Minutes Annual Meeting of the Parish Council 20th May 2019

Annual Meeting of the Parish Council on Monday 20th May 2019 at 7:00PM at Holmer Park Health Club & Spa, Cleeve Orchard, Hereford, HR1 1LL


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

1. Declaration of Acceptance of Office
All members present signed a Declaration of Acceptance of Office. It was resolved to defer signing for those members not present.

2. Election of a Chairman and signing the Declaration of Acceptance of Office
Marc Mohan was elected as Chairman for the 2019/20 municipal year and signed the Declaration of Acceptance of Office.

3. Election of a Vice-Chairman
David Cooper was elected Vice-Chairman for the 2019/20 municipal year.

4. Register of Interests
Members noted the requirement to submit or update their Register of Interests form.

5. Election Expenses
Members noted the requirement to submit their Declaration of Election Expenses return.

6. Apologies for absence
Apologies were received from Neil Flanagan and Debbie Peel.

7. Declarations of Interest
Nil declared.

8. Dispensations
Nil received.

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

1. Ward Councillor
Mark Millmore provided a report as follows:

My first few weeks have been taken up the with the Councillors induction and training program.
There has been a bewildering volume of information to assimilate such as how to use the council systems, information security, governance, Data Protection Roles and responsibilities, planning, regulations, Corporate parenting, children’s and Adult’s safeguarding we were also hand two volumes of light read with the page turning title ‘Hereford Local Plan Core Strategy 2011- 2031’.
I immediately turned to page 61 – about the Holmer West Urban Expansion which includes the line:-
‘Improvements in the capacity of the public foul drainage network in the locality will be required to serve the new development’. This has been one of the Parish Council’s concerns over the past few years.

It is my intention to fully engage with the residents of the Holmer Ward and I’ve put in place a number methods of communication – I will have an official council telephone number on the 22nd May. The quickest way to get in touch is through my Ward Councillor website – just type ‘holmer millmore’ into Google. There is also a What’s app group you can join.

Councillor’s Report for the Holmer Ward May 2019 Items to report
I will be meeting with the planning officers tomorrow at Plough Lane to touch base and get know them. It is import that I form a working relationship and understand the procedures as quickly as a can.

P191313/O Land at Lyde Cross Tree Farm.
I’ve spoken to Alastair Wager concerning this planning application and because of the public interest I would like to consult with the parish council and then refer it to the Planning Committee.

Roman Road Resurfacing
I’ve been informed by our Senior Locality Steward that the section of carriageway near Green Wilding Road is currently planned for resurfacing by the developer in July. I did ask for more extensive repairs to the road but was told that there are currently no plans for any other resurfacing along Roman Road in the current financial year. Roman Road is inspected monthly for safety defects in accordance with the Highways Maintenance Plan and has been referred to the Balfour Beatty Asset Management Team for consideration in the future resurfacing programmes.

The Link Road between the A49 and A4103 at the Ongoing Bloor Homes Development
There will be a 7.5 tonne weight restriction on the as yet unnamed link road between the A49 and A4103. The parish council raised this concern in 2016 and the restriction was agreed as part of the planning process for the following reasons:

    1. Preserve amenity of area through which the road runs
    2. Keep all HGV traffic to the more suitable A roads
    3. Avoid HGV rat running/sat nav issues

Fastershire Gigaclear
Ben Stone from Gigaclear asked me to find out the schedule of when roads are likely to be adopted on the Furlongs

He explained that one of the issues they sometimes face is obtaining necessary wayleaves to build on private land – they always favour building on the public highway but there are times when this isn’t possible. One of the wayleaves they are hoping to progress is the Crest Nicholson development where a lot of the highway is currently unadopted. Specifically roads like: Tanners Red Walk, Red Norman Rise, Eggleton Lane, Green Wilding Road, Old Bromley Lane, Dymock Red Walk.

Andy Byng at Highways & Transport, replied that the Crest development still has some minor works to finish off and doesn’t anticipate these roads becoming public for at least 6 months and potentially another 12+ months. He also added ‘We wouldn’t refuse to adopt, but we would hold the developer liable for any defective works. We’d also insist on full width reinstatements in footways’
Andy Byng will communicate directly with Ben Stone in future and I’ve asked him to keep me in the loop.

