Draft Minutes

Online meeting of Holmer and Shelwick Parish Council at 7:00PM on Monday 8th June 2020 via ‘Zoom’

Minutes

Present: Marc Mohan (Chair), Neil Flanagan, David Cooper, Andy Coultas
In attendance: David Hunter-Miller (Clerk), Duncan Smart (Footpaths Officer), Mark Millmore (Ward Councillor), member of the public

1. Apologies for absence
Apologies were received from Gitta Ferguson.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

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

4.1. Ward Councillor
Mark Millmore provided a report as follows:
• Concerns had been raised with the Planning Officer regarding application P200909/F (land adjacent to 1 to 3 Woodland Gardens) as the proposals potentially impact upon an adjacent historic structure. It was also thought that the proposals might interfere with the impending traffic calming works.
• Consultation for planning application P201682 (Holmer House Farm, Holmer, Hereford) was due to commence shortly and the comments of the Parish Council were requested.
• The River Wye was suffering with increased levels of algae blooms and this would be raised with Herefordshire Council.

4.2. Footpath Officer
Duncan Smart’s latest footpath report is available in full on the Parish Council’s website.
• It was noted that a number of footpath stiles were in need of attention.
• It was resolved to contact Crest Nicholson regarding a gap between the hedging and safety barrier at the Furlongs.
• Usage of the Rights of Way network had increased exponentially since the lockdown and this has created issues with gates being left open.

4.3. Public participation
A member of the public provided an update regarding the Bloor Homes bund (item 6.3), it was understood that the site contractors were in the process of removing the bund.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on Monday 11th May 2020
It was resolved to adopt the minutes as a true record and these would be signed by the Chair.

6. Progress reports

6.1. Councillor vacancies
There were still two vacancies on the Parish Council and enquiries from parishioners were welcomed.

6.2. S106 traffic calming scheme
No update was available.

6.3. Bund, Holmer West (Bloor Homes)
It was understood that the site contractors were in the process of removing the bund. Further progress on the site would be monitored.

6.4. Flooding issues, Shelwick
Repeated contact had been made with Balfour Beatty to try to expedite the reported drainage issues at Shelwick but no response had yet been received. It was resolved to try and arrange a site meeting with the Balfour Beatty Locality Steward.

6.5. Surfacing/access improvements, Footpath HO8
A letter would be sent to the landowner to ascertain their views on the proposed surfacing and access improvements to HO8A.

Contact had been made with the National Lottery Community Fund to try to secure funding; unfortunately their funding priority had shifted towards Covid-19 issues for the foreseeable future.

6.6. Complaint regarding delegated decision approval for P193296/RM
An email of complaint had been sent to Herefordshire Council and their response was awaited. It was resolved to raise this with Mark Millmore and to request that the matter was discussed at the next Herefordshire Council Planning Committee meeting.

7. Correspondence

7.1. Herefordshire Council: To note the availability of a second round of Short Breaks Capital Funding.
The above funding was noted.

8. Planning

8.1. P201223/FH: Pendle, Shelwick, Hereford, Herefordshire, HR1 3AL. Demolish conservatory. Proposed single storey and two storey extensions and conversion of garage.
It was resolved that the Parish Council had no objections or concerns.

8.2. P200909/F: Land adjacent to 1 to 3 Woodland Gardens, Attwood Lane, Holmer, Herefordshire. Proposed single dwelling with on-site parking.
It was resolved that the Parish Council object to the application.

The proposals fail to meet the parking criteria as specified by the Holmer & Shelwick Neighbourhood Development Plan (policy HS4b); three bedrooms would require 3 parking spaces to be provided. Additionally it is felt that the proposed visibility splays are inadequate, to the detriment of highway safety. This is further exacerbated as the internal turning area is inadequate and vehicles will be required to reverse out onto the highway.

This area will shortly benefit from extensive traffic calming measures and there is concern that the proposals might interfere with some of the features being provided as part of this scheme.

It is felt that the plans submitted alongside the application are inadequate and fail to provide sufficient detail to determine the application. A tree survey is considered essential as there is concern at the number of trees to be removed. The stated foul drainage system is inaccurate as there are no mains drains in Attwood Lane or Church way.

The proposals would also negatively impact the aspect of an adjacent Tudor structure; this is an important historic feature of the parish that needs to be protected and preserved.

