Minutes Annual Parish Meeting & the Annual Statutory Meeting 21st May 2015

 Minutes of the Annual Parish Meeting and the Annual Statutory Meeting of Clehonger Parish Council held on 21st May 2015 at 7.30pm at Innesfield Community Centre

Present: Councillors: C Protherough (elected Vice Chair), A Morgan, J Whittall, A Davies, G Savory, J Rees, J Harris (co-opted at the meeting) and P Jeffree (elected Chair)

In attendance:   Mrs A Wright (Clerk), the Ward Councillor Stephen Williams, the Lengthsman Paul Wright, the Playing Field Co-ordinator Allen Alderman, and 12 members of the public.

Part One   Annual Parish Meeting

  1. Open Session with parishioners

Introduction and welcome by the Vice Chairman:

The outgoing Vice Chairman, Jenny Whittall, welcomed everyone to the meeting.

The Open Session had an introduction to the new Ward Councillor Steve Williams. He explained how he was going to listen and learn and although currently “on the bottom step of the ladder” he would be hoping to become of use to all within a short period of time. He had spent a busy two weeks attending meetings and “learning how to do things”.

Thanks were expressed by the Village Hall Committee Chair, Audrey Evans, for the work of the outgoing council. It was explained that the Village Hall Constitution did not require there to be a Parish Council representation on the Village Hall Committee. The “fiasco” that surrounded the last parish freighter visit, when the dust cart part of the freighter provision did not arrive until well after the van and when people were already piling up refuse to go into the truck, was discussed. The Parish Clerk stated that there had been issues at the truck depot that had resulted in the late arrival. As a result of all of the inconvenience caused, a free visit, next time around, would be had by the Parish. It was also said that a supervisory presence from the Parish Council would be in attendance, for future visits, to try to ensure that a repetition of rubbish being piled everywhere and against the Village Hall walls did not happen again. Thanks were recorded to Audrey, the Clerk and to Allen Alderman for sorting out the problem promptly on the day.

There was an update on the situation surrounding Pykeways and the Southern Link Road (SLR) application. The letter received by the Harris family, from  giving 21 days to respond had been decried by the Company as should of having been a courtesy letter only, without the comment deadline. The person who had seemingly instigated the letter was “no longer with the Company”. Mr and Mrs Harris now had a solicitor working on the case on their behalf. A conservative majority council has been returned following the election and regarding the road it was likely to be the same cabinet. A lot of behind the scenes action groups were in existence. The Ward Cllr explained that he would not be able to get involved in the SLR application due to a conflict of interest as he lived close to the proposed road route.

  1. Annual Report on behalf of the Parish Council  

There was no Annual Report given. The outgoing Chair had sent his apologies as he was unwell.

Part Two   Annual Meeting of the Parish Council

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

Mrs Jean Harris was proposed as a Parish Councillor by Cllr Morgan and seconded by Cllr Davies. It was resolved that Mrs Harris should be co-opted as a Parish Councillor. Cllr Harris then completed, and signed, the Acceptance of Office and Notice of Registrable Interest Forms.

Introductions were then carried out around the table.

Cllr Philip Jeffree was proposed as Chair by Cllr Protherough and seconded by Cllr Morgan. 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 Jeffree and seconded by Cllr Rees. 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: Mr Chris Tomlinson and Mr Blu Davies. A vote was held and was 4 votes to 3 in favour of Mr Tomlinson. Mr Tomlinson is therefore appointed as the Footpath Officer.

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

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

The HALC Representative was proposed as Cllr Davies by Cllr Savory 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

Apologies for absence had been received from the outgoing Chair, Chris Tomlinson, who was unwell.

  1. To note Declarations of Interest

Cllr C Protherough declared a prejudicial interest in matters relating to the Village Hall.

Cllr Jeffree declared an interest in a planning application concerning building adaptions his own property under planning application number 151195, Thornberry, Old Clehonger.

Cllr Protherough declared an interest in a planning application which may have a pecuniary impact on her own property under planning application number 151028, Orchard Cottage, Birch Hill Road.

Cllr Harris declared an interest in a planning application which may have a pecuniary impact on her own property under planning application number 151314, the Southern Link Road development.

  1. Brief Verbal Reports:

8.1 Local Policing Team.  PCSO Witcher was not present. The Police Bulletin had been received. The numbers to ring of 999 for emergency and 101 for non-emergency reporting were reiterated.

8.2 Ward Councillor.  The new Ward Councillor, Stephen Williams, was present and updated the meeting regarding his first weeks in office. He was getting up to speed with local issues and had already instigated some remedial works which had been carried out in terms of grass jutting at junctions and replacement of obscure road signs. He asked for the Agenda to be sent in advance and would be liaising with the Locality Steward and would also go on a parish walk with the Lengthsman to establish where attention was needed.

