Annual Meeting of Brockhampton Group Parish Council at 7:30PM on Wednesday 21st May 2025 at Bromyard & Winslow Town Council Offices, HR7 4DU (///upon.surfacing.outfit)
Minutes 05/2025
Present: Viv Burdon (Chair), Clive Brazier, Gwen Dumpleton, Nigel Shaw, George Johnson, Pete Stoddart (Parish and Ward Councillor)
In attendance: David Hunter-Miller (Clerk)
1. Election of a Chairman and signing the Declaration of Acceptance of Office
It was RESOLVED to elect Viv Burdon as Chair for the 2025/26 municipal year and the declaration of acceptance of office was duly signed.
2. Election of a Vice-Chairman
It was RESOLVED to elect Clive Brazier as Vice-Chair for the 2025/26 municipal year.
3. 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.
Nigel Shaw declared a Disclosable Pecuniary Interest in item 13.11.4.
4.3. Other Interests: To declare any Other Registerable Interests or Non-Registerable Interests in items on the agenda and their nature.
Viv Burdon declared an Other Registerable Interest in item 10.2.
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. Police
The Police had sent apologies but would endeavour to attend a future meeting.
5.2. Ward Councillor
Pete Stoddart provided a report as follows:
Update from Herefordshire Council as at 15 May 2025
Last year Herefordshire Council spent £8 million on road resurfacing. That was made up of £5 million on A and B roads and £3 million on C and U roads. We also spent another £3.66 million on surfacing dressing, which is a process of adding a top layer to a road that is still effectively sound. This year Herefordshire Council will be spending £10 million on resurfacing A and B roads, £1 million on C and U roads and a further £2.5 million on surface dressing C and U roads. This is a significant investment in our highway network and demonstrates our clear commitment to improving Herefordshire’s roads. We are also funding drainage improvements, which will ensure that many of the problems caused by surface water will be addressed. Work will also continue to maintain the highway network. The state of our roads has been a pressing issue for some time, and I trust that residents can now see that things are changing for the better in the areas that are most in need of attention. The work will continue throughout the spring and summer.
Myself and other members of the Cabinet were pleased to conduct a visit to the Hereford transport hub site on the 3rd of April. The £10million Hub, funded by Central Government grants will enhance the area around the station and will include new bus stands, parking areas, covered cycle facilities and lockers and facilities for passengers. Following the appointment of contractors, work is due to start on site soon, with completion due in early 2026
Herefordshire Council hosted the quarterly Parish Council Summit on Tuesday 8th April, where parish councillors considered the new Herefordshire Councils Charter which sets out how we will work together with local town and parish councils on key areas to benefit residents. It was a well-attended and engaging evening, and there was keen interest from the parish and town council representatives in working together more closely in future. One of the topics discussed was how Herefordshire Council support Parish Footpath Officers (PFOs) in undertaking their valuable work on our Public Rights of Way network.
The cabinet meeting on Thursday 10th April was held at Shirehall, so that members could better visualise the planned renovation of the building into a new community facility and home to the new Hereford library and learning resource centre. Work is due to start on-site in the next few weeks and is expected to be completed in autumn 2026. The initial phases will focus on getting the building structurally sound and safe for public use while repairing and preserving the building’s important heritage features. This is a very exciting project and one which will be a valuable addition to the County.
The latest edition of Herefordshire Now, the council’s quarterly magazine for residents, is now available online on the council website with printed copies available in libraries and talk community hubs. Articles include the opening of the new Youth Employment Hub, Walk this May, an explanation of how your council tax is spent, and our ongoing investment in improving the condition of roads across the county.
I was pleased to propose the approval of the Delivery Plan 2025/26 to Cabinet on 27th March. This is the second year that the organisational delivery plan has been aligned to the council plan, giving our services a much clearer focus on priority areas and a greater shared sense of purpose. A copy of this is available to read and download on Herefordshire Council’s website. This clearly shows the ambition of this council to deliver the best for Herefordshire in everything that we do through this new annual Delivery Plan which has 109 deliverables which are supported by 252 milestones.
