Draft Minutes

MINUTES OF THE ANNUAL PARISH COUNCIL MEERING OF BROMESBERROW PARISH COUNCIL HELD REMOTELY USING ZOOM PURSUANT TO S 78 CORONAVIRUS ACT 2020 ON TUESDAY, 28TH JULY AT 7.30 PM

PRESENT:      Cllr Brian Lewis (elected Chairman at meeting), Cllr Philip Burford, Cllr Penny Cook, Cllr David Hunter, Cllr Lesley Preston, Cllr John Stephens, Cllr Graham Warren

Also Present: Mrs Ruth Warne, Clerk (taking Minutes)

 

1          ELECTION OF CHAIR OF COUNCIL

1.1     It was proposed and seconded that Cllr Lewis be elected Chairman of Council.

It was proposed and seconded that Cllr Lesley Preston be elected Chairman of Council.  Cllr Preston thanked the proposer and seconder for this but declined to stand for Chairman.

It was proposed, seconded and agreed that Cllr Lewis be elected Chairman of Council until the next Annual Meeting in accordance with Local Government Act 197, Section 15(1).

The Chairman thanked those who voted for him for his election.  (Clerk to send Declaration of Acceptance of Office form to him for signature.)

He thanked the outgoing Chairman, Cllr Stephens for his work as Chairman, and also thanked all Members for their participation in the Council, emphasising that they all have a valuable contribution to make and are needed.

2          ELECTION OF VICE CHAIR OF COUNCIL

2.1       It was proposed that Cllr Preston be elected Vice Chairman of Council, however Cllr Preston declined.

There being no further proposals for Vice Chair it was agreed not to elect a Vice Chair at this time.

3          APOLOGIES FOR ABSENCE AND PROTOCOL FOR THE MEETING

3.1       No apologies.

3.2       The Chairman explained the protocol for the meeting and proposed that speeches be limited to 3 Minutes.  This was agreed.

4          TO REVIEW COUNCIL STRUCTURE AND PROCEDURES

4.1       The Chairman proposed that a sub-committee be instituted for quarry matters.  Cllr Stephens and Cllr Hunter offered to serve, and it was duly agreed that the sub-committee be formed, Cllr Stephens to lead.

5          REPORT OF DISTRICT COUNCILLOR

5.1       Cllr Burford reported as follows:-

  • The new Chairman of the District Council is Cllr James Bevan
  • £1 million has been received from central government for Covid issues, but it is projected that the District will be £300,000 “behind” by year end.
  • A consultation is underway on reopening the Leisure Centre, but there are financial pressures in this regard.

6          REPORT OF COUNTY COUNCILLOR

6.1       None received.

7          DECLARATIONS OF INTEREST

7.1       None.

8          TO CONFIRM MINUTES OF MEETING HELD ON 26TH MAY 2020

8.1       It was proposed, seconded and agreed that the Minutes be confirmed as a true record.

9          PUBLIC PARTICIPATION

9.1       No public present.

10        PLANNING

10.1     Applications

Summerfield, Beach Lane, Bromsberrow Heath, Ledbury.- Erection of a two storey extension and a single storey extension linking main house and garage. (Circulated to Members, no objections made).  Noted.

With regard to the application at The Meadows, a Member stated that residents are concerned about very heavy vehicles going down narrow lanes and tearing up verges. The lorries are delivering materials for the build, but it is very disruptive, including in the early hours of the morning.  It was agreed to ask for working hour restrictions on the deliveries, eg, no deliveries before 8 am.

10.2     Correspondence(all forwarded to Members)

Mr Paul Duncliffe re Bromesberrow sandpit (forwarded to Members on 21/6).Proposal for visit to Allstones – Members have been invited a number of times to meet the management of Allstones, but this could not take place due to coronavirus lockdown. It was agreed to contact Mr Duncliffe to arrange the visit, Cllrs Hunter and Stephens to attend.

