Draft Minutes

Withington Group Parish Council
Meeting Held on Thursday 16th September 2021
At 7.30pm in Withington Village Hall
DRAFT M I N U T E S

Present: In the Chair: Kevin Hewison (KH), Martin Kirk (MK), Bob Wood (BW), Jonathan Beech (JB), Howard Mansell (HM); Ingrid Heatly (IH); Judith Howe (JH), Julie Williams (JW), Sue Rudd (SR); Bob Rudd (RR);

Also: Sophie Glover (Clerk), Paul Andrews (Ward Cllr); 2 members of public, PC Josh Kitchen.

The Meeting opened at 7.30pm
There was 10 minutes allowed from 7.30pm for members of the public to raise any issues that they would like the Parish Council to consider.
No comments made.

1. To accept Apologies for absence – Simon Dent (SD), Alison Bainbridge (AB), Tom Nellist (TN), Anna Green (AG); Barclay Rogers (BR),
Absent with out apologies: Ed Simcock (ES)

2. To receive Declaration of Interests.
None received

3. Acceptance of minutes of the PC meeting (July 2021)
The minutes were agreed to be a fair representation of the meeting.

Proposed: KH Seconded: BW All were in favour.
They were duly accepted as a true record of the meetings.

Ii. Action Points
From previous meetings completed or on agenda. ‘Pick up your dog poo’ signs;
Action: clerk to identify signs and order a dozen to put up round Withington Field and through the copse.

4. Items raised between meetings
None at this time.

5. Open discussion/public forum
5.1 Report from Ward Councillor – Cllr Paul Andrews congratulated all on the amazing work on the war memorial.
Free buses are now running on the weekend.
Free swimming lessons are available for 16+ for those who cant swim 25 meters. Clerk to add to the website.
S106 update on money: he is still pushing for an update – a new update sheet on all Herefordshire S106 funding will be coming out shortly. He asked for any pressing questions to be put directly to him and he will endeavour to find an answer.
Last year there was £250,000 available for drainage problems. It has been agreed by Cllr Harrington that same amount will be available this year. The same sum will be available for fixing potholes on c roads and for work on footpaths.
BB contract is to run up until 2024.
Queries to BB to be copied into Paul so that he can push for the work to be done.
The steps on Duke St, Paul has been able to contact the land owner who has asked for a plan to be sent to her about the work that we want to have done.
Action: Clerk to action this.
The village shop is still closed, but the new proprietor is working hard to get the permits to be able to sell alcohol.
A councillor raised a concern about the turning out of the junction of the A4103 and A465. There have been a couple of bad RTA’s there in the last months. The Ward Cllr was aware of this area as a problem.
Ref the A465 paper that was submitted for the PCC to consider funding – PA asked the Chair to write to him about this.
Action : KH to write to PA about the PCC funding.

5.2 Local police – PC Josh Kitchen introduced himself to the meeting. He talked about the 85 Sq Miles that he and 2 other officers covered in North Herefordshire.
The main complaint in this area over the last months has been anti social driving in the Whitestone Business Park at night.
A cat had been shot with an air rifle in Cross Keys. They don’t have any leads at this time.
Some youths tried to set fire to a fence in Southbank – they and their parents have been spoken to.
A catalytic convertor has been stolen, car owners especially Honda and Toyota owners need to try hard to keep their vehicles safe.
They are reintroducing local surgeries, bringing local police vehicles out to the area 25th Sept and 30th Oct if any one wants to come along.
There is also a new information platform for residents – Neighbourhood Matters – you need to sign up for this information source and then you will get regular updates. www.neighbourhoodmatters.co.uk
Action: Clerk to add this to the website and to the Withington News.

5.3 Balfour Beatty – Updates come out weekly and cllrs can comment on them.

6. Planning including a discussion of allowing applicants to come and talk to the PC before they actually have an application in with the planning office.
JH proposed that we should not discuss applications until they had a submitted application.
KH seconded. This was passed unanimously by all councillors.

210820- Townsend Farmhouse – proposed variation of condition 2 of PP 202505
The work has already been done,
PC Comment: WGPC has no objection.

213303- Cranes, Withington – Works on Silver Birch – lift crown to 3 – 3.5 m.
PC Comment: WGPC has no objection.

211076 – The Wyatt, Cross Keys – Proposed demolition of existing annex & construction of replacement.
PC Comment: Not to submit a comment.

Action: clerk to submit the comments.

There is a pending application for a Solar Farm in Westhide, the environmental assessment has been accepted and the WGPC presumes that an application will follow, but until time as there has not been an official planning application submitted the PC are not involved. JW told the meeting that a small working party from Westhide is looking into this off their own back.

Planning decisions made: None.

S106 update; Request for the future: the PC have been asked to put forward ideas for what they might want S106 monies to be used towards in the future. It was suggested that we resubmit the whole traffic calming plan under this. Paul Andrews suggested that the Parish revisit this plan in an open meeting so that the public have the chance to talk through this and other ideas.
Action: clerk to send out the map of this traffic calming plan to all cllrs.
Action: Consider a public consultation event to get an update on the public view inviting Cllr Harrington, PC Ian Connolly, Simon Hobbs. KH to identify a suitable date for this event to happen at the village hall.  It was moved to go ahead and plan this event to happen after the next PC meeting in November.

7. Withington Fields –
The Maypole has a broken seat and to replace it will cost £238 in parts plus the lengthsmans labour, permission was asked from the cllrs to make this purchase. All in agreement.
Action: Clerk: to order the seat.

8. Working parties:-
– War Memorial; MK said that the work on this was now completed. He proposed that we put a thanks in the Withington News as well as writing to all involved. The PC have on file a note saying that permission was not required for the work that we undertook.
Action: Clerk to organise this.

