Minutes of the Parish Council Meeting of Clehonger Parish Council held on 20th September 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, N Rider, C Protherough and C Forbes
In attendance: Mrs A Wright (Clerk), Ward Cllr David Hitchiner, Lengthsman Paul Wright, Tree Warden Alan Morgan and four members of the public. PCSO Margaret was also in attendance for the first part of the meeting.
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 September meeting.
There were some residents in attendance as members of the Clehonger Action Network (CAN). CAN Chair Elaine Horton MBE addressed the meeting and presented a letter to the parish council. The letter contained an introduction to CAN and their objectives and set out three initial requests to the parish council:
1) For CAN to be able to use the playing field on 22 June 2024 for the purpose of organising a “Clehonger Village Fete” with a view to including “enjoyable activities” for all those who live in the village and the wider community.
2) For the Christmas Tree Event to be repeated in 2023 and with the tree and lights, plus installation costs, being met by the parish council for the community.
3) To request ongoing financial support for the production of the “Welcome Packs” with CAN happy to support in terms of “leg work”.
The Chair of CAN advised that there had been some comments on the Facebook Clehonger Parish Forum concerning young people and issues regarding the shelter. There had been comments concerning removing the shelter and general unhappiness with the behaviour of children in the village. With new housing coming soon there was a need for there to be “something to do” for young people.
The police were in attendance. PCSO Margaret advised that people must report any concerns or incidence of problems. The new development would have play facilities on site. A copy of the CAN letter was circulated and the items raised would be discussed at the November meeting. The Christmas tree and bulb planting request were covered under agenda item number 6.0.
PCSO Margaret went on to advise the meeting that there had not been any official reporting of the concerns about children. There had been an incident of teenagers being “unpleasant to younger kids”. This had been resolved by a member of the public and the police were aware. The police were also aware of ongoing issues between young people from Clehonger and Kingstone. There was also awareness that “weed” smoking was taking place.
There had not been any crime reports for Clehonger since 14 June. There had been damage to the playing field tunnel turf and some fencing earlier in the year and a bicycle had been stolen. There had been some shipping containers broken into at Arkstone between 4 and 5 September with tools being stolen. There had been plant thefts in Madley and also in Peterchurch. Pots with sunflowers in had been taken and the flowers chopped off. Coping stones had been stolen from the churches at Bacton, Craswall and Peterchurch. People were urged to make others aware and to be vigilant.
Colleagues from the South Wye SNT were holding an event on 25 October for businesses advising on crime prevention and cyber security.
Concerns regarding speeding were raised. The village could not have Community Speed Watch and liaison with Ian Connolly the Police Highways Safety Officer was ongoing with regular patrols planned for speed enforcement. There were no actual schemes in place but the teams would be out ad hoc as often as possible. The motor bike mounted enforcement officers were being kept mainly for the north side of Hereford. There had been recent issues with there being nowhere for the enforcement van to park in the village. The local team were adding in sessions with the speed gun.
PCSO Margaret would continue to produce data and circulate it. It was reiterated to report all incidents of behaviour of concern.
2. To receive Apologies for Absence
There were apologies for absence received from Cllrs A Davies and W Watkins.
3. To note Declarations of Interest
There were declarations of interest made by Cllr Gardiner 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 19th July 2023
The Minutes of the Parish Council Meeting held on the 19th July 2023 were approved.
5. Finance and Policies
(5.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (September)
Expenses £37.93
HMRC (Tax) £36.40
HMRC (Ers NI) £32.47
Longfield Services (Bins – Aug – Sept) £346.65
Longfield Services (strimming – various) £70.00
Clehonger Village Hall (Hall hire x 1 evening) £14.00
Resolved: The bank balance was noted at £39170.15 at 10/09/23 statement date total, with £224.45 of this total ring-fenced to the playing field.
5.2) To agree on additional signatories for the parish council bank account
The current signatories were Cllrs Davies, Protherough and Whittal. It was agreed that Cllrs Forbes and Langdon would be added to the list. Paperwork to facilitate this would be obtained.
6.0 Playing Field
(6.1) Update on matters relating to the playing field including swing
The Clerk had checked the situation regarding the replacement swing. Matters were in hand and the new one was imminent. Fitting would be arranged.
(6.2) Update on play equipment box and contents
Cllr Whittal advised that the box had not been locked and she had put some footballs inside. These were now gone. There were nets and racquets inside. It was suggested that perhaps the school could advertise the box and contents in the school newsletter.
(6.3) To consider possible litter pick (field and village)
Kit availability would need to be checked. It was agreed that litter picking would be on the spring agenda.
Village Christmas Tree
The Christmas Tree Event was discussed. The proposed date for this to take place was put forward as 1 December 2023. The Clehonger Village Hall Committee Chair, Cllr Gardiner, said that she would check if there were any events planned for the hall that evening. It was confirmed that the parish council would be happy to fund the purchase of the tree and pay for the erection and lighting of the tree. The CAN members were happy to host the event.
Village bulb planting
The question of village bulb planting was raised. After discussion, it was resolved that the current stock would be reviewed, when it flowered in the spring, with a view to designing new planting for later in 2024. This would avoid overplanting and also identify where some new bulbs might be desirable.
