Minutes 23rd April 2015

 Minutes of Clehonger Parish Council Meeting held on 23rd April 2015 at 7.30pm at Innesfield Community Centre

Present: Cllrs C Tomlinson (Chairman), C Protherough, A Morgan, J Hammond, P Jeffree and G Walker

In attendance:   Mrs A Wright (Clerk),  the Lengthsman, Paul Wright, the Playing Field Co-ordinator Allen Alderman and 6 members of the public.

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting.

  1. Apologies for Absence

There were apologies from Cllrs. Whittal, Thorne and Rider plus the Locality Steward, Linzy Outtrim and PCSO Fiona Witcher

  1. Declarations of Interest

Resolved: Cllrs C Protherough and J Hammond declared a prejudicial interest in matters relating to the Village Hall and Councillor Tomlinson declared similar in relation to Dore Community Transport.

  1. Open Session

The Open Session heard an update on a meeting that the Harris’s of Pykeways had attended with Cllr Philip Price, Mairead Lane, Richard Ball and Gary Diamond of

The discussion led to the outcome that the road route proposed would not be able to be altered due to the road curvature. Long term there could be other roads taken off the roundabout and this may lead to a new river crossing. A site meeting had been held at Pykeways and the impact on the garden had been evaluated.  Mairead Lane had sent minutes of the meeting to the Harris family and had “kept in touch”. Mairead had said that the planning application had been likely to go forward in June but may now go forward as early as an April date. The roundabout on the main road would have an approach speed of 60mph and the curvature of the road was not thought to be such that would allow attainment of that speed. There was further comment on future river crossings, roundabouts and the impact on three mature oak trees. The Harris family had taken part in a video explaining in detail the perceived impact of the road and this had been sent to all of the parish councillors. Some expressed that they had not been able to open the film and view it on You Tube. The Chair thanked the Harris family for updating the Meeting and the Open Session then closed.

The Open Session then closed.

  1. Brief Verbal Reports:

5.1 Local Policing Team.  PCSO Witcher was not present.

5.2 Ward Councillor.  Ward Councillor Taylor was not present.

5.3 Dore Community Transport. Cllr Tomlinson advised that the “Berlingo” was back and that the Insurance Company had funded the repairs.

5.4 Friends of Clehonger Parish: Phil Moore had resigned as the Chair and Cllr Walker was now Chair again. The core project, at present, was working towards providing a “Welcome Pack” for those coming to the Village. This would be funded by FCOP and would take the form of a double sided A4 sheet.

5.5 Broadband Champion: Not present.

5.6 Church: There was a water pipe issue at the Church and the stand pipe had sheared off. Work was underway to replace this.

5.7 Clehonger Primary School:  Not present

5.8 Village Hall: The Annual General Meeting of the Village Hall had taken place and papers would follow from Cllr Hammond.

5.9 Lengthsman: The Lengthsman updated the meeting regarding actions taken, including the road clearance project down Church Road. This had see a substantial widening of the road, from 18” approximately to over 5’0”, in some parts, where it had been overgrown, from the sign board and on down to the bend by Cider Farm. More strimming would be undertaken once the daffodils had “died down”. The Lengthsman and P3 Footpath Schemes were now running alongside one another.

  1. To approve minutes of the Meeting held on 19/03/15

Resolved: – The Minutes of the meeting, held on 19th March 2015 were approved by the Council and then signed by the Chairman

  1. Clerk Update on Action Items

The Clerk updated the meeting on actions taken including preliminary accounting preparations for audit, form filling for Lengthsman Scheme and P3 Footpaths, grant reclaim, VAT reclaim, elections process d playing field and grant funding requirements.

  1. To note correspondence including an update re Southern Relief Road and Pykeways plus proposal by Cllr Protherough regarding the SLR – as circulated

There had been an e mail received from a concerned resident in School Lane concerning alleged speeding down the road and near misses. There had been possible breaches of the “one way agreement” for users taking and fetching children to and from school. It was agreed that the Clerk would write to the Head teacher to ask for a reminder to be sent to parents regarding access for residents and due consideration for other road users.

The Lengthsman Contract had seen a boundary change. There was still an issue with the signage at the crossroads junction of the road going from the top of Poplar Road towards Locks Garage.

