Draft Minutes – 12th July 2021

Minutes of a scheduled meeting of the Parish Council on

Monday 12th July 2021 at 19.00 hrs.

Due to the Covid 19 crisis the meeting was held remotely.


Councillors:  Chris Williams (Chairman), Patrick Sullivan, Corinne Cranham, Nick Hiscutt-Blackmore and Paul Rigglesford.


In attendance

Ward Councillor David Hitchiner, Lengthsman (Paul Wright), Footpath Officer (Chloe Evans) Mark Hearne (Parish Clerk) plus one resident.


  1. Apologies for absence – Councillors Simon Blackmore and Margaret Harkin.


  1. Declarations of interest and written requests for dispensation –


  1. Open Session
    • Ward Councillor David Hitchiner – In his report Ward Councillor Hitchiner covered the following issues:
      • Highlighted increased noise levels of machinery at the Allensmore Nurseries’ site. A conversation has taken place with the Managing Director (Mark Taylor) who advised that he has plans to purchase an electric forklift truck next year which will reduce noise levels. The owners of Brampton Golf Course have also raised concerns over the impact and noise of large HGVs visiting the site and if any residents share these concerns they should contact the Ward Councillor. Ward Councillor Hitchiner also mentioned the planning application affecting Allensmore Nurseries (210770) with specific reference to Condition 5 of the planning permission.
      • Efforts continue in an attempt to lay a drainage pipe across Mr Powell’s land to alleviate any further flooding issues on the Bridge Sollers road.
      • No further update on the issue regarding the mud on Brampton Road.
      • The issue of transparency on drainage issues following submission to Balfour Beatty was discussed at the last meeting and it is noted that the Chairman has been in correspondence with Clive Hall (Acting Assistant Director of Highways and Transport at Herefordshire Council) about this matter.
      • Herefordshire Council have allocated monies for the Covid Recovery programme.


  • Lengthsman’s Report – No report was delivered but Lengthsman issues were picked later in the meeting.


  • Issues Raised by Local Residents – No issues were raised.
  1. Minutes of previous meeting … 21st June 2021. It was RESOLVED to adopt the minutes as a true record and they will be signed by the Chairman in due course.


  1. Clerk Correspondence
    • A resident had written drawing attention to filled in ponds behind her property which have contributed to the recent flooding issues on Brampton Road. It was RESOLVED that the Clerk forwards a copy of the correspondence to the Lengthsman together with confirmation of the resident’s address.
    • A resident has written raising a multitude of issues ranging from problems with footpaths (MY3A & MY16) in the parish, derelict road signs through to the unkempt condition of the Madley Moat. The Chairman suggested that the general issues raised would be discussed at a forthcoming meeting of the Lengthsman Working Group. It was agreed that the footpath/community noticeboard would be picked up as a footpath issue. Councillor Rigglesford agreed to provide a photograph, to the Clerk, of the road sign mentioned in the correspondence. With regards to Madley Moat it was noted that it is privately owned by the Duchy of Cornwall but it was agreed that Councillor Hiscutt-Blackmore’s next article to “Tracking the News” should ask for volunteers to help with its future maintenance and include this topic on the agenda for the next meeting.
    • A resident had written to Ward Councillor Hitchiner copied to the Parish Council raising concerns about Planning Consultation 210779 which has been mentioned earlier in the meeting. The Chairman made the point that when the Parish Council considers planning applications it can only reach a judgement on the information presented.
  2. Finance
    • The Treasurers Account and the Business Bank Instant Account is £33,124.15 and £179.19 respectively. The Clerk confirmed that £25k has been transferred from the Treasurers Account to the Business Bank Account.
    • It was RESOLVED to make the following payments:
      • Clerk’s salary (June 2021) in accordance with the employment contract.
      • PAYE (June 2021)- £133.20
      • Postage (Summer Newsletter) – £330.00
      • Stationery (Summer Newsletter) – £20.00
      • Printing (Summer Newsletter) – £318.44
      • Postage – £7.92
      • Sympathy Card – £1.65
      • Lengthsman – £227.10
      • Countrywide Maintenance – £70.39
      • Duchy of Cornwall (Rent) – £1078.25


  1. Planning – Comments on applications to be determined by Herefordshire Council.
    • Planning Consultation 212115 – Brightwells Auction Site, Stoney Street Industrial Estate, Madley, Herefordshire. Proposed demountable building and relocation of modular building for entry control. During discussion, no objections were raised by Councillors over the proposals set out in the planning consultation and it was RESOLVED that the Clerk inform the LPA accordingly.


  1. Footpaths Officer – Councillors approved the appointment of Councillor Rigglesford and Chloe Evans as the new Footpath Officers for the parish. It was further agreed that Councillor Rigglesford would become the Parish Council lead on footpaths. It was RESOLVED that the Clerk will notify Balfour Beatty of the appointments. It was also suggested that there would be benefit in the Footpath Officers arranging an early meeting with the Locality Steward and the Clerk agreed to provide his contact details.


