Minutes Annual Parish Meeting & the Annual Statutory Meeting 19th May 2016

Minutes of the Annual Parish Meeting and the Annual Statutory Meeting of Clehonger Parish Council held on 19th May 2016 at 7.00pm at Innesfield Community Centre

Present: Cllrs P Jeffree (Chairman), J Rees, G Savory, A Morgan, G Walker, J. Whittal, J Harris, C Protherough (Vice Chair) and A Davies

In attendance:  Mrs A Wright (Clerk), Ward Councillor Steve Williams (from 8.32pm) and 4 members of the public.

Part One   Annual Parish Meeting

  1. Open Session with parishioners

The issue of speeding in the village was raised. There was concern about people being unable to walk in safety due to vehicles travelling at speed along the Kingstone to Hereford Road through the village. Various suggestions were put forward including enforcement, Speed Indicator Devices, (SIDs), Community Speed Watch and road calming measures such as the picket fencing, planting and signage at the entrance to Leigh Sinton Village, in Worcestershire, which had proved successful. The Clerk would write to Cllr Paul Rone, and the PCSO, to see what measures could be employed to try to bring speed under control.

Church Road, Clehonger had a request in for a 30mph speed limit, under a traffic regulation order, (TRO) but these were taking a long time to come through.

There had been a meeting regarding Clehonger Church which was rapidly running out of funds and could be “mothballed”. The Quinquennial Inspection Report had thrown up issues with the building which a group of volunteers were hoping to help address. The group would also be looking to try to obtain grant funding from a number of sources, using expertise from Dave Tristram (Project Funding Officer), to help put the findings right.

There was also a comment regarding the intention to plant more trees, countrywide, and the idea would be incorporated into the Neighbourhood Development Plan going forward.

  1. Annual Report on behalf of the Parish Council  

The Chair thanked all of the councillors, and others, for all of their hard work and input towards helping to keep the parish facilities running. He paid tribute to the Clerk, the Lengthsman Paul Wright, members of the Sub Committees, the Playing Field Working Group, and all other appointed officers, including Chris Tomlinson on Footpaths, for all of their hard work and efforts.

It had been a busy year with challenges from a planning perspective including the Southern Link Road, Gladmans and the broiler houses.

The members of the council added their vote of thanks to Cllr Jeffree for his contribution to the Parish Council as Chair.

Part Two   Annual Meeting of the Parish Council

  1. Co-option of Councillors and Election of Chair with signing of acceptance and declaration forms

There were no co-options, the Parish Council being complete in member number.

Cllr Philip Jeffree was proposed as Chair by Cllr Protherough and seconded by Cllr Davies. It was resolved that Cllr Jeffree be installed as Chair. Cllr Jeffree thanked the Parish Council for installing him and he then completed, and signed, the Acceptance of Office and Notice of Registrable Interest Forms plus the Acceptance of the Role of Chair Form.

  1. Election of Vice-Chair with signing of forms

Cllr Carole Protherough was proposed as Vice-Chair by Cllr Davies and seconded by Cllr Harris. It was resolved that Cllr Protherough be installed as Vice Chair. Cllr Protherough thanked the Parish Council for installing her and she then completed, and signed, the Acceptance of Office and Notice of Registrable Interest Forms plus 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 and Cllr Whittal would co-ordinate responses from the whole council for submission to Planning by the Clerk. Extensions to applications would be requested as required.

The Footpath Officer role received two nominations. The role was not filled at the meeting. Both nominees would be contacted and the appointment deferred.

The Tree Warden Role received two nominations: Cllrs Protherough and Savory who agreed to share the role. They were proposed by Cllr Walker and seconded by Cllr Davies.

The Lengthsman Co-ordinator Role was proposed as Cllr Morgan by Cllr Jeffree and seconded by Cllr Davies.

The HALC Representative was proposed as Cllr Davies by Cllr Walker and seconded by Cllr Rees.

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

  1. To receive Apologies for Absence

There were no apologies for absence.


  1. To note Declarations of Interest

There were no declarations of interest.

  1. Brief Verbal Reports:

8.1 Ward Councillor.  Ward Cllr Williams stated that matters were fairly quiet at present. The bin bags were being collected from Oak Crescent. He advised that he would not be making representation regarding the Southern Link Road due to a declaration of Interest. The Local Transport Plan would be going forward for approval on the 20th May 2016.