The Parish Councillors discussed the proposal as put forward by Cllr Protherough. Cllr Protherough explained about the proposal and the perceived lack of consultation. The situation regarding Pykeways was highlighted and the manner in which the householders had found out about the proposed fate of their property. The presented routes and plans at consultation events had lacked definitive clarity and it was not until fairly recently that the potential impact had become known. There was a discussion over the possibility of further river crossings, the impact on householders, problems with the existing junction on to the A465 from the Clehonger turning by the “Lousy” Oak and likely 106 monies to come from any in-fill housing. After honing the words of the draft proposal the agreement of the Parish Council was unanimous in that the following proposal should be sent for consideration by the relevant personnel. The Harris’s put forward a vote of thanks to the Parish Council for their support. The final version of the proposal that would be sent to all Planning Committee Councillors, Parish Councillors, Jesse Norman MP, Richard Ball, Mairead Lane and others, as detailed in the e mail circulation, was as follows:

A Resolution by Clehonger Parish Council taken at the Parish Council Meeting dated 23/04/15 in regard to the “Southern Link Road”

“Clehonger Parish Council requests the removal of the link between the A465 and the B4349 from the plans for the implementation of the A465/A49 “Southern Link Road” in the current South Wye Transport Plan. This link would involve the destruction of mature oak trees, of high landscape value, and disruption to homes on its route. In the context of future plans for a Western Relief Road, as included in the Herefordshire Core Strategy, this proposed link would pre-empt and predict the potential progress of the road to the north across agricultural land, without further consultation with the public. It is likely to result in a roundabout with five exits, and two roads crossing between the A465 and B4349, and double disruption from two staged road building for people in nearby homes. The Parish Council proposes that it would be preferable to decouple this route from the Southern Link Road and to postpone future consideration, to a later date, as part of consultation on the route of the Western Relief Road. In the meantime the Parish Council considers that a less costly solution to improving the junction on to the A465, from the B4349, could be investigated. The Parish Council would appreciate a further site visit, to include members of the Parish Council, to discuss and consult further on the implications for the Parish of Clehonger and the impact on the people who live within it.”

  1. Finance

9.1 Resolved: The following list of payments were approved:

Mrs A Wright (salary £655.42, mileage £43.52, home office £50.00)                £748.52

Herefordshire Housing (room hire)                                                    £32.00

Herefordshire Council (parish freighter)                                            £391.40

HASLC Subscription 2015-2016                                                        £641.81

Longfield Services (Lengthsman)                                                     £266.00

Grand Total                    £2079.73

9.2 Resolved: The bank balance was noted.

After discussion, it was agreed that the online finance package idea would be put on hold, for the present, and a new accounts book would be purchased instead.

  1. Planning: To receive report from Planning Working Group Leader and to receive any update on Village housing development applications

There were a number of planning applications to report comments on and they were as follows:

The Application 142443 for three dwellings at Garnom Bungalow had been approved.

There were concerns regarding traffic volumes on Birch Hill.

Other applications considered and commented were as follows:

1) Planning Application No. P141905 Land adjacent to Glasnant House, Clehonger

The Clehonger Parish Council wish to make the following comments please:

“The Parish Council note the option to install the preferred option of a storage tank to hold the sewerage which would need to have a maintenance contract for emptying depending on use. The situation regards the waste water treatment works being at capacity makes any connection to existing sewerage systems not feasible.

To agree to such an option may set a precedent for other potential developments of which there are currently several outline applications for the village of Clehonger, on a much larger scale than this one in question”.

2) In regard to the application, detailed here, the Clehonger Parish Council have no objections to raise.

APPLICATION NO & SITE ADDRESS: 151021 – Firbank, Clehonger, Hereford, Herefordshire HR2 9TQ
DESCRIPTION: Proposed relocation of previously approved double garage
GRID REF: OS 344729, 237797
APPLICATION TYPE: Full Householder

3) In regard to the following application, the Clehonger Parish Council have no objections, in principle, but wish to reiterate the ongoing concern over fresh water provision and of sewerage disposal within the parish.

