Minutes Annual Parish & Annual Statutory Meeting 17th May 2018

Minutes of the Annual Parish Meeting and the Annual Statutory Meeting of Clehonger Parish Council held on 17th May 2018 at 7.30pm at Innesfield Community Centre

Present: Cllrs J Rees, A Davies (elected to the Vice Chair), S Savory, A Morgan, G Walker, J Harris, C Protherough (elected to the Chair)

In attendance: Mrs A Wright (Clerk), Lengthsman Paul Wright (from 7.44pm) and 3 members of the public (from 7.30pm). PCSO Fiona Witcher was also present for part of the meeting. Also present for the first part of the meeting was Steph Kitto from Herefordshire Council Neighbourhood Planning Team.

Part One Annual Parish Meeting

1. Open Session with parishioners
PCSO Fiona Witcher updated the meeting regarding recent damage to property (notice board and CCTV) at the Clehonger Village Hall. This was being dealt with by PC Roger Bradley. PCSO Witcher left at 7.10pm.

Steph Kitto of the Herefordshire Council Neighbourhood Planning Team explained regarding options for progressing the Neighbourhood Plan. The Questionnaire analysis undertaken had been found to be of no use and the data had not been able to be read. Steph explained that the Steering Group could claim up to £9000.00 worth of grant funding to assist with completing the plan. The parish could allocate any sites that it would like to see developed. There was currently only a three year land supply held by Herefordshire Council when a five year supply was required to meet national directives. The parish cannot restrict or prevent development but can help to guide it via the plan. Quotes would need to be obtained for re-analysis of the questionnaire information by the Steering Group once reconvened. Steph would send details of suitable contacts. Steph left the meeting at 7.30pm and three members of the public joined the meeting.
A public member thanked the Parish Council members for giving up their time for community and for all that they do, saying that they did a good job. Footpaths were noted and the importance of walkers keeping to them. There were tree branches over the footpath behind the Seven Stars. Birch Hill Road was again noted as being pot hole filled and breaking up. The Locality Steward had been taken across this and it had been referred up to the Asset Management Team.
There were potholes on Birch Hill and erosion to the roadway between Allensmore and Locks Garage.

Part Two Annual Meeting of the Parish Council

2. Election of Chair with signing of acceptance and declaration forms
Cllr Carole Protherough was proposed as Chair by Cllr Harris and seconded by Cllr Davies. It was resolved that Cllr Protherough be installed as Chair. Cllr Protherough then completed, and signed, the Acceptance of the Role of Chair Form.

3. Election of Vice-Chair with signing of forms
Cllr Alison Davies was proposed as Vice-Chair by Cllr Protherough and seconded by Cllr Morgan. It was resolved that Cllr Davies be installed as Vice Chair. Cllr Davies then completed, and signed, the Acceptance of the Role of Vice-Chair Form.

4. Election of Parish Council Officers
The Planning Committee would include all the councillors to review and consolidate opinion on planning applications. Extensions to applications would be requested as required.
The Footpath Officer role would be checked with Blue Davies to see if he wished to continue in the role.
The Tree Warden Role Cllr Morgan would take up the role. He was proposed by Cllr Davies and seconded by Cllr Walker. The work carried out by Cllr Gil Savory in the role was commended and thank you was recorded.
The Lengthsman Co-ordinator Role was proposed as Cllr Morgan by Cllr Rees and seconded by Cllr Harris.
The HALC Representative was proposed as Cllr Davies by Cllr S Savory and seconded by Cllr Protherough.
The Playing Field Steering Group would remain as is with the membership confirmed at the next meeting of the Group.

5. To receive Apologies for Absence
There were apologies for absence received from Cllrs J Whittal, G Savory and Ward Cllr Steve Williams.

6. To note Declarations of Interest
There were no declarations of interest at this point.

7. Brief Verbal Reports:
7.1 Ward Councillor. Ward Cllr Williams had sent his apologies.
7.2 Friends of Clehonger Parish: Cllr Walker was looking for a new person to take over the Gardening competition responsibility. Interest in this had, so far, been very “mute.” Cllr Walker would continue to try to find a new organiser via publicity etc. There were prizes for the best all round garden and a shield was awarded for a nominated specific item (this year a trough or manger display).
Welcome packs were ongoing with three being given out in last few weeks.
7.3 Clehonger Primary School: The SATS had finished that day (17/05/18).; There had been five changes to the headship in a six year period. The governor candidate vacancy would be checked with Ward Cllr Williams.
7.4 Lengthsman: The Lengthsman advised that some potholes had been repaired. There needed to be an agreement where the dog bins were to be placed. One would be placed at the bottom of the playing field. Gwillams Lane was another suggested location. Consideration would be given to providing new bus stop bins as the old ones were falling apart.
7.5 Locality Steward: Not present. Bulletins circulated.

