Minutes 19th March 2015

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

Present: Cllrs C Tomlinson (Chairman), J Thorne, C Protherough, A Morgan, J Hammond and J Rider

In attendance:   Mrs A Wright (Clerk), Ward Councillor David Taylor, Ward Councillor Adrian Bridges, Ted Bannister from Herefordshire Council Neighbourhood Planning Team,  the Lengthsman, Paul Wright, and 7 members of the public.

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting. He introduced Ward Councillor Adrian Bridges and Ted Bannister from the Herefordshire Council Neighbourhood Planning Team.


  1. Apologies for Absence

There were apologies from Cllrs. Walker, Whittal and Jeffree plus the Locality Steward


  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 was preceded by the introduction of Cllr Adrian Bridges. Cllr Bridges outlined the position regarding the two large planning applications currently in for Clehonger. These applications were identified as being firstly, Gladman and secondly, Gosmore Road/Seven Stars. Reports had been commissioned regarding the sewerage and additional houses at the Gosmore/Seven Stars site. No decisions would be taken currently due to the “purdah” rule in force around election times. There were issues around the Gladman site in terms of access and highway safety. No sewerage report had been commissioned for this application, however. Neither application would be looked at until after the election. Both were deemed highly contentious and had received large numbers of objections. Independent reports on sewerage and water would be considered and Welsh Water has objected to both applications on capacity grounds. A precedent for the rejection of similar developments has been set in Cheshire on these grounds.

Cllr Bridges then left the meeting at 7.40pm and the Chair introduced Mr Ted Bannister from the Neighbourhood Planning Team at Herefordshire Council.

Mr Bannister addressed the meeting and explained that Clehonger had designated their desired Neighbourhood Plan area and had incorporated a part of Allensmore Parish in this. This had been done and published towards the end of 2014. He went on to explain about new funding packages that were available and funding workshops to help with applications. He also kindly agreed to assist in this where possible. No public consultations would be taken over the period of “purdah” due to the forthcoming elections. Some modifications to the Core Strategy made following the inspection may need to be incorporated into any plans coming forward. Further training sessions would be arranged based on feed back received and information would be published via the Council’s website. Housing allocations and what homes would look like were all considerations for the Plans to be formulated.

Mr Bannister again offered support for grant funding applications and left the meeting at 7.50pm.


The Open Session proper for the public then commenced and an update was heard regarding the situation of the link road and “Pykeways”. The Clerk had written to Mairead Lane, as requested by the Parish Council, and had received a response. Mrs Harris had heard from the Planning Consultants, Price Brinkerhoff, who had previously disputed that the road was actually going through the Harris’s garden. Mrs Harris had written to all of the Planning Committee Members, and the Scrutiny Committee, and had received a lot of response regarding the way in which the situation had been handled. Ward Cllr Taylor had asked questions of the Cabinet and they had stated that they would be talking to the Harris family. No-one from Highways has approached the family to date. On Monday 23rd March the Harris’s would be meeting with Richard Ball of Herefordshire Council and Cllr Philip Price would be present also. Ward Cllr Taylor also offered to attend this meeting. The Harris’s would let him know if they wished him to do so. Mr Ball had said that there was no “oversight” regarding the property and that the “phasing of commissioning had been carried out appropriately.” Some clarification was sought as to the dimensions of the garden at Pykeways. The reply was that it was circa two thirds of an acre and that potentially one third of this would be taken to construct the proposed road. The road would run approximately 50 metres form the house based on the current proposal.

PCSO Witcher entered at this point 8.00pm.

The Harris’s explained that they would be seeking to take legal action. They were not at all happy at the potential for the loss of one third of their property. There had previously been directives about the trees at the property and the householders had been advised that they must replace like with like. This now seems incongruous regarding the potential removal of trees under any planning application requirement that may be made.

The suggestion was made that the matter be referred to the MP, Jesse Norman, by the Parish Council and some answers sought to the situation. The Clerk would write to the MP, on behalf of the Parish Council, in this regard.

The final comment made was that the belief was that the SC2 route had been decided with “inaccurate information”.

The Open Session then closed.

  1. Brief Verbal Reports:

5.1 Local Policing Team.  PCSO Witcher was present and updated the meeting regarding scams around alarm systems including provision of a warning poster for the Hall. She also highlighted an event where people could take their property to be security marked. This would be held at Peterchurch Police Station on Thursday 26th March from 11.00 am to 12.00 noon. The “Smart water” system would be in use plus an overt marking system clearly visible on the items.

