Minutes 14 July 2015

TUESDAY 14 July 2015 AT 7.30 PM

Councillors: G Davies (Vice-Chair); D Greenow (Ward Councillor); R Williams; Mrs L Hoppé; Mrs F Matthews; P Wargent; M Wilson; D Forrest; S Garner and Mrs J Karayiannis

In Attendance:
Mrs E Wilson (Parish Clerk/RFO)

Members of the public: 7

1. To Accept Apologies for Absence
Apologies received from Cllrs Mrs W Soilleux (Chair); N Shore;

2. Declarations of Interest
2.1 To Receive Declarations of Interest and Applications for Dispensation
Items 7.5 – Cllr J Karayiannis – Discloseable Pecuniary Interest
Resolved: Noted
2.2 To clarify the recording of Declarations of Interest
Comments: The Clerk reminded the Cllrs that details of any interests arising should be entered in the book provided. However, they should ensure that these are clear and easy to understand by the general public, as detail will no longer be included in the Minutes.
Resolved: Noted

3. To Adopt the Minutes of the Meetings held on Tuesday 12 May and 9 June 2015
The Clerk confirmed that the Minutes had previously been circulated to Council Members
Resolved: The Minutes were adopted and signed by the Vice Chair

4. Neighbourhood Development Plan
4.1 To receive a Report from The NDPSG Chair
Comments: Lucinda Rowberry (Chair of NDPSG) was unable to attend the Meeting and her Report was read out as follows:

The draft Local Plan/Core Strategy is with the Inspector for approval and/or comment. The Inspector should be submitting her report to the Herefordshire Council within the next week or so and then, depending on what is in the report, a recommendation will go to the Herefordshire Council for them to approve/reject/amend the Plan. It is unlikely that the Local Plan/Core Strategy will receive approval until the earliest date of mid to late September.

As you are all aware the Neighbourhood Development Plan (NDP) has to be in conformity with the Local Plan / Core Strategy. During the consultation period the number of houses we were expected to provide has risen from 118 to 152 and it is hoped that there will be no more changes to this figure.

We have finally extracted such information relating to SHLAAs as the Council were willing to provide and, only 2 new sites were indicated for possible development a) the site to the rear of St James Close and b) the site adjoining Nursery Cottages at the Bartestree Crossroads. Both of those sites have minerals under them and it is thought unlikely that a developer would be interested in having to carry out that work before developing those sites. None of the other sites that have not previously had planning applications in either Bartestree or Lugwardine were recommended as sites appropriate for development of 5 or more dwellings.

The success of the appeal at Lower Bartestree adding a further 51 houses now brings the total number of dwellings approved for construction or constructed since 2011 to 134 and if the 7 houses at Treherne Close are approved that will bring the total to 141 with only a further 11 dwellings to find between now and 2031. The 152 dwellings is a guide not a maximum.

In the light of this the NDP will have to be prepared on a different format to that which had originally been intended as we will need a criteria based approach rather than a site based approach and to redraw the settlement boundaries of Bartestree, Lugwardine and Frome Park. Myself and the Chair of the Parish Council are due to meet with our Neighbourhood Development Advisory Officer very shortly to take advice from her on our best strategy to adopt in the light of changed circumstances and we hope to be reporting her advice as to how to proceed to the next Steering Group committee meeting.

It is still proposed to put the information that we currently have to the public in a consultation day in September at Bartestree Village Hall.
Resolved: Report noted and Lucinda Rowberry thanked

5. To Receive Brief Verbal Reports from:
5.1 District Councillor
Comments: Cllr Greenow responded to the recent requests made by the Parish Council regarding school signs, Bartestree Crossroads and speed limits through the village. He will arrange for a meeting with Cabinet member Price to look at the Bartestree Crossroads to see what could be done. At the same meeting he will look into the problems regarding the lack of school signage. Councillor Wilson requested that he be advised when the meeting was to take place and Councillor Greenow agreed to do so.
A small sign regarding fly tipping will be erected on Cotts Lane in due course.
Cllr Greenow had received several disgruntled telephone calls following the recent Planning decision to allow up to 51 houses on land East of Church House. It has to be accepted that houses will be there and the next stage is to ensure that they will be of good quality.
The New Inn – Cllr Greenow met with someone recently who had hoped to do something with the New Inn but due to restrictions on the building, it is unlikely that anything will be done.
Speeding in the villages generally has reduced.
Resolved: Councillor Greenow’s comments were noted and he was thanked for his report
5.2 Local Police Officer
Resolved: In the absence of an Officer no Report was given

