Draft Minutes

VOWCHURCH & DISTRICT GROUP PARISH COUNCIL
Michaelchurch Escley, Newton, St Margarets, Turnastone, Vowchurch.
Minutes of the Vowchurch & District Group Parish Council meeting held on
Thursday 19th March 2026 at 7.30pm in Vowchurch & Turnastone Memorial Hall.

PRESENT – Councillors E May (Chair), K Price, S Craddock, I Chadwick, A Picton, A Mason, E Williams, D Cross and R Lloyd.
IN ATTENDANCE – Ward Councillor M Engel, Mrs L Cowles (Clerk) and one member of the public.

  1. ACCEPT APOLOGIES FOR ABSENCE – Councillor’s J Kernahan and T Smith.
  2. RECEIVE DECLARATIONS OF INTEREST & CONSIDER ANY WRITTEN APPLICATIONS FOR DISPENSATION – There were no declarations of interest or written requests for dispensation.
  3. ADOPT MINUTES OF THE ORDINARY MEETING OF THE PARISH COUNCIL – 19th February 2026 – The minutes were signed as a true and accurate record.
  4. OPEN DISCUSSION – The resident present updated the Parish Council regarding the recent planning application at The Fold (210198). The canvas pod is now a wooden clad structure and is in the same location. The new application is for a building in a different location to the original planning. There was some discussion regarding external lighting on the site, Councillors were reassured that the owners are aware this is a dark skies area and this should be protected, much of the exterior lighting is for health and safety reasons. The owners would appreciate the support of the Parish Council and Councillors were invited to visit the site.
    Ward Councillor Engel arrived.
  5. REPORTS
    5.1 Local Police – The local police were unable to attend the meeting. The Parish Council priorities for 2026/27 will continue to be speeding, rural theft and presence of large vehicles on the roads, these priorities will remain the same for the remainder of the year.
    5.2 Ward Councillor – Ward Councillor Engels report included: –
    The Council has presented a business case for the new Link Road in the hope that works will have started by next year. Councillor Engel has asked whether this money could be spent on the roads that already exist.
    The Council has approved a feasibility study to explore reopening the closed railway line between Hereford, Ross on Wye and Gloucester despite there being no track left on the route including four bridges. This is likely to be a huge expense.
    There has been another devolution briefing. Herefordshire Council will not be abolished but looking at working with two partners, potentially Gloucester, Worcestershire or Shropshire.
    Herefordshire Councils Chief Executive has agreed to remain in post for an extra few months whilst the Council seek a replacement. The Director of Finance will also be leaving shortly to take up a post in Somerset.
    Most current employees of Balfour Beatty will be moving over to the new company in June although bosses at Herefordshire Council will have much more control. Councillor Engel is hoping to meet the new Locality Steward next week.
    5.3 Lengthsman report – The lengthsman was unable to attend the meeting.
  6. CLERKS UPDATE – The Clerk advised that the new Locality Steward is James Howells, he has previously worked in the Ross rural area.
    Surface dressing will take place on C1206 from B4348 to C1209 at Bob Shop from Monday 13th April – Friday 24th April, this will be a full road closure from 0800 – 1700, the road will be open outside these hours and at the weekend.

The Escleyside Hall has been provisionally booked for the Annual Parish Meeting on Thursday 28th May, from 6.30pm for three hours, Tom Oliver has yet to confirm attendance.
Further correspondence has been received from a local resident regarding the Lengthsman work opposite Brook Cottage and Gilfach in St Margarets. The Lengthsman has visited the site, met with the homeowner and Welsh Water and the Clerk has spoken to HALC for advice. The Lengthsman is due to send his full report to the Clerk before responding to the homeowner. The Chair & Clerk will continue to work to resolve this issue. Correspondence has also been received regarding mud entering the Slough Brook, the Clerk does not know the landowner and has advised the resident to contact the Environment Agency.
The Chair of Vowchurch & Turnastone Hall committee has enquired if the Parish Council are aware they are Custodian Trustees of the village hall. The Clerk advised she was unaware of this, and all old paperwork has been sent to the archives office in Hereford. This does allow one parish Council member to sit on the hall committee.