It was resolved that a vote of thanks be recorded for the out going Ward Councillor, David Taylor, who had served the parish for many years in that capacity. The Clerk would write to Mr Taylor to thank him on behalf of Clehonger Parish.

8.3 Dore Community Transport: not present.

8.4 Friends of Clehonger Parish: The new Welcome A4 Sheet was undergoing a “guinea pig” trial. New members were needed to join the group to help co-ordinate activities and to fund raise.

8.5 Broadband Champion: Not present. Remove item from future Agenda.

8.6 Church: The new Rector had said that she would try to come along to the meeting when possible. This item would be removed from the Agenda unless a specific topic.

8.7 Clehonger Primary School: The Governors had acknowledged the correspondence from the Clerk regarding the alleged speeding in the School Lane and the endorsement of the one way agreement for parents dropping off and collecting children from the School. The School would be supportive of whatever initiatives the Parish Council felt able to instigate in terms of trying to help the situation. The education of parents regarding peak time traffic issues was ongoing. The Ward Councillor would be empowered to request a traffic regulation order (TRO) to reduce the speed limit in the vicinity of the school to 20mph. The Clerk would e mail this request formally to the Ward Councillor. It was also felt that a 20mph speed limit would be beneficial along the part of Birch Hill Road that passes the Village Hall and Playing Field.

An e mail had been received to remind all regarding the PTA organised fund raising “Curry Night” to be held, at the School, on the 19th May.

8.8 Village Hall: The Annual General Meeting of the Village Hall papers were presented to the Parish Council. The car park had been refurbished, pot holes filled and the surface marked out with parking bays. The parish Council and Village Hall would be working together although it was explained that the Village Hall Constitution did not require there to be a Parish Council representative on the Village Hall Committee.

8.9 Lengthsman: The Lengthsman updated the meeting regarding actions taken. He was about to commence the strimming tasks and would be “out and about”. Please advise re target areas. The junction of the A465 was mentioned. A new Lengthsman contract would be drawn up.

  1. To approve minutes of the Meeting held on 19/03/15

Resolved: – The Minutes of the Parish Council Meeting, held on 23rd April 2015, 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 more information on the outcomes at the Playing Field which was acknowledged to be a big achievement and there was an Opening Day planned for 19th June 2015 at 2.00pm. The field would be officially opened by Jesse Norman, MP plus Lil Jones and a child who would be selected by ballot. Thanks were recorded for all of the hard work put in by the Playing Field Committee, the Playing Field Co-ordinator, volunteers, parishioners, councillors past and present and the Clerk for making the whole scheme a resounding success.

  1. To note correspondence

The correspondence was noted as circulated. A large number of messages had been sent regarding the election paperwork. All of the relevant paperwork: Declarations of Acceptance of Office and Registrable Interest Forms were completed at the meeting and would be taken to the Town Hall by the Clerk.

  1. Finance

12.1 Resolved: The following list of payments were approved:

Mrs A Wright (salary £652.38, mileage £19.26, ink £29.99, stamps £6.48

Phone rental £15.36)                                                                          £748.52

The Post Office (Tax)                                                                       £13.80

AON UK ltd (Parish Council Insurance)                                            £1201.59

Grand Total                    £1938.86

12.2 Resolved: The bank balance was noted.  Owing to the resignation of a number of the bank signatories it was resolved that new signatories be appointed. These were Cllrs A Davies, C Protherough, J Harris and A Morgan. Cllrs Tomlinson, Ryder and Hammond would be removed from the list of signatories.

  1. Planning: To receive report from Planning Working Group Leader and to receive any update on Village housing development applications

There had been further applications received for consideration as follows:


APPLICATION NO & SITE ADDRESS: 151195 – Thornberry, Church Road, Old Clehonger, Hereford, Herefordshire HR2 9SE
DESCRIPTION: Proposed single storey extension to create granny annexe.
APPLICANT(S): Mr & Mrs Phil & Kim Jeffree
GRID REF: OS 346661, 237905


Full Householder


Cllr Jeffree declared an interest and left the room. The Parish Council commented:

No objections to raise and fully support the application.


 APPLICATION NO & SITE ADDRESS: 151028 – Land adjacent to Orchard Cottage, Birch Road, Clehonger, Hereford, Herefordshire HR2 9SW
DESCRIPTION: Site for proposed erection of 3 no. new detached dwellings together with access/landscaping and parking facilities.
APPLICANT(S): Mr & Mrs Barnstable c/o Agent
GRID REF: OS 345353, 237162



Cllr Protherough declared an interest and left the room. The planning application was discussed. Concern was expressed about the size of the lane and access as being unsuited to additional traffic. The lane is one vehicle width all of the way down. There were also concerns expressed regarding sewerage and drainage. It was resolved that the comments would be consolidated by Cllr Whittal, circulated and then sent to the Clerk for submission to the Planning Department.


