Draft Minutes

Minutes of Neighbourhood Planning Committee
Held at Walford Village Hall
Monday 15 April 2019 at 7.00pm

Present:
Councillors: Neil Parfitt (Chairman), Michael Agyeman, Dave Berry, Simeon Cole and Frank Myers
Non- council members: Jon Stern (arrived 7.05pm)

In attendance: Richard Abolins (Clerk), 2 members of the public.

1. Apologies for absence were received from Councillor Alston (business)

2. Declarations of interest and written requests for dispensation – none

3. Minutes – it was RESOLVED to adopt the minutes of the meeting held on 4 March 2019 as a true and accurate record. They were signed by the Chairman

4. Neighbourhood Development Plan

4.1 NP had spoken with Samantha Banks at Herefordshire Council. Carla Johnson deals with Walford but is away ill and will call on her return later this week. Samantha will meet after Easter and when NP has details, he will circulate for anyone else to attend. In researching the background, NP used the Herefordshire Council website to find how other parishes are faring and circulated a map of the county showing various degrees of progress. FM asked NP to circulate the link to everyone.
(JS arrived)
After general discussion, a list of issues was drawn up to take to the meeting with Samantha
• Progress on call for sites document
• Clarity on settlement boundaries
• Sustainability of infrastructure; transport in particular
• Any issues that Herefordshire Council have with Walford PC.
It was agreed that until there was clarity with Herefordshire Council expectations, the committee was debating uncertainties.
4.2 FM had met with Andrew Blake of AONB. He will send a guidance document which has been used by other parishes in AONB areas.
4.3 This had largely been dealt with under 4.1, but the committee will continue to seek advice from neighbouring parishes on how their plans have progressed.

5. Items for next agenda

5.1 Follow up on action items.

6. The date of the next meeting – will be 20 May 2019 at 7.00 in Walford Village Hall

The meeting closed at 7.30pm


Minutes of Walford Parish Council

Held at Walford Church – St Michael and All Angels
Wednesday 27 March 2019 at 7.30pm

Present:
Councillors: Frank Myers (Chairman), Eric Drummond (Vice Chairman), Michael Agyeman, Murray Alston, Dave Berry, Karen Chinn, Simeon Cole, Heather Evans, Nesta Hirst, Sophie Hurley, Angus McIntosh and Guy Smith

In attendance: Richard Abolins (Clerk), Paul Newman (Ward Councillor) and approximately 26 members of the public.

1. Apologies for absence – none

2. Declarations of interest and written requests for dispensation
Councillor Myers declared a non-pecuniary interest as non-executive director of Riversea Holdings, appointed to represent the interests of Walford Parish Council, in relation to references to      the Kerne Bridge Canoe Launch.
Councillor Drummond declared a non-pecuniary interest in planning application 190548

3. Adoption of Minutes of previous meeting
It was RESOLVED to adopt the minutes of the meeting held on 13 February 2019 as a true and accurate record. They were signed by the Chairman.

4. Public Session

4.1 Report from the Community Support Co-ordinator – there was no report

4.2 The representative for the applicants for planning permission at Cherry Tree Lane discussed at the last meeting, thanked the Council for their professionalism and impartiality. He was concerned, however, that he was continuing to be treated badly by some residents and wondered if the Council could shed any light on this. The Chairman assured him that the Council had taken no further action since the discussion on the planning application.
Several parishioners expressed their objections to the proposed development of nine houses on Sharman Pitch. Amongst these objections were that such a development in the AONB would destroy the character of the hamlet and that the likelihood of increased traffic flows had not been correctly assessed. There was little acknowledgement to sustainable development in this application and with the trend towards 4/5 bedroom houses, they were not affordable to local residents. The Chairman thanked them for their comments which would be considered by the Council in their discussions.

4.3 Report from the Ward Councillor
The Chairman explained that although he was present, the Ward Councillor would not be presenting a report because of the rules on the pre-election purdah period.

5. Planning

5.1

5.1.1 190548 Upper Lodge, B4234 Bishopswood, HR9 5QY
Councillor Drummond left the room.
After considering the plans, the Council agreed that there was a similar footprint in the proposal and resolved that there was no objection.
Councillor Drummond returned.

