Draft Minutes

BRAMPTON ABBOTTS & FOY GROUP COUNCIL

MINUTES OF THE EXTRAORDINARY COUNCIL MEETING HELD ON

TUESDAY 23RD FEBRUARY 2021,ONLINE VIA ZOOM AT 7PM

PRESENT:

Councillors: R Lewis (Chairman), D Teague (Vice Chairman), G Watts, E Evans, O Marshall
and J Scudamore.
In attendance Jennifer Eva – Parish Clerk.
Public: 1 Graham Marsh – Village Hall Trustee & Village Hall Steering Group Member.

This meeting was recorded for the purposes of the minutes – to request a copy of the audio recording please contact the clerk. The recording will only be available until 30th March 2021.

*The clerk experienced IT issues throughout the duration of this meeting.

  1. TO RECEIVE APOLOGIES FOR ABSENCE AND TO NOTE THE REASON
    Apologies for absence were received from Cllrs I Pebody (family reasons) and
    C Gething-Lewis (family reasons).  
  2. TO RECEIVE DECLARATIONS OF INTEREST AND CONSIDER REQUESTS FOR DISPENSATIONS
    78.1
    Cllr Lewis declared a pecuniary interest in item 80 as he is a trustee of the village hall.
    78.2
    Cllr Marshall declared a pecuniary interest in item 80 as he is a neighbouring landowner
  3. OPEN SESSION;

79.1 Public participation – there were no questions.

          Cllrs Lewis and Marshall left the meeting for the duration of the next item and Cllr Teague took over as Chairman.

  1. VILLAGE HALL UPDATE – Phase 1
    80.1
    To receive an update from the steering group (SG) and consider any necessary action.

Members noted an update from the SG that contained the following points;

  • Tender package – drawings / specification – SG have reviewed and agreed for issue.
  • Contract Finder – notification period Friday 19th February 2021. 5 responses received with 3 companies confirming they will submit a tender. Osborne Architects (OA) will also offer the tender to contractors from the PC’s original list.
  • Tender period – it is proposed to issue tenders w/c 22nd February 2021. The Vice Chairman and clerk will open the tenders together. OA will review the tenders and report back to the next PC meeting.
  • Tender analysis – will be undertaken by OA and the appointed Quantity Surveyor. A recommendation will be submitted to the PC for consideration and approval.
  • Approved contractor – will advise a construction programme reflecting: Mobilisation – lead-in time for specialist supplied components, off site manufacture, building regulations requirements, start on site – sub-contractor availability, potential supplier delays, completion and handover to the PC.

Members are asked to forward any Phase 1 enquiries to the clerk for an appropriate           response to be issued on behalf of the PC.

 

80.1.1  As Phase 1 progresses the frequency of invoice payments for the project will increase.

RESOLVED: to avoid project delays payments between meetings will be made, as                        required under the clerk’s delegated authority – in consultation with members.  A                        fortnightly payment schedule will be circulated to members and all payments will be                  noted at the following PC meeting.

Cllrs Lewis and Marshall returned to the meeting. Cllr Lewis resumed as Chairman.                        Graham Marsh left the meeting.

 

  1. PLANNING – to consider applications for determination by Herefordshire Council.
    81.1 APP 204371 … building adjacent to Buttons Cottage, Perrystone Hill, Ross-on-Wye, HR9       7QU … Proposed reconstruction and enlargement of cart shed to become a Beaters’ Room to be used in connection with the shoot.

RESOLVED: that members have no objection to the plans.

 

  1. FINANCE

82.1 To approve the following invoices for payment.

82.1.1 Osborne Architects … £1,560.00 inc. VAT … Phase 1 drawings, schedules & specs.

82.1.2 Clerk … February salary

82.1.3 Clerk … office expenses … £27.22 (copy of payments attached).

 RESOLVED: to approve the above payments.

 

82.2   To note the following payment made since the last meeting.

82.2.1 Herefordshire Council … building control application fee … £866.88.

RESOLVED: the above payment was noted.

 

With no further business the meeting was closed at 19:28

 

 

Signed: ……………………………………………  Date: …………………………………………


BRAMPTON ABBOTTS & FOY GROUP COUNCIL

MINUTES OF THE ORDINARY COUNCIL MEETING HELD ON TUESDAY 26th JANUARY 2021,
ONLINE VIA ZOOM AT 7PM

 

PRESENT:

Councillors: R Lewis (Chairman), D Teague (Vice Chairman), G Watts, I Pebody, E Evans,
O Marshall and J Scudamore.

In attendance Jennifer Eva – Parish Clerk and Ward Cllr Durkin.
Public: 2 including Graham Marsh (Village Hall Trustee & Steering Group Member).

