Minutes 21st April 2016

 Minutes of Clehonger Parish Council Meeting held on 21st    April 2016 at 7.30pm at Innesfield Community Centre

Present: Cllrs P Jeffree (Chairman), J Rees, G Savory, A Morgan, G Walker, J. Whittal, J Harris, C Protherough (Vice Chair) and A Davies

In attendance:  Mrs A Wright (Clerk), Ward Councillor Steve Williams and 1 member of the public.

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting.

  1. Apologies for Absence

There were no apologies.

  1. Declarations of Interest

Cllr Protherough in matters relating to the Village Hall.

  1. Open Session

The following items were raised:

  • Overall state of Birch Hill Road. Request was in for re-surfacing this
  • Deep pothole by Gosmore Farm to be reported
  • Playing field fencing, it was reported that there had been two recent “near misses” with children running out. It was noted that it currently does meet the required standard but that there are moves to improve the fencing in hand.
  • There are some gaps in the fencing near the phone box which will require fencing in. It was commented that children under 7 years are not safe to be left to cross roads on their own and need to be supervised.
  1. Brief Verbal Reports:

5.1 Ward Councillor.  Ward Cllr Williams spoke about the updates received from the Locality Steward. Potholes had been repaired in Gosmore and Croft Roads and on the B4349. 320m of roadway had been resurfaced but no location given? He advised that the planning application for the property known as Fairfield had been withdrawn. He also advised that the Southern Link Road application would be going to committee for determination on 6th June. He would be on holiday at that time but Ward Cllr Jon Johnson would cover on this on behalf of Cllr Williams. The Ward Cllr explained that he currently had a time/work balance issue and would be retiring from his job as a taxi driver in a couple of months time. As regards the ongoing issue of the black bin bags and collection from Oak Crescent, he had spoken to the collection crew and they had agreed that it would be no issue to pick the bags up as they knew where they had come from. We would now watch and wait to see if this situation continued satisfactorily.

The Clerk asked the Ward Cllr to confirm the outcome of the Audit Committee decision on the proposal for a Community Governance Review. It had been noted that there had been some boundary suggestion changes regarding parts of Clehonger Parish, namely Woodside Gardens and some Abbey grounds etc., adjacent to Belmont Rural from Belmont Rural Parish. Clehonger Parish had not been advised of this formally at all to date.

5.2 Friends of Clehonger Parish: Cllr Walker advised that there had been a meeting on the Friday before last and most things were now sorted for the Queen’s Birthday Event. A raffle prize of a ride in a Caterham Seven had been secured by a kind offer from Cllr Morgan and stalls had been booked for cards, an authoress etc. There was a current shortage of tents and gazebos. Cllr Williams offered his gazebo for the day. All other offers would be gratefully received. A revised poster had been produced and was good to go in “Tracking the News” etc. More volunteers were still required to provide manpower for the day etc. Raffle prizes were in, tombola, bric a brac and a Prince and Princess competition would take place. Prizes would be available.

It was commented that the Welcome Packs have been a great success and 25 had now been issued. Cllr Protherough would send the WISH details (as obtained from Carla Preston) to Cllr Walker for inclusion in the Welcome Packs.

5.3 Clehonger Primary SchoolCllr Whittal explained that the head teacher was still on compassionate leave. There was no further update at present.

5.4 Lengthsman: Repairs to broken items on the playing field had been carried out. The new notice board was in place outside the shop. The pumping station project was in hand. Cllr Protherough would instigate a “homily” for the “Tracking the News” to encourage people to look after the playing field equipment.

  1. To approve Minutes of the Ordinary Meeting held on 17/03/16

Resolved: – It was resolved that the Minutes of the Ordinary Parish Council Meeting held on 17th March 2016, were approved by the Council and then signed by the Chairman. Minutes were proposed by Cllr Protherough and seconded by Cllr Davies.

  1. Clerk update and correspondence

The Clerk updated the meeting on actions etc. taken including the moving of bins and the Welsh Water site. Cllr Jeffree would check whether the bin by the notice board was used by the church. A letter from a local resident expressing concern regarding the increase in the cost of the precept and council tax had been responded to.

There had been some communication received from a candidate for the office of Police Commissioner. There had also been confirmation of a contract for the Neighbourhood Plan from Kirkwells and the registration of grant application intent.

  1. Finance

8.1 Resolved: The following list of payments were approved, proposed by Cllr Protherough and seconded by Cllr Rees:

Mrs A Wright (salary £656.15, mileage £9.63, home office £50.00, stamps £13.20

Including 0.42 underpaid in April 15 – wrong amount on cheque)                       £729.40

Longfield Services (Lengthsman)                                                     £56.00

Herefordshire Housing (room hire)                                                   £16.00

Longfield Services (Notice board and repairs)                                  £153.50

Longfield Services (P3 Footpath project work)                                 £480.00

AON UK Ltd Insurance                                                                £1241.27

Longfield Services (Lengthsman works)                                          £336.00

Herefordshire Council (Parish Freighter 14/05/16)                            £395.00

Greenbarnes Ltd (Notice Board)                                                     £521.83

Total          £3928.58                                                            

8.2 Resolved: The bank balance was noted.

  1. Planning. To receive report from Planning Working Group Leader

9.1 Planning applications were noted as follows:

The following application had been withdrawn:

