A Llantwit Major councillor avoided telling residents about plans for emergency accommodation for Ukranian refugees.

Around 90 temporary mobile homes at the former Eagleswell Primary School site were initially approved through permitted development rights, which meant planning permission wasn't required.

An email trail obtained by campaigners - via a freedom of information request - reveals that Llantwit First councillor Gwyn John was “holding off” from telling residents about what was going on at the former school site.

The email sent by Cllr John in November, 2022, states: “Work has started at Eagleswell and people are asking questions about what is going on."

“I am holding off at the moment, just saying works are going on to check the services and whether they are still in good condition but before long someone will work out what is going on."

“When are letters going out to residents?”

Cllr John said he could not tell residents what was going on inside Eagleswell because no decision had been made on the plans and that he insisted nearby households be notified about future plans regarding the site once it became clear the scheme would go ahead.

Residents living next to the mobile homes complained about how the plans were pushed through, saying they should have been consulted on the design of the site and how it would impact them.

Many of the units are metres away from peoples gardens and the gardens of some units are visible from some peoples’ upstairs windows.

Campaigners who opposed the way Vale Council had gone about the scheme raised enough funds this year to take legal action against the local authority.

Cllr John said: “I could not tell residents what was going on inside Eagleswell simply because no decision had been made."

“Contractors were brought in to examine the underground facilities as housing was in the LDP Plan for the site but then there was also the possibility of temporary homes being placed on the site and a decision was awaited on what would go ahead."

“It was in December that the final decision was made, when funding was confirmed by the [Welsh Government]."

“At that meeting, I insisted that all homes in close proximity would receive a letter telling the residents of the future plans for the site and Andrew Freegard agreed to do this ASAP.”

Andrew Freegard was the council's operational manager for housing development at that time.

A Vale Council spokesperson said: “The council has been involved in extensive communication and engagement activity with Llantwit Major residents regarding the Eagleswell development."

“That has involved press releases, social media posts, a letter drop, website content and in-person events with senior officers involved with the scheme."

“Information was made available once details had been finalised as it would not have been appropriate to share plans before this point.”

Permitted development rights are usually used in an emergency, like the housing of Ukrainian refugees. However, the development must eventually get planning permission within 12 months of construction work getting underway.

Last July, the council’s planning committee eventually approved an application for the Eagleswell site to remain in place for a minimum of five more years.

But another email trail obtained by the campaigners living next to the Eagleswell site - again via a freedom of information request - shows that senior planners had concerns about parking at the modular homes.

One planning officer told Mr Freegard in October 2022 that 20 car parking spaces for 90 units “would be too low” given the intention for the site to be used for about five years.

The officer went on to say: “Whilst the initial car ownership levels are likely to be low, it is reasonable to assume that this would increase."

“We would suggest one space per unit however, Highways would be better placed to advise on what they would find acceptable and how the spaces could be accommodated.”

Mr Freegard responded at the time in an email to another planning officer, saying the number of “much needed units will be drastically reduced” to about 50 units and “diminish the council’s response to the Ukrainian crisis” if one car parking space was provided for each unit.

He added all local authorities in Wales were required to resettle Ukrainian households and move them on from temporary provision as part of the Homes for Ukraine Sponsorship Scheme and that without the benefit of the Eagleswell scheme, more families would have to be housed in hotel accommodation at “a massive cost to the council”.

Another senior planner wrote to Mr Freegard to agree that a degree of pragmatism would need to exercised in relation to likely car ownership levels.

However, they added in the email from 22nd November 2022 that they did not know whether car ownership levels would be lower for future occupiers and that a one space to one unit approach would be “quite a significant relaxation”.

The officer added: “Although the proposals are indicated as being for a temporary basis, we have to consider the likely implications of such development including potential highway and public safety...impacts (including adjacent to the site) should an appropriate level of parking not be provided."

“We felt the provision of 20 spaces within the site would not cater for the likely requirements of the occupiers and would be highly likely to overspill into Eagleswell Road."

“50 is certainly an improvement compared to this, and although I note your comments with regard to the internal roads not being adopted, I have some reservations.”

A later response from Mr Freegard on 23rd November 2022 states that he met with council officers to discuss the original request for car parking to be on a one-to-one basis.

He went on to add: “I’m pleased to say that this has been reduced to 1 carparking space per two units (45 no.) and 5 spaces for visitors."

“This was communicated to Wates yesterday afternoon…Wates will now proceed to the pre-app and detailed design stage on this basis.”

A Vale Council spokesperson said: “There are a number of factors to weigh up when planning for a development such as this, parking provision being one of them."

“In the case of Eagleswell, the council has a statutory responsibility, under direction from Welsh Government, to resettle households displaced by the war in Ukraine."

“Its priority is to ensure accommodation is provided for as many people in desperate need as is reasonably possible."

“Every planning applicant has the opportunity to respond to feedback provided by the planning officer. In this case, after considering those responses and consulting with relevant parties, the planning officer revised their view regarding an adequate level of parking."

“The rationale for that decision was included in a report presented to the council’s planning committee."

“Highway impacts, including parking, are fully assessed within that report, while the application is supported by a transport statement that considers this matter and to which no objections have been raised."

“Many of the Ukrainian refugees that will move onto the site do not own cars as they have fled that country with limited possessions."

“After considering this point, the sustainable location of the development and the fact the council will manage its future occupation, the level of car parking was deemed to be appropriate.”