8.2 Friends of Clehonger Parish: Cllr Walker updated under Village Matters, item 13.

8.3 Clehonger Primary SchoolCllr Whittal explained that the head teacher, Mr Parsonage, would be moving on. There was an Acting Head in post and a new model for head and deputy was being devised for the school.

8.4 Lengthsman:

The lengthsman had sent his report that the concrete boulder, with metal post impaled in it, had been removed from the playing field and disposed of safely. The pumping station works were nearing completion. A lock had been purchased for the bar onto the field and keys cut and distributed as follows: Clerk, Chair, Cllr Rees, Mr Jim Jones and the School.

The letter received from Balfour Beatty regarding the withdrawal of funding for Footpath P3 supplies, without notice, was felt to be most unreasonable and the Clerk was asked to raise the matter with Cllr Paul Rone.

The parish freighter was commented as having been a success. There had been some glass on the car park but this had been cleared. There may be justification for an earlier slot to be requested next time around.

  1. To approve Minutes of the Ordinary Meeting held on 21/04/16

Resolved: – It was resolved that the Minutes of the Ordinary Parish Council Meeting held on 21st April 2016, were approved by the Council and then signed by the Chairman. Minutes were proposed by Cllr Rees and seconded by Cllr Protherough.

  1. Clerk update and correspondence

The Clerk updated the meeting on actions etc. taken including chasing up road issues, accounts, and advised of correspondence including Green Spaces dedication (Centenary) proposal form, Wickstead play equipment offers, Royal Bank of Scotland banking information and the Councils and Clerks Circular.

  1. Finance

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

Mrs A Wright (salary £560.71, mileage £25.79, phone £15.17)                       £601.67

Longfield Services (Lengthsman)                                                     £56.00

Herefordshire Housing (room hire)                                                   £32.00

Longfield Services (General incl. lock, materials, disposal)                 £302.85

Total          £992.52                                                           

11.2 Resolved: The bank balance was noted. The end of year accounts copies were circulated and the originals were with the auditor. The figures were approved by the Parish Council. Proposed by Cllr Morgan and seconded by Cllr Protherough.

These would now be signed and sent to the external auditor, Grant Thornton.

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

12.1 Planning application information was noted as follows:

The Planning Application for the Southern Link Road 151314 was going to Planning Committee on the 6th June 2016. Cllr Protherough would be speaking on behalf of Clehonger Parish Council. The Parish Council asked the Clerk to write to the Secretary of State to request a “call-in” of the application. Cllr Protherough would supply details of the relevant parties to send the request in to.

The Clerk would also write to the Planning Department concerning the absence of any formal notification of the speaking arrangements for the Planning Meeting.

It was noted that Ward Cllr Jon Johnson would be covering for Cllr Steve Williams at the Planning Meeting.

The Community Governance Review would not be going ahead as a full venture but rather just the highlighted concerns would be looked at as per the agenda list for the decision meeting by Cabinet. As far as Clehonger Parish is concerned this would only be the Belmont/Woodside Gardens/Abbey boundary area challenge.

The Breinton Group would be continuing to hold meetings and Cllrs Protherough and Davies would represent Clehonger understudied by Cllr Jeffree.

Planning Application 160645 at Garnom Bungalow had received approval of reserved matters:

SITE: Land adjacent to Garnom Bungalow, Poplar Road, Clehonger, Herefordshire, HR2 9SY
DESCRIPTION: Reserved Matters application for the erection of three dwellings.

Planning permission had been granted for Meadow View:

SITE: 2 Meadow View, Clehonger, Hereford, HR2 9EL
DESCRIPTION: Proposed windows and doors to side elevation together with balcony to first floor

It was commented that ASDA are to have a petrol filling station in Hereford.

  1. Village Matters including Queen’s 90th Birthday Event

Advertisements for the event were in the press, County Times, Tracking the News and on signs. A request for the loan of tents, for cover, was made and the Ward Cllr had brought one along that evening. Others had been promised. Flyers promoting the event were out and in the shop etc. Cakes were needed pus raffle and tombola prizes. Volunteers were needed to stand in on stalls. The beer tent would be a motorised caravan and would be against the hedge. There would be no glass taken onto the field, waxed paper cups would be used. Soft drinks would be served in a separate tent. Offers from the supermarkets for food stuffs were awaited. Committee were hoping for all members to attend. There would be a cake bake off and each entrant would receive a ticket and may win a prize donated by the Chair of FOCP, Cllr Walker. Gary Harding had kindly agreed to supply a long electrical cable.