This meeting was recorded for the purposes of the minutes – to request a copy of the audio recording please contact the clerk. The recording will only be available until 30th March 2021.

  1. APOLOGIES FOR ABSENCE
    Apologies for absence were received from Cllr Gething-Lewis (illness).       
  2. DECLARATIONS OF INTEREST
    66.1
    Cllr Lewis declared a pecuniary interest in item 72 as he is a trustee of the village hall.
    66.2     Cllr Marshall declared a pecuniary interest in item 72 as he is a neighbouring landowner.
  3. TO FILL A VACANCY BY CO-OPTION
    67.1
    As there were no candidates this item will be deferred to the next ordinary meeting.
  4. MINUTES OF THE PREVIOUS MEETING – 24th NOVEMBER 2020
    RESOLVED:
    the minutes were approved as a true record of the meeting.
  5. OPEN SESSION;
    69.1
    Cllr Durkin, Herefordshire Council (HC), provided the following update;
  • HC’s budget 2021/22 – a council tax increase of 4.99% is proposed.
  • Achieving Social Value for goods and services – HC is developing the way it buys goods and services to maximise the benefit to local people and communities, the local economy and the environment.
  • Cyber Quarter – construction is now complete on the £9m state-of-the art Cyber Quarter – Midlands Centre for Cyber Security in Rotherwas.
  • Keep Herefordshire Warm – advice service on domestic heating is available via freephone 0800 677 1432 (Mon – Fri 9am to 5pm) or https://keepherefordshirewarm.co.uk/grants-and-funding/
  • Hereford Transport Strategy Review – the Cabinet will decide whether to stop plans for the western by-pass in favour of increased investment in walking, cycling and bus travel.
  • Locality Steward – HC is looking to amend the current provision of Locality Stewards (LS) by employing a dedicated LS to cover public rights of way (PROW) across Herefordshire.
  • Cllr Durkin expressed thanks to neighbours throughout his ward for their individual acts of kindness during such difficult times.

 

COVID-19 – Cllr Pebody asked; as people living in deprived areas nationwide have been badly affected by Covid-19, is HC working to tackle similar issues locally? Cllr Durkin is not aware of particular actions at this time; however, this may be happening in certain areas.

 

 

69.2     Matters raised by local residents relevant to the Parish.

  • Installation of a field gate – Foy. Members noted plans to install a new gateway and confirmed their view that this should be used for agricultural purposes only.

Cllr Durkin left the meeting temporarily.

  • A new resident to the village queried whether the PC would consider installing a couple of depth gauges to assist drivers during high water levels.

 

Members welcomed this suggestion and believe it would be very beneficial to residents. The Chairman will discuss suitable locations, installation requirements and ongoing maintenance of the signs with the Lengthsman.

RESOLVED: to install gauges near the Hole in the Wall and near the cattlegrid.

 

With the agreement of the committee the running order was changed slightly.

 

  1. FINANCE

70.1 To note the latest finance report.

The clerk presented the report and members noted the following information; expenditure

for the Lengthsman is over budget due to a payment of a late invoice from 19/20 in 20/21,

and costs of additional work to clear blocked ditches etc.

 

  • Cllr Teague suggested that it would be better to keep a separate account of expenditure for village hall costs. The PWL repayments will be recorded in the PCs running accounts.
  • Members noted that VAT claims for the PWL will be made on a quarterly basis.

          RESOLVED: the latest finance report was noted by members.

 

70.2   To approve the following invoices for payment;

       70.2.1 Information Commissioners Office … data protection annual renewal … £40.00.

70.2.2 Osbornes Chartered Architects … VH detailed design … £1,560.00.

70.2.3 Terry Griffiths … Lengthsman winter work … £390.00.

70.2.4 Terry Griffiths … Lengthsman winter work … £390.00.

70.2.5 Terry Griffiths … Lengthsman … ditch works … £660.00.

70.2.6 Clerk … January salary and reimbursement for laptop virus protection … £362.99.

       RESOLVED: the payments were approved.

 

70.3   To note the following payments since the last meeting:

       70.3.1 Clerk’s salary for November and December.

70.3.2 Clerk … reimbursement for the purchase of the PC’s new laptop … £399.99.

70.3.3 Autela … payroll … £80.40.

70.3.4 Community First … PC’s annual insurance … £218.86.

70.3.5 Wel Medical Ltd … new defibrillator pads … £46.68.

70.3.6 HMRC … PAYE … £53.20.

RESOLVED: the payments were noted.

 

  1. RISK REGISTER

71.1  To note the risk register, as presented by Graham Marsh, and to consider any changes.

RESOLVED: members noted the risk register and no changes were made.