5.1.2 190316 Waters Edge, Sharman Pitch, Howle Hill
The agent acting on behalf of the applicant gave a brief overview of the plans. The opportunity for development arose from the relocation of the nursery business on the site. The proposal was for two 2 bedroom, one 3 bedroom and six 4/5 bedroom units. The land sits in a hollow which gives scope for use of existing vegetation to fit in with the surroundings, although some hedgerows may need to be removed to improve visibility splays. Traffic should be greatly reduced as a result of the nursery business closing.
There was much discussion about whether this development fitted into the core strategy, the impact on AONB, and the accuracy of the traffic survey. Although the units will have garages as well as 2 parking spaces, it was agreed that garages are rarely used and that in larger households there were often more than 2 cars.
In a vote, 9 councillors agreed that there should be some housing on the site. 3 councillors voted against. It was resolved to respond as follows.
– The planning experts were qualified to deal with matters of core strategy and AONB
– There should be a re-analysis of the traffic statement and the parking provision should be reviewed.
– There should be careful consideration of the appearance of the development in the context of the existing dwellings
– There should be greater inclusion of sustainable energy

6. There had been some confusion over when the first meeting after the election could be held. The date originally planned was not legal and it was resolved to change the meeting to Thursday         16 May 2019 at 7.30pm at Bishopswood Village Hall.

7. Finance

7.1 The Finance Chair reported that with the year end imminent there would be a surplus against budget for various reasons – salary costs less because there was no clerk for four months, no election costs, no contingency required. She reported that the Chairman had received confirmation that Hereford Council will pay all of the electricity installation costs at the Canoe Launch. We will refund Riversea who have funded these costs.

7.2 Councillor McIntosh checked and signed the bank statements and cash books. The Chairman of the meeting signed the bank reconciliation. (attached)

7.3 The Income and Expenditure Account was noted (attached)

7.4 It was resolved to approve the proposed payment schedule (attached)

7.5 It was resolved to ratify the regular payment schedule (attached)

8. Highways / Rights of Way

8.1 Rights of Way –signage was being installed. If any had been missed, please let the RoW Officer know
Lengthsman – everything in hand
The Chairman thanked Councillors Evans and Cole for all their work.

8.2 A draft contract had been circulated and the process for re-tendering would be started.

8.3 A meeting had taken place at the Leys Hill junction with Balfour Beatty to discuss road safety but had not achieved any real progress. There simply is no budget available to implement measures such as traffic lights or mini-roundabout.

9. Proposed cancellation of Stagecoach route 35
It was understood that usage of the route may be uneconomic, but the Clerk will ask Stagecoach for a fuller explanation of the economic rationale behind the decision.

10. It was resolved unanimously to adopt all four policies.

    • Policy for policy review
    • Grants policy
    • Reserves policy
    • Dealing with unreasonable behaviour

11. The Clerk had circulated a proposal for changing the schedule of meetings, including consideration of amending the standing order which requires meetings to be held on Wednesdays. This         will be discussed at the next meeting with the new council.

12. The election timetable had been circulated and the Chairman noted Wednesday 3 April as the last date for handing in nomination papers.

13. Items for next meeting agenda (No discussion)

13.1 To consider meeting schedule

14. Confidential closed session – the public were asked to leave the room.

14.1 A valuation report had been received on the access to Phoenix Meadow. It was resolved to ask the surveyor to negotiate a settlement, including costs.
14.2 It was resolved to approve the end of the Clerk’s probationary period, which had been highly satisfactory.
14.3 It was resolved to increase the Clerk’s salary in accordance with NJC pay scale.

The meeting closed at 21:05.
bank reconciliation 28 February 2019

i&e account Feb19

payments 27 March 2019


Minutes of Annual Parish Meeting

Held at Walford Church – St Michael and All Angels

Wednesday 13 February 2019 at 7.30pm 

Present:

Councillors: Frank Myers (Chairman)

As members of the public: Murray Alston, Dave Berry, Simeon Cole, Eric Drummond, Heather Evans, Sophie Hurley, Angus McIntosh

Four members of the public

In attendance: Richard Abolins (Clerk)

  1. The Chairman welcomed everyone to the meeting and explained that it was an opportunity for the Parish Council to understand the needs of the parish. 
  1. The minutes of the meeting held on 4 April 2018 were approved and signed by the Chairman.
  1. The Chairman presented the annual report (attached) and elaborated on its content.

Karen Chinn has done a good job with finance and helped to fill the void when Catherine left. Lengthsman and Right of Way work is up to date with a view that prevention is better than cure. The Chairman emphasised that all the work done by councillors is on a voluntary basis and thanked them for all their efforts.