  1. CONSIDER PLANNING
    7.1 PLANNING PERMISSION GRANTED
    Site: Little Edwards, Newton St Margarets, Herefordshire. HR2 0QG
    Description: Extension of residential planning unit and erection of self-build, self-contained annex accommodation in replacement of existing shed at Little Edwards.
    Application No: 251652 Grid Ref: 333096:234596
    7.2 PLANNING PERMISSION/LISTED BUILDING CONSENT GRANTED
    Site: Great Cefn Farm, Michaelchurch Escley, Herefordshire. HR2 0PT
    Description: Internal alterations to the dwelling and the construction of a new garage/store and a garden/plant room.
    Application No: 253683/253684 Grid Ref: 328787:237363
    Ward Councillor Engel and the member of the public left the meeting.
  2. FINANCE
    8.1 Confirmation of bank balance – £9672.43 dated 28th February 2026.
    To include £6.00 bank charges.
    Receipts – £3758.40 Lengthsman grant funding.
    8.2 Payment to Mrs Linda Cowles for March 2026 Clerk’s hours, £44.36 gross (VAT £7.40) ink cartridges and £83.98 gross (VAT £14.00) paints 4 trade – Payment agreed.
    8.3 Payment to Mr T Griffiths invoice no. TGC3729 roads account February 2026 (2) of £587.16 gross (VAT £97.86) – Payment agreed.
    8.4 Payment to WyeHost Ltd invoice no. 38325 of £90.00 gross (VAT £15.00) for web hosting annual renewal – Payment agreed.
    8.5 Payment to HALC invoice no. H6090 of £879.32 gross (VAT £146.55) for Affiliation and subscription fees to March 2027 – Payment agreed.
    8.6 Payment to ICO of £52.00 for annual data protection fee – Payment agreed.
    8.7 Payment to HMRC of £304.40 and £100.92 NI contributions for Jan – Mar 2026 – Payment agreed.
  3. INTERNAL AUDIT 2025/26 – HALC internal auditor services costs are £275.00 plus VAT, Parish & Town Auditing Services have quoted £150.00, no VAT. It was agreed to appoint Parish & Town Auditing Services for the 2025/26 audit.
    9.1 ASSERTION 10 – The Clerk advised that there are changes to the Annual Governance Statement for 2025/26 audit. The Parish Council is currently not compliant in two sections of Assertion 10. Councillors should use a gov.uk email address and the Clerk and Councillors should receive training on data protection principles and practices. HALC have advised they will be offering some training, and the Clerk advised that ALL Councillors should be using their gov.uk email addresses. Some Councillors have received GDPR training through work, the Clerk will enquire if those members are covered. It was also agreed to look at alternative online training courses. The Clerk will look at a ‘delete all emails after 6 months’ option on all the current Council email addresses.
  4. LENGTHSMAN CONTRACT 2026/27 – The working group advised that there had been six applicants for the lengthsman position and the working group had met with three potential candidates along with a telephone conversation with the current lengthsman. After discussion the working group recommended the appointment of Jamie Probert on a two-year (inflation linked) contract with a 6-month probation period. This was agreed by the parish council. Photos will be taken of works completed to be included on the parish council website and Facebook page. It was also suggested that an introduction to the lengthsman could be included on the Facebook page. The Chair thanked the working group for their hard work. It was agreed that the Clerk would contact Mr Probert to offer him the contract and to thank the current lengthsman for his hard work over the years.
  5. LENGTHSMAN, DRAINAGE AND PROW SCHEMES 2026/27 – Consider requirements for:
    11.1 Lengthsman Scheme 2026/27 – The Lengthsman funding for 2026/27 has been reduced. The parish Council will now receive £3210.00 plus £1605 if match funded by the Parish Council, giving a total of £6420.00, this is 50% less than last year.
    11.2 Drainage Grant Funding 2026/27 – The drainage grant application must be completed by 17th May 2026. £4000 can be requested for improvement to existing assets with additional funding available for new assets to help alleviate flooding. Councillor Picton requested for all details to be emailed to the Lengthsman working group to enable them to investigate possible schemes for the funding. Prior to the meeting Councillor Smith had requested some funding for new asset works near Rose Cottage in St Margarets.
    11.3 PROW Grant funding 2026/27 – The PROW application must be completed by 30th September 2026. Funding will be capped at £5000 per application with the opportunity to apply for an additional £5000 once the 1st application has been completed.
    Funding for all three schemes can not exceed £25,000 in total.
  6. PROPOSED PART DIVERSION OF FOOTPATH ME20 IN MICHAELCHURCH ESCLEY– It was agreed to support the proposals as this will bring some clarity to the route. It should be requested that the applicant now moves forward through the relevant channels.
  7. TELEPHONE BOX REFURBISHMENT – The Clerk advised that unfortunately the refurbishment of the telephone box is behind schedule. Part of the funding terms and conditions was to complete projects and provide a report by 31st March 2026. Herefordshire Community Foundation may ask for repayment of part of, or all the grant if we fail to complete the project on time. The Clerk advised she is currently unsure if the Parish Council will be asked to return funds.
  8. NEWSLETTER – C1206 road closure, Easter holiday activities, defect reporting
  9. NOTE THE CORRESPONDENCE SHEET – The correspondence sheet was noted.
  10. RAISE MATTERS FOR THE NEXT ORDINARY MEETING OF THE PARISH COUNCIL – Thursday 16th April 2026 at 7.30pm in Newton Church Room – Police review and drainage grant.

The Chair declared the meeting closed at 9pm.

Signed…………………………………………………………………
Dated……………………………………………………………………


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