Minutes 12th January 2017

Minutes of the Parish Council Meeting held on Thursday 12th January 2017 in The New Bridge Community Centre, Bridge Sollars

PRESENT: Councillor John Macklin (Chairman), Councillor Sue Hubbard (Vice-chairman) Councillor Penny Redshaw; Councillor Neil Newton; Cllr. Sharon Knights; Cllr Rosemary Morgan; Cllr. Muriel Holmes and Cllr Serena Crump

PRESENT: Mrs Lesley Hay (Parish Clerk) Ward Cllr Steve Williams. Ten members of the public

Chairman welcomed those present to the meeting

1. Apologies for absence: Cllr Cathie Draper

2. Declarations of interest or requests for dispensations: none received.

3. The Chairman introduced Mrs Sarah Keefe as a prospective Parish Councillor. The Chairman explained that should Mrs Keefe be appointed she would fill one of the long-term vacancies within the Bishopstone Parish. Mrs Keefe was invited to give a short presentation and was then asked to leave the room whilst a vote was taken. It was unanimously agreed to invite Sarah to become a Parish Councillor and when she returned to the room she formally accepted and signed the appropriate forms. Mrs Keefe joined the table as a Parish Councillor with full voting rights.

4. The minutes of the meeting held on 17th November 2016 had been circulated and these were accepted as a true record – it was unanimously agreed that they be adopted and signed by the Chairman.

5. Ward Councillor Steve Williams gave a short report covering various planned road closures in Hereford and up to date information regarding the Herefordshire Council Budget. Ward Cllr Williams offered support with regard to various pothole; sand bin replacement; sand bin refilling issues and offered to liaise with the Locality Steward. It was also agreed that Ward Cllr. Williams would approach the Locality Steward and arrange for a site visit with the Chairman and himself in order to have an opportunity to discuss various outstanding issues including the non-delivery of two sign posts ordered earlier in 2016.

Resolved: Ward Cllr will liaise with Locality Steward and Chairman.

6. Chairman’s report.
Chairman reported that the Dog Fouling signs had been erected.

The Chairman reported that he had been in touch with Hannah Browne from Stonewater Housing Association and she had been supportive of the plan to approach Tesco for a grant for the provision of some play equipment.

Resolved: Clerk to now fill in the Tesco application forms and start the process for grant approval.

The Chairman reported that an application had been made to British Heart Foundation for a free defibrillator to be positioned in the telephone kiosk in Bishopstone. Receipt of the application had been acknowledged and it was now waiting for support from the West Midland Ambulance Service. Update at next meeting.

Discussion followed on various flooding problems throughout the Group of Parishes and the Chairman reported that he had had a walk about with the lengthsman and that these issues and other works had been discussed.

Resolved: Chairman and Clerk to compile a work sheet for the lengthsman; and Chairman to meet with Locality Steward to discuss various ways of improving the flash flooding issues in the area. See worksheet (10.2)

(6.1) Open Session – during the open session those present would invited to discuss any items – but the main topic was the outline planning application on land adjacent to The Clovers (7.1) on the agenda.

7. Planning matters:

(7.1) Discussion re: Application No: 163811 The Clovers

This application was discussed at length. Mr & Mrs Davies (applicants) very kindly answered questions with regard to their outline application. After some discussion during which there were concerns that if this application is approved it may encourage the possibility of infill and there was discussion on the possibility of additional houses being built at the back of the existing houses adjacent to this site..

The open session was closed.

Councillors then agreed by a majority vote to respond as below:

Following discussion at the Bishopstone Group Parish Council meeting held on Thursday 12th January 2017 in relation to Outline Planning Application 163811 – I have been asked to respond accordingly.
This planning application is outside the previous settlement boundary and also outside the new boundary as designated in the Draft Neighbourhood Development Plan. The Draft Neighbourhood Development Plan has just been subject to Regulation 14 consultation and has been approved by the residents.
The comments received on the Neighbourhood Plan have shown that residents are strongly opposed to building behind the existing houses in this particular part of Bishopstone.
Following discussion, it was agreed, by a majority, to submit an objection to the proposed application based on the facts above.

Resolved: Clerk to respond tomorrow as the extended deadline is the 13th January 2017 for responses.

(7.2) It was confirmed that planning application No: 162231 Land at The Greylands had been withdrawn – no reason given.

(7.3) Update re Application no: P161416/F Witchwater
An amended application had been received on 11th January – giving no time to add to the agenda. As there is also a retrospective planning application pending with regards to a garage extension – it was agreed to postpone any further action/discussion until these two application could be discussed together. An extra ordinary meeting may need to be called by The Chairman at a later date.

