Minutes of the Parish Council Meeting of Clehonger Parish Council held on 17th April 2024 from 7.30 pm at the Clehonger Village Hall
NB- The minutes are “draft” until ratified at the following parish council meeting.
Present: J Jones, K Langdon, J Gardiner, W Watkins, C Protherough, N Rider, A Davies (in the Chair), and C Forbes
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner and four 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
Cllr A Davies (in the Chair) welcomed everyone to the April meeting. A report had been received, from West Mercia Police, to say that some items of value had been taken from an unsecured car parked in Birch Hill Road.
2. To receive Apologies for Absence
There were apologies for absence received from Cllr J Whittal and the Tree Warden Alan Morgan.
3. To note Declarations of Interest
There were no declarations of interest made.
4. To approve Minutes of the Parish Council Meeting held on 20th March 2024
The Minutes of the Parish Council Meeting held on the 20th March 2024 were approved. Cllr Rider asked for a note to be made regarding a comment made by the Ward Cllr at the March Meeting. Cllr Rider had noted that the Ward Cllr had said that the playing field had been gifted to the parish by the then Herefordshire District Council, local authority. It was confirmed, by the Clerk, that the parish council had, in fact, purchased the playing field from the then local authority in 1960 for a sum of £425.00. The Ward Cllr did not recall having made the comment, but apologised in case he had caused any confusion.
The Vice Chair did remind councillors to please raise any queries about what had been said, or not said, in the minutes ahead of their publication to the website.
5. Finance and Policies
(5.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (April)
Expenses £102.51
Clehonger Village Hall (Hall hire x 2 meetings) £28.00
Resolved: The bank balance was noted at £41293.42 as at the 8/03/24 bank statement date total, with £224.45 of this total ring-fenced to the playing field. April statement had not arrived as at the meeting date.
5.2) To consider membership of HALC (Herefordshire Association of Local Councils)
The Parish Council discussed the possibility of rejoining membership of HALC. The council had previously been members. Some of the councillors felt that at would be beneficial to have a point of contact to obtain advice, when required. After discussion it was put to a vote and the vote was 5 to 2 in favour of rejoining HALC with the proviso that the price would be looked at, before approval, also. The Clerk would request an invoice for circulation and consideration.
5.3) To discuss the Annual Parish Meeting as held in May (any changes to format). The Vice Chair read out a list of particulars, regarding the Annual Parish Meeting, as follows:
• The Annual Parish Meeting is not a Parish Council Meeting. The Local Government Act states that every parish must hold a Parish Meeting once a year.
• This meeting must be held between 1st March and 1st June and proceedings must not begin before 6pm.
• If there is a Parish Council the Chairman of the Parish Council (or vice-chair if the Chairman is unable to attend) must preside.
• If there is not a Parish Council then a Chairman is elected by the meeting itself.
• The Agenda is a standard agenda, to give reports on the business of the last 12 months.
• The Parish Council reports to its electorate on its activities over the last year and there are usually reports from County and District Councillors and perhaps from any voluntary or local community group.
• It is also an opportunity for parishioners to question people and organisations on any issues relating to the village.
• As the Annual Parish Meeting is not a parish council meeting it is not conducted in the same way, or governed by the same rules as a parish council meeting.
• Members of the public are permitted to make statements on relevant matters during the meeting.
• Any resolutions passed do not bind the Parish Council.
After discussion, parish councillors expressed the preference for the Annual Parish Meeting to be held on the same night as, and ahead of, the Annual Statutory Meeting. The councillors would be free to invite any interested parties to come and participate, along the guidelines as detailed in the paper read out by the Chair. The usual advertisement of the meetings would be carried out in a timely manner.
6.0 Playing Field
(6.1) Update on matters relating to the playing field
A small section of the playing field hedge along Gosmore Road had still not been cut. The contractor, who had been undertaking the cuts, had advised that he no longer wished to do the hedge cutting. Cllr Rider advised that he had a contact that may be able to take on the hedge cutting role, going forward, and he would make contact with the person.
The dog waste bin on Poplar Road was very well used and frequently found to be overflowing. It was agreed that a second bin should be put forward for the area. A pro-forma invoice would be requested for a further dog waste bin, for approval at the May Meeting.
It was noted that the emptying service needed to be kept to a two week interval to help avoid overspills. The Clerk advised that she had discussed this with the contractor.
The parish council agreed to have the annual playing field inspection carried out, as in previous years.