  1. Lengthsman Working Group – The Clerk explained that there were three new items on the action log which were:
  • Weeding the path on the recreation ground. The Lengthsman suggested applying an environmentally friendly spray to remove the weeds.
  • Installing a spring on the recreation gate (Pennyplock entrance). The Lengthsman advised that it is not feasible to fit a spring to this type of gate and suggested adjustment to the hinges.
  • Weeding the pavement opposite the Cross.

It was RESOLVED to arrange a meeting of the Lengthsman Working Group before the end of July 2021 to consider all issues pertaining to Brampton Road. The Chairman added that it is the intention of the Locality Steward to organise a meeting involving the 4 landowners, Lengthsman and Councillor Harkin. The Lengthsman also commented that some of the ditches have not returned to their state before the incident involving the seepage of mud onto Brampton Road. In response from Councillor Cranham it was confirmed that the Parish Council had agreed to fund a road sweeper twice a year with the next visit scheduled for October 2021.Councillor Cranham also reported an overhanging hedge the details of which will be passed to the Lengthsman with a view to cutting it back by hand.


  1. Recreation Ground – Councillor Cranham explained that she has acquired three quotes for two additional bins for the recreation ground. It was RESOLVED to approve the purchase of two bins at a cost of £389.90 (ex VAT). The Clerk was instructed to contact Countrywide Grounds Maintenance to arrange for the next cut of the recreation ground to take place just before the summer picnic. Similarly, it was suggested that the bins are emptied and the weeds cleared by hand from the path in readiness for the picnic. The Lengthsman estimated it will cost circa £80/£90 to clear the path and it was RESOLVED to proceed on this basis.


  1. Footpaths – Councillor Rigglesford reported that he has already had an initial meeting with Chloe Evans and they have agreed to adopt a community engagement approach to the footpath officer duties by encouraging residents to report issues. Discussion with the Locality Steward is next on the agenda and it was RESOLVED that the Clerk furnishes his contact details to both Footpath Officers. Councillor Rigglesford agreed to ask the Locality Steward for a list of defects on the footpath network when he and Chloe Evans speaks to him. The Chairman reported that MY23 at Lady Coppice which crosses land owned by the Duchy of Cornwall was badly overgrown


  1. Community Events – Councillor Hiscutt-Blackmore confirmed that, subject to Parish Council approval, the risk assessment for the picnic will be forwarded to the Duchy of Cornwall by the 19th July 2021. Publicity material has been placed in several locations within the village and there is already an effective level of communication with residents. Looking ahead to the fireworks display Councillor Hiscutt-Blackmore has made contact with St Johns Ambulance to arrange the attendance of first aiders at the event. Councillor Hiscutt-Blackmore suggested that the following four events might be worth considering for 2022.
  • Easter egg hunt – 17th April 2022.
  • Platinum Jubilee – 4th/5th June 2022.
  • Fireworks – November 2022.
  • Parish Christmas lunch – December 2022.

Councillor Hiscutt-Blackmore broached the idea of a Christmas event in 2021 but it was decided to consider this further at the meeting in September 2021.  Councillors were fully supportive of an event to mark the Platinum Jubilee in 2022 but decided to defer any decision on the other proposals until a later meeting. It was agreed that the establishment of a working group to plan the Platinum Jubilee would be a positive development. There was a brief discussion on the budgetary provision for any events for next year and the Clerk advised that a bid should be submitted to inform the budget setting process which will occur in the autumn of 2021.

Councillor Hiscutt-Blackmore recommended that thought be given to producing a welcome pack to residents new to the parish. It was RESOLVED to work up a rough order of cost and ideas for distributing the packs for consideration at the next meeting. There was also brief discussion of a “Ask Your Councillor” event but it was noted that the Parish Council could not hold informal meetings. The discussion moved to Participatory Budgets and Councillor Sullivan explained that under these arrangements groups/individuals will be invited to submit proposals for a £1k grant made available by the Parish Council. Councillors will consider and select the preferred bid but there will be an expectation that the bids will need to demonstrate a clear benefit to the community.  The winning bid would be responsible for managing the project but the group will be accountable to the Parish Council. It was RESOLVED that the Clerk drafts a proposal which will be forwarded to Councillors Sullivan and Hiscutt-Blackmore before it is presented to the Parish Council at its September 2021 meeting. More generally, it was agreed that where actions for future events are time sensitive an appropriate deadline is assigned accordingly. Councillors had no issues with the risk assessment for the picnic and Councillor Hiscutt-Blackmore agreed to date and sign the document. The Clerk reported that Councillors Blackmore and Harkin will not be present at the picnic but it was agreed to position a gazebo where those Councillors in attendance will congregate.


  1. Risk Management Plan – Councillors approved the Risk Management Plan but Councillor Sullivan enquired about the availability of training on code of conduct issues. The Clerk advised that the training schedule will be published by HALC shortly and will provide further guidance in due course. The Clerk also agreed to check with Balfour Beatty if there are any training courses available for Footpath Officers.


  1. Strategic Housing Provision – Following discussion, Councillors concluded that given Herefordshire Council has access to the NDP and Housing Manual there was nothing further that could usefully be offered in response to their recent correspondence on this issue.


  1. Matters raised for next scheduled meeting.
    • Events 2022
    • Welcome Pack
    • Participatory Budget


  1. Date of the Next Meeting – 13th September 2021


The meeting closed at 20.37hrs

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