Draft Minutes

Annual Meeting of Brockhampton Group Parish Council at 7:30PM on Wednesday 18th May 2022 at Bromyard & Winslow Town Council Offices, HR7 4DU

Minutes 05/2022

Present: Clive Brazier, Marianne Boddington, David Boddington, Helen Allen, Viv Burdon
In attendance: David Hunter-Miller (Clerk), Nigel Shaw (Ward Councillor)

1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was RESOLVED to elect Clive Brazier as Chairman for the 2022/23 municipal year and the Declaration of Acceptance of Office was duly signed.

2. Election of a Vice-Chairman
It was RESOLVED to elect David Boddington as Vice-Chairman for the 2022/23 municipal year.

3. Apologies for absence
Apologies were noted from Karen Rock and Pete Stoddart.

4. Declarations of personal and prejudicial interest

4.1. Register of Interests

4.2. Disclosable Pecuniary Interests
Nil declared.

4.3. Other Disclosable Interests
Nil declared.

4.4. Dispensations
Nil received.

5. Open Session
The meeting will be adjourned for the open session.

5.1. Ward Councillor
Nigel Shaw had reported that John Harrington, Herefordshire Council Cabinet Member for Infrastructure and Transport, was reviewing the possible permanent closure of the A44 layby near to the Downs Road junction.

5.2. Bromyard Downs Common Association
A report had been received during the Annual Parish Meeting.

5.3. Bringsty Common Manorial Court
A report had been received during the Annual Parish Meeting.

5.4. Hereford Green Network
There were no matters to report.

5.5. Public participation
No questions were received.

The meeting resumed following the open session.

6. To consider and adopt the minutes from the Parish Council meeting on the 16th March 2022
It was RESOLVED to adopt the minutes as a true record and they were duly signed by the Chair.

7. Progress reports

7.1. Councillor vacancies
It was noted that there were three vacancies on the Parish Council and enquiries from parishioners were welcomed.

7.2. Light pollution issues
No update was available.

8. Correspondence

8.1. Bringsty Common Manorial Court: Queen’s Platinum Jubilee Celebrations on Bringsty on Thursday 2nd June 2 – 5PM and 7:30 – 10:15PM.
The above event was noted and it had been publicised on the Parish Council’s website.

8.2. Herefordshire Council: Local Plan 2021-2041 Policy Options consultation.
The above consultation was noted.

8.3. Herefordshire Council: Update regarding a change in arrangements for Public Rights of Way (PROW) and Traffic Regulation Orders (TROs).
The above correspondence was noted.

8.4. Balfour Beatty Living Places: Village Safety Initiative.
It was noted that the Clerk had exercised delegated authority to put forward the permanent closure of the A44 layby as a possible scheme for consideration. It was RESOLVED that the Clerk would write to John Harrington (Herefordshire Council) to seek an early solution to this.

9. Planning

9.1. Neighbourhood Development Plan: To receive an update.
No update was available.

9.2. Planning consultations: To consider the following planning applications to be determined by Herefordshire Council:

9.2.1. P220756/F: Live and Let Live Bringsty Common Bringsty Herefordshire WR6 5UW. Proposed development of 3 dwellings and associated works.
It was RESOLVED that the Parish Council object to the proposals.

The Parish Council do not object in principle to the sensitive development of this site as it was proposed for inclusion with the settlement boundary for Bringsty in the emergent Brockhampton Group Neighbourhood Development Plan (which has not yet reached the conclusion of its regulation 14 stage consultation).

The Parish Council do, however, have concerns over the density of housing proposed for this location as it is felt that it is not in keeping with the very dispersed layout of nearby properties. The design of the proposed properties is similarly not in keeping with adjacent buildings and would be detrimental to the character of the area.

There are concerns regarding the proposed access arrangements via a Byway Open to All Traffic (BOAT). This largely unsurfaced single-lane BOAT already serves ten properties and there are concerns that it is not suitable to accommodate additional vehicle movements.

The proposals do not preserve the landscape character of the area, as identified in Brockhampton Group NDP Policy BROCK2: ‘proposals should protect and enhance the landscape character of the Neighbourhood Area by demonstrating that site selection and scheme design has had a positive regard to the character of the relevant Landscape Type, as this is defined in the Herefordshire Landscape Character Assessment.’

The proposals fail to meet local housing needs, as identified in Brockhampton Group NDP Policy BROCK8: ‘There is a particular need in the Neighbourhood Area for smaller family housing of 3 bedrooms or less and housing designed to meet the needs of older people including bungalows and adaptable/easy access homes.’

