Minutes 10th December 2018

Meeting of the Parish Council at 7:00PM on Monday 10th December 2018 at Holmer Park Health Club & Spa, Cleeve Orchard, Hereford, HR1 1LL


Present: Mark Millmore (Chair),Marc Mohan (Vice Chair),David Cooper, Neil Flanagan, Angela Tyler

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

  1. Apologies for absence

Apologies were received from Debbie Peel, Andy Coultas and Gitta Ferguson.

  • Declarations of Interest

Nil declared.

  • Dispensations

Nil received.

  • Open Session

The meeting was adjourned for the open session.

  1. Ward Councillor

No report available.

  • Footpath Officer

Duncan Smart provided a report on the Rights of Way network.  Discussions with Bloor Homes were ongoing to get HO1 footpath open and usable.

The hole at the end of the footpath HO8 (at Attwood Lane) had been reported to Balfour Beatty Living Places and it was noted that they were looking to undertake a repair.

  • Public participation

A member of the public spoke in support of his planning application P183904/O (Coldwells Villa).

A member of the public reported parking issues near to the pedestrian crossing on Green Wilding Road (by its junction with Roman Road); it was felt that this parking obstructed visibility and was a danger to road users.  It was confirmed that the matter had been reported to Balfour Beatty Living Places and their response was awaited.

A member of the public raised concerns with potential future development in the parish; in response a short update was given on the Parish Council’s Neighbourhood Development Plan.

The meeting resumed following the open session.

  • To consider and adopt the minutes from the Parish Council meeting on Monday 12th November 2018.

It was resolved to adopt the minutes as a true record and these were signed by the Chair.

  • Progress reports
    • Dog fouling bins

No update was available at the time of the meeting.

  • The Rose Garden Asset of Community Value application

It was noted that Herefordshire Council were proposing to list The Secret Garden (previously The Rose Garden) as an Asset of Community Value with the Local Land Charges and the Land Registry.  The listing would apply to the whole plot, as previously requested by the Parish Council.

  • Notice board

The Chair had met with a representative of Bloor Homes who confirmed that they would supply and install a notice board at Hereford point and also dog fouling bins, as required.

  • Carriageway surfacing issues, Roman Road

Balfour Beatty Living Places had confirmed that they were aware of the carriageway defects along Roman Road (near to Green Wilding Road) and were looking to undertake resurfacing repair works in the coming financial year (2019/20).

  • Correspondence

Nil received.

  • Parish matters for discussion/decision
    • Lengthsman

It was noted that the verge opposite the nursing home on Attwood Lane had been damaged by delivery vehicles reportedly servicing the nursing home.  It was resolved to report this to Herefordshire Council.

It was noted that the Lengthsman had done a good job cutting the hedge by the balancing pond on Attwood Lane (near the junction with Roman Road).

  • War Memorial

Hereford City Council had requested a donation for their work on a war memorial that commemorates people from both the Hereford City and Holmer and Shelwick Parish.

It was resolved to ask for further detail on the names of those that served from Holmer and Shelwick parish.

  • Standing Orders

It was resolved to increase the maximum expenditure under the Clerk’s delegation to £1500.00.

Mark Millmore left the meeting at 7:26PM and Marc Mohan took the Chair.

  • Planning
    • Neighbourhood Development Plan

It was noted that the final draft plan had been completed and this would be considered for approval at the next Parish Council meeting in January.

The draft plan would be uploaded onto the Parish Council’s website for review by the public and a leaflet would be circulated to advertise this.  The plan would then be submitted to Herefordshire Council so that they could begin their statutory consultation process.  It was hoped that the plan would be adopted within the next nine months.

  • P183904/O: Coldwells Villa, Coldwells Road, Holmer, HR1 1LH. Proposed erection of 4 dwellings utilising existing point of entry with upgrading of existing access.

