Minutes 25th April 2013

Minutes of Clehonger Parish Council Meeting held on 25th April 2013 at 7.30pm at Innesfield Community Centre

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

In attendance:   Mrs A Wright (Clerk), and 6 members of the public.

1.  Apologies for Absence

Apologies were received from Cllr Morgan.

2.  Declarations of Interest

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

3.  Introduction and welcome by the Chairman

The Chairman welcomed everyone to the meeting.

4.  Open Session

It was noted that the signs have multiplied up again at the Lousy Oak junction of the B4349 and the A465. Previous contact has been made in recent months and the Council are keeping a watch on the situation.


5.  Brief Verbal Reports:

5.1 Local Policing Team.  CSO was not present but an update was given re the bulletin on local crime trends, in particular matters relating to a theft from a property in Clehonger.

5.2 Ward Councillor. Cllr Taylor was not present but had asked that two meetings to discuss the Local Transport Plan and roads maintenance to be held at Madley Village Hall on the 20th May and also at Ewyas Harold Village Hall on 21st May be highlighted to councillors.  Both meetings would commence at 6.30pm.

5.3 Dore Community Transport. Another large repair and servicing bill totalling £976.00 had been incurred for one of the vehicles. The benefactor who donated funds to help replace the damaged vehicle had sadly passed away and there had still been no word on funding from Herefordshire Council.

5.4  Clehonger Community Action Group.  Not present

5.5 Broadband Champion. The Champion detailed the launch meeting held to mark the official start of the partnership between Herefordshire Council, Gloucestershire Council and BT. The aim was to roll out faster broad band across the counties using a massive investment in optical cables which would involve a lot of trench digging around the counties. The new brand name is “Fastershire” and there is a web domain where you can obtain more information www.fastershire.com The aim of the initiative is to provide faster broadband to all users with improved speeds being observed from 2016. The roll out will be advertised.

5.6 Church. No update.

6.  To approve minutes of Meeting held on 21/03/13.

Resolved: – The Minutes were approved by the Council and signed by the Chairman

7. Clerk Update on Action Items

Update items included

  • Clerk had written to resident in Gosmore Road re yellow lines and the answer was yes please. This would be followed up with Amey.
  • Hedges in Poplar Road. Further to the last meeting a visit with an official from Amey had led to the opinion that the hedges were not currently an issue from the highways point of view. The hedges had been lightly clipped and it was resolved to leave things be at present and revisit if they did grow out and become an issue. It was pointed out that it is nesting season and therefore not an appropriate time to be cutting hedges.
  • Clerk had written to the school re parking and obstruction problems but had not had a reply at the time of the meeting.
  • The Lengthsman grant application and new contract paperwork had been submitted and also the grants for both Lengthsman and Footpath P3 had been confirmed for 2013/2014.
  • Clerk had obtained a schedule of works from Amey
  • The Clerk had finally checked and sent the Core Strategy Response and covering letter to the Herefordshire Council. Thanks were extended to all those who had taken the time and trouble to collaborate on the response and a big thank you to Cllr Jeffrey for pulling all of the details together into the response questionnaire – a big task.
  • The Clerk had investigated special events preparations with AON and reported back.
  • The Neighbourhood Plan representative from The Herefordshire Council would be attending the next meeting.
  • White lining had been followed up with Amey re Croft Road and Ruckhall Lane. Waiting for technician to phone back with contact details.


8.  To note correspondence

Correspondence had included: Reminders for the HALC EGM on 24th April, Police Bulletins, and HALC Information Corner including notification of the “paring down” of local police contacts due to restructuring.

