Draft Minutes

VOWCHURCH GROUP PARISH COUNCIL
Michaelchurch Escley, Newton, St Margarets, Turnastone, Vowchurch

Minutes of the Annual Meeting of Vowchurch & District Group Parish Council held
on Thursday 15th May 2025 at 7.30pm in Vowchurch & Turnastone Memorial Hall

PRESENT – Councillors E May, A Picton, A Mason, R Lloyd, and D Cross.
IN ATTENDANCE – Ward Councillor M Engel, Mrs L Cowles (Clerk) and Mr Matthew Cobb.

  1. ELECTION OF CHAIR – Councillor May was proposed by Councillor Mason and seconded by Councillor Picton. There were no other nominations and the proposal was carried. Councillor May signed the Declaration of Acceptance of Office.
  2. ACCEPT APOLOGIES FOR ABSENCE – Councillors, I Chadwick, E Williams, J Kernahan, and S Craddock.
  3. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – There were no declarations of interest or written requests for dispensation.
  4. ELECTION OF VICE-CHAIR – Councillor Chadwick was nominated by Councillor Picton and seconded by Councillor Lloyd. Whilst Councillor Chadwick was unable to attend the meeting, he had indicated that he was happy to continue as Vice-Chair. There were no other nominations and the proposal was carried.
  5. NOTICE OF REGISTRABLE INTERESTS – Councillors were reminded to update their Notice of Registrable Interests when applicable.
  6. PROW WORKS 2025/26 – The Chair welcomed Matthew Cobb to the meeting. He gave Councillors details of his background and where he currently works. It had previously been agreed that the Parish Council would offer him some work on the PROW network and Matthew confirmed his rates. Going forward Matthew thought that Herefordshire Council would contribute towards installation costs, but he believes there is currently a delay in receiving wooden gates etc which may not meet the June deadline. Any Parish Council funding to be discussed at agenda item 18.
  7. PARISH COUNCIL INSURANCE – The Clerk had requested quotes from three suppliers but only two had responded. Zurich, the current insurance provider has quoted £359.07 an increase of approximately £10.00. Clear Insurance had indicated that their minimum premium would be more than £680.00. It was therefore agreed to accept the renewal fee from Zurich of £359.07. It was noted that the Street Furniture clause has been increased to a limit of £3000 to include the notice boards. Any volunteers working on the PROW network would be covered under the Parish Council Public Liability insurance only if they had taken part in professional training for the use of chainsaws and strimmer’s etc. and completed a risk assessment.
  8. FINANCIAL WORKING GROUP – Financial Working Group members for 2025-26 would remain the same. Councillors E May, I Chadwick, E Williams, and A Picton.
  9. ANNUAL REVIEW OF BANK MANDATE – It was agreed that signatories would be members of the finance working group – Councillors E May, I Chadwick, E Williams, and A Picton.
  10. REVIEW FOLLOWING POLICY AND PROCEDURE DOCUMENTS:
    10.1 Standing orders – Updated and approved as per NALC’s recommendations.
    10.2 Financial regulations – Updated and approved as per New Model Financial Regulations 2025
    10.3 Complaints procedure – Approved
    10.4 Risk assessment – Approved
    10.5 Community Resilience Emergency Plan – Approved
    10.6 Data protection – Approved

10.7 Model Publication Scheme – Updated and approved with an increase in cost for hard copies
10.8 Planning applications between meetings – Approved
10.9 Website Accessibility Statement – Approved
10.10 Scheme of Delegation – Approved.
10.11 Press and Media Policy – Approved.
10.12 Open Noticeboard Policy – Approved.

