Council Business


(Harewood, Llandinabo, Llanwarne, Pencoyd and Tretire with Michaelchurch)


Thursday 17th May 2018 at 7pm



1. To receive apologies of absence

2. To adopt minutes of the last meeting on 18th May 2017

3. To receive the Chairman’s report

4. Open discussion for residents:
4.1. Harewood Parish
4.2. Llandinabo Parish
4.3. Llanwarne Parish
4.4. Pencoyd Parish
4.5. Tretire with Michaelchurch Parish

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Councillors are summoned to attend the Annual Meeting of the above Council at Llanwarne Village Hall on Thursday 17th May 2018 at 7pm.


1. To elect a Chairman – sign declaration of Acceptance of Office of Chairman form

2. To elect a Vice Chairman

3. To elect the following offices
3.1. Appointment of Internal Auditor
3.2. Representative on the Village Hall Management Committee

4. To receive apologies for Absence

5. Declarations of interest
5.1. To Councillors to check their declaration of interests form – Clerk will have a copy at mtg
5.2. To receive any declarations of interest or dispensations

6. Open discussion (limited to 10 mins)
6.1. To receive views from local residents
6.2. To receive a brief report from District Councillor David Harlow
6.3. To receive a brief report from Dave Atkinson, Locality Steward, Balfour Beatty

7. To adopt minutes of meeting held on 15th March 2018

8. Lengthsman Scheme and P3 Footpath Scheme
8.1. To consider signing Balfour Beatty Lengthsman and P3 Scheme contract 2018/19
8.2. To receive a brief report from Parish Footpath Officers and identify any work that needs to be undertaken by P3 Footpath Scheme
8.3. To receive a brief report from Terry Griffiths, Lengthsman
8.4. To identify any work that needs undertaken by Lengthsman and P3 Scheme

9. Planning
9.1. To consider reviewing policy adopted for Clerk commenting on planning applications between meetings
9.1.1. P181070//PA7 – Land at Leniston Lane, Llanwarne, Hereford, Application for prior notification of agricultural or forestry development – proposed building. The Planning Department are not accepting comments for this.
9.1.2. TL105182/ Planning Consultation 181664 – The Trees, Orcop, Hereford,
application for approval of reserved matters following outline permission 161771 (Site for proposed replacement of a fire destroyed dwelling plus the erection of 2 dwellings (total 3 dwellings)). Reply by 4th June
9.2. To note planning applications received from Herefordshire Council since the last
9.3. To receive an update on Llanwarne Village Hall upgrade and maintenance plans.

10. Finances
10.1. To review Standing orders, Financial Regulations and Risk Assessment
10.2. To consider the annual insurance renewal payment Came & Co £341.20
10.3. To review the Internal and External Auditor’s report
10.4. To complete the Audit Commission Governance Statement
10.5. To adopt the accounts and complete the Audit Commission Annual Return
10.6. To note Bank Balance and budget spend
10.7. To note receipt of 1st payment of precept
10.8. To consider payment of following invoices:
10.8.1. Lengthsman invoices – TGC0333 £371+VAT and TGC0334 £97+VAT = £468+VAT
10.8.2. Richard Craig Electricals – Installation of Defibrillator at Harewood End Inn £256.89+VAT
10.8.3. Eyelid Productions Ltd – website technical support – £100
10.9. To consider any financial risks

11. GDPR (General Data Protection Regulation)
11.1. To receive an update from the Clerk on GDPR training from HALC
11.2. To complete the GDPR Action List in the NALC’s GDPR Toolkit
11.3. To consider adopting the following policies recommended by the General Data Protection Regulations GDPR Working Group and displaying them on the parish/town council website:
11.3.1. Data Protection Policy
11.3.2. Privacy Policy
11.3.3. Privacy Notices
11.3.4. Data Subject Access Policy
11.4. To consider the options available from HALC and other bodies for the appoint of a DPO (Data Protection Officer)

12. To note Clerk’s information sheet.

13. To note date of next meeting will be in 5th July 2017