It was resolved to object to the application for the following reasons:

  • The parish has already far exceeded Herefordshire Council’s 18% quota for new housing provision and as such any additional development cannot be justified. Communications from Hereford Council, incorporated into the Parish Council’s emergent Neighbourhood Development Plan, confirm that housing growth figures had been exceeded for Munstone and Shelwick in October 2017 and there have been many more approved new housing applications since then.
  • The proposed site falls outside of the proposed settlement boundary in the Parish Council’s emergent NDP and is therefore categorised as open countryside.
  • The proposed site is detached from the main settlement form of the parish.  Developing the site with large detached dwellings and garaging would lead to an encroachment into the open countryside without justification.
  • The proposed driveway access would have limited visibility and could therefore present a hazard to road users and residents. We also note from the proposed plans that an additional access is shown for Coldwells Villa.
  • The proposed access is in close proximity to the Parish Council owned pond, and would negatively impact the amenity of this historic local asset identified as green open space in the emergent NDP.
  • The proposals include the felling of 17 established trees, including an old orchard. The preservation of such trees is a material consideration when looking at this application. Whilst it was noted that a number of replacement trees were specified in the application it was felt that this does not mitigate the loss of mature specimens.
  • The Parish Council received correspondence from the applicant where it was suggested that the orchard and mixed hedging on this site provides a green corridor and a natural stop end to any immediate development proposals; the Parish Council fully agrees with this view.
  • Full ecological surveys are considered essential before the outline application can be considered further.
  • The area does not have access to mains foul drainage systems and suitable provision should be made for this in the application.
  • The route of a mains water pipe running through the site would need to be identified and the pipe sufficiently protected.
  • Pre-planning public exhibition consultation: Holmer House Farm, Holmer, Hereford. Proposed residential development.

It was resolved that the Parish Council would not comment at this time.

  • Pre-planning consultation: Coldwells Road, Munstone, Herefordshire. Proposed residential development.

It was resolved that the Parish Council would not comment at this time.

  • 151600: Land off Church Way Holmer Hereford: To consider outstanding planning obligations.

It was resolved to respond to Herefordshire Council’s Planning Enforcement Team and comment that the hedgerow had not been translocated but had in fact been grubbed up and left to die.  Further detail on the location, type and maturity of hedging was requested.  It was felt that a substantial hedge should be reinstated promptly.

  1. Finance
    1. Schedule of payments

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

  • Budget expenditure

It was resolved to approve the budget expenditure.

  • Bank reconciliation

It was resolved to approve the bank reconciliation.

  • Balances and reserves policy

It was resolved to adopt a ‘balances and reserves policy’ and to set the following level of earmarked reserves:

  • Renewals: £1,000.00 to build up funds. 
  • Insurance and contingency reserve: £1,000.00 in case of a claim the council may need to meet the excesses not covered by insurance.
  • Burial Ground: £1,000.00 to hold funds for expansion and contingency.
  • Commons Fund: £1,000.00 to hold funds to cover legal expenses associated with the pond.
  • Election costs: £2,000.00 if four-yearly elections are contested or a by-election called.
  1. Councillors’ reports and items for the next agenda

It was resolved to add the following items to the next agenda:

  • Neighbourhood Development Plan – approval at Regulation 14 stage
  • 151600 (land off Church Way, Holmer) – to consider outstanding planning obligations
  • Dog fouling bins – update
  • Roman Road cycleway/footway proposals – update
  • Traffic calming update (S106) – update
  • War memorial donation
  • Coldwells Road pond
  1. Date of the next meeting

The next scheduled meeting is at 7:00PM on Monday 14th January 2019.

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

  1. Coldwells Road pond

It was resolved to appoint Kidwells Solictors to handle the matter going forward.  It was resolved to approve a payment of £180.00 on account and an hourly rate of £150.00 per hour (a reduced rate for members of the Herefordshire Association of Local Councils).

The meeting closed at 8:57PM.

Schedule of Payments – December 2018
Payments for authorisation
David Hunter MillerSalary and expenses 587.970.00587.97
HM Revenue & CustomsPAYE130.000.00130.00
Worcestershire County Council Pension FundLocal Government Pension Scheme228.470.00228.47
Burghill Community Access Point Newsletter406.150.00406.15
Mark Breedon Burial ground maintenance800.000.00800.00
Richard MillsLengthsman605.75121.15726.90
HALC Website hosting and domain name70.0014.0084.00
To note payments made between meetings
Direct Debits for authorisation
Information Commissioner Registration – annual payment35.000.0035.00