Minutes 8th July 2019

Meeting of the Parish Council at 7:00PM on Monday 8th July 2019 at Holmer Park Health Club & Spa, Cleeve Orchard, Hereford, HR1 1LL


Present: Marc Mohan (Chair), Mark Millmore (Parish Councillor and Ward Councillor), Andy Coultas, Neil Flanagan, David Cooper
In attendance: David Hunter-Miller (Clerk), Duncan Smart (Footpaths Officer), Sgt. Ram Aston (Police), members of the public

1. Apologies for absence
Apologies were received from John Phipps and Gitta Ferguson.

2. Declarations of Interest
Nil declared.

3. Dispensations
Nil received.

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

4.1. Police
Sgt. Ram Aston provided a presentation on the Police’s ‘We Don’t Buy Crime’ Initiative. The initiative was designed to reduce instances of acquisitive crime via use of ‘Smartwater’ kits. The kits include stickers for use on windows and doors to act as a deterrent to potential thieves. The initiative offers a 25% discount on all kits purchased (£6.70 per kit) and free road signage where uptake is 70% or greater. It was noted that it would cost over £8,000 to meet the qualifying levels of distribution for the parish. It was suggested that developers might provide kits for new estates/properties through S106 contributions; Mark Millmore (Ward Councillor) would discuss this with the Planning Obligations Manager at Herefordshire Council.

The Police offered to provide a free Crime Prevention evening in the future.

4.2. Ward Councillor

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

Ayles Brook update
I will be meeting with a representative from Bloor on Tuesday 9th July at 9:15am at the Sales Offices Car Park to walkthrough and discuss the maintenance of Ayles Brook. Local residents may join us if they wish.

Atwood Lane/Fulongs Hedge Update
Some residents from the furlongs were concerned about a rumour that the hedge along Atwood Lane might be removed and they would lose the privacy they currently enjoy. I contacted the Locality Steward who looked into it and reported that there are no plans to remove the hedge and, other than maintenance, the hedge is safe from extermination.

Bobblestock Surgery
At the last Parish Council meeting a member of the public raised a concern that Bobblestock Surgery might close. I have spoken to a doctor at the surgery who made clear that this is not the case and there are no plans to close the surgery. In fact I have some good news concerning the Bobblestock Surgery when I get to my section 106 report.

Unsafe Traffic Light Junction Green Wilding Road update
People are parking their vehicles directly on the junction next to the traffic lights. I contacted Crest Nicholson’s point of contact – This is his reply:-
“Thank you for your email. I note and agree you have reason to be concerned, unfortunately is seems as if non-residents are coming on to the development to park while they are at work.

Unfortunately, Crest will not be able to arrange a TRO (traffic restriction order) to allow us to place legal yellow lines as only the Council Highways department have that authority.
However if council were to put a TRO in place Crest would arrange and pay to have the yellow lines put down, we are at present putting in place contracts to carry out remedial works to the junction so I will discuss this issue with the Highways department.

I will get back to you as soon as I have agreed a way forward, so that legally enforceable lines can be put down.

Aylestone Park
I’ve been monitoring the email exchanges between Balfour Beatty Living Places and the Aylestone Park Association concerning the delays they have experience in getting the contractor, Countrywide, to complete the grass cutting. Countrywide don’t ever complete a “cut” in one attempt and miss out various areas. I did ask if Balfour Beatty Living Places are actually paying the bill. – If so to send me a record of payments for the scheduled work. I also asked if Balfour Beatty Living Places have released money to Countrywide, but the work was not carried out, is it a breach of contract.

On Wednesday, 3 July I was copied in an email from Balfour Beatty Living Places Operations Manager saying a team will be attending this morning to complete the work.
I asked the Aylestone Park Association if they are now satisfied that the issue had been resolved – the reply was:-
“issues raised with regards to the lack of mowing in the Park have been resolved – only due to Belfour Beatty stepping in and finishing up the sub-contracted work”
Therefore, my original question remains is Countrywide in breach of contract? Will keep you posted on developments.

