Minutes of the Annual Parish and Annual Statutory Council Meetings of Clehonger Parish Council held on 21st May 2025 from 7.30 pm at the Clehonger Village Hall
NB- The minutes are “draft” until ratified at the following parish council meeting.
Present: Cllrs A Davies (elected as Chair), J Jones, C Protherough, J Whittal, N Rider (re-elected as Vice Chair), J Gardiner, C Forbes and K Langdon
In attendance: Mrs A Wright (Clerk) and three members of the public plus PCSO Margaret, for the first part of the meeting, and the Ward Cllr David Hitchiner, from 8.04 pm. Also present was Mr Ben Leigh who had come to talk about youth work and the “Closehouse” project.
Agenda Part One – Annual Parish Meeting
1. Annual Parish Meeting with parishioners who have joined the meeting and to receive any reports
There were members of the public present. Cllr Jenn Whittal welcomed everyone to the meeting and there was a one minute silence observed in memory of previous councillor, Tess Griffiths, who had, sadly, recently passed away.
PCSO Margaret – West Mercia Police
PCSO Margaret advised that there had been an attempted burglary in the village on the 5th May 2025 with someone trying to enter a kitchen window at a property at around 11.00 pm. PCSO Margaret advised that the police were continuing to do their patrolling and drive bys in the village.
The Village Hall Report
Peter Smellie, the new Chair of the Village Hall Committee, gave a report on the Village Hall. He thanked the trustees who had been in post during 2024 to 2025. He advised that the hall was being well used, with a mixture of regular users and events taking place. The trustees had a wish list of things to be implemented at the hall, including resurfacing the car park and installing new toilet roll dispensers. There was going to be an afternoon tea in support of St Michaels Hospice on 21st June and the Village Fete was scheduled for 29th June.
Clehonger Action Network (CAN)
Elaine Horton MBE, the Chair of CAN, explained that the committee were heavy hearted due to the loss of their member, Tess. Tess’s funeral would be held at the Hereford Crematorium on 25th June at 10.15 am. There was a discussion about a named memorial bench – this could not be placed on the playing field, but an alternative placement would be sought.
There were plans for a “Promise Auction” to be held, in November, to raise funds for the school minibus and for the Kingstone Surgery Charitable Trust.
Parish Council Chair Report
The outgoing Chair, Cllr Jenn Whittal, gave the following report:
“Chairman’s Report
Another year has passed and I wanted to give a brief overview of the past 12 months.
A project which the Parish Council wants to see get over the line is the s106 contribution for the Playing Field fencing. There has been delay after delay with the latest obstacle being the need for a JCT contract .We are at the mercy of legal services but the project managers assure me that this is a top priority and assure me that we are on track for a summer installation.
The additional Traffic calming plans are progressing and there is a good chance that works can be delivered in the Autumn months (weather depending) .The project manager hasn’t had his contract extended into June but assures me that matters will be in position to keep the momentum up with our new contact.
The weather over the winter months brought very wet weather and once again, the highways and roads have been heavily impacted. Potholes are never far from general discussion and Birch Road remains on the resurfacing list.
The Stonewater site had been on Stop for much of the year with uncertainty over completion and occupation dates. The restart of building under the name of Edenstone Homes has been a welcome sight .Welsh Water issues have caused further delays but the latest assessment may see a phase released in November 2025.
The one success which has got over the line is the SID which was completed in mid-April and is throwing out some invaluable data. A huge thank you from myself and all Councillors to Pat Nelder whose perseverance saw this through to completion. This SID will hopefully be joined by others under the s.106 village traffic calming measures.
The County has a number of ongoing plans and strategies which are progressing and . These include the Hereford Local Plan Core Strategy, Local Transport Plan, and Herefordshire Councils Charter.
Thanks must go to our Ward Councillor, David Hitchiner for his regular attendance and support for Clehonger Parish Council as we look to achieve our objectives for the good of the village. Finally, a heartfelt thank you to our Clerk, Alison, for your continued professionalism and commitment to the Council
Thank you.
21.05.2025”
2. To approve the Minutes of the Annual Parish Meeting held on 22nd May 2024
The Minutes of the Annual Parish Meeting held on the 22nd May 2024 were approved.