School parking issues. There had been no response to the letter from the Clerk sent into school. Cllr Whittal to chase this up. Cllr Whittal would also ask the school regarding 106 monies from the Gladwyn development and would also highlight the Queen’s Birthday Event for inclusion in the newsletter.

The bus shelter by Oak Crescent required repairs to the seat inside. The Lengthsman to be asked to look at this.

It was commented that plants available for sale outside a property in Clehonger, on an honesty box basis, had been stolen. Around £100.00 in value of plants had been taken and the matter was in the hands of the Police.

There had been youths observed looking through windows around Innesfield and police presence was felt to be needed on a more regular basis.

The travellers were back on the A465 grass verges near to the lane leading past “Pykeways”, at Allensmore.

  1. Neighbourhood Plan – update

There had been a meeting held at Cllr Davies home. There had been a complaint about the venue. It was explained that meetings can be held at a variety of venues and the meeting was advertised. The use of the house was as a “backstop” as the usual venue was booked. There will be every effort made to hold meetings at public venues going forward. Cllr Savory had been working on the Questionnaires and would be sending out a revised one shortly. The next meeting of the Steering Group would be on the 23rd May at 7.00pm in Innesfield. Information would be circulated.

  1. Playing Field – update on fundraising, fencing etc.

The fundraising coffee mornings were ongoing. A Whist Drive was to be planned, but the proposed Fashion Show was not now going ahead. A further fencing quote was to come in. Two pieces of equipment would be considered for purchase. Wickstead had sent through two options for cycle tracks of different lengths for consideration. The location and choice on this were to be determined.  Funding was being explored and the second round of Tesco grants had been missed. The Herefordshire Sports Council was mentioned as a possible source of funding. Cllr Williams to supply contact details.

The picnic bench was now in place and being enjoyed. A celebratory picnic had been held. Photos and an article would be sent to “Tracking the News” and the Hereford Times.

There was an issue with a hole in the hedge where children were accessing the field from the school side. This would be looked at by the Playing Field Group and any suggestions communicated to the School.

The next meeting of the Playing Field Group was to be advised.


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

Footpath Warden: not present. Report for the year sent as follows (sic):


“Clehonger Public Rights of Way Officers report for financial year 2015/16

To Clehonger Parish Councils AGM.


I am pleased to report that the work planned for 2015/16 should now be completed. This is the installation of a large field gate with a pedestrian gate within in it at Abbey Farm and the completion of the work at the Old Pumping Station on CH3 by the installation of a fenced in section up the steep bank on the Ruckhall side including steps and gates each end. Also one strim on specified sections of paths and around gates was carried out.

I am aware that a lot of negotiations had to take place to ensure the planned work could be completed as planned. I would like to thank all those involved.

Since Clehonger joined the P3 scheme and with the cooperation of Abbey, Bowling Green and Mawfield farms and the great work done by Longfield Services we over the years have installed 34 gates the majority of which are replacing stiles, replaced numerous Finger Posts, repaired two large Kissing Gates, three steep slopes have had steps put in and three sections of path have been fenced in to stop livestock making the paths unsafe and a bridge crossing the stream at the Old Pumping Station. Since we started the project of replacing stiles it is clear to see that the gated paths have allowed a far greater use of the paths and allowed more people to enjoy countryside walks rather than having to walk on the roads which hopefully indicates there are more people in Clehonger who are fitter now than they otherwise would have been!!

We have also had a very favourable report from a representative of the Ramblers Association. I quote “It was a pleasure to get back to the Clehonger footpaths”.

I am happy to continue in the roll as Clehonger Rights of Way Officer as there are still things to do.

Chris. Tomlinson (Clehonger PROW Officer)”

HALC Rep:  No report this time

Tree Warden: Cllr Savory explained that he would register, for the Tree Council, only the veteran trees. Current ones identified are “mature” specimens. The tree needs to be 350 to 500 years old to be classed as a “veteran”. Data would be collected, recorded and taken to the library or public records office for safekeeping. Note would be kept of all TPOs (Tree Preservation Orders).

  1. Items for next Agenda (no discussion)

All of the usual items would be on the Agenda plus appointment of Footpath Officer.

  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 16th June 2016, from 7.30pm, at Innesfield.

The Meeting closed at 9.05pm