Minutes of the Parish Council Meeting of Clehonger Parish Council held on 18th October 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, C Protherough, A Davies and C Forbes
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner, and Lengthsman Paul Wright plus one member of the public. PCSO Margaret was also in attendance for the first part of the meeting.
1. Open Session with any parishioners who have joined the Meeting (to include any update from West Mercia Police – if in attendance
The Chair, Cllr Whittal, welcomed everyone to the October meeting.
PCSO Margaret was in attendance at the meeting. She advised that there had not been any crime in the area since the last meeting. There had been no further reports of poaching or lamping. PCSO Margaret gave a print out of visit and activity statistics for the speed camera watches. More details in agenda item 10.6). A question was asked about whether it was an offence to warn others of the presence of the van/speed watch officer? PCSO would check regarding this situation. It could be an offence if the police officer sees it done. Online warnings, via the Clehonger Parish Forum, would be taken down by Administrators – if seen.
PCSO Margaret left the meeting at this point.
2. To receive Apologies for Absence
There were apologies for absence received from Cllr N Rider and Tree Warden Alan Morgan.
3. To note Declarations of Interest
There were declarations of interest made by Cllrs Gardiner and Watkins in relation to the Village Hall and Cllr Whittal in matters relating to the Clehonger Church.
4. To approve Minutes of the Parish Council Meeting held on 20th September 2023
The Minutes of the Parish Council Meeting held on the 20th September 2023 were approved.
5. Finance and Policies
(5.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (October)
Expenses £85.23
HMRC (Tax refund to AW) £163.00
Longfield Services (Bins – Sept – Oct) £231.10
Clehonger Village Hall (Hall hire x 1 evening) £14.00
Resolved: The bank balance was noted at £49410.03 at 10/10/23 statement date total, with £224.45 of this total ring-fenced to the playing field.
5.2) To update on additional signatories for the parish council bank account
The current signatories were Cllrs Davies, Protherough and Whittal. Paperwork to add Cllrs Langdon and Forbes had been completed online. Cllr Whittal confirmed that she had received a validation request for the submission.
5.3) To appoint members to the Finance Working Group
It was agreed that Cllrs Langdon and Gardiner would comprise the working group and would oversee finances/payments, check accounts.
5.4) To begin discussion regarding precept request for 2024 – 2025
This was deferred to the November Meeting. Councillors would consider the precept then.
5.5) To confirm CAN request for support from the PC with producing the “Welcome Packs”
The meeting were advised that the Welcome Packs began as a community venture via “Friends of Clehonger Parish”. Cllr Protherough had kept the initiative going through “Lockdown” and beyond. There were costs attached for folders, ink and paper. Cllr Protherough had circulated a list of the existing contents. CAN have mentioned that there were happy to assist with “legwork” to distribute the packs etc. The parish council agreed to take the Welcome Pack initiative on board regarding the contents and would arrange a get together to assemble the packs. The suggestion of a sample pack to look at was made and Cllr Protherough would bring the elements, of the pack, to the next parish council meeting (November) to facilitate this. The idea would be to agenda the packs in January 2024 with a view to arranging the assembly.
It was agreed that a Clehonger Parish Council information sheet would be a useful addition to the pack. It was also agreed that an up to date copy of “Tracking the News” could be added as a valuable source of information and local advertising. The parish council would fund the copies of the “Tracking the News” for the packs.
5.6) To consider provision for interim solutions to events such as “wasps on the playing field” (delegated powers)
The Chair and Clerk would liaise on actions, such as the wasps, going forward. Full council involvement would only follow if deemed appropriate. This was to avoid countless e mails being circulated.
The Clerk would acquire a key for the field bar padlock. To liaise with the School Admin Team about this.
6.0 Playing Field
(6.1) Update on matters relating to the playing field
The Clerk had again checked the situation regarding the replacement swing. The upright support was in place and the seats were now to be fitted.
(6.2) Update on play equipment box and contents
The clerk would reiterate the request with the school to publish the whereabouts of the box and contents via a school newsletter. The information would also be in the Welcome Packs.
(6.3) To discuss the request from CAN to use the field on 22/06/24 for fete
The parish council confirmed that they were happy for the field to be used by CAN for a fete. The Hall Committee Chair advised that there was a function on in the hall from 3.00pm on the 22 June. The CAN committee would liaise with the Hall Booking Secretary regarding a suitable date.
(6.4) To confirm details regarding the Christmas Tree Event on the playing field
The current planned date was advised as 1 December 2023. There was an event booked in the hall from 5.00pm on the 1 December. The CAN representative confirmed that the hall facilities were not required for the tree event so 1/12/23 was okay for the event to go ahead. The Chair was looking into the tree purchase and would obtain an invoice for payment for the November PC Meeting date. The aim would be for Mr Jones to set up the tree and affix the lights, to be on for a reasonable duration, on the 24 November. The Chair would arrange delivery of the tree for 24 November.
7. Planning.
7.1) To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
There were no new planning consultations for consideration of comments.