8. Finance: An up-to-date accounts sheet had been circulated.

(8.1) Schedule of Payments had been circulated. The invoices were discussed and it was unanimously agreed that these should be paid. Cheques were signed.

9. Clerk’s update: –

(9.1) Tesco bags grant availability – discussed under Chairman’s report.

(9.2) Clerk confirmed Dan Guerche Police Crime Commissioners Community Advisor – will attend the Annual Parish Meeting 11th May 2017 and give a 20-minute presentation.

(9.3) Defibrillator update covered in Chairman’s report

(9.4) The future of web site was discussed. The Chairman informed those present that the new Parish Councillor Sarah Keefe had very kindly offered to take over the management of the new web site. It was agreed that Cllr Keefe will liaise with the HALC recommended website provider – who will in turn liaise with Cllr Redshaw with regard to closing down the existing site.

The Clerk will fill in and submit the HALC Grant Application form and it is hopeful a grant of £500 will be available to go towards the setting up of the new website.

The name of the domain was discussed and it was agreed that the word Herefordshire should be included. Cllr Keefe will again liaise with regard to the feasibility of changing the domain name. The Clerk to be informed of any expense incurred and she will arrange to have a cheque drawn up to cover these expenses.

It was agreed that there would be no further editions of the Newsletter and that although Cllr Keefe had shown interest in taking over the publication of a newsletter – that this should be postponed until the 2018-19 budget when a possible new format could be discussed taking into account associated financial costs.

The Chairman thanked Cllr Redshaw for all her efforts associated with the publication of the Newsletter over the years and her work maintaining the website.

(9.5) Information Corner items (circulated) – it was noted there will be no capping of the precept budget for 2017-2018. A list of forthcoming HALC In House Training sessions has been circulated by email. Clerk will attend the Audit Answers in March as this is always helpful when preparing in the end of year external audit papers.

10. Highways report and Environmental Matters

(10.1) Locality Steward reported that various works had taken place since the last meeting. A large pothole was report A438 50 metres west of the Dingle

Resolved: Clerk to report via the pot hole website link.

(10.2) Further to the Chairman and lengthsman ‘s walk about – a provisional work sheet had been agreed based on the lengthsman and P3 monies still available in the 2016-17 budget.
P3 footpaths, supply and fit new gate where footpath KT9 joins the C1099, cut back undergrowth and brambles to clear footpath and cut back hedge to see signage. (The Chairman has spoken with Neil and Sue both are happy with fitting a replacement gate)
Bridge Sollars BS2 cut back and clear footpath where it enters C1098 at Bridge Sollars Bridge down to the stile on the riverbank very overgrown. Repair stile on BS2 on river bank under Bridge.
Byford BY29 remove both stiles (broken) on the footpath between the BOAT and orchard
Bishon Lane U90016 Clear mud built up on the centre of the road nearly the length of the lane.
The farmer Stephen Price has agreed that the mud can be dumped in his field it’s the one with a wide entrance down the lane. Dave the Lengthsman to ring Stephen Price on the day he is carrying out the work, Stephen Price will come and show where to dump the mud in the field.
Ditching, clear out ditches and grippers on a section of C1097 east of Kenchester Rectory, clear out drains and ditches in the centre of Bishopstone on C1097 (Note to Dave! Stephen Price the farmer has given permission to enter Bishon Farm orchard and carry out necessary work to clear ditch) To clear all grippers and drain covers in the five parishes.
(10.3) Update on Dog Fouling Signs – erected
(10.4) Update on Parking at Byford – resolved for the time being but item to remain on the agenda for the next meeting.

11. Planning matters

(11.1) It was confirmed that the display of Planning applications/yellow planning notices is the responsivity of the Planning Officer allocated to that particular application.

(11.2) Neighbourhood Development Plan update. Cllr Hubbard confirmed that the Draft Neighbourhood Plan had been circulated for Regulation 14 Consultation. Responses have been received from residents and statutory consultees including Natural England and Herefordshire Council. Cllr Hubbard is now to arrange a steering group meeting when these suggested comments/changes will be discussed. The steering group will then invite a member of the Herefordshire Council Neighbourhood Planning Team to attend a meeting when these comments/responses will be further discussed.

The Draft Neighbourhood Plan will then be rewritten to include the agreed amendments and will be resubmitted to Hereford Council. It is hoped it will then proceed to the next level of acceptance/adoption.

12. Items for next agenda – not for discussion.

13. Date if next meeting – Thursday 9th March 2017 – 7.30p.m.

Chairman closed the meeting at 9.20p.m.