3. To welcome Mr Ben Leigh who will address the meeting on youth opportunities
Ben Leigh, the youth lead at Closehouse, was introduced to those present and he then gave a presentation about the work of the youth enterprise in Hereford City known as “Closehouse”. Ben described how the organisation talked to “kids on their own level” and had achieved success in directing positive outcomes for the young people who attended the centre.
The talk contained ideas and suggestions which could assist with reaching out to young people, providing friendship, peer support and activities in a friendly and safe environment.
The parish council thanked Ben for sharing the information with them.
The Annual Parish Meeting closed at 8.20 pm
Agenda Part Two – Annual Meeting of the Parish Council
1. Election of Chair with signing of acceptance of office
Cllr Whittal opened the Annual Statutory Meeting. Nominations for the post of Chair were invited. There was one nomination; Cllr Davies by Cllr Forbes and seconded by Cllr Langdon. There being no further nominations, Cllr Davies accepted the role of Chair and signed her acceptance of office form. Cllr Davies assumed the position of Chair and conducted the remainder of the meeting.
2. Election of Vice Chair
Nominations for the post of Vice Chair were invited. There was one nomination; Cllr Rider, proposed by Cllr Gardiner and seconded by Cllr Langdon. There being no further nominations, Cllr Rider accepted the nomination and was duly elected as the Vice Chair.
3. Election of Parish Council Officers (Tree Warden, Footpath Officer, Playing Field Representative, Speed Watch- Co-ordinator, HALC)
Cllr Forbes was appointed as the Footpath Officer. Cllr Watkins was appointed as the Tree Warden, in her absence. Cllr Davies was appointed as the Playing Field Representative. Cllr Whittal was elected to represent HALC. Resident Pat Nelder was re-appointed as the Community Speed Watch Co-ordinator
4. To receive Apologies for Absence
There were apologies for absence received from Cllr W Watkins.
5. To note Declarations of Interest
There were no declarations of interest made this time. There would be a book provided to write declarations in going forward, as had been suggested by HALC.
6. To approve Minutes of the Parish Council Meeting held on 16/04/25
It was resolved that the Minutes of the Parish Council Meeting, held on 16th April 2024, were approved by the Council. There was a correction to the misspelling of the name “Gardiner”
7. Finance and Policies
(7.1) Resolved: The following list of payments were approved:
Clerk paid in accordance with contract (June)
Clerk’s Expenses £27.88
Clear Insurance Management Ltd (Parish Council Insurance) £1557.72
Miss C Bull (Internal Audit) £40.00
J & D Sanders (Lengthsman) £382.80
Zemmat Holdings Ltd. (dog bin emptying) £1557.72
Resolved: The bank balance was noted at £33225.74 with £224.45 of this amount ring-fenced to the playing field.
7.2) To adopt the new model Standing Orders for 2025
The Parish Council resolved to adopt the new model Standing Orders for 2025
7.3) To adopt the new model Financial Regulations for March 2025
The Parish Council resolved to adopt the new model Financial Regulations for March 2025
The Clerk advised that she had reclaimed the cost of the Speed Indicator Device from Herefordshire Council – £3299.99.
8.0 Playing Field and 106
(8.1) To discuss playing field inspection – both annual and regular upkeep
It was resolved that the annual inspection should take place, via Fran White, as in previous years.
(8.2) Update/actions on 106 for the playing field and school
Cllr Whittal was chasing Jenn Hilton Trout at the Council 106 Team in regards to the JCT contract to obtain permission for the playing field fence installation. This was reported as being “under way and on track for a summer installation.” The 106 details for the school had been circulated on a detailed plan to all councillors and were progressing.
9. Planning.
To consider response to Planning Applications, as notified, and then determined by Herefordshire Council
There were no new applications for consideration of comments.
10. Parish roads and footpaths, trees and land, litter and bins
10.1) To note any defects to be reported to Balfour Beatty
Pothole near to the Seven stars Public House. This has been reported.
10.2) To consider any issues in relation to footpaths
Playing field footpath entrance near to the village hall required clearing. Path Ch19 required clearance. Field Number 62 – Cllr Whittal would check the footpath there. Cllr Forbes would be arranging walks on the footpaths going forward. Beech at the back of the playing field near the footpath and parish map had been bent right back.