PCSO Witcher also advised regarding a Rural Crime Forum to be held at New Barns, Duchy Estate Office in Dewsall on Monday 30th March. The Police Commissioner would be available to give a briefing and receive comments. Crime trends were reported as being “not too bad lately”. A “fortune” teller who had been knocking on doors had been said to be “harmless”.

Complaints about dog fouling were again raised and the move to a stronger form of poster presentation was commented with contact numbers for reporting offenders. Registration numbers would be taken and witness statements would be required but it was noted that something would have to be done due to the large number of fouling incidents occurring on the playing field. People would be vigilant and try to obtain evidence of who was responsible for not clearing up after their pet(s).

The PCSO left at this point 8.15pm.


5.2 Ward Councillor.  Ward Councillor Taylor reported that the Herefordshire Council were going to reinstate the Friday and Saturday evening bus services. This would be starting again “shortly”. The Ward Councillor thanked the Parish Council and vice versa for pushing for the reinstatement. He commented on the four house application at Glaswynt, Clehonger which was not going to impact on the Gladwyn proposed site, next door to it, in terms of sewerage disposal as this would be managed through a system onto its own field. It was noted that a new bus shelter was being constructed in Broad Street, Hereford by a raised pavement.

5.3 Dore Community Transport. Cllr Tomlinson advised that the Berlingo purchased to use as an additional vehicle had suffered a calamity but was still on the road. It may be “written off” by the insurers, however.

5.4 Friends of Clehonger Parish: Not present but it was reported that the Meeting had Chair had experienced a difference of opinion and that the Chair had resigned. A new chair was therefore needed. There would be a meeting held on 23rd March. The grass matting fund money for the playing field project had been resolved.

5.5 Broadband Champion: Not present, but it was noted that the new system was available for people to sign up.

5.6 Church: No update

5.7 Clehonger Primary School:  Not present

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

5.9 Lengthsman (including contract): The Lengthsman updated the meeting regarding actions taken.

  1. To approve minutes of the Meeting held on 19/02/15

Resolved: – The Minutes of the meeting, held on 19th February 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 matters relating to the Playing Field. The Clerk had been completing a number of forms as required by Balfour Beatty, plus attending update meetings and reclaiming VAT on invoices plus grant monies outstanding to the Council. The Parish Plan Grant funding had also been successfully reclaimed.


  1. To note correspondence including an update re Southern Relief Road and Pykeways plus fly tipping signs/camera request for Church Road

The Clerk advised re some of the correspondence received from Herefordshire Council including the Election Packs and the precept payment plus correspondence concerning Pykeways from Mairead Lane of Herefordshire Council and from a resident from Church Road concerned about fly tipping. There had been a request for discussion of the provision of a camera at the Church Road pull in by the substation plus additional signage however the person requesting the items was not present to discuss.

  1. Finance

9.1 Resolved: The following list of payments were approved:

Mrs A Wright (salary £415.95, mileage £34.07, web course £11.25, ink £9.99)    £474.23

The Post Office (Tax)                                                                     £103.80

Information Commissioner                                                                £35.00

J & D Sanders (Playing field hedge)                                                 £198.00

Longfield Services (Lengthsman)                                                       £84.00

Sub Total                                           £895.03    

Parish Planning Payments

Calendar Lady Promotions Ltd (PP Printing costs)                               £540.00

Jan Jeffries (PP Refreshments M & S and Tesco)                                  £83.81

Carole Protherough (Ink cartridge)                                                     £33.87

Alison Davies (Ink cartridge)                                                              £67.90

PP Sub Total                                       £725.58

Grand Total                    £1620.61

9.2 Resolved: The bank balance was noted.


It was also noted that the price charged by Calendar Lady for the Parish Plan printing had increased from the amount originally quoted due to the inclusion in the Plan of additional photographs.


  1. Planning

There were a number of planning applications to report comments on and they were as follows:

1) In regard to the following application, the Clehonger Parish Council made the comment as below:

APPLICATION NO & SITE ADDRESS: 150523 – Beech House, Clehonger, Hereford, Herefordshire, HR2 9TQ DESCRIPTION: Proposed two storey rear extension APPLICANT(S): Mr & Mrs J Imber GRID REF: OS 344970, 237746 APPLICATION TYPE: Full Householder

No objections to this extension – support the application.