APPLICATION NO & SITE ADDRESS: 150959 – Land at Wellfield, Poplar Road, Clehonger, Herefordshire, HR2 9SW
DESCRIPTION: Proposed demolition of redundant and derelict agricultural buildings and the erection of up to five dwellings, including associated access
GRID REF: OS 344886, 237220

The following application has had an extension approved for comment, of 26th May 2015, and will be considered at the next PC Meeting:

APPLICATION NO & SITE ADDRESS: 151028 – Land adjacent to Orchard Cottage, Birch Road, Clehonger, Hereford, Herefordshire HR2 9SW
DESCRIPTION: Site for proposed erection of 3 no. new detached dwellings together with access/landscaping and parking facilities.
APPLICANT(S): Mr & Mrs Barnstable c/o Agent
GRID REF: OS 345353, 237162

  1. Village Matters

Cllr Walker reported that following an amendment to the Playing Field Co-ordinator’s title, Mr Alderman had had his high visibility jacket re-named accordingly.

  1. Neighbourhood Plan and Parish Plan – to receive any updates

The Parish Plan was effectively “done and dusted”. Nothing further would be happening on this at the moment. The Neighbourhood Plan would be moving on after the new Council took office. The Core Strategy was having some recommended modifications. There was some concern over the zero rating of windfall sites when adding toward the Core Strategy build totals for the Village from 2011 to 2031. Clarification would be sought from Sam Banks on this matter.

  1. Playing Field update on fundraising and development

The Playing Field Co-ordinator reported that items had been delivered and the instructions etc. had been in French. This had now been resolved and a translated copy obtained. The installation of the equipment, from kit form, was in progress and matters were reasonably on schedule. There were more pieces of equipment still to come, including the tube, but there was enough on site to be getting on with. The matting was on site, the benches had been ordered in black, the proposed mulch colour had not been correct, originally, but the red dye had now been sourced so that the chosen colour would be used. The Police had been informed of the operation in progress and would be keeping an eye on the site.

Fundraising was ongoing, coffee mornings were still bringing in around £40 per time and the Race Night had made £570.00. The next Race Night would be held on 25th September. Bingo attendance was on the up again. The project was still looking to try to raise between £26,000 and £30,000, so there was still lots of scope. Many thanks were recorded for all of the efforts made.

There was some discussion over the possibility of approaching work place “honey pots” for some funding. These were known to exist at companies such as “BT” and “Special Metals”. This idea would be explored further.

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

Footpath Warden: Footpath Warden reported that pumping station path was looking good and when it had dried out more it may be levelled further.

HALC Rep: The rep reported that the next HALC Meeting would be held on Monday 27th April.

Village Hall Rep: No further update

Tree Warden: The Tree warden reported that she would be paying particular attention to the welfare of the mature oaks at “Pykeways”.

  1. Items for next Agenda (no discussion)

Neighbourhood Plan, New Councillors and officers, Dog fouling

This would be the last Meeting of the present Parish Council. At this point the Chair thanked, very much indeed, all of the outgoing Councillors for all of their hard work and contributions to the Parish Council over the years. Special note was made of the contributions of Cllrs Ryder and Hammond whose service had spanned very many terms. Cllr Ryder was not present, but Cllr Hammond was presented with a bouquet of flowers by the Chair. The flowers for Cllr Ryder would be delivered to her as soon as possible.

Following on from this vote of thanks, Cllr Jeffree paid tribute and gave thanks for all of the work and contributions that Cllr Chris Tomlinson, the outgoing Chair and long term councillor, had made to the Parish Council.

This was followed by a round of applause from all present.

  1. Reminder of dates of future meetings

The next Meetings would be the Annual Parish and Annual Statutory Meetings and these would be held on Thursday 21st May 2015, from 7.30pm, at the Innesfield Community Centre.

Due to the confidential nature of the business of these agenda items, under the Public Bodies (Admission to Meetings) Act 1960 (3) it is proposed to put forward a motion to exclude members of the public during discussion of these agenda items

All those present, apart from the Parish Councillors, then left the Hall.

  1. Parish Clerk’s Annual Review

The Parish Council discussed the Parish Clerk’s review and the recommendations were resolved that the weekly working hours be increased from 9 to 11 per week from 1st April and that a further incremental scale point rise be awarded from the same date. The additional hours worked to cover the additional work undertaken regarding the Playing Field etc. would be paid as extra hours and these would be spread across the payments for the rest of the year, including August when no meeting was to be held.

The Clerk was then recalled and informed of the recommendations. The Chair would confirm the arrangements, as resolved, in writing.

The Meeting closed at 9.50pm