Draft Minutes

Withington Group Parish Council
Annual Meeting Held on Thursday 20th September 2018
M I N U T E S
Present: Paul Bainbridge (PB); Alison Bainbridge (AB); Ralph Barber (RB), John Baker (JB); Jim Callow (JC); Simon Dent (SD); Kevin Hewison (KH); Martin Kirk (MK); Sue Rudd (SR); Steve Scotcher (SS); Ed Simcock (ES); Bob Wood (BW); Rachel Leake (RL); and David Greenow (Ward Cllr) until 19.45;
3 Members of the public.
Also: Sophie Glover (Clerk),
The Meeting opened at 7.30pm

10 minute period is set aside for any members of the public who wish to raise any issues with the Parish Council.
A parishioner came to talk about the planning application at 9 Greenfields. He clarified a couple of further points about his planning application
A second parishioner came to talk about Newhouse Farm application.

1. To accept Apologies for absence –
Sarah Winwood; Tom Nellist; Jonathan Beech;

2. To receive Declaration of Interests.
RL on planning and the NDP.

3.1 Report from Ward Councillor
DG: Told the meeting that there was now an app to report pot holes speedily to Hereford Council.
On the problems with the Withington Chip shop, the ward cllr has received lots of complaints, although he has also heard that they are offering good service. He feels that both the bin issue and the extractor fan not working are being addressed.
It was suggested that if locals had issues with the chip shop, then they should go and talk directly to the owner in the first interest.

3.2 Report from local police – Nothing reported.

3.3 Report from Balfour Beatty
Come out weekly and cllrs can comment on them.
Also discussed were the possible implementation of a speed limit of 30 MPH on the C1118 in Preston Wynne,it was thought that this was unlikely to be achievable ,
A salt box needs replacing on the first bend on the C1118, which was broken over a year ago.
Also discussed was whether there was a need for salt to be deposited somewhere in the parishes (clerk to get half of it delivered to Barclays in Preston Wynne and half to go to Westhide, at Tim Hinton’s property at The Old Grove). Box to be replaced half way up the hill above The Old Grove and Withington Court.
Oak tree adjoining Withies Rd by pedestrian access- opposite junction with Vine tree Close – rope swing attached to tree – please remove.

Action: Clerk to Contact BB about these points

4. Acceptance of minutes of the Parish Council Meeting (June 2018)

Proposed: Chair Seconded: KH

They were duly accepted as a true record of the meeting.

5. Action points from previous meetings
On agenda or addressed apart from: the general power of competence will be bought up at the November meeting – when precepts will be discussed.
Hedges on Duke St will be cut this winter.

Action: Clerk to add to November agenda. RL is the land owner for the hedge on Duke St and she told the meeting that the hedges would be cut when she gets the others done on her farm.

6. Neighbourhood Plan

To consider the suggested amendments to the NDP and to seek approval to progress to reg 16.
RL left the room.
RB: updated the meeting on the steps taken to consult for Reg 14. Updated plan has been circulated to all Cllrs prior to the meeting, and RB asked the meeting for any comments on the plan for Withington and Preston Wynne. There was only one amendment that was identified and noted by RB. He then asked the Westhide cllrs for their view on the Westhide element of the plan. Should boundary settlements be extended in Westhide to take in to account specific feedback? Cllrs had talked to the neighbours and the feeling was that new housing was better than the dilapidated farm buildings that are there at the moment. Westhide cllrs agreed to go with putting development boundaries around the larger area, and setting the limit of the development to no more than 6 dwellings.
The Steering Group were authorised to correct any typos in the document.

It was proposed that having completed the Reg 14 consultation 6 weeks. The Parish Council were all in accord to submit the required papers to Herefordshire Council in accordance with Reg 15.
Proposed: RB Seconded: Bob Wood who offered a vote of thanks to the Steering Group for their diligence and hard work on this. All were in favour.

Action: The steering group will finalise the plan and submit it to HC for Reg 16 consultation.

RL came back to the meeting.

7. Withington Fields –.
Approval was sought for repairs to the Maypole play equipment. Proposed by the chair to have Timber Play to supply the equipment and carry out the work themselves, this was seconded by KH and all were in favour.
Approval was also sought for repair to the zip line. It was moved to push on with getting this repaired but to chase Wicksteed agreed to cover some of the cost of dismantling the wire as they have some culpability with the break tyres being incorrectly mounted.

Action ; Clerk to get the work done on the Maypole. Also to push for Wicksteed to come and do the work on the zip wire.

8. Withington Village Hall
The village hall has been painted.
The chip shop has approached the village hall to ask if his clients could park on the village hall car park. This has been authorised by the village hall committee.

Action: Clerk to put the information about parking in the Withington Magazine.

9. Lengthsman and P3 Scheme
No jobs put forward.

10. Foot paths officers reports
Nothing to report from any of the parishes.

11. The new General Data Protection Regulations:
Still awaiting HALCs updating of the GDPR policy documents.

Action: Clerk to remind HALC of this work.

