Minutes of the Parish Council Meeting of Clehonger Parish Council held on 15th November 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, and A Davies
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner, and Lengthsman Paul Wright plus three members of the public.
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 November meeting.
No matters were raised during the Open Session.
2. To receive Apologies for Absence
There were apologies for absence received from Cllr N Rider and Cllr C Forbes plus the 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 18th October 2023
The Minutes of the Parish Council Meeting held on the 18th October 2023 were approved with an amendment regarding the mention concerning the village hall kitchen, viz: Removed “Colour coded chopping boards were a requirement and a steel surfaced preparation area for food.” This now reads: “The Hall Committee were updating some of the equipment”. This change had been advised on the day of the meeting. The Chair reiterated the need to check the minutes, for any proposed changes, ahead of publishing to the website.
5. Finance and Policies
(5.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (November and December)
Expenses £28.26
HMRC £241.80
Longfield Services (Bins – Oct – Nov) £231.10
Eyelid Productions (June – Nov web services) £180.00
Mrs F White (playing field inspection 2023) £62.50
Hereford Christmas Trees Ltd (village Christmas Tree 2023) £120.00
Education Property Partnership Ltd (keys for playing field lock) £21.60
Herefordshire Council (election recharge) £176.53
Belmont Country Park Supporters (donation agreed) £200.00
Resolved: The bank balance was noted at £49410.03 at 10/10/23 statement date total, (no new statement received at time of meeting) with £224.45 of this total ring-fenced to the playing field.
Note re playing field padlock keys: The playing field padlock keys invoice was agreed to be paid and a playing field padlock key would be kept by the chair of the parish council and a set would be kept in the secure key cupboard in the Clehonger Village Hall.
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 confirmed.
5.3) To confirm the precept request for 2024 – 2025
The precept was discussed and the reserves held at bank were noted. The parish council resolved that the precept request for 2024 – 2025 would remain at £22800.00. The Clerk would confirm the precept request to the Herefordshire Council.
6.0 Playing Field
(6.1) Update on matters relating to the playing field
The Clerk confirmed that the replacement swing had been installed. The adjustment tool would be chased up.
(6.2) Update on play equipment box and contents
The clerk had contacted the school and they would publish the whereabouts of the box and contents via school newsletters. The information would also be in the Welcome Packs.
(6.3) To discuss the playing field report
The playing field report was deemed to be “okay”. There were no matters of urgent attention raised.
(6.4) To confirm details regarding the Christmas Tree Event on the playing field
The date of the event was the evening of 1 December 2023. Mr Jones would set up the tree, and affix the lights, on the 24 November. The Chair would collect the tree in time for the 24 November. The payment cheque for the company supplying the tree was taken by the Chair. The Chair would also bring the parish tree lights from storage to the playing field for fitting.
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 (on site or online, as applicable)
Cllrs Whittal and Gardiner, plus Jennifer Hilton Trout of the Herefordshire Council 106 Team had met at the playing field for a quick catch up. There would be a questionnaire in the new year and a Section 106 Meeting of the councillors would be held on 24th January 2024 at 7.30 pm in the hall. An invitation to this would be sent nearer the time.
A question was asked about the development site on the Kingstone Road which had appeared to have been halted. It was confirmed that there were “no issues” but that the building had been held back for “statutory permissions.” Activity on the site had recommenced. This information was conveyed via the Ward Cllr.
8. Clehonger Parish Church – to hear any update on church related items
Cllr Whittal advised that there was to be a meeting of Clehonger Church Friends on 29 November 2023 at 2.00 pm in the Church. The possibilities and practicalities of developing and maintaining the church building would be discussed with representatives of the Diocese. The Chair advised that donations toward churchyard mowing could now be considered, subject to request. This followed a new interpretation of the statute. HALC had not yet revised their advisory on the topic.
9. Clehonger Village Hall – to hear any updates on hall and activities
There had been letters circulated to promote the Clehonger Tots Group. Numbers at the group were advised, by a village hall representative, to be improving.
The upgrade to the toilet facilities would be going ahead as soon as possible.
The Chair of the Village Hall Committee advised that there had been some changes to the gas energy contract for the Hall and this would mean increased costs throughout the contract period. The committee were looking at making economies and taking measures to try to conserve energy.
10. Parish roads and footpaths, trees and land
10.1) To note any defects to be reported to Balfour Beatty
The condition of the whole of Birch Hill Road was noted, again, and with the blockages to the drainage systems along the road caused by the road surface disintegrating.
The overgrown hedges at Croft Road had been acknowledged by Herefordshire Council/Balfour Beatty as being their responsibility and were now scheduled to be cut back.
