Minutes 19th February 2015

Minutes of Clehonger Parish Council Meeting held on 19th    February 2015 at 7.30pm at Innesfield Community Centre

Present: Cllrs C Tomlinson (Chairman), J Thorne, P Jeffree and C Protherough J Whittal (Vice Chair), A Morgan, J Hammond, G Walker and J Rider

In attendance:   Mrs A Wright (Clerk), Ward Councillor David Taylor, The Lengthsman Paul Wright and 12 members of the public.

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting. He introduced Mr Malcolm Walker from HALC and Mr Phillip Marshall, local ecologist, who had come to present details of proposals for planting on the Playing Field.


  1. Apologies for Absence

There were apologies from the Locality Steward and the PCSO from West Mercia Police


  1. Declarations of Interest

Resolved: Cllrs C Protherough, J Hammond and J Rider declared a prejudicial interest in matters relating to the Village Hall and Councillor Tomlinson declared similar in relation to Dore Community Transport.


  1. Open Session

The Open Session opened with the introduction of Mr Phil Marshall. Mr Marshall showed a presentation of slides and explained the suggestions for planting on the Playing Field. Broadly the idea was to cultivate a wild flower meadow, at the far end of the field from Birch Hill Road, and across the width of the field. The idea of developing the Playing Field had been born out of the Parish Plan and the grant conditions had shown a wish for there to be evidence of sustainability and bio-diversity. Mr Marshall would be working in conjunction with the Clehonger Primary School, and other volunteers, to provide the wild flower meadow and to restore and re-invigorate the planting in the existing flower bed, which may be reduced in size also. It was noted that a public footpath ran across the intended area for the wild flower meadow and this would need to be kept accessible. The overall plan for the strip across the field and restoration of a smaller front bed was proposed to the Parish Council and it was resolved to accept the suggested layout unanimously.

The second part of the Open Session centred on a paper entitled “Playing Field Terms of Reference”. Mr Malcolm Walker from HALC was introduced and took the Parish Council through the document item by item, obtaining acceptance after each clause. The Terms were necessary to safeguard the Parish Council’s position when ordering items, reclaiming VAT and to comply with the Parish Council’s Insurance Policy.


The terms of reference agreed were as follows:



Terms of Reference agreed at a Parish Council meeting on 19th February 2015


  1. The Playing Field Working Group is a ‘Task & Finish’ Working Group of the Parish Council and, as such, comes under the auspices of Parish Council Insurance.


  1. All members of the PFWG, whether Councillor or volunteer local resident, shall abide by the principles of the Parish Council’s ‘Code of Conduct.’


  1. The PFWG is a non-decision making body of the Parish Council:
  • All recommendations from the PFWG will be made in writing to the Clerk.
  • The Clerk will raise an agenda item at a properly convened meeting of the Parish    Council where a decision will be made and recorded in the minutes, unless:

3.2.1 The Clerk has delegated authority to take action (see item 6 below).


  1. The Parish Council will appoint an independent Project Co-ordinator to:
  • Oversee and ensure the smooth running of the project.
  • Liaise with and take instructions from the Parish Council (via the Parish Clerk) on all aspects of the project.
  • The Project Co-ordinator is not a decision maker and will refer all matters requiring a decision to the Parish Clerk for appropriate action (i.e. Parish Council Meeting or delegated powers).


  1. No individual Parish Councillor or local resident member of the PFWG shall involve him/herself directly with the project (e.g. by contacting contractors or grant-giving bodies) other than through the Clerk.


  1. The Parish Council will delegate responsibility to the Clerk to:
  • Act as sole authorising agent/point of contact on behalf of the parish council with:
  • The contractor(s).
  • All grant-giving bodies.
    • The Project Co-ordinator.
    • Pay invoices for goods delivered and work undertaken by the contractor, in liaison with the Project Co-ordinator.
    • Reclaim VAT throughout the project, as appropriate.
    • All delegated actions will be reported to the next Parish Council Meeting and recorded in the minutes.


The original document contained the title of Project Manager. It was proposed that this should be changed to Project Co-ordinator. There were four votes in favour of each title and the Chair gave a casting vote to the title of “Project Co-ordinator”. Local resident, Allen Alderman, was appointed to the role of Project Co-ordinator, proposed by Cllr Tomlinson and seconded by Cllr Protherough and it was resolved to confirm his appointment unanimously. It was also resolved unanimously to accept the Playing Field Terms of Reference and these were duly signed by the Chair.

