Minutes of the Parish Council Meeting of Clehonger Parish Council held on 19th July 2023 from 7.30 pm at the Clehonger Village Hall
NB- The minutes are “draft” until ratified at the following parish council meeting.
Present: Cllrs J Whittal (in the Chair), J Jones, J Gardiner, K Langdon, W Watkins, N Rider, C Protherough, A Davies and C Forbes
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner, Lengthsman Paul Wright and three members of the public initially (one additional member of the public entered during item 7.0 at 8.08 pm).
1. Open Session with any parishioners who have joined the Meeting (to include any update from West Mercia Police – if in attendance
The police were not in attendance. The Chair welcomed everyone to the July Meeting. A resident raised a concern about an adult male who was described as “strange and hanging around the playing field” and saying “inappropriate things”. The Clerk would ask the police to keep a watch on the situation. There were comments made about a person who “travels around the area a lot.”
2. To receive Apologies for Absence
There were apologies for absence received from the Tree Warden, Alan Morgan.
3. To note Declarations of Interest
There were declarations of interest made by Cllr Watkins and Cllr Gardiner in relation to the Village Hall and Cllr Whittal in matters relating to the Clehonger Church. Also Cllr Watkins in relation to planning consultation 231934 for 18, The Bines, Clehonger.
4. To approve Minutes of the Parish Council Meeting held on 14th June 2023
The Minutes of the Parish Council Meeting held on the 14th June 2023 were discussed. Cllr Watkins raised a query about the wording of the item relating to the Questionnaire (Agenda item 12). The wording was altered to “A modified questionnaire, typed by Cllr Protherough, was circulated”. Cllr Watkins also requested that it be recorded that she would report back following an online meeting concerning the 106 funding, which was to be held in August.
5. Finance and Policies
(5.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (July and August)
Expenses £25.23
HMRC (Tax) £126.60
HMRC (Ers NI) £14.42
Longfield Services (Lengthsman/Bins/repairs) £593.45
Clehonger Village Hall (Hall hire x 1 evening) £14.00
HALC (CPC website hosting/domain for one year) £145.20
Megabounce (bouncy castle hire Coronation event– amended) £300.00
Resolved: The bank balance was noted at £41920.01 at 10/07/23 statement date total, with £224.45 of this total ring-fenced to the playing field.
Cllr Watkins asked for clarification on cheque signatories. It was confirmed that the current signatories were Cllrs Whittal, Protherough and Davies. It was agreed that there would be an agenda item, in September, to look at increasing the number of signatories for the parish council bank account.
6.0 Playing Field
(6.1) Update on matters relating to the playing field including damage to tunnel
Cllr Watkins would ask the contractor to cut the playing field hedge before the new term.
The kit box of equipment outside the village shop was not seemingly being used. It was also noted as being “half empty”. It was suggested that maybe borrowed items were not being put back after use. A question was asked “could the items be donated to the school?” It was decided that Cllr Whittal would check the contents of the box and confirm what was in there. It may be that a poster to advertise the contents for use could follow, to be placed in the notice board.
A question was asked about litter picking equipment. Ex councillor Sue Savory would be asked, by Cllr Watkins, if there were any litter picking kit items remaining. Litter pick would be on the September Agenda.
The situation about the play tunnel and pieces of astro grass being torn off and replaced was discussed. The Lengthsman had purchased the kit to repair the previous damage with new astro grass after finding the old piece to be damaged and unusable. Unfortunately, even though the area had been fenced off someone had gone inside and further damage had been done, with more turf removed. This had now been fixed, late in the evening, to avoid disturbance before the glue had set, and the damage had been reported to the police.
Cllr Watkins asked if separate entries could be made on the payments listing for bin emptying and lengthsman duties.
The Clerk would check the situation regarding the replacement swing.
7. Planning.
To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
There had been one new planning consultation for consideration of comments:
APPLICATION NO & SITE ADDRESS: Planning Consultation – 231934 – 18, The Bines, Clehonger, Herefordshire, HR2 9RA
DESCRIPTION: Proposed replacement windows, north and south elevations rendered, and replacement fascia and soffits. Proposed extension, gravel in front garden to be removed and replaced, electric charging point, removal of pedestrian barriers and drop kerb allowing access to proposed driveway.
GRID REF: OS 344994, 237693
APPLICATION TYPE: Full Householder
Cllr Watkins declared an interest in the consultation and left the hall for the duration of the discussion on the topic. The parish council discussed the proposals in the consultation 231934 and resolved to comment that they “do not believe themselves qualified to make a judgement on the application and would defer to the Planning and Highways Departments”.
