Minutes 21st March 2017

Minutes of an Ordinary Meeting of Peterchurch Parish Council
held at The Peterchurch Village Hall on Tuesday 21st March 2017

No PPC/MW/107
Councillors Present
Councillor Mr P J Clarke Chairman
Councillor Mr M J Church
Councillor Mr R Gaze
Councillor Mr L R Metcalfe
Councillor Mr D Morgan
Councillor Mrs R A Quelch
Councillor Mr B C Treanor

Clerk Mr M Walker

Also Present
Golden Valley North Ward Councillor Mr Philip Price Infrastructure, Ward Councillor Mr Jonathan Lester Cabinet Member Young People and Children’s Well-being, Mr Andy Hough Head of Educational Development, Children’s Wellbeing, PC Roger Bradley and PCSO Fiona Witcher from the Police and six further members of the public

The Ordinary Meeting of the Parish Council was formally opened
by the Chairman at 7.00pm
1.0 Apologies for Absence
Apologies received and accepted from Councillor Ms S Murrin Vice – Chairman
Lengthsman Mr Terry Griffiths not present

2.0 Declarations of Interest & Dispensations
2.1 To receive any declarations of interest in agenda items from Councillors
Declarations of interest were made by Councillor Mr D Morgan a Non DPI reference Item 10.0

2.2 To consider any written applications for dispensation
There were no written requests for dispensation

3.0 Minutes
The Minutes of the Ordinary Parish Council Meeting No PPC/MW/106 held on Tuesday
21st February 2017 at 7.00pm were confirmed as a true record, Confidential Minutes PPC/MW/105C from Tuesday 17th January 2017 meeting and Confidential Minutes PPC/MW/106C from Tuesday 21st February 2017 meeting were also unanimously approved and signed by the Chairman.

4.0 Educational Options for the Future
Ward Councillor Mr Jonathan Lester Cabinet Member Young People and Children’s Well-being gave an overview of schooling / education in the Golden Valley in particular Peterchurch Primary School and Fairfield Academy
Councillor Lester also went on to provide a synopsis of the process in which Colwell received
£3 million of Government funding to replace the existing school building which was declared unfit for purpose.
Peterchurch Primary School building is in need of substantial improvement due to a number of deteriorating structural issues.
Herefordshire Council’s Education department identified a number of options
1) Make necessary repairs to Peterchurch Primary School
2) Rebuild the existing Primary School to the same capacity (140)
3) Rebuild the existing Primary School to a capacity of (210)
4) Remodel / partial rebuild of Fairfield High School and to co-locate the Primary School on to an extended site
Option four being Herefordshire Council’s preferred option
The Parish Council having made a Freedom of Information Request to obtain all relevant facts about this process were provided with a pre-planning application report by Herefordshire Council’s Planning & Highways Departments please see below

I refer to the above pre-application enquiry.

As you are aware I visited Fairfield School on 20th May 2017 and was kindly shown around the School. I have also re-visited Peterchurch on a couple of occasions and on Friday 27th January 2017 observed (with a Highways Engineer) the traffic / transport situation from approximately 2:45 pm to 4 pm.

Existing Situation

Primary school

The existing Primary School is, from a Planning perspective, sited in an ideal location being at the centre of Peterchurch. It is served by dedicated footways. There is a bus stop outside (Services:- 39, 39A & X39). There is parking on-site (that I observed allows mini-busses to wait off-road). There is staff parking. I have observed some 20 cars parked on-site. Whilst there is some parking / waiting for parents it is limited. This results in a degree of parking on the main road / B4348 (on its northern side) and in the vicinity of the village hall opposite. The on-street parking does not actually create a significant issue. It merely assists in reducing traffic speeds along the main road further. It may be beneficial to have some form of pedestrian crossing with associated footways across the B4348 directly outside the school (e.g. zebra / pelican / puffin).

I understand that the existing Primary School has a current capacity of 140 pupils and the desire is to increase this capacity in a new primary school for 210 pupils.

Secondary School

The location of the Fairfield secondary school is far from ideal from a Planning perspective; Indeed to be frank it could not be much worse. I appreciate it is probably a result of historical events. It certainly appears that it may have started as a school in a large Victorian stone house divorced from Peterchurch and then has grown.

