Minutes 21st June 2012

Minutes of Clehonger Parish Council Meeting held on 21st June 2012 at 7.30pm at Innesfield Community Centre

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

In attendance:   Mrs A Wright (Clerk), Mr D Taylor (Ward Councillor), 8 members of the public.

1.  Apologies for Absence

 Apologies were accepted from Cllrs J Rider, A Hitchiner and C Protherough

2.  Declarations of Interest

Resolved: Cllr J Hammond declared prejudicial interests in matters relating to the Village Hall and Councillor Tomlinson declared similar in relation to Dore Community Transport.

3.  Introduction and welcome by the Chairman

The Chairman welcomed everyone, including Ward Councillor Taylor, to the meeting. Declarations of Acceptance of Office forms for Cllr Tomlinson, as Chair, and Cllr Whittal, as Vice Chair, were signed and witnessed.

4.  Open Session

  • The Playing field and the condition of the grass were raised. There appears to be an ongoing problem in that the regular cutting and attention required in order to keep the field in a tidy and usable condition is not taking place.

Historically the school had been allowed free use of the field, which is in fact the property of the Parish Council, in return for keeping it in a usable condition. The Chair and Vice Chair would be speaking to the School to try to come to an arrangement that would mean that the field would become the responsibility of the Parish Council, in regard to the grass cutting, but this would require an increase in the precept to pay for the necessary work. In view of this fact the responsibility for the upkeep could not be considered until next year when the precept could be raised to cover the additional cost. There had been an issue

In regard to the lost key but new ones had been cut and there was now no reason why access could not be achieved. Cllr Whittal would raise the issue with the School. The field requires one cut per week, in the growing season, and a strim around the flower bed and play equipment periodically too.

Some of the parishoners present raised concerns about the outline planning consent sought for the property known as Landimore, 12, Poplar Road. Outline planning had been sought for 5 houses on the site and the people present raised concerns about child safety, sewage and water, transport and road problems and also the poor lighting in the area and the imposing position of some of the proposed properties, in relation to existing houses. There was also a concern that asbestos could be present in some of the buildings, currently on the site, and that a transformer, at the rear of the properties, may become inaccessible when the houses were in place and also there was concern over some of the trees on the site in that they may be destroyed to make way for the houses. Someone mentioned that bats were living in the outbuildings and could be protected. The public were advised to send in their views, on the proposal, to the Planning Department and were told that the Parish Council would be giving careful consideration to the proposal also. It was also suggested to the residents that they could request a survey to determine suitability of the land for development. It was stated that Allensmore Council had not yet expressed concern but it was agreed that Clehonger PC should keep them informed of the views of Clehonger in the matter. Residents could also attend the Allensmore Parish Council meeting to express their views on the application and also involve the Ward Councillor, Jim Knipe. Councillors would be looking at the plans for the site later on in the meeting.

Cllr Walker gave a resume of the Jubilee Event. It had been a successful event with over 100 adults and many children attending and sharing in activities, entertainments and a picnic. The Hall had been well decorated and people had enjoyed themselves. Cllr Walker made the points that it was always prudent to hire the Hall as backup in case the weather was unsuitable, to allow plenty of time to plan for the day, preferably 3 months minimum, and also to check for clashes with other planned events. He paid tribute to all those who had helped arrange the day and in particular thanks were recorded to Steven Innes who had worked hard to arrange the hall and put everything away afterwards. Cllr Walker thanked the Parish Council for the pledged donation of £300.00 and said that he would provide a full rendered statement of accounts, with receipts, to be retained by the Parish Council as a matter of record for the donation.

There was some discussion on the proposed items to be purchased to mark the occasion of the Jubilee, namely trees and a seat. There were mixed feelings about the siting of the items and also the idea of the trees because previous plantings had been destroyed by vandalism. There would need to be further discussions before decisions on what and where items would be placed were made. Trees cannot be planted until November.

The general consensus, from those present, was that they would like to see more done with the Playing Field.


5.  Brief Verbal Reports:

5.1 Local Policing Team.  Not present.

5.2 Ward Councillor. Councillor David Taylor gave an update on boundary adjustments and also spoke of the percentages of affordable housing that would be included in proposed developments of more than six houses. In a development of six houses, or more, 35% have to be affordable.

5.3 Dore Community Transport. Nothing to report

5.4 Clehonger Community Action Group.  Not present

5.5 Broadband Champion, not present.

5.6 Church, nothing added.

6.  To approve minutes of Open Meeting held on 24/05/12.

Resolved:- That the minutes were approved by the Council and signed by the Chairman.

7. To accept the Draft Minutes of the Annual Statutory Meeting held on 24/05/12

 Resolved:- That the minutes were accepted by the Council and will be signed, by the Chairman, at the next ASM.