It has been a year of consolidation at the Kerne Bridge Canoe Launch. A site that was busy, unmanaged and congested is now managed and the traffic flows have been smoothed out. The Canoe Launch has generated funds which has enabled us to maintain the Community Support Scheme without having to raise the precept. The work of the WCSS – social work, reducing loneliness, partnership with the school, etc – is being recognised by other parishes.

With the election on 2 May, the current council will cease, and a new council will continue its work. 

  1. There were no questions or comments from members of the electorate.
  1. The Chairman thanked everyone for coming and closed the meeting at 18:47.

 

Minutes of Finance Committee Meeting

Held at Walford Church – St Michael and All Angels

Wednesday 13 February 2019 at 6.30pm  

 

Present:

Councillors: Karen Chinn (Chairman), Dave Berry, Simeon Cole, Heather Evans, Angus McIntosh, Frank Myers

 

In attendance: Richard Abolins (Clerk), 2 members of the public

 

  1. Apologies for absence – none.

 

  1. Declarations of interest and written requests for dispensation – Councillor Berry declared a non-pecuniary interest in agenda item 6.1.d as treasurer of Walford Village Hall. This was recorded in the declarations book.

 

  1. Adoption of Minutes of previous meeting

It was RESOLVED to adopt the minutes of the meeting held on 21 November 2018 as a true and accurate record. They were signed by the Chairman.

 

  1. Public participation session
    1. 1 A member of the public asked why the Kerne Bridge Canoe Launch management fees had not been increased and why were the car park fees for last year at 10% and not 20%. The Chairman told him that these questions had been considered at the last meeting of the Finance Committee and under the Standing Orders could not be dealt with again for six months

 

  1. Financial information
    1. 1 The accounts were received and there were no questions
      1. 2 The bank statements and reconciliations were approved by Councillor McIntosh. (Appendix 1)

 

  1. Payments:

The timing of payments to suppliers was discussed. Depending on the dates of Council meetings, there could be a significant delay in paying invoices. The Clerk will review this as part of his overall financial procedure review.

6.1 It was RESOLVED to approve the following payments:

 

a) Richard Abolins clerk’s expenses                                                 £171.25

b) David Reeves grass verge and pavement mowing                      £132.60

c) PCC of Walford Council meeting 9 January                                    £12.00

d) Walford Village Hall meetings 2018/19                                               £132.50

e) WCSS petty cash                                                                           £200.00

f) WCSS expenses £172.55

 

6.2 It was RESOLVED to ratify the following payments:

a) WCSS salary

b) Clerk salary

c) Sage subscription February                                                                          £26.40

7 Operational budgets

7.1 The draft budget was considered. There were three initial options: –

    • a budget based on the first draft with full election costs included
    • as above, but with bye election costs removed. The cost of unforeseen bye elections would be covered by reserves
    • as above, but the WCSS budget reduced to match KBCL net income.

Councillor Berry proposed that we adopt the second option but with the contingency removed, leaving a projected deficit of £798. The precept will remain unchanged under this scenario. This will be recommended to the full Council. Councillor McIntosh seconded this proposal and it was unanimously agreed.

 

7.2 It was RESOLVED to cease using the Autela payroll bureau and bring the process in-house using Sage. There would be a small financial saving, but since the Clerk is able to undertake the process it means that the Council is in control of it.

7.3 The draft accounts for the year will be ready in April for the internal auditor to carry out her review in May. The accounts must be approved by Council no later than 29 June and the audited accounts must be published by 30 September. The exercise of public rights will be published on the website in the first 10 days of July and will last for six weeks.

7.4 It was RESOLVED to re-appoint Jayne Dunstan as internal auditor

  1. Project budgets and expenditure
    1. 1 £4,400 of grants had been obtained for WCSS for next year.
      1. 2 There was no change in the KBCL accounts.
        1. 3 There was no change in the NDP account.

 

  1. Items for next meeting agenda
    1. 1 Review of financial procedures
      1. 2 Meeting schedule

 

  1. The date of the next meeting – The next meeting will be held at 6.30pm on Wednesday 26 June 2019 at Walford Village Hall.

 

The meeting closed at 7.16pm

 

 

 

SIGNED ________________________________________ DATE _____________________________________

Appendix 1 – bank reconciliation