7.2) To hear an update from members(s) in regard to 106 funding meetings, as held recently
Cllrs Whittal and Gardiner, plus the Clerk, had attended an online meeting with Andrew Houghton and Jennifer Hilton Trout of the Herefordshire Council 106 Team. The available funds were confirmed as £114,159.00. The list of items that this could be spent on, under the existing terms, included; landscaping, ground-works, play equipment, fencing, bins, benches, natural play plus other items. The Chair was awaiting confirmation from the 106 Team for their availability for a site visit to look at the playing field. The 106 Team had shown an exemplar application business case from Weston under Penyard to demonstrate how a business case could be compiled. An online questionnaire plus an open morning event in the hall would be options to capture data from residents. The data capture would be progressed once the site visit had been carried out. The 106 Team were experienced in activating projects. It was noted that there could be a few months to action the requirements.
8. Clehonger Parish Church – to hear any update on church related items
Cllr Whittal advised that there was no further update.
9. Clehonger Village Hall – to hear any updates on hall and activities
There had been a successful line dance event held on the recent weekend and this “had made some profit”. There would be another one held in December. Clubs were advised to be “running well”. Numbers had dropped at the Parent and Toddler Group. Leaflets would be circulated, around new estate and via school to advertise this. The group was held once a week, term time only. The CAN group had held a successful first lunch at the hall. An inspection was pending for the kitchen. Colour coded chopping boards were a requirement and a steel surfaced preparation area for food.
The Committee had obtained full funding of £9990.00, from the National Lottery, for the upgrades to the hall toilet facilities. Baby changing facilities would also be added and work would commence on the upgrades in the next few weeks. Congratulations were expressed to Cllr Watkins for the successful grant submission.
10. Parish roads and footpaths, trees and land
10.1) To note any defects to be reported to Balfour Beatty
The huge pile of excavated earth near to Vallets Farm in Ruckhall Lane was awaiting resolution. The clerk and the Ward Cllr were “on the case.” The road sweeper had been to Croft Road and Birch Hill Road on 17 October. The Ward Cllr had spoken with Connexus about the need for the cutting of hedges in Croft Road (also logged by the Clerk with Balfour Beatty). The drains were blocked in Birch Hill Road (by road debris) and the drain outside the Lilac Cottages on the B4349 was also blocked.
10.2) To consider any issues in relation to footpaths
The Footpath Officer Cllr Forbes was present. He and Paul Wright would be meeting, imminently, to have a catch up on footpath matters.
10.3) To put forward work for the Lengthsman and discuss new appointment
The lengthsman had tendered his resignation from 30/11/23. The parish council expressed their sadness to receive this. The parish council asked the lengthsman to assess the damage and to repair the fence at the playing field, securing any damages. Bolts would be used, not nails or screws, to affix the replacement rails. Cllr Watkins had some of the rails at her property following their removal.
Advertising of the post for a new lengthsman would commence. Advert in the notice boards, tracking the news, County Times etc.
There would also be the requirement for someone to check the playing field equipment and provide maintenance/repair.
10.4) To discuss emptying of the bins (x 9) from the 1 December 2023
Cllr Davies had looked at some information regarding dedicated dog waste wheelie bins but these would still require someone to empty the existing bins into them for collection. The contractor appointed would need to have the “correct vehicle, insurance and waste carriers licence”. Cllr Gardiner kindly volunteered to look into criteria of emptying the bins and possibilities regarding potential contractors. She would liaise with the clerk regarding making contact with the possible providers.
10.5) To receive any update regarding trees
The Tree Warden had sent his apologies for absence. No new information and no tree issues reported.
10.6) To consider any matters relating to speeding in the village and any updates
More details in November. The parish council were still awaiting information re the Highways 106 amount and this had been chased up with Bruce Evans. The Community Speed Watch Co-ordinator would look into speed indicator devices to help progress matters, if no funding was to be forthcoming. The PCSO, Margaret, had provided some data regarding the speed watch visits held in the parish. This contained information about the number of visits, number of offences and the average number of offences per visit. The police would be continuing to monitor speeding in the village.
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 hope that works would soon be actioned to clear the earth pile near to the Vallets, Ruckhall Lane. He was also on the case regarding the dead hedging near to the Harpacre site. The Kingstone Road development had “slowed down due to consents being required.” Councillors could go online to the Balfour Beatty Bi-monthly update meetings. This could be an opportunity to highlight local issues such as the hedge cutting requirements at Croft Road.
The Herefordshire Council Cabinet was considering a paper containing projects over the next four years. £12.3 million had been allocated to the Southern Link Road, although there was “no business case at the moment.” The Pontrilas Station revival idea was originally written off but was now being revisited. There was no money allocated for this so if it were to go ahead it would be a British Rail funded initiative.
Some monies taken out of the budget had included those allocated towards electric buses.
The Cabinet Meeting at which a decision would be made regarding the library relocation would be held the following week. No submissions about this were available to view as yet.
The Herefordshire Council accounts were to be signed off imminently – a vanguard achievement of only one of 6 councils out of 450 in the UK to attain this so far. Audit fees had been increased and a phased increase had been suggested.
12. Residents Questionnaire – way forward – more details in 7.2)
The Questionnaire would be progressed after a site meeting had been held with the 106 Team.
13. Matters to be raised on the Agenda of the next Meeting
All the usual matters would be included plus precept 2024 – 2025, Christmas tree, welcome packs and bus service issues (lack of service)
14. Confirmation of date of next Parish Council Meeting
The next Meeting of the Parish Council would be held on Wednesday 15th November 2023, from 7.30pm, at the Clehonger Village Hall.
The Meeting closed at 9.09 pm.