Page 1 of 8 MINUTES OF THE THUNDRIDGE PARISH COUNCIL MEETING HELD ON MONDAY, 12 th MARCH 2018 AT 7.30PM IN WODSON PAVILION, COLD CHRISTMAS LANE, THUNDRIDGE PRESENT: Cllr R Parkins (Chairman), Cllr S Bosson, Cllr B Hawes, Cllr J Spackman, Cllr M Spackman, Cllr B Taylor. Clerk: Belinda Irons PUBLIC: 3 18.23 Apologies for absence: Cllr C Brigden, Cllr B Shearman 18.24 Declarations of Members Interests (pecuniary, non-pecuniary, personal): Cllr Hawes: Marshalls Farm planning application: personal. 18.25 Minutes of the Previous Meeting: 5 th February 2018. Minutes were agreed as a true and correct of the meeting and were duly signed 18.26 Urgent matters not listed anywhere else on the agenda (for inclusion on the next agenda for full discussion): none. 18.27 Public discussion: limited to 15 minutes: Nine Acres: concern was expressed that non-gypsies were resident on the site, and that the site is thus in breach of its planning permission for this reason and also for importation of building waste which has been used to create large expanses of hard standing. Road Signs: no-entry road signs have lost their markings over time and need to be replaced. Poor quality road repairs: Cambridge Road from Cold Christmas Lane to the Ware North roundabout was recently repaired and the majority of this repair has already failed. 18.28 Planning: Planning applications: 3/18/0374/FUL 3/18/0239/HH 3/18/0160/HH 3/18/0353/HH Sawtrees Farm, Cold Christmas Lane Erection of stables with tack room and feed store: no objection Clintons, Pole Lane, Thundridge 1 st floor side extension and insertion of dormer window to front : no objection Standon Green End House, Standon Green End Proposed pool house and swimming pool: no objection Magnolia Cottage, High Road, High Cross
Page 2 of 8 3/18/0488/ARPN Re: 3/17/2415/HH. Single storey extension to the rear- re-submission: objection: original pitched roof granted application more in keeping than proposed flat roof Barn at Rennesley Farm, Anchor Lane, Wadesmill Change of use of agricultural barn to C3 (residential) for one dwelling: Comment: the concrete barn is very old and may be structurally unstable. 3/1228-13 Application for the variation of condition 1 (Time Limit for Commencement) and condition 25 (Restoration) of planning permission 3/1228-13 to extend the life of the sand and gravel extraction and restoration via landfill and to amend the restoration details at Westmill Landfill Site, Westmill Road, Ware, Hertfordshire, SG12 0ES: response by 14 th September 3/17/1189/FUL 3/17/1259/LBC Listed building 3/17/1258/FUL 3/17/1423/CPO 3/17/0819/SV 3/17/2216/OUT To go to 28.3.18 DMC Black Grove Woods, North of Standon Green End Farm, Standon Green End Temporary change of use of land for 4 years from the date of the application. Erection of yurt and two sheds for use as a temporary dwelling while farming the agricultural land and managing the woodland - retrospective application The White Horse, High Road, High Cross Refurbishment and change of use of The White Horse public house (Listed Building) to create 3 No. two bedroom dwellings Biffa Waste Services, Westmill Farm, Westmill Road, Westmill County matters application to be determined by HCC. Variation of condition 3 (time limits) on permission 3/03/2050 to retain the Quarantine building for an extended period of time to within 6 months of the completion of restoration at Westmill Landfill or by 31 st December 2027, whichever is earlier at Westmill Landfill Site. 4 Arthur Martin-Leake Way High Cross Planning ref: 3/13/2223/FP - The proposed change to the Section 106 Agreement to amend the tenure of a 4 bedroom house (4 Arthur Martin-Leake Way) from affordable rent (AR) to shared ownership (SO). PC support Land West of High Road High Cross
Page 3 of 8 3/17/2268/FUL 3/17/2269/LBC 3/18/0041/NMA Other planning matters Outline application for 27no. dwellings - all matters reserved except for access Hanbury Manor Hotel Cambridge Road Thundridge Erection of new workshop, open storage and 5no. dwellings Magnolia Cottage, High Road, High Cross Non-material minor amendment to application 3/17/2415/HH. Single storey part side extension to the rear. Alterations to roof. Glebe Field: 3/17/0251/FUL appeal update: The appeal inquiry took place on the 27 th February from10am to 4.30pm. A vote of thanks was extended to all those who attended, and to those that spoke on behalf of the Parish. It is anticipated a decision will be taken within a month from the day of the inquiry. Canterbury Park: update: There are still a number of items outstanding. The proposed letter to Sir Oliver Heald MP will be held until legal advice has been received: see below. Canterbury Park: transfer of land: transfer deed to be completed. Concern was expressed that EHDC appeared to be back-tracking over agreements to take enforcement action for outstanding items. The Parish Council will seek legal advice on the most effective method to obtain resolution and move the issue of the land transfer forward at the same time. ACTION: RP Marshalls Farm: application for 27 new dwellings: update: This application is due to be determined at the EHDC DMC meeting on the 28 th March. Ware North: proposed agreement with Wareside PC: discussion: The Parish Council is still awaiting a meeting with Wareside PC. The Clerk will contact. Ware North: Quality Places Team: Ware North Masterplan Getting involved in the Plan (Follow up with Paul Mumford Service Manager): A meeting date is also awaited. The Clerk will contact. Nine Acres: large scale dumping of building waste to create hard standing: The Parish Council expressed strong concerns about the management of this site, and will liaise with HCC and EHDC regarding enforcement of planning permission use. East Herts District Plan: Modifications consultation: to consider a PC response Ware Town Council invitation to attend response to modifications meeting 19.3.18 7.30pm Ware Priory: Councillors agreed to attend this meeting as any decisions taken regarding Ware North will have greater effect on Thundridge Parish. The Clerk will advise Ware Town Council.
