Minutes Annual Parish Meeting & Annual Statutory Meeting 18th May 2017

Minutes of the Annual Parish Meeting and the Annual Statutory Meeting of Clehonger Parish Council held on 18th May 2017 at 7.30pm at Innesfield Community Centre

Present: Cllrs J Rees, G Savory, A Morgan, G Walker, J. Whittal, J Harris, C Protherough and (in the Chair)

In attendance:  Mrs A Wright (Clerk), Ward Councillor Steve Williams, Lengthsman Paul Wright and 2 members of the public. PCSO Pete Knight was also present for part of the meeting.

Part One   Annual Parish Meeting

  1. Open Session with parishioners

The Parish Freighter would be in the Village Hall Car Park on Saturday 3rd June 2017 from 11.00am to 1.00pm. There was a request for there to be a prompt finish as another booking was coming in to use the hall in the afternoon. A member of the Parish Council would oversee the visit by the freighter.

A member of the public raised the request on behalf of the primary school for the use of the field for football matches. The Parish Council confirmed that they were very pleased for the field to be used for the purpose. The only proviso made was that the goal posts were not currently accurately positioned and also that they needed to be lagged, for safety, when games were in progress. They were happy for the pitch to be marked out also.

The wildflower meadow had become untidy, with glass and dog dirt in amongst the plants, and it was agreed that the Lengthsman would “top off” the long growth and then the school would be asked to include mowing the wildflower patch in with the future mowing of the whole field, going forward.

It was reported that sadly a rowan tree had been broken off.

The issue of the lines on the car park at the school was commented. Previously the Parish Council had considered the quotes provided and offered a contribution of £200.00 towards the painting costs. The project had not subsequently gone ahead but the Parish Council were willing to receive another approach for support for their future consideration.

All of this information would be conveyed to the School.

Part Two   Annual Meeting of the Parish Council

  1. Election of Chair with signing of acceptance and declaration forms

Cllr Philip Jeffree was proposed as Chair by Cllr Harris and seconded by Cllr Walker. It was resolved that Cllr Jeffree be installed as Chair. Cllr Jeffree was not actually present but had indicated his willingness to stand. He would sign his acceptance of office form at the June Meeting.

  1. Election of Vice-Chair with signing of forms

Cllr Carole Protherough was proposed as Vice-Chair by Cllr Rees and seconded by Cllr Morgan. It was resolved that Cllr Protherough be installed as Vice Chair. Cllr Protherough then completed, and signed, the Acceptance of the Role of Vice-Chair Form.

  1. 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 filled by Blue Davies. Proposed by Cllr Morgan and seconded by Cllr Rees

The Tree Warden Role Cllr Savory would continue in the role. He was proposed by Cllr Morgan and seconded by Cllr Walker.

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 Savory and seconded by Cllr Whittal.

The Playing Field Steering Group would remain as is with the membership confirmed at the next meeting of the Group.

At this point there was a question, raised by a member of the public, concerning an individual entering onto private land and walking their dogs. The person in question was a volunteer with the Parish Council as a Footpath Officer. The PCSO entered the room at this point and was asked if any matter of accountability could result from entering private land without permission. The PCSO advised that, if any offence were to have been committed, it would be that of “civil trespass”.

Following discussion, it was agreed that the Vice Chair would speak with the Footpath Officer to enquire if there was any connection, with where he had been walking, in relation to his role as Footpath Officer.

PCSO Pete Knight introduced himself. He had been a PCSO for ten years but was new to this area. He would be replacing Lucy Morris who had moved on to become a PC. PC Tom Milton had also left but PC Roger Bradley was back.

PCSO Knight explained about the use of hand held devices and the aim to keep police presence out and about by working remotely. There would also be the introduction of “body cams” to video any incidents at will. These had been trialled and would be for intermittent use.

The team were still based at Peterchurch and the long term objective was to move into a shared environment with the Fire Service at Peterchurch Fire Station.

Bulletins had been circulated. There had been ten property related crimes in the last twelve months but the county was still considered to be “relatively safe”.

Property marking was being encouraged and could be carried out free of charge. Smart Water kits were still available for a cost and would help to link any marked recovered property back to the owner.

The number to ring for crime prevention advice and marking was 101 or e mail as per the bulletins.

The Young Good Citizen 2017 award was being held to recognise good work done by young people, Recommendations would go before a board and there would be an awards ceremony held on the 19th October 2017.

Speeding update: Enforcement visits with vans and speed guns to the area would be continuing.

PCSO Pete Knight left the meeting at this point.

  1. To receive Apologies for Absence

There were apologies for absence received from Cllrs Davies and Jeffree.


  1. To note Declarations of Interest

There were no declarations of interest at this point.