 APPLICATION NO & SITE ADDRESS: 151029 – Belmont Abbey Sports Ground, Ruckhall Lane, Hereford, Herefordshire, HR2 9RZ
DESCRIPTION: Proposed extension to existing sports pavilion to provide additional changing rooms, showers and toilet facilities with associated drainage.
APPLICANT(S): The Owner and/or Occupier
GRID REF: OS 348011, 238000


Planning Permission

The Parish Council commented support for the application.


 APPLICATION NO & SITE ADDRESS: 151314 – Existing roundabout junction of A49(T) and B4399, to a new roundabout with the A465, then joining the B4349,
DESCRIPTION: New single carriageway (Southern Link Road) and associated works.
APPLICANT(S): Ms Mairaid Lane
GRID REF: OS 347138, 237471
APPLICATION TYPE: Planning Permission

This application was for the Southern Link Road and would be discussed and commented at a later meeting date. An extension for comments would be requested and plans obtained.

  1. Village Matters including dog fouling

It was noted that since the Playing Field had being receiving more visitors the fouling issues had seemingly decreased, probably because of continued observance. There were suggestions re name and shame and the recent advent of DNA testing of fouling to match back to the animal but overall an improvement in behaviour trends had been observed. It was decided to see how things went on going forward. The meeting heard that there had been several deaths of cats, possibly attributed to the ingestion of antifreeze. A poster explaining the importance of not leaving hazardous chemicals around where they could be ingested, by an animal, was suggested.

A general warning re chemicals could be inserted into the “Tracking the News”.

  1. Neighbourhood Plan – to receive any updates

This would be progressed from the next meeting onwards. How this would be done would be discussed at the next Meeting. A consultant may be asked to work their way through the plan on behalf of the Parish. It might be helpful to speak to other councils who had progressed along the plan, like Eaton Bishop, for example. A discussion on the benefits of having a Neighbourhood Plan would be held and it was seen as an opportunity to have some hand in determining planning outcomes.

The Parish Plan implementation of the action plan as identified would have a date decided for carry forward around the first week of July. Cllr Davies would supply a copy of the finished plan to Cllr Savory.

Thanks were recorded at this point to Adrian Bridges, who had lost his Ward Councillor seat at the Council elections, but who had previously been a great help to Clehonger Parish on two large local applications. A letter of thanks would be sent to him.

Ward Cllr Stephen Williams would be forming an overview of the large two applications for the Village, one for 80 and one for 90 houses.

  1. Playing Field update on fundraising and development

Fundraising and coffee mornings were an ongoing success. More people were joining in and the event had become a social activity with sales of bric-a-brac and coffee and cakes and this was being much enjoyed. A race night was planned for the 25th September and there would be a Christmas Children’s’ Tea on the 6th December. The first phase of the Playing Field Project was now complete and the last grant payment and VAT would now need to be reclaimed. The adult equipment would need to be on the site by the end of August under the terms of the grant funding. The Playing Field Co-ordinator explained that the zip wire did seem to be the most attractive feature for users of the field and the turf on the mound under it was unfortunately being destroyed. This would be sorted out. There were concerns expressed regarding the safety of the wooden structures currently on the field and a discussion ensued. The outcome of the discussion was the resolution that the wooden structures should be immediately removed from the field. It was resolved to request that the Lengthsman, Paul Wright, remove the wooden structures forthwith. This would be carried out the following day.

The juniors play area of the field would be the next area to be targeted for action and new quotes, fundraising and grants would be required. Dave Tristram the funding specialist advisor had indicated that it may be more difficult, going forward, to obtain further grant funding. More hands will be needed to take the ideas forward. There will need to be action on the preparation of the large flower bed on the field for autumn planting. The next Playing Field Committee Meeting would be held on Monday 1st June at 7.00pm.

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

Footpath Warden: Not present

HALC Rep: George Walker had left the meeting earlier from the audience but had left a message to say that the HALC SAM Meeting that was to have been held on the 24th April had been cancelled. He would pass any relevant paperwork and agendas for meetings to his HALC Rep successor, Cllr Davies.

Village Hall Rep: No further update and remove from Agenda

Tree Warden: Would be concentrating on the preservation of the Pykeways oak trees

  1. Items for next Agenda (no discussion)

Neighbourhood Plan, New Councillor, remove items as identified from the Agenda

  1. Reminder of dates of future meetings

The next Meeting will be held on Thursday 18th June 2015, at 7.30pm, at the Innesfield Community Centre.

The Meeting closed at 9.50pm