The Annual Meeting of Brockhampton Group Parish Council at 7:30PM on Wednesday 15th May 2024 at Bromyard & Winslow Town Council Offices, HR7 4DU
Minutes 05/2024
Present: Clive Brazier (Chair), Pete Stoddart (Parish Councillor and Ward Councillor), Viv Burdon, Gwen Dumpleton (Parish Councillor and Footpaths Officer), Peter Lane, George Johnson (Parish Councillor and Lengthsman), Karen Rock, Nigel Shaw
In attendance: David Hunter-Miller (Clerk), PCSO Toby Stephenson (Police), James Hawkins (Chair Bromyard Downs Common Association)
1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was unanimously RESOLVED to elect Clive Brazier as Chairman for the 2024/25 municipal year and the Declaration of Acceptance of Office was duly signed.
2. Election of a Vice-Chairman
It was unanimously RESOLVED to elect Viv Burdon as Vice-Chairman for the 2024/25 municipal year.
3. Apologies for absence: To receive apologies and to approve reasons for absence
All members present.
4. Declarations of personal and prejudicial interest
4.1. Register of Interests: With reference to items on the agenda councillors are reminded of their responsibility to declare interests and to update their register of interests as required.
Noted.
4.2. Disclosable Pecuniary Interests: To declare any Disclosable Pecuniary Interests in items on the agenda and their nature.
George Johnson declared a Disclosable Pecuniary Interest in item 9.2.
4.3. Other Interests: To declare any Other Registerable Interests or Non-Registerable Interests in items on the agenda and their nature.
Nigel Shaw declared an Other Registerable Interest in item 8.3.
4.4. Dispensations: To consider any written dispensations from councillors who have declared an interest but wish to stay in the meeting during that time to aid discussion / speak / vote.
Nil received.
5. Open Session
The meeting was adjourned for the open session.
5.1. Ward Councillor
Pete Stoddart provided a report as follows:
At Herefordshire Council’s Cabinet on Thursday 28 March we approved a new road strategy for Hereford which included the recommendation to prioritise the progress of the development of a bypass to the west of Hereford. As outlined in the Core Strategy and emerging draft Local Plan, the county needs to develop the infrastructure needed to:
• Support growth in the county – There is a requirement to develop around 16,100 new homes in the county by 2041, with many of these being planned for Hereford. Delivering all these new homes is not possible without strengthening our local infrastructure. Reducing congestion and improving journey times will be a boost to local businesses and improve residents’ access to work, education, training and services.
• Improve transport connections and strengthen the resilience of the network – Vehicles travelling north to south through the county mostly go through Hereford to cross the river. Creating another road bridge across the River Wye will reduce reliance on Greyfriars Bridge and the A49 through the city, improving journey times and improving resilience of the network.
• Promote better health and wellbeing for our residents – reducing the volume of traffic on roads in the City creates the opportunity to deliver improvements to walking, cycling and public space in the city.
• Improve local air quality and public places – reducing congestion will help improve air quality in the City making it a cleaner more attractive place to visit and spend time.
Herefordshire Council have also announced the award of the new Recyclables and Waste Collection Contract to FCC Environment following the conclusion of a thorough and robust procurement process. This new contract represents continuity of service for residents, and the new arrangements also include a number of innovations, enhancements and inherent flexibility to respond to anticipated changes over the term of the contract. Key to this will be the permanent deployment of two fully electric collection vehicles in the fleet primarily to serve Hereford City Centre, which is a step towards the Council and FCC’s Net Zero goals.
Cabinet also took the decision on Thursday 25 April to bring the council’s Public Realm Services contract with Balfour Beatty Living Places (BBLP) to an end in 2026. This is because the current contract does not allow the council to deliver its longer term requirements and aspirations. A new contract will commence on 1 June 2026. This gives a two year period for a redesign, procurement and planned mobilisation of the new service. This work is underway and we will share further details of this as we progress.
On the doorstep last year the electorate made it clear to us that their number one priority is the condition of the roads across the County. We have listened to the electorate and this financial year we will invest £38.388M in Herefordshire’s highway network in 2024/2025. Which is an increase of nearly £12M over the previous year. This increased funding will allow the council to target investment at those roads in the county that need it most, through resurfacing and surface dressing schemes. To identify which roads will be included, the council uses data gathered from surveys, statutory inspections and reports of defects from members of the public. This data is then used to determine the condition of the road and what intervention would be optimal to prevent further deterioration and achieve best value for money.
I have received an update from the Herefordshire Council Transportation Officer in regards to the 420 bus service. The invitation to tender will be issued within the next 2 weeks. This tender will then be ‘live’ for 3 weeks and will be awarded at the end of the 3 week period. Thus, we should have an announcement by the end of the third week of May. He assures me that the 420 service will be re-instated as a 2 hourly service, operating between Hereford, Bromyard (including Whitbourne) and Worcester. It will run for 3 years and if successful; it will be taken over by the winning bidder as a commercial service. The service will also be promoted to encourage; not only the Ward residents, but also the wider population in using the service frequently. As soon as a decision is made I will inform all residents.