6. Open Discussion – To Note Matters Raised by Local Residents Relevant to the Parish
Resolved: No matters raised

7. Planning
7.1 To update Planning Terms of Reference
Comments: A draft Terms of Reference had been previously circulated to all Councillors.
Resolved: The Terms of Reference were agreed and adopted by the Parish Council and a copy is attached to these Minutes Marked ‘Appendix A’

7.2 To Receive a verbal Report from the Planning Committee
Comments: Cllr Wilson reported on the Planning meetings held since the last scheduled Meeting and remarked on the various applications and decisions relating to planning matters, details of which are contained in the Minutes of the Planning Meetings.
Resolved: Noted

7.3 To Note the Minutes of the Planning Committee dated 12 and 26 May 2015 and 9 and 23 June 2015
Resolved: The Minutes had previously been circulated to all Councillors
7.4 To Consider the following Planning Application
151549 – Land adjacent to Traherne Close, Lugwardine, HR1 4AF
Proposed erection of 7 no dwellings
Comments: Cllr Wilson reported on the recommendations made at the previous Planning Committee Meeting. Members of the public were invited to comment. Comments were made regarding the Ecological Report and flooding.
Resolved: By a majority vote the Parish Council supported the recommendations made by the Planning Committee that the application is supported, subject to the 2 conditions referred to in the Planning Committee Minutes of 23 June 2015 and the points raised by the Residents of Traherne Close as outlined in their comments dated July 5 2015, attached as ‘Appendix B’ to these Minutes

Prior to the following item being discussed Councillor J Karyiannis left the room

7.5 To Consider the following Planning Application:
151843 Land adjacent to White House, Bartestree
Reserved matters application for Outline permission 132098 (2 dwellings with garages)

Comments: Cllr Wilson explained that the reserved matters related to the design of the dwellings and reported on the recommendations made at the previous Planning Committee Meeting. Comments were made regarding the proposed footpath to the Village Hall entrance, the balconies overlooking the playing fields and possible light pollution.
Resolved: By a majority vote the Parish Council supported the recommendations made by the Planning Committee that the application is not supported, as the design is not compatible with the locality and buildings in the surrounding area.

Councillor J Karyiannis returned to the room

8. Financial Matters
8.1 To Receive a Report from the RFO
The RFO gave a report and commented that bank balances to date were in order. As at 29 June 2015 the Community Account was £9,267.02 and Business Saver Account £23,923.62
The Financial Sheet including payments made and income received since the last meeting was previously circulated
Resolved: The Financial Report was noted and accepted by the Council
8.2 To Elect Officer(s) to the Finance Working Group
Resolved: Cllr Scot Garner was elected onto the Finance Working Group
8.3 To Receive a Report from the Finance Working Group
Comments: A written Report had been previously circulated
Resolved: Noted
8.4 To Consider Recommendations made by the Finance Working Group
Comments: The following recommendations were agreed (numbered as in the Report):

(1) S106 Regulations – The Clerk/RFO to speak to HALC regarding the possibility of receiving cash monies under S106 rather than actual items. Further items to add to the list include:
i replacement bus shelters at Hagley and Bartestree Crossroads
ii play area fence
iii reconfiguration of Village Hall car park
iv creation of car park in Lugwardine

(4) Internal Audit/Auditor – That the Parish Council appoints HALC as the Internal Auditor. They will be asked to carry out a 6-month audit in October 2015 and thereafter an annual audit each financial year
(8) Possible items for inclusion in next year’s Budget are the relocation of the Play Area and new Play Area fence
(9) Once details of the Budget and Precept are agreed they will be displayed on the Parish Council website and Notice Boards inviting parishioners’ comments
8.5 To Consider and Agree:
8.5.1 Payments made since 12 May 2015 [As listed on Finance Notes] Resolved: Noted
8.5.2 Payment of outstanding Invoices [As listed on Finance Notes] DC Gardening Services (992) £708.00; Mike Dyer – Lengthsman & P3 (993 £205.50; Mike Dyer – Lengthsman & P3 (993) £126.00; Eve Wilson – Expenses (994) £95.94
Resolved: Noted and agreed

