerk ongoing Keep Old Pickling Plant on agenda every six months
Nov 18 9.5 Clerk/KB Complete Collect Notice Board from The Nest to check if it can be repaired
Nov 18 10.3 Clerk Complete Forward email evidence of defects not being repaired
Nov 18 10.4 Clerk Complete Purchase two grit bins, report damaged bins and order salt
Nov 18 10.5 Clerk ongoing Re report drains at Little Marcle Xroads and request verge markers for
Munsley Lane and outside Munsey WI Hall
Jan 19 10.2 Clerk Complete Arrange Annual Maintenance Contract for Defibrillator
Jan 19 11.5 Clerk ongoing Ask Balfour Beatty to pursue landowner of rough bramble ground by AL2.

PLANNING RECORD – (last six months)
September 2018 182811 Sawpit Orchard, Aylton, HR8 2QH Proposed steel framed building to include four stables and store. The Parish Council object to this application in its present form and would require further clarification and details on the below before it could be re-considered
HEREFORDSHIRE COUNCIL DECISION – REFUSED 11.1.19
September 2018 182933 Pixley House, Pixley HR8 2QB Variation of condition 4 (MH97/0627) Ancillary accommodation over garage. Vary to allow for third party occupation. The Parish Council support this application.
HEREFORDSHIRE COUNCIL DECISION – GRANTED WITH CONDITIONS 1.11.18
January 2019 184082 Green Gables, Ledbury, HR8 2PZ Certificate of lawfulness for existing use of land for the keeping of animals namely: horses, and rare breed poultry, duck, geese, turkey The Parish Council have concerns over the environmental and welfare conditions the animals are kept in and believe that Herefordshire Council should seek advice from DEFRA and make a site visit. The field is an eyesore visible from the A438 and is having a detrimental effect on adjacent properties. Maintenance of hedges and the use of agricultural fencing rather than high metal barrier fencing would be more appealing. The field access is often churned up resulting in damaged verges and effecting drainage with the result of water pooling on the A438 during heavy storms endangering road users.
HEREFORDSHIRE COUNCIL DECISION –
January 2019 184486- Land off Roman Road, Newbridge, Aylton, Ledbury, Herefordshire Proposed 6 holiday lodges with new access PC Comment: Although Pixley and District Parish Council would normally encourage this type of diversity and tourism we OBJECT to this planning application for the following reasons:-
ACCESS – The Parish Council have already made Herefordshire Council aware of their concerns regarding speed and road safety along the A4172 and another new entrance onto this road would only increase these concerns. There are a number of property entrances very near to the proposed new entrance and more slow vehicle movements would increase congestion and the likelihood of accidents. The applicant states that there is an existing gate between the site access drive and the verge on the A4172. This new gateway was actually installed in Spring 2018, without planning permission, by removing an existing full hedgerow, there was never an existing entrance onto the A4172, and this would be evidenced by Google Maps photos of the site and by many local residents witnessing it being installed last year.
LOCATION OF LODGES – The Parish Council have concerns over the location of the proposed lodges as they will be on the boundary of the site and within close proximity of livestock buildings and lodges on an existing holiday park resulting in a negative impact on these businesses. The Parish Council also feel that the density of the lodges on the proposed site is too intense.
TENURE
In the event that the planning approval is granted the Parish Council would like to see robust conditions regarding the future running of the site to ensure that it is used solely for the purpose as set out in the application.
1. No letting to exceed 4 weeks in any eight week period
2. Lodges not to be disposed of individually only as a complete site.
3. No permanent occupation for management reasons.
The conditions are intended to preserve the intended holiday use and to prevent “back door development ”
HEREFORDSHIRE COUNCIL DECISION –