Minutes May 2019

Minutes of the Annual Parish Council and Annual Statutory Meetings of Callow &
Haywood Group Parish Council, held consecutively, at Callow Village Hall

on Tuesday 7 th May 2019

Cllr. Sophie Glover (outgoing Chair)
Cllr. David Malins (co-opted)
Cllr. Sandy Sharp
Cllr. Tony Priddle (elected as Chair)
Cllr. Jules Hardy
Cllr. Carol Lloyd

In attendance:
Parish Clerk; Alison Wright, Tree Warden; Ashley Elliott, Ward Cllr; Christy Bolderson
and nine members of the public
Open Session with Public (Annual Parish Meeting)
The public open session (Annual Parish Meeting) heard concerns about
flooding by Church House that had worsened since the road had been
There was representation made regarding planning application:
APPLICATION NO & SITE ADDRESS: Planning Consultation – 190713 –
Lyndhurst, Twyford, Hereford, Herefordshire HR2 8AD
DESCRIPTION: Replacement of existing conservatory with 2 storey
extension. Replacement of former cart-shed. Erection of new stable. Change
of use to Bed & Breakfast.
GRID REF: OS 351295, 235037
APPLICATION TYPE: Planning Permission
Following discussion, and on hearing local concerns, it was agreed that the
Parish Council would raise the issues described concerning access suitability
etc. with the Planning Department.
Concerns were voiced regarding the swan and duck crossing at Belmont
Pools and it was confirmed that there was still a crossing point at the
location – close to where they used to cross but on a diagonal.
The Outgoing Chair of the Parish Council gave her report for 2018 – 2019:
She thanked the Parish Councillors and Clerk for their time and commitment
and again outlined some of the activities from the past year. Thanks were
recorded to both Cllr Glover and also Cllr Bryant for their many years of
service to the council and community.
1.0 Co-option of Councillors(s) and to receive Acceptance of Office form(s)
One new councillor was proposed. Dave Malins was re co-opted. Proposed
by Cllr Priddle, seconded by Cllr Sharp and unanimously co-opted. Cllr
Malins completed and signed his Acceptance of Office Form and his
Declaration of Registrable Interests Form was confirmed as previously held.


2.0 To elect a Chairman and receive Acceptance of Office form
Cllr Priddle was proposed as Chair by Cllr Malins and seconded by Cllr
Sharp. There were no additional nominations and Cllr Priddle accepted the
role of Chair and signed the Acceptance of Role of Chair Form.
3.0 To elect a Vice Chairman and receive Acceptance of Office form
Cllr Malins was proposed as Vice Chair by Cllr Priddle and seconded by Cllr
Lloyd. There were no additional nominations and Cllr Malins accepted the
role of Vice Chair.
4.0 Apologies for absence
There were apologies received from Cllr Clegg
5.0 Declarations of Interest
There were declarations for Cllr Priddle and Sharp regarding any matters
relating to the Southern Link Road planning application number 151314.
Also declaration made by Cllr Sharp in regard to Planning Application
6.0 To Adopt Minutes of Meeting held on March 5 th 2019
The minutes of the meeting were signed as a true and correct record of the
Parish Council Meeting held on the 5 th March 2019. There was a correction to
the name of Cllr Sharp who had been incorrectly recorded as “Shaw”.
7.0 To Receive Reports from:
Ward Councillor:
Ward Cllr Christy Bolderson introduced herself and gave a brief overview of
how she had come to stand as Ward Councillor for Wormside Ward. She
confirmed some statistical information about the ward including the number
of people being 3500 with 2700 potential voters. The key issues that had
come up during the election campaign had included potholes, road safety
and drainage. Also mentioned were the bypass, southern link road and fly-
tipping plus planning matters and broadband. Outgoing councillor Jon
Johnson would be undertaking a full handover.
Bulletins had been circulated when received. Local reporting had been
advised. A visit would be welcomed.
Locality Steward:
Bulletins had been circulated when received. The new Locality Steward was
James Howells replacing David Atkinson.
Tree Warden:
The Tree Warden was reconfirmed as Ashley Elliott. The Tree Warden raised
a number of issues including pasture being ploughed up right next to trees at
Graftonbury Garden Hotel. Cllr Lloyd and the Tree Warden would
communicate with Herefordshire Council regarding potential damage to
trees at the location. Also reported was the presence of Giant Hogweed.
There was advice on the requirement to plan ahead for the replacement of
dying Ash Trees. The question of adequate compensation for damage to
ancient woodland during the construction of the Southern Link Road was
also mentioned.