 8.  Clerk update on Action Items

The clerk gave updates on the following,

  • The Lengthsman had been asked to empty the bin by the School and had also been advised that there was a new bin, on the post by the Bus Stop, in Birch Hill Road.                                                           40
  • The swings were up again and in use.
  • The Freighter had been booked for Saturday 7th July between 11.00am and 1.00pm and it had been/would be advertised in Tracking the News, Notice Boards and The Hereford Times (Village News Section).
  • The Clerk and Chair had met with the Street Lighting Manager, Mr Peter Harris, from Amey and had been to the site to look at and consider the request for street lighting on the footpath between Birch Hill Road and The Seven Stars Public House. Mr Harris had replied with a full and comprehensive analysis, following the request, and unfortunately the Council would not be able to sponsor, or adopt, lighting in the location. Furthermore the installation and upkeep costs were too high for the Parish Council to fund the project so it would not be possible to install lighting, at this location, at the present time.


9.  To note correspondence.

 Resolved: the following items were noted:-

Posters for Diamond Day on 11th July and a request to display them from Geoff Hughes at the LA. These were given out and would also be placed in the Parish Notice Boards.

  • Parish Paths Scheme (P3) Agreement. This was signed by the Parish Paths Officer, Cllr Tomlinson, and would be returned to Tim Thompson, Rights of Way Officer.
  • Personal details request re the Clerk and contact from Anthony Bush, Parish Liaison & Rural Services Officer. This had been completed and returned by the Clerk.
  • New Declarations of Interest Forms, with covering letter, in respect of spouse/partner interests from John Jones, Monitoring Officer, at the LA. Forms to be completed and returned to Brockington by 1st July 2012 to comply with the new Act requirements. All councillors had been informed about this requirement via correspondence from Lynda Wilcox at HALC.

10.  Finance.

10.1 Resolved: The following list of payments were approved:

Hire of Innesfield                                                                   £10.00


Lengthsman (R. Layton Morris)                                              £140.00

Mrs C Protherough (Parish Plan Meeting Refreshments)             £15.41

Mrs A Wright – (salary £199.96 mileage £16.29)                                          £216.25

Longfield Services                                                                   £67.60

Parish Freighter for 7/07/12                                                   £380.00

Mr C Tomlinson (Keys for Playing Field)                                      £8.00

Mrs P M Price (Auditor)                                                          £125.00

Tax due on salary payment (Payable to The Post Office)             £49.80


Total                 £1012.06

10.2 Resolved: The bank balance was noted

11.  Planning

Planning notice received for Landimore, 12, Poplar road, Clehonger S121299/0 Grid Ref O/S 344617,237328. A proposed residential development of 5 houses. Further details of this can be seen in the notes of the Open Session of this meeting. Councillors looked at the plans and the working party would be drawing up a considered response for submission to the Planning Department.

12.  Parish Plan

The next meeting of the group will be at the Clehonger Village Hall at 7.30pm on Monday 2nd July 2012. Sophie Pryce, Development Support Officer with Community Led Planning, will be in attendance to guide the process and explain the next steps. The meeting will be publicised and the clerk will contact all of the people who signed up to the list of volunteers at the Launch Meeting.  It was stated that all hours expended, by the Clerk, on the Parish Plan would be chargeable against the £1500.00 allocation made for the project by the Parish Council.

13.  Audit & Annual Return (Including Risk Assessment)

The Annual Return elements were read out to Councillors by the Clerk. The Audit forms and Audited Statement of accounts plus the Council’s Risk Assessment Schedule were agreed and signed as true and correct. Resolved to approve and accept the accounts and audit statement. All were in favour. Thanks were recorded to Cllr Jeffree and the Clerk for all of the input and work involved in producing and finalising the papers. The new Auditor, Pauline Price, had done an excellent job and it was resolved that she should also carry out a six month audit of accounts to keep the accounts on track, meet internal audit commitments and hopefully simplify the end of year process going forward. This was also resolved unanimously.

14.  Croft Road/ Poplar Road Footpath

It had been decided that there was a requirement for a new stretch of footpath in Clehonger. The location being the B4349, between Croft Road and Poplar Road, on the southern side to enable people to walk in safety along that stretch of road between the two roads. It was also commented that a very large hedge at the same location forced pedestrians to walk further out into the road. The Clerk would write to Amey to enquire about the footpath provision and the reduction of the hedge.


15.  Bike Lane 

This would be moved to the next agenda as the person who asked for the item was not present to discuss it.                                                            


16. Brief reports from Footpath Warden, HALC Rep and Village Hall Rep Footpaths     The legal documents had been finalised for conversion of Path CH20                                                                 

HALC        Nothing to report and the next meeting due at the end of July

Village Hall     Reminder of AGM to be held on 20/07/12 at 7.00pm

17.  Items for next agenda (no discussion)

Bike Lane

Parish Plan

Home Farm Development (Reminder at this point re the Pegasus meeting on June 28th)


18.  Reminder and setting of dates of future meetings  

The next meetings will be held on Thursday 2nd August 2012 and then Thursday 13th September and Thursday 25th October. All meetings to be held at Innesfield at 7.30pm

The Meeting closed at 9.15pm