Aylestone Park Association
Kevan Gilbert the Secretary of the Aylestone Park Association contacted me – he said during the last five years the Councillor representing the ward ignored all requests for help from APA and hoped that I would be interested in this popular and well used facility.

He said that the Council pay Balfour Beatty Living to have the pathways cut six times a year – normally from April to September. Last year the subcontractor CountryWide, by their own admission, had neither the manpower nor the equipment to complete the Council contracts and Aylestone Park was virtually ignored. This year CountryWide have visited the Park twice and managed to cut only one third. I will arrange a meeting with Kevan and Balfour Beatty in the near future.

Bloor land sell off to Fortis
Kristen Lockyer, a resident of The Crescent, contacted me to raise a concern about the selloff of land marked for a care home for £1. She spoke to Kelly Gibbons who told her there is NO planning application from Fortis as yet.

The reason for the peppercorn selloff was that Bloor was obligated to provide social housing within their scheme and selling off for a minimal consideration meant that Fortis wouldn’t have purchase costs and be able make their development affordable housing.

Kelly Gibbons also said the building due to go behind houses at The Crescent is actually going to be an ‘extra care scheme’ with the occupants buying their own leasehold apartments, with communal lounge, most likely age restricted so residents would have to be over 60.

The council anticipates an application within next few months at which point notices will go up and residents notified. The council are going to encourage Fortis Living to have a consultation with the residents so as to try and allay any fears.

Finally I’m one of many new Ward councillors; we’re all still finding our feet and learning on the job at the moment. I’ll work hard to benefit the Holmer Ward and I ask the residents and the Parish Council to aid me where they can. I can’t promise to do the impossible but I’ll give it a go.

2. Footpath Officer
An annual report and update had been given in the preceding Annual Parish Meeting.

3. Public participation
A representative of MF Freeman was in attendance to promote a planning application (P190929/F) for four new dwellings at Coldwells Road. Details were provided on the proposed surface water and foul drainage systems, highway safety and pedestrian provision.

A member of the public spoke regarding P191313/O and sought the Parish Council’s support in objecting to the application; it was suggested that Lyde Cross is a hamlet in its own right and not part of the Munstone area. It was felt that the application was in contravention of Herefordshire Council’s Core Strategy and that the parish had already exceeded its growth targets.

A member of the public reported that the watercourse on the Hereford Point site required dredging; it was noted that Bloor Homes had agreed to review this.

The meeting resumed following the open session.

10. To consider and adopt the minutes from the Parish Council meeting on Monday 8th April 2019
it was resolved to adopt the minutes as a true record and these were signed by the Chair.

11. Progress reports

1. Bloor Homes, Hereford Point – proposals for care home
The Ward Councillor provided an update on this in his report.

Additionally Bloor Homes confirmed that Fortis Housing are moving forward with the design development of this specialist scheme and are hoping to be able to submit an application to Herefordshire Council this year. They will ensure that both public and parish council consultation is undertaken prior to the application submission.

2. Bloor Homes, Hereford Point – footpath closure/diversion issues
The HO1 footpath has been temporarily closed from Ayles Brook across the Hereford Point building site. However the Footpaths Officer had arranged for a temporary path using Hereford Point roads from the Roman Road traffic lights to two temporary stiles at the northern end of the Hereford Point site. The path is identified by temporary waymarks.

It was felt that the footpath through Lyde Arundel Farm was not clearly waymarked and it was resolved to raise this with Pipe and Lyde Parish Council.

3. Cycleway/footway, Roman Road
The Ward Councillor agreed to look into the issue and to try to secure a future update.

4. Unsafe BT apparatus, Church Way
BT Openreach had confirmed that an engineer had attended on the 15th February and had put in a report that the pole required attention. It was noted that the work was in a queue and there was no date set for this.

5. Footway parking
It was noted that Holmer Court Residential Home had been very supportive of the Parish Council’s concerns and were working to try and improve parking provision.

