Minutes of Extraordinary Meeting 9th August 2018


Minutes of an Extraordinary Meeting of the Parish Council held on
Thursday 9th August 2018 at 7.00 pm in Llangrove Academy

Councillors: Stewart Morehead (Chairman), Barbara Fisher, Adrian Hitchen, Paul Lodge, Andrew McRobb, Terry Thomas, Judy Turner.

In attendance … Lynda Wilcox (HALC), Ward Councillor Elissa Swinglehurst & 40 Local residents

1. Apologies for absence were received from Paul Bailey.

2. Declarations of interest & written requests for dispensation … There were none.

3. Minutes of PC/NDP meeting held on 10th May … these had been signed and were on the website.

4. HALC clerk cover for the meeting @ £150 + mileage … It was RESOLVED to access cover.

5. Neighbourhood Development Plan (NDP)

5.1 Introduction to Planning Consultants – Kirkwells … The Chairman read a statement and then introduced:
5.1.1 Michael Wellock and Louise Kirkup from Kirkwells who outlined their role as planning consultants for parish councils undertaking NDPs across the country with many from Herefordshire.
5.1.2  Louise Kirkup then outlined the current position of the NDP:
5.1.3 A great amount of work had already been undertaken at the previous Regulation 14 stage with policies on heritage, landscape, protecting the environment etc.
5.1.4 The real issue was the site allocation and Kirkwells recommended that this was commenced again with a call for sites in the two main settlements.
5.1.5 Government recommended consultants, AKON, could undertake a professional, open and independent process for undertaking a call for sites on behalf of the PC.
5.1.6 From the sites that come out of the AKON process, the PC would identify sites to go into the NDP.
5.1.7 Anyone can put a site forward and the scoring and results would be available for perusal.
5.1.8 Advertising for the call for sites would be via the local newsletters, Parish Council and Herefordshire Council websites.
5.1.9 People would complete a form and submit that with a map.
5.1.10 After the site selection process, the whole plan would go back to the six week Regulation 14 consultation which would probably take place during January & February 2019.
5.1.11 The revised NDP would then be submitted to Herefordshire Council for their six week Regulation 16 process around April/May and then on to a referendum in June or July.
5.1.12 All work undertaken by Kirkwells would be presented to the community at regular consultations.
5.1.13 Kirkwells want the community to be fully involved via the open Parish Council/NDP meetings

5.2 The Q & A open session raised the following matters:

5.2.1 The net figure for required housing numbers was not available at the meeting but would be made known as soon as possible.
5.2.2 A conversation would need to be held with Herefordshire Council (HC) if it was considered that the parish had already met its required development target.
5.2.3 Herefordshire Council would need to agree to a concept of not undertaking a call for sites if the PC felt it was unnecessary.
5.2.4 Windfall development would be taken into account.
5.2.5 Putting forward the original NDP was not recommended by Kirkwells because it could be challenged on grounds of openness and the process undertaken for site identification and would possibly fail to get through the inspection stage.
5.2.6 Local landowners would be required to re-submit their possible development land for consideration.
5.2.7 Kirkwells advised not to draw a settlement boundary until the call for sites had concluded.
5.2.8 AKON would share their criteria (normally around 10 aspects) for the call for sites, including: was the land available? Was the project deliverable?
5.2.9 The NDP process would not be able to change planning permissions already granted.
5.2.10 Kirkwells would check the status of possible new national planning proposals whereby if a site was identified it would effectively secure planning permission for the future.

6. Date of the next scheduled meeting … Noted as 21st August.

A resolution was passed to exclude the public for the following confidential items

7. Employment Matters

7.1 The meeting received an update on matters relating to the outgoing Clerk and RESOLVED to follow advice received.
7.2 The meeting received an update on interviews for the new Clerk/RFO and it was RESOLVED that the panel interview the three candidates on the following Tuesday at the HALC offices would be the Chairman, Vice Chairman and Judy Turner.

SIGNED ……………………………………. DATE ……………………………………