Annual Meeting of Brockhampton Group Parish Council at 7:30PM on Wednesday 17th May 2023 at Bromyard & Winslow Town Council Offices, HR7 4DU
Minutes 05/2023
Present: Clive Brazier (Chair), Gwen Dumpleton, Peter Lane, Karen Rock, Pete Stoddart (Parish and Ward Councillor)
In attendance: David Hunter-Miller (Clerk), PCSO Sue Berrett (Police), one member of the public
1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was unanimously RESOLVED to elect Clive Brazier as Chair for the 2023-24 municipal year.
2. Election of a Vice-Chairman
It was unanimously RESOLVED to elect Karen Rock as Vice-Chair for the 2023-24 municipal year.
3. Apologies for absence: To receive apologies and to approve reasons for absence.
Apologies were noted from Helen Allan, Nigel Shaw and Viv Burdon.
4. Declarations of Acceptance of Office: Signing by those members present and to consider deferring signing for any members not present.
It was RESOLVED to allow Helen Allan, Nigel Shaw and Viv Burdon to sign their Declarations of Acceptance of Office at a later date.
5. Election Expenses: To note the requirement for members to submit a declaration of election expenses return.
Councillors were reminded of the requirement to submit election expenses returns.
6. Declarations of personal and prejudicial interest
6.1. Register of Interests: Members are reminded of their responsibility to declare interests and to update their register of interests as required.
Councillors were reminded to submit/update their Register of Interests forms as required.
6.2. Disclosable Pecuniary Interests: To declare any Disclosable Pecuniary Interests in items on the agenda and their nature.
Nil declared.
6.3. Other Disclosable Interests: To declare any Other Disclosable Interests in items on the agenda and their nature.
Nil declared.
6.4. Dispensations: To consider any written dispensations from members who have declared an interest but wish to stay in the meeting during that time to aid discussion / speak / vote.
Nil received.
7. Open Session
The meeting was adjourned for the open session.
7.1. Police: To receive a report and ‘question and answer’ session.
PCSO Sue Berrett provided an update on local policing matters.
• There was now a larger team of officers covering Bromyard and the surrounding areas.
• The Police have joined up with Neighbourhood Matters to provide updates to the community.
• Speed enforcement had been undertaken recently at Bringsty and further visits were planned in the future.
7.2. Ward Councillor: To receive a report.
Pete Stoddard (Ward Councillor) provided a report as follows:
This is my first Annual Report to the Ward’s four Parish Councils and is in fact my first report to you all since my election as your Ward Councillor last Friday.
It is my aim to continue the good work done by my predecessor, Nigel Shaw, and to ensure that the residents of Bromyard Bringsty continue to have a strong voice heard in Herefordshire Council. I will also continue to provide all of the Parish Councils with regular updates.
The delivery of services as a small rural unitary council over a large geographical area is a challenge. The most significant part of the Council`s expenditure and council tax is spent on Adult and Children`s care services. During the last 12 months the poor performance in Children care services had reached a point where the Government appointed a commissioner to oversee it, and establish an improvement plan. This remains the biggest challenge to Herefordshire Council; as its statutory responsibility to look after the most vulnerable children has huge live changing consequences for individuals. The improvement of this service will require a more stable supported workforce, larger levels of investment and co-operation from all partners.
Nationally and locally the increasing demands of a maturing population are placing pressures on our Adult care services and as the recent census results showed Herefordshire has a higher percentage of over 60s. Although many of these will be self-funders and care costs will not be picked up the council, nonetheless it puts pressure on the care service capacity. Although additional funding for care was given to local authority budgets by HMG we still await longer term national proposals on the adult care service.
Herefordshire has over 2,000 miles of public highways and their maintenance is a challenge. There remains for me concerns on the delivery of the highway contract with Balfour Beatty- the councils’ contractors- on timing and quality of pothole repairs. This year the council took back its Public Rights of Way service but struggled to deliver an effective service for footpaths.
The condition of the highways was the number one concern on the doorsteps across the ward. I will address how the extra £2.5 million allocated to Herefordshire in the Chancellor`s budget in March is spent. In the meantime however, the reporting of highway conditions quickly is important. This can be done using the link below or direct to Balfour Beatty Living Places on 01432 26180. Please also use this number to report a flooded road or a highway obstruction:
https://www.herefordshire.gov.uk/roads-1/report-problems-road
The financial situation within the Council is very poor and the current overspend of the Council now exceeds £9m. Confirmation was given at March’s Cabinet that the whole of the remaining financial resilience reserve is to be used to address any overspend this year and that only £3m is expected to be in that reserve at the end of next year. The finances of the Council are now a lot less resilient than they have been at any time since 2019.
7.3. Bromyard Downs Common Association: To receive a report.
A report was awaited following the meeting.
7.4. Bringsty Common Manorial Court: To receive a report.
A report was awaited following the meeting.
7.5. Hereford Green Network: To receive a report.
The Co-op is running The Great Big Green Week soon and it was considered that this might be a good opportunity to publicise the work of the Parish Council.
7.6. Public participation (10 minutes): At the discretion of the Chairman members of the public will be invited to speak and/or question the Parish Council on issues relating to this agenda or raise issues for future consideration.
No questions were received.
The meeting resumed following the open session.