South Worcs Development Plan – call for sites for Country Park

FoD Development Control re temporary working hours and time limits (ref coronavirus)

11        TO CONFIRM SCHEDULE OF MEETINGS

11.1     The Schedule was noted, Clerk to forward to Chairman.

12        FINANCIAL MATTERS AND ASSETS

12.1     To give retrospective approval for payments made since last meeting and to consider and approve invoices for payment

Invoices paid, since last meeting requiring approval
Payee Date Total Chq No
GAPTC 1.6.20 95.00 22257
JRB 1.6.20 77.70 22258
PATA 20.6.20 20.00 22259
J Warner 22.6.20 450.00 22260
Gleamclean 22.6.20 150.00 22261
J Stephens (refund) 22.6.20 13.50 22262
Invoices to be paid at current meeting requiring approval
Registration with ICO 28 Jul 40.00 22263
SWARCO Traffic Ltd 25 Jun 156.00 (inc £26 VAT) 22264
Zurich Municipal 30 Jul 536.76 22265
R Warne (Salary Apr thru July) 28 July 760.16 22266
HMRC 28 July 175 22267
Eyelid Productions 24 July 30 22268

A Member expressed concern about the cost of cleaning the bus shelter.

It was proposed, seconded and

AGREED – that the payments as listed above (retrospective and current) be approved.

12.2     Banking arrangements.  The Clerk advised that Santander do offer online banking with dual authorisation.  However, if the Council want to have online banking Financial Regulations will need to be changed.  The Council already has a simplified version of Financial Regulations which Cllr Hunter drew up and is excellent for its simplicity and clarity. The Internal Auditor had recommended review and updating of

It was agreed to review both Standing Orders and Financial Regulations, Cllr Hunter to assist the Clerk with this.

12.3     Insurance review.  The policy and cover was briefly discussed and no suggestions for changes were made.

12.4     The statement of expenditure against budget was noted, and it was agreed that this be an agenda item for the next meeting, Cllr Hunter to give a briefing on this.

12.5     Update on Website.  The new website is coming on well.  The Chairman asked for volunteers to help keep it updated.

12.6     To approve Assets Register.  It was proposed, seconded and

AGREED – that the Asset Register (Appendix A) be approved.

12.7     Matters arising from Internal Audit:-

  • Clerk has registered Council with ICO
  • Authorisation of direct debits(£5.76/month to SSE) – it was agreed that this be approved.

13        TO RECEIVE ANY REPORTS ON HIGHWAY MATTERS AND AGREE ANY ACTION

13.1     The bus shelter has been cleaned

13.2     Update on VAS.  Thanks were expressed to Cllr Cook for the report dated 28th June.

The log shows that there are up to 10,000 vehicles coming through Bromesberrow each month, even during lockdown.

The date for the site meeting is awaited from the Local Highways Manager.

The Chairman suggested that a sub-committee be set up for the VAS. After discussion it was agreed that it simply be an agenda item for each meeting.

13.3     To review documents for grass cutting contract.  In discussion it was noted that the current contractor cuts around and behind the phone box.  It was agreed to include a requirement for the grass to be picked up.

Regarding the grass below Sandfields it was noted that Two Rivers housing used to cut it and had in the past tried to bill private householders.  It was agreed to contact Two Rivers to ask what the current situation is before any decision is made.  This will be an agenda item for the next meeting.

14        CLERK’S REPORT

14.1     A box of Minutes has been received from the former Clerk covering period 2010 to early 2018. The Clerk will look through them and send to the Archives as necessary.

15        TO RECEIVE CORRESPONDENCE

15.1     To Note:

All emails from District Council, County, GRCC, GAPTC, Forest Health Forum, FoD Dementia Action Alliance, RSN forwarded to Members, including Covid19 updates

Advertising material from various suppliers

Learnyay re free adult ed courses (link is on website)

15.2     For Action:

Email received from an individual asking how to get in touch with the Resident of a particular property in the Parish.  It was agreed that no action be taken as this is not a Council matter.

Housing Needs Survey. Email received from the Housing Enabler with regard to providing parishes with information on housing need.  There was discussion and it was thought that it would be beneficial to the Parish to have a survey done.  The Clerk was instructed to contact GRCC to find out the cost of such a survey and to get further advice.

16        ANY OTHER BUSINESS (FOR INFORMATION ONLY)

None.

At 8.47 pm the Chairman proposed and it was agreed to move into Confidential Business for the following business:-

  • To confirm Confidential Minutes of meeting of 26th May