Minutes 22nd October 2015

 Minutes of Clehonger Parish Council Meeting held on 22nd October 2015 at 7.30pm at Innesfield Community Centre

Period from 6.30pm to 7.29pm Neighbourhood Plan Meeting, again open to all

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

In attendance Main Meeting:  Mrs A Wright (Clerk), Ward Councillor Steve Williams, Henry James and colleague Paul from Marches Media and 6 members of the public plus Rev. Hilary Morgan of the Cagebrook Parishes (for part).

The initial period from 6.30pm, present Cllrs Jeffree, Protherough, Whittal, Rees, Savory and Harris plus Parish Clerk A Wright and 2 members of the public, was spent discussing the Neighbourhood Plan.

Resolution points:

  • All parish councillors would be on the Steering Group.
  • Cllr Savory was appointed Chair and Cllr Jeffree as Vice Chair with Clerking by A Wright.
  • Additional hours would be paid to A Wright for Neighbourhood Plan Clerking duties.
  • Cllr Protherough would supply contact list to Clerk for invitations to launch evening. Idea to engage local ideas, help and support.
  • Launch evening meeting set for 12/11/15 at Innesfield from 7.00pm and this would be booked with Audrey Gummery of Herefordshire Housing. Refreshments would be served. Action Clerk
  • Breinton Neighbourhood Plan would be sent to Cllr Savory, action Cllr Jeffree.
  • Two further quotes for carrying out the full role in the plan would be required as comparisons for tender process. Action Clerk
  • Posters to be designed for the event and Community News advised. Action Clerk

The Main Meeting commenced at 7.30pm

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting and introduced Henry and Paul from marches Media who had come to talk about the possibility of providing satellite broadband services. Henry outlined the satellite package options that may be of interest to residents and provided flyers and leaflets with details so that anyone interested could get in touch direct. There was a resume of the position with allpay ltd. who were withdrawing from broadband provision. Henry explained about dish sizes, pros, cons and costs and questions were taken. Pilot projects, with householders grouping together, was also an option and was discussed. Following on from the broad band and satellite discussion the leaflets were distributed and Marches Media left the meeting.

  1. Apologies for Absence

There were apologies received from Cllrs Davies and Morgan plus the Locality Steward Linzy Outtrim and Chris Tomlinson the Footpath Officer

  1. Declarations of Interest

Cllr Protherough in relation to the Village Hall and Cllr Harris in matters relating to the Planning Application 151314 (Southern Link Road).

  1. Open Session

It was agreed that a parish councillor would be present at the Parish Freighter appointment on Saturday 24th October.

Parking issues at the Primary School were highlighted. The hedge alongside the field had not been trimmed and was encroaching on the parking space. It was resolved that Mr Sanders should be asked to trim the hedge back in this area.

Various suggestions were put forward as to how to possibly alleviate the parking problems being experienced at the school. These included re-assigning and repainting the spaces outside the school and removing hedgerows to open up a further parking area. It was also suggested that part of the field be turned into parking space. The proposal of hedge removal and parking on the field would not be pursued.

The Chair asked that the school make contact with the Parish Council to formalise their concerns and to propose solutions. The Parish Council would then be able to consider the ideas and see if they would be able to contribute to any accepted change program. It had been noted in the Parish Plan that parking at the school was an area of concern.

The issue of the Village Hall Drive being locked had been raised by a parent who had been using the car park to park while taking her child to school. The Chair of the Village Hall Committee explained that the Police had requested that the drive be kept closed as much as possible. It would be open when someone had hired the hall.

The Ward Cllr explained that the 20mph speed limit in the environs of the school was in the traffic regulation order queue and there was a large backlog of orders, circa 180 to be processed. With only 17 to 20 orders being processed per annum the 20mph limit request was likely to be five years away. A proposal to draft in extra staff to target the TRO backlog was in progress.

The “one way round” parking initiative would be promoted in the welcome packs. Reverend Hilary Morgan then thanked the parish for all of the support given to the Church.

Rev. Morgan left the Meeting.

The Open Session then closed.