9. Transport Working Group
9.1 To Receive a Report from the Transport Working Group
Comments: A written Report had been previously circulated
Resolved: Noted
9.2 To Request an update from the Ward Councillor regarding:
(a) 20 mph speed limit along the A438 between the Village Shop and Williams Mead at the beginning and end of the school day
(b) Adjustment of School sign on the A438
(c) Signage at Bartestree Crossroads
(d) Signage in Cotts Lane regarding fly tipping
Resolved: Dealt with at Item 5.1
9.3 To Consider and agree the recommendation of the Transport Working Group that a potential one-way system of traffic on Cotts Lane and Lumber Lane, Lugwardine is not pursued further
Resolved: Agreed
9.4 To Consider and agree the recommendation of the Transport Working Group that concerns raised by the resident of Prospect Cottage, Hem Hill, Lugwardine regarding speeding traffic and possible signage on Hem Hill (blind bend) that the Parish Council request the Ward Councillor to seek the provision of signage ‘Blind Summit’ southbound and ‘Danger Emerging Traffic from the Right’ northbound for the location
Resolved: The Parish Council did not accept the recommendation. However, the Clerk should enquire of the Locality Steward the possibility of ‘SLOW’ being painted on the road and the possibility of a mirror being installed.
9.5 To Consider the provision of enclosed bus shelters at Bartestree Crossroads and Hagley
Resolved: The Parish Council agree to provide enclosed bus shelters for both locations, subject to funds being available. The Parish Clerk to obtain details of the cost from Balfour Beatty

10. Standing Orders update
Resolved: Cllrs Soilleux and Wilson and the Clerk to consider any amendments to the existing Standing Orders for recommendation to the Parish Council

11. Code of Conduct
Comments: A copy of the existing Code of Conduct adopted on 11 May 2010 had previously been circulated to all Councillors
Resolved: Cllrs Soilleux and Wilson and the Clerk to consider any amendments to the existing Code of Conduct for recommendation to the Parish Council

12. To agree to advertise for someone to carry out weekly Play Area checks
Resolved: Agreed

13. Lengthsman Scheme
13.1 To Consider work done/required under the Lengthsman Scheme
Details of work done was circulated prior to the Meeting
Resolved: Noted

13.2 To Consider and Agree the Contract supplied by Herefordshire Council with regard to the Lengthsman and P3 Scheme
Resolved: The Parish Council agreed that the Contract should be signed by the Chair and Clerk and submitted to Balfour Beatty

14. Parish Plan – Actions
Comments: Cllr Wargent advised that parking around the Primary School is much better. The Headmistress is asking drivers to park in the Village Hall car park. Also the police are walking around the area and issuing tickets to those parking on the pavements.
Cllr Wargent does not consider that it would be worthwhile pursuing a Mountain Bike Track.
Cllr Wilson advised that speed limit enforcement, safety at junction on the A438 and pavements were in hand, as was maintenance of road surfaces and overgrown vegetation.
Resolved: Further comments on progress will be brought to the next Scheduled Meeting

15. Transfer of Land on Lugg Flats
Comments: Draft Transfer Documents were circulated prior to the Meeting
Resolved: Approved by the Parish Council. The Chair and The Clerk will sign the documents

16. To Note the current position regarding the New Inn
Comments: A report prepared by Cllr G Davies has been previously circulated to all Councillors as follows:
At the May PC meeting Jenny Karayiannis and myself were asked to make contact with Mr Reynolds, owner of the New Inn. This was with a view to actually ascertain what his aims were for the building. Due to holiday commitments of both Jenny and Mr Reynolds it was not possible to arrange a meeting until Tuesday 9 June.
Mr Reynolds stated that the Inn was on the market at £375k. He had received some interest, but nothing serious as yet. None of the publicans who had shown an interest had followed up their initial enquiries. This was partially due to the size of the rooms and the fact that downstairs it is not possible knock walls/chimney breasts down to make larger rooms. This makes it virtually impossible to make the change from its original purpose, which was a private residence.
Mr Reynolds really just wants to dispose of the property, in his opinion it will never survive as a stand-alone pub. He has a completely open mind as to its future but he ideally would sell the premises to whomever. It is reasonably clear that whoever purchases or leases the premises will need to spend a large amount of cash to bring the place up to scratch.
Initially it was the aim to build a two-storey motel type block at the rear of the premises along with a restaurant facility on the left hand side of the building. Plans were drawn up but the cost of actually completing the plans was too expensive at £700k.
Since the last landlord left he had the option of leasing to a local man who had intended using the place as a sort of weekend resort.
This I think could still be an option, although that was not clear.
Now that a successful application has been made for the place to be a community asset no further action has taken place apart from the premises being put on the market.
The suggestion has been made that the premises could be utilised for a Surgery, Dental practice or some other community aspect. The difficulty here would be finance. Grants are available for the purchase of community assets, but this would be a massive undertaking unless we could find a potential user for the premises.
Mr Reynolds was kind enough to show us throughout the premises including the “cottage “ at the rear of the main building.
I have also attached the advertisement for the New Inn, which was in the HT of 11 June, which provides a reasonably accurate description of the building
Resolved: The Parish Council note the current position

