Draft Minutes

Online meeting of Holmer and Shelwick Parish Council at 7:00PM on Monday 8th February 2021 via ‘Zoom’

Minutes

Present: Marc Mohan (Chair), David Cooper, Tanya Walshe, Neil Flanagan, Gitta Ferguson, Andy Coultas, Paul Stevens (from 7:05PM)
In attendance: David Hunter-Miller (Clerk), Duncan Smart (Footpaths Officer), members of the public

1. Apologies for absence
Apologies were noted from John Phipps.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

4. Co-option
An application had been received from Paul Stevens and it was unanimously resolved to co-opt him onto the Parish Council with immediate effect and he joined the meeting from 7:05PM.

5. Open Session
The meeting was adjourned for the open session.

5.1. Ward Councillor
No report was available.

5.2. Footpath Officer
It was noted that the new hedge cutter had been received. The broken bridge on HO13 Had been reported to Balfour Beatty Living Places. The full report is available on the Parish Council’s website.

5.3. Public participation
A member of the public raised concerns with the Canon Pyon Road development (item 10.1); it was thought that there was insufficient screening proposed between the new development and existing properties.

A member of the public raised continued concerns regarding additional outdoor play equipment that had been installed on the Holmer West Development, near to the rear of Dale Drive. It was agreed to write to Herefordshire Council to enquire why this play equipment was not in accordance with the approved plans.

The meeting resumed following the open session.

6. To consider and adopt the minutes from the Parish Council meeting on Monday 11th January 2021
It was resolved to adopt the minutes as a true record and they were duly signed by the Chair.

7. Progress reports

7.1. Councillor vacancies
It was noted that there was now one vacancy on the Parish Council and applications from parishioners were welcomed.

7.2. S106 traffic calming scheme
It had not been possible to obtain an update from Herefordshire Council.

7.3. Flooding issues, Shelwick
It had not been possible to obtain an update from Balfour Beatty Living Places.

7.4. Bund / floor levels, Holmer West
No update was available.

7.5. Pond maintenance, Coldwells Road
Councillors were still pursuing the dredging works with a contractor; it was resolved to chase this matter up as the work needed to be undertaken before spring.

7.6. Smart Water
It was noted that the Smart Water kits had been delivered to parishioners. The Police were reviewing suitable locations for the road signage and would come back to the Parish Council with their preferred options.

7.7. Dog fouling / litter bins
A formal complaint had been submitted to Herefordshire Council but they had confirmed that they were not willing to assist with the provision of additional dog fouling or litter bins.

7.8. Post box removal/replacement, Roman Road
Royal Mail had confirmed that the post box had been removed from the Munstone Road/Roman Road junction due to difficulties in servicing the box. Royal Mail were making enquiries with a view to providing a replacement post box on Green Wilding Road near to Russet Court.

7.9. Drainage concerns, Land to the East of The Rambles, Shelwick (P174395/F)
Herefordshire Council Planning Enforcement had agreed to inspect the work on completion to ensure compliance with approved plans.

7.10. Outstanding planning obligations, Church Way development (P151600/F)
Herefordshire Council Planning Enforcement were making enquiries with the developer to pursue the road widening as per approved plans.
It was resolved to contact Herefordshire Council Planning Enforcement regarding the hedge at this development as it was believed that a mix of five native species should have been used, but only one species had been planted.

8. Correspondence

8.1. Herefordshire Council: Core Strategy Settlement Hierarchy review.
The settlement hierarchy review questionnaire would be completed and submitted to Herefordshire Council as requested.

9. Parish matters for discussion/decision

9.1. Coldwells Road pond: To consider reported signage and obstruction issues.
It was resolved that the Parish Council would install a suitable sign at the pond to discourage vehicles from turning. It was resolved to formally write to the resident to clarify the Parish Council’s ownership of the land and to insist on the removal of the chain.

9.2. Pedestrian improvements, Roman Road / Munstone Road: To consider supporting requests for pedestrian improvements.
It was resolved to add this onto the list for potential future S106 improvements (item 10.2).

9.3. Highway flooding, Munstone Road crossroads: To consider issues resulting from damage to the ditches following recent utility works.
It was noted that the Parish Council had reported this to Balfour Beatty Living Places for investigation.

10. Planning

10.1. P210123/RM: Land east of Canon Pyon Road, Hereford. Reserved matters following outline approval 191770/O (appearance, landscaping, layout and scale) proposal for 92 houses (with 31 affordable with all matters reserved except for access), public open space, landscaping and associated infrastructure works.
It was resolved that the Parish Council object to the proposals.

The proposals fail to meet the parking criteria as specified by the Holmer & Shelwick Neighbourhood Development Plan (policy HS4b); the development has 92 houses with 286 bedrooms but only 177 car parking spaces have been allocated, falling 109 car parking spaces short of the policy.

The shared surface carriageway specified for much of the development is not appropriate; footways should be provided in front of all of the proposed properties to encourage walking in accordance with sustainable transport objectives.

Additional screening should be considered between the development and existing properties on the Canon Pyon Road.

10.2. S106: To consider a priority list for potential future S106 contributions for the parish.
It was resolved that Councillors would look to compile a priority list for potential future projects to utilise any available S106 funding.

10.3. Planning committee/appeal representation: To consider appointing a Parish Council representative to attend Herefordshire Council planning meetings (as required).
It was resolved to continue to appoint a representative on an ad-hoc basis.

11. Burial Ground

11.1. To receive an update
An enquiry had been received regarding an Exclusive Right of Burial that had been purchased in 1970 where the deeds had not been located. It was resolved to offer an alternative plot in the ‘New Burial Ground’ at full price.

11.2. Burial Ground Working Group Terms of Reference
It was resolved to adopt a Working Group Terms of Reference. Membership of the Working Group would be reviewed at a future meeting.

12. Finance

12.1. Internal Auditor: To consider the appointment of an Internal Auditor to review the 2020/21 accounts.
It was resolved to appoint Iain Selkirk FCA for the internal audit of the 2020/21 accounts, noting that the fee will be £105.00.

12.2. Budget expenditure
It was resolved to approve the budget expenditure.

12.3. Bank reconciliation
It was resolved to approve the bank reconciliation.

12.4. Schedule of payments
It was resolved to approve the schedule of payments and cheques were duly signed.

13. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:
• Allotments (Bloor Homes site)
• Invite to Ward Councillor Harrington to talk on highway issues
• Invite to Herefordshire Council Planning Obligations Manager to talk on S106
• Assisting with preservation of historic aviary near Holmer Park
• S106 priority list

14. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 8th March 2021.

The meeting closed at 9:45PM.

Payments for authorisation
Payee Details Net VAT Total
David Hunter-Miller Salary and expenses 792.34 0.00 792.34
HM Revenue & Customs PAYE 50.45 0.00 50.45
Worcestershire County Council Pension Fund Local Government Pension Scheme 262.53 0.00 262.53
Total 1105.32 0.00 1105.32
       
To note Direct Debit payments made between meetings
Payee Details Net VAT Total
Information Commisioner – 16/01/21 Data protection renewal fee 35.00 0.00 35.00
Total 35.00 0.00 35.00