  1. ASSETS REGISTER – The amended asset register was noted with changes to reflect the purchase of the new laptop and printer and disposal of the old laptop and printer.
  2. ADOPT MINUTES OF THE PREVIOUS ORDINARY MEETING – 10th April 2025 – The minutes were signed as a true and accurate record.
  3. OPEN DISCUSSION – No members of the public attended the meeting therefore no specific points were raised.
  4. RECEIVE REPORTS FROM:
    14.1 Ward Councillor – Ward Councillor Engel’s report included: –
    Herefordshire Council are currently running a consultation for their Transport Plan until 5th June. Unfortunately, the proposed station at Pontrillas is not included in the plan.
    There is still talk of 2/3 counties being joined together under a mayor for any future government funding.
    A new refuse service will come into effect from March 2026 costing £1million.
    Herefordshire Councils annual meeting will take place next Friday.
    14.2 Local Police – The local police were unable to attend the meeting.
    14.3 Public Footpath Officers – Mr G Deas report had been forwarded to Councillors prior to the meeting. Councillor May will send a report for the June meeting.
    14.4 Lengthsman report and any new road defect – The lengthsman was unable to attend the meeting.
  5. CLERKS UPDATE – Clerk’s update included: –
    C1206 will be closed opposite The Villa between 21st May – 29th May.
    The Resilience plan has now been logged with Herefordshire Council.
    Notice has been given that a casual vacancy has occurred in Vowchurch and St Margarets. Local electors have until 2nd June to call an election. If none is called the Parish Council can co-opt after that date.
  6. FINANCE
    16.1 Confirmation of bank balance – £17,085.87 issued 30th April 2025
    Receipts – £9051.46, 1st Precept payment & £2958.00 Lengthsman maintenance day funding and PROW funding.
    16.2 Note end of year bank reconciliation – The end of year bank reconciliation was noted.
    16.3 Consider payment to Mrs Linda Cowles May 2025 Clerk’s hours, £6.65 postage, and £35.16 gross VAT (£5.86) ink cartridges – Payment agreed.
    16.4 Consider payment to Mr T Griffiths invoice no. TGC3197 roads account April 2025 (1) of £587.16 gross (VAT £97.86), invoice no. TGC3225 drainage grant funding April 2025 (2) of £1036.80 gross (VAT £172.80), invoice no. TGC3226 drainage grant funding April 2025 (3) of £720.00 gross (VAT £120.00), invoice no. TGC3227 drainage grant funding April 2025 (4) of £1200.00 gross (VAT £200.00), invoice no. TGC3228 drainage grant funding April 2025 (5) of £240.00 gross (VAT £40.00) invoice no. TGC3229 drainage grant funding April 2025 (6) of £480.00 gross (VAT £80.00), invoice no. TGC3243 drainage grant funding April 2025 (7) of £1440.00 gross (VAT £240), invoice no. TGC3244 drainage grant funding April 2025 (8) of £282.00 gross (VAT £47.00) and invoice no. TGC3250 roads account May 2025 (1) of £587.16 gross (VAT £97.86) – Payment agreed.
  7. LENGTHSMAN SCHEME 2025/26 – It was agreed to join the Lengthsman scheme for 2025/26. Funding will remain the same as 2024/25 which included £6420 from Herefordshire Council plus £3210 if this is match funded by the Parish Council. Total funding being £12840. The contract with Herefordshire Council was duly signed by the Chair.
  8. PROW – Mr Deas and Councillor May along with the Clerk have recently attended a Public Footpath Officer induction session. There does seem to be a better reporting system via the Herefordshire Council website along with a page for PFO’s to check and update public rights of way works. Following on from agenda item 6, the Councill considered self-funding the installation of gates already highlighted. It was agreed to ask Matthew Cobb to quote for these works.
  9. NEIGHBOURHOOD DEVELOPMENT PLAN REVIEW – Defer to June meeting.
  10. TELEPHONE BOX at NEWTON ST MARGARETS – Defer to June meeting.
  11. JUNE NEWSLETTER – Thank you for attending annual parish meeting and Parish Council vacancies.
  12. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
  13. RAISE MATTERS FOR THE NEXT ORDINARY PARISH COUNCIL MEETING – Thursday 19th June 2025 at 7.30pm in Escley Sports Pavilion, Michaelchurch Escley – Telephone box and Neighbourhood Development Plan.

A RESOLUTION WAS PASSED TO EXCLUDE THE PUBLIC AND PRESS DUE TO EMPLOYMENT MATTERS

  1. CONSIDER PARISH CLERKS HOURS AND ANY PENSION IMPLICATIONS – The Clerk confirmed that she has been working more than 6 hours per week. If the Parish Council agree to pay for an additional hour per week, they will be required by law to offer the Clerk a chance to join a pension scheme. After discussion it was agreed that the financial working group would consider available options and report back to the Parish Council. The Clerk would also contact SLCC for any advice. It was agreed that the Clerk will continue to monitor hours worked and that any pension details should be resolved by the July meeting at the latest.

The Chair declared the meeting closed at 9.15pm.

Signed…………………………………………………………………………
Dated………………………………………………………………………….


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