Clearly, it is preferable if schools are located within Towns / Settlements or in locations that are directly adjacent to them. Fairfields is not. It is in an open countryside location. It is also in the highly sensitive location of the Golden Valley.

The School is served by a fundamentally poor and inadequate highway network. I cannot stress enough the degree of deficiency:-

• The C1209, the C1207 and the U75407 (the lanes to and served the School from the B4348 are all hedge lined single tracked roads). Essentially two vehicles cannot pass;
• The two roads that join the B4348 both have sub-standard visibility splays at their junctions with the B4348. They are inherently dangerous and have been cause for concern from the school and parish for a number of years;
• There are no dedicated footways. Indeed when observing the end of the School day children walk down the C1209 (on occasions having to essentially dive into hedgerows to accommodate passing motor vehicles) and then cross the B4348 despite sub-standard visibility.
• The two roads(C1209 and U75407) that link to the B4348 are liable to flood from the River Dore!
• I even understand that the road parallel to the School (C1207) s liable to surface water flooding (presumably from run-off from the higher ground to the west);
• The junction of the C1209 and C 1207 is severely restricted;
• There is no genuine bus pull –off and parent pick – up / drop-off facility in the School grounds but in any event one should not encourage more motor vehicles to utilise the sub-standard lanes.

I cannot see how the lanes could be improved. There is likely to be a fundamental landscape objection to any substantive hedgerow removal and road widening and would require consent of other landowners.
I cannot see how visibility splays onto the B4348 could be improved without acquiring both land and buildings (buildings obstruct the splays!)

I can see how pedestrian / cycle connectivity from Peterchurch itself to Fairfield could be improved by the provision of 3 metre wide pedestrian / cycleway links and appropriate links into the school site in the approximate positions shown on the attached first plan. However, the benefits of such links are essentially limited to those pupils that reside in Peterchurch and I am led to believe that many pupils come from the wider rural area. Indeed I am led to believe that some 90% arrive by motor vehicle (private car or bus). Furthermore it is assumed that such links would involve you securing strips of land owned by multiple third party landowners.

On my visits I have observed some 40-45 staff cars.

I also observed at pick-up time parents waiting on the public highway at the junction of the C1207 and C1209. Vehicles park around the junction restricting access and appear to reverse back into the highway without a care for the large amount of children trying to use the lane. The issue of safety when the children are walking the lane and their interaction with vehicles appears to be heightened especially when large farm vehicles are trying to use the lane. The width of large vehicles and the narrow width of the carriageway does not allow children any provision to safely get off the highway and away from on- coming vehicles.

The current unofficial one way imposed by the school transport coaches prevents access for other road users and does not allow for children to safely board the coaches/mini buses without accessing the highway network. I also wish to raise concern that if any on-site parking/turning facilities were to be provided for vehicles without the widening of the lanes, the implications of the two way vehicle movements could also have a detrimental effect on highway safety.
Proposal

As I understand it the proposal is essentially four-fold:-

1) To replace the temporary classrooms / sub-standard accommodation at Fairfields Secondary school with enhanced facilities (without increasing the capacity of the School and community facilities and hence traffic generation);
2) To provide a new replacement Primary School with a capacity of some 210 pupils;
3) To provide a new Sports Hall and enhanced recreational space that both schools could share. There would be community use of any such sports facilities;
4) Create an off-road bus / car waiting, pick-up and drop-off facility.

Advice

I have no objection to the proposal a) above. In my view any such provision should be provided in the approximate area shaded in yellow on the second plan attached above. This would then mean relocating the staff parking area (s) to the approximate area shaded in green.

I have a fundamental objection to the provision of the new replacement Primary School upon this site. Both I and our highway engineer have given the matter considerable thought and have concluded that whatever mitigation measures may be proposed essentially such a proposal would increase traffic flows along the sub-standard highway network (which at times floods) by some 50% and that would be severely prejudicial to highway safety. I appreciate that this may not be what one wishes to hear but I am bound to provide my independent expert Professional Planning opinion and I would not wish to provide any false hope that the concept of relocating a new Primary school to the Fairfield Secondary school site has any mileage whatsoever.

Any new parking / drop-off etc facility and enhanced sport / recreational space for Fairifield is best located in the area highlighted in green on the second attached plan.