On a separate note, I had the pleasure of meeting with the Bromyard Development Association Community Interest Company to discuss the issue of employment land for Bromyard and the Market Town Improvement Plan. It was a successful meeting where we all agreed on a way ahead which will see a feasibility study of the Eastern Enhancement Project together with the potential site at Linton be commissioned.
It remains my pleasure to assist residents of the Bromyard Bringsty Ward with their Herefordshire Council issues and concerns. Please do not hesitate to contact me via telephone or email if you have any Herefordshire Council related issues.
Specifically in regards to the Brockhampton Group of Parish Councils I have the following update.
A meeting took place on 1 May between the Head teacher of Brockhampton School together with Parish Councillors and the Herefordshire Council Road Safety officer, to address the issues of speeding on the Upper Downs road and especially around the area of Brockhampton School. The meeting was very positive and the Road Safety officer identified that at drop off and pick up times speeding was not an issue, rather it was the availability of parking. Both myself and the Road Safety officer have taken away a number of points to action and the Head will look at potential funding through the Dept of Education.
I have also assisted a Parish Councillor with her submission of an application for an Asset of Community value (ACV).
A resident who had drainage issues, has now had the work carried out by Balfour Beatty which has now cleared the issue.
I have also been in contact with Balfour Beatty regarding a number of other residents with drainage issues.
5.2. Bromyard Downs Common Association
James Hawkins had provided a report for the Annual Parish Meeting and was in attendance to answer any questions.
5.3. Bringsty Common Manorial Court
Niall Waller (Chair Bringsty Common Manorial Court) had provided a written report for the Annual Parish Meeting.
5.4. Footpaths Officer
Gwen Dumpleton provided a short update on work undertaken on the rights of way network. Some technical difficulties had been encountered reporting defects online to Herefordshire Council and communication with Herefordshire Council’s PRoW Team had proven difficult.
5.5. Hereford Green Network
It was noted that a ‘Restore Nature Now’ demonstration is scheduled to be held in London on the 22nd June 2024.
It was noted that updates from the Hereford Green Network were not being received by the Clerk and this would be followed up accordingly.
5.6. Public participation
PCSO Toby Stephenson was in attendance to provide an update on policing matters. Recent joyriding issues affecting Bromyard Downs and Bringsty Common were reported.
The meeting resumed following the open session.
6. To consider and adopt the minutes from the Parish Council meeting on the 20th March 2024
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 two vacancies on the parish council and enquiries from parishioners were welcomed.
7.2. Speed Indicating Device
It was noted that Whitbourne Parish Council had been successful in their application for grant funding to support the installation of sign poles / sockets and these were on order.
7.3. Memorial to Dr David Boddington
It was noted that arrangements for a replacement memorial oak tree were being made.
8. Correspondence
8.1. Bringsty Common Manorial Court: Request for funding to support football pitch maintenance
It was RESOLVED to donate £100.00 to support football pitch maintenance on Bringsty Common.
8.2. Herefordshire Council: Herefordshire Draft Local Plan 2021-2041 Consultation
Concerns were expressed that hard copies of the consultation documents had not been made available at libraries and that there was insufficient detail on transport planning for this stage of consultation; the Ward Councillor would liaise with Herefordshire Council over these concerns.
8.3. Herefordshire Council: Feasibility study relating to employment land at Linton
It was RESOLVED that the parish council would write in support of the feasibility study relating to employment land at Linton.
8.4. Herefordshire Council: Community grant schemes launched (UKSPF and REPF)
The above grant funding schemes were noted.
8.5. Police: Community Charter Contract (‘top 3’ policing priorities)
It was RESOLVED that the parish council’s policing priorities were:
• Anti-social behaviour on Bromyard Downs and Bringsty Common (aggressive dogs, joyriding)
• Speeding (A44 and B4203)
• Theft
8.6. NALC: Funding for moving website to a .gov.uk domain
The above grant funding scheme was noted.
9. Highways, Public Rights of Way and Lengthsman
9.1. To consider an update on traffic/speeding issues at Brockhampton Primary School
A site meeting had been held with the School Headteacher, County Councillor, Clerk and Herefordshire Council Highways to review reported road safety concerns. It was noted that Herefordshire Council would be selecting three schools to pilot road safety/parking improvements and Brockhampton Primary School would be encouraged to apply to be part of this trial.
9.2. To receive an update on the Lengthsman Scheme and to consider any items for the Lengthsman’s work schedule
No matters were reported.
9.3. To note an expression of interest made under delegated authority for additional drainage funding
It was noted that the Clerk had submitted an expression of interest for additional drainage funding.
10. Planning
10.1. To receive an update on the Brockhampton Group Neighbourhood Development Plan and to consider next steps
It was noted that additional grant funding to support NDPs had been announced for 2024-25 but it was not known at this time how much funding the parish council would be eligible for.
It was RESOLVED to query the grant allocation and apply accordingly.
It was RESOLVED to seek a quote from DJN Planning for support in completing a ‘policy only’ NDP.
10.2. To note comments made under delegated authority to support proposals to list the railway land and station at Bromyard as an Asset of Community Value (ACV)
It was noted that the parish council had written in support of the Asset of Community Value application but unfortunately the application had subsequently been refused by Herefordshire Council.
