Minutes 11th May 2020

Online Annual Meeting of Holmer and Shelwick Parish Council at 7:30PM on Monday 11th May 2020 via ‘Zoom’


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

1. Election of a Chairman and signing the Declaration of Acceptance of Office
Marc Mohan was unanimously elected as Chairman and signed the Declaration of Acceptance of Office.

2. Election of a Vice-Chairman
David Cooper was unanimously elected as Vice-Chairman.

3. Apologies for absence
No apologies were received.

4. Declarations of Interest
Nil declared.

5. Dispensations
Nil received.

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

6.1. Ward Councillor
Mark Millmore provided a report on the activities of Herefordshire Council. Council meetings, including planning committee meetings, were now being held online via Zoom.

6.2. Footpath Officer
The Annual Footpath survey and report was available on the Parish Council’s website.

Since the annual survey had been completed no additional inspections or maintenance work had been undertaken due to the Coronavirus lockdown.

6.3. Public participation
A member of the public raised additional concerns regarding the bund on the Holmer West/Bloor development (item 8.3). It was thought that the high level of the bund would increase the likelihood of flooding of Dale Drive as the brook could now only overtop in the one direction. It was felt that the new properties on Holmer West would significantly overlook existing properties in Dale Drive due to the substantial increase in levels.

A member of the public raised concern regarding littering at Belle Bank Avenue near to the bench; this would be raised with Herefordshire Council to see if a new litter bin could be provided.

The meeting resumed following the open session.

7. To consider and adopt the minutes from the Parish Council meeting on Monday 20th April 2020
It was resolved to adopt the minutes as a true record and these would be duly signed by the Chair.

8. Progress reports

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

8.2. S106 traffic calming scheme
No update was available.

8.3. Bund, Holmer West (Bloor Homes)
No update had been received from Herefordshire Council; it was resolved to press for an update for the next meeting and to request a site meeting. The Chairman would visit the site to photograph the issue.

8.4. Flooding issues, Shelwick
A number of drainage issues had been reported by residents. A blocked drainage ditch had been identified and a further request had been made to Balfour Beatty Living Places for them to contact the relevant landowner to request that the ditch was emptied and maintained. It was resolved that if this was not forthcoming the Clerk would make contact with the landowner.

8.5. Dog fouling bins
Further correspondence had been received regarding the need for additional dog fouling bins, or more frequent emptying of the existing bins, on the Furlongs. A request had been made to Herefordshire Council accordingly and they were reviewing the situation.

8.6. Website accessibility compliance
It was noted that the Parish Council’s website was now fully accessibility compliant.

9. Correspondence

9.1. Resident: Request for surfacing improvements to footpath H08.
It was resolved to write to the landowner to see if they would be amenable to surfacing improvements being undertaken (if these could be funded locally).

9.2. Herefordshire Council: Guidance note on the review of Neighbourhood Plans.
The above-mentioned guidance was noted.

10. Planning

10.1. P201175/RM: Land at The Paddocks, Roman Road, Hereford, Herefordshire. Application for approval of reserved matters following outline approval 152568 (Site for proposed residential development of up to 50 houses).
It was resolved that the Parish Council had no concerns or objections.

10.2. P201183/RM: Land to the north of the Roman Road and west of the A49 Holmer West Hereford, Application for approval of reserved matters (Specialist Housing Scheme) following outline approval. (150478). Proposed erection of 80 residential units and communal facilities retirement accommodation over a mixture of 3 and 2 storey blocks with associated parking and landscape.
It was resolved that the Parish Council object to the proposals.

Whilst the Parish Council are supportive of the provision of additional facilities for the elderly, the proposals do not meet the standards specified for parking provision in the Holmer and Shelwick NDP (policy HS4): highway design and car parking should allow for adequate off-street parking, excluding garages, at a rate of one space per bedroom. The parking standards are essential to ensure that residents, carers, staff and visitors have access to sufficient parking.

Additionally, the height of the proposed three-story building will create issues of overlooking and would impinge on the residential amenity of adjacent properties.

It was considered that there is a lack of green space available to residents of the proposed facility. Green space can encourage exercise, provide spaces for socialising, decreases noise and air pollution and can have a positive impact on physical and mental health. Consideration should also be given to additional outside storage / garages as this would afford residents space to pursue hobbies, store equipment and other belongings.

11. Parish matters for discussion/decision

11.1. S106: To review available S106 funding.
It was resolved to defer discussion on this until a future meeting.

12. Burial Ground: To receive an update.
There were no matters to report.

13. Annual business as per Standing Orders

13.1. General Power of Competence
It was resolved that the Parish Council still met the criteria for the General Power of Competence.

13.2. To review the following policies and procedures

13.2.1. Balances and Reserves Policy
13.2.2. Burial Ground Memorial Safety Policy
13.2.3. Code of Conduct
13.2.4. Disciplinary Procedure
13.2.5. Equal Opportunities Policy
13.2.6. Financial Regulations
13.2.7. GDPR Data Privacy Policy
13.2.8. GDPR Data Protection Policy
13.2.9. GDPR Data Security Incident Procedure
13.2.10. Grievance Procedure
13.2.11. Retention Policy
13.2.12. Standing Orders
13.2.13. Tree Management Policy
The above policies were reviewed and it was resolved to add a review date to each document.

Additionally, the Equal Opportunities Policy would be amended to clarify that it ‘is an overarching equality policy which sets out the council’s commitment to equality in all of its activities’.

13.3. To review insurance, risk and assets

13.3.1. Risk Management Policy and Risk Register
13.3.2. Insurance cover
13.3.3. Inventory of Assets
The above policies were reviewed and approved.

It was resolved to renew the Parish Council’s Insurance with Pen, via Came and Company.

13.4. To review appointment to committees and external bodies

13.4.1. Burial Ground Working Group
It was resolved to appoint Marc Mohan, Neil Flanagan and Andrew Coultas to the Burial Ground Working Group.

13.5. To review the meeting schedule for the year ahead
It was resolved to continue to hold scheduled meetings on the second Monday of every month, except for the months of August and December where there will be no scheduled meetings, or where this falls on a bank holiday.

14. Finance

14.1. Bank mandate
It was resolved to remove Mark Millmore from the bank mandate and add Andrew Coultas as a new full power signatory.

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

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

14.4. Schedule of payments
It was resolved to approve the schedule of payments and cheques would be duly signed.

15. Councillors’ reports and items for the next agenda
Disappointment was expressed at the decision of the Herefordshire Council planning department regarding the delegated decision approval for P193296/RM (Land to the East of the A49, Holmer, Herefordshire, HR4 9RG). It was felt that the Parish Council’s newly enacted Neighbourhood Development Plan had been overridden in favour of commercial considerations.

It was resolved to write a letter of complaint to Herefordshire Council and to ask Mark Millmore to raise the issue at a future Herefordshire Council meeting. Consideration would be given to raising the issue with the press as it was felt that this might be in the public interest.

16. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 8th June 2020.

The meeting closed at 8:50PM.

Payments for authorisation
Payee Details Net VAT Total
David Hunter-Miller Salary and expenses 682.24 0.00 682.24
HM Revenue & Customs PAYE 0.00 0.00 0.00
Worcestershire County Council Pension Fund Local Government Pension Scheme 236.17 0.00 236.17
Came and Company Insurance 513.16 0.00 513.16
Total 1431.57 0.00 1431.57

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