  1. Brief Verbal Reports:

5.1 Local Policing Team. Bulletins circulated

5.2 Ward Councillor.  Ward Councillor Williams spoke about the planning applications and a request for help that he had received. This was in relation to the Harpacre site and involved some correspondence from Welsh Water. He explained that the planning application in Oak Crescent for a wet room facility had been passed. The Core Strategy had been passed also. He asked about the possibility of a Senior Citizens Christmas Party. There was nothing planned for one at present. It was suggested that there was still time to submit a further comment regarding the pending Gladmans application for 90 houses on the Kingstone Road. It was agreed that Cllrs Jeffree, Protherough and Harris would get together to discuss this and add any additional points. The Ward Cllr would be declaring an interest on the Southern Link Road planning application (151314) due to living close to the proposed location.

The Ward Cllr left the meeting at 8.30pm.

5.3 Dore Community Transport. Chris Tomlinson was not present but additional paperwork to evidence finances for the donation request had been received.

5.4 Friends of Clehonger Parish: George Walker commented that the Welcome Packs were nearly completed. He gave an overview of the contents of the pack including Tracking the News, Youth Activities Information and Hereford information update. The papers would be presented in clear plastic wallets. The “go live” date was anticipated to be in week commencing 26/10/15. People would be looking out for new people moving into the village that may require a pack. The packs of wallets would cost around £50 and a proforma invoice would be obtained.

5.5 Clehonger Primary School:  Cllr Whittal reported that there was nothing further to add at present.

5.6 Lengthsman: Not present but actions ongoing including remedial works to playing field equipment.

  1. To approve Minutes of the Ordinary Meeting held on 17/09/15

Resolved: – It was resolved that the Minutes of the Ordinary Parish Council Meeting, held on 17th September 2015 were approved by the Council and then signed by the Chairman. Proposed by Cllr Protherough and seconded by Cllr Rees.

  1. Clerk Update on Action Items and councillor vacancy/co-option

The Clerk briefly updated the meeting on actions taken. There had been no new parish councillor found to fill the vacancy to date. There had been actions completed concerning Kompan, Veolia, Awards for All, hedges and grass cutting plus the plot of land adjacent to the Village Hall had been chased up with the Enforcement Team at Herefordshire Council.

  1. To note correspondence

Correspondence was noted and had been circulated. The lady who had written regarding access to the Village Hall would be written to by the Village Hall Secretary to explain why the driveway was closed. Information had been received from the Pensions Regulator regarding auto enrolment, information about a “Chocolate” Evening had been circulated and also training opportunities from HALC.

  1. Finance

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

Mrs A Wright (salary £668.08, tax refund £71.40 parking £2.20, mileage £18.09, home office £50.00)   £809.77

Longfield Services (lengthsman)                                                           £210.00

Wickstead Playgrounds (paid interim and cleared)                               £13115.88

Sub Total                                     £14135.65   

Parish Planning Payments

Room hire – Clehonger Village Hall on 3/10/15                                         £40.00

PP Sub Total                                             £40.00

Grand Total                     £14175.65

9.2 Resolved: The bank balance was noted.

9.3 Parish Precept consideration: Items to be included were maintenance for the playing field, provision for election costs, playing field equipment and upkeep, donations, salary and auto enrolment, parish plan implementation, litter picking and flower bed on playing field plus possible assistance towards funding for Queen’s 90th Birthday celebrations (£300.00).

Donation requests were discussed. The following were resolved, Age UK being a personal donation response only, Dore Community Transport and the Clehonger Churchyard each to receive £650.00. These were proposed by Cllr Harris and seconded by Cllr Rees. Carried. The donation to Dore would be subject to a request for them to maximise their advertising, such as on website and in Tracking the News, and other publicity to increase and diversify take-up for the service.

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

One planning application had been received:

APPLICATION NO & SITE ADDRESS: 152924 – Newlands, 52 Birch Hill Road, Clehonger, Hereford, Herefordshire HR2 9RF
DESCRIPTION: Proposed extensions, alterations and raising of roof to form habitable space in the new roof
APPLICANT(S): Mr & Mrs R Sands
GRID REF: OS 345065, 237284
APPLICATION TYPE: Full Householder

The Parish Council considered the revised application and noted that concerns that had been expressed previously re overlooking etc. had been addressed. The Parish Council commented that there were no objections to the revised application.

