Minutes 24th April 2014

Minutes of Clehonger Parish Council Meeting held on 24th April 2014 at 7.30pm at Innesfield Community Centre

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

In attendance:   Mrs A Wright (Clerk), Ward Councillor David Taylor and 7 members of the public.

  1. Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting.

  1. Apologies for Absence

Apologies were received from Cllrs J Thorne and J Hammond.

  1. Declarations of Interest

Resolved: Cllrs C Protherough and J Rider 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 drains on the corner of Gosmore Road and Birch Hill Road are still blocked and causing a problem. The issue of the disposal of clinical waste was raised and the cessation of the yellow bag system, apart from Hep C and MRSA sufferers, and the fortnightly collection proposals were likely to cause problems for residents who were trying to cope with relatives with continence problems. It was agreed that the Clerk would write to Cllr Harry Bramer at Herefordshire Council, and copy in the County Medical Officer, to express concern in regard to the environmental health impact of the intention to move to fortnightly collections and to dispense with the yellow bag clinical waste system.

  1. Brief Verbal Reports:

5.1 Local Policing Team. Not present

5.2 Ward Councillor. Ward Councillor Taylor reported that Ruckhall Bridge was not yet open and completion was likely to take further time as the job had turned out to involve more work than had been anticipated with further reinforcements required to the wall, and consequently re-opening was not likely to be before August.

The grass on the triangle island by “Silverdale” was overgrown and a request for strimming this would be put forward to the Lengthsman.

Cllr Taylor offered his assistance with the Neighbourhood Plan. It was felt to be an important thing to undertake and complete the plan to designate the parish’s wishes in regard to future potential housing development. The current situation, with the Core Strategy not yet in place and no five year land supply defined, may mean that the county as a whole is vulnerable to applications from developers and the refusal of applications may prove difficult to justify in the absence of the identified land and supporting documentation.

5.3 Dore Community Transport. The discussions over the insurance bills put forward by Herefordshire Council had finally yielded some reductions in the premiums to be charged. The new vehicle should be ready for use by the end of May. The bus service consultation outcomes were not yet clear but the message did appear to be “use your bus or lose it”.

5.4 Friends of Clehonger Parish It was reported that a Constitution is being worked on to enable the Friends to obtain charitable trust status which should make more funding streams available to them going forward.

5.5 Broadband Champion. No further details at present, apologies sent. It had been noted that there were some local issues with reception in the area.

5.6 Church.  The Parish Plan Committee would be meeting up with Ann Hitchener. The farewell service for Reverend Dyson would be held at Allensmore Church on 27th April 2014.

5.7 Clehonger Primary School   There was potential for the pre-school to move location but any such moves would need to be carefully managed. A pre-school committee had been created and the Head had met with them to discuss issues. An interim solution may need to be found and a small group of governors would be evaluating the options. There were issues around staff transfers and funding too. Ideas would be circulated and the process of change handled carefully. Some of the Parish Plan Questionnaire analysis information may be used to help the process. Further details would be published after the school returns from the Easter holiday break.

  1. To approve minutes of the Meeting held on 20/03/14.

Resolved: – The Minutes of the meeting, held on 20th March 2014, were approved by the Council and then signed by the Chairman

  1. Clerk Update on Action Items

The Clerk updated the meeting re the action items including Information Commissioners Office (ICO) registration completion, Lengthsman papers completed and returned to Balfour Beatty, new Standing Orders compiled and presented for adoption, proposed by Cllr Jeffrey and seconded by Cllr Morgan. Resolved that the Standing Orders, as revised, be adopted.


  1. To note correspondence

The Clerk advised re some of the correspondence received including confirmation of the affiliation to the Information Commissioners Office, revised Standing Orders, revised Financial Regulations, Balfour Beatty and a letter from the outgoing Lengthsman offering to stay on in post for a further 12 months, if required. It was resolved that a letter should be sent thanking him for this offer and extending the contract until a new appointment had been made, as the recruitment process had been commenced to find a replacement. It may be possible that “one off” jobs might also be required and this would be explained in the letter too. There was also correspondence relating to a “hearing” regarding the Link Road and a licensing alteration for the Seven Stars Public House.