As part of Herefordshire’s £2 million investment over the next two years in improving local flood resilience, a FloodPod visited a selection of our market towns early in April, providing information to residents about how to protect their property from flooding. Well-known fooding advisor Mary Long-Dhonau OBE, ‘Flood Mary’, was also there providing information.
As part of the Great Herefordshire Spring Clean the Bromyard Downs Common Association organised a volunteer litter pick on Saturday 5th April. They collected in excess of 17 bags of litter, so well done to the volunteers.
For all Ward residents 70 years of age and above, a resident recently made me aware of a Herefordshire Council service called Refresher Training for older drivers. This is for drivers who live in Herefordshire and are aged 70 or over and comprises of a two hour practical driving session with an approved driving instructor, in their own vehicle. It will only cost you £20 – Herefordshire Council will pay the remainder of the fee. The refresher training can help to increase confidence, improve driving skills and reduce the risk of being involved in a collision. The website link is here Driver training – Herefordshire Council
Please remember to inform Herefordshire Council of the location of non-emergency pot holes, drainage issues and Public Rights of Way (PROW) issues using the Herefordshire Council website https://www.herefordshire.gov.uk/roads-1
For any emergency potholes please report them via the 24hour telephone number 01432 261800
Brockhampton Group of Parish Councils
The lack of high-speed broadband at Linton Court was brought to my attention and I have asked Herefordshire Council officers to raise this with Gigaclear.
I continue to remain engaged with a number of parish residents in respect to the resolution of various planning issues.
I am working with Bringsty Common Manorial Court to address an issue regarding grazing on Bringsty common.
It is pleasing to see the speed indicator sign re-installed on the B4203 by the Football Ground and I trust that it continues to reduce speeding as drivers approach Bromyard.
I am present at the Surgery in the Foyer of the Conquest Theatre on the first Saturday of the month from 10:30 – 12:00 for residents to meet with me in person.
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.
5.3. Bromyard Downs Common Association
It was noted that BDCA AGM was scheduled for the 10th June 2025.
5.4. Bringsty Common Manorial Court
A short update on the activities of the BCMC was received.
5.5. Footpaths Officer
Gwen Dumpleton (Footpaths Officer) provided an update on Public Rights of Way, including:
• Outstanding items from 2024-25 PRoW Grant Funding (item 9.4)
• Footbridge replacement quotes and grant funding
5.6. 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 19th March 2025
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 four vacancies on the parish council and enquiries from parishioners were welcomed.
7.2. Linton bus shelter vandalism
Thanks were extended to Nigel Shaw for his work repairing the bus shelter at Bringsty.
Thanks were extended to George Johnson for his work removing the graffiti from the bus shelter at Linton.
7.3. Requested TPO, Clater Lodge
It was noted that enquiries regarding the requested Tree Preservation Order were ongoing.
It was RESOLVED that the parish council would write in support of the proposals and press Herefordshire Council for an update.
8. Planning
8.1. To receive an update on the Brockhampton Group Neighbourhood Development Plan
No update was available.
8.2. To consider proposed premises licence at the Bromyard Speed Festival, Walk Mill Farm, Stourport Road, Bromyard, Herefordshire, HR7 4NT
It was RESOLVED to write in support of the proposed premises licence.
8.3. To consider the following planning applications to be determined by Herefordshire Council:
8.3.1. Nil
No planning applications.
8.4. To note responses made under delegated authority for the following applications:
8.4.1. P250524/F: Oak Cottage, Norton, Bromyard, Herefordshire HR7 4PA. Change of use of residential annexe to use as holiday accommodation (retrospective) and proposed use of land for glamping (4 no. bell tents) with associated facilities.
It was noted that the parish council had responded with the following comments:
The parish council do not object to the proposals but would ask that careful consideration is given to the additional ‘glamping’ facilities with regard to potential increased volume of traffic coming to and from the site onto the highway, and for possible noise disruption to neighbours.