8. To consider and adopt the minutes from the Parish Council meeting on the 15th March 2023
It was RESOLVED to adopt the minutes as a true record and they were duly signed by the Chair.
9. Progress reports
9.1. Councillor vacancies
It was noted that there were two vacancies on the Parish Council and enquiries from parishioners were welcomed.
9.2. Commissioner’s Community Fund application for a Vehicular Activated Sign
It was noted that the Clerk had submitted an application to the Police and Crime Commissioner for £2,747.90 grant funding to allow the purchase of a Vehicular Activated Sign.
9.3. Lengthsman Scheme
It was RESOLVED to submit an application to Herefordshire Council to join the 2023/24 Lengthsman Scheme when the documents had been received.
10. Correspondence
10.1. Balfour Beatty Living Places: Offer for reduced verge cutting to encourage greater biodiversity
It was RESOLVED that the Parish Council would request that two cuts continue to be undertaken on the verges in the group parish.
11. Planning
11.1. Planning consultations: To consider the following planning applications to be determined by Herefordshire Council:
11.1.1. Nil
No planning matters.
12. Parish matters for discussion/decision
12.1. SmartWater: To consider the purchase of additional kits to allow 100% coverage of the group parishes
It was RESOLVED to purchase an additional 64 kits costing £427.10; an application would be made to the Police and Crime Commissioner accordingly.
12.2. Bus services: To consider supporting the provision of additional bus services
It was noted that Herefordshire Council had provided funding for a new bus service but it was considered that additional routes were much needed locally. Enquiries with Herefordshire Council were ongoing about extending a bus service from Worcester to Bromyard.
An update was received on a possible community transport scheme that was at the initial feasibility stage.
13. Annual business as per Standing Orders
13.1. General Power of Competence: To review eligibility
It was RESOLVED that the Parish Council met the eligibility criteria for the General Power of Competence and it was duly adopted.
13.2. To review the following policies and procedures
13.2.1. Balances and Reserves Policy
13.2.2. Burial Fund Policy
13.2.3. Clerk, Parish, Councillor Protocol
13.2.4. Complaints Procedure
13.2.5. Councillor Code of Conduct (LGA)
13.2.6. Disciplinary Procedure
13.2.7. Equal Opportunities Policy
13.2.8. Financial Regulations
13.2.9. GDPR Data Privacy Policy
13.2.10. GDPR Data Protection Policy
13.2.11. GDPR Data Security Incident Procedure
13.2.12. Grievance Procedure
13.2.13. Retention Policy
13.2.14. Standing Orders (including delegation)
It was RESOLVED that no amendments were required to the above policies.
13.3. To review insurance, risk and assets
13.3.1. Risk Management Policy and Risk Register
It was RESOLVED to add Lengthsman to the Risk Management Policy and Risk Register and adopt the updated document.
13.3.2. Insurance cover
It was noted that the Clerk had approached three companies to quote for insurance cover. It was RESOLVED to accept a quote from Zurich Insurance at £451.84.
13.3.3. Inventory of Assets
It was RESOLVED to adopt an updated inventory of assets.
13.4. To review the meeting schedule for the year ahead
It was RESOLVED to continue with six scheduled meetings per year on the third Wednesday of alternate months.
14. Finance
14.1. 2022/23 Accounts: To consider and approve the end of year accounts and bank reconciliation.
It was RESOLVED to approve the 2022/23 end of the year accounts and bank reconciliation.
14.2. 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.
14.3. Annual Internal Audit Report: To consider and approve.
The internal auditor’s report was considered and it was noted that there were no recommendations requiring attention.
14.4. 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.
14.5. Accounting Statements: To consider and approve.
The Statement of Accounts was considered and it was RESOLVED to approve it and it was duly signed.
14.6. Bank mandate: To review bank signatory arrangements.
It was RESOLVED to remove David Boddington as a signatory and, when completed, apply to internet banking for all other signatories.
14.7. Budget expenditure 2023/24: To consider and approve.
It was RESOLVED to approve the budget expenditure.
14.8. Bank reconciliation 2023/24: To consider and approve.
It was RESOLVED to approve the bank reconciliation.
14.9. Invoices: To approve the following invoices for payment:
14.9.1. David Hunter-Miller (May salary and expenses)
14.9.2. HMRC (May PAYE)
14.9.3. Worcestershire County Council Pension Fund (May pension)
14.9.4. Bromyard & Winslow Town Council (room hire): £32.40
14.9.5. Eyelid Productions (website): £100.00
14.9.6. Zurich Municipal (insurance): £451.84
14.9.7. Iain Selkirk (internal audit): £115.00
It was RESOLVED to settle the above invoices and cheques were duly signed.
14.10. Clerk’s Delegation: To note the following payments made between meetings:
14.10.1. David Hunter-Miller (April salary and expenses)
14.10.2. HMRC (April PAYE)
14.10.3. Worcestershire County Council Pension Fund (April pension)
14.10.4. Bromyard & Winslow Town Council (room hire): £32.40
The above payments were noted.
15. Councillors’ reports and items for the next agenda: To provide an opportunity for councillors to report minor matters of information not included elsewhere on the agenda and to raise items for future meetings.
It was RESOLVED to add the following items to the next agenda:
• Co-option
• Footpaths Officer review
16. Date of the next meeting
The next scheduled meeting is at 7:30PM Wednesday 19th July 2023.
The meeting closed at 9:00PM.