If the above advice is not to be heeded and one pursues the relocation of the Primary School that should be located in the area highlighted in pink on the attached plan. It would need to be single storey and of a high standard of design /architecture given the sensitivity of the landscape.

It is essential that no development whatsoever goes beyond the 130 metres above ordnance datum (AOD) contour (i.e. does not creep up the hill).

Any application would need to be accompanied by a transport assessment (in accordance with the Department for Transport criteria), a flood risk assessment, a Landscape and Visual Impact assessment (LIVIA), a full ecological assessment (including any requisite protected species survey work) and a full tree survey (including qualitative assessment in accordance with BS5837 :2012. A contaminated land assessment would be required. You would need to engage with Welsh Water re: supply of water and foul sewerage arrangements.

I am unclear that if the Primary school were to relocate to Fairfield whether the entirety of the existing Primary school site could and would be available for motor vehicle waiting, parking and drop-off / collection?

Notwithstanding, all of the above I cannot encourage the provision of a new relocated Primary school to the Fairfield School site due to the inadequacy of the local highway network (which is so sub-standard that it really cannot accommodate any additional vehicle movements), the fundamentally unsustainable location and the severe hazards to highway safety. In my view any new Primary school needs to be provided upon the existing Primary School site as a replacement.

If you are to pursue the matter further, which I would not advise as it may be throwing good money after bad, it is essential that the precise scope of any Transport Assessment is agreed.

I can assure you that the Highways / Transportation Officer and I have genuinely explored as to whether we can find / foresee a mitigation strategy and / or solution that would alter our view, but unfortunately in this case we cannot find a realistic solution.

I shall forward you the views of our Drainage Consultant when received.

Regards

Despite the above report being produced by a Principal Planning Officer The Head of Herefordshire Council’s Educational Development, Children’s Wellbeing Department confirmed that option four was still the preferred option and consultants would be engaged to further assess the project.

Numerous questions from Parish Councillors and public present
Pre planning statement
Infrastructure, roads and pavements, traffic issues to be investigated fully
Primary School OFSTED was good
Is money being diverted to Fairfield
Sue Woodrow (Education Consultant for the project) provided conflicting information
140 – 210 pupils how will it affect other schools
What about the Primary School site being suitable for housing
Water treatment update
Are monies ring-fenced and still available in the budget
Surprised that the proposals have been kept quiet
Traffic survey
Can the Primary School say no to the move
Fairfield Governors have stated the they are not prepared to move location
Is there not an option for a “Land Swop” onto a site which already has planning permission for 89 houses

Replies
To do nothing is not an option
Highways “experts” to evaluate what would be required throughout Peterchurch to remedy existing and potential issues
Both schools on the Fairfield site would potentially attract government funding
Partnership working

Mr Andy Hough Head of Educational Development, Children’s Wellbeing gave his overview of the situation to date and confirmed that the Primary School was in disrepair
Relocation to Fairfield site would be the best option
An extensive Feasibility Study is to be undertaken by “professionals”

Golden Valley North Ward Councillor Mr Philip Price Infrastructure gave his position and confirmed that Mr Chris Braid new Director, Ward Councillor Mr Jonathan Lester, Mr Andy Hough and Sue Woodrow (Consultant) are all involved in obtaining the best education outcome for Peterchurch and the Golden Valley

Meeting suspended for ten minutes to allow visitors to leave 8.05pm-8.15pm

5.0 To Receive Reports from:-
5.1 Ward Councillor Mr Philip Price
Ward Councillor Mr Philip Price Reported on the following:-
Annual road resurfacing plan which is available to view on the Herefordshire Council Website
University £8 million from Central Government £15 million revenue
Where is it going to go plus accommodation?
Hereford Transport project includes Western Bypass – early priority
Hereford Area Plan (HAP)
£2.9 million Cyber Security Centre at Rotherwas
Midlands Engine Transport – Midlands Connect all transport links
Marches A49 corridor – review of A49 for the future
Local economy is positive

5.2 West Mercia Police
PC Roger Bradley and PCSO Fiona Witcher from the Police reported on the following:-
At the moment the crime is low in Peterchurch
CSO Lucy Morris will be replaced following her transfer and becoming a Police Officer
Quad Bike recently stolen from the Bacton area