Page 4 of 8 18.29 Thundridge Parish Neighbourhood Plan Report by the Chairman of TPC NP: not available Report by the Treasurer of TPC NP:not available Neighbourhood Plan: Review and approve Revised Estimate of Costs and Revised Timetable Open events: 24 th & 25 th March: volunteers required Landowner letters sent PROPOSALS: PROPOSAL: That Thundridge Parish Council herewith agrees the Neighbourhood Plan draft policies proposed for display and consultation by Thundridge Neighbourhood Plan Advisory Committee at the forthcoming Thundridge Neighbourhood Plan open events to be held on the 24 th and 25 th March PROPOSAL: That Thundridge Parish Council herewith agrees the views, vistas and local green spaces proposed by Thundridge Neighbourhood Plan Advisory Committee for display and consultation at the forthcoming open event to beheld on the 24 th and 25 th March PROPOSAL: That Thundridge Parish Council herewith agrees the housing sites proposed by Thundridge Neighbourhood Plan Advisory Committee for display and consultation at the forthcoming open event to beheld on the 24 th and 25 th March PROPOSAL: That Thundridge Parish Council herewith agrees the list of Assets of Community Value proposed by Thundridge Neighbourhood Plan Advisory Committee for display at the forthcoming open event to beheld on the 24 th and 25 th March Following extensive discussion, Councillors agreed that some of the information provided had been received too late to take an informed decision, and that some information could be described as open to interpretation. Councillors commented that tighter wording may be required for example around car parking and street scene. (Cllr Taylor joined the meeting at 8.25pm) It was agreed that a formal presentation by the planning consultants and the Neighbourhood Plan Topic Group Leaders would be required to ensure Thundridge Parish Council was fully informed of all aspects of the Neighbourhood Plan that will be presented for public consultation. Any proposals will be required to match with the policy documents.
Page 5 of 8 The Clerk will contact the planning consultants and the Neighbourhood Plan Chairman to arrange a mutually agreeable meeting date. ACTION CLERK 18.30 Wodson Pavilion Wodson Pavilion: lease review: Cllr Bosson reported that a meeting with the current and proposed lessees had proved to be unproductive regarding resolution of the lease situation. Neither of the lessees wish to be joined in a jointly and severally lease which would resolve the short term issue. The proposed lessee has expressed a requirement to have a sole 10 year lease with no break clause. The Parish Council cannot agree to such a term or condition. Negotiations will continue. Roof insurance claim: The Clerk advised that an insurance claim had been submitted for repairs recently undertaken to the roof that occurred during a storm, The insurance company have not yet admitted or denied liability. Cllr Hawes stated that the insurance company should have been telephoned before the Parish Council took any action to resolve the roof damage, and the insurance company should have advised the Parish Council what action it needed to take, if any. This must be a protocol going forward. The toilet ceiling requires repair. The Chairman will obtain quotes. ACTION: RP 18.31 Councillor Portfolio reports: Cllr Bosson Canterbury Park: Noticeboard: the Clerk is still awaiting advice from the management company. The Clerk will contact again. Sewage pumping: concern was expressed about compliance with building regulations as it is believed the diameter of the sewer pipe is insufficient to take the level of sewage flow generated. Cllr Bosson will draft a letter. ACTION: SB Canterbury Park & New Homes Bonus: draft letter: Cllr Bosson will review the letter which will be sent to Sir Oliver Heald MP and Cllr David Andrews. ACTION: SB Cllr Brigden Highways: Speed issues: next agenda Sign replacement: next agenda Wadesmill village sign broken: the Chairman has repaired this sign. River Rib: trees fallen across river: reported to Environment Agency: next agenda Cllr Hawes GDPR: update: Cllr Hawes directed Councillors to the NALC toolkit and recommended all Councillors undertake to familiarise themselves with the
Page 6 of 8 requirements of the Act. Cllr Hawes further recommended the formation of a working group to progress policies and procedures related to the Act. Cllrs Hawes, Bosson and Parkins will progress. There is a need to raise awareness of the Act. GDPR: Councillor email addresses: Cllr Hawes advised that data is the property of the Parish Council and needs to be kept in a secure manner but available to future Councils. Personal emails should no longer be used and instead the Parish Council should provide Parish Council email addresses to Councillors for Parish Council business. It was therefore recommended that each Councillor has a2commune website email for all Parish Council use. These email addresses can then be reallocated to new Councillors as and when the