Action: Clerk to take this off the working party list.

Grass cutting on the war memorial – next growing season clerk to put it on the Lengthsmans jobs list.

– NDP: The housing supply in Herefordshire is now 6.5 years, meaning our NDP remains valid. No further action at this time, although we need to keep an eye on the situation.

– Changing rooms and car park at the village hall: KH said that the car park had now been completed.

Action: this item to be removed from the agenda for now.

– A4103/A465: KH had contacted the Police and Crime Commissioner – they asked for costs before we apply to them for a grant. KH has asked our locality steward for these costs – Paul Andrews will push for these to be supplied.
KH was approached by a parishioner about a dangerous junction on the A465, he has added these concerns to the others that this group are looking at.
Non compliance at Radway Garden centre: it was resolved that this was not ‘non-compliance’ as the land owner won at appeal
– Vine Tree: take off agenda.

9. Discussion on changing to a .gov website : approved unanimously.

10. Discussion on changing the name of the Parish Council: The clerk explained that having ‘group’ in the PC’s name could mean that during election years we incur the costs of an election in each of our 3 parishes. Given that this Parish Council has so rarely had to have an election at all, the cllrs felt that it was not a great concern. It was proposed to keep the current name, particularly as Westhide and Preston Wynne really felt that there was a value to maintaining the need for specific cllrs from each of their parishes to be required on the PC – this would not be the case if we were no longer a ‘group’ PC. This was agreed unanimously.

11. CCTV on the village hall
A parishioner had expressed concerns about security at the village hall, so the PC went out for a quote to get cameras put up on the hall. PC Kitchen said that the police would be interested in this should a crime be committed and caught on site.
Be secure had come out to give a quote for fitting a system to the hall. The quote has come in at £1,862.
The question was raised as to who would look at the recording – and it was decided that it would be reactive, ie only to be looked at if an incident had occurred.
The question was raised if this was a cost effective solution to the problem, and was it actually a real problem. It was moved that we wait to see if there is further incidents at which point we take a decision, perhaps waiting until the January meeting for a review of the situation. This was agreed by all.
Action: BW to write and thank Be Secure, and to explain the PC’s position at this time.

12. Lengthsman Scheme – identification of jobs for the lengthsman.
Preston Wynne Grips and gullies
Action: Clerk to chase this job.

13. Foot paths officers reports
PW: bridleway sign missing on a bridleway going north behind the church. At Fords Farm.
WH: all clear, there is still no change in the definitive map for footpaths in the area.
W’ton: No progress at the Nunnington problem. WT8 and WT9 stopping at the edge of the farm yard.
Footpath opposite the Grove turning, a gate will be fitted at the top of the steps. The lengthsman has ordered this. There is a footpath sign missing here. The next stile is also rickety.
Action: Clerk to circulate all the parish footpath maps to all Cllrs and to inform the Lengthsman of the missing signs.

14. Tree Warden report – Ingrid Heatly the Tree Warden told the meeting about the Queens Green Canopy. We have 200 saplings on order, but will not receive them until March.
Should we have a consultation event IH could have her own table to see where parishoners might want to put trees.

15. Feedback on training or information events attended:
Wise Owl training schedule has been circulated. Clerk to book any training required.

16. Matters Financial.

a. Balances
Public Sector Deposit Fund (31.08.21) £ 14,101.99
Lloyds Parish Acct (31.08.21) £ 56,545.95
Lloyds Withington Field Acct (31.08.21) £ 7,063.20 £77,711.14

b. Cheques to be paid
Parish Acct:-
Clerks Salary £1,022.92
Clerks Expenses £ 124.47 £ 1,147.39
HMRC PAYE £ 188.84
Preston Wynne Village Hall £ 20.00
Bespoke Visual Solutions £ 474.00
T Griffiths Inv 1573 £ 36.00
T Griffiths Inv 1618 £ 90.00
Eyelid Productions – Website support £ 100.00
Herefordshire Council – bins £ 163.67
£ 2,219.90

Withington Field Acct:-
Shelly O’Sullivan £ 80.00
Country wide July £ 156.00
Country wide Aug £ 156.00 £ 312.00
T Griffiths inv 1590 £ 150.00
T Griffiths inv 1617 £ 30.00
T Griffiths inv 1616 £ 48.00 £ 228.00
£ 620.00

Cheques paid between meetings:-
GM Joyce Surfacing Ld – VH white lines £ 840.00
GM Joyce Surfacing Ltd – VH car park work £48,780.00
(previous cheque refused)
Total cheques: £52,459.90

It was moved that all cheques should be paid.

Proposed:KH Seconded: JH All cllrs were in favour of making the payments.

c. Receipts: Second half of precept £15,500
(Not shown on balances above)

d. Application for Financial Aid: None

17. Discussion on Facebook Site and social media presence of the WGPC
AG and MK are kindly putting stuff on the social media sites on the PC’s behalf.
AG will be approached to make our own facebook site that is one way to give out information.
Action: clerk to approach AG to get her assistance with this.

18. Receive items for the next agenda (no discussion) Precept.

19. Agreed time and date of next meeting: 18th November 2021 starting at 7.30pm. It was agreed that the Finance Committee should meet prior to the November meeting to look at the budget for 2022 to 2023.

The meeting closed at 9.28pm

Signed: _________________________ Date: _________________

Dates for 2021 meetings:

16th Sept 7.30 pm start
18th Nov 7.30 pm start

2022 meetings

20th January 7.30 pm start
17th March 7.30 pm start
Annual meeting 19th May 7.00 pm start