17. Publication Scheme and Fee
Resolved: The Parish Clerk to speak to HALC for guidance

18. To Receive Questions from Councillors (tabled 7 days prior to Meeting)
Resolved: No questions raised

19. To Note the Information Sheet
Resolved: Noted

20. To Raise Items for the next Scheduled Parish Council Meeting [no discussion]
Community Government Review
All items reserved from these Minutes

21. To Note the Date and Time of the next Scheduled Parish Council Meeting
Tuesday 8 September 2015

Meeting concluded at 10:00 pm

Signature of Chair Date: 8 September 2015



Adopted at the Parish Council Meeting on Tuesday 14 July 2015

Item 7.1

  1. The Bartestree with Lugwardine Group Parish Council appoints a Planning Committee of 5 Councillors, with a quorum of 3, at its annual meeting in May.
  2. The Planning Committee has delegated powers to comment on planning applications and notifications for trees received by the Parish Council. All Councillors appointed to the Planning Committee will attend a HALC or Herefordshire Council planning course within 6 months of appointment.
  3. The Planning Committee meeting dates throughout the year will be agreed at the Annual Meeting. They will be held, if required, prior to the scheduled bi-monthly Parish Council meetings and every 2 or 3 weeks between the Parish Council meetings. Unless otherwise agreed all meetings will be held at 7.00pm in Bartestree Village Hall. On the date of the Annual Parish Meetings the Planning Committee will meet at 6.45pm.
  4. The Committee will appoint its own Chairman and Vice Chairman.
  5. All meetings are open to the public.
  6. Committee members will abide by the Standings Orders and Code of Conduct adopted by the Parish Council.
  7. The Parish Clerk in liaison with the Planning Committee Chairman will produce agendas.
  8. If the Clerk is unable to attend a planning meeting the Chairman will complete a comments template, which will be approved and countersigned by all members present.
  9. Members will read application details displayed on the Herefordshire Council website. The Parish Clerk will normally download the application details on to a memory stick, which she will leave at Bartestree Village Hall prior to the meeting.
  10. If deemed necessary by the Planning Committee Chairman and Clerk, the Planning Committee Councillors will be asked to notify nearby local residents of the application.
  11. In extremely bad weather or other unforeseen serious circumstances, the procedure will be:
  • Make every effort to re-schedule the meeting to a convenient date within the timescale dictated by the planning applications and notices displayed as required or
  • Seek agreement from the Planning Officer for an extension of the ‘return date’ to enable the application to be considered at the next scheduled meeting.

If the actions outlined above are not possible, then the Parish Council agrees              to delegate the responsibility to the Clerk within the following parameters:

  • The Chairman of the Planning Committee will ask all available members to convey their views directly to the Clerk who will co-ordinate them and submit them to the planning authority in the usual manner.
  • The reasons for dealing with the applications in such a manner will be recorded in the Minutes for approval at the next Planning Committee meeting.
  1. If a planning application subsequently becomes an agenda item for debate at a Herefordshire Council Planning Committee meeting, the Parish Planning Committee will appoint a Parish Councillor to speak in support of the stated view of the Parish Council Planning Committee.
  2. The Planning Committee may refer any planning applications to full Parish Council if deemed necessary. A minimum of 50% of Parish Councillors may request (in writing to the Clerk) that full Council considers an application after initial consideration by the Planning Committee.
  3. In line with the adopted Standing Orders the Parish Council reserves the right to dissolve the Planning Committee at any time.