Minutes 21st March 2013

Minutes of Clehonger Parish Council Meeting held on 21st March 2013 at 7.30pm at Innesfield Community Centre

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

In attendance:   Mrs A Wright (Clerk), Ward Councillor Taylor, Jonathan Hines from Archihaus and 15 members of the public.

1.  Apologies for Absence

Apologies were received from Cllr’s Thorne and Walker. The Chair introduced and welcomed the new councillor, Alan Morgan. Cllr Morgan signed his Declaration of Acceptance of Office form in the presence of the Clerk.

2.  Declarations of Interest

Resolved: Cllrs J Hammond and C Protherough 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 to the meeting and introduced Jonathan Hines, from Archihaus, who had come to talk about the “passive” type of housing.

4.  Open Session

Mr Hines, from Archihaus, gave a slide show presentation of the Passivhaus house building technology and explained about house factories, living villages and design concepts for the building of “live work” environments within existing villages. The houses are built using methods that are believed to require minimal cost in terms of heating them. An application for 150 such houses with green spaces, live work units and community facilities is currently proposed, for the neighbouring village of Kingstone, on a site opposite the existing Doctor’s surgery. The style of the properties would be of the “Hereford Vernacular” type and the initial number of houses built on the site would be around 30. He stated that the presentation shown to Kingstone residents had largely been greeted with a negative response and also said that “there is a danger if we don’t do it, somebody else will”. There would be a purchase option on the site, if planning permission were to be obtained. The presentation, and subsequent questions, lasted for about 20 minutes and Mr Hines then left the meeting.

It was commented that the playing field was in good shape having been strimmed and mowed.

5.  Brief Verbal Reports:

5.1 Local Policing Team.  CSO was not present but an update was given re the bulletin on local crime trends, in particular the continued thefts from garages, sheds and outbuildings

5.2 Ward Councillor. Cllr Taylor advised the parish to liaise with Kingstone & Thruxton Parish over housing developments. There would be a meeting to discuss this on 25/03/13 at Kingstone Village Hall. He spoke of the preferred route for the relief road and the meeting held at the Callow Village Hall. The meeting attendees had seen a map of the proposed route and all those likely to be affected had been consulted. It was believed that the optimum route had been identified and the final proposal was due to be out in May. He also urged people to look at, and comment on, the published draft Core Strategy with the 20 year plan for the future of the county. Responses could be made on line or by post

5.3 Dore Community Transport. The key that was previously missing, following the break in at the storage location, has now turned up (in a wash tank). Cost of new keys and locks would have cost circa £1756. It was discovered that the recoding of existing keys and vehicle was part of the service provided free of charge by the VW RAC Breakdown cover.

5.4 Clehonger Community Action Group.  Discussed under specific agenda item

5.5 Broadband Champion. Had sent apologies

5.6 Church. No update.

6.  To approve minutes of Meeting held on 21/02/13.

Resolved: – The Minutes were approved by the Council and signed by the Chairman

7. Clerk Update on Action Items

Jobs logged with Amey had been allocated reference numbers. The issue over snow clearance at Innesfield had been followed up to see if anything further could be done to help. A reply had been received from Ruth Kinsella at Amey re the ongoing road problems and issues and she had referred the matter to a Rachel Davies who would be providing further information on strategy and specific scheduling of works.

8.  To note correspondence

Correspondence had included:

Information on snow clearance (would be investigating further the options for help with this). HALC information corners, Core Strategy and Neighbourhood Plan information

9.  Finance

9.1 Resolved: The following list of payments were approved:

Lengthsman (R. Layton Morris)                                              £170.00

Mrs A Wright – (salary £235.20 mileage £9.99)                                                 £245.19

Tax due on salary payment (Payable to The Post Office)             £58.80

HALC Subscription 2013/2014                                                 £434.41

Sub Total           £908.40

Parish Planning for Real Payments

Nil this month                                                                          £0.00

PP Sub Total              £0.00

Grand Total           £908.40

9.2 Resolved: The bank balance was noted

10.  Planning

A planning application had been received for:-

SITE: 1 Pleasant Row, Clehonger, Hereford, Herefordshire, HR2 9RE

DESCRIPTION: Proposed extension to west elevation and new garage to east elevation


GRID REF: OS 345061, 237327

APPLICATION TYPE: Full Householder

The Parish Council, following assessment of the application by its appropriate committee, has resolved to make the following comments:- the Council have no objections to the application.