5.3 Lengthsman’s Report
Lengthsman Mr Terry Griffiths not present and no report available

6.0 Public Question Time
Designated period of 10 minutes to accommodate members of the public who may wish to either raise any issues or ask the Parish Council questions
Member of the public asked if the Lengthsman could repair Potholes
Response No

7.0 Financial Report
To receive report from Finance Working Group and to consider recommendations for approval
Financial Receipts and Payments Schedule (provided at meeting)
Councillor Mr B C Treanor Finance Working Group Chairman gave an overview of the meeting
Bank Balances, no Receipts received and Invoices checked and approved, minutes approved.
Bank Reconciliation 17th February 2017 signed by Finance Working Group Chairman
Unanimously approved

Minutes of Finance Working Group Meeting No PPC/MW/106F
held in The Peterchurch Village Hall
on Friday 17th March 2017 commencing at 7.00pm
Councillors Present
Councillor Mr B C Treanor Finance Working Group Chairman
Councillor Mr P J Clarke Parish Council Chairman
Councillor Mrs R A Quelch
Clerk Mr M Walker
1.0 Apologies for Absence
Councillor Mr M J Church not present
No Declarations of Interest recorded
2.0 To Confirm the Minutes of the Previous Meeting PPC/MW/105F
The Minutes of the Finance Working Group Meeting No PPC/MW/105F held on Friday 17th February 2017 at 7.00pm were unanimously confirmed as a true record and signed by the Chairman.
3.0 Financial Update
3.1 Confirmation of Bank Balances
Bank Balances as per Statements
@ 3rd March 2017 Lloyds Business Bank Instant Access Account £29,620.10
Bank Statement No 12
Bank Reconciliation to agree with Bank Statement
dated 14/03/2017 £29,620.10
@ 3rd March 2017 Lloyds Treasurers Account £1,984.82
Bank Statement No 19
Bank Reconciliation to agree with Bank Statement
dated 17/03/2017 £1,984.82
3.2 To Acknowledge and Record Receipts
No receipts received
3.3 Review Invoices for Payment
Invoices for Payment
SSE Lighting Invoice No 40959 Install LED Lantern £396.00
Cheque 000899
SSE Lighting Invoice No 640961 Lantern replacement £792.00
Cheque 000900
Terry Griffiths Contracts Lengthsman Work TGC1989 P3 Account £360.00
Cheque 000901
BT Payphones Invoice No GB2626/1703/1 Kiosk Sponsorship £360.00
Cheque 000902
Peterchurch Village Hall Invoice No 5 £30.00
17th February 2017 7.00pm-8.00pm, 21st February 2017 7.00pm-9.00pm
Cheque 000903
Clerk’s Salary March 2017 Gross £593.40
Vehicle expenses £29.25
Postage £6.22
Stationery & Consumables £401.49
TAX £101.60 NIC £0.00
Cheque 000904
HMR&C 4th Quarter Payment January February March £304.60
Cheque 000905
West Mercia Energy Invoice No 1372840 Electricity 07/11/2016-30/11/2016 £27.79
*Joint Cheque 000906

West Mercia Energy Invoice No 1372841 Electricity 07/11/2016-30/11/2016 £6.54
*Joint Cheque 000906
West Mercia Energy Invoice No 1372842 Electricity 01/12/2016-31/12/2016 £8.45
*Joint Cheque 000906
West Mercia Energy Invoice No 1372843 Electricity 01/01/2017-31/01/2017 £8.72
*Joint Cheque 000906
West Mercia Energy Invoice No 1372844 Electricity 01/02/2017-28/02/2017 £7.75
*Joint Cheque 000906
Precept acknowledgement received from Herefordshire Council 27th February 2017
for the coming fiscal year 2017-2018 at £18,660.00
1st payment 21st April 2017 and 2nd payment 22nd September 2017
4.0 To Agree Schedule and Venue for the Finance Working Group Meetings
Schedule – Next Working Group Meeting to be held on the Friday 19th May 2017
Venue – The Peterchurch Village Hall
Meeting declared closed at 8.00pm
Signed………………………….…………….…………
Financial Working Group Chairman Councillor Mr Brendan C Treanor
Date Tuesday 18th April 2017

