Minutes Annual Meeting May 2019

Draft Minutes of the

Extraordinary WGPC meeting

Thursday 13th June 2019

Councillors present; Paul Bainbridge(PB), Alison Bainbridge(AB), Tom Nellist(TN), Kevin Hewison(KH), Barclay Rogers(BR), Martin Kirk(MK), Jonathan Beech(JB), Bob Wood(BW), Ralph Barber(RB); Judith Howe(JH), Julie Williams(JW);
Ward Cllr:Paul Andrews. Clerk: Sophie Glover And more than 70 members of the public.
Minutes Meeting started at: 7.30pm

1. To accept Apologies for absence – Simon Dent, Sarah Winwood, John Baker,Ed Simcock, Sue Rudd;
2. Declarations of interest– None.

3. Planning : The chair introduced himself and explained how the planning process works and clarified that the PC only have one vote. PB has been checking daily for the responses to this Southbank application.

191671 – Land to the north of Southbank, Withington, Hereford
Outline planning application for residential development for up to 52 dwellings
On the plans there is a square indicated that shows some land that is not owned by the applicant, and no one seems to know whose it is.
Open forum for public comments –
Comments from the public: A resident from Southbank has paid for a professional to help them submit their objection. She gave a copy of it to the chair, who read out the summation of the document.
Comments about widening the road, but to what end? Would they provide a cycle route all the way to Hereford?
Concerns were raised about people walking and pushing push chairs along the lane – this was seen as a justifiable concern, and individuals need to mention it in their submissions.
Concerns were raised about the water that runs off the field now, it runs off onto the road at the moment, but the residents of Southbank are already struggling with run off water coming into their properties.
At the top of the proposed development field are nesting birds of prey, this has not been picked up as no habitat survey has been undertaken as yet.
Access to the site was identified as being unsupportable, the road is too narrow, it is right on a bend. The developer suggests that they will cut away the bank to straighten the corner, the question was raised as to the viability of this. It is only 4.2 meters wide at the point of the access road.
Suggestion from the public was that the objections should be focussed on health and safety as this is a very strong argument.
The ward cllr was asked if the councils stance was generally to do nothing until applications were called in for inspection.
The Chair pointed out that the NDP was nearly through the examination phase and thus it should be given significant weight. This sight was never identified and is not mentioned in the plan.
Will it go straight to committee? This was put to the Ward Cllr to take forward, and he will ask the chairman of the planning committee to consider this.
The consultants for the applicants say that there are only 28 movements of traffic, this has been ridiculed by the locals who have taken their own count and found it to be significantly more.
It was thought that the local primary school will not be able to take in enough children.
Proposal by KH: WGPC regrets this application on all of the grounds mentioned above, followed by a full public meeting attended by over 75 people.
Seconded: BW
All cllrs were in favour. No abstainers.
190008 – Outline application for two dwellings on Land off Veldo Lane, Withington
Notice that this application is now going to appeal. People can send in further comments by 5th July.
3. Payment of invoices: as received Moved: MK seconded TN all were in favour.

4. Update on Neighbourhood Plan : This is still in the examination phase.
5. Receive items for the next agenda : No items were raised.

Meeting closed at 8.45pm

Draft Minutes of
Thursday 16th May 2019 7.00pm start

Councillors present; Paul Bainbridge, Alison Bainbridge, Tom Nellist, Sarah Winwood,
Kevin Hewison, Barclay Rogers.

Meeting opened: 7.03pm

1. Apologies for Absence: Martin Kirk; John Baker, Jonathan Beech, Bob Wood.

2. Minutes of previous Annual Meeting held Approved in July 2018 on Thursday 10th May 2018

3. Any other business None

Meeting Closed at 7.04pm

Draft Minutes of

Thursday 16th May 2019

Councillors present; Sue Rudd;
1. Apologies for Absence: Simon Dent, Ed Simcock
The meeting was not quorate, so did not continue. To be held in the Parish at a later date.

2. Minutes of previous Annual Meeting held Approved in July 2018 Thursday 10th May 2018

3. Any other business

Draft Minutes of

Thursday 16th May 2019

Councillors present: Judith Howe, Julie Williams
Meeting opened: 7.05pm

1. Apologies for Absence: Ralph Barber

2. Minutes of previous Annual Meeting held Approved in July 2018 on Thursday 10th May 2018

3. Any other business None
Meeting closed: 7.06pm

Signed Chairman: Dated:

Withington Group Parish Council
Annual Meeting Held on Thursday 16th May 2019

Present: Paul Bainbridge, Alison Bainbridge, Tom Nellist, Sarah Winwood, Kevin Hewison, Barclay Rogers, Judith Howe, Julie Williams, Sue Rudd.
Also: Sophie Glover (Clerk), Paul Andrews (Ward Cllr)
The Meeting opened at 7.08pm

1. Election of officers (Chairman, Vice Chairman)

Chairman:Paul Bainbridge

Proposed:KH Seconded: TN all were in favour
The Chair warned the meeting the meeting that he would not be standing for the full term and suggested that thought should be given to his replacement.
Carried unanimously

Vicechair: Ralph Barber

Proposed:PB Seconded: AB
Carried Unanimously in his absence.

