Minutes of the Annual Parish and Annual Statutory Council Meetings of Clehonger Parish Council held on 22nd May 2024 from 7.30 pm at the Clehonger Village Hall
NB- The minutes are “draft” until ratified at the following parish council meeting.
Present: Cllrs A Davies, J Jones, C Protherough, W Watkins, J Whittal (re-elected as Chair), N Rider (elected as Vice Chair), J Gardiner and K Langdon
In attendance: Mrs A Wright (Clerk) and five members of the public.
Agenda Part One – Annual Parish Meeting
1. Annual Parish Meeting with parishioners who have joined the meeting and to receive any reports
There were members of the public present. One member of the public made some comments about a councillor but these were not documented as they constituted a personal opinion.
A question was raised regarding the Village Survey and this would be reviewed under agenda item 8.2 of the Annual Statutory Meeting.
The Village Hall Report
Cllr Gardiner, Chair of the Village Hall Committee, gave a report on the Village Hall. There had been some improvements made to the car park surface, where it had partly collapsed. The hot water boiler had been replaced. Changes had been made to the toilets and a baby changing facility had been added. The changes had been funded by a lottery grant and other fund raising. The Hall was seeing lots of clubs using the facilities with activities and food events taking place.
There would be a General Meeting of the Hall Committee on 23rd May from 3.00 pm. The Village Hall was moving status to become a Charitable Incorporated Organisation (CIO). This was described as being a standard move for organisations.
Parish Council Chair Report
The Chair, Cllr Jenn Whittal gave the following report:
“2023 has been an eventful year. Last years Annual Statutory Meeting saw us welcome Charlie Forbes as a Councillor giving us a full complement of councillors. On a more sombre note, I must mention the death of Mrs Jean Hammond who passed away in April. Jean was a stalwart Parish Councillor for over 8 years and some of us were Councillors alongside her.
Over the last 12 months, the Parish Council have been working towards securing s.106 monies for use on the playing field. A village survey was completed in the Spring, and we are now able to move the project forward, forearmed with the views of villagers.
The weather caused anguish over the last year and the highways and roads have been heavily impacted. Potholes are common in the village, and we will continue to press for action by the Council. Birch Hill Road remains a priority.
Speeding on the B4349 through the village remains a concern. I would like to personally thank Patrick Nelder for his invaluable contribution on this matter. Progress continues and one would hope that a SID will be in place by the end of the year.
Any successes we have are linked to the hard work of our Clerk and parishioners. We should be optimistic and hopeful for future accomplishments.
There are s106 Highways contributions under discussions at the school and in relation to the Stonewater site. The Stonewater site is currently on stop, with the hope that a main contractor can be appointed soon, but no firm completion/ occupation dates are available, nor should they be speculated on.
Our ward Councillor, David Hitchiner has been doing a sterling job. I want to thank him for his regular attendance and support at the meetings, which is very much appreciated.
The County has various ongoing plans and strategies for the wider county issues which will come to the forefront as the year progresses,
Hereford Local Plan Core Strategy 24-41
Local Transport Plan
Western Bypass/Southern Link Road
To conclude, as Councillors, we are here to act in the public’s interest and act respectfully. Moving forward, I hope that the Parish Council will work and co-operate with each other to achieve our objectives. Thank you everyone, in particular our Clerk, Alison, for your perseverance, professionalism and commitment to the Council.
Thank you.
22.05.2024 “
2. To approve the Minutes of the Annual Parish Meeting held on 17th May 2023
The Minutes of the Annual Parish Meeting held on the 17th May 2024 were approved with a correction to the outgoing Chair, Cllr Protherough’s, Report where the Speed Watch Co-ordinator’s name, as shown on page 701, was in fact “Nelder” and not “Dayson.”
3. To hear any report from West Mercia Police
The West Mercia Police had sent their apologies.
The Annual Parish Meeting closed at 7.45 pm
Agenda Part Two – Annual Meeting of the Parish Council
1. Election of Chair with signing of acceptance of office
Cllr Whittal opened the Annual Statutory Meeting. Nominations for the post of Chair were invited. There were two nominations; Cllr Rider and Cllr Whittal. Cllr Rider declined to be considered for the role. There being no further nominations, Cllr Whittal accepted the role of Chair.
2. Election of Vice Chair
Nominations for the post of Vice Chair were invited. There were two nominations; Cllr Rider and Cllr Davies. A secret ballot was held and this resulted in a tie. The Chair then used a casting vote and Cllr Rider was appointed as the Vice Chair.
3. Election of Parish Council Officers (Tree Warden, Footpath Officer, Playing Field Representative, Speed Watch- Co-ordinator, HALC)
Cllr Forbes was appointed as the Footpath Officer. Alan Morgan had resigned as the Parish Tree Warden. Cllr Watkins was appointed as the new Tree Warden. A thank you would be sent to Alan for his work on trees in the parish. Cllr Davies was appointed as the Playing Field Representative. It was decided that all councillors would be able to represent HALC. Resident Pat Nelder was re-appointed as the Community Speed Watch Co-ordinator
4. To receive Apologies for Absence
There were apologies for absence received from Cllr C Forbes and Ward Cllr David Hitchiner.
5. To note Declarations of Interest
There were no declarations of interest made.
6. To approve Minutes of the Parish Council Meeting held on 17/04/24
It was resolved that the Minutes of the Parish Council Meeting, held on 17th April 2024, were approved by the Council.
