Minutes 24th May 2012

Minutes of The Annual Public Meeting of Clehonger Parish Council held on 24th May 2012 at 7.50pm at Innesfield Community Centre

Present: Cllrs C Tomlinson (Chairman), G Walker, C Protherough, A Hitchiner, J Hammond, J Rider, J Whittal (Vice Chair), J Thorne and P Jeffree

In attendance:   Mrs A Wright (Clerk), Mr D Taylor (Ward Councillor), and 8 members of the public.

Apologies for Absence, Declarations and welcome as at Annual Statutory Meeting Minutes of the same date

1. Open Session

Items raised included the Playing Field grass and the missing swings. The school is responsible for cutting the playing field grass. They were originally provided with two keys for the gate but these have been mislaid by their contractors. The chair has already provided the school with one replacement key and will be getting two more cut.  He will ask if the contractor who cuts the grass could pick it up to avoid issues. Cllr Whittal kindly offered to loan her machine if necessary. Keys to the gate would be held at the school, going forward, to hopefully avoid a repeat of the situation.

Parking at Oak Crescent, including cars and lorries that were obstructing the pavement, was causing a concern. The Clerk would alert the Police to this fact to see if they could ask the residents to park with more consideration for those trying to use the pavement.

Cllr Walker spoke on behalf of Mrs Davies, who had lost her voice, and asked for consideration being given to the provision of two additional street lamps on the path between the end of Birch Hill Road and the Seven Stars Public House. Mrs Davies uses the path, with her wheelchair bound husband, and felt that additional lighting would make the path safer for her to use. The Clerk would make the relevant enquiries in regard to this request and seek clarification re their adoption by the County Council.

Cllr Thorne reported that a “swastika” had been daubed onto the bus shelter near to his home. He would try to remove the graffiti and would advise if he had difficulty doing so.

2. Brief Verbal Reports

2.1 Local Policing Team. Not present. The Clerk presented the Crime Trends Report as circulated by e mail.

2.2 Ward Councillor. Cllr Taylor advised that a meeting would be taking place on Monday evening, 28th May, at Madley Parish Hall at 7.00pm. The County Council would be giving an update. Cllr Taylor would find out, and report, exactly what this was about. He would be asking why everyone had not been made aware.

2.3 Dore Community Transport. The new vehicle should be ready by mid August. The driver involved in the accident was now suffering with very bad headaches.

2.4 Community Action Group. The Chair reported that the Clehonger Community Fundraising Event would be going ahead on the 29th July and that he had been in communication with Inspector Tim Dugmore regarding the arrangements.

2.5 Broadband Champion. Not present.

2.6 Church. Cllr Hitchiner advised that the Church costs £20,000.00 per annum to keep it running. Around £10,000.00 is raised via collections and fundraising. The shortfall is met from reserves, but this cannot continue indefinitely. It was asked if the profile of the church could be raised whist the Parish Plan is being discussed, i.e. to raise awareness that if people would like the church to remain for weddings, baptisms, funerals etc. then something needs to be done to raise the money to keep it functioning.

 3. Minutes of Meeting held on 26th April 2012

There were some minor amendments to the minutes and they were then signed as a true and correct record of the meeting. Resolved.

4. Clerk Update on Action Items

The Clerk had written to the Chief Constable, Mr Shaw, in regard to concerns over budget cuts and the proposed closure of Peterchurch Police Station.

The Clerk had written to Dr Nicholson around concerns over the non communication of details concerning the relief road proposals.

The Clerk had written to the Stagecoach Bus Company to request the retention of a No. 39, 5.45pm bus service, via Hay on Wye, and through the Golden Valley to Hereford to enable shoppers and workers in Hay to travel home after shop closing time.

The Clerk had designed and distributed dog “poo” notices to raise awareness and hopefully alert owners to clean up after their pets. Parish Plan launch information had been inserted into the Tracking the News and the Hereford Times. Adverts had been designed for the notice boards. Further information around freighter provision had not proved to be an option to rival the existing one. The freighter would be booked for the end of June (30th), subject to the Village Hall Committee agreeing the suitability of the date.

5. To note correspondence

The Clerk had received a communication from Pegasus Planning Group. They were interested in putting forward a proposal to develop land at Home Farm, near Belmont Abbey, Hereford. As a neighbour, and consultee, the Parish Council were invited to attend an Open Day on Tuesday 26thJune at Hedley Lodge between the hours of 11.30 and 19.30 to view a staffed public exhibition. There would then be a special (by invitation) session for councillors between 20.00 and 21.00 where information about the day would be shared and questions may be asked.

It was agreed that the Clerk would contact the Pegasus Company Director, Sue Manns, and seek further information and also request the leaflet detailed in the letter. This would then be communicated to councillors. The Clerk would also scan and circulate the letter from Pegasus so that all councillors could see the details.

6. Finance.

6.1 Resolved: The following list of payments were approved:

Hire of Innesfield                                                                   £10.00

Lengthsman (R. Layton Morris)                                              £200.00

Mrs A Wright – (salary £200.31, mileage £9.99 phone £12.06                        £286.36

Ink cartridge £13.97 Home Office £50.00)

AON Annual Insurance Premium                                           £1356.54

Longfield Services                                                                 £165.50

Tax due on salary payment (Payable to The Post Office)              £50.00


Total                 £2068.40

Resolved: The bank balance was noted

Cllr Tomlinson asked for thanks to be recorded for all of the work carried out re the financial matters by the Clerk and Cllr Jeffree.

7. Planning

There were no further planning applications or details of approvals, or otherwise, to report.

8. Parish Plan and publicity for launch meeting on 11th June

Details of the Launch Meeting would be confirmed with Lynda Wilcox and adverts would be placed in the Notice Boards. Tracking the News and The Hereford times had publicised the event for us too, in a number of their recent publications.

9.  Swings Update

It had been ascertained that, unfortunately, wooden swing seats would not be a viable option for replacements. The previous seats had been removed because they had disintegrated and were dangerous. New safety regulations compliant swing seats had been ordered from a supplier of play equipment called Kompan and it was expected that they would arrive by the end of May.

10.  Website

No further update to add at this stage.

11. Audit & Annual Return

The Annual Return had to be back with Mazars, the external auditors, by the 30th June. Clehonger Parish Council was among 5% of Councils who had been selected to answer some supplementary questions in with this year’s annual return.  A Risk Assessment Schedule was required and the Clerk would draft an appropriate assessment document and circulate it for approval. Once adopted, this would be incorporated into the Council’s control documents.

12. Brief Reports from Footpaths Warden, HALC Rep and Village Hall Rep.

The Footpaths Warden reported that the P3 scheme for Footpaths was now closed to newcomers, however existing participants in the scheme would be receiving their grants for the year 2012/13. The HALC Rep reported that as the meeting that had been scheduled was cancelled there was no further update. The Village Hall Rep reported that there had been a lot of fund raising going on and presented the Clerk with a set of  the last committee meeting minutes for the file. The Village Hall AGM would be held on the 20th July 2012.

13. Items for next Agenda (no discussion)

Remove Website item. Insert Risk Assessment, Audit & Annual Return, Croft Road, Poplar Road footpath, Parish Plan and Bike Lane. Apologies for non attendance at the next meeting were received from Cllrs Ryder and Protherough.

14. Reminder of dates of future meetings and to review and set future meeting dates  

The next meeting, of the Parish Council, would be held on Thursday 21st June 2012 at 7.30pm at Innesfield.

The Meeting closed at 9.10pm