2. Apologies for absence:- Ralph Barber, Martin Kirk, Jonathan Beech, John Baker, Bob Wood, Ed Simcock, Simon Dent.

3. Chairman’s Annual Report

Chairman’s Annual Report 2018/19
Copy at end of report.
KH thanked the Chair for his hard work and steady leadership of the Parish Council over the last year. This was supported by all at the meeting.

4. Appointment of members to Committees, working groups etc

– Representative on Village Hall committee: Bob Wood, Proposed the Chair, Seconded KH
– Neighbourhood planning group: To remain the same Chair: Ralph Barber, On the working group: Jonathan Beech, Paul Bainbridge
– Finance committee: would meet twice a year, once before the precept setting meeting and once before the audit meeting. It was resolved that the cheque signatories would form this committee, so this is Paul Bainbridge, Ralph Barber, KH was nominated from Withington and Judith Howe from Westhide. This was agreed by all cllrs present. Clerk to arrange the paperwork for this.
– Withington Field: Clerk to continue in this role, agreed unanimously. MK to be approached to join this committee along with KH.

5. Review of Footpath Officer, Internal Auditor, tree warden etc
Footpath officers:-
Julie will cover Westhide – clerk to send the maps.

Ros Simcock will be asked to continue for Preston Wynne

Sarah Winwood will be it for Withington – clerk to send maps.

Clerk to send letter of thanks to Martin Kirk for the work that he has done over the last years as the FO for Withington.

All moved by Chair seconded AB

Internal Auditor: To continue to use Mr David Berkely of Apple Accountants, Plough Lane.

Tree Warden: Not in place, but agreement sought for the arborist to come and check the coppice twice a year. All cllrs were in agreement for this to continue.

6. Review of insurance policies

Renewal is in January. We remain with Zurich insurance.

7. Review of subscriptions

Hereford and Gloucester Canal: £25 per annum.
HALC: Fees will be as they set.
Tree Warden: £25 per annum. Not continued.

Agreed to all Proposed: Paul Bainbridge Seconded; Tom Nellist.

8. To remind Councillors to update their Notice of Registrable Interests.

Ordinary Parish Council business

10 minute period is set aside for any members of the public who wish to raise any issues with the Parish Council.
Two were present. SW mentioned as a member of the public, what was happening about the public space grass cutting. The clerk has been tasked to find out what the county would pay us to take over the 3 open spaces in the village, to be added to the agenda of the July meeting.

9. To receive Declaration of Interests.
BR on the planning item 21 – New House Farm.

10. Open discussion/public forum, including:-
10.1 Report from local police- sent by e mail

10.2 Report from Ward Councillor
Paul Andrews introduced himself to the meeting. He told the meeting that the County Core Plan was being reviewed in the next 6 months. Clerk to inform him when the deadline is for the next newsletter.

10.3 Report from Balfour Beatty
Come out weekly and cllrs can comment on them. Bell Homes road works on Withies Rd to be re done as it has sunk considerably. Clerk to inform BB.

Action: Clerk to pass this on to Balfour Beatty.

11. Acceptance of minutes of the PC meeting (7.3.19) and extra ordinary PC meeting (2.4.19)

Proposed: PB Seconded:KH

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

12. Action points from previous meetings –
On agenda or addressed apart from:
Unfinished groundwork by Bell Homes on the verge by the Village Hall. Clerk to chase Bell homes and BB
St Peters Church Preston Wynne:application for funding:
St Peters Church, Withington: Query on the grass cutting there. The church has the contract with Countrywide, not the PC and KH explained why he believed the PC should continue to pay towards the church grass cutting as it is a community space. The resolution of the WGPC, is to pay for the grass cutting as there is a public footpath through the church thus this was seen as a community space.
Defibrillator in the Village: no further information.
Village Hall Changing rooms and Car Park Extension:
An estimated cost for the works is about £250,000. PB suggested that a planning consultant be appointed to prepare the planning application for this project. He asked for support from the meeting to go for quotes to bring to the July meeting. This was agreed by all at the meeting.

13. Neighbourhood Plan

The examination period will start at the end of the month.

Action: None at present.

14. Withington Field – Annual inspection with Wicksteed has been booked for later this month.
Steve Cain is leaving the village this month, PC recorded thanks for his long years of volunteering with the field and the football club.
Agreed to continue asking the litter picker to continue her excellent volunteering role for another year of weekly picking of rubbish.

Action ; Clerk to contact Shelly to confirm that we still want her to do the job.