8.4.2. P250723/FH: Oak Cottage, Norton, Bromyard, Herefordshire HR7 4PA. Proposed single storey extension with internal & external alterations, to include new porch.
It was noted that the parish council had responded with no objections.
8.4.3. P250749/L: Clater Park, Bringsty, Herefordshire, WR6 5TP. Construction of a small traditional greenhouse in the enclosed garden of Clater Park.
It was noted that the parish council had responded with no objections.
9. Highways, Public Rights of Way and Lengthsman
9.1. To receive an update on the Lengthsman Scheme and to consider any items for the Lengthsman’s work schedule
It was noted that the Lengthsman Annual Agreement had been returned to Herefordshire Council.
9.2. To consider traffic calming measures and available grant funding (Bromyard Downs)
It was RESOLVED to apply to the Police and Crime Commissioner’s Safer Roads Fund for a grant to cover the provision and installation of two pairs of traffic gates and associated signs for Bromyard Downs.
9.3. To consider an update on drainage maintenance (Local Drainage Fund)
It was noted that the drainage maintenance work had been completed and the grant funding successfully claimed.
A number of possible schemes were under consideration for Local Drainage Funding 2025-26.
9.4. To consider an update on PRoW maintenance (Public Rights of Way Grant Funding)
It was noted that the window to claim the grant funding will close at the end of June 2025 and the Lengthsman would attend to the remaining items accordingly.
10. Parish matters for discussion/decision
10.1. To consider changes to The Practitioners’ Guide requiring every authority to have an email account hosted on an authority owned domain
It was RESOLVED to migrate the parish council’s Gmail account to the brockhamptongrouppc.org.uk website domain.
10.2. To consider the Rose Regeneration Feasibility Study – Linton employment extension, Linton Rail and Trail Project and Festival Site
An update on the Rose Regeneration Feasibility Study was received.
10.3. To note invitation to chamber of commerce organised talk on Dark Sky tourism
The above invite was noted.
11. Correspondence for response or action
11.1. Bringsty Common Manorial Court: Request for grant funding support to maintain football pitch
It was RESOLVED to donate £100.00 to the BCMC towards football pitch maintenance.
11.2. London Hearts: Defibrillator grant funding
The above grant funding scheme was noted and it was RESOLVED to consider possible locations for a new defibrillator at a future meeting.
12. Annual business as per Standing Orders
12.1. To review eligibility for the General Power of Competence
It was RESOLVED that the parish council continued to meet the eligibility requirements for the General Power of Competence.
12.2. To review the following policies and procedures
12.2.1. Balances and Reserves Policy
12.2.2. Biodiversity Policy
12.2.3. Burial Fund Policy
12.2.4. Clerk, Parish, Councillor Protocol
12.2.5. Community Engagement Strategy
12.2.6. Complaints Procedure
12.2.7. Councillor Code of Conduct (LGA)
12.2.8. Delegation Policy (Urgent Decisions of the Council)
12.2.9. Disciplinary Procedure
12.2.10. Equal Opportunities Policy
12.2.11. Financial Regulations
12.2.12. Freedom of Information Act Guide
12.2.13. GDPR Data Privacy Policy
12.2.14. GDPR Data Protection Policy
12.2.15. GDPR Data Security Incident Procedure
12.2.16. GDPR Subject Access – How to access your records
12.2.17. GDPR Subject Access – Request Form
12.2.18. Grant Awarding Policy
12.2.19. Grievance Procedure
12.2.20. Health and Safety Policy
12.2.21. Planning Delegation Policy
12.2.22. Press and Media Policy
12.2.23. Publication Scheme
12.2.24. Retention Policy
12.2.25. Risk Management Policy and Risk Register
12.2.26. Standing Orders
It was RESOLVED that no changes were required to the above policies.
12.3. To review insurance, risk and assets
12.3.1. Risk Management Policy and Risk Register
It was RESOLVED to approve with one amendment – changing the meeting location to ‘Bromyard and Winslow Town Council Offices’.
12.3.2. Insurance cover
It was RESOLVED that the level of cover was adequate and insurance would be renewed with Zurich.