10.3. To consider the following planning applications to be determined by Herefordshire Council:
10.3.1. P240912/FH: Lower Barn, Southington Farm Southington Lane Stanford Bishop Worcester Herefordshire WR6 5TS. Proposed erection of two outbuildings for purposes incidental to the enjoyment of the dwelling house (part retrospective).
It was RESOLVED that the parish council had no objections.
10.3.2. P240965/F: Buckenhill Wood Norton Bromyard Herefordshire HR7 4PF. Retention of woodland workshop which is used in connection with the continued forestry use.
It was RESOLVED that the parish council had no objections.
10.4. To note responses made under delegated authority for the following applications:
10.4.1. P240641/F: The Rockery Woods Norton Herefordshire HR7 4PJ. Conversion of existing workshop building into a dwellinghouse.
It was noted that the parish council had responded under delegated authority as follows:
Brockhampton Group Parish Council considered this application under their delegated authority arrangements and raised no objections to the proposals. If the planning authority are minded to approve the application it is suggested that a condition should be placed on the proposed new property to ensure that it cannot be sold separately to the adjacent woodland.
11. Annual business as per Standing Orders
11.1. General Power of Competence: To review eligibility
It was RESOLVED that the parish council still met the eligibility requirements for the General Power of Competence.
11.2. To review the following policies and procedures
11.2.1. Balances and Reserves Policy
11.2.2. Biodiversity Policy
11.2.3. Burial Fund Policy
11.2.4. Clerk, Parish, Councillor Protocol
11.2.5. Complaints Procedure
11.2.6. Councillor Code of Conduct (LGA)
11.2.7. Delegation Policy (Urgent Decisions of the Council)
11.2.8. Disciplinary Procedure
11.2.9. Equal Opportunities Policy
11.2.10. Financial Regulations
11.2.11. Freedom of Information Act Guide
11.2.12. GDPR Data Privacy Policy
11.2.13. GDPR Data Protection Policy
11.2.14. GDPR Data Security Incident Procedure
11.2.15. Grant Awarding Policy
11.2.16. Grievance Procedure
11.2.17. Health and Safety Policy
11.2.18. Publication Scheme
11.2.19. Retention Policy
11.2.20. Standing Orders
It was RESOLVED that no changes were required to the above policies.
11.3. To review insurance, risk and assets
11.3.1. Risk Management Policy and Risk Register
It was RESOLVED that no changes were required to the above policy and register.
11.3.2. Insurance cover
It was noted that the policy cover was adequate and the renewal price was still competitive.
11.3.3. Inventory of Assets
It was RESOLVED that the inventory of assets was up to date.
11.4. To review the meeting schedule for the year ahead
It was RESOLVED to continue to hold scheduled meetings at 7:30PM on the third Wednesday of alternate months.
12. Finance
12.1. 2023/24 Accounts: To consider and approve the end of year accounts and bank reconciliation
It was RESOLVED to approve the 2023/24 end of year accounts and bank reconciliation.
12.2. External Auditor: To note the appointment of an External Auditor and to consider any interests
The appointment of the external auditor was noted.
12.3. Certificate of Exemption: To self-certify exemption from external audit
It was RESOLVED that the parish council had met the requirements to certify itself exempt from external audit and the certificate was duly signed.
12.4. Annual Internal Audit Report: To consider and approve
The Internal Audit Report was considered and it was noted that there were no recommendations requiring attention.
12.5. Annual Governance Statement: To consider and approve
The Annual Governance Statement was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
12.6. Accounting Statements: To consider and approve
The Statement of Accounts was considered and it was RESOLVED to approve it and it was duly signed.
12.7. Bank mandate: To review bank signatory arrangements
It was noted that the forms to add Gwen Dumpleton as a signatory would be prepared between meetings.
12.8. Budget expenditure 2024/25: To consider and approve
It was RESOLVED to approve the current budget expenditure.
12.9. Bank reconciliation 2024/25: To consider and approve
It was RESOLVED to approve the current bank reconciliation.
12.10. Invoices: To approve the following invoices for payment:
12.10.1. David Hunter-Miller (salary and expenses)
12.10.2. HMRC (PAYE)
12.10.3. Worcestershire County Council Pension Fund (pension)
12.10.4. Zurich Municipal (insurance): £472.85
12.10.5. Eyelid Productions Ltd (website): £100.00
12.10.6. Iain Selkirk (Internal Auditor): £120.00
It was RESOLVED to settle the above invoices.
12.11. Clerk’s Delegation: To note the following payments made between meetings:
12.11.1. David Hunter-Miller (April salary and expenses)
12.11.2. HMRC (April PAYE)
12.11.3. Worcestershire County Council Pension Fund (April pension)
The above payments were noted.
13. Councillors’ reports and items for the next agenda
It was RESOLVED to add the following items to the next agenda:
• Update on layby closure A44
14. Date of the next meeting
The next scheduled meeting is at 7:30PM on Wednesday 17th July 2024.
The meeting closed at 9:05PM.