15. Lengthsman and P3 Scheme
It was resolved to continue to use the lengthsman to do the WF checks, he will do a pre winter check of all parishes in September of our roads and gullies.

16. Foot paths officer reports
None received

17. Tree warden – Don’t have one, take the item off the agenda.

18. Councillor training : Meeting told that the HALC training is very good, and to make bookings through the clerk.

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

Nothing raised.

20. Matters Financial.
a. Balances Yorkshire – Reserve acct £ 9,280.60
HSBC Parish Acct £ 31,157.19
HSBC Withington Field Acct £ 1,701.44 Total £42,139.23

b. Cheques to be paid,
Parish Acct:-
Paye £ 6.49
Clerks Salary £ 737.66
Clerks Expenses £ 63.60
Apple accountants £ 90.00
NDP hall hire – WVH £ 48.00 Total £ 945.75

Withington Field Acct:-
Shelly O’Sullivan £ 80.00 £ 80.00

Total cheques: £ 1025.75
Internal Transfers:
Previously agreed are in green
Parish acct to WF acct (p3 monies reclaimed from HC) £1,000
Parish Acct to WF – payment from precept £5,000 £6,000
Payment to saving acct for elections £ 600
Payment to savings acct for depreciation £1,426.17 £2,026.17

It was moved that all cheques should be paid.

Proposed:SR Seconded: TN

c. Receipts: first payment of precept : £10,500
d. Application for Financial Aid, discussed earlier
e. Approval of annual Governance Statement – all in agreement
f. Approval of annual accounts Statement – all in agreement

21. Planning including :
190809 – Land at Cross Keys Inn
It was thought that this development was in line with the draft NDP. It was resolved to support this application. All were in favour.

191203 – 2 Coppice Close, Withington
As a single story extension, with no impact on neighbours, it was resolved to support the application.

191300 – New House Farm, Preston Wynne Barclay Rogers left the meeting
It was resolved that there was no objection to this application, on the basis of the application as submitted.
Barclay returned to the meeting
191305 – Subrosa, Westhide/Withington
It was resolved not to object to this application.

Action: Clerk to submit comments as above

22. Receive items for the next agenda (no discussion)
Grass cutting of public spaces; BB village transport plan; 7.5 Tons restriction on the Radway Bridge road – ward cllr to check. Financial support for church yard in Preston Wynne.

PC goes into ‘session’ – Due to the confidential nature of the business of this agenda item, under the Public Bodies (Admission to Meetings) Act 1960 (3) it is proposed to put forward a motion to exclude members of the public during discussion of this agenda item.

23. Confidential data, apply to clerk for permission to view the information.

The meeting closed at 8.34pm

Signed: _________________________ Date: _________________

Dates for future meetings:

11th July 7.30 pm start
19th Sept 7.30 pm start
21st Nov 7.30 pm start


Chairman’s Annual Report 2018/2019

I would like to start as usual by thanking Sophie for her commitment as clerk and as our rep. for Withington Fields. I must also thank Ralph for covering for me, both for holidays and sickness.
This year the Neighbourhood Plan has again taken up our time but is now reaching its final stages. Thanks to Ralph and his team the plan has been through Regulation 16 and we await the inspectors’ deliberations after May. The main planning issue in the last twelve months has been the applications for dwellings along Veldo Lane. Two have been approved by the county against our objection and contrary to the draft NDP. The other two are still ongoing and with no decision by the County have now been appealed which leaves the decision to an unelected ‘Inspector’. Two houses were allowed on appeal adjacent to the Mintons again against our view. Other applications have continued at Preston Wynne, but it is noted that the County is starting to quote the policies in the NDP. Since my last report the ‘chip shop’ has been granted consent on appeal and is open. Hopefully all the earlier concerns will fail to materialise, and it will be a welcome asset to the village.
We now consider all planning applications at our main meetings and if necessary, call a special meeting if the timing is wrong.
Withington Fields has not generated any major incidents this year and continues as a major facility. Some significant maintenance has been carried out to the equipment and the footpaths have been extended and reformed. We are now seeking to extend the car parking and provide changing facilities through the use of Section 106 monies. (developer contributions)
I wish to thank those councillors who have represented us on other bodies, or undertaken ‘jobs’ on our behalf, including Jonathan on the Neighbourhood plan, Martin, Jim and Roz, as footpaths officers, Bob as village hall rep. and John for his work on the war memorial. We now have a new internal auditor who will do the audit for 2018/19. In anticipation, thanks to him and Sophie for their work.
Thanks go to Kevin and his team for efficiently running the Village Hall for the benefit of all parishioners, and many other users.
Also my thanks go to all the councillors who are willing to give their time to serve the Group Parish.
Thanks to those retiring councillors, Steve and Jim.
The report does not cover 2019/2020 or the elections for the new Parish Council.

Paul Bainbridge. Chairman, Withington Group Parish Council
16th May 2019