9.  Finance

9.1 Resolved: The following list of payments were approved:

Lengthsman (R. Layton Morris)                                              £150.00

Mrs A Wright – (sal £347.36 mile £30.78, home/off £50.00, stat £22.00)    £450.14

Tax due on salary payment (Payable to The Post Office)             £86.80

HALC Training on Finance and Audit                                         £30.00

Herefordshire Council (contested election)                             £1575.76

AON UK Limited (PC Insurance)                                            £1306.60

Sub Total         £3599.30

Parish Planning for Real Payments

Nil this month                                                                          £0.00

PP Sub Total              £0.00

Grand Total         £3599.30

9.2 Resolved: The bank balance was noted

10.  Planning

Two planning applications had been received for:-

1) SITE: Land adjacent to Village Hall, Clehonger, Herefordshire

DESCRIPTION: Proposed three bedroom property


GRID REF: OS 345139, 237715

APPLICATION TYPE: Planning Permission

The Council returned the following comments:- Concerns remain re access, sewerage system and conjunction to Village Hall. It was commented that it looks like “too much house for a small plot”.  Access is very close to Birch Hill Road, with limited splay, ostensibly too many factors remain unanswered for Clehonger Parish Council to support the application.


2) SITE: Clehonger Village Hall, Birch Hill Road, Clehonger, Hereford, HR2 9RD

DESCRIPTION: Extension of time to planning permission DMSW/100858/F


GRID REF: OS 345150,237670

APPLICATION TYPE: Planning Permission

The Parish Council resolved to support the application.

11.  Parish Plan

The Newsletter was in the process of being circulated. The Playing Field Focus Group was progressing well and one estimate from a supplier of equipment had been received with others to follow. The Group will soon be looking at the options for obtaining grants and estimate that between £90,000 and £110,000 will be required to achieve the desired objectives. The Environment Group have started work on a questionnaire and will be talking to service providers. There would be a Steering Group Meeting on 9th May and a Transport Meeting on 8th May. All meetings are held at the Innesfield Community Centre at 7.30pm and all are welcome to join in. The Parish Plan Steering Group now have a website which can be found using the link:- http://clehonger.wordpress.com  Minutes of meetings are held at the shop and are available on request.

12.  Audit & Annual Return

The Audit and end of year pack has been received from the new Auditors – Grant Thornton. Cllr Jeffrey and the Clerk will be working together to complete the accounts and thanks were extended to both by the Chair in anticipation of the work to be completed. The internal audit inspection of accounts will also be organised.

13.  Donations Policy & Grants Policy (to agree and adopt)

It was resolved to adopt the newly modelled Donations Policy prop CP and sec JT unanimous. It was also resolved to adopt the new Grants Policy prop Cp and sec by JT unanimous. Copies were signed by the Chair and will be sent electronically to our current Donation beneficiaries, the Church and Dore Community Transport. Any future applicants will be sent a copy of the relevant policy document. Copies of the adopted documents will also be on the website for reference purposes.

It was stated that any persons using the Playing Field for an event/function would be required to observe the terms of the policies also.

14.  Playing Field & Insurance – to discuss setting up of sub-committee

In order for events to be covered by the Parish Council Insurance there would need to be control by a sub-committee affiliated to the Parish Council. The Insurers had stipulated the following:-

We can confirm that provided the Parish Council are the sole organisers of the event and in sole control of all activities, the existing Public Liability section of the policy would extend to include the legal liabilities of the Parish Council as far as they could apply. The Insurance would not extend to cover if any other party were to organise the event.

Cover is subject to the terms, conditions and exclusions of the policy and the Limit of Indemnity of £5,000,000. Cover is in respect of any one claim with no limit on the number of claims. However, cover is for legal liabilities only and would not necessarily cover any claim, but only those for which the Parish Council could be held to be legally liable.

It would be necessary for any independent persons/groups not under the control of the Parish Council for example burger/hotdog vans, the owners of any animals or mechanically propelled vehicles to have their own Public Liability cover in respect of their own legal liabilities.

The area where the event is due to take place should be suitable for the intended purpose. If the land is not owned by the Parish Council it would be necessary for the landowners to have their own Public Liability insurance in respect of their own responsibilities as property owners. Any items you would like insuring for damage would need to be added to the policy and will incur an additional premium. The area should be returned to its former condition after the event.

