Minutes – 12th April 2021

Minutes of a scheduled meeting of the Parish Council on

Monday 12th April 2021 at 19.00 hrs.

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



Councillors:  Chris Williams (Chairman), Simon Blackmore, Patrick Sullivan, Corrine Cranham, Margaret Harkin, Richard Lloyd and Nick Hiscutt-Blackmore.


In attendance

Paul Wright (Lengthsman)and Mark Hearne (Parish Clerk) plus three residents.


  1. Apologies for absence – None


  1. Declarations of interest and written requests for dispensation –


  1. Open Session
    • West Mercia Police were unable to join the meeting.
    • Ward Councillor David Hitchiner – Ward Councillor Hitchiner was not present at the meeting but provided a written input covering the following issues:
      • Providing support to a resident regarding a proposed drop kerb.
      • Balfour Beatty are planning work on Bridge Sollars Road in the next 12 months.
      • The Locality Steward is aware that work is required on Brampton Road.
      • A landowner has offered to jet the pipe which crosses his land for £350.
      • The Locality Steward is working to resolve the flooding which occurs regularly at Shenmore.
      • Balfour Beatty’s focus for the next 12 months will be drain repairs rather than road resurfacing.
      • Balfour Beatty are hoping to trial a new machine developed by JCB which may have utility in areas such as Brampton Road.


  • Lengthsman’s Report – The Lengthsman reported that the fencing and gates have been installed in the recreation ground. A road sweeper was operating in the village on the 9th April 2021 and will return to complete the work on Tuesday 13th April 2021. It may, however, be necessary to manually clear away detritus around the church wall. When questioned by the Chairman it was confirmed by the Lengthsaman that he anticipates that a mini digger will be booked for the end of April 2021 for work in the parish.


  • Issues Raised by Local Residents – A resident asked about the planned signage on Stoney Street and the Clerk advised that Balfour Beatty have been emailed asking them for the current timetable for this work and once a response has been received it will be communicated to the resident concerned. The same resident raised issues connected with planning consultation 210770 but it was agreed to defer discussion to later in the meeting when planning applications are due to be discussed.


  1. Minutes of previous meeting … 8th March 2021. It was RESOLVED to adopt the minutes of the 8th March 2021 as a true record and they will be signed by the Chairman in due course.


  1. Clerk Correspondence
    • A resident has written asking if the Parish Council could ask the Lengthsman to clear litter which accumulates on the bridle way where Stoney Street merges into Brampton Hill. Councillors agreed that fly tipping was an issue for Herefordshire Council and not the responsibility of the Parish Council. It was RESOLVED that the Clerk responds to the correspondent accordingly.
    • A resident has written describing his plans to renovate the magnolia barns situated in Canon Bridge and would welcome the opportunity of explaining his proposals in a little more detail to the Parish Council. It was RESOLVED that the Clerk offers an open invitation to the resident to present his ideas at a future meeting of the Parish Council.
    • A resident had written raising concerns over the conditions of the roads in the parish citing Brampton Road, Rosemary Lane and Bridge Sollars Road. It was RESOLVED that the Clerk responds to the correspondent confirming the current plans for local roads as provided by Balfour Beatty.
    • A resident has written requesting if the Parish Council could ask if the hedge between Archenfield and the main road could be cut back this year. Councillor Lloyd confirmed that, whilst it is the responsibility of Herefordshire Council, no work will be undertaken during the bird nesting season unless there are overriding safety issues. Councillor Lloyd agreed to report this hedge plus another on Stoney Street to Balfour Beatty asking for routine maintenance to be undertaken. It was RESOLVED that the Clerk responds to the correspondent accordingly.


  1. Finance … The current bank balance in the Treasurers Account and the Business Bank Instant Account is £32,552.11 and £179.19 respectively.
    • It was RESOLVED to make the following payments:
      • Clerk’s salary (March 2021) in accordance with the employment contract.
      • PAYE (March 2021)- £133.20
      • Stationery – £19.07
      • NDP Referendum Printing – £298.97
      • NDP Referendum Stationery – £19.67
      • NDP Referendum Postage – £311.52
      • Lengthsman (Fencing and Gates) – £6,192.00
      • Lengthsman (Village Sweep) – £386.25
      • Lengthsman – £178.15
      • DM Payroll Services – £120.00
      • Countrywide Maintenance – £70.39

It was RESOLVED to arrange a meeting of the Finance Working Group to review the end of year position (2020/21) and provide a report to the May 2021 meeting of the Parish Council.

  • Section 106 monies –No further updates were reported.


  1. Planning – Comments on applications to be determined by Herefordshire Council.
    • Planning Consultation 210643 – Bower Farm, Madley, Hereford. Proposed demolition of a Dutch barn and replacement with a steel portal frame agricultural building. Following discussion, Councillors agreed to support the proposals set out in the planning application and it was RESOLVED that the Clerk notifies the LPA accordingly.
    • Planning Consultation 210770 – Land at Madley Airfield, Brampton Road, Madley, Hereford. Proposed variation of condition 5 of planning permission 132298 (Proposed glasshouse, water storage tanks, vehicle parking and alterations to access and a septic tank) to read “All staff/site traffic and site delivery traffic movements shall be made using the access onto Brampton Road only, unless the Brampton Lane is impassable for vehicles due to flooding or road works, in these circumstances the Stoney Street access could be used”. Councillors were generally content with the proposed variation but questioned what factors, other than a formal road closure, would determine when Brampton Road would become impassable as this was somewhat subjective. In conclusion, provided there was strict compliance to the revised condition, Councillors were minded to support the planning application and it was RESOLVED that the Clerk notifies the LPA accordingly.


