Draft Minutes

Budget meetingof Holmer and ShelwickParish Council at 6:30PMon Monday 14th October 2019at Holmer Park Spa, Cleeve Orchard, Hereford, HR1 1LL

Minutes

Present: Marc Mohan (Chair), Gitta Ferguson, Neil Flanagan, David Cooper
In attendance: David Hunter-Miller (Clerk), members of the public

1. Apologies for absence
Apologies were received from Neil Duggan, John Phipps, Andy Coultas and Mark Millmore.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

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

4.1. Public participation
No questions were received.

The meeting resumed following the open session.

5. Budget
A draft budget for the 2020/21 fiscal year was considered.

A budget was proposed that would result in a precept request of £18,000. This would be discussed further at the November Parish Council meeting.

The meeting closed at 6:50PM.

Meeting of Holmer and Shelwick Parish Council at 7:00PM on Monday 14th October 2019 at Holmer Park Spa, Cleeve Orchard, Hereford, HR1 1LL

Minutes

Present: Marc Mohan (Chair), Mark Millmore (Parish Councillor and Ward Councillor), Gitta Ferguson, Neil Flanagan, David Cooper
In attendance: David Hunter-Miller (Clerk), Sgt. Ram Astom (Police), members of the public

1. Apologies for absence
Apologies were received from Neil Duggan, John Phipps and Andy Coultas.

2. Declarations of Interest
Marc Mohan declared a Disclosable Pecuniary Interest in item 10.5 (P193296/RM).

3. Dispensations
Nil received.

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

4.1. Police
Sgt. Ram Aston was in attendance and answered questions on the ‘We Don’t Buy Crime’ initiative.The Police would fund 25% of all kits purchased and would supply road signing for free (provided that enough kits were purchased to cover 70% of the parish). Kits cost £6.70 each, representing a commitment of £8000 if 70% of the parish was covered.

4.2. Ward Councillor
Mark Millmore (Ward Councillor) provided a report as follows:

Planning application: 191770 – Land East of Canon Pyon
I made a conditional referral on this application to the Planning Committee and have been in contact with residents who have raised concerns.
It has been my policy to delay the application from going to committee for as long as possible in order for the NDP to gain more weight. Because the application is outside the NDP settlement boundary it is the strongest material argument for refusal.

Ayles Brook
I was told in July that it was recommended that all works to the Brook are undertaken outside of the Bird nesting season. Bloor was planning to undertake the initial maintenance during September.
At the beginning of October, I inspected the brook and no work had been carried out. So I made a video expressing my disappointment and put it on my councillor’s website and on Facebook, then sent some emails. Yesterday, 13th October I went to have another look and some work had been carried out but not my satisfaction. I received an email today from Bloor’s Senior Engineer, who said.
“Thank you for your follow up email and I’m pleased to see that the works as instructed have started by our landscape contractor. We have not received confirmation that these works are completed yet, but can confirm there will be an assessment undertaken with the landscape contractor on completion of the works to ensure that all items have been captured.”

Full Council Meeting
On Friday 11th October I attended the full council meeting and asked my question of the leader David Hitchiner regarding the pollution caused by HGVs passing through Hereford along the A49. I was given a prevaricating answer at the last full council meeting. This time I wanted to make it easier for him –
So quoted research that found children who walk to school are exposed to 30% more pollution than adults due to the proximity of exhaust fumes lower to the ground.
Then asked a simple binary question do you believe there is a problem with pollution from HGVs along the A49? Or do you believe there is no problem?
Again the stuttering evasion of ‘It’s a balancing act’ was the reply..
It seems to me that the council is not using material evidence in its decision making but rather throwing subjective concepts into the air and hoping for the best. The latest one is to turn off the traffic lights in Hereford in the hope it will ease congestion – I can’t wait to see how that one turns out.

