Minutes 26 May 2021

Annual Meeting of Brockhampton Group Parish Council at 7:30PM on Wednesday 26th May 2021 at Whitbourne Village Hall, WR6 5RR

Minutes 05/2021

Present: Clive Brazier (Chairman), Karen Rock, Helen Allen, David Boddington, Pete Stoddart (from 7:37PM), Marianne Boddington (from 7:37PM)
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 unanimously resolved to elect Clive Brazier for the 2021/22 municipal year.

2. Election of a Vice-Chairman
It was unanimously resolved to elect David Boddington as Vice-Chair for the 2021/22 municipal year.

3. Apologies for absence
No apologies were received.

4. Co-option
It was unanimously resolved to co-opt Pete Stoddart and Marianne Boddington to the Parish Council and they joined the meeting from 7:37PM.

5. Declarations of interest
Nil declared.

6. Dispensations
Nil received.

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

7.1. Ward Councillor
Nigel Shaw provided an update under individual agenda items.

7.2. Bromyard Downs Common Association
There were no matters to report.

7.3. Bringsty Common Manorial Court
There had been discussions on whether the cutting of the tracks should be undertaken earlier in the year. The tracks would also be cut wider, where possible, following feedback from the fire service.

7.4. Herefordshire Green Network
An update was received on the latest projects of the Herefordshire Green Network.

7.5. Public participation
No matters were received.

The meeting resumed following the open session.

8. To consider and adopt the minutes from the Parish Council meeting on the 28th April 2021
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 now only two vacancies on the Parish Council and applications from Parishioners were welcomed.

9.2. Light pollution, Bromyard Downs
No update was available.

9.3. Memorial to former Councillor and Chairman Dave Cave
It was noted that the BDCA were continuing to make arrangements for the proposed memorial bench.

9.4. A44 road safety concerns
The Police would be increasing their speed enforcement presence across the A44, specially targeting ad-hoc visits to address concerns over excessive motorcycle speeds.

10. Correspondence

10.1. Nil.
No correspondence received.

11. Neighbourhood Development Plan

11.1. To receive an update
No update was available.

12. Planning

12.1. P211241/FH: The Plovers, Norton, Bromyard, Herefordshire, HR7 4PJ. Proposed 40 No ground based solar panels.
It was resolved that the Parish Council had no objections or concerns.

12.2. P211132/F: Land at The Bannut, Bromyard Road, Bringsty, Herefordshire, WR6 5TA. Proposed 5 new dwelling houses and associated works and access.
It was resolved that the Parish Council would comment on this application.

The Parish Council do not object in principle to the sensitive development of this site as it was proposed for inclusion in the Brockhampton Group Neighbourhood Development Plan (which is still at a very early stage).

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 nearby properties. The Parish Council would also like to promote more affordable housing in the area as this had been identified in previous NDP consultation exercises.

There are also serious concerns regarding the proposed access onto the A44, a road that has a history of injury/fatal accidents and is regularly the subject of local concern with regard to excessive vehicle speeds. It is therefore vital that any new access onto this road is carefully considered in the context of Core Strategy Policy MT1 to ensure that the safety of road users and potential future residents is not compromised.

12.3. P211547/F: Three Oaks Farm, Stonehouse Lane, Bringsty, WR6 5TF. Proposed retention of temporary dwelling for three years.
It was resolved that the Parish Council had no objections or concerns.

12.4. P211563/F: Three Oaks Farm, Stonehouse Lane, Bringsty, Herefordshire, WR6 5TF. Construction of an agricultural building for the rearing of cattle.
It was resolved that the Parish Council had no objections in principle but wished to express concern regarding the disposal of effluent and the close proximity of agricultural buildings to residential dwellings.

13. Parish matters for discussion/decision

13.1. Litter picking: To consider supporting local litter campaigns.
It was noted that Karen Rock had done an excellent job in arranging local litter picks.

It was resolved to write to Balfour Beatty and Cabinet Member John Harrington to thank them for their support of our litter picking activities under the ‘Stop the Drop’ campaign.

14. Annual business as per Standing Orders

14.1. To review the following policies and procedures

14.1.1. Balances and Reserves Policy
14.1.2. Burial Fund Policy
14.1.3. Clerk, Parish, Councillor Protocol
14.1.4. Code of Conduct
14.1.5. Complaints Procedure
14.1.6. Disciplinary Procedure
14.1.7. Equal Opportunities Policy
14.1.8. Financial Regulations
14.1.9. GDPR Data Privacy Policy
14.1.10. GDPR Data Protection Policy
14.1.11. GDPR Data Security Incident Procedure
14.1.12. Grievance Procedure
14.1.13. Retention Policy
14.1.14. Standing Orders
The above policies were reviewed and it was resolved to approve them without amendment.

14.2. To review insurance, risk and assets

14.2.1. Risk Management Policy and Risk Register (Covid update)
The above policy was reviewed and it was resolved to add a section on Covid risk management.

14.2.2. Insurance cover
14.2.3. Inventory of Assets
The above policies were reviewed and it was resolved to approve them.

14.3. To review the meeting schedule for the year ahead
It was resolved to holding six scheduled Parish Council meetings per year, at 7:30PM on the third Wednesday of alternate months.

15. Finance

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

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

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

15.4. Accounting Statements
The Statement of Accounts was considered and it was resolved to approve and it was duly signed.

15.5. Bank mandate
It was resolved to remove Dave Cave and add David Boddington as signatories to the Parish Council’s bank account.

15.6. Budget expenditure
It was resolved to approve the budget expenditure.

15.7. Bank reconciliation
It was resolved to approve the bank reconciliation.

15.8. Invoices

15.8.1. David Hunter-Miller (salary and expenses): £414.21
15.8.2. HMRC (PAYE): £103.60
15.8.3. Worcestershire County Council Pension Fund: £168.77
15.8.4. Herefordshire Green Network (membership): £50.00
15.8.5. Eyelid Productions Ltd (website): £100.00
15.8.6. Mr N E Shaw (bus shelter repair materials): £221.00
15.8.7. Came & Company (insurance): £613.91
It was resolved to settle the above invoices and cheques were duly signed.

16. Councillors’ reports and Items for the next agenda
No matters were reported.

17. Date of the next meeting
It was resolved to hold an extraordinary meeting at 7:30PM on Wednesday 23rd June 2021.

The next scheduled meeting is at 7:30PM on Wednesday 21st July 2021.

The meeting closed at 8:48PM.