Minutes 21st May 2021

Minutes of the Annual Parish and Annual Statutory Council Meetings of Clehonger Parish Council held on 21st May 2021 from 7.30 pm in the Clehonger Village Hall

Present: Cllrs S Savory, C Protherough (re-elected as Chair), A Davies (re-elected as Vice Chair) K Langdon, W Watkins, J Jones and J Whittal
In attendance: Mrs A Wright (Clerk) via phone link, Footpath Officer Blue Davies and one member of the public at the hall.

Part One Annual Parish Meeting
1. Annual Parish Meeting with parishioners
There were no topics raised during the Annual Parish Meeting.

Part Two Annual Meeting of the Parish Council
2. Election of Chair with signing of acceptance and declaration forms
Cllr Protherough was unanimously re-elected as Chair. Forms would be signed as appropriate. The Chair welcomed everyone to the meeting and congratulated everyone for getting through what had been a difficult year. The Clehonger Neighbourhood Development Plan had been passed at referendum and thanks and congratulations to all involved were recorded.

3. Election of Vice Chair
Cllr Davies was unanimously re-elected as Vice Chair.

4. Election of Parish Council Officers (Footpath Officer, HALC Rep, Tree Warden)
Blue Davies was re-elected as Footpath Officer. Alan Morgan was re-elected as Tree Warden. Cllr Whittal was appointed as HALC Rep.

5. To receive Apologies for Absence
There were apologies for absence received from Cllr J Harris.

6. To note Declarations of Interest
There were no declarations of interest made.

7. To approve Minutes of the Parish Council Meeting held on 15/04/21
It was resolved that the Minutes of the Parish Council Meeting, held on 15th April 2021, were approved by the Council.

8.0 Playing Field (to note committee meetings and discuss possible new equipment)
Papers had been circulated ahead of the meeting for consideration of new equipment and seating plus upgrading of existing matting.
There was a discussion about the constitution of the Playing Field Committee and questions about how the membership of the Committee was made up and maintained. The Playing Field Committee Chair explained that the Committee was made up of some parish councillors and some local residents.
The Clerk and the Playing Field Committee Chair had met with a representative from Kompan on location at the playing field. The problem with the mat under the main climbing equipment had been discussed and had been resolved, satisfactorily, by a local contractor. It was noted at the meeting that the rest of the matting under the various equipment items required updating due to wear and tear etc.
The following proposals were made and resolved by majority vote:
1) Purchase of new piece of play equipment (Coco wave) as described in circulated quotation and literature.
2) Purchase of two new benches from the British Ironworks as per specification circulated. These would be secured down for security.
3) Purchase of new matting for the existing equipment, where required for replacement, and for new matting under the new Coco Wave.

In addition, it was agreed that a/some tree(s) (size, number and species to be determined) would be planted on the playing field in memory of the late councillor, Jane Rees. The trees would be funded by a collection made in Jane’s name. The trees would be positioned with regard to the situation of other items on the field already, and in consultation with the Parish Council and members of Jane’s family. It was also agreed that the Lengthsman would take a look at, and mend, the broken portions of the front playing field fencing, as appropriate.

106 Monies and the playing field
The Playing Field Committee Chair advised that a deed of arrangement would be required to port the 106 funding from the playing field to an alternative area of spending. Ways in which to spend the funds had not yet been decided. If an alternative portion of land were to be found for additional provision of facilities, these would be subject to ensuring that there was no adverse impact to residents and also that it reflected what people would like to see provided. To this end, a questionnaire to find out people’s wishes and preferences would be circulated. The questionnaire was already under compilation.

9. Finance and Policies
(9.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract
Longfield Services (Lengthsman/Bins) £392.10
BHIB Ltd (Parish Council Insurance) £1194.27
Dixie Plant Services Ltd (Playfield surface repair) £145.99
Eyelid Productions (web services) £30.00

(9.2) Resolved: The bank balance was noted at £42041.49
(9.3) To sign and approve Annual Governance Statement 2020 – 2021
The Annual Governance Statement 2020 – 2021 was approved and signed
(9.4) To sign and approve Accounting Statement 2020 – 2021
The Accounting Statement 2020 – 2021 was approved and signed
(9.5) To sign and approve the Exemption Certificate 2020 – 2021
The Exemption Certificate 2020 – 2021 was approved and signed

10. Planning.
(10.1) To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
There was one new application advised, 211399 for Perry Hill Farm.
This concerned the erection of two agricultural buildings within the existing farmyard. The Parish Council resolved to support the application proposal.

11. To note any correspondence and the Information Sheet
Herefordshire Council Various, as circulated and including:
Talk Community Covid Update – 19/04/21
Minerals and Waste Local Plan Pre-Submission Consultation ends on 24 May 2021
High Court dismisses claim for continuation of remote meetings

Information Corner and updates received.

Charter for Parish and the Police
PC Jeff Rouse had asked for items to incorporate into a new Charter for the Parish and the Police. The top three concerns that would be highlighted were noted as speeding on the country lanes, antisocial behaviour (centred round the playing field) and scams. Full details would be sent to PC Rouse for incorporation into the charter.

12. Village Matters (brief action points)
Drains at corner of Gosmore Road/Birch Hill Road – blocked
No drain near Shark Barn on B4349, standing water near bus stop (rectified when development of adjacent field takes place, new splay?)
Persimmon Estate – dog waste bin and pond – Ward Cllr.

13. Items for next Agenda (no discussion)
All of the usual items would be on the Agenda. Also, possible new dog waste bin for Old Clehonger. Future agenda – co-option of new councillor

14. Reminder of dates of future meetings
The next Meeting of the Parish Council would be held on Wednesday 16th June 2021, from 7.30pm in the Clehonger Village Hall.

The Meeting closed at 8.56 PM.