8.0 Finance and Policies
8.1) To note the balance and current status of the current account and
community projects account. The current account balance stood at
8.2) To resolve to accept payments as per listing:
Mrs A Wright (salary May 19 £307.45 expenses £60.48) £367.93
HMRC (tax) £77.00
T Griffiths Lengthsman TGC0654 £398.40
Information Commissioner (ICO) £40.00
Zurich Municipal (Insurance) £254.96
Total £1138.29
The payments were resolved to be paid unanimously.
8.3) To confirm Internal Auditor for End of Year Accounts 2018-2019
The appointment of the internal auditor was confirmed.
8.4) To sign exemption form for External Audit
This form was signed as part of the end of year accounts process.
8.5) To appoint any members to committees
The Tree Warden role was confirmed as Ashley Elliott who was willing to
continue in the role. Thank you Ashley.
The Parish Footpath Officers would be appointed at the June Meeting.
The Contract was signed for Lengthsman and Footpaths and would be
renewed with Balfour Beatty for 2019 – 2020.
The Planning Sub Committee was confirmed as all councillors.
9.0 Planning Matters
9.1) To consider any applications as detailed:
APPLICATION NO & SITE ADDRESS: Planning Consultation – 191142 –
Roman Byre, Belmont, Hereford, Herefordshire HR2 9RU
DESCRIPTION: New vehicular access
GRID REF: OS 348396, 236541
APPLICATION TYPE: Planning Permission
This was discussed and it was agreed that the Parish Council would
comment that they would rely on the judgement of the Highways Authority
to determine the safety issues and any impact of the application upon
highway safety. The Parish Council could not support the plans without all
requirements specified by the Planning Authority being met.
Correspondence had been received about the following application 190713:
APPLICATION NO & SITE ADDRESS: Planning Consultation – 190713 –
Lyndhurst, Twyford, Hereford, Herefordshire HR2 8AD
DESCRIPTION: Replacement of existing conservatory with 2 storey
extension. Replacement of former cart-shed. Erection of new stable. Change
of use to Bed & Breakfast.
GRID REF: OS 351295, 235037
APPLICATION TYPE: Planning Permission
This was discussed during the Annual Parish Meeting and supplementary


comments would be sent to the Planning Department.
9.2) Southern Link Road update
An official correspondence had been received from the County’s Solicitor
outlining the road parameters. The Planning Officer had been requested to
keep the Parish Council appraised regarding landscaping mitigation matters.
The Parish Council asked the Ward Cllr to keep them informed regarding
updates as may be received by her.
10.0 Village Matters including speeding update and fly tipping
10.1) Speeding update and accidents
The Highways Consultant had produced a Technical Note. There had been a
reported slow response from Herefordshire Council. The Consultant was
now at the stage of arranging a final meeting with Herefordshire Council to
look at speeding issues and control of rat running. Hoping to attend Parish
Council Meeting to discuss in June 2019.
10.2) Fly tipping and Haywood Lane railway embankment
There had not been a response to concerns raised about the new fencing.
This would be chased up.
10.3) Local garages, obstruction and issues
The use of local fields for car parking was commented as being “change of
10.4) Old Mushroom Farm – development and activities review
Grab lorries had been observed going in and out of the site. Further details
on the vehicle movements would be supplied with regard to looking at
licence (as issued) compliance. Resident to supply plan for circulation.


11.0 Parish Roads and Footpaths
11.1) To note any defects to be reported to Balfour Beatty.
Flooding on corner in Callow Village by property (Church House) on the hall
side of the Callow Church.
Potholes in Grafton Lane – marked up but not yet repaired
Drainage by Hillcrest (drain in wrong place and water pooling)
Ward Cllr to update regarding resurfacing priority list in June 2019.
11.2) To put forward work for the Lengthsman – seasonal tasks. List of jobs
to be determined in June.
11.3) To appoint Footpath Officer(s)
The Parish Footpath Officers would be appointed at the June Meeting.


12.0 Information Sheet and Correspondence
12.1 To note Information and Correspondence Sheet
The contents of the information sheet were noted and included:
Travellers Sites Development Plan (DPD)
River Wye and Lugg Natural Flood Management Project
Memo summarising the key aspects and comments based on Technical Note
02: Review of Tracsis Data issued 26/01/19 by Railton from Jason Collins,
Michael Jones, Andrew Stoneman and Mark Hill

Footpath Grant – £989.45 successfully reclaimed for P3 Footpath works and
repaid to bank.
Car storage at Haywood Lodge Farm
The storage of cars at the location had been queried and the response
received would be responded to.
HGV activity at the Old Mushroom Farm
This was discussed and commented at Agenda point 10.4
13.0 Matters to be raised on the Agenda of the next Meeting
All usual items and including highways consultant (slot at meeting),
Footpath Officer appointment and end of year accounts.
14.0 Confirmation of date of next Meeting
The next Parish Council Meeting would be held, from 7.00pm, on Tuesday 4 th
June 2019 in the Callow Village Hall.
15.0 Due to the confidential nature of the business of this agenda item, under the Public Bodies (Admission to
Meetings) Act 1960 (3) it is proposed to put forward a motion to exclude members of the public during
discussion of this agenda item
To discuss NJC 2019 Pay Award and Increment for the Clerk from
The National Joint Council pay award under NJC conditions of service and
scale point increment were both agreed and confirmed from 1/04/19.

The meeting closed at 8.50pm

Signed: ……………………………………………Chair Date……………………..