P191770/O Land east of Canon Pyon Road Outline application for residential development by Taylor Wimpey UK Limited – I’ve submitted a conditional referral to committee on the grounds of public interest. There are many objections to this application. I had an informal meeting with the Case officer and pointed out that:

    • Taylor Wimpey are not carrying out the proper research because they’re rushing the application to beat the Holmer and Shelwick NDP.
    • This a back fill development on unsuitable land which has a tendency to flood water, onto the Cannon Pyon Road, near the traffic lights.
    • The road entry onto the Cannon Pyon Road will cause considerable traffic problems for the area.
    • It is outside the NDP Settlement boundary.
    • Holmer and Shelwick has already surpassed its required target for major housing development as set out in the Core Strategy.

P190342/F Land adjacent to Walney Lane – A proposed four bedroom dwelling – There are numerous objections to this application online and I had a meeting on 26th June where after studying the drawings I made an objection concerning the unsuitable character of the design in relation to the landscape. In my view the current design is excessively ugly reminding me of a concrete bunker and would be an eyesore within the setting.

Holmer and Shelwick’s Section 106 Money
On 3rd July I had a meeting with the Planning Obligations Manager together with the project manager from Balfour Beatty who has been working on the S106 schemes in the Holmer Ward.
We reviewed the Holmer & Shelwick Traffic Calming scheme and there will be a formal public consultation in early September 2019 with actual work beginning late March early April 2020. We also talked about how the work will fit in with Gigaclear’s Broadband scheme.

Public Art Contribution – £12,500 from Crest Strategic Projects Ltd was contributed towards the memorial statue of Lance Corporal Allan Leonard Lewis VC – Herefordshire’s only county-born VC recipient.

Education – £392910 (three hundred ninety-two thousand, nine hundred ten pounds and 80 pence) from Bloor Homes Western towards educational enhancements at Trinity Primary School and/or Holmer Primary School that may be delivered during the course of the development and Whitecross secondary School.

Medical Care – £95671 (ninety-five thousand, six hundred seventy-one pounds after 149 homes have been occupied) from Bloor Homes Western towards enhanced primary medical care facilities to serve the development either at Bobblestock Surgery or at such other facility that will be developed in lieu of facilities at Bobblestock Surgery.

New play facilities – £37412 (thirty-seven thousand, four hundred twelve pounds) from Lion Court Homes for new play facilities and new green routes in Hereford city principally at Wentworth Park.

Sport Facilities – £287040 (two hundred eighty-seven thousand and forty pounds) from Bloor Homes Western towards Football. Cricket, rugby and h0ckey facilities in accordance with Playing Pitch assessment Hereford Area 2012 updated 2014 and other Outdoor Sports investment plan 2016.

We also discussed that if there is money left in the pot it could go towards improving the access for disabled people on the path to the Secret Garden.

4.3. Footpath Officer
Duncan Smart provided a report. Work to clear and strim the footpaths would resume in August.

A full report is available on the Parish Council’s website.

4.4. Public participation
A member of the public raised concern with vehicle ‘rat running’ along Attwood Lane; it was hoped that the proposed S106 traffic calming scheme would help to resolve these issues.

A member of the public expressed support for the Police’s ‘We Don’t Buy Crime’ initiative.

The meeting resumed following the open session.

5. To consider and adopt the minutes from the Parish Council meeting on Monday 10th June 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

6. Progress reports

6.1. S106 traffic calming scheme
It was noted that there would be further consultation September 2019 with work hopefully starting on site by April 2020.

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

6.3. Dog fouling bins
It was noted that Balfour Beatty Living Places were still refusing to supply additional grit bins (that would be funded by the Parish Council); Mark Millmore (Ward Councillor) was investigating.

6.4. Pond maintenance
It was noted that The Wildlife Trust had been approached for advice on managing the pond but a response had not yet been received.

6.5. Coffin Bier valuation
It was noted that photographs had been sent to the auctioneers for a valuation but a response had not yet been received.

6.6. Disabled Access from The Furlongs to The Secret Garden (via footpath HO8A)
Mark Millmore (Ward Councillor) confirmed that if surplus S106 funding was available following the traffic calming works (and other projects) then this could potentially be utilised for these improvements.

7. Correspondence

7.1. Herefordshire Council: To consider an Allowances Scheme for Parish Councillors
It was resolved that an allowances scheme would not be adopted at Holmer and Shelwick Parish Council.

7.2. Community Fund: To note available funding under the ‘Reaching Communities’ grant scheme
The availability of funding was noted.