Residents had reported that footway parking was still proving an issue in the area.

6. Flooding Attwood Lane/Coldwells Road (hole in the verge)
Balfour Beatty Living Places had confirmed that a new chamber and pipework (200m) would need to be installed to fully resolve these issues; however no timescales were available.

It was proposed to undertake a tour of the parish with the Locality Steward to identify other highway maintenance issues.

7. Road resurfacing C1125 (Aylestone road roundabout to Shelwick junction)
It was understood that Balfour Beatty Living Places were looking to complete the remaining resurfacing work to this stretch of road. The situation would be monitored.

8. Dog fouling bins
It was resolved to order one additional dog fouling bin for Munstone by the bus shelter / crossroads.

12. Correspondence

1. Police and Crime Commissioner
The offer of funding contributions for Smartwater kits and signage under the ‘We Don’t Buy Crime’ initiative was noted.

It was resolved to ask for a representative to attend a future meeting to give a presentation and to obtain a cost estimate for the Smartwater kits.

13. Parish matters for discussion/decision

1. Litter picking (Great British Spring Clean)
It was resolved to hold the litter pick on Saturday morning 22nd June 2019 and preparations would be made accordingly. The Ward Councillor would look to secure the relevant equipment from Herefordshire Council.

2. Grit bins, Dale Drive and Orchard Close
Purchase and installation costs were considered.

It was resolved, before proceeding further, to get a map from Balfour Beatty Living Places to identify current grit bin provision.

3. Laptop donation
The Parish Council’s second (redundant) laptop had been reformatted and reconditioned and it was resolved to donate this to Hope Scott House homeless shelter.

4. Bund, Church Way development
Complaints had been received regarding a soil bund on the Church Way development. It was believed that this would be graded and levelled as the development progresses. It was resolved to monitor the situation.

5. Pond, Coldwells Road
It was resolved to review the maintenance requirements of the pond later in the year. Quotes would be pursued in preparation and the adjacent landowner would be contacted to confirm the arrangements for dealing with the spoil generated by the work.

It was resolved to seek the advice of Herefordshire Council’s ecologist.

It was resolved to contact Mark Breedon to clarify the extent of the strimming required at the pond.

6. Tree management
The results of the recent tree hazard survey of the Burial Ground were considered; it was resolved to obtain quotes for the recommended work.

7. The Crescent
It was noted that the road sign for The Crescent was missing and this had been reported to Balfour Beatty Living Places for attention.

It was also noted that one of the duck warning signs on Coldwells Road had also gone missing and it was resolved to report this to Balfour Beatty Living Places.

14. Planning

1. Neighbourhood Development Plan
An annual report and update had been given in the preceding Annual Parish Meeting.

2. P191313/O: Land at Lyde Cross Tree Farm, Munstone, Hereford, HR1 3AE. Application for outline planning permission for the erection of three detached dwellings and garage with all matters bar access reserved.
It was resolved to ask the Ward Councillor to take the matter to Herefordshire Council’s Planning Committee.

It was resolved that the Parish Council object to this application.

This land is a green field site lying outside of the proposed settlement boundary in the Parish Council’s emergent Neighbourhood Development Plan, currently at regulation 14 stage.

Herefordshire Council’s Core Strategy Local Plan (adopted in October 2015) sets strategic planning policy for housing and other development in the county’s rural area over the period 2011-2031. Policy RA1 of the Core Strategy identifies seven rural housing market areas for the county. Holmer and Shelwick fall within the Hereford Rural Housing Market Area (HRHMA).

Policy RA1 sets an indicative growth target for this whole area of 18%, 2011-2031. Herefordshire Council’s growth target for the two villages has been set as 17 new homes, 2011-2031. This figure has been calculated by basing the growth target on the number of houses in 2011 in the rural area, i.e. outside of the built form on the Roman Road. Existing commitments (houses completed, houses under construction and planning permissions for new homes) totalled 27 in December 2018. The area has already far exceeded Herefordshire Council’s quota for new housing provision and as such any additional development cannot be justified.