6.2) To consider the request, under the Highways Safety and School 106 package, in regard to access to the playing field through an opening in the hedge off Gosmore Road
The parish council had been copied into a power point presentation of suggestion options for the playing field 106. This had been assembled after the Ward Councillor had requested further information, in particular about the potential loss of car parking spaces outside the school as a result of the suggested entry point. The presentation contained suggestions over the amalgamation of the grants for offsite play (field) and the (school) Highways safety. The overall budget would therefore be £292,746.92.
The parish councillors had looked at the ideas. The walkway around the perimeter border was dismissed due to potential issues with mowing, hedging, upkeep and access to buried services. Concern was also expressed about people passing one another on the path if mobility scooters etc. were on there.
The raised table platform hump was sited as a possible hazard for people with spinal injuries, or conditions where bumps may aggravate their discomfort. The survey results of resident’s wishes etc. had not been evaluated and would need to be considered in any plans for the field. The perimeter fence possibly needed replacing and this was not in the suggestions on the slides. There was considerable concern about the entry point through the hedge as it would constitute an uncontrolled crossing and may lead to children rushing across the road and being knocked down. It was not thought reasonable to use 106 funds to renew white lining markings etc. as these were felt to be a highways general maintenance expense. The parish council emphasised that the ongoing maintenance of any installations, fitness equipment etc. would need to be a consideration in the choices made. The Ward Cllr would take the comments back to the 106 Team.
7.0 Planning.
7.1) To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
A planning application had been received, on the day of the meeting, as follows:
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 details would take 24 hours to appear on the website of the planning authority and insufficient time had been available to review the proposals ahead of the meeting, so the Clerk would request an extension to the date for comments.
7.2) To hear an update in regard to 106 funding and the survey
The survey had closed and the results were in. Cllr Gardiner advised that the results were being collated into a document for review. There had been 78 responses via the online survey and quite a number of additional paper copies too. More details would be published, once the information had been circulated and considered.
8.0 Clehonger Welcome Packs – to update (as applicable)
Further details on the welcome packs would be available at a future meeting.
9.0 Parish roads and footpaths, trees and land
9.1) To note any defects to be reported to Balfour Beatty/Lengthsman
Ongoing issues, as had been previously reported. There were, allegedly, over 7000 defects on the books countywide and satisfactory repairs were awaited.
9.2) To consider any issues in relation to footpaths
The Footpath Officer advised that the footpaths were still very water logged. He advised that he would be checking the paths, as they dried out.
9.3) To receive any update regarding trees
The Tree Warden had sent his apologies for absence. No new information about the local trees.
9.4) To consider possible daffodil bulb planting
Cllr Protherough advised that a local resident, who has previously been interested in carrying out a bulb planting initiative, was no longer able to do so but she asked if the parish council would consider leading a planting project. The aim would be to purchase bulbs, in bulk, and plant them at various locations. The locations would be agreed with any local land owners of prospective sites. Some suggested sites were on the verges along the B4349 and at the Lazy (Lousy) Oak junction verges plus some in the long stretch of grass along Poplar Road. Cllr Gardiner also suggested the idea of gifting bags of bulbs for residents to plant where they felt the bulbs would be beneficial for a daffodil display. These ideas would be on the July Agenda for discussion and possible progression, with planting of the bulbs from September being desirable. Cllr Rider agreed to investigate bulk bulb purchases as he knew of a possible source.
10.0 The Lengthsman Contract, Bin Emptying and Litter Pick
10.1) To consider appointment to the Lengthsman Contract
Cllr Whittal was making contact with the Lengthsman. The contract needed to be signed with Herefordshire Council (in May Meeting) and any works and rates would need to be identified for the Annual Maintenance Plan – if any grant funded works were to be carried out.
10.2) To confirm litter pick – 20th April 2024
The litter pick would take place on Saturday 20th April. Meeting at the playing field from 10.00 am and picking until 12.00 noon. Kits had been reserved and Cllr Whittal would be collecting these ahead of the pick. Refreshments would be available on the playing field and as kindly provided by CAN. Once picked, the bags would be placed at a suitable collection point for picking up by Balfour Beatty. They would be notified of the location and the number of bags to be collected (contact 01432 261800).
11.0 Community Speed Watch
The speed monitoring van had been in the village that evening. Enquiries to the Locality Steward to arrange a site visit had been referred back to the Herefordshire Council. It was agreed that the working party would seek to obtain a pro-forma invoice to progress the purchase of the SID and they would also look at the procurement of a contractor to fit it. They would also enquire about the acquisition of a street works licence.