12.3.3. Inventory of Assets
It was RESOLVED to approve the updated inventory of assets.
12.4. To review the meeting schedule for the year ahead
It was RESOLVED to schedule future meetings for 7:30PM on the third Wednesday of alternate months (six meetings per year).
13. Finance
13.1. To consider and approve the 2024-25 end of year accounts and bank reconciliation
It was RESOLVED to approve the 2024/25 end of year accounts and bank reconciliation.
13.2. To note the appointment of an external auditor
It was noted that PKF Littlejohn LLP had been appointed as external auditor.
13.3. 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.
13.4. To consider and approve the Annual Internal Audit Report
The internal auditor’s report was considered and it was noted that there were no matters requiring attention.
13.5. To consider and approve the Annual Governance Statement
The Annual Governance Statement was considered and it was RESOLVED that each statement had been achieved and it was duly signed.
13.6. To consider and approve the Accounting Statements
The Statement of Accounts was considered and it was RESOLVED to approve and it was duly signed.
13.7. To approve the arrangements for the exercise of public rights
It was RESOLVED to publish the relevant notices between Tuesday 3rd June and Monday 14th July 2025.
13.8. To review bank signatories
It was RESOLVED to remove Karen Rock, and add Nigel Shaw, as bank signatories.
13.9. To consider and approve the 2025-26 budget expenditure
It was RESOLVED to approve the budget expenditure.
13.10. To consider and approve the 2025-26 bank reconciliation
It was RESOLVED to approve the bank reconciliation.
13.11. To approve the following invoices for payment:
13.11.1. David Hunter-Miller (salary and expenses)
13.11.2. HMRC (PAYE)
13.11.3. Worcestershire County Council Pension Fund (pension)
13.11.4. Nigel Shaw (materials for bus shelter repair): £149.08
13.11.5. Eyelid Productions Ltd (website): £100.00
13.11.6. Zurich Town & Parish (insurance): £ 441.66
13.11.7. Iain Selkirk (internal audit): £150.00
It was RESOLVED to settle the above invoices.
13.12. To note the following payments made between meetings under delegated authority:
13.12.1. 21/03/25 Viking UK (printer – REFUNDED): £144.72
13.12.2. 27/03/25 David Hunter-Miller (Currys printer): £129.99
13.12.3. 01/04/25 Bromyard & Winslow Town Council (room hire): £64.80
13.12.4. 01/04/25 Bromyard & Winslow Town Council (room hire): £48.60
13.12.5. 01/04/25 Bromyard & Winslow Town Council (room hire): £64.80
13.12.6. 01/04/25 George Johnson (Lengthsman): £75.00
13.12.7. 07/04/25 David Hunter-Miller (salary and expenses April)
13.12.8. 07/04/25 HMRC (PAYE April)
13.12.9. 07/04/25 WCC Pension Fund (Clerk’s pension April)
The above payments were noted.
13.13. To note the following Direct Debit payments made between meetings:
13.13.1. 18/03/25 Lloyds Bank (service charge): £4.25
13.13.2. 22/04/25 Lloyds Bank (service charge): £4.25
The above payments were noted.
14. Councillors’ reports and items for the next agenda
It was RESOLVED to make arrangements, under the Clerk’s delegated authority, to purchase a post rammer for use by the Lengthsman.
Councillors were encouraged to submit responses to Herefordshire Council’s Local Transport Plan 2025-2041 online consultation.
It was RESOLVED to add the following items to the next agenda:
• A44 permanent closure of layby – exploration of funding/quotes
• Defibrillator possible locations
15. Date of the next meeting
The next scheduled meeting is at 7:30PM on Wednesday 16th July 2025.
A resolution was passed to exclude members of the public due to the confidential nature of the following item.
16. Employment matters
16.1. To consider and adopt an Employers Discretions Policy for the Local Government Pension Scheme
It was RESOLVED to adopt an Employers Discretions Policy for the Local Government Pension Scheme.
The meeting closed at 8:52PM.