  1. Brief Verbal Reports:

7.1 Ward Councillor.  Ward Cllr Williams reported that he had been following up the removal of the bin in Oak Crescent which Balfour Beatty had advised was slightly damaged and was “not used very much.” The Ward Cllr would get back to the Locality Steward on this matter as the bin had been a collection point for the other bags emptied from the bus stops and playing field bins.

The variation to planning condition for the application next to the Seven Stars (170325) was likely to be refused as there was no time frame stated for the temporary waste arrangements.

There was a discussion on hotspots for Wi Fi.

7.2 Friends of Clehonger Parish: Cllr Walker said that there had been an informal meeting held and that the Annual General Meeting of the FOCP would be on 20th June at Innesfield from 7.30pm.

7.3 Clehonger Primary SchoolCllr Whittal reported that the new head of school was “bedding in” to the role. Questionnaires had gone out from school and Mrs Vigus was on board with issues of parking etc. Things were said to be “going in the right direction.”

7.4 Lengthsman: The Lengthsman spoke about the seasonal strimming, clearance of the Cagebrook Path and repairing the broken Perspex panel on the bus shelter. It was agreed that the bus shelter should be repaired with a sheet of 1.5mm steel. The name plate showing the name of the parish would be conserved, if at all possible. It was resolved that the repairs should be carried out.

It was also agreed that the large hole through the hedge from the school to the playing field should be filled in. Parents and children would be asked not to push through the hedge line, but to enter the field via the gateways.

7.5 Locality Steward: Not present. Bulletins circulated.

  1. To approve Minutes of the Ordinary Meeting held on 27/04/17

Resolved: – It was resolved that the Minutes of the Ordinary Parish Council Meeting held on 27th April 2017, were approved by the Council and then signed by the Chairman. Minutes were proposed by Cllr Harris and seconded by Cllr Rees.

  1. Clerk update and correspondence

The Clerk updated the meeting on actions etc. taken including invoicing for grants and end of year audit.

  1. Finance

10.1 Resolved: The following list of payments were approved, proposed by Cllr Rees and seconded by Cllr Morgan:

Mrs A Wright (salary £535.08, mileage £9.81, phone £19.34, tax rebate £206.60)        £770.83

Longfield Services (Lengthsman)                                                              £81.00

Herefordshire Housing (room hire)                                                            £16.00

Longfield Services (Footpath P3)                                                               £84.00

AON UK Limited (Insurance)                                                                  £1269.61

Total      £2221.44                                                   

10.2 Resolved: The bank balance was noted at £27029.62.

  1. Planning. To receive report from Planning Working Group Leader

The flow and load tests carried out at the Gladman’s site, on the Madley Road, had resulted in the conclusion that Welsh Water now agreed that the system can accommodate the required sewerage disposal of waste generated from the houses to be built on the site. Previously it had been said that connection was not possible until 2020. It had now been “deemed okay”.

Planning application 163391, for broiler sheds at Bowling Green Farm, was mentioned and Cllr Whittal declared an interest in the application and left the room.

Some amendments had been made to the application and it was agreed that the deadline for comments would be requested to be extended and that clarification of the amended points would be sought from the Planning Officer.

Cllr Whittal rejoined the meeting at this point.

The Herefordshire Area Plan Consultation Questionnaire, which had been completed on behalf of the Parish Council, would be sent in with the prepared covering statement.

  1. Village Matters including community assets

Cllr Walker circulated a handout identifying what may be considered to be community assets. There would need to be careful consideration given to any pursuance of registering items under the scheme. Some suggestions were the pub, community centre and village shop.

Cllr Savory left at 9.10pm.

The matter would be considered and placed on the June agenda for discussion regarding a decision.

  1. Neighbourhood Plan – to receive any updates and to include prize draw

The Questionnaires were collected back in. 461 had been completed and returned. Cllr Jeffree was obtaining quotes to carry out the analysis of the completed forms.

The prize draw took place and the winner was Mr Bell, Foxley, Clehonger. A cheque for the £50.00 prize would be taken to him by the Clerk.

A question was asked concerning why the Questionnaire had not contained questions about the Southern Link Road. A traffic survey had accompanied the Questionnaire to find out opinions on traffic related issues. The Questionnaire for the Neighbourhood Development Plan was locally based.

  1. Playing Field – update

The matting for the entrance laying was to be co-ordinated.

  1. 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

  1. Items for next Agenda (no discussion)

All of the usual items would be on the Agenda plus Community Assets and community litter pick plus adoption of accounts and end of year audit papers for 2016 -2017.

  1. 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 22nd June 2017, 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

  1. 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 incremental point rise was awarded on the pay scale from 1st April 2017. The Clerk returned and was informed of the outcome.

The Meeting closed at 9.30pm