10.3) To put forward work for the Lengthsman
Ongoing tasks and clearance as required.
10.4) To receive any update regarding trees
No further tree update. The Tree Warden had sent her apologies.
10.5) To update regarding future litter pick
There would be another litter pick organised for October.
10.6) To update regarding a dog waste bin at Gardiners Oak and agree purchase
The Clerk had consulted with Allensmore Parish Council, whose parish the bin would be sited in and the owner of the land, and there were no objections from either to the placing of a new dog waste bin by the footpath entrance at Gardiners Oak. The emptying service provider was also in agreement that he would empty the new bin. It was therefore agreed that a new “Fido 50” bin would be purchased. The Clerk would obtain a pro-forma invoice for payment at the next meeting. It was agreed that Mr Wright would install the new bin, as he had done previously at Poplar Road. Cllr Rider advised that he had some “postcrete” for fixing the post.
10.7) To update on and progress the village bulb planting project
Cllr Rider had been looking at locations and suggested sites included both sides of Church Road, both sides of the road to where Bowling Green Farm had taken the hedge back, Abbey Farm locale – both sides of the road, Croft Road to the Birch Hill area, the Bines. All would be subject to landowner consent. Bags of bulbs could also be put together and offered to householders for their own specific planting ideas. Cllr Rider would look into permissions from landowners and prices for the suitable bulbs.
11. To discuss recent communications about highways safety and parking
There had been two letters received from concerned residents. One had been from a person who had broken down near the Bowley Green. The person had been very alarmed at the speed of vehicles while stationery and unable to proceed in the 30 mph zone. The PCSO advised that in an emergency such as this a call to 999 would see a rescue arranged, with the cost being passed to the car user.
A further letter about parking and obstruction on the highway near to the Harpacre development was receiving attention from the Ward Cllr who had referred the matter for possible bollard installation to inhibit parking on the corner and causing possible safety concerns. The Clerk would respond back to both letter writers to advice re outcomes of the discussion at the meeting.
12. To consider speeding in the village and the speed indicator device
The new SID data was indicating that people were slowing down as they came into the village from the Hereford direction. Going out of the village there was a higher percentage of people speeding being observed. The highest speed recorded leaving the village had been 94 mph at 11.00 pm at night. The highest entering the village had been recorded at 84 mph.
13. Information and correspondence
(13.1) To note Information and Correspondence sheet
Talk Community bulletins
Kingstone Surgery Charitable Trust
Thank you letter from the Kingstone Surgery Charitable Trust
Two letters had been received regarding speeding, parking and safety in the village. Please see item 11.0 for more details.
(13.2) To receive any update from the Ward Councillor
The Ward Cllr advised that:
• The issue of the planning at the caravan site on Stoney Street was ongoing
• The Ward Cllr had met with residents and Connexus at Innesfield about general satisfaction concerns and had cleared up a request about a directional sign for the roundabout which had been determined as not required.
• The Section 106 for the School for white lines and possible gates – road may be resurfaced at the same time. The lines and resurfacing would need to be completed in the correct order.
• The ward Cllr was meeting the “Safety Team” in regard to a request for a crossing between the bus stops on the A465 at Belmont
• The Annual Council Meeting would be held on the 23rd May 2925. There were some concerns about question suppression occurring.
• The Electoral Commission was consulting on ward boundaries and ward councillor numbers
• The local transport plan consultation was still ongoing
13.3) To feedback on training session with HALC held on 20th May
The HALC session was perceived to have been very good. Items from the training would be picked up such as General Power of Competence (GEPOC).
13.4) To discuss a possible “Meet your Parish Council” Event
This would be looked at further in the June meeting.
13.5) To update on the Welcome Packs
Packs were continuing to go out and Cllr Watkins was updating the content, as required each month. Cllr Whittal kindly agreed to continue to distribute the packs.
14. Matters to be raised on the Agenda of the next Meeting
All of the usual matters would be included. Also the Year End Accounts and Audit for 2024 – 2025, the missing village name sign coming up from the Eaton Bishop direction and the meet the parish council event.
15. Confirmation of date of next Parish Council Meeting
The next Meeting of the Parish Council would be held on Wednesday 18th June 2025, from 7.30pm, at the Clehonger Village Hall.
The Meeting closed at 9.30 pm.