The terms give the power for payments to be made between meetings if necessary. It was noted that the Parish Council should look at having a “Publications Policy”. All publications made on behalf of the Parish Council should go through the Clerk.

The Chair then thanked Mr Walker for his time and he and Mrs Walker, who had accompanied him, then left the Meeting.

The Open Session then continued with a presentation by a Mrs Janet Harris concerning her property, Pykeways in Allensmore, which had been found to be in the path of the proposed route for the Southern Link Road. The road proposal indicated that the road would go through approximately one third of the Harris’ garden. Mrs Harris stated that the family had not been advised of this. They had only discovered the position when attending a recent public consultation meeting held at the Three Counties Hotel. Mrs Harris had tried to make contact with Herefordshire Council but had not received anything more than an acknowledgement of e mail receipt to date. It was stated that the Ward Councillor and the Chair of the Parish Council had suggested the link road linking onto the Clehonger Road but they were unaware that it would go through the garden of “Pykeways”.  Following more information about protected species, such as bats and buzzards and also trees worthy of preservation, the Parish Council resolved that the Clerk should write to Mairead Lane at Herefordshire Council and ask her to attend a future meeting of the Parish Council, to convey the concerns of the Harris family to the senior officers involved, with the planning of the road, and to obtain some answers for the Harris family regarding the route and any encroachment on their garden. The outcome of this would be reported at the next Parish Council Meeting.

Church Road flooding issues were again raised. This was in the hands of Linzy Outtrim and Balfour Beatty to progress a solution to the drainage issues following a survey of the site affected.

The perennial problem of dog fouling was also raised and the comment was made that parents are taking their children to play in Kingstone as it is believed to be “cleaner”. Sixteen piles of faeces had been counted, by one resident, on the field on one visit. New signs had been displayed with a stronger message than the previous ones and with a contact phone number for people to report offenders. It was hoped that people would try to clean up after their pets and thus avoid further enforcement action.

  1. Brief Verbal Reports:

5.1 Local Policing Team. Bulletins circulated. Not present

5.2 Ward Councillor.  Ward Councillor Taylor reported that the Herefordshire Council had funding available to help pay for rural transport. This would be used for certain buses, principally Friday and Saturday evenings. Cllr Taylor asked the Parish Council to write a letter of support for routes 449 and 39 in terms of buses going into Hereford at around 19.00 and returning from Hereford, to the villages, at around 22.30 to 23.00. The request for this was to be sent to Paul Rone, Transport Member, before the following Tuesday 24th February. The Parish Council resolved that the Clerk should action this request.

5.3 Dore Community Transport. Cllr Tomlinson did not have any further update for the meeting

5.4 Friends of Clehonger Parish: Not present

5.5 Broadband Champion: Not present

5.6 Church: No update

5.7 Clehonger Primary School:   Cllr Whittal reported that the new pre-school care service, Little Gems, would start up from 13th April 2015.

5.8 Village Hall:  Meeting arranged for 27th March 2015 at 7.00pm

5.9 Lengthsman: The Lengthsman updated the meeting regarding actions taken. This included actions regarding gullies, grips and litter disposal. He outlined details of the Lengthsman Evening Meeting attended on 3rd February, and stated that his insurance cover had been altered to specifically cover the lengthsman duties undertaken stating roadside and highways works. There would be changes to working on B roads and permission would be required from the Locality Steward of Balfour Beatty for this. There would be a requirement to look at works required, on the B roads, and scope out a plan for these.


  1. To approve minutes of the Meeting held on 15/01/15

Resolved: – The Minutes of the meeting, held on 15th January 2015 were approved by the Council and then signed by the Chairman


  1. Clerk Update on Action Items

The Clerk updated the meeting on actions taken including work carried out on the Playing Field development. There was also an update on the Lengthsman presentation attended on the 3rdFebruary at the Balfour Beatty offices in Rotherwas. It was noted that the Clerk was being asked to provide retrospective invoices to claim the final grant for the year. This was an alteration to the current practice and was considered to be somewhat unreasonable due to the work involved in matching invoices up. The Ward Councillor asked the Clerk to write to him with details of this which he would then investigate.


  1. To note correspondence

The Clerk advised re some of the correspondence received from HALC, Herefordshire Council and others including Elections information and Playground Inspection Offer from Herefordshire Council. Following discussion, it was resolved to accept the offer regarding the inspection and the Clerk would confirm with Herefordshire Council that this should be undertaken when the new equipment was installed. An inspection certificate is one of the requirements of the Grant provision.