8.3. P201446/RM: Land to the north of the Roman Road and west of the A49 Holmer West Hereford. Reserved Matters following outline approval (150478/O) for a Park and Choose Facility, Allotments, landscaping, drainage and associated highway infrastructure.
It was resolved that the Parish Council had the following comments:
• The number of allotments should remain at the 24 and not reduced to 16 as currently proposed. It is felt that there is sufficient demand within the parish to support the originally number of plots.
• Clarity is sought on the future maintenance responsibility for the allotments as this has not been discussed with the Parish Council.
• It is considered that the size of ‘Park and Choose’ site is excessive and it is felt that the full capacity will not be utilised.
• Clarity is sought on the vehicle charging arrangements for the ‘Park and Choose’ site.
• Clarity is required on ownership and management of the car park, cycle park, lockers and PV charging points.
• The entrance to the ‘Park and Choose’ Site should be relocated to the main spine road and re-designed with larger splays to accommodate easier access by buses and coaches, to maximise potential use.

8.4. P201445/RM: Land to the north of the Roman Road and west of the A49 Holmer West Hereford. Application for approval of reserved matters following outline approval. (150478) Site for 77 dwellings.
It was resolved that the Parish Council object to the application.

The proposals fail to meet the parking criteria as specified by the Holmer & Shelwick Neighbourhood Development Plan (policy HS4b); falling 69 car parking spaces short.

It is noted that the original outline proposals for this phase of development allowed a much larger area for the housing, however it is evident that the latest plans have increased the housing density significantly, to liberate additional land for ‘further development’. This increase in housing density is totally unacceptable and is not in accordance with outline planning approvals. This has created a number of issues with the proposals, many of which have already been documented by the Area Highways Engineer in their comments dated 13th May 2020; the Parish Council fully recognise and endorse these concerns. It would appear that commercial considerations have been put before the quality of life of future residents.

To ensure the viability of this phase of the development, the entirety of the plot should be utilised in accordance with both the outline plan for 460 homes and the previous phases; this would ensure that the housing density could be reduced to a more sensible level and it would go some way to resolving the many parking, highway and amenity issues that have been created.

8.5. P201209/FH: 3 Avocet Road, Holmer, Hereford, Herefordshire, HR4 9WA. Proposed ground floor extension to the rear elevation and create a covered link to the home office garage. Internal alterations to ground floor of garage to form room with access to storage area.
It was resolved that the Parish Council had the following comments.

It was noted that the garage can no longer be used for car parking due to the addition of a partition and as such restrictions should be placed on future use to ensure that it is not used for residential purposes.

9. Parish matters for discussion/decision

9.1. S106
It was noted that there were a number of discrepancies in the S106 figures provided by Herefordshire Council and further research would be undertaken. It was resolved to defer more detailed discussion until the next agenda.

10. Burial Ground
There were no matters to report.

11. Finance

11.1. Annual Internal Audit Report
The internal auditor’s report was considered and it was noted that there were no recommendations requiring attention.

11.2. Annual Governance Statement
The Annual Governance Statement was considered and it was resolved that each statement had been achieved and it was duly signed.

11.3. Accounting Statements
The Statement of Accounts was considered and it was resolved to approve and it was duly signed.

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

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

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

11.7. Bank mandate
It was noted that the bank mandate forms were in the process of being signed and would be forwarded to Lloyds Bank shortly.

12. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:
• Bund / Floor Levels, Holmer West (update)

13. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 13th July 2020.

A resolution was passed to exclude members of the public due to the confidential nature of the following items.

14. Pensions Regulator
It was noted that the Parish Council’s next staging date was 1st May 2020 and the re-declaration deadline was 30th September 2020; the Clerk had completed the necessary paperwork accordingly.

15. Clerk’s contract
In recognition of the additional work undertaken by the Clerk, primarily on the Parish Council’s website, it was resolved to increase the Clerk’s contracted hours by 0.5 hours per week with immediate effect.

The meeting closed at 9:18PM.

Payments for authorisation
Payee Details Net VAT Total
David Hunter-Miller Salary and expenses 695.83 0.00 695.83
HM Revenue & Customs PAYE 0.00 0.00 0.00
Worcestershire County Council Pension Fund Local Government Pension Scheme 184.93 0.00 184.93
Herefordshire Council Uncontested election expenses 104.97 0.00 104.97
Iain Selkirk Internal Audit 100.00 0.00 100.00
Total 1085.73 0.00 1085.73