The proposals would need a suitable drainage strategy as the site is not serviced by mains drainage.

It is believed that the site is still subject to an outstanding enforcement notice and it is suggested that these issues should be resolved to the satisfaction of Herefordshire Council before the application is considered.

9.2.2. 221440/FH: Bedlam Bank Bringsty Worcester Herefordshire WR6 5UP. Single storey extension to East elevation.
It was RESOLVED that the Parish Council had no objections or concerns to the proposals.

10. Parish matters for discussion/decision

10.1. Smart Water: To receive an update on the Smart Water scheme and to review distribution to parishioners.
It was noted that the kits had been registered and labelled ready for distribution to parishioners. It was RESOLVED to defer discussions until the next meeting.

10.2. Linton bus stop: To consider maintenance.
Nigel Shaw had offered to repaint the bench at the Linton bus stop. It was RESOLVED to approve expenses up to £20.00 to cover the cost of paint.

11. Annual business as per Standing Orders

11.1. To review the following policies and procedures

11.1.1. Balances and Reserves Policy
11.1.2. Burial Fund Policy
11.1.3. Clerk, Parish, Councillor Protocol
11.1.4. Code of Conduct
11.1.5. Complaints Procedure
11.1.6. Disciplinary Procedure
11.1.7. Equal Opportunities Policy
11.1.8. Financial Regulations
11.1.9. GDPR Data Privacy Policy
11.1.10. GDPR Data Protection Policy
11.1.11. GDPR Data Security Incident Procedure
11.1.12. Grievance Procedure
11.1.13. Retention Policy
11.1.14. Standing Orders
It was RESOLVED that no changes were required for the above policies.

11.2. To review insurance, risk and assets

11.2.1. Risk Management Policy and Risk Register
It was RESOLVED that no changes were required for the above policy.

11.2.2. Insurance cover
Quotes had been received from Hiscox/Gallagher (£727.68), BHIB (£705.86) and Zurich (£437.55). It was RESOLVED to accept the quote from Zurich with cover starting from 1st June 2022.

11.2.3. Inventory of Assets
It was RESOLVED that the Inventory of Assets was up to date but a note would be added to reflect Parish Council expenditure on the milestone situated on the wall of Brockhampton estate.

11.3. To review the meeting schedule for the year ahead
It was RESOLVED to continue to hold meetings at 7:30PM on the third Wednesday of alternate months.

12. Finance

12.1. 2021/22 Accounts
It was RESOLVED to approve the 2021/22 end of year accounts and bank reconciliation.

12.2. Certificate of Exemption
It was RESOLVED that the Parish Council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.

12.3. Annual Internal Audit Report
The internal auditor’s report was considered and it was noted that there were no recommendations requiring attention.

12.4. Annual Governance Statement
The Annual Governance Statement was considered and it was RESOLVED that each statement had been achieved and it was duly signed.

12.5. Accounting Statements
The Statement of Accounts was considered and it was RESOLVED to approve it and it was duly signed.

12.6. Bank mandate
It was RESOLVED that no changes to the bank signatory arrangements were required.

12.7. Budget expenditure 2022/23
It was RESOLVED to approve the budget expenditure.

12.8. Bank reconciliation 2022/23
It was RESOLVED to approve the bank reconciliation.

12.9. Invoices

12.9.1. David Hunter-Miller (salary and expenses): £401.69
12.9.2. HMRC (PAYE): £64.00
12.9.3. Worcestershire County Council Pension Fund: £133.60
12.9.4. Bringsty Common Manorial Court (donation for football pitch): £200.00
12.9.5. Bromyard & Winslow Town Council (room hire): £32.40
12.9.6. Eyelid Productions (website support): £100.00
12.9.7. Iain Selkirk (internal audit): £115.00
12.9.8. Zurich Municipal (insurance): £437.55
It was RESOLVED to settle the above invoices and cheques were duly signed.

12.10. Clerk’s Delegation

12.10.1. 07/04/22 – David Hunter-Miller (salary and expenses): £460.79
12.10.2. 07/04/22 – HMRC (PAYE): £81.20
12.10.3. 07/04/22 – Worcestershire County Council Pension Fund: £161.66
The above payments, made on the 7th April 2022 under the Clerk’s delegated authority, were noted.

13. Councillors’ reports and items for the next agenda
It was RESOLVED to add the following items to the next agenda:
• Smart Water distribution

14. Date of the next meeting
The next scheduled meeting is at 7:30PM on Wednesday 20th July 2022.

The meeting closed at 8:45PM.