Ward Council WhatsApp group
On the subject of turning off traffic lights, there has been a vigorous discussion from residents on my
Ward Council WhatsApp group over the weekend about this subject. It was also pointed out to me that the dog bins have not been emptied and a photo was sent showing an overflowing bin.
My Holmer Ward WhatsApp group is a really effective way to contact and alert me to issues in the ward and also gives me a feel of how people are feeling about what’s going on around them. So I’d like residents to join up if they have a smartphone. There is a QR code on the website http://holmer.markmillmore.com
just point your phone and scan.

Furlongs Traffic Lights
On 13th September I had a site meeting with the Highways & Transport officer and a representative from Balfour Beatty. As in my last report Crest has agreed to fund the traffic order to install double yellow lines at the Traffic Lights on Green Wilding Road.
We agreed the current situation is a hazard to public safety – in fact, there was a white van parked right on the lights while we had our discussion, which really brought home to us the dangerous situation that exists at the moment.
At this meeting, we talked about the logistics of beginning and completing the work. It will take up to six months to do because residents have to be consulted and various legal requirements must be complied with.

Other Issues on the Furlongs
It has been reported to me that residents are being ignored by the Crest Nicholson’s Completions Manager. There are outstanding items that need to be addressed such as the broken Red Norman Rise road sign and supporting posts, some of the beech hedging plants at the far North of the estate (in front of 7 Bran Rose Way) have died and need replacing; three of the ornamental trees in the landscaped area to the north of this hedge, have also died and need replacing, and finally a large shrub on the corner of Green Wilding Way is overgrown and needs cutting back or removing. It’s a visibility hazard when turning left towards the traffic lights and made worse by parked cars on the grass area so drivers have to go over to the middle of the road and frequently meet oncoming traffic.

Roman Road
The recent road works on the Roman Road did not fix the appalling state of the surface outside the vets. I’m sorry I thought that’s what it was all about, however, I misunderstood – it was, in fact, to do with Crest Nicolson’s obligations for the Roman Road at the entrance to the Furlongs. I will make contact with the relevant people and raise the issue again.

Retirement Village
A number of concerns were raised about the proposed retirement village on the Bloor development. I do not have definitive information as yet but will keep a watching brief.
The Bund on the Bloor development
Residents have asked why is the large mound of earth in front of AylesBrook?
Bloor responded:- The material in question is topsoil material which has been stripped from the current phase of the development. The material has been placed at its current location to not only ensure that it is outside the extent of the developable area but also to assist with;
• Creating a temporary visual barrier between the development and existing properties during the build phase.
• Assist with creating a noise and dust barrier between the development and existing properties
• Assists with our silt management plan for runoff from the site into Ayles Brook.

Question: – When will the mound of earth be removed completely?
Bloor’s answer:- The topsoil bund will be reduced in line with the building program which runs from west to east of the site. As and when each section becomes available the topsoil is then reduced in level by spreading the topsoil over a large area that is located to the south of our development. Typically the topsoil depth will be a maximum of 300mm deep. We are very concerned to hear that children and dog walkers are accessing areas of our development in this location. As this area is still under construction there should be no access to the general public. We will ensure that this is monitored by our site staff and additional measures implemented to restrict this unauthorised access. Further to this, we will issue instructions to our site team to restrict all movements in and around the bunded material to ensure that the privacy of the adjacent development is maintained as far as practicably possible.

Cyber Security Conference
On 25th September I attended a Cyber Security Conference in London. There were councillors from all over the country however, I was the only councillor from Herefordshire to attend.
Cyber Security is one of the biggest issues facing councils, Parish Councils and individuals nowadays. Local authorities experience 19 million cyber-attacks every year, 114 councils experienced at least one incident between 2013 and 2017, as well as more than 98 million cyber-attacks on local councils in total across the country.
Copeland Borough Council was attacked in August 2017 with its computer systems were completely destroyed. It was so bad that they were unable to pay staff or carry out even the most basic services. The council was reduced to pen and paper and they are still trying to recover today with the bill to council taxpayers running into the many millions of pounds.
I know our councillors in Hereford are very concerned with Climate Change but Cyber Security is an immediate threat that we cannot be complacent about and has the potential to cost the taxpayer millions.

4.3. Footpath Officer
It was noted that the latest footpaths report was available on the Parish Council’s website.

4.4. Public participation
A member of the public queried the future of Bobblestock Surgery; Mark Millmore (Ward Councillor) confirmed that the surgery was not due for closure and would be supported by S106 contributions.

A member of the public asked for an update on the proposed development at Canon Pyon Road; Mark Millmore (Ward Councillor) provided an update under item 4.2.

A member of the public raised concerns regarding item 10.5 (P193296/RM), it was felt that the increase in housing density wasnot acceptable.

The meeting resumed following the open session.

5. To consider and adopt the minutesfrom the Parish Council meeting on Monday 9th September 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

6. Progress reports
6.1. Councillor vacancy
It was noted that there was currently one vacancy on the Parish Council and this could be filled by co-option.

A letter drop had been prepared to advertise the vacancy on the Hereford Point estate, in an effort to widen representation on the Parish Council.

6.2. Election expenses return
Councillors were reminded of the requirement to complete an election expenses return.

6.3. S106 traffic calming scheme
No update was available.

6.4. Cycleway/footway, Roman Road
No update was available.

6.5. Pond maintenance
No update was available.

6.6. Coffin bier
It was noted that the Clerk had advertised the coffin bier for sale but had not yet received any enquiries.

6.7. Hereford point traffic lights
Herefordshire Council had confirmed that the new traffic lights at Hereford Point would utilise vehicle detection loops, but these were not yet operational (they would continue to operate on timers until this work was completed).

7. Correspondence
7.1. Herefordshire Council: To note S106 contributions received by Herefordshire Council for the Roman Road and Church Way developments.
The above S106 contributions were noted.

7.2. Herefordshire Council:To note creation of Tree Preservation Order 615 for Holmer House Farm.
The above Tree Preservation Order was noted.

7.3. Herefordshire Council:To note invite to the Core Strategy and Neighbourhood Planning review workshop at 4:30PM on Wednesday 6th November at the Shire Hall, Hereford.
The above invite was noted, councillors would endeavour to attend.

8. Parish matters for discussion/decision
8.1. Smartwater
The Police’s ‘We Don’t Buy Crime’ initiative was considered.It was resolved to pursue this scheme (funded via council reserves, initially) and start the roll-out as soon as possible.

8.2. Tree management
It was resolved to pursue further quotes for maintenance of the trees on the Burial Ground (in accordance with the recommendations of the recent survey).

8.3. Pest control
It was resolved to renew the contract for pest control at theColdwells Road pond (due to expire November 2019).

8.4. Care provision
It was resolved to defer discussions until a future agenda.

8.5. Surface water flooding
It was noted that a number of flooding issues had been reported to Herefordshire Council, who were investigating.

8.6. Community Governance Review
It was noted that the recommended number of councillors for the size of the electorate in Holmer and Shelwick was 6 to 12. Currently there were 9 seats on the Parish Council and so it was resolved that no changes to this were required.

8.7. Public sector website accessibility
It was noted that the Parish Council has responsibilities under the ‘Public Sector Bodies (Websites and Mobile Applications) (No. 2) Accessibility Regulations 2018’. It was resolved to undertake an audit of the website and produce an accessibility statement.

9. Burial Ground
9.1. Working Group
No matters to be reported.

9.2. Memorial Safety Survey
It was hoped that the memorial safety survey would be undertaken before the next meeting.

9.3. Training
It was resolved to enrol the Clerk ona Cemetery Management and Compliance course (if available).

10. Planning
10.1. Neighbourhood Development Plan
An update was received as follows:
• The NDP public consultation at Regulation16 was completed on the 24thSeptember 2019.
• The consultation resulted in 14 comments being made to Herefordshire Council. Copies of the comments weresent to the Parish Council,together with a ‘progress to examination’ report.
• An invitation to select an examiner from three possible candidates was received on the 3rd October 2019.
• Rosemary Kidd was selected on the 8th October to undertake the examination following discussions with Kirkwells (see item 10.3).
• It is hoped that the examination process will start shortly.

Herefordshire Council have asked:
• That all the relevant background information, evidence base and meeting minutes associated with the NDP are placed on the Parish Council website (this is being done).
• Whether the Parish Council wish to respond to the representations which were received during the Regulation 16 consultation (item 10.2).
• That the Parish Council be ready to receive any additional queries and questions that the examiner may have.

10.2. NDP Regulation 16
It was resolved that the Clerk would exercise delegated authority to provide responses to the representations received during the Regulation 16 stage consultation.

10.3. NDP Examination
It was noted that the Clerk had exercised delegated authority to recommend to Herefordshire Council that Rosemary Kidd be appointed to undertake theformal independent examination of the NDP.

10.4. Canon Pyon Road development
Mark Millmore (Ward Councillor) had provided an update under item 4.2. It was hoped that the NDP would carry additional weight when the application was considered at Herefordshire Council.

10.5. P193296/RM:Land to the East of the A49 Holmer Herefordshire HR4 9RG. Application for approval of reserved matters following outline approval P141487/O – Erection of 52 No. dwellings, parking, landscaping, drainage and other associated engineering works.
Marc Mohan had declared an interest and so left the room for the duration of discussions on this item. David Cooper (Vice-Chair) took the Chair.

It was resolved that the Parish Council object to the application.

It is felt that the proposed increase in housing density is not appropriate, and the position and quantity of the proposed new dwellings would result in a loss of amenity to existing adjacent residents. Furthermore it is felt that the design of the proposed properties is not in keeping with the area and further work should be undertaken to ensure that thedevelopment better integrates with the surrounding landscape and buildings.

It is asserted that the arrangements for handling foul drainage via a pumping station (serviced by a 4000 gallon tanker) are neither appropriate nor sustainable. Urgent consideration needs to be given to alternative methods of handling the foul drainage from this site.

10.6. P193440/AM:Magnis Works Hereford Herefordshire HR4 9QR. Non-material amendment to 181596 (Proposed 5 no. detached dwellings and garages). To change approved facing bricks.
It was resolved that the Parish Council had no objections or concerns.

10.7. P193341/F: Workshop at Holmer Park Cleeve Orchard Roman Road Holmer, HR1 1LL. Proposed change of use of workshop and store to yoga/exercise studio with some internal alterations.
It was resolved that the Parish Council were in support of the proposals.

10.8. 193344/RM:Land adjacent to Oakley End, Shelwick, Hereford. Application for approval of all reserved matters (Access, Appearance, Landscaping, Layout, Scale) for Outline application 160492.
It was resolved that the Parish Council object to the application.

It is felt that sufficient information / plans have not been made available to cover all of the matters being discharged as part of this reserved matters approval. In particular it is felt that the issues identified in the officer’s report for 160492 relating to sewerage and drainage provision have not been sufficiently addressed. Until further detail is provided it is not possible to fully consider, or endorse the proposals.

It was also resolved to query with the planning officer if the original outline application had in fact expired and whether a new application or extension should have been applied for.

11. Finance
11.1. Budget expenditure
It was resolved to approve the budget expenditure.

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

11.3. Bank mandate
It was noted that the bank mandate paperwork was with councillors for signing.

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

12. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:
• Defibrillators
• Budget
• S106 traffic calming scheme (update)
• Public sector website accessibility (update)
• Pond maintenance
• Care provision
• Memorial safety survey

13. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 11th November 2019.

The meeting closed at 9:06PM.