COUNCILLORS ARE SUMMONED TO ATTEND THE ANNUAL MEETING
OF THE PARISH COUNCIL TO BE HELD AT PUTLEY PARISH HALL
ON TUESDAY 19th MAY 2026 AT 7.30PM
Agenda
1. To Elect the Chairman of the Parish Council and to Sign the Declaration of Acceptance of Office
2. To Elect the Vice-Chairman of the Parish Council and to Sign the Declaration of Acceptance of Office
3. To Accept any Apologies for Absence and Note the Reason
4. To Record any Declarations of Interest and Consider any Requests for Dispensations
5. Councillor Vacancies – To Note Councillor Vacancy and Consider any Nominations for Co-option
6. To Consider Approval of Minutes of Parish Council meeting held 24th March 2026
7. To Receive a Brief Report from Three Crosses Ward Councillor Jonathan Lester
8. Public Participation Session for Local Residents to raise matters relevant to the Parish Council (Please note: Decisions cannot be made on items not on the agenda) This item to be limited at the discretion of the chairman
9. Planning: NB: no paper copies of applications are available to view at the meeting unless specified
a) To Consider Planning Applications referred for comment: (to be viewed online prior to the meeting)
260744 – Hill Farm, Putley, HR8 2RF Agricultural building to house farming machinery, installation of a 10000L rainwater harvesting tank and solar PV panels to the roof
260885/260886 – Mill Cottage Putley HR8 2QW Replace existing joinery and rainwater goods to the front elevation
b) To Note Details of Decision Notices Received from Hereford Council: as per planning record
10. To Review and Adopt the following Policies for Eastnor & Donnington Parish Council
i. Standing Orders ii. Code of Conduct iii Financial Regulations iv. Donations/Grants Policy v. Assets Register vi. Risk Assessment Schedule vii. Risk Management Policy viii. Scheme of Delegation to Parish Clerk ix. Co-option Policy x. Complaints Policy xi. Training & Development Policy xii. IT Policy xiii. Media Policy xiv. Social Media Policy xv. Communications Policy xvi. Equal Opportunities Policy xvii Bullying & Harassment Policy xviii Health & Safety Policy xix Unacceptable Behaviour Policy xx. Freedom of Information Requests xxi. Discipline & Grievance Policy xxii. Policy for Planning Applications received between meetings xxiii. GDPR Data Protection Policy xxiv. GDPR Privacy Policy xxv. GDPR Privacy Notices xxvi. GDPR Data Subject Access Policy xxvii. GDPR Consent Form
11. Appointments:
a) To Appoint HALC Eastern Area Representative
b) To Appoint GDPR Data Protection Officer (DPO)
c) To Appoint Website Manager
d) To Appoint Internal Auditor
e) To Appoint Lengthman
f) To Appoint Lengthsman Co-ordinator
g) To Appoint PROW Officer
h) To Appoint Mowing Contractor
i) To Appoint PROW Maintenance
j) To Appoint Cider Press Correspondent
k) To Appoint Tree Warden/Play Area Officer
12. Finance:
a) To Consider and Confirm Compliance with the Requirements under Assertion 10 – Audit 2025-26
i. To Confirm the PC holds an IT Policy
ii. To Confirm the PC has and uses a Generic Email Account Hosted on an Authority Owned Domain
iii. To Confirm that the PC meets legal requirements for its .gov website
iv. To Confirm that the PC has an Accessibility Statement on the Website and to Confirm this has been reviewed
v. To Confirm that the Website includes published documentation as specified in the Transparency Code for Smaller Authorities and the Freedom of Information Act 2000
vi. To Confirm that the PC has a Data Protection Policy which is reviewed annually and adheres to the principles therein
b) To Receive 2025/26 End of Year Accounts
c) To Note that the Parish Council are Selected for Intermediate Review by External Auditor
d) To Consider Internal Auditors Report
e) To Approve the Annual Governance Statement for the External Auditor
f) To Approve the Annual Accounting Statements for the External Auditor
g) To Consider Completing the Certificate of Exemption for External Audit of End of Year Accounts
h) To Note Finance Report and Bank Balances
i) To Consider Payments of Outstanding Accounts
000946: Autela Payroll Services – Payroll Dec 2025 – March 2026 – £121.87
000947: J Chester, clerk salary March-April as agreed plus expenses
D/Debit: HMRC – PAYE Feb – April – £88.20
000948: Zurich Insurance – Annual Fee – £300.00
13. Highways/Footpaths:
a) To Note any new Highway and Footpath Defects
b) To Agree & Sign Herefordshire Council Lengthsman Agreement
14. Governance
a) To Discuss and Adopt Biodiversity Policy
b) To Discuss and Adopt Environmental & Sustainability Policy
15. Information Section / Correspondence / Discussion:
a) To Review Information and Outstanding Actions
16. Reports:
a) To receive any reports from meetings attended
b) To Receive a Report from the Footpath Officer
c) To Receive a Report from the Lengthsman Co-Ordinator
d) To Receive a Report from the Tree Warden and Play Area Co-Ordinator
e) To Receive a Report from Cider Press Magazine Co-Ordinator
17. Training: To note any forthcoming training dates
18. To Raise Items for next scheduled Parish Council Meeting (no discussion)
19. To Decide Dates and Time and Place of Ordinary Meetings for the ensuing year