12. S106 agreement
PB had circulated a document on this topic (through the clerk). Attached at the back of these minutes. He has copied this document to Herefordshire Council to verify the amounts are correct at this time, but he is awaiting a response. The Chair suggested that the PC consider getting plans drawn up for the path through the copse, linking up with the existing path behind the village hall. The Chair asked if the village hall committee would consider the path following the ‘desire’ line across the village hall land.

KH raised a concern that the S106 monies were specifically saying that they could not cover extending the car parking at the village hall. He asked how the PC could move forward with this? There was a suggestion that the village hall should jointly help to raise the funds for the carpark, considering charging for car parking through the groups who use the hall and field facilities.

The question was raised as to how to spend the s106 monies, one suggestion was traffic calming in Withington Village, there is an outstanding question in with them about having white village gates around Withington to persuade drivers to go more slowly.

Action: Clerk to contact the Fundraising expert at Herefordshire Council.
Chair to write to the VHC about changing the route of the footpath.
Clerk to chase up David Wilson Homes to find out how many homes have now been occupied, as the 21st occupation triggers the release of the monies.

13. Pot holes
A survey had been circulated asking what PC’s thought of BB pothole repairs.

14. Training/other meetings:

The meeting was remined about the following invitations:
to HC’s briefing on budget: No one interested in attending.
Parish Council Summit – Ralph Barber to attend.
NMiTE launch – No interest
Working together for our communities – No interest
Training – No interest at present.

Action: Clerk to book RB to attend the PC Summit.

15. HGV signs
It was mentioned that Between A4103 and the Bromyard Rd has become a rat run for lorries. KH asked for a 7.5 ton limit on the road.

Action: Clerk to start the process of applying for a TRO

16. To note contents of the information sheet, and take any comments from that.

Letter regarding War Memorial – A parishoner’s letter was read out regarding her desire to tidy up the memorial. The chair moved that she was welcome to do so.
Communication about the Withington Chip Shop – dealt with earlier Clerk to acknowledge receipt of the letter.
Children and Young Peoples plan – no comment made.

Action: Need to verify the position of the PC in regard to making repairs on War Memorials. Clerk/JB to undertake this.

17. Matters Financial.
Total
a. Balances Yorkshire – Reserve acct £ 9,281.60
HSBC Parish Acct £19,874.65
HSBC Withington Field Acct £ 7,210.87 £36,367.12
b. Cheques to be paid
Parish Acct:-
Paye £ 55.67
Clerks Salary £1,060.56
Clerks Expenses £ 77.25
Clerks Salary backdated £ 13.21
T Griffiths inv 0476 £ 24.00
T Griffiths inv 0475 £ 48.00
T Griffiths inv 0496 £ 150.00
HALC Training £ 240.00
Country Wide inv 17700 £ 223.20
Country Wide inv 19956 £ 157.20
Country Wide inv
Eyelid products(website) £ 100.00 £1,909.09
Internal transfer
VAT transfer Parish to WF £ 545.12

Withington Field Acct:-
Shelly O’Sullivan £ 88.55
Glasdon (new bin) £ 230.53
Country Wide inv 17701 £ 156.00
Country Wide inv 19957 £ 156.00
Country Wide inv 18056 £ 54.00
Country Wide Inv
Hereford Council bins £ 123.50
T Griffiths inv 0478 £ 36.00
T Griffiths inv 0477 £ 54.00
T Griffiths inv 474 £ 36.00
T Griffiths inv 495 £ 36.00
T Griffiths inv 509 £1,015.20 £ 1,985.78
Total external cheques: £ 3,894.87

It was moved that all cheques should be paid.

Proposed:SD Seconded: KH

Approved for the clerk to buy 2 memory sticks to assist with the backing up of parish computer files.

Proposed: RB Seconded: PB

c. Receipts: Groundwork NDP Grant : £5,000
VAT return : £1,735.51

d. Application for Financial Aid, had been received from Preston Wynne Church.

The Chair has asked for figures from the Church PCC to bring to the meeting in November.

18. Planning including :
181150 – Groves Field, Cross Keys – additional info for consideration
Comment: ‘WGPC has no further comment to make, they stand by their previous comments’.
RL left the room.
182818 – Field west of Oldhall House, Veldo Lane – Proposed erection of 2 cottages
Please see planning web site for the full PC comment on this application.
RL returned to the room.
182752 – 1, The Wharf, Thinghill Lane, Cross Keys – proposed erection of 3 dwellings
Comment: ‘WGPC has no objection to this application’
182753 – 11 Springfield Rd, Withington – Proposed porch
Comment: ‘WGPC has no objection to this application’
182975 – New House Farm, Preston Wynne – extension to mulch store and extension to form calf unit. Comment: ‘WGPC has no objection to this application’
182968 – Thinghill Court, Withington – steel frame for roof over slurry pit.
Comment: ‘WGPC has no objection to this application’
182969 – Thinghill Court, Withington – as above

183006 – 9 Greenfields, Withington – rear two storey extension, front single storey extension.
Comment: ‘WGPC has no objection to this application’
183077 – New House Farm, Preston Wynne – proposed cottage.
Comment; ‘WGPC has no objection to this application’

Action: Clerk to submit comments.