  1. Finance

9.1 Resolved: The following list of payments were approved:

Lengthsman (R. Layton Morris)                                             £200.00

Mrs A Wright – (salary £290.95 mileage £25.20, home office £50.00)        £366.15

Tax due on salary payment (Payable to The Post Office)            £72.60

HALC Subscription 2014 – 2015                                             £562.97

AON Local Council Insurance Premium 2014 -2015                 £1263.12

Sub Total         £2464.84

Parish Planning for Real Payments

Mrs C Protherough (Ink cartridges)                                         £41.29

Grand Total     £2506.13

9.2 Resolved: The bank balance was noted

It was resolved to accept the AON Insurance renewal offer of a three year term in return for a 5% premium discount (amended figure shown above). This was proposed by Cllr Whittall and seconded by Cllr Morgan. Carried

There had been an anonymous donation of £1000.00 made to the Playing Field Fund and a further cheque for £250.00 was presented at the meeting. This had been raised by fundraising through the coffee mornings. Many thanks for all of the work done to raise the money were expressed. The coffee mornings were proving to be very popular and many people were enjoying joining in. The sessions run on Friday mornings from 10.00 am to 12 noon and helpers are always welcomed, as are cakes.

The total Playing Field Fund now stood at £9689.00.

  1. Planning

The planning application on land adjacent to Harpacre, Clehonger

1) SITE:  Land adjacent to Harpacre, Clehonger, Hereford

DESCRIPTION: Land for residential development


GRID REF: OS   344831, 237701


This had been revised and the traffic and access concerns addressed. The Parish Council supported the revised application.

  1. Parish Plan

Background work was still being undertaken. The sub groups were meeting to look at outcomes. Main points coming out of the questionnaires were being analysed and ideas as to how to address the issues raised identified. The next stage would be a detailed Action Plan with details of when, how, who and cost. Conversations with existing service providers would take place before the Action Plans were drawn up. Meetings would be held with Ann Hitchener and the Village Hall representatives. Some community changes were already underway, for example the school and the public house and some concerns would resolve naturally. The Playing Field Sub Committee had been very busy and thanks were conveyed to Cllr Protherough for all of the work involved with the grant applications. Dave Tristram from the Funding Team had said that there may be a struggle to obtain all of the funding required and fund raising initiatives such as the coffee mornings and a planned Dog Show in the summer would all help to raise much needed funds. The Dog day, planned for September, would be aiming to educate pet owners about caring for their pets, hygiene issues regarding clearing up after pets and there would be free micro-chipping, possibly, on the day too.

There would also be another Race Night coming up and the Fish & Chip Van would be returning from the end of May.

The Good Neighbour Scheme was being developed and the RVS would be consulted. The whole ethos was to develop the scheme and nurture community resilience.

  1. Neighbourhood Plan

The Neighbourhood Plan would be progressed and the idea of joining up with Allensmore Parish to obtain some synergy of approach was being investigated. Clehonger representation on the discussion panel would include Cllrs Tomlinson, Walker, Protherough and Hammond plus Alison Davies form the Parish Plan Steering Group. A meeting of both of the council’s representatives would be arranged to discuss proposals, to be held at Innesfield and as soon as all parties could be present.

  1. Village Matters

The defibrillator was ready for fitting, and the money available for installing it, but as yet the fitting had not been arranged. The electrician needed to contact the committee to arrange to fit the unit. The Tuesday Club had undergone “Heart Start” Training and a full launch event for the defibrillator would be held once the unit had been fitted.

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

The Footpath Warden reported back on a successful evening with Balfour Beatty where plans for the locality for the coming year had been outlined, locality stewards, introduced and some clarification given as to aims and objectives going forward. The Highway initiatives, Lengthsman Scheme and P3 Footpaths Scheme would be continuing. Five locality stewards were in place so far and Vincent Playdon was covering the area that Clehonger falls within. The meeting advised attendees of budget cuts and consequent reductions in for example, the number of grass cuts per year down from seven cuts to three. Street cleansing would also be reduced and essential visibility areas would be cut for safety reasons. There were still many more defects to fix than monies would permit so categorising of defects and prioritising roads for action was ongoing. Going forward business cases would need to be submitted for works to be completed and meetings would be held to look at pot hole filling trial alternatives. The ground was still too wet for the pumping station steps job to be completed.

The HALC Rep reported that the subs had been agreed in principle at the meeting in November 2013 but the actual amounts were not known at the time. (After discussion, it had been resolved to renew the HALC subscription for 2014/2015). The Clerk was asked to write to HALC to see if subscription figures could be made known earlier so that budget considerations could be made.

Village Hall Rep was not present but the AGM would be held on Friday 2nd May at 7.00pm. A successful Bingo evening held recently had raised circa £570.00, with prizes donated. There was now a designated licensee and premises supervisor, who had successfully passed the examinations required to take up the role. Congratulations to him for this.

Tree Warden no further issues to report.

  1. Items for next Agenda (no discussion)

Annual Statutory and Parish Meetings


  1. Reminder of dates of future meetings

The next Meetings, Annual Parish and Annual Statutory will be held on Thursday 29th May 2014, from 7.30pm, at the Innesfield Community Centre.

The Meeting closed at 9.27pm