Play item faulty on the Recreation Ground, taped off by Clerk
Quotation from supplier Kompan for complete rope repairs £1,595.73 including VAT
Proposed by Councillor Mr B C Treanor and Seconded by Councillor Mr R Gaze
Unanimously agreed by the Parish Council
Clerk instructed to order parts

8.0 Speed Indicating Devices (SIDs)
Clerk instructed to write again to Robin Quant stating the Parish Council intend to install and use Vehicle Activated Signs (VAS) Signs
Robin Quant unable to attend Parish Council meeting and leaving Balfour Beatty 29th March 2017
Ward Councillor Mr Philip Price to follow up VAS Signs and Traffic Regulation Orders (TROs)

9.0 Public Rights of Way
Issue raised by a member of the public, an assumed Permissive Right of Way which has been closed
Not a Right of Way, permissive path only.

No Footpath Report, due to Councillor Ms S Murrin Vice – Chairman returning to hospital

10.0 Planning Application for Consideration
Planning Application 170614 Hedgerows at Lower Park Wood, Vowchurch, Hereford HR2 0RJ
Description Proposed removal of two sections of hedgerow
Application Type Hedgerow Removal

Resolved unanimously:- No objections raised, however, agreed to support the decision of
Vowchurch Parish Council as the application is on the border the proposed area is in that Parish

11.0 Early Discussion on Development Projects Policy
The Parish Council resolved by majority to ratify the Early Discussion on Development Projects
Policy and signed by Councillor Mr P J Clarke Chairman
Proposed by Councillor Mr B C Treanor and Seconded by Councillor Mr L R Metcalfe

12.0 Flooding Advice and Sand Bag Policy
The Parish Council resolved unanimously to ratify the Flooding Advice and Sand Bag Policy
and signed by Councillor Mr P J Clarke Chairman
Proposed by Councillor Mr B C Treanor and Seconded by Councillor Mr L R Metcalfe
Item for the next Peterchurch Newsletter

13.0 For Information Only Sheet
Sheet to include update on previous action points and a list of correspondence received
Planning Information
8th September 2016 Application No 162784
Land at Dorefield House, Crossways, Peterchurch, Herefordshire
Proposed erection of one dwelling and garage
Application Refused 28th November 2016
The development proposal is contrary to Policy P6 of the Peterchurch Neighbourhood Development Plan
An Appeal had been made to the Secretary of State reference Refusal of Planning Permission
All representations to be received by 2nd January 2017
{Received after Information Sheet was printed}
Appeal Allowed 6th March 2017

24th January 2017 Application No 170113
Oaklands, Peterchurch, Hereford HR2 0SP
Proposed single storey side extension
Application Type Full Householder
Planning Permission Granted 6th March 2017

3rd February 2017 Application No 170299
Wellbrook Garden Barn, Stockley Hill, Peterchurch, Herefordshire
Proposal to convert the property into a dwelling house
Application Type Prior Approval – Offices to Residential
The application is for a prior approval determination for a change of use and as such
the new legislation does not require you to respond to the communication
Prior Approval is Refused 8th February 2017

13th January 2017 Application No 164039
Pear Tree Cottage, Fine Street, Peterchurch, Hereford HR2 0SN
Proposed barn conversion to residential use and proposed detached double garage
Application Type Planning Permission
Planning Application Still Valid
Information Update
22nd February 2017 Herefordshire Council
Freedom of Information Request reference Peterchurch Schools
23rd February 2017 Acknowledgement letter
Reply by 22nd March 2017 {previously emailed}

28th February 2017 Arrow Plant and Tool Hire
Name change to APATH Limited as of 1st March 2017

19th January 2017 Letter sent to Mr D Ravenscroft reference land at Old Railway Sidings
Reply still awaited

30th January 2017 Letter sent to Mr Martin Smith reference parking on chevrons
Reply still awaited

14.0 Matters Relayed to the Clerk for Agenda of the next meeting
Road Safety Simon Hobbs Boughton Arms Lewis Way Church meeting Hub Report Footpath School Speed Paul Less contents in the Minutes

15.0 Confirmation of the Next Meeting Date, Time and Venue
The next meeting will be an Ordinary Parish Council Meeting to be held on
Tuesday 18th April 2017 in The Peterchurch Village Hall and is to commence at 7.00pm.
Meeting declared closed at 9.20 pm