In regard to Planning Application, 151314, for the Southern Link Road, it was commented that evidence of an “iron age” fort had been located in Grafton Wood. The Planning Working Party would convene to consolidate a further response following publication of the supplementary and revised papers for the application.

  1. Village Matters including Freighter on 24/10/15

The Parish Freighter would be in attendance at the Clehonger Village Hall from 11.00 to 13.00. A member of the parish council was requested to be on site. Cllr Jeffree agreed that he would be on site at the beginning of the session, from around 10.45am, and would return again at the conclusion to check all was well. Village Notice Board requirements review would be looked at going forward.

  1. Neighbourhood Plan to discuss way forward and consultancy

Details as described in the pre- meeting actions.

  1. Parish Plan- update on 3rd October event and way forward

This had received a low attendance level but the content had been good. Minutes of the meeting had been circulated. There were ongoing concerns around bus service provision. The night time service was not being used sufficiently and Andrew Pearson was in discussion over negotiations with Yeomans on the subject. There was input about Dore with suggestions regarding advertising as before. Cycle route schemes were being looked at and the one way system for drop off and pick up at the school would be proposed to the Parish Council (item for next agenda). Car parking was a long term objective with possible use from 106 monies from developments, also high on priority was litter picking and solutions to dog issues such as fouling. Idea re stickers to put on bins to say that bagged dog waste can go in the ordinary bins and also a proposal for tie up rings for dog leads, possibly when the new fence on the field is installed. There were lots of other initiatives in the pipeline with activities to be incorporated into the Welcome Packs, information on youth activities, encouraging help with litter picking, snow shovelling etc. There would hopefully be an Energy event and this would be explored with Kate Gathercole. There was concern over the future of the Brownies. The church needed a kitchen and toilet and help to get grants would be a possibility also. Ultimately there would be a plan, resources and then actions.

  1. Playing Field update

Kompan issues had been resolved with the capping off of the junior gym and removal of the broken canopy. A complaint letter had been sent to the Installation Director concerning all of the issues that had been experienced. The Wickstead installation had gone well and invitations were out for the opening event on the 31st October. The next stage would be to research, in conjunction with the school, regarding choices for the phase. Fencing would now be a priority but may have to be carried out as a phased operation. The actual design, as yet, was not concluded and was a work in progress. The planted “screen” between the areas of equipment had been put into place to comply with RoSPA requirements.  Bulbs and seeds were being sourced and further planting was to be arranged. Trees also were a possibility and a kind offer of some oak trees, from Gary Harding, was to be followed up. There was an idea that an “Elizabeth” Oak may be planted to commemorate the Queen’s 90th birthday and as a marker for the people of the village who had worked so hard to equip the playing field. Other tree planting was to be considered, with available funds, possibly fruit trees and a mountain ash.  Race Night would be rescheduled and a Tesco Grant had been investigated.

There was a discussion at this point regarding South Wye Community Association request for £500 donation towards Library Service. This may be considered going forward if parish take-up could be evidenced.

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

Footpath Warden: not present

HALC Rep:  Not present

Tree Warden: Cllr Savory gave a resume of his research of the oak trees at “Pykeways”. He explained about how trees are assessed and there are standards relating to the condition of the tree etc. Being a good example of the species, having a softening effect on the area and positioning in terms of veteran trees are all considerations to be taken into account when assessing a tree for quality and value.

The trees were estimated at having been planted in around 1784 and Cllr Savory gave some landmark historical data to set this date in context. He also noted the Tree Warden event that was to be held on the 7th November.

16 Items for next Agenda (no discussion)

Consultant for Neighbourhood Development Plan, Precept for 2016/2017, Notice Boards Review, “One Way drop off” scheme proposal and other usual items. The Chair requested that the agenda be cut down and that matters be resolved outside the meeting, where practicable to do so, to cut the meetings back down to a “reasonable” length say of maximum 2 hours duration. For next Agenda, items 5.1 and 5.3 to be removed, the public open session to be limited to 10 minutes and item 8 to be removed – unless of specific interest.

17 Reminder of dates of future meetings

There was a reminder of the date of the next Ordinary Meeting to be held on Thursday 19th November 2015.

The Meeting closed at 10.10pm