Minutes of the Annual Parish and Annual Statutory Council Meetings of Clehonger Parish Council held on 17th May 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 A Davies (elected as Vice Chair), J Jones, C Protherough, W Watkins, J Whittal (elected as Chair), N Ryder, J Gardiner, C Forbes (co-opted) and K Langdon
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner (from 7.57 pm), Paul Wright (Lengthsman), Alan Morgan (Tree Warden) and five members of the public.
Part One Annual Parish Meeting
1. Annual Parish Meeting with parishioners who have joined the meeting (to include any update from West Mercia Police – if in attendance)
A resident present had with him the Christmas tree lights which were the property of the parish council. Cllr Whittal kindly volunteered to store these for the parish council.
It was commented that the playing field required marking out for football and that the goalposts required attention. “High Ground” was named as a possible marking out contractor and Cllr Davies said that she would follow this up.
The issue of cars, and other vehicles, parking too close to the junctions of Croft Road and Gosmore Road was noted. This would be highlighted to the police for them to keep a watching brief when in the area.
The outgoing Chair, Cllr Protherough, welcomed everyone to the meeting and gave the following report:
Stet
“Clehonger Chair report 17th May 2023
I would like to start with positive comments about the recent Coronation event on 7th May, on the playing field and in the Village Hall. This was supported financially by the Parish Council, but organised by collaboration between other individuals and groups within the village. I will not name names, but you know who you are .My thanks to all concerned .It was an enormous success, and gratitude is due to all concerned. It clearly illustrated the value of such events in bringing people together and fostering a sense of community. This was especially valuable in the context of the influx of new people into the village, and the disruption to normal sociability caused by Coved over the last few years. Similarly the celebration of the Queen’s Jubilee last summer and the Christmas tree lighting event were successful, enjoyable occasions organised by voluntary efforts. Thank you to all concerned.
I note that these events showed that the playing field, along with its benefits place for recreation and sociability for all ages throughout the year, does offer considerable scope for larger events given the space provided, and that this is an important benefit for community life.
A preoccupation for the Parish Council over the last 12 months has been how facilities for leisure can be improved by securing Section 106 money available as a result of the Persimmon development. Progress on this is an ongoing discussion, but is taking longer than might be wished. It is clear that concerns about the behaviour of older children and young people are a particular issue, but the way forward to meet their needs is not yet apparent. There is intention to consult with residents of all ages, and a questionnaire is under construction. This is major ongoing work which needs to be resolved as soon as possible to ensure we can secure funds available.
A further major issue has been justified concern about speeding on the main roads in the village, and I would like to thank Patrick Daysun for his patient and persistent contribution, as a member of the public, to addressing this. At this point the police have taken the seriousness of this on board and we await developments, but the Parish Council also needs to consider further what more can be done to address this issue.
In common with the rest of the county, illustrated by many comments in the recent local elections, rightly so, our Parish Council has considerable concerns about potholes in roads. These can be reported to the council and their contractors by any member of the public, but are still not addressed in a thorough way. The parish Council continues to bring this up with David Hitchener our ward councillor who has tried to put our case for consideration. Heavy rain falls as a result of climate change, and heavier traffic both in numbers and size of construction, delivery and agricultural vehicles are obviously factors. The Parish Council will need to continue to press for better service on a situation that is not just an annoyance, but a danger to all road users on foot or vehicles
We continue to have concerns about drainage systems at the Persimmon estate and the functioning of the attenuation pond constructed there .Cllr Hitchiner has taken these up on our behalf, so far without resolution, and we are grateful for his efforts in this respect
At this point I should also thank David for his consistent attendance and reports at our Parish Council meetings, in spite of high level of responsibility in the previous administration, and some health concerns
The Parish Council has continued with its routine vetting and commenting on local planning applications, in a sensible manner. Over the last 12 months these have been fewer and less controversial in nature than in previous months, which have come as a relief after several years of rapid growth, change and challenges.
At a time when the County faces considerable challenges, the previous administration at Hereford Council has circulated information about various plans and strategies over recent months. On the whole Clehonger Parish Council has been reluctant to respond to the request to do so , preferring to leave this to individuals .On the one hand this is understandable as the subject matter may be complex , the questionnaires daunting and the likelihood of achieving a consensus on every point slim . On the other hand to regard as irrelevant planning and decisions on wider county issues which nevertheless may have considerable repercussions on Clehonger population may be short-sighted. No easy answer …maybe a pointer to “there must be a better way “
Ending on a less than positive note, I do not think I can shirk from remarking that Parish Council meetings have frequently been difficult over the past twelve months. Towards the end of the previous PC year, we had a group training session with HALC, which addressed some protocol issues, but frankly did little to improve relationships and interactions. These have been immensely stressful at times, disruptive to business, and distressing to individuals who have been doing their best to be constructive, but experienced negativity and suspicion. It has led to councillors who wished to make a positive contribution leaving the council. It has not been a good advertisement for people who might otherwise wish to apply to join the council to fill vacancies.
This is not to say that councillors should not have differing perspectives or political orientation, but that we should treat each other with respect and courtesy, which has not always been apparent.
I hope we can do better in the following 12 months and wish the newly constituted council well in their ongoing and future work, while thanking you all ,and of course our hardworking clerk Alison , for your work to date and willingness to persevere.“
Part Two Annual Meeting of the Parish Council
1. Co-option of councillor
One candidate was presented for co-option. He was Charles (Charlie) Forbes. Charlie introduced himself to the parish council and was duly co-opted.
2. Election of Chair with signing of acceptance forms
Cllr Whittal was proposed as Chair (nominated by W Watkins and seconded by J Gardiner).