  1. Finance

9.1 Resolved: The following list of payments were approved:

Mrs A Wright   (salary £531.48 mileage £29.16, parking £3.30 phone £14.58)                                                           £578.79

The Post Office (Tax)                                                                                    £12.60

Longfield Services (P3 Project)                                                                    £1322.20

Herefordshire Housing (Room hire)                                                                 £16.00

Herefordshire Council (Planning apps)                                                             £36.00

Total           £1965.59

9.2 Resolved: The bank balance was noted.


  1. Planning

There were two new planning applications to consider:


APPLICATION NO & SITE ADDRESS: P150199/F – 2 Gardiners Oak, Poplar Road, Clehonger, Hereford, Herefordshire HR2 9SW 
DESCRIPTION: Proposed change of use of land to provide additional residential curtilage(Retrospective)
APPLICANT(S): Mr J Collins 
GRID REF: OS 344578  237305 

This application was supported by the Parish Council

SITE: Land adjacent to Garnom Bungalow, Clehonger, Herefordshire, HR2 9SY
DESCRIPTION: Outline permission for the erection of three dwellings        
APPLICANT(S): Mr & Mrs Lewis
GRID REF: OS 345131, 237146
APPLICATION TYPE:WEBSITE LINK: Outlinehttp://www.herefordshire.gov.uk/searchplanningapplications


Clehonger Parish Council comments on application P142443/O would be advised to the Clerk by the Planning Working Party.


  1. Village Matters

A continuation of flooding issues at the crossroads of Birch Hill Road and Gosmore Road in spite of jetting was reported. The drains would require jetting again. It was commented that traffic counter wires had been seen on Poplar Road although the reason for them was not known.


  1. Neighbourhood Plan and Parish Plan – to receive any updates

The Neighbourhood Plan would be progressed and Cllr Hammond kindly offered the use of her home for meetings if required.

The Parish Plan had been completed, printed and the vast majority had been delivered at the time of the meeting. A huge vote of thanks to all who had been involved in the Parish Plan was recorded. There would be a drop in for the public to come and share their views regarding actions and priorities from the Plan on 28th February, at the Innesfield Community Centre, between 11.00 and 16.00.


  1. Playing Field update on fundraising and development

The overall total raised in all areas was now circa £59,000.00. The Playing Field Working Group had ratified the final product list to be purchased at their meeting on the 18th February 2015. This list would be subject to confirmation of suitability from Veolia (Grant funder of £40,000.00) plus final “tweaks” from the supplier.  Once the majority order had been placed, the Awards for All funded products would be funded via the return of VAT plus the balance in the account. The purchase of the required grass matting to go under some of the equipment would be handled separately.  The total calculations indicated a risk to the Parish Council of circa £4000.00 if the VAT was not received in time to place a further order and this was described by Cllr Jeffree. It was proposed by Cllr Protherough and seconded by Cllr Jeffree that the Parish Council be requested to underwrite the £4000.00 and assist with cash flow, if necessary, from their reserves. The motion was resolved unanimously.


  1. Brief Reports from Footpath Warden, HALC Rep, Village Hall Rep and Tree Warden

Footpath Warden:  The Chair reported that some rubbish had been dumped at the top of Birch Hill Road and he and Mrs Tomlinson had removed and bagged this for collection with the municipal rubbish.

HALC Rep: The rep reported that the last meeting had been poorly attended. A booklet on affordable housing had been passed to the Clerk for information. One Parish, out in the Mordiford direction, was building their own affordable housing.

Village Hall Rep: No further update

Tree Warden: No update re tree audit at present. Follow up on the hedgerow had found that the cutting back had not been handled sensitively. A call to, and examination by, the Environmental Department Representative had confirmed this. It was hoped that the hedge would revive.

The tree rep would be discussing the two ancient oak trees behind the property known as “Pykeways”, with the Harris family, as regards Tree Preservation Order (TPO) requirements.


  1. Items for next Agenda (no discussion)

Items as usual plus Lengthsman Contract, feedback from Parish Plan Meeting,

Southern Link Road, Pykeways and Mairead Lane, bus request


  1. Reminder of dates of future meetings

The next Meeting will be held on Thursday 19th March 2015, at 7.30pm, at the Innesfield Community Centre.


The Meeting closed at 9.25pm