3. P191287/RM: Land adjacent to Bannut Tree House, Shelwick Lane, Shelwick, Hereford, HR1 3AH. Reserved matters following outline 161669/O – (Site for proposed development of up to five detached dwellings).
It was resolved that the Parish Council object to this application.

A condition should be placed on the floor levels as the proposed properties are too large and would compromise the amenity of neighbouring properties; it is felt that 1 ½ storey properties would better suit the area.

The trees on Shelwick Lane should be granted protection for a minimum of five years and a management plan should be developed for them.

Drainage details and a topographical survey should have been made available to fully assess the impact of the proposals; without this information it is not possible to approve the plans.

4. P191325/FH: Salou, Belle Bank Avenue, Holmer, Hereford, HR4 9RL. Proposed single storey extension to enclose the existing patio to form a dining/entrance hall.
It was resolved that the Parish Council had no objections or concerns.

It was believed that a previous application relating to this site (P141383) had not been constructed in accordance with approved plans and was not being used for the approved purpose. It was resolved to report this to Herefordshire Council’s Planning Enforcement department for further investigation.

5. P191163/F: Hope Scott House, Roman Road, Hereford, HR1 1LE. Proposed single storey extension to existing residential shelter and addition of two detached (self-contained) living pods.
It was resolved that the Parish Council were in support of the proposals.

15. Annual business as per Standing Orders

1. General Power of Competence
It was resolved that the Parish Council met the eligibility criteria for the General Power of Competence.

2. To review the following policy procedures and documents:

1. Balances and Reserves Policy
2. Burial Ground Memorial Safety Policy
3. Burial Ground Regulations
4. Code of Conduct
5. Equal Opportunities Policy
6. Financial Regulations
7. GDPR Data Privacy Policy
8. GDPR Data Protection Policy
9. GDPR Data Security Incident Procedure
10. Retention Policy
11. Standing Orders
12. Tree Management Policy
The above policies and procedures were reviewed and it was resolved that no amendments were required at this time.

13. Insurance cover
It was noted that the Clerk had contacted the insurers to provide them with an up-to-date asset register. The Parish Council’s insurance schedule was considered and approved.

14. Inventory of Assets
The Inventory of Assets had been updated and it was resolved to approve.

It was resolved to send a picture of the Coffin Bier to Brightwells Auctioneers for a valuation.

15. Risk Schedule
The Risk Schedule had been updated and it was resolved to approve.

3. To review appointment to committees and external bodies:

1. Burial Ground Working Group
Neil Duggan was appointed to the Burial Ground Working Group

The matter would be considered further at the next meeting.

16. Finance

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

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

3. Certificate of Exemption
It was resolved that the Parish Council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.

4. Annual Internal Audit Report
The internal auditor’s report was noted. The only recommendation was that an alternative format for the Risk Register be adopted in future.

5. Annual Governance Statement
The Annual Governance Statement was considered and it was resolved that the accounting statements had been achieved and it was duly signed.

6. Accounting Statements
The Statement of Accounts was considered and it was resolved to approve and it was duly signed.

7. Bank mandate
Matter deferred until a future meeting.

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

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

  • Progress reports
  • Traffic calming update
  • Litter picking
  • Grit bins
  • Tree maintenance (burial ground)
  • BBLP Locality Steward tour of parish – update
  • Councillor training
  • Burial Ground Working Group
  • Reported private septic tank issues
  • Preparation for planning items (printing / projection)
  • Bank mandate review
  • Pond registration update (public restricted)

18. Date of the next meeting
The next scheduled meeting is at 7:00PM on Monday 10th June 2019.

The meeting closed at 9:49PM.

Payments for authorisation
Payee Details Net VAT Total
David Hunter-Miller Salary and expenses 716.86 0.00 716.86
HM Revenue & Customs PAYE Nil Nil Nil
Worcestershire County Council Pension Fund Local Government Pension Scheme 236.17 0.00 236.17
J Stewart-Brown Tree survey 200.00 0.00 200.00
Mark Breedon Burial Ground maintenance 560.00 0.00 560.00
Total 1713.03 0.00 1713.03