Street Party

Providing that the Insured are the SOLE organisers of the event, the Public Liability section will be extended to cover the event subject to the following

  • A Risk Assessment has been successfully completed
  • Road Closed
  • Police are aware of the party, recommendations been complied with
  • First aid on site
  • The area is tidied up after the party and removal of all debris

Subject to the terms, conditions and exclusions of the Policy

Barbeque / Hog Roast Conditions

  • There shall be means of extinguishing the fire.
  • Only authorised persons to do the cooking.
  • Food to be cooked adequately and in accordance with instructions.
  • The B B Q is to be attended until cold.
  • The ashes are to be disposed of in a metal container/bin, with separate bins for the disposal of other waste material. The B B Q is to be sited on level ground, away from other property.


Tug of War

The weather must be dry and suitable for the event

  • The area having been inspected prior to the event
  • The teams must be evenly matched in terms of weights, ages and sexes
  • First Aid personnel must be available
  • All persons to be fit and able with adequate checks being made prior to the event regarding any physical problems that those taking part may have. i.e. entry forms that ask if they have been advised not to involve themselves in this type of activity
  • A Risk Assessment having been completed and any requirements complied with.

After discussion it was resolved unanimously that a Playing Field Sub Committee should be formed to discuss the way forward and formulate a constitution based around the criteria, as notified. The initial members would be Cllrs Tomlinson, Morgan and Protherough and they would be joined by other representatives from the interested working groups. There was still a question over whether, or not, the July event would be taking place.

15.  Community Bus Service Provision including timetable of route 449

The concern over the provision of late evening buses was raised and it was explained that there was a possibility that the last bus service out from Hereford to the villages may be cut from the timetable due to cuts in subsidies from the Herefordshire Council. A poster had been designed and would be displayed and also circulated to other local Councils for them to display and publicise also. The maxim was “Use it or lose it” and urged people to make use of the service and thus try to ensure its continuation.

16.  Village Matters

Cllr Walker announced on behalf of the Jubilee Group that there would be a luncheon in the Clehonger Village Hall to commemorate the Diamond Anniversary of the Coronation of the Queen on Sunday 2nd June 2013 at 12.30 pm with proceeds going to the Playing Field fund. There would be lunch at 12.30pm (£5.00 adults and £3.00 children) followed by music and a fete from 2.00pm. Lunch would be bookable in advance and tickets would be available from the Top Shop.

Cllr Tomlinson showed a community transport leaflet called Travel Links which was published by Herefordshire Council and covered the whole county in regard to transport matters.

The footpath from the top of Church Road to the bus stop was mentioned and this has been raised with Amey.

It was commented that the speed limit notices on the A465 are up and details of the speed limits applicable have been published in the Hereford Times.

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

Footpath Warden Grant money for 2013/2014 P3 scheme has been secured

HALC Rep Cllr Walker reported back on the HALC EGM and the main reason for the meeting being some revisions to the constitution which had been in existence since 2004. There had been some changes to terminology in regard to purpose and aim. Subscriptions to HALC which had previously been due on 1/7 are now due on ¼ each year. Cuts in spending will mean that meetings will not be held at Brockington any longer but at the Berrows Business Centre. An exception to this would be the SAM area meeting which would be held at Brockington on Monday 29th April 7.30pm.

Village Hall Rep Cllr Hammond reported that plans for the extension at the Village Hall are on hold pending the outcome of negotiations with the pre-school who are determining their future requirements for accommodation in conjunction with the Primary School.

Tree Warden Cllr Protherough reported that a tree that could be in danger of potentially falling onto the highway, after incurring damage, had been observed. Details would be forwarded to the Clerk, re the exact circumstances and location, so that they can be passed to Amey for their attention.

18.  Items for next Agenda (no discussion)

Special account for Playing Field funds (Clerk to enquire from Bank in this regard), Progress on sub-committee for Playing Field, Audit.

19.  Reminder of dates of future meetings

The next meeting and Annual Statutory Meeting will be Thursday 23rd May 2013, 7.30pm at the Innesfield Community Centre.

The Meeting closed at 9.17pm