Jenny Whittal took the chair.
3. Election of Vice Chair
Cllr Davies was elected as Vice Chair.
4. Election of Parish Council Officers (Tree Warden, Footpath Officer, Playing Field Representative)
Cllr Forbes was appointed as the Footpath Officer. Alan Morgan was appointed as the Tree Warden. Cllr Watkins was appointed as the Playing Field Representative.
5. To receive Apologies for Absence
There were no apologies for absence received.
6. To note Declarations of Interest
There were declarations of interest made. These were for Cllrs Watkins, Gardiner and Jones in relation to the village hall and Cllr Whittal in relation to the church.
7. To approve Minutes of the Parish Council Meeting held on 19/04/23
It was resolved that the Minutes of the Parish Council Meeting, held on 19th April 2023, were approved by the Council. There was one correction, Cllr K Langdon was not present at the meeting and she had sent her apologies for absence.
8. Finance and Policies
(8.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (May)
Expenses £41.88
Longfield Services (Lengthsman/Bins/bench etc.) £251.10
Clehonger Village Hall (Hall hire) £91.00
BHIB Ltd. (Parish Council Insurance) £1268.55
Wye Circus (Coronation Event) £375.00
Resolved: The bank balance was noted at £45300.06
(8.2) To sign and approve the Annual Governance Statement 2022 – 2023
The Annual Governance Statement 2022 – 2023 was approved by the council and signed by the chair
(8.3) To sign and approve the Accounting Statement 2022 – 2023
The Accounting Statement 2022 – 2023 was approved by the council and signed by the chair
(8.4) To adopt the new 2023 Code of Conduct
It was decided that the Code of Conduct would be re-circulated to capture all members of the parish council and it would then be considered for adoption in June 2023.
9.0 Playing Field
(9.1) To discuss/update regarding damage to playing field equipment
The double swing on the playing field had suffered what appeared to be severe mower damage to one of the leg uprights. The swings have been removed and the leg taped as a safety precaution. The Clehonger School, who commission the mowing service provider, had been informed about the situation. The parish council reviewed their options and the matter would be progressed. A quotation for a replacement swing, like for like, had been obtained and would be circulated separately for information.
(9.2) Update on recent Coronation Event
The event had been a fantastic success. Congratulations and big thanks to all involved in making the day memorable. Cash had come in to be banked (£224.55). Reductions had been made to the Wye circus and Mega bounce invoice accounts due to variations of provision on the day. More volunteers were needed for future events and idea.
10. Planning.
To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
There was one new application (in two parts) to be considered this time.
APPLICATION NO & SITE ADDRESS: Planning Consultation – 231062 – Home Farm, Belmont Road, Herefordshire, HR2 9RX
DESCRIPTION: Proposed development of 8 dwellings incorporating the conversion of two traditional barns into four dwellings and four new dwellings, garaging, access alterations, drainage and landscaping.
GRID REF: OS 348725, 238192
APPLICATION TYPE: Listed Building Consent
Plus for the same application: Number 231061 for Planning Permission
The parish council considered the application and resolved to object to the proposals based on the volume of traffic and access concerns on a busy main road.
11. Church matters
To receive any update on matters relating to the Church
No update this time.
12. Parish roads and footpaths, trees and land
12.1) To note any defects to be reported to Balfour Beatty
Ongoing issue of works required on Birch Hill and Birch Hill Road.
Footbridge on Clehonger to Eaton Bishop footpath was requiring attention, and had been reported.
12.2) To consider any issues in relation to footpaths
The footpaths were advised to be in “reasonable working order.”
12.3) To put forward work for the Lengthsman
To strim and clear the pathway around the end of Birch Hill Road. To undertake refurbishment of the map near the church once the new map had arrived.
10.4) To receive any update regarding trees
Alan Morgan advised that the birch tree that had been planted on the playing field had died. The lengthsman would remove this and dispose of it. Alan would look into a possible free of charge replacement. There would need to be co-operation and planting would not take place until, at the earliest, in the autumn.
13. To consider any matters relating to speeding in the village
The Speed Watch Co-ordinator updated regarding the number of times that the speed van had been in the village. The level of the speeding problem was warranting a higher level of response than community speed watch. The monitoring of the speed van had seen “5 speed monitoring visits in a 6 to 7 week” interval. Motorcycle operatives would also undertake speed watch and could be more flexible with siting.
In regard to the speed indicator device for near the Seven Stars, the Ward Cllr was in contact with Bruce Evans in regard to setting up a “Zoom” call.
14. Information and correspondence
(14.1) To note Information and Correspondence sheet
Talk Community bulletins
Election correspondence: Election bulletins and updates – stop press – David Hitchiner has been re-elected as the Stoney Street Ward Councillor
(14.2) To receive any update from the Ward Councillor
The Ward Cllr advised about the outcome in terms of numbers of seats held by various parties etc. following the May 2023 elections. Councillors would be looking to form a cabinet and the “line-up” would be determined at the first full council meeting (Annual Meeting) of the newly elected, and re-elected, council members on 19th May 2023.
(14.3) To consider circulation of information gathering questionnaire to residents
This would be progressed at a Working Party Meeting to be held on 31 May 2023 from 7.30 pm at the Village Hall. Clerk to send invitation to the Working Party members.
15. Matters to be raised on the Agenda of the next Meeting
All of the usual matters would be included. Also adoption of the Code of Conduct 2023 and survey questionnaire update.
16. Reminder of dates of future meetings
The next Meeting of the Parish Council would be held on Wednesday 14th June 2023, from 7.30pm, at the Clehonger Village Hall.
The Meeting closed at 8.59 pm.