 

         Cllrs Marshall and Lewis left the meeting for the duration of item 72 – Cllr Teague took

         over as Chairman for the duration of this item.

 

  1. 72. VILLAGE HALL UPDATE – Phase 1

72.1   To receive an update from Cllr Scudamore, Chairman of the VH steering group (SG).

          The SG has experienced a slight set back following delays in advice regarding the use of Contracts Finder (CF) for procurement purposes. Advice received from HALC at the start of the new year was that the PC is required to use the CF as the contract exceeds £25k in value. The clerk and Graham Marsh (GM) have uploaded the contract to tender to the CF website and interest has been received from a few companies nationwide.

Osborne Architects have finalised the specifications and drawings. The bill of quantities has been amended and a revised estimate is due by the end of this week. Cllr Watts and GM are reviewing all drawings from Osbornes.

The advert will remain on CF for 1-month and tenders are expected by mid-march. The clerk and Cllr Teague will open and record all tenders together, as required. The SG will then put forward a recommendation, for a main contractor, to the PC’s March meeting. If agreed, work it will take approximately 10-weeks, excluding potential delays, and be completed by June.

 

Cllr Scudamore confirmed that it all looks in order and the SG are going through processes required. An update for parishioners will be available on the PC’s website by the end of February.

 

Cllr Teague asked what works are required by the VH Committee to reopen the hall following completion of Phase 1. Cllr Scudamore confirmed that there is a large schedule of works which the VH committee is responsible for and these are separate from the PC’s commitment. Cllr Teague emphasised the importance to members that the VH Committee completes their work, so that the VH can open as soon as possible after the main contractors have finished Phase 1 works, as funded by the PC.

         

72.2   To consider the updated risk register.

Members noted the updated risk register.

 

          Graham Marsh left the meeting. Cllrs Marshall and Lewis returned – Cllr Lewis resumed his role as Chairman.  The running order was changed slightly – Cllr Durkin re-joined the meeting for the following item.

 

  1. PLANNING

73.1   NDP – a meeting between representatives of the PC and officers from HC’s Planning Department will take place, via Zoom, at 2pm on Friday 29th January. A briefing from this meeting will be provided at the next ordinary meeting.   

          Cllr Durkin left the meeting.

 

  1. HIGHWAYS/FOOTPATHS/GREENSPACES/ENVIRONMENT

74.1   Footpath / highways; to consider any issues that need to be reported to BBLP/HC.

Members noted the recent email from the Footpaths Officer which highlighted three issues;           1) Increased amounts of dog fouling throughout the local footpath network.

2) PROW BA8 – path is not defined in the field.

3) PROW BA23 – a post supporting the stile behind The Grove is broken and unsteady.

The Chairman reported an issue regarding a narrow entrance to PROW BA8 – the           Lengthsman will speak with the landowner about this and the unmarked PROW.

74.2   Depth markers – to consider a request for the purchase and installation near Foy bridge.

Discussed earlier in the meeting under item 69.2.

          Cllr Evans left the meeting.

74.3   Flooding – to consider Cllr Durkin’s proposal to join a ward-wide response to flooding issues.
Members considered this proposal as HC no longer provides sandbags to aid residents           affected by flooding. As a relatively low number of properties have been affected in           recent events members concluded not to join the scheme at this time. If flooding becomes           an issue for residents then the PC will look at mitigating actions.

74.4   Local environmental issues – to consider matters of concern.

74.4.1 Turner Lane fresh water flowing down the sewer pipe – the clerk reported this issue to Welsh            Water who contacted the Chairman for more details – no update available.

74.4.2 Letter from Foy Fisheries – members noted a response from the landowner of Foy Fisheries
regarding the PCs concerns about the management of bankside vegetation.

RESOLVED: the clerk to make enquires with Natural England regarding the enforcement             of SSSI specifications for landowners.

74.4.3 The Chairman reported that after lockdown he will again meet with the Locality Steward
and Lengthsman to discuss an ongoing issue of water flowing down the Ross Road.

  1. LENGTHSMAN

75.1     Members noted the Lengthsman’s work for 2020/21is now completed, as follows;

  • Cleared several blocked drains following heavy rainfall.
  • Foy bridge – cleared ditch, grips and reinstated ditch lead.
  • Foy Bridge to Hole in the Wall – cleared grips and reformed lead, installed new grips at area of standing water on the road and cleared drainage wash.
  1. NEXT MEETING

76.1      Members noted the date of the next extraordinary meeting on Tuesday 23rd February at                  7pm, via zoom.

 

With no further business the meeting was closed at 21:00

 

 

Signed: ……………………………………………  Date: …………………………………………