Minutes 17th January 2018

Minutes of the Longtown Group Parish Council meeting held on  Wednesday 17th January 2018 at 7.30pm in Longtown Village Hall.

PRESENT – Mrs J Cecil (Chair), Mrs P Tribe, Mrs G Watkins, Mr P Hope, Mrs J Probert, Ms D Palmer, Mrs L Watkins and Ms J Jones.

IN ATTENDANCE – Mrs L Cowles (Clerk) and 3 members of the public.

  1. ACCEPT APOLOGIES FOR ABSENCE – Mr N Powell, Ward Councillor Peter Jinman and PCSO Fiona Witcher.
  2. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – Mrs P Tribe declared a non-disclosable pecuniary interest in agenda item 7.3; the declarations book was signed accordingly. There were no written applications for dispensation.
  3. ADOPT MINUTES OF THE PREVIOUS ORDINARY MEETING – 15th November 2017 – Amendments were made to agenda item 12, to remove ‘through their Neighbourhood Plans’. The minutes were then signed as a true and accurate record.
  4. OPEN DISCUSSION – One member of the public raised serious concerns regarding surface water and overhanging trees on the U75014 in Craswall. Problems have been ongoing for approximately 7 years. When there is heavy rain the water runs down the road and not into the ditches. Photographs were given to the Chair who will contact the Locality Steward to try and arrange an inspection. Another member of the public raised their concerns regarding planning consultation no. 174671 and their objections were read to the Parish Council. This will be discussed at agenda item 7.3.
    • Ward Councillor – Mr Peter Jinman was unable to attend the meeting
    • Local Police – The local police were unable to attend the meeting.

Ms J Jones joined the meeting

  • Lengthsman report – Mr Griffiths was unable to attend the meeting. Mrs J Cecil, Mr P Hope and Mrs G Watkins have inspected recent works completed in the different parishes. Whilst some work has improved slightly certain jobs including clearing entrances to drains have not been done. There are concerns that a full day’s work is not being completed. There is an issue with surface water, many ditches are now filled with debris. The Lengthsman has previously advised that they would not be clearing ditches as it was uncertain as to whether these were the responsibility of the landowner. The Locality Steward has cleared some problems whilst he has been in the parish. Having insisted that Mr Griffiths comes on the maintenance days work has improved slightly and they will continue to be monitored.

Planning application 174319 at Ashfield House, Longtown has been granted. The new external auditors covering Herefordshire for a 5-year period from 2017/18 will be PKF Little John LLP. Parish Councils with income or expenditure less than £25,000 will be able to declare themselves exempt from a review by the external auditor but they must still complete and publish an annual return.

Thank you letter received from Dore Community Transport for the Parish Councils’ donation.

A letter has been received regarding glass recycling bins in the village. The Clerk has responded stating that there are no current plans to have bins. Glass can be recycled in the bi-weekly bin collection and bins were removed from Longtown village hall as there was no alternative site found. Councillors were advised of the latest road closures that effect the parish although it was noted that the repairs have not taken place.


Site:                               Ashfield House, Longtown, Herefordshire. HR2 0LX

Description:                 Proposed three bay garage and store.

Application No:          174319                                    Grid Ref: 332999:231362



Site:                               Longtown Outdoor Education Centre, Longtown, Herefordshire. HR2 0LD

Description:                 Proposed removal of cementitious render to court house (A0 block) and replace

with Lime render, replacement of some doors and windows and isolated repairs

to some doors and windows. Installation of timber cladding to ablutions Block

(B0 block), replacement to metal tile roof covering to lean too with single ply

membrane, minor repairs to roof, valleys and gutters. Rebuilding 4m of dry stone

wall to boundary.

Application No:           174433                                  Grid Ref: 332232:229057



Site:                               Land Lying South of High House, Llanveynoe, Herefordshire.

Description:                 Retrospective – Material change to use of siting of caravans with associated roof

canopy and timber screening.

Application No:           174671                                   Grid Ref: 330942:230789

The Clerk has received correspondence from seven parishioners objecting to this application.

COMMENTS – The siting of these caravans are on a Greenfield site and have a negative visual impact on the area. They are not associated with any type of agricultural farming neither are they associated with any main residential development, therefore the Parish Council would like to object to this application.


Site:                             Campsite, Old Mill, Craswall, Herefordshire. HR2 0PN

Description:               Proposed erection of new livestock/manure building and new livestock handling building.

