Minutes 19 June 2019

Annual Meeting of the Parish Council at 7:30PM on Wednesday 19th June 2019 at Bromyard and Winslow Town Council Offices


Present: Clive Brazier (Chairman), Helen Allan, David Boddington, Karen Rock
In attendance: David Hunter-Miller (Clerk)

1. Election of a Chairman and signing the Declaration of Acceptance of Office
In the absence of a Chairman or Vice-Chairman David Boddington was elected temporary Chairman for this item.

Clive Brazier was elected as Chairman for the 2019/20 municipal year and signed the Declaration of Acceptance of Office.

2. Election of a Vice-Chairman
David Boddington was elected Vice-Chairman for the 2019/20 municipal year.

3. Declaration of Acceptance of Office
All members present signed a Declaration of Acceptance of Office. It was resolved to defer signing for those members not present.

4. Register of Interests
Members noted the requirement to submit or update their Register of Interests form.

5. Election Expenses
Members noted the requirement to submit their Declaration of Election Expenses return.

6. Apologies for absence
Apologies were received from Shaun Simpson.

7. Declarations of interest
Nil declared.

8. Dispensations
Nil received.

9. Open Session
The meeting was adjourned for the open session.

9.1. Ward Councillor
No report available.

9.2. Bromyard Downs Common Association
The footbridges across the ditches on the Downs had been approved and would remain in place. Works were planned to reinstate the damaged information board.

The BDCA AGM was planned for Wednesday 26th June 2019.

9.3. Bringsty Common Manorial Court
No report available.

9.4. Public participation
No questions received.

The meeting resumed following the open session.

10. To consider and adopt the minutes from the Parish Council meeting on the 24th April 2019
It was resolved to adopt the minutes as a true record and these were signed by the Chair.

11. Progress reports

11.1. Parish Council Elections and Co-option
It was noted that there were currently four vacancies on the Parish Council and applications to fill these vacancies were welcomed.

11.2. Grit bin, Burley Lane
No update was available.

12. Correspondence

12.1. Police and Crime Commissioner: To consider the ‘We Don’t Buy Crime’ initiative.
It was resolved to publicise the initiative on the Parish Council’s website and direct residents to the Police for further information and to buy ‘Smartwater’ kits.

12.2. Herefordshire Council: To consider an Allowances Scheme for Parish Councillors.
It was resolved that an allowance scheme would not be adopted for Brockhampton Group Parish Councillors.

13. Planning

13.1. Neighbourhood Development Plan
DJN Planning had given a presentation on the Call for Sites and subsequent Housing Site Assessment, a full version of the report would be available on the Parish Council’s website. It was resolved to approve the report recommendations and it was noted that these would be used to develop the draft plan.

It was resolved to hold the Community Engagement Event on Thursday 3rd October 2019, preparations for which were ongoing.

A draft communications update for residents was considered and it was resolved to send this via letter drop to the whole parish.

The Parish Council were asked to assist with resourcing the Community Engagement Event.

13.2. P192001 (prior approval): Green Farm Barn, Green Farm, Norton Canon, Hereford, HR4 7BH. Notification for prior approval for a proposed change of use of an agricultural building to a dwellinghouse (Class C3) and for associated operational development. Creation of a single larger dwellinghouse.
It was noted that this application fell outside of the Parish Boundary and it was thus resolved that no comments would be lodged.

14. Parish matters for discussion/decision

14.1. Water courses
The Environment Agency condition reports were noted and the situation would be monitored.

14.2. Risk Management Policy and Risk Register
A Risk Management Policy and Risk Register was considered and adopted.

14.3. Bus shelter provision on A44
It was resolved to defer a decision on this until a future meeting.

14.4. Light pollution (Bromyard Downs)
It was resolved to defer a decision on this until a future meeting.

15. Annual business as per Standing Orders

15.1. General Power of Competence
It was resolved that the Parish Council did not meet the eligibility requirements to adopt the General Power of Competence.

15.2. To review the following policy procedures and documents

15.2.1. Balances and Reserves Policy
15.2.2. Burial Fund Policy
15.2.3. Clerk, Parish, Councillor Protocol
15.2.4. Code of Conduct
15.2.5. Complaints Procedure
15.2.6. Disciplinary Procedure
15.2.7. Equal Opportunities Policy
15.2.8. Financial Regulations
15.2.9. GDPR Data Privacy Policy
15.2.10. GDPR Data Protection Policy
15.2.11. GDPR Data Security Incident Procedure
15.2.12. NDP Steering Group Terms of Reference
15.2.13. Retention Policy
15.2.14. Standing Orders
The above policies and procedures were reviewed and it was resolved that no amendments were required at this time.

15.2.15. Insurance cover
It was resolved to approve the insurance schedule. It was noted that the Clerk had contacted the insurers to provide them with an up-to-date asset register and had renewed the policy under the Clerk’s delegated authority.

15.2.16. Inventory of Assets
The Inventory of Assets had been updated and it was resolved to approve.

15.2.17. Risk Management Policy and Risk Register
A new Risk Management Policy and Risk Register had been adopted (item 14.2).

15.3. To review appointment to committees and external bodies
It was resolved that Karen Rock and David Boddington would continue to work with the Bromyard Downs Common Association.

15.3.1. Neighbourhood Development Plan Steering Group
It was noted that all Parish Councillors could sit on the NDP Steering Group.

16. Finance

16.1. Invoices

16.1.1. David Hunter-Miller (salary and expenses): £522.32
16.1.2. HMRC (PAYE): £50.00
16.1.3. DJN Planning Limited (NDP consultant): £2264.30
16.1.4. Bromyard Downs Common Association (donation): £200.00
It was resolved to settle the above invoices and cheques were duly signed.

16.2. To note the following payments made between scheduled meetings:

16.2.1. 15/05/19 David Hunter-Miller (salary and expenses) £548.71
16.2.2. 15/05/19 HMRC (PAYE) £49.80
16.2.3. 15/05/19 Came and Company (insurance): £344.74
16.2.4. 15/05/19 Iain Selkirk (internal audit): £100.00
16.2.5. 15/05/19 Bromyard & Winslow Town Council (room hire): £64.80
The above payments were noted.

17. Councillors’ reports and Items for the next agenda
It was resolved to add the following items to the next agenda:
• Co-option
• Grit bin, Burley Lane
• Bus shelter provision on A44
• Light pollution (Bromyard Downs)

18. Date of the next meeting
The next scheduled meeting is at 7:30PM on Wednesday 17th July 2019.

The meeting closed at 8:49PM.