10.2) To consider any issues in relation to footpaths
The Footpath Officer Cllr Forbes had sent his apologies. Mention was made about a previous footpath suggestion running from the Clehonger Church across the fields to Belmont. This had previously been negated. The Footpath Officer had formerly advised that he would be walking the footpaths and would report back in January.
10.3) To put forward work for the Lengthsman and discuss new appointment
The lengthsman was in attendance at the meeting and the parish council thanked him for all of his work over the years. They kindly presented him with a leaving card and gift. The Lengthsman wished the parish council all the best for the future. He would carry out the bin emptying until the end of November (2 x runs) and also the agreed fencing repairs at the playing field and the strimming of the area around the notice board by the Clehonger Church. The advertisement had gone out for a new Lengthsman. The Clerk would also repost the advert on the Clehonger Forum Facebook page. More details about the post in 10.4)
10.4) To discuss emptying of the bins (x 9) from the 1 December 2023
Enquiries had been received about the post. The vacancy would be held until 30 November 2023. The Chair and Vice Chair would interview the potential candidate(s).
10.5) To receive any update regarding trees
The Tree Warden had sent his apologies for absence. No new information and no new tree issues had been reported.
10.6) To consider any matters relating to speeding in the village and any updates
An e mail had been sent to the Ward Cllr by Bruce Evans. Details circulated. There was Highways 106 funding available for road calming measures. It was suggested that Greg Speller could engage with a parish council working group on the topic. The Working Party would comprise, Cllrs Whittal and Davies plus the Community Speed Watch Co-ordinator Pat Nelder in liaison with Greg Speller from Herefordshire Council. It was resolved that the acquisition of a SID (speed indicator device) would be progressed and funded by the parish council, ahead of the 106 disbursement, as this was believed to be a priority that had already been waiting for some period of time. The Clerk would send the e mail from Bruce Evans to Pat Nelder for information. Pat would also send details regarding SIDs to the council.
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 advised regarding the dead hedging at the “Harpacre” site. Unfortunately the welfare of the hedge had not been part of the planning conditions and the developer could, therefore, not be obliged to remedy the damage to the hedge. The Ward Cllr said that there was a requirement for “planning officer training” and also that he was pursuing the replacement of the hedge at the “council’s expense.”
The water emanating from the building site out of a wall onto the road between Clehonger and Eaton Bishop should not be coming off the site. The Ward Cllr was looking into the situation as to where the water was going before the pipe was fitted.
The Croft Road hedges were being sorted out by Balfour Beatty.
The Library was being petitioned for the Maylords instead of the Shire Hall.
The capital program for the Herefordshire Council would be going before cabinet the following week.
The Childrens Services Department were not “going as fast” as desired towards the changes required, but they had won the right to stay under the control of Hereford and not as a Trust.
The Ward Cllr advised that he would be attending meetings with Leaders of Large County Councils. He gave an update on voting statistics for the local community, based on recent turnouts.
The Ward Cllr advised that he had been appointed as a Governor of the Clehonger Primary School.
The Ward Cllr advised that the Transport Hub Consultation officially ends on 16 November 2023.
11.3) To review the Welcome Packs – content details from Cllr Protherough etc.
Cllr Protherough had brought a hard copy of a specimen welcome pack to the meeting and she ran through the contents. There were a number of useful documents included, including information sheets. It was agreed that a specific meeting, with a working party, would be arranged in the New Year to consider the contents of the packs and if any refreshes were required to the information. A further meeting would be held to get ready for the large number of packs that would be required when the new development site was occupied, and also any additional packs for changes of house occupancy in the village. There was a thank you recorded to Cllr Protherough for keeping the packs going through lock down and beyond.
11.4) To consider bus service issues (lack of service)
Members were advised that there were gaps in the service timings for the buses ahead of the working/school day. This had led to people having to leave the outlying villages at sometimes very early times and wait around to enter workplaces etc. It was agreed that timetables would be better if fitted to accommodate shift patterns and school times etc.
12. Matters to be raised on the Agenda of the next Meeting
All the usual matters would be included plus the welcome packs working group and to set meeting date on this topic re compilation etc. To invite councillors to the 106 Meeting, for the playing field, on the 24th January 2024 from 7.30 pm in the Hall. NJC Pay Award and Increment for Clerk (effective 1/4/23)
14. Confirmation of date of next Parish Council Meeting
The next Meeting of the Parish Council would be held on Wednesday 17th January 2024, from 7.30pm, at the Clehonger Village Hall.
The Chair wished everyone present a very Happy Christmas.
The Meeting closed at 9.14 pm.