7. Finance and Policies
(7.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (May)
Clerk’s Expenses £36.85
Glasdon UK Ltd (new dog waste bin) £351.74
Clehonger Village Hall (Hall hire) £14.00
Clear Councils (Parish Council Insurance) £1534.87
Herefordshire Tree Warden Network (sub) £30.00
HALC Subscription 2024 -2025 £1212.38
Zemmat Holdings Ltd. (dog bin emptying) £1162.20
Note: The parish council held back the slide repair part payment of £557.38 pending a quotation for a full replacement slide, as other parts of the existing slide structure were showing wear. It was agreed that, if the price was agreeable, an interim payment would be made to Kompan Ltd. to purchase a replacement slide and have it fitted by the company also. The quotation for a full slide would be circulated for a decision. Clarification was given regarding the dog waste bin collection in regard to a query from a resident. The parish council were responsible for a total of nine bins in total. Some dedicated dog ones and some general. A quote would be obtained to fit the new dog waste bin.
Resolved: The bank balance was noted at £39815.87 with £224.45 of this amount ring-fenced to the playing field.
8.0 Playing Field and 106
(8.1) To discuss playing field inspection – both annual and regular upkeep
It was resolved that the annual inspection should take place, via Fran White, as in previous years.
For regular upkeep the parish council would speak with the Lengthsman.
(8.2) Update on 106 and survey results for playing field/recreation
(8.3) To discuss any further details regarding the School 106 plans that may concern the playing field
9. Planning.
To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
One new application had been considered between meetings under the Interim Planning Policy due to an extension to the deadline for comments being unavailable.
APPLICATION NO & SITE ADDRESS: Planning Consultation – 240881 – Land adjacent Shark House, Clehonger, Herefordshire, HR2 9TE
DESCRIPTION: Outline planning permission for residential development of eight dwellings.
GRID REF: OS 344619, 237511
APPLICATION TYPE: Outline
The parish council had objected to the proposal with supporting comments for the decision.
10. Parish roads and footpaths, trees and land
10.1) To note any defects to be reported to Balfour Beatty
The end of Pleasant Row was still awaiting refreshment of the white lines on the road.
Councillors would try to attend any meetings, by invite of Balfour Beatty, to discuss local issues. There was an overgrown hedge at the end of Pleasant Row going out into Croft Road.
10.2) To consider any issues in relation to footpaths
It was advised that there was a crop of potatoes across the public footpath numbered CH4 at Abbey Farm, just before Bowling Green Farm. There were repairs required to footbridges on path CH2. The new Public Rights of Way Scheme grant details were awaited.
10.3) To put forward work for the Lengthsman
A meeting would be held with the Lengthsman to discuss the tasks required. The Clerk and the Chair would meet with him to discuss the Annual Maintenance Plan and commitment and proceed accordingly.
10.4) To receive any update regarding trees
No further tree update. The Clerk would send a “thank you” to the outgoing Tree Warden, Alan Morgan, and ask him if he had any handover material or information that may assist the new post holder. The clerk would advise the Tree Warden Subscription manager that Cllr Watkins had taken over the role.
10.5) To update regarding recent litter pick
The litter pick had been a success. Clehonger was said to be generally quite tidy but a good amount of litter had still been picked up. Clehonger Action Network (CAN) had kindly provided refreshments on the day. The event had been a good one and would be repeated and with more events to come.
11. To discuss recent issues regarding local water supply and contingency
There had been recent issues with loss of water supply in parts of the village and in parts of neighbouring villages. It was agreed that the issues would be collated and sent to Welsh Water, by the Clerk, to try to help improve communications and to discuss alternative water provision in the event of an emergency.
12. To discuss the village defibrillator and any replacement parts
Jane Matthews was checking the defibrillator as attached to the Innesfield Community Centre. She would advise the parish council in regard to requirements for pads and battery replacements. The parish council agreed that they were happy to fund the replacements of pads and batteries as ands when required.
13. To consider any matters relating to speeding in the village
Efforts were being made to try to obtain approval from the relevant authority to site a Speed Indicator Device (SID). The Community Speed Watch Co-ordinator had circulated SID product details. The Clerk had contacted the Highway Officer regarding the proposed installation.
14. Information and correspondence
(14.1) To note Information and Correspondence sheet
Talk Community bulletins
Cabinet decision to end contract with Balfour Beatty (2026)
Registrable Interest Form
Councillors had been reminded to send in a new Registrable Interest Form to the Governance Services Department. Full details were in the e mail dated 29 April and forwarded on 30 April.
Welcome Packs
There was a query about what was happening with the Welcome Packs. The councillors were asked, by the Chair, to let Cllr Protherough know if there was anything to alter in the pack. There were some alterations required. Cllr Protherough explained that she had been giving out interim packs under her “own steam and at her own expense”.
It was said that revamping the packs had mainly been instigated by the need for a whole new estate of ninety houses possibly needing to receive a pack. The bulk number of packs required was currently on hold due to the building site being stopped and the houses not being ready for occupation. With the pressure currently off to produce large numbers, the situation would be revisited at a later date for the new format of the pack to be implemented going forward.
(14.2) To receive any update from the Ward Councillor
The Ward Cllr had sent his apologies.
15. Matters to be raised on the Agenda of the next Meeting
All of the usual matters would be included. Also the Year End Accounts and Audit for 2023 – 2024, the adoption of the new Financial Regulations and a request for a pedestrian crossing on the B4349.
16. Reminder of dates of future meetings
The next Meeting of the Parish Council would be held on Wednesday 19th June 2024, from 7.30pm, at the Clehonger Village Hall.
The Meeting closed at 9.07 pm.