Minutes 11th November 2019

Meeting of Holmer and Shelwick Parish Council at 7:00PM on Monday 11th November 2019 at Holmer Park Spa, Cleeve Orchard, Hereford, HR1 1LL


Present: Marc Mohan (Chair), Andy Coultas, Neil Duggan, Mark Millmore (Parish Councillor and Ward Councillor), John Phipps, David Cooper
In attendance: David Hunter-Miller (Clerk), Duncan Smart (Footpaths Officer), members of the public

1. Apologies for absence
Apologies were approved from Gitta Ferguson and Neil Flanagan.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

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

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

My report this month is rather brief I’ve been concentrating my efforts on the Canon Pyon planning application.

I must first make a correction regarding the application on the land East of the A49.
The arrangements concerning the foul drainage via a pumping station serviced by a 4000 gallon tanker was misunderstood and this system is only for emergency use.

Applicant’s agent has confirmed that drainage will be pumped to the mains. He has advised that the submitted pumping station detail is a drawing taken from the Sewers for Adoption guidance and indicates tanker access only for maintenance reasons (in the event of pump failure with capacity to empty the wet well). I understand that it is intended to provide amended drainage plans under the relevant conditions on the outline planning permission to reflect the current revised RM scheme and the applicant is liaising with Welsh Water.

However, there is still an issue with this application regarding car parking there are 91 spaces with 19 garages. Therefore, a short fall of 57 spaces excluding the garages as per the NDP requirements.

I have made enquiries concerning the poor state of the Roman Road and have revived the reply I’ll discuss with BBLP (Balfour Beatty Living Places) and respond in due course.

I’ve also received a complaint about Speeding Traffic on Roman Road.

My main activity this month is in relation to Taylor Wimpy’s Outline application P191770/O – Land east of Canon Pyon Road. I will be speaking at the Planning Committee on Wednesday 13th as Ward Councillor about this application and will be supporting the residents and parish council’s objections.
I will focus this committee’s attention on Holmer and Shelwick’s Neighbourhood Plan which is at regulation 16 and will point out that the development is outside the NDP’s settlement boundary. The committee starts at 10AM and there will also be a resident and parish councillor speaking.

I will make a report about the outcome of the committee’s decision later this week.

4.2. Footpath Officer
The latest footpath report is available on the Parish Council’s website.

4.3. Public participation
A member of the public queried the latest position on the proposed Hereford bypass; Mark Millmore (Ward Councillor) provided an update and confirmed that a further review was currently being undertaken.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the budget meeting and Parish Council meeting on Monday 14th October 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 applications to fill the position were welcomed.

6.2. S106 traffic calming scheme
An update had been requested from Herefordshire Council but had not yet been received; contact would be made to try and expedite the work.

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

6.4. Pond maintenance
Enquiries would be made to obtain a quote(s) to maintain the pond and to establish any legal / environmental restrictions that might apply.

6.5. 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.

6.6. Review of Polling Districts, Polling Places and Polling Stations
It was noted that Herefordshire Council had agreed that no changes would be made to the polling station arrangements for Holmer and Shelwick, in line with the Parish Council’s recommendations.

7. Correspondence

7.1. Herefordshire Council: Current Development in the River Lugg Catchment Area Position Statement 15th October 2019
It was noted that Natural England had identified an issue with high phosphate levels in the Lugg drainage area and had advised Herefordshire Council that they will be objecting to any planning application within the catchment if there was a possible impact on the Lugg.

8. Parish matters for discussion/decision

8.1. Smartwater
An update was received and it was noted that the Clerk had placed an order with the Police for the supply of Smartwater kits for the parish.

8.2. Defibrillators
It was resolved to defer discussion on this until a future meeting.

8.3. Tree management
Quotes were considered for maintenance of the trees on the Burial Ground (in accordance with the recommendations of the recent condition survey); it was resolved to accept a quote of £700.00 + VAT from Chapel Tree Services.

8.4. Care provision
It was resolved to defer discussion on this until a future meeting.

9. Burial Ground

9.1. Working Group
It was noted that a burial had taken place on the 18th October 2019.

9.2. Memorial Safety Survey
It was noted that this survey was still outstanding; this would be completed before the next meeting.

10. Planning

10.1. Neighbourhood Development Plan
An update was received from the Steering Group as follows:
• At Regulation 16 the NDP carries ‘moderate’ weight when deciding planning applications.
• The NDP has reached examination stage.
• The examiner requested information / clarification on our NDP on the 18th October 2019.
• The Parish Council’s response was returned to Herefordshire Council on the 28th October 2019; further details are on the Parish Council’s website.
• The examiner has indicated that the examination process will be complete by 13th December 2019 and after the examination the NDP will carry ‘significant’ weight.
• The next step will be a parish-wide referendum organised by Herefordshire Council.

10.2. NDP examination
It was noted that the Clerk had exercised delegated authority to submit responses to the independent examiner; full details were on the Parish Council’s website.

10.3. P193651/FH: Ivydene, Munstone, Hereford, Herefordshire, HR1 3AJ. Proposed two-storey side extension.
It was resolved that the Parish Council had no objections or concerns with the proposals.

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. Budget
The 2020/21 budget was considered and approved and it was resolved to request a precept of £18,000.00.

11.4. Bank mandate
It was noted that the mandate paperwork had not yet been signed by the relevant signatories; this would be completed before the next meeting.

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

11.6. Clerk’s delegation
Payments made between scheduled meetings under the Clerk’s delegated authority were noted.

12. Councillors’ reports and items for the next agenda
A councillor expressed concern regarding the comments submitted to Herefordshire Council regarding P193296/RM following the October Parish Council meeting. It was suggested that the comments were not appropriate and did not cover items such as parking and drainage. It was felt that additional comments could be lodged with Herefordshire Council to further the objection; councillors would discuss these with the Clerk so that they might be submitted under the Clerk’s delegated authority.

It was noted that a water leak/drainage issue at Munstone crossroads had been reported to Herefordshire Council (ref. CAS-737737-C2Z6G6). It was resolved to make an appointment with the locality steward so that councillors could tour the parish and identify any issues.

It was resolved to add the following items to the next agenda:
• Feedback from NDP workshop (David Cooper)
• Defibrillators
• Pond maintenance
• Care provision
• Memorial safety survey
• S106 traffic calming scheme (update)
• Smartwater (update)

13. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 13th January 2020.

If an extraordinary meeting was required this would be held at 7:00PM on Monday 9th December 2019.

The meeting closed at 9:22PM.

Payments for authorisation
Payee Details Net VAT Total
David Hunter-Miller Salary and expenses 682.24 0.00 682.24
HM Revenue & Customs PAYE Nil Nil Nil
Worcestershire County Council Pension Fund Local Government Pension Scheme 236.17 0.00 236.17
Herefordshire Council Pest control 350.00 70.00 420.00
  Total 1268.41 70.00 1338.41
To note payments made between meetings
Payee Details Net VAT Total
Kirkwells Limited NDP consultant 2000.00 400.00 2400.00
  Total 2000.00 400.00 2400.00

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