Minutes 9th April 2018

Meeting of the Parish Council held at 7PM on Monday 9th April 2018 at Holmer Park Health Club & Spa, Cleeve Orchard, Hereford, HR1 1LL

Minutes
Present: Mark Millmore (Chair), Marc Mohan, Neil Duggan, Andrew Coultas, Angela Tyler, David Cooper, Neil Flanagan
In attendance: David Hunter-Miller (Clerk), members 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 public open session.

  1. Ward Councillor’s Report
    No report available.
  2. Footpaths Officer’s Report
    At the recent NDP consultation event concerns were raised at the condition of stiles at Shelwick. Also, on footpath HO1 by Ayles Brook, there were soil mounds that were creating a hazard for footpath users. These matters would be raised with Balfour Beatty Living Places.
  3. Public participation
    No comments were received from the public.
    The meeting resumed following the public open session.

5. To consider and adopt the minutes from the Parish Council meeting on Monday 12th March 2018.
The minutes were agreed as a true record and were signed by the Chairman.

6. Progress reports

  1. Dog fouling bins/posters
    Balfour Beatty Living Places had confirmed that the three dog fouling bins had been ordered.
    The posters had been produced and would be put up when the bins had been installed.
    It was noted that Herefordshire Council wanted to use the winning poster designs for their own campaign and this was agreed.
  2. Traffic calming provision (S106)
    It was noted that traffic and topographical surveys were being undertaken currently.
  3. Meadow Park road adoption status
    It was noted that the roads on the Meadow Park estate had been adopted on 22nd March 2018.
  4. Councillor training session 16/04/18
    Details of the full council training session were circulated.

7. Correspondence
A copy of the petition from residents of The Crescent sent to Herefordshire Council concerning a proposed future cycleway was noted. A plan would be requested from Herefordshire Council to allow further discussion at the next meeting.

8. Planning

  1. 180634 – Land Adjacent To Bramblefield Barn, Munstone, Herefordshire, HR1 3AH. Application for approval of reserved matters following outline approval – 162689 Site for proposed single dwelling and garage outbuilding.
    No comments.
  2. 180941 – Land adjoining Ivydene, Munstone, Herefordshire. Application for Reserved Matters following Outline permission 172671 for two storey dwelling with detached garage.
    The applicant was in attendance at the meeting.
    It was understood that concerns had been voiced by residents regarding the increase in the size of the buildings from the plans submitted in the original outline planning application. The proximity to the neighbouring property was also queried. There was concern that existing drainage systems might be affected by the proposed development and that new proposed drainage features would be potentially too close to the existing and proposed buildings.
    It was agreed to object to the application because of the proposed orientation of the building. It was felt that if the gable end faced the road it would be less obtrusive to passers-by, more aesthetically pleasing and existing residents would not be overlooked. If the orientation of the building was adjusted the application would be supported.
  3. 181012 – Land Opposite Bridge House, Shelwick, Herefordshire. Proposed cottage and parking.
    No comments.
  4. S106 Funding
    It was noted that there were a number of potential S106 contributions that related to the parish. It was agreed to add a S106 ‘wish list’ to the next agenda for further consideration.
  5. Neighbourhood Development Plan (NDP)
    An update was received from the NDP Steering Group. There had been a consultation event on Saturday 7th April 2018, this attracted around 80 visitors and 50 comment forms had been submitted. It was hoped that the final document would be ready for referendum by the end of 2018.
    The next tranche of funding would be applied for by the end of April 2018.

9. Contracts

  1. Lengthsman
    It was agreed to invite additional tenders for Lengthsman services 2018/19.
  2. Internal Auditor
    It was agreed to reappoint HALC for the internal audit of the 2017/18 accounts.

10. Parish matters for discussion/decision

  1. General Data Protection Regulation
    The Clerk circulated suggested policy documents and procedures to allow the Parish Council to meet the requirements of the GDPR. It was agreed to further review this at the next meeting for implementation.
  2. Newsletter
    The proposed Parish Council newsletter was discussed. Content would be finalised before the next meeting.
  3. On the Verge
    HALC’s ‘On the Verge’ scheme was considered and it was agreed to undertake Lengthsman services using this model.
  4. Lengthsman
    No items were reported.
  5. Annual Parish Meeting
    The Annual Parish Meeting would be held at 7PM on Monday the 14th May 2018 immediately prior to the Annual Meeting of the Parish Council.
  6. Notice boards
    It was agreed to ask the Lengthsman to repair and treat the notice boards throughout the parish. Notices would be put up advising that the notice boards are the responsibility of the Parish Council and that official notices would take precedence over advertising material.
  7. Secret Garden
    It was agreed to offer use of the Parish Council newsletter to support this community asset.
  8. Highway Maintenance
    It was agreed to report various potholes to Herefordshire Council using their online system.

11. Finance

  1. Clerk’s salary and expenses – £426.97
  2. HMRC (PAYE) – £102.00
  3. ABC Printing – £54.00
  4. ABC Printing – £39.60
  5. ABC Printing – £132.00
    The above payments were agreed and cheques duly signed.
  6. To approve forms to add additional signatories to the bank mandate.
    Forms to add Angela Tyler and David Cooper as additional signatories to the bank mandate were considered and approved.

12. Councillors’ reports and items for the next agenda
The following items were agreed for the next agenda:

  • General Data Protection Regulation
  • Newsletter
  • S106 traffic calming update
  • S106 summary and ‘wish list’
  • Dog fouling bins update
  • Lengthsman tender enquiries
  • Cycleway on Roman Road (petition)
  • Burial Ground maintenance and possible expansion

13. Date of the next meeting
The next meeting of the Parish Council will be the Annual Parish Meeting at 7PM on Monday 14th May 2018, followed by the Annual Meeting of the Parish Council.
A resolution was passed to exclude members of the public due to the confidential nature of the following item.

14. Contract of Employment
The Clerk’s Contract of Employment was reviewed and agreed.
The meeting closed at 21:08PM.