12.0 Information Sheet, Correspondence plus Ward Councillor Report
12.1) To note Information and Correspondence sheet:
Herefordshire Council:
Talk Community bulletins
Consultation on a new Local Transport Plan for Herefordshire, details at:
www.herefordshire.gov.uk/ltp
Consultation on the Draft Local Plan 2021 – 2041 (Regulation 18) Consultation, more details at:
https://hlp.commonplace.is/
The consultation runs from 25 March 2025 until 20 May 2025
E mail from Karla Johnson re NDP
“As you will have seen, the Local Plan Regulation18 Draft Local Plan consultation has now gone live.
As part of the Local Plan consultation the Strategic and Neighbourhood Planning team is offering bespoke meetings with Parish and Town Councils to discuss any queries you may have with regards to your Neighbourhood Development Plans.
These will be held either in our Plough Lane Offices or online from week commencing 8 April. Below are the meeting dates:
Monday 8 April;
Tuesday 9 April;
Monday 15 April;
Wednesday 17 April;
Thursday 18 April;
Friday 19 April.
Timeslots are bookable and allocated on a first come first served basis and will be 45 minutes long. If you would to meet in person there will be a limit of two people per Parish Council. This is due to space constraints in Plough Lane.
If you would like to book a timeslot to meet with members of the Strategic and Neighbourhood Planning teams to discuss your NDPs please reply to ldf@herefordshire.gov.uk stating your date preference and also whether you would like to meet in person or online. Please could you also give us the name and contact details of all people who wish to attend the meeting.
If you cannot make any of these dates we may be able to accommodate meetings on a case-by-case basis.
If you have any questions regarding the meetings please get in touch with ldf@herefordshire.gov.uk
Best wishes
Karla
Karla Johnson MRTPI
Principal Neighbourhood Planning and Design Officer
Strategic and Neighbourhood Planning team”
12.2) To receive any update from the Ward Cllr
Ward Cllr David Hitchiner was in attendance at the meeting. The Ward Cllr advised that the residential caravan park that had been installed at a site on Stoney Street was undergoing assessment regarding possible action, by the legal team at Herefordshire Council. There would be an extraordinary meeting of Madley Parish council on the 24th April to discuss.
The Ward Cllr advised that the flooding on the B4352, near to Marsh Farm, had been sorted out, by volunteers who had opened up the pond adjacent to the road and retrieved an obstruction (log) from the drainage pipe. The road had also been repaired. Further jetting was required.
The plan to press ahead with the Southern Link Road and the Western Bypass were noted. There may be changes required to the proposed roundabout on the A465 and also some of the bridges may need to be increased in height. Significant changes to the plans may be required and the question was asked about the requirement for a possible revised application. The AECOM analysis of traffic movements had predicted marked increases in traffic movements through villages such as Clehonger and Kingstone as a result of the roads being built. The anticipated reduction in travel time, along the Belmont Road, was advised by the survey, to be very minimal in terms of seconds.
There had been a new Director of Children’s Services appointed to take up the role from July 2024. She would be on a nine month contract and was coming from Worcester.
There would be a Police and Crime Commissioner Election held on May 2nd. There were vacancies for poling clerks available.
The Tricas housing development site in Clehonger was still inactive. No new building contractor had been found to date. The situation regarding the huge mud pile at the rear of the site had been highlighted to the Stonewater Director.
Legal action was be taken by local groups against the building of the Lidl supermarket on the Three Counties Hotel site.
12.3) To discuss the volume of e mails received
A large number of e mails were received. The Clerk tried to filter out nuisance mails and only send items of possible interest. There were a lot of items sent. If something was particularly important the Clerk would try to flag this and had in fact done this in the days prior to the meeting with the 106 presentation slides. It was agreed that if anyone wished to submit a parish council specific e mail address for council mail then this could be used instead of potentially overloading a personal e mail account.
13. Matters to be raised on the Agenda of the next Meeting
All the usual matters would be included. This would include the Annual Parish Meeting. Please invite those groups or individuals who you believe would like to contribute to the evening, or interact with others in the parish, ask questions or make suggestions.
14. Confirmation of date of next Parish Council Meeting
The next Meetings of the Parish Council, the Annual Parish and the Annual Statutory, would be held, consecutively, on Wednesday 22nd May 2024, from 7.30pm, at the Clehonger Village Hall.
The Meeting closed at 9.05 pm.