2) In regard to the following application, the Clehonger Parish Council made the comment as below:

APPLICATION NO & SITE ADDRESS: 150550 – The Acre, Church Road, Clehonger, Herefordshire HR2 9SE DESCRIPTION: Proposed external wall insulation to front and side elevations. APPLICANT(S): Mr Harding GRID REF: OS 346669, 237637 APPLICATION TYPE: Full Householder

Support the application.

3) In regard to the following application, the Clehonger Parish Council made the comment as below:

APPLICATION NO & SITE ADDRESS: 150331 – Land adjacent to Clehonger Village Hall, Clehonger, Herefordshire, HR2 9SL DESCRIPTION: Proposed hard standing and landscaping. APPLICANT(S): Mr M Rohde GRID REF: OS 345139, 237717 APPLICATION TYPE: Planning Permission

“It relates to proposed hard standing and landscaping- the access road is a hazard, onto Birch Hill Road and it appears to go over the village hall sewer. The Parish Council can only object on planning grounds but general concern over the applicants’ purpose for the site must be noted and to what the hard standing is for? There is much uncertainty with this application considering the past planning history of the site and more detail would be welcome”.

It was also noted that the retrospective planning application for Gardiner’s Oak 150199 had been passed.

  1. Village Matters and including bus services update

No further updates noted on Village or matters or bus services


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

Neighbourhood Plan was covered under the Open Session by Ted Bannister.

The Parish Plan grant funding had been secured and the Parish Plan had been printed and delivered “smoothly” throughout the parish. A meeting had been held on the 28th February and 25 people had attended to discuss the way forward for the Plan findings and initiatives. It would be important to address the identified issues and the Parish Council would be involved in this going forward after the May elections. A future date for a meeting to progress things was set for Thursday 11th June 2015 from 7.30pm at Innesfield.


  1. Playing Field update on fundraising and development

There would be a Whist Drive at the Village Hall on 7th April and a Race Night on 17th April. Coffee mornings were still raising £40 to £50 per meeting. The Playing Field Sub Committee would be “tweaking” the equipment layout at the meeting to be held on 30th March 2015. The Planting Project was underway and a session had been held on honey bees, bulbs had been potted up and meadow seed had been cast over the area appointed by children from the school whilst wearing their costumes for National Book Day. Plug plants to augment the seeding were also being sourced.

Alan Alderman, the Playing Field Project Co-ordinator, advised that the Kompan equipment should be delivered around the middle of April. It would then take several weeks to install it. There would be no heavy plant accessing the field from the road and the items were in kit form like a “meccano” set. Field accessibility will continue for the public with the works area being fenced off. A container will be placed for the storage of equipment. There may be marks left behind but no real damage or impact to the field should be experienced. Once all of the equipment was in place, the ROSPA inspection would be arranged and the certificate of safety issued. The issue of security was raised and the items would be under the responsibility of the contractors. The provision of lavatory and washing facilities, for the contractors, would be clarified. It was resolved, following discussion, to hold an Extraordinary Parish Council Meeting, following the Playing Field Steering Group Meeting, on 30th March 2015. The Meeting would be held from 7.00pm at Innesfield. The objective being for the Parish Council, as landlords of the Playing Field, to approve the final design layout, as proposed.


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

Footpath Warden: Footpath Warden reported that the budget had been overspent but that an important job down by the Pumping station had been completed.   Photographs of the completed works were shown and thanks were extended to Longfield Services who had undertaken the works.

HALC Rep: Not present

Village Hall Rep: No further update

Tree Warden: The Tree warden reported that she was trying to instigate tree preservation orders on the trees likely to be affected by the link road at the property known as “Pykeways”.


  1. Items for next Agenda (no discussion)

Items as usual plus update re “Pykeways”.

Electoral Packs were then distributed to all councillors present. Clerk would deliver packs to councillors who were not at the meeting. Any questions or issues regarding completion, or requirement for electoral roll numbers, may be addressed to the Clerk who would endeavour to assist, wherever possible.



  1. Reminder of dates of future meetings

The next Meeting will be held on Thursday 23rd April 2015, at 7.30pm, at the Innesfield Community Centre.


The Meeting closed at 9.10pm