8. Clehonger Parish Church
Cllr Whittal advised that the “Memoirs” Evening with Jules Hudson had raised in the region of £960, plus, for church funds on 24th June 2023.
9. Clehonger Village Hall – to hear any updates on hall and activities
The hall had new LED lights and a new hot water boiler. The solar panels had been washed and a hole had been repaired in the car park surface. The aim was to spruce up the cloakrooms, one at a time, and this would include the installation of a baby change area. The Committee would be seeking to raise funds for the improvements by holding events. The Committee would also be trying to recruit new trustees to the Board. The Village Hall was described as “self funding and independent”. The Committee would welcome new volunteers.
10. Parish roads and footpaths, trees and land
10.1) To note any defects to be reported to Balfour Beatty
The appearance of a huge pile of excavated earth near to Vallets Farm in Ruckhall Lane was noted. There was a concern that this would just get washed back into the area if heavy rain were to be experienced. The overgrown hedge had also been reported at the same location.
The lay-by configuration outside Lilac Cottages had been previously reported to the Police Safety Officer and the Locality Steward. It was causing access issues for residents and deliveries and there were persistent drainage issues at the location. This would be reported again.
The white lining road markings were faded at Pleasant Row.
The hedges were too far out at Pleasant Row, Croft Road and School Lane. There were obstructions and pavements breaking up due to the overgrowth of hedges, plus encroachment. Birch Hill Road was also still in desperate need of repairs and resurfacing. These matters would also be passed to the Ward Cllr as items for discussion on his parish tour with the Locality Steward.
10.2) To consider any issues in relation to footpaths
The Footpath Officer Cllr Forbes was present. The Clerk had provided some maps to the Footpath Officer. Cllr Forbes would speak with Paul Wright and also would be walking the paths to check on items.
10.3) To put forward work for the Lengthsman
Regular duties plus opening up the public footpath entries at the playing field.
10.4) To receive any update regarding trees
No further details reported. The Tree Warden had sent his apologies.
10.5) To consider any matters relating to speeding in the village
The Clerk would chase up Bruce Evans regarding the 106 designation for highway safety. There had been a number of speed monitoring sessions (3 visits in 4 weeks) held during June and July. This was a drop off from the previous reporting period. 11 offences had been detected. Speed Indicator Devices were, reportedly, not favoured to be permanent fixtures. How did villages like Peterchurch obtain a permanent one?
11. Information Sheet, Correspondence plus Ward Councillor Report
11.1) To note Information and Correspondence sheet:
Herefordshire Council:
Talk Community bulletins
11.2) To receive any update from the Ward Cllr
Ward Cllr David Hitchiner was in attendance at the meeting. He updated regarding the attenuation pond and ditch replacing pipe arrangements for the new housing development site on the Kingstone Road. The water would go straight to the Cage Brook. Welsh Water would adopt the arrangement and keep it clear. This was thought preferable to the water going into a ditch and leaching through. The Ward Cllr would be going on a parish tour with the Locality Steward and asked for any local concerns raised to be forwarded to him for inclusion, and review, on the day.
The Ward Cllr reported on the Herefordshire Council Scrutiny Meeting about the city library situation, and its relocation, which was currently undetermined and subject to review. There were also issues regarding the location of the courts. The council had obtained a “Stronger Towns” grant fund of £3 million but this was not location specific.
11.3) To consider possible community assets (councillor enquiry)
The topic had been explored previously and had been raised again due to possible grant funding availability to purchase designated community assets. It was agreed that the information would be circulated and councillors would convey their opinion on a circulated e mail, as the deadline for the current round of grant funding applications was only a few days away.
11.4) To consider any parish council response to the Police Commissioner’s Questionnaire
The parish council went through the Questionnaire and answered the questions. The Clerk would transfer the answers to the online form for submission.
12. Update on progress of the Residents Questionnaire
It was agreed that a further Questionnaire Meeting would be held after the September parish council meeting. This would be so it could include feedback from the reported online 106 meeting.
13. Matters to be raised on the Agenda of the next Meeting
All the usual matters would be included plus feedback regarding 106 online meeting, new signatories for the bank account, litter picking and the playing field sports equipment.
14. To arrange date and time for the Clerk’s annual appraisal
This would be arranged between the Clerk, the Chair and one other council member.
15. Confirmation of date of next Parish Council Meeting
The next Meeting of the Parish Council would be held on Wednesday 20th September 2023, from 7.30pm, at the Clehonger Village Hall. There would be no meeting in August.
The Meeting closed at 9.15 pm.