11.  Parish Plan

It was noted that the initiative to have the Fish & Chip van on site at Innesfield on alternate Wednesdays was proving to be a success. A Newsletter had been produced and was to be circulated. The Playing Field working party had spoken to several contractors and would be seeking some more before moving the ideas forward. Some grant money had been used to buy sports equipment including a basket ball net, rounder’s bats and cricket stumps etc. There would be a focus for the Transport Group re disabled access, speed restrictions and traffic impact. A housing questionnaire was being prepared and village facilities such as pub, shop, village hall etc. would all be looked at too. All would be consulted to get ideas about what people believe should be happening for the community. Minutes and reports of the Steering Group meetings are on the Parish Council Website. It was reported that the group had been invited to have a stall at the School’s Easter Egg Hunt Event.

There was a brief discussion and a statement given to advise the Sub Groups to always ensure transparency and exercise caution when meeting with groups or bodies outside of PC meetings.

Cllr Whittall joined the meeting at this point 8.45pm, following a previous engagement.

It was reiterated that the Clerk should be copied in to correspondence concerning the Parish Council and so should all councillors.

12.  Core Strategy

There was a discussion over aspects of the Core Strategy including housing need, water quality, road building, the new Community Infrastructure Levy (CIL), phosphate levels and sewerage management. There was the opportunity to look at the proposals and comment on them and the councillors would be discussing the items in groups and feeding back their comments. There was some concern expressed over how to manage situations on the border between Allensmore and Clehonger and the impact of the Neighbourhood Plan in deciding about where and how many houses are built in an area.

13.  Donations Policy

A draft conjoined Grants/Donations Policy had been reviewed. After discussion, it was resolved that the Council should like to adopt a separate Grants and also Donations Policy with applicable variances noted in each independent document. The Chair had produced some drafts of these and would finalise them for approval at the next meeting.

14.  Special Events Preparations, Playing Field and Insurance

The idea of the Playing Field remaining an area for events to be held was valued. A Village Green idyll with all age groups able to enjoy using it was the vision. Further to responses from the insurers, it was looking as though the Parish Council would have to manage and oversee all events in order to be covered under the policy conditions. Options for a Working Group directly linked to the Parish Council to enable this were to be looked into and tabled on the next agenda.

15.  Neighbourhood Plan

It was resolved that Samantha Banks, or a representative from her Neighbourhood Planning Team, should be invited to talk about the initiative at a future meeting to be agreed with them. A reminder was given re the Neighbourhood Planning Event being held on the 25th April at the Town Hall.

16.  Village Matters

The hedges requiring trimming back in Poplar Road have been partially trimmed but are still seen to be too far out into the road. The Clerk is to contact Amey to request a further reduction in the hedge’s size as it is seen as a safety issue for those trying to pass down the restricted width of the road.

There is white lining required at the end of Ruckhall Lane and at the end of Croft Road.

There is to be a new head teacher at the village school, a Mr Adrian Parsonage will take up the post from September. A two day Ofsted inspection at the school has been returned with a pleasing outcome.

There are still some issues with parking on the yellow lines outside the school and drop off/pick up times can be problematic for residential access. The Chair will advise the Clerk how far up Gosmore Road the yellow lines should extend and Amey will be contacted.

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

Footpath Warden The Footpath P3 Funding was being applied for. Lengthsman funding is still to be advised.

HALC Rep Not present

Village Hall Rep  The committee and volunteers were busy raising funds for the extension, there would be a Bingo evening on 22nd March, Line Dancing on 13th April plus other activities coming up. The AGM would be held in June, date to be advised.

Linda Bishop spoke of her fund raising walk to raise money for the Alternative Therapies Department at the Hospice. She was trying to raise £25,000.00 by walking right round the Herefordshire Border, a distance of some 230 miles. She would be seeking volunteers to accommodate her with B & B on route, please.

Tree Warden no further update

18.  Items for next Agenda (no discussion)

Playing Field insurance and events, Donations Policy and Grants Policy approval and acceptance

19.  Reminder of dates of future meetings

The next meeting will be Thursday 25th April 2013, 7.30pm at the Innesfield Community Centre.

The Meeting closed at 9.42pm