19. Receive items for the next agenda (no discussion)
Traffic calming measures in Duke St.

The meeting closed at 10.06pm

Signed: _________________________ Date: _________________

Dates for future meetings:

15th Nov 7.30 pm start
2019 17th Jan 7.30 pm start
7th March 7.30 pm start
Annual and PC meetings 16th May 7.00pm start

Finance meeting 8th November 10-11am Cheque signatories.
Withington Group Parish Council
Meeting on the 20th September 2018
Section 106 agreements
There have been representations made regarding the WGPC’s input into Section 106 Agreements entered into by the Herefordshire Council (the Council) and developers in Withington.
These representations refer to the involvement of the WGPC in determining the content of the agreements.
Section 106 Agreements are intended to secure from the developer the provision of services and facilities the need for which arises from the development but which cannot be provided on site, or covered by a planning condition.
Matters included relate to : transport issues and the effect on the wider network, the impact on education and school numbers from nursery to secondary level, library provision, open space provision (formal and informal), recycling provision, and affordable housing.
The Council has not formally consulted the WGPC as to what should be included in any agreement.
At the Parish Council meeting on the 26th November 2015 discussion took place following requests from the applicants agents on both the Vine Tree Close and Southbank section 106 agreements. No one raised additional questions as to what the Parish Council considered should be in any agreement. The agent for the Vine Tree Close development was referred to the Village Hall Committee Chairman to discuss footpath links across the Village Hall land. The Parish Council is unaware of the results of any discussion.
At the present time there are 4 outstanding agreements. These are :
1. Land on Withies Road – now named Farndon Rise. This agreement expired in 2017 but the Council has taken steps to ensure the monies have been allocated, although no details are available at present. These are being sought.
2. Adjacent to Whitestone Chapel. This proposed development was subject to an agreement initially signed in 2007 but no progress has been made in bringing the development forward.
3. Land to rear of Vine Tree Close – development by Bell Homes.
This agreement was signed on the 23rd July 2017 and there has been a recent update with reference to the affordable homes provision. Contributions to be paid at the commencement of development.
4. Land adjacent to Southbank – development by David Wilson Homes (DWH). Developer contributions to be made after 21 open market dwellings are occupied.
All the section 106 agreements are time restricted in respect of financial contributions in that if the Council does not ‘spend’ the money within a certain period it has to be repaid to the developer.
The only involvement of the WGPC with 3 above has been because of the possibility of the WGPC taking over some of the open space. Some informal discussion took place with relevant County Officers, but recently the WGPC decided not to be involved.
In respect of DW Homes the chairman was specifically asked to state what was required in respect of formal recreation provision, bearing in mind the Withington Fields was already developed and funds for drainage had been secured. The only two outstanding issues previously discussed by the Parish Council were car parking and changing rooms. The Herefordshire Council was adamant that car parking could not be funded and thus it put in a specific item relating to community changing rooms.
Notwithstanding the lack of formal consultation by the Council on the content of S 106 Agreements , the Parish has benefitted from previous developments, including Jennings Homes. Withington Fields was initially acquired by the use of developer contributions (approx. £70,000), which, without the vigilance of the current chairman, could have been allocated to Aylestone Hill open space.
The only other involvement of the Parish Council has been through a meeting arranged by the Clerk with County Officers at the request of the Parish Council to establish the current position regarding the 4 outstanding agreements. With the exception of 1. above, the outstanding funds, when available, are outlined in Appendix 1.

P Bainbridge
Chairman, Withington Group Parish Council
September 2018

Appendix 1. Approximate Section 106 monies (Subject to inflation, and changes in details of development). These figures exclude contributions required for education, libraries etc as not directly requiring any involvement of the Parish Council. They may also be changed by agreement between the developer and the Council.
Adj. Whitestone Chapel
Play contribution for play facilities £45,394
Based on a Play Facilities Strategy and action plans on play areas within Withington and surrounding area in consultation with the local community and clubs.

Sports contribution £12,804

Sports facilities in accordance with the Councils playing pitch assessment and Indoor facilities assessment.

Transport contribution £50,740
Transport facilities mean any/all of the following: local traffic calming: traffic orders to reduce speed limits and introduce local parking restrictions: localised junction improvements: safe routes to school contribution: financial contribution to local bus services: improvements to bus stops/shelters in the locality: improvements to highway lighting: cycling and walking route improvements, including crossings: and initiatives to promote sustainable transport.

Land behind Vine Tree Close

Play contribution/ open space facilities £33,488

These may be on or off site and may include provision of changing facilities. Subject to consultation with the Parish Council.

Transport contribution £53,320

Transport facilities include the following: a new footpath along Veldo Lane, improvements to footpaths in Vine Tree Close (resurfacing and dropped kerbs), and improvement to the footpath links through the Coppice to the Village Hall.

Land adjacent to Southbank

Sports facilities contribution £45,000

Sports facilities mean community changing rooms at Withington Village Hall playing fields

Transport contribution £137,600
Transport facilities mean any or all of : traffic calming/management on C1130, new pedestrian and cycle crossing facilities on A4103, creation of new cycleways and footpaths and enhancement of existing, promotion of sustainable transport, and Safe Routes to School initiatives.