Councillor position changes. PROPOSED: That Thundridge Parish Council herewith agrees to apply for 8 Parish Councillor email addresses with 2commune to ensure compliance with the General Data Protection Regulations Act due to commence on the 25 th May 2018. PROPOSED: Cllr Parkins, seconded Cllr Bosson. AGREED AND RESOLVED UNANIMOUSLY. Cllr M Spackman Allotments: update: there are vacant allotments which will be let to applicants on the list. The gate may need to be locked as someone has driven to the allotments and created significant damage to the access surface. Thundridge Business Park: parking issues: no parking cones have helped to keep the entrance to the business park clear of parked vehicles. Cllr Taylor Transport update: The temporary bus stops in Wadesmill have reverted to the official bus stops. A minibus replaced the usual bus recently, and was full by the time it reached Ware. 18.32 Finance Itemised Payments will be shown on a separate Appendix to the minutes Accounts to end of February 2018. Summary of Monthly Accounts: Brought forward: 106,576.63 Plus income: 886.74 Less Jan account: 583.04 Plus income 2042.00 Less Feb account 2,089.97 total: 104,717.90 PROPOSAL: That Thundridge Parish Council herewith agree the payments presented by the clerk for payment, and instruct the signatory Councillors to sign the cheques presented. PROPOSED: Cllr Taylor, seconded Cllr Hawes. AGREED AND RESOLVEDUNAIMOUSLY. The Clerk will reinvoice the sports field hedge cutting.
Page 7 of 8 Appointment of Internal Auditor: The Clerk will seek further information from the companies to enable the Parish Council to take an informed decision. PC Savings Account: The Clerk advised that there are 3 building societies which offer savings accounts for Parish Council which includes Skipton Building Society which has the highest interest rate at 0.75%. Whilst this is a very low rate, it is important the Parish Council manages its accounts in an appropriate manner. The Clerk will obtain the relevant application forms for completion at the next meeting. Bank signatories: concern was expressed that some Councillors have not been added to the bank signatory list despite forms being hand delivered to the bank branch. The online application has been submitted. Once this is operational, a reapplication for the bank signatories will be submitted. 18.33 New Homes Bonus: discussion/decision Update of email from Isabel Brittain dated 24 th January as per the attached email New Homes Bonus : Cllrs Bosson and Parkins agreed to be part of the EHDC working group to progress the grant application system proposed. 18.34 Hertfordshire Waste Local Plan Initial consultation To consider a Parish Council Response: Cllr Hawes proposed a meeting to review the document and make online submission by the 30 th March cut off date. Cllr Shearman will be asked for his comment as he has extensive experience in this area. The Clerk will re-circulate the original email. 18.35 Clerk s updates: Discrimination: PC Policy & Procedure: public statement: ongoing. Requirement for tree surveys: discussion: The Clerk will contact the Parish Council insurer for advice. Puller School: defibrillator cabinet: request for PC financial assistance: The Clerk will advise grant funds are available from Awards for All Lottery. HAPTC web site training: The Clerk will contact HAPTC to arrange a meeting date. Thundridge Parish Council website training: Councillors agreed that Cllrs Hawes and Bosson will provide basic website training. The meeting date is proposed for the 9 th April. Dog & Litter Bins: service contract provider and installation: Cllr Parkins will liaise with Cllr David Andrews regarding the EHDC service level agreement. ACTION: RP
Page 8 of 8 Litter picking: A local group of volunteers cleared a significant amount of litter from the High Road, High Cross. The Parish Council felt that the volunteer impetus should be officially promoted through the Neighbourhood Plan Action Plan. The Clerk will advise the NP Group. 18.36 Correspondence: Zurich insurance: Wodson pavilion roof claim Insurance renewal and cover NALC: EHATPC CPRE Herts GDPR update EHDC meeting 20.3.18 2.00pm District Plan modifications presentation Rural living awards Connected Counties Newsletter 16 EHDC District Plan modifications consultation 15.2.18 29.3.18 Affinity Water Wareside PC Puller School Mrs F Bancroft Tees Law Ware Town Council Risk of water restrictions meeting Defibrillator cabinet: financial assistance Litter pick: request for PC to continue litter picking and removal of fly tipping Transfer of Land document invitation to meeting: response to EHDC modifications 18.37 Date of next meeting: Venue: Wodson pavilion Neighbourhood Plan Meetings: Venue: Wodson pavilion: 1 st Monday of the month 9 th April 11 th June (provisional date) Dates for 2018: 2 nd Monday Venue: Wodson pavilion 9 th April (9pm) 14 th May 11 th June (9pm) 9 th July 10 th September 12 th November Annual Parish Meeting: 14 th May 7pm Meeting closed at 10.42pm