Minutes 27th November 2014

Minutes of Clehonger Parish Council Meeting held on 27th    November 2014 at 7.30pm at Innesfield Community Centre

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

In attendance:   Mrs A Wright (Clerk), Ward Councillor David Taylor, The Lengthsman Paul Wright, PCSO Fiona Witcher and 5 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 received from Cllr Whittal.

  1. Declarations of Interest

Resolved: Cllrs C Protherough, J Rider 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

No matters were commented during the Open Session.

  1. Brief Verbal Reports:

5.1 Local Policing Team. PCSO Witcher updated the meeting regarding recent crime and recent activities including poachers and lamping. Details of some of these had been traced back to local thieves. Thefts of lead and quad bikes had been reported and the advice was to keep an eye on any lead roofing etc. The PCSO was looking at the request for a “speedwatch” initiative over the Cage Brook. There was a warning that crime can escalate over the Christmas period and that people should remain vigilant, especially in regard to outside equipment and sheds, garages and outbuildings. Scams by e mail were also noted with cyber crime being an ongoing issue. Cannabis packs had been previously found on the playing field, but nothing recently. Fly tipping had occurred in Church Road but had been cleared after a challenge from a householder. The tipped digi-boxes and other items, carpet and microwave oven, were still in Ruckhall Lane, opposite Perry Hill Cottages. This would be followed up.

5.2 Ward Councillor. A resident commented that he had cleaned up and carried out repairs to the war memorial in the Clehonger Churchyard. The memorial was in need of some maintenance in terms of re-cementing the base as it was breaking up. Enquiries would be made as to the responsibility for upkeep of the memorial. There was believed to be a War Memorials Commission. Cllr Taylor updated the meeting with details of developments regarding the link road. Maps were viewed and there was a discussion on the various route solutions and comment was made that some residents did not feel that they had been given an opportunity to present their opinions on the suggested outcomes. There had been events held but groups felt that they had been excluded from some of the venues with only selected invitees being allowed to participate. Some people felt that they had only found out details after the event and when the opportunity to get involved had passed. Some people were missed out and meetings to discuss further options did not take place after the resignation of the Ward Councillor who had been responsible for a lot of the co-ordination. There had also been a change in Public Realm Contractor with Balfour Beatty taking over from Amey. Following this transition a further three day consultation had been held which had been open to all. All items were up for discussion including strategies for bus lanes and the treatments likely to be necessary for potential removal of any trees in the affected woodland areas along the proposed route. The next stage for bidding for the funding would be in 2023. The plans had been called in by the over viewing Scrutiny Committee.

5.3 Dore Community Transport. Cllr Tomlinson updated the meeting in regard to the fact that promotional leaflets were being printed for the service by Herefordshire Council. Clients were increasing.

5.4 Friends of Clehonger Parish: The proposed AGM had had to be postponed to the next month due to not being quorate.

5.5 Broadband Champion: Not present

5.6 Church: Card to be sent to welcome the new Rector with an invitation to attend meetings – if she wishes to do so.

5.7 Clehonger Primary SchoolNot present   

5.8 Village Hall: There had been a meeting held on the 28th November. There was some disappointment expressed regarding circumstances about the Pre-school which had been running for 40 years. A letter from the School concerning the Pre-school had now been circulated to the parents and this had been copied to the Parish Council. There were questions over protocols.

5.9 Lengthsman

The Lengthsman updated the meeting regarding actions taking including cleaning of gullies and grips, with ones being uncovered that had not been cleared for some time. The road signs had been washed. There were two issues to pass by the PC for approval of remedial action. Firstly, the bridge at Cage Brook has three blocked gullies that require clearance. Secondly, the road in Church Road, Old Clehonger, past the signboard advising of parking for fishermen and opposite Plover’s Pool, the boggy patch has encroached and silted up the road losing over a foot of width of road in consequence. This would require clearing back to reclaim the roadway. Permission for action granted for both items. Proposed by Cllr Walker and seconded by Cllr Jeffree.


  1. To approve minutes of the Meeting held on 23/10/14

Resolved: – The Minutes of the meeting, held on 23rd October 2014 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 grant actions regarding the playing field, planning applications, footpath issues and follow-ups to the damaged bus shelter and bin collections.