8. To approve Minutes of the Ordinary Meeting held on 19/04/18
Resolved: – It was resolved that the Minutes of the Ordinary Parish Council Meeting held on 19th April 2018, were approved by the Council and then signed by the Chairman. Minutes were proposed by Cllr Rees and seconded by Cllr Harris.

9. Clerk update and correspondence
The Clerk updated the meeting on actions etc. taken including web site, new laptop computer, bank changes (closure of Hereford RBS Branch). Also noted was the Clerks and Councils Direct Bulletin. An enquiry had been received for a pedestrian crossing across the road outside the Playing Field. Signage may be an alternative option at the location to warn driver regarding SLOW DOWN – Children Playing. Idea would be raised with the Locality Steward.

10. Finance
10.1 Resolved: The following list of payments were approved, proposed by Cllr Davies and seconded by Cllr Morgan:
Mrs A Wright (salary £552.80, mileage £19.71, phone £8.10) £580.61
Longfield Services (Lengthsman) £53.00
Longfield Services (Footpath P3) £113.70
Herefordshire Council (Freighter 26/05/18) £400.00
Currys PC World (laptop/security/office) £618.99
BHIB Ltd. (Parish Council Insurance) £1126.19
Total £2892.49

10.2 Resolved: The bank balance was noted at £35005.20.
10.3 To approve new data protection regulations and policies (GDPR)
The policies were adopted and would be placed on the web site.
10.4 To adopt new 2018 NALC Model Standing Orders
The new model 2018 NALC Standing Orders were adopted
10.5 Update on new website
The website was being updated and was operational.

11. Planning.
11.1 Southern Link Road 151314 – update re position plus any further details regarding the Hereford Transport Package
The meeting was advised that a Public Enquiry would be held on the subject of the handling of aspects of the planning application. The preferred route for the Bypass was under discussion and a planning application would coming forward for the route nominated.
11.2 Update on Village developments
A slight rearrangement of the housing lay-out had been accepted by the developer. The application was decided by delegated powers and did not go before the Planning Committee. Some concern was expressed about the given site name “Pembridge Court”.

12. Village Matters including FREIGHTER 26/05/18 11.00 – 13.00 Clehonger VH
The freighter would be in the Village Hall Car Park for the two hours on Saturday 26th May. Cllr Morgan kindly agreed to oversee the activity.
12.1 Church re-ordering – a meeting had been held on 22/04/18. Coffee mornings were being held to continue to raise funds.
12.2 Defibrillator contact listing – update – the list verification for the DBS had not progressed satisfactorily in spite of the best efforts of Cllr Protherough to pull things together. Following consideration it was proposed by Cllr Rees and seconded by Cllr Davies that the idea be abandoned in terms of holding a list of contacts. This was resolved by all those present apart from one abstaining.

13. Neighbourhood Plan – consultant appointment and way forward
The difficulties that had been experienced had been discussed with Steph Kitto earlier in the meeting. The Chair updated the meeting for the benefit of those who had joined the meeting after the discussion with Steph. The Steering Group would need to be re-mustered and consultant chosen. Grants could then be applied for to carry forward the NDP. The parish already had 77 prospective houses more than the allocation previously given via the Core strategy commitment targets. All councillors would be on the newly formed Steering Group.

14. Playing Field – update and to decide on policy regarding dogs
The issue of fouling and dogs off leads was discussed. The possibility of fencing off part of the field (possibly the play area) would be investigated. This idea may be undertaken as part of the 106 agreement for the playing field budget. The Playing Field Committee would discuss the issues in more detail, price the fencing idea and report back. The dog waste bins would be installed and then would be publicised. Action would be required to avoid the possibility of the closure of the field to dogs. Consideration for larger signs saying “Dogs on Leads” would be given.

15. Brief Reports from Footpath Warden, HALC Rep and Tree Warden
Footpath Warden: Not present
HALC Rep: No report this time
Tree Warden: No report this time

16. Items for next Agenda (no discussion)
All of the usual items would be on the Agenda plus adoption of accounts and end of year audit papers for 2017 -2018.

17. Reminder of dates of future meetings
There was a reminder of the date of the next Ordinary Meeting of the Parish Council to be held on Thursday 14th June 2018, from 7.30pm, at Innesfield.
Due to the confidential nature of the business of this agenda item, 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 this agenda item

18. To discuss Clerk’s – annual review.
The Clerk and members of the public left the room for the duration of the discussion. Following the Clerk’s review, the NJC pay award on the incremental scale point rise was awarded from 1st April 2018. The Clerk returned and was informed of the outcome.
The Meeting closed at 9.17pm