APPLICATION NO & SITE ADDRESS: 160503 – Fairfield, Clehonger, Herefordshire, HR2 9SH
DESCRIPTION: Propose to demolish existing garages and build new 2 bed bungalow and garage in rear garden.
APPLICANT(S): Mr Martin Powell
GRID REF: OS 347878, 237819
APPLICATION TYPE: Planning Permission

The Planning Application for the Southern Link Road 151314 was going to Planning Committee on the 6th June 2016. The closing date for comments on the revised mitigation measures was 21st April. It was resolved that a further comment would be composed and sent to the Planning Authority. The Clerk would draft this based on contributions received from the parish councillors. The request for a 3 minute slot to speak on the application had been informally registered and would be confirmed once the official notification letter had been received. It was commented that the landscape outlook had not been improved by the revised plans. There was also controversy over the claims by Parsons Brinckerhoff in relation to the residents of “Pykeways” that they had fully consulted with local people. It was alleged that this was not actually the case.

9.2 To discuss CIL and 106 payments

The relevance for the Parish Council would need to be discussed. The planners for the Gosmore Road/ Seven Stars would need to be approached regarding some sort of off site parking, school access on a tidal basis, cycle path and paths on the playing field. It was resolved that a list would be compiled and that Cllr Whittal would look at the school angle and Cllr Protherough from the perspective of the Village Hall.

  1. Village Matters

It was noted that all usage of the Community Centre at Innesfield would be chargeable by Herefordshire Housing going forward. The Office would be free of charge but other costs would be criteria based. Herefordshire Housing may visit the Centre at any time.

There may be a WISH drop in centre at the Centre of Village Hall and this would be signposting for information on care provision available etc.

Cllr Morgan raised the issue of parking at the school, on pavements in Gosmore Road and Birch Hill Road. A reminder would be sent into school and there did seem to be slack enforcement of the parking regulations.

The road going towards Locks Garage from Poplar Road, after the pond and next to the crossroads was breaking up and required attention.

There were patches of road breaking up in Church Road.

  1. Queen’s 90th Birthday Event – dispensation re alcohol on the playing field

The current playing field rules prohibit the consumption of alcohol on the playing field. It is the wish of the organisers to have a beer tent on the playing field for the Queen’s 90th Birthday Event. A request has been received for a relaxation of the no alcohol rule for the duration of the 12th June 2016. It was resolved to suspend the ruling for the 24 hour period of the 12th June 2016. This would run from 00.01 on 12/06/16 to 23.59 on 12/06/16. This was proposed by Cllr Walker and seconded by Cllr Rees. Carried.

  1. Parish Plan – update – The objectives of the plan would be dove-tailed in with the Neighbourhood Development Plan.
  2. Neighbourhood Plan – update

The grant application would be underway shortly. Progress was being made on the Questionnaire and the five topic headings would be core to this. There would be a review as to whether there would be a return to group meetings. Cllr Savory would e mail Questionnaire model to group members. The next meeting would be held on Monday 9th May at 7.00pm. Hall to be booked and venue confirmed.

  1. Community Governance Review – Belmont Rural and Abbey

This was covered during the Ward Cllr update and he would feed back re outcome of discussion on whether this would go ahead etc.

  1. Playing Field – update

The fencing idea regarding cabling was in the process of obtaining quotes. The idea had been trialled and had worked. The idea had also been approved by Fran White of Herefordshire Council. The posts would be painted in a bright colour and adjustments made where necessary.

The playing field committee had been nominated for a Community Champion Award and had been photographed at the Shire Hall. They had been short listed down to the last three. The Awards Ceremony would take place on the 29th April.

There was a proposal that some further pieces of equipment be purchased. These would include a birds nest swing and a buddy board. A proposal of costs was circulated and an extra £511.91 would be required from Parish Council funds plus paying the VAT. The playing field funds would finance the security fencing. This was agreed in principle but with the proviso that the fencing had to be done first. Clarification was given regarding the position of the playing field funds and the balance of accounts. There would be further applications for grant funding to Tesco and Awards for All. The proposal for the PC to fund the shortfall of £511.91 and paying the VAT was proposed by Cllr Morgan and seconded by Cllr Savory. This was carried subject to the fencing requirements being carried out first using playing field funds.

A bench grant of £740.00 + had been obtained. There had been a lot of paperwork and volunteer hours to get this sorted out. The bench had arrived and would be moved and installed the following week.

Cllrs Whittal and Rees would liaise regarding the surplus matting and storage of same going forward. Some matting would be required for the bench installation.

The grass had been cut again and the meadow area was showing signs of some flowers coming back.

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

Footpath Warden: not present.

HALC Rep:  No report this time

Tree Warden: No report at this time

  1. Items for next Agenda (no discussion)

All of the usual items would be on the Agenda plus it was noted that the meeting would commence at the earlier than usual time of 7.00pm. Cllr Savory gave his apologies for absence in advance.

  1. Reminder of dates of future meetings

There was a reminder of the date of the next Meetings (Annual Parish and Statutory) to be held on Thursday 19th May 2016 from 7.00pm at Innesfield.

The Meeting closed at 9.40pm