18th May 2026 – Annual Meeting – Staunton on Wye Group Parish Council

The annual meeting of the Parish Council – not to be confused with the Annual Parish Meeting.

STAUNTON ON WYE GROUP PARISH COUNCIL

To members of the Council:

You are summoned to attend the annual meeting of Staunton on Wye Group Parish Council to be held on Monday 18^th May 2026 at 7 p.m. at Staunton on Wye Village Hall, Staunton on Wye, Herefordshire, to consider the business set out below.

Dr David Thame

Clerk to the Council

12^th May 2026

AGENDA

2026/1. Election of the Chairman

To elect a Chairman for the 2026/27 municipal year: the Chairman to make the required declaration of acceptance of office.

2026/2. Election of the Vice Chairman

2026/3. Apologies for absence

2026/4. Declarations of Interest/Requests for Dispensations

2026/5. Minutes

To approve as a correct record the minutes of the meeting held on 2^nd March 2026 (copies previously circulated).

2026/6. Chairman’s Announcements

2026/7. Standing Orders

To consider the re-adoption of standing orders.

2026/8. Financial Regulations

To consider re-adoption of the Financial Regulations, and to resolve to amend regulation 6.1 to replace “Lloyds Bank” with “Unity Trust Bank.”

2026/9. Code of Conduct

To re-adopt the code of conduct.

2026/10. Policy Review: Data, Information and Accessibility

To consider re-adopting the suite of policies on data protection, freedom of information/publication scheme, reviewing and re-affirming the website accessibility and confirming tests of accessibility, re-adopting the privacy policy, re-adopting the information technology, to confirm the Council’s adherence to the Transparency Code, and to confirm the clerk as data controller and data protection officer.

2026/11. Working Groups

To appoint members to the Lengthsman Working Group and the Finance Working Group.

2026/12. Outside Appointments

To appoint trustees to the Jarvis Eleemosynary Charity and the Jarvis Educational Foundation to serve for the 2026/27 municipal year.

2026/13. Public Session (15 minutes)

To receive a report from the Herefordshire Ward Councillor, and to hear the views of local residents on parish matters.

2026/14. Insurance

To consider the report of the clerk on insurance renewal, the adequacy of cover and to review the risks insured, and to consider agreeing that in view of the expiry of the existing policy on 19^th August 2026 the Clerk, in consultation with the Chairman, be authorised to make necessary arrangements to ensure continuity of insurance cover.

2026/15. SY2A Little London

To consider making an application to the Herefordshire Public Rights of Way Fund to allow the Lengthsman to complete drainage works at SY2A Little London ahead of resurfacing work by Herefordshire Council. The application to be in the sum of £8,850 excluding VAT.

2026/16. Grants and Donations Policy

To consider adopting a grants and donations policy based on the Almeley Parish Council model (copy attached).

2026/17. Annual Parish Meetings

To consider the draft minutes of the annual parish meetings held n 11^th May 2026 (copy attached).

2026/18. Neighbourhood Development Plan

To consider the next steps.

2026/19. Planning Consultation – 261125 – Land west of Orchard Cottage, Staunton-on-Wye, Hereford, HR4 7LR

To consider the planning consultation for variation of condition 2 of planning permission 252528 (Proposed

erection of two dwellings with access, landscaping, provision of the mandatory biodiversity net gain and drainage works) – to incorporate design changes

2026/20. Planning Consultation – 260804 – Swan Cottage, Letton, Hereford, Herefordshire HR3 6DH

To consider the listed building consent application for chalk paint to existing internal beams.

2026/21. Planning Re-consultation – 253284 – Former Jarvis School, Staunton on Wye, Herefordshire, HR4 7NF

To confirm the delegated action of the Clerk in responding to the planning consultation on viability assessments association with Conversion to 20 no. flats, the erection of 28 no. new-build dwellings, and associated works including drainage, landscaping and infrastructure works.

2026/23. Annual Governance and Accountability Return 2025/26

To receive the cash book and bank reconciliation for 2025/26, including the restated reconciliation for 2024-25.

To receive and note the Annual Internal Audit (copy attached).

To consider and approve the Annual Governance Statement (Section 1)(Following Approval the Chair and Clerk of the meeting sign the Annual Governance Statement)

To consider and approve The Accounting Statement (Section 2) (Previously signed by the RFO) is approved. (Once approved the Chair signs the Accounting Statement).A copy of the cash book 2025/26 is attached.

To confirm the Responsible Financial Officer’s recommendation on the commencement date for the exercise of public rights, and to agree publication of the notice.

2026/24. Financial Report

To consider the report of the Clerk/Responsible Financial Officer, including the cash book with budget monitoring (attached).

To consider an internal transfer to the deposit account.

To consider the independence of the internal auditor and to consider seeking assurances before an appointment.

To consider a resolution on regular payments.

To review and consider the continued use of BACS electronic payments.

To review the efficiency and safety of banking arrangements, and signatories and the mamdate.

To consider a request for a grant to support the maintenance of the churchayrd at St Mary The Virgin, Staunton on Wye.

To consider the following invoices for payment:

 

PV74 B J Arthur (parish meeting) £91.77

PV73 Viking Office UK Ltd £256.87

(noticeboard, stationery)

PV69 D H Thame (printer ink) £27.91

PV68 Staunton on Wye Village Hall £53.00

(meetings Jan-Marc 26)

PV66 D H Thame (meeting leaflets) £28.26

 

To confirm the following payments made since the last meeting under delegated powers or earlier resolutions:

PV71 HMRC Tax month 1 £143.00

PV70 Clerk’s salary Tax month 1 £470.25

PV67 Autela Payroll Services £105.60

To note the following forthcoming direct debit payment:

PV72 Information Commissioner £52.00