7.3. Website comments: Traffic concerns C1125 from Aylestone roundabout to Shelwick crossroads
The concerns of the resident were noted but it was understood that a reduced speed limit or other traffic calming measures could not be utilised at this location due to the lack of frontage development.

8. Parish matters for discussion/decision

8.1. S106
Mark Millmore (Ward Councillor) had provided an update in the Ward Councillor’s report.

8.2. Footpath HO8
It was noted that a fence adjacent to footpath HO8 was in danger of collapse and could pose a hazard or obstruction. It was resolved to write to the owners of the damaged fence to request that it is repaired and the path made safe.

8.3. Litter picking
The Hereford Community Clean Up Group had offered to assist with the litter pick; they have all of the relevant equipment, insurance and risk assessments in place and a wide circulation list of volunteers. It was agreed to hold the event on Sunday 28th July at 10:30AM and arrangements would be made and the details circulated.

8.4. Tree management
A quote had been received for maintenance of the trees on the burial ground (in accordance with the recommendations of the recent survey).

It was felt that the quote was acceptable as the material was to be burnt on site. It was resolved to contact Crest Nicholson to see if access could be granted via their A49 access to allow for removal of the arisings (and also to enquire if land could be dedicated to improving access to the burial ground permanently).

8.5. Burial Ground Working Group
It was resolved that Marc Mohan and Neil Flanagan would sit on the Burial Ground Working Group.

8.6. Projector
It was resolved to allow up to £300.00 for the purchase of a projector for use during planning items.

8.7. Risk Management Policy and Risk Register
It was resolved to adopt an updated Risk Management Policy and Risk Register.

8.8. Councillor training
A training schedule was not yet available but this would be added to the next agenda for further consideration and a training matrix for all councillors would be considered.

Enquiries would be made with the Herefordshire Association of Local Councils to see how training could be made mandatory.

8.9. Care provision
The availability of funding under the ‘Reaching Communities’ grant scheme was noted. This item would be added to a future agenda for further consideration.

9. Planning

9.1. Neighbourhood Development Plan
An update was received from the Steering Group.

It was noted that the final NDP draft was now complete. It was unanimously resolved to adopt the ‘Regulation 16’ stage NDP for submission to Herefordshire Council for final consultation and referendum.

The Parish Council extended their sincere thanks to the NDP Steering Group and to all who have helped to put the plan together.

9.2. 192157/RM: Land Opposite Bridge House, Shelwick, Herefordshire, HR1 3AN. Reserved Matters application for proposed cottage, detached garage and parking.
It was resolved to object to the application.

There were a number of outstanding issues following the initial outline planning application (P181012/O) that have not been addressed and it is unclear as to exactly which matters are covered by this reserved matters application. It is felt that the application and supporting plans do not contain sufficient detail to allow further scrutiny and contain possible inaccuracies (such as the location of a current hedgerow).

Detailed design statements on noise mitigation and ventilation details are required as per the delegated decision report for the outline application but have not been supplied. These are essential given the close proximity of the proposed property to the railway line. Similarly there is no drainage report.

Based on the limited information provided, it is asserted that the proposed visibility splay is also not adequate and would be detrimental to highway safety.

10. Finance

10.1. Budget expenditure
It was resolved to approve budget expenditure.

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

10.3. Bank mandate
It was noted that some information was still required from members before the new mandate paperwork could be completed.

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

11. Councillors’ reports and items for the next agenda
It was resolved to add the following items to the next agenda:

  • ‘We don’t buy crime’ Smartwater initiative
  • Community Fund / elderly care provision
  • Defibrillators
  • Councillor training
  • S106 traffic calming scheme (update)
  • Cycleway/footway, Roman Road (update)
  • Dog fouling bins (update)
  • Pond maintenance (update)
  • Coffin bier valuation (update)

12. Date of the next meeting
The next scheduled meeting is at 7:30PM on Monday 9th September 2019.

If an extraordinary meeting is required (for planning matters that might arise) this would be held at 7:30PM on Monday 12th August.

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

13. Coldwells Road pond
It was resolved that an adverse possession application would not be pursued at this time.

The meeting closed at 9:12PM.

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
Total 918.41 0.00 918.41