  1. To note correspondence

The Clerk advised re some of the correspondence received from HALC, Herefordshire Council and others.

  1. Finance

9.1 Resolved: The following list of payments were approved:

Mrs A Wright (salary £555.60 mileage £29.34, stationery £7.19, phone £14.42 parking £2.20, postage £4.17)    £612.92

Longfield Services (Lengthsman)                                                                   £364.00

Total             £976.92

9.2 Resolved: The bank balance was noted.

  1. Planning

There were no new planning applications to consider


  1. To ratify decision regarding playing field equipment supplier

It was resolved to confirm the choice of playing field equipment supplier as being Kompan. This was on the grounds of criteria assessed on value for money, vandal proofing and quality/clarity of presentation of information. Quotations had been received with suggested lay-outs and equipment options. An intention to proceed had been communicated and the company had agreed to honour their discounted price quotations, as detailed, even if a formal order was not placed until 2015. Insurance implications would require re-evaluation when the new equipment had been purchased. Kompan were based in Milton Keynes. It was resolved unanimously that they be confirmed as the chosen supplier.


  1. Village Matters

A parishioner in Old Clehonger reported that the road surface in Church Road from the Old Vicarage down to the beginning of Ruckhall Lane and past the church was broken up.

The road sign by E3452 N2358 Cobhall Farm was partially obscured by the hedge.

The recent e mail detailing the update from “Community First” contained details of various offers including that of the possibility of free trees. Cllr Protherough would look into this.

Damage, including the breaking of the seat and cigarette burns, had been carried out on the bus shelter under the oak tree in Gosmore Road. The Chair would examine this and advise re any actions to be taken.

The Adverse Weather Scheme (Winter Watch) volunteers had been briefed and a leaflet sent round advising of contact numbers and with instructions on items such as regarding hypothermia and snow shovelling. The possibility of salt for front paths was being investigated by Cllr Protherough in conjunction with the Village Shop. The Balfour Beatty self-help salt quantities were too large to be managed locally.


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

The Parish Plan was being “tidied up”. The final version would be reviewed and would then be printed. A delivery timescale would be formulated once the copies had been printed. The Plan would then be circulated.

The Neighbourhood Plan Boundary consultation was running. The Clerk would check where the process had got to by checking with Sam Banks.


  1. Playing Field update on fundraising and development

There was some frustration at present while waiting for grant finalities to be processed. The funding available should just about cover the phase one of the project.  The fencing element has been de-coupled and separate quotes for this will be sought. Further applications for additional funding have been submitted and decisions on these are awaited.

Negotiations are ongoing with the School regarding the planting scheme. Essentially “garments will be cut from the cloth available” in terms of what can be achieved with any funding or labour obtained. Ideas for planting schemes, with prizes for the best ones may be organised. Any final ideas will be presented to the PC for approval before commencement.

Grant funding for “Phase two” of the project for the Junior Play area will not be applied for until “Phase one” is completed so as not to “muddy the water” where funding is concerned.

Local fundraising is ongoing with table sales and coffee mornings raising between £40 and £80 per time. The Christmas Tea is scheduled for the 30th November, with 50 tickets sold, and there will be a further race night in the future, with date to be advised.

  1. Computer Finance Software – type, which and when?

Following research into the best options available, it was recommended that the PC purchase Sage Instant Accounts 2014 from PC World in Jan/February time ready for the next year. Cost likely to be around £159.99 including VAT. This course of action was resolved. Proposed by Cllr Rider and seconded by Cllr Walker. Carried unanimously.


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

Footpath Warden: The Footpath Warden explained about the Pumping Station Project but said that, currently, it was too slippery and dangerous to proceed with the installation. When things had dried out, this would be progressed as permission had been obtained from the landowner and the materials were on order.

HALC Rep: Had not been present at recent meeting or AGM

Tree Warden: No update at present


  1. Items for next Agenda (no discussion)

Items as usual


  1. Reminder of dates of future meetings

The next Meeting will be held on Thursday 15th January 2015, at 7.30pm, at the Innesfield Community Centre.