7. Planning.
To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
7.1) 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
Cllr Gardiner updated the meeting regarding the 106 Teams Meeting that she and Cllr Watkins had attended. There had been some difficulties entering the Teams meeting initially. Cllr Gardiner advised that the 106 delivery team were liaising with the Ward Cllr. The Ward Cllr advised that there had been some misleading information about the prospective delivery dates for the project. Cllr Gardner further advised that the 106 officers would progress the project for age specific play equipment with “no need for further public consultation” as they would refer to the parish council for information. The council had been invited to a further meeting. The 106 team were described as “approachable” and would be “coming to us” to see “what are you having on the playing field?” Ward Cllr David Hitchiner reiterated that he had information regarding changing the 106 funding to another area of potential spending, should this be required.
Cllr Gardiner would forward contact details of the officers from the 106 team to the Clerk for further liaison. It was decided at that moment to not proceed with the current Questionnaire initiative.
8. Clehonger Parish Church
Cllr Whittal advised that, following on from a review of the legal position regarding the 1894 Act and churchyard upkeep, including support for mowing, HALC would need to amend their former advice.
9. Clehonger Village Hall – to hear any updates on hall and activities
The hall had hosted a successful line dancing event. Another would be held soon. Three new fans had been purchased and had been PAT tested. A Christmas Bingo would be held on 25 November. “CAN” would be holding pop up cafes, going forward, and there would be some free wool crafting workshops in October.
10. Parish roads and footpaths, trees and land
10.1) To note any defects to be reported to Balfour Beatty
The huge pile of excavated earth near to Vallets Farm in Ruckhall Lane had been reported and also the overgrown hedge at the same location. These would be chased up.
10.2) To consider any issues in relation to footpaths
The Footpath Officer Cllr Forbes was present. He was planning a catch up with Paul Wright. The paths that had been walked were all accessible. The others would have their paths reinstated once the crops had been harvested.
10.3) To put forward work for the Lengthsman
Regular duties, nothing else specific.
10.4) To receive any update regarding trees
The Tree Warden was in attendance at the meeting. He commented that generally the village trees were “okay.” He was looking into the possible replacement of the tree that had been planted on the playing field and that had subsequently died.
Two damaged footpath bridges had been notified to the Public Rights of Way Team.
10.5) To consider any matters relating to speeding in the village
This was largely covered under the open session, agenda item 1.0. The details about the 106 funding for highways had been followed up with Bruce Evans. Another parish had hired a Speed Indicator Device (SID) from Balfour Beatty and had now bought their own. The Ward Cllr was looking into the situation with Bruce Evans and the 106 funding. The observations made by Mr Evans, about SIDS, while at the parish council meeting were commented as “disappointing”.
11. Information Sheet, Correspondence plus Ward Councillor Report
11.1) To note Information and Correspondence sheet:
Herefordshire Council:
Talk Community bulletins
Welcome Packs
Welcome packs for the new housing estate would be required. The existing pack would be reviewed. Cllr Gardiner said how helpful the pack had been when she had returned to live in the village.
11.2) To receive any update from the Ward Cllr
Ward Cllr David Hitchiner was in attendance at the meeting. He updated regarding the fact that the Herefordshire Council had been “quiet as a whole”. There were no cement issues with the Herefordshire schools. Issues with councils not having funds were noted. The audited accounts were due in two weeks time. Accounts had been “subbed to India” and there were no details back as yet, due to delays. The subbing had resulted in a huge increase in fees. Nationally determined, the fees had been around £120,000 to £130,000 per annum but were now £300,000. This was a “huge increase” in fees.
The Stonewater housing site had been given permission for a pipe to be installed for the water, as opposed to a ditch. The housing management for the site were attempting to incentivise the bringing in of social workers from other areas as they were in short supply locally.
Birch Hill Road had been determined “too bad for immediate repair” under the current scheme parameters.
There was a request for better access to the bus stop on the A465 near Belmont Abbey, via a pedestrian crossing. Ruckhall Lane currently had no dropped kerb.
The Harpacre crossing posts on the footway had been installed but the adjacent hedge had died. This was the subject of an ongoing conversation, about the hedges movement and condition, with the Enforcement Team. The parish council agreed that the situation should be pursued.
12. Residents Questionnaire – set next meeting to discuss
No meeting was arranged. The Questionnaire was suspended.
13. Matters to be raised on the Agenda of the next Meeting
All the usual matters would be included plus further feedback regarding 106 online meetings, precept 2024 – 2025 and interim solutions for between meeting issues such as “wasps on playing field”. Formalise Finance Working Party. Use of the playing field for the event on 22/06/24 by CAN
14. Confirmation of date of next Parish Council Meeting
The next Meeting of the Parish Council would be held on Wednesday 18th October 2023, from 7.30pm, at the Clehonger Village Hall.
Due to the confidential nature of the business of this agenda item, under the Public Bodies (Admission to Meetings) Act 1960 (3), it is proposed to put forward a motion to exclude members of the public during discussion of the following agenda item (15)
15. To provide feedback in regard to the Clerk’s annual appraisal
The members of the public left the hall. The Chair updated the members present regarding the Clerk’s annual appraisal.
The Meeting closed at 9.05 pm.