COUNCILLORS ARE SUMMONED TO ATTEND THE ANNUAL MEETING OF THE PARISH COUNCIL TO BE HELD AT EASTNOR CRICKET CLUB PAVILLION MARQUEE ON MONDAY 11TH MAY 2026 AT 7.30PM (Following Annual Parish Mtg)
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 Eastnor Councillor Vacancy and Consider any Nominations for Co-option
6. To Consider Approval of Minutes of Parish Council meeting held 9th March 2026
7. To Receive a Brief Report from Ledbury South Ward Councillor Stef Simmons
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)
260719 – The Old Rectory, Upper Road, Eastnor HR8 1RB Rebuild of two chimneys like for like
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
12. Finance:
a) To Consider and Confirm Compliance with the requirements under Assertion 10 – Audit 2025-26
i. To Confirm IT Policy held
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
000647: Autela Payroll Services – Payroll 1 Dec 2025 – 31 March 2026 – £105.60
000648: J Chester, clerk salary March-April as agreed plus expenses £326.97 Printer and Ink
D/Debit: HMRC – PAYE Feb – April – £211.60
13. Highways/Footpaths:
a) To Note any new Highway and Footpath Defects
14. Information Section / Correspondence / Discussion:
a) To Review Information and Outstanding Actions
15. Reports: To receive any reports from meetings attended
16. Training: To note any forthcoming training dates
17. To Raise Items for next scheduled Parish Council Meeting (no discussion)
18. To Decide Dates and Time and Place of Ordinary Meetings for the ensuing year
2026 – Monday 13th July (Brooms Green), Monday 14th September (Eastnor), Monday 9th November (Brooms Green)
2027 – Monday 11th January (Eastnor), Monday 8th March (Brooms Green), Monday 10th May (Eastnor)
Signed: JLChester (Clerk to the Parish Council) Dated: 5th May 2026
The press and public are cordially invited to attend the meeting
INFORMATION SHEET
MEETING DATES
2026 – Monday 11th May (Eastnor), Monday 13th July (Brooms Green), Monday 14th September (Eastnor), Monday 9th November (Brooms Green)
2027 – Monday 11th January (Eastnor), Monday 8th March (Brooms Green), Monday 10th May (Eastnor)
PARISH CLERK UPDATE
• Road defects reported to Locality Steward / Herefordshire Council via website
• Website updated
• .gov website & emails chased
• Policies reviewed and updated where necessary
• Assertion 10 Requirements checked and confirmed
• Year End Accounts Prepared and Internal Audit Completed
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 *
* Circulated to Cllrs.
OUTSTANDING ACTIONS – These are the consolidated actions outstanding after the last meeting:-
DATE ACTION STATUS AGENDA ITEM DETAIL
Sept 2025 Clerk Complete 8a Request changeover to .gov website and emails (£800 budget)
Sept 2025 Clerk Ongoing 9c Update Lloyds Bank Account Mandate and investigate online authorisation of
payments
Nov 2025 Clerk Ongoing 11b Clerk to check with BT if they are responsible for maintenance of phonebox
Jan 2026 Clerk Reported 10a The hedge by Parkway garage needs cutting back. There are potholes in both
Eastnor & Donnington parishes in need of repair – Eastnor outside school and
along Clenchers Mill Lane. Donnington by noticeboard and on the A417. On the
Dymock road it is thought a tree root is blocking a drain. Flooding on the Dymock
Road is also occurring by the old pumping station and Highbridge.
March 2026 Clerk Ongoing 8a .gov website up and running. .gov cllr emails set up – cllrs to confirm to clerk when
successfully working
PLANNING RECORD – (last six months)
251769 – Eastnor Cricket Club, Clenchers Mill Lane, Eastnor HR8 1RR Proposed singe storey rear extension to pavilion
PC Comment – support
HEREFORDSHIRE COUNCIL DECISION: Granted 8.8.2025
252217 – Hillview, Hollybush, HR8 1ET Proposed repairs and alterations to Hill View Cottage.
P C Comment – The Parish Council support this application
HEREFORSHIRE COUNCIL DECISION: Granted 15.10.25
252040 – Hill Farm (Gladwin) \Eastnor, HR8 1EF – Proposed conversion and refit of barns and annexe. Western barn to a dwelling
for flexible usage for either holiday/long term let, ancillary accommodation for farmhouse guests. Northern barn to multi use space.
Annexe to make it fully habitable. Extension of farmhouse Refacing/rendering courtyard walls. Demolition of modern elements
within site. HEREFORDSHIRE COUNCIL DECISION: Granted 8.9.25
252105 – St John The Baptists Church, Upper Road, Eastnor, HR8 1RB – T1 Yew – remove ring of ivy from ground level up to head
height. All around lower crown up to half height, reduce 2-3m on three sides and by 4m on north side over path. T2 Oak – severe
crown lift to 4m to clear stem. T3, T7, T8 Yew – remove ring of ivy from ground level to head height. SG4 Box – no work. G5 Irish Yews
– remove ring of ivy from ground level up to head height. G6 Yews x6 – Coppice central stem leaning NE over road.
HEREFORDSHIRE COUNCIL DECISION: Granted 2.9.25
260032 – Hillside, Colwall, WR13 6HR Demolition of existing 1960’s domestic additions. Two storey and single storey extensions, retaining wall and landscaping works including some earth moving works to rear garden. To provide multi-generational family home
PC Comment: The Parish Council have no objections to this application
HEREFORDSHIRE COUNCIL DECISION: