Minutes 12th June 2017

Meeting of the Parish Council held at 7pm on Monday 12th June 2017 at Holmer Park Health Club & Spa, Cleeve Orchard, Hereford, HR1 1LL.


Present: Mark Millmore (Chairman), Jane Davies, Neil Flanagan, Angela Tyler, Neil Jenkins, Neil Duggan

In attendance: David Hunter-Miller (Clerk), Duncan Smart (Footpaths Officer), members of the public

1. Apologies for absence
Apologies were received from Gitta Ferguson, Andrew Coultas and Marc Mohan.
Declarations of Interest
Nil declared.

2. Dispensations
Nil received.

3. To consider and adopt the minutes from the Parish Council meeting on Monday 8th May 2017
The minutes were agreed and signed as a true record by the Chairman.

4. Progress reports:

  1. Layby maintenance, A49
    The Clerk confirmed that no immediate action was proposed by Highways England to resolve the reported drainage and verge damage issues. It was agreed that the Clerk would continue to apply pressure, contacting the MP if needed.
  2. Planning query regarding obligations for multiple sites
    The Clerk confirmed that a satisfactory response had not been received but would continue to pursue this with the planning department.
  3. Update on S106 traffic calming scheme
    The Clerk read an update from Balfour Beatty Living Places, which suggested that further information would be available after the 29th June.

5. Open Session:

  1. Report by Ward Councillor
    Not available.
  2. Public participation
    Residents raised questions and concerns regarding the Hereford Area Plan, in particular the sites proposed for development and the proposed density of housing. It was agreed that the Parish Council’s Neighbourhood Development Plan would be essential going forward and that it was anticipated that this would take approximately 18 months to produce. A resident suggested that widespread consultation would be vital in developing a successful plan.
    Residents also raised concern regarding the Holmer West development and the impact this might have on Ayles Brook. Large quantities of spoil have been deposited near to the brook and it was felt that this could wash into the brook and cause property flooding.

6. Footpaths report
A report was given by the footpaths officer and this would be published on the Parish Council’s website. It was queried whether a strimmer could be provided for use by the footpaths officer, this would be added to a future agenda for consideration.

7. Correspondence received
A letter had been received regarding Ayles Brook. This matter had been discussed during the public open session and it was agreed that the Clerk would write to Herefordshire Council to highlight these concerns.

8. Report from the Neighbourhood Development Plan (NDP) steering group
It was confirmed that the first meeting of the NDP Steering Group would be on the 28th June at 7PM.

9. Hereford Area Plan (HAP)
The Parish Council considered the HAP consultation and it was agreed that the Clerk would write a response, taking into account the following comments and concerns:

  • Road infrastructure doesn’t support housing proposals – how will this be resolved?
  • Drains are already over capacity and flooding occurs in some areas
  • Roads are hardly passable with two cars, where are the additional safe exits onto highways going to be positioned?
  • Street lighting needs to be installed around all areas
  • Speed limit restrictions need consideration
  • Amenities need to be added i.e. shop, playground etc.
  • Hundreds of homes adding to Roman Road traffic which is already at capacity
  • Further detail needed on bypass route and construction
  • Sewerage systems already over capacity
  • Why are development targets being exceeded for Holmer and Shelwick Parish Council?

10. Planning and Updates

  1. 171651 – Land to the rear of Parish Hall, Holmer, Hereford. Proposed surfacing of grass overspill car park, serving Parish Hall.
    No objections were raised by the Parish Council.
  2. 171417 – Zandvoort Main House, Roman Road, Hereford. Convert the existing main house into two flats (Retrospective).
    No objections were raised by the Parish Council.
  3. 171073 – 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 (P150478/O). For the erection of 82 dwellings, including open space, access, drainage and other associated works.
    It was felt that the design of the housing was not in keeping with the character of the area and it was agreed that the Angela Tyler would draft a response for the Clerk to raise these concerns with Herefordshire Council.

11. Issue of overgrown footways, A49
It was noted that this issue had already been resolved by the Footpaths Officer.

12. Spoil deposits on footway, Munstone Lane
The location was confirmed as Munstone Road. It was reported that a drainage ditch had been filled in. It was agreed that the Chairman would visit the site to take pictures and would raise the concern with Herefordshire Council / Balfour Beatty.

13. Newsletter
It was confirmed that 1200 copies of a 12 page printed booklet/newsletter could be produced for approximately £260, this works out at around 22p per household. It was agreed that this would be worthwhile and that this should be produced for circulation in late summer/ autumn 2017. The content would be discussed at a future meeting.

14. Lengthsman Scheme
The Council agreed the draft Lengthsman Maintenance Plan and it was agreed that £2000 per annum should be budgeted in future for the Lengthsman Scheme.

15. Burial Ground
The recent maintenance work to the Burial Ground was noted and it was agreed that Mark Breedon Gardening would be asked to undertake the regular maintenance of the Burial Ground, approximately every 3 weeks as required.

16. Code of Conduct
Herefordshire Council’s revised Code of Conduct was considered and agreed for adoption by the Parish Council.

17. Training
The Council considered the training sessions offered by the Herefordshire Association of Local Councils.

18. Finance:

  1. Clerks salary and expenses £423.89
  2. HMRC PAYE £90.60
  3. Mark Bredon Gardening (burial ground maintenance) £1078.96
  4. Eyelid Productions (burial ground notice board) £58.13
    All of the above payments were agreed by the Parish Council.
  5. Balfour Beatty Living Places (dog fouling bins) £952.08
    It was resolved that further research would be undertaken to identify if it would be more cost effective to provide ordinary waste bins.
  6. To review and adopt updated Financial Regulations
    The Council resolved to adopt NALC’s model Financial Regulations.
  7. To review and adopt an Equal Opportunities Policy
    The Council considered and adopted an Equal Opportunities Policy.
  8. To consider the independent internal auditors report
    The Clerk briefed the Council on the internal auditors report. The Council agreed to implement its recommendations.
  9. To consider approval of Annual Governance Statement for the External Auditor
    The Annual Governance Statements were considered individually. The Council considered that it could not answer yes to ‘statement 1’ because of the issues highlighted by the internal auditor. All other statements were agreed in the affirmative and the Statement was signed by the Chairman and Clerk.
  10. To consider approval of Statement of Accounts for the External Auditor.
    The Statement of Accounts was considered and agreed by the Council and was signed by the Chairman and Clerk.

19. Councillors’ reports and Items for the next agenda
The following matters were agreed for a future agenda:

  • Newsletter (content)
  • Dog fouling bins
  • Strimmer purchase
  • Speeding vehicles, A49
  • Lamp column, A49
  • NDP update following Steering Group meeting
  • Bench by pond, Coldwells Road
  • Drainage ditch, Munstone Road

20. Date of the next meeting
The next meeting would be Monday 10th July at 7PM.

The meeting closed at 9:25PM.