2026 – Tuesday 21st July, Tuesday 15th September, Tuesday 17th November
2027 – Tuesday 19th January, Tuesday 9th March, Tuesday 18th May
Signed: JLChester (Clerk to the Parish Council) Dated: 11th May 2026
The press and public are cordially invited to attend the meeting
INFORMATION SHEET
MEETING DATES – all meetings held at 7.30pm in Putley Parish Hall
2026 – Tuesday 21st July, Tuesday 15th September, Tuesday 17th November
2027 – Tuesday 19th January, Tuesday 9th March, Tuesday 18th May
PARISH CLERK UPDATE
• Lengthsman Routine Maintenance Day undertaken
• End of Year Accounts Prepared and Internal Audit completed
• Hedgecutting arranged and completed
• Visited and Contacted Nat West Bank re accounts and community online banking (waiting time 4-6 weeks)
• Community Defib Training Evening arranged for Thurs 26th March
• Website updated
• Policies reviewed and drafted/ updated
• Responded to residents email and phone queries
• Herefordshire Council Ref:FS-CASE-720295062 Balfour Beatty Ref:11186267 Water has been pooling on the road either from a blocked culvert or burst water main for over six months – Balfour have been out last year but problem remains please investigate again and resolve C1303 Putley Green To Woolhope Cockshoot Location: C1303 – Putley Green side of Putley Court Lodge –
• Herefordshire Council Ref: FS-CASE-720292729 Balfour Beatty Ref: 11186266 Numerous potholes in need of repair along this road between Putley Parish Hall and the t -junction near Woolhope Cockshoot – too many to individually report
C1303 Putley Green To Woolhope Cockshoot Location: C1303 Putley – the whole length of the road –
• Defib checked – Pads expire 18/3/2027 Batteries expire 02/2031
GENERAL CORRESPONDENCE RECEIVED
• Balfour Beatty – Weekly Locality briefings *
• Balfour Beatty – road closure notices *
• Balfour Beatty – Parish Briefing Notes *
• HALC – Information Corner & Training Schedule *
• Herefordshire Council – Talk Community Correspondence *
• Herefordshire Council – Parish Summit Invitation *
• Herefordshire Council – Lengthsman, Drainage and PROW Grants *
* Circulated to Cllrs.
OUTSTANDING ACTIONS – These are the consolidated actions outstanding after the last meeting:-
DATE ACTION STATUS AGENDA ITEM DETAIL
16.1.24 All Cllrs ongoing 3 Contact residents who may who to become a parish councillor
19.3.24 Cllr Webster ongoing 14b Compile a Bio-Diversity Policy/plan and circulate draft
19.3.24 Cllr Webster ongoing 14c Compile an Environmental & Sustainability Policy and circulate draft
17.9.24 All ongoing 7a Review NDP after Herefordshire Local Plan drafted
17.9.24 All complete 9c Update Bank Mandate and open savings accounts
16.9.25 All ongoing 8a All councillors to send clerk suggestions to tailor the draft
Biodiversity Policy to Putley Parish
16.9.25 JD ongoing 11c Investigate PROW Grant scheme
20.1.26 Clerk completed 11b Arrange for hedges to be cut
20.1.26 Clerk completed 12a Arrange Community Defib training evening (Thurs 26th March)
24.3.26 DD ongoing 10a Check stock of PROW materials held
PLANNING RECORD – (last six months)
P250888/F Land at Club House Putley HR8 2QL Proposed demolition of existing outbuildings and erection of a self- build
dwelling and associated outbuilding with associated drainage and access.
P C Comment: The Parish Council support this application in principle but have reservations over the size of the outbuilding/garage. Its scale being out of keeping with the surrounding houses and properties.
HEREFORDSHIRE COUNCIL DECISION
252141 – 1 Putley Court, HR8 2QP Replacement of 12 single-glazed sliding window sashes
PC Comment: The Parish Council support this application
HEREFORDSHIRE COUNCIL DECISION GRANTED 14.11.25
P252643/FH The Sladd Putley HR8 2RD Proposed variation of condition 2 of planning permission 233206 (Proposed extensions &
alterations to an existing single private dwelling, demolition of existing garage and construction of timber garage) – amendments to
approved scheme.
PC Comment: The Parish Council have no objections to this application
HEREFORDSHIRE COUNCIL DECISION GRANTED 5.12.25
250888 – Land at Club House, Putley, HR8 2QL Planning Permission – Proposed demolition of existing outbuildings and erection of a
self-build dwelling and associated outbuilding, relocation of existing brick outbuilding, drainage works and access. (amended
application)
P C Comment: The Parish Council support this application
HEREFORDSHIRE COUNCIL DECISION
260044 – Club House, Putley HR8 2QL Listed Building Consent – Dismantling and reconstruction of existing single-storey outbuilding in association with revised access in connection with application 250888/F
P C Comment: The Parish Council support this application
HEREFORDSHIRE COUNCIL DECISION
260134 1 Putley Court, Putley, HR8 2QP Listed Building Consent – Internal alterations including the removal of a shower room, restoring the original proportions of the room. Internal alterations dividing existing bathroom to 2no shower rooms and associated work.
P C Comment: The Parish Council support this application
HEREFORDSHIRE COUNCIL DECISION