  1. Lengthsman Working Group – Councillor Harkin guided the meeting through the action log and during the subsequent discussion Councillor Lloyd mentioned that Balfour Beatty had taken delivery of a new tractor used for ditch cleaning and it was RESOLVED that the Clerk askes the Locality Steward when it might be available for use in the parish. Councillor Cranham asked if the Lengthsman could cover the shade sail base in the recreation ground which has been exposed. It was agreed that Councillor Cranham liaises with the Lengthsman to arrange for the necessary repair to be undertaken. It was also agreed that, subject to cost, arrangements should be made for a village sweep to take place twice a year (Spring and Autumn) and it was RESOLVED that the Clerk liaises with the Lengthsman.


  1. Recreation Ground – Councillor Cranham asked for approval to procure six signs to be erected at each entrance to the recreation ground at a cost of £79.80 plus two dog poo dispensers at £91 (ex VAT) each (and also three new benches (£480) which totals £741.80. Councillor Cranham added that these costs, if approved, could be accommodated within the remaining capital funding raised for the recreation ground. It was RESOLVED that Councillor Cranham may proceed with the procurement of all the items she raised


  1. Footpaths Officer Report – It was suggested that the Footpaths Officer asks the Locality Steward to supply details of landowners in the parish. Councillor Cranham reported an issue with a damaged bridge on the footpath (3A) close to Johnston’s farm. It was RESOLVED that Councillor Lloyd checks with the PROW team at Balfour Beatty and will update the Clerk. Councillor Lloyd also confirmed that Balfour Beatty should provide posts and way-markers free of charge and it was agreed that, if necessary, the Parish Council will cover the cost of this kit when it is required and arrange for its collection from Balfour Beatty.


  1. Traffic & road issues – Councillor Harkin commented on two ditches on Brampton Road (Hangar One and Parkway Farm). The Chairman explained that the Lengthsman has been tasked with checking all the grips on Brampton Road and added that Baffour Beatty have dug a ditch at the location close to Hangar One but reported that this ditch plus a parallel ditch further back doesn’t lead anywhere. The Locality Steward will arrange for the drainage team to assess the situation and to consider a possible solution and will also arrange for the nearby drain gulley to be cleared. Councillor Harkin also reported that HGVs are continuing to travel up Brampton Road in a southerly direction. It was RESOLVED that, if details of the vehicles are forwarded to the Clerk, he will again raise the matter with Allensmore Nurseries. The Chairman also suggested that Parish Councillors in their capacity as residents could raise concerns direct to Allensmore Nurseries.


  1. Parish Councillor Responsibilities – Councillors confirmed they are content to accept their proposed responsibilities although Councillor Sullivan indicated that he had a number of queries which he will forward to the Clerk. It was also RESOLVED that the Clerk will annotate information on the website to show the responsibilities of each of the Councillors.


  1. Grass Cutting in the Parish – The Clerk confirmed that he had written to Balfour Beatty confirming that only the verges on the Bridge Sollars Road would be subject to a single cut during the growing season.


  1. To Consider a Regular Contribution to Tracking the News – Councillor Hiscutt- Blackmore advised that he was intending to forward his second article to Tracking the News but agreed to let the Clerk have sight of his input before it is submitted for publication.


  1. Parish Picnic and Other Events – Councillor Hiscutt-Blackmore referred to his recent note which set out a series of possible community events during the next few months beginning with a picnic on the 7th August 2021. Councillor Hiscutt-Blackmore also suggested that flyers could be used to publicise community events but the intention is to capture email addresses of residents which will reduce the future need for flyers etc noting that for the purposes of GDPR this data should be retained by the Clerk. It was RESOLVED that the Clerk would seek advice from HALC regarding the proposal to involve the church building for some of the planned events. The Chairman welcomed the ideas for some community events but suggested that, where similar events have been previously organised by other groups, the Parish Council should offer support rather than run a competing activity. The Chairman also advised that the Parish Council should not benefit from any fundraising which takes place at any of the planned events. In conclusion Councillors approved the proposed summer picnic and invited Councillor Hiscutt- Blackmore to proceed with his plans for this event and present a costed programme to the next meeting.


  1. Arrangements for the Parish Meeting and Annual Parish Council Meeting – The Clerk explained that it remains uncertain if remote meetings can continue beyond the 7th May 2021 and should that option be denied to the Parish Council both the Parish Meeting and Annual Parish Council meetings will have to take place on the 17th May 2021 to coincide with the reopening of the parish hall. If remote meetings can continue it was agreed to hold both meetings on the original date of the 10th May 2021.


  1. Matters raised for next scheduled meeting
    • Feedback on the Parish Council Summit.


The meeting closed at 20.43hrs


2 thoughts on “Minutes – 12th April 2021”

  1. Re. Item 10.

    Minutes of the PC Meeting 5/11/2013 (Item 7.2) confirms that the list of landowners is on file with the Parish Clerk. I have retained a copy from the time that Joan was Madley PPO


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