Application No:         173646                                      Grid Ref: 328934:235436


Site:                              Trelandon Farm, Walterstone, Herefordshire. HR2 0DZ

Description:                Proposed agricultural livestock building

Application No:         174678                                     Grid Ref. 334781:226726


Site:                               Great Cwmcoched, Longtown, Herefordshire. HR2 0PA

Description:                 Proposed agricultural building

Application No:          174083                                    Grid Ref: 332006:226835

    • Confirmation of bank balance – £8912.46 statement issued 11th December 2017.
    • Receipts – None
    • Payment to Mr T Griffiths, invoice no. TGC0232 – Roads Account November 2017 (1) of £382.00 plus VAT, invoice no. TGC0238 – Roads Account November 2017 (2) of £50.00 plus VAT, invoice no. TGC0246 – Roads Account November 2017 (3) of £382.00 plus VAT and invoice no. TGC0266 – Roads Account December 2017 (1) of £382.00 plus VAT – Payment agreed although the Clerk will check when works were completed for invoice no. TGC0266.
    • Payment to Mrs L Cowles for December and January Clerks’ hours, £100 Jan- Dec 2017 home office use and £15.08 stamps – Payment agreed.
    • Payment to Hoople of £46.00 plus VAT for A4 map of Longtown for Neighbourhood Plan – Payment agreed.
    • Payment to HALC of £15.00 plus VAT for Dancing with Data training course – Payment agreed.
    • Payment to HMRC of £132.60 for PAYE October – December 2017 – Payment agreed.
    • Finance Working Group Quarterly Report – The quarterly report had been distributed to parish councillors prior to the meeting. Mrs G Watkins reported that spreadsheets and the bank statements had been checked at the quarterly meeting and all were in order.
  1. MEETING DATES 2018/19 – It was agreed to continue to meet on the third Wednesday of every month apart from August and December. Mrs Cecil will contact Karen Usher (Hereford University) regarding speaking at a separate parish meeting between March and June.

Mrs J Probert left the meeting

  1. LENGTHSMAN 2018/19 TENDERS & 2018-19 EXPRESSION OF INTEREST FORM – Mr Griffiths has expressed an interest in continuing as the Lengthsman for 2018/19 with no addition in cost although the Clerk would need to advise him that the parish council were not prepared to pay for travelling time. One other tender has been received. It was agreed to extend the deadline by two weeks to enable details to be included in the Hereford Times. The Clerk will also get in touch with a contact given by the Locality Steward. It was agreed to complete the Expression of Interest Form 2018/19 for Balfour Beatty.
  2. GENERAL DATA PROTECTION REGULATION AND DATA PROTECTION BILL – The General Data Protection Regulation (GDPR) will come into force on 25th May 2018. The bill includes tougher rules on consent, rights to access, rights to move and rights to delete data. The parish council will need to employ a Data Protection Officer. Herefordshire Association of Local Councils are currently looking at employing a Data Protection Officer who members can opt into using. Parish Councils will need to have certain policies in place and these policies must be included in the minutes. This is ongoing and further information should be available in the coming months.
  3. MEETING WITH LONGTOWN SCHOOL & TRAFFIC MANAGEMENT– Mrs Cecil and Mrs Tribe have met with the school including members of the PTA, staff and Governors. The meeting was very positive and the school will be communicating with parents over road safety. Actions for the Parish Council are speed problems, existing road markings, new road markings, speed bumps and the solar panel-flashing 30mph speed signs. Mrs Cecil and Paul Norris have got the speed signs flashing at the right time of day. The next meeting will be on 7th February when PC Roger Bradley and the Locality Steward will be attending to address the outstanding issues.
  4. COMMUNITY GOVERNANCE REVIEW – It was agreed to ask Herefordshire Council to take out the ‘if no’ option on the proposed Community Governance Review consultation so that either the yes or no answer could be explained.
  5. NEIGHBOURHOOD PLAN – The Steering Group has been slowly going through the draft plan to make sure the document and proposed development sites are correct to enable this to pass Herefordshire Councils checks. The Steering Group are hoping that they will be able to bring the draft plan to the Parish Council meeting in April.
  6. BT PHONE BOXES – It was agreed to adopt the phone kiosk in Craswall, HR2 0PN for £1.00.
  7. DEFIBRILLATOR ACCREDITATION SCHEME – Registration with West Midlands Ambulance Service was agreed. Local contacts will be the Clerk, Mrs G Watkins – Craswall, Ms J Jones – Llanveynoe, Ms D Palmer – Walterstone and Mr P Hope – Longtown. Monthly inspection logs were distributed to each of the local contacts.
  8. FEBRUARY NEWSLETTER – Lengthsman contract 2018/19 and consideration when driving on the roads to avoid pushing in ditches.
  1. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
  2. RAISE MATTERS FOR THE NEXT SCHEDULED ORDINARY MEETING – 21st February 2018 at 7.30pm in Longtown Village Hall – Lengthsman.


  1. Discussion took place in relation to employment matters.

The Chair declared the meeting closed at 2120