Minutes 12th January 2016

Minutes of a meeting held at 7.30pm on Tuesday 12th January 2016 at Bishops Frome Village Centre

Present:
Cllr Partridge (Chair), Cllr Pudge, Cllr Marshall and Cllr J Parker
Local Councillor Mrs P Morgan
Mr Brooman the Council’s Treasurer was also present.

2016/1 Apologies:
Apologies had been received from Cllr N Parker, Cllr Nash, Cllr Ms Sincock and Cllr Mrs Roberts.
The Clerk reported that she had received an email from Cllr Vickers expressing his regret that due to his new work commitments he didn’t feel able to fulfil his role as Councillor and was therefore resigning his position. The Clerk confirmed that she would notify the elections office.

2016/2 To receive declarations of interest and written requests for dispensation:
Cllr Pudge declared an interest in Item 2016/7.6 Planning application P/153654/F and completed an entry in the Declarations of Interest Register.

2016/3 To adopt the minutes of the previous meeting 10/11/2015:
The minutes of the previous meeting had been circulated to all Councillors. They were accepted as a true record of the meeting and were signed by Cllr Partridge, Chairman.

2016/4 Public Participation:
There were no members of the public present.

2016/5 Neighbourhood Plan:
Cllr Pudge confirmed that the ‘drop in day’ on 22nd December 2015 had been a success with more than 60 Parishioners attending. The information collected is currently being incorporated in to the Plan which will then be published and issued to Parishioners for comments, prior to submission to Herefordshire Council.

5.1 Website
The Clerk advised that she had not been contacted by Mr Hinklin. Cllr Pudge said he would chase him again and if he was unable to help with the website an alternative would need to be considered. The Clerk confirmed that she would ask HALC to publish our minutes and agendas on their website in the meantime to meet the requirements of the Transparency Code.

2016/6 Finance:
A copy of the Council’s Financial Report and Bank Reconciliation had been circulated to all Councillors with the agenda prior to the meeting. Mr Brooman summarised the figures and requested permission to pay the outstanding invoices and this was agreed by all.

6.1 Treasurer’s Honorarium October-December 2015
6.2 Clerk’s Salary October-December 2015
6.3 BC Partridge – Diesel £107.24
6.4 Eveson Trust – Sports field rent £350.00
6.5 P Eaton- Litter picking £107.20
Cllr Pudge identified that the Clerk’s salary, Treasurer’s Honorarium and PAYE payments were due to be paid in December and therefore suggested that a Resolution be passed to pay these items in between meetings to ensure that they are paid in accordance with contracts and Inland Revenue requirements. This was agreed by all.
The Treasurer advised the Council he had received notification from HALC that the Audit Commission has been abolished. Grant Thornton will audit the 2015/2016 accounts but new external audit arrangements will be required for 2016/2017. A new Government funded “Sector Led Body” has been set up and our Parish Council will automatically be included as a customer of this new body unless we opt out and want to make our own arrangements. The fees charged by the new body will be in line with those charged for the 2014/2015 audit. It was agreed by all that we should join the new body.
6.6 A request for a grant had been received from Bishops Frome Village centre towards replacement lighting. The request was discussed and The Clerk was asked to write to the Secretary of the Village Centre requesting full details of their project and a copy of their finances in order that the request could be considered at the next meeting.
6.7 Donation received £150.00

2016/7 Planning

7.1 P152964/F The Sponend Farm, Fromes Hill, Ledbury, HR8 1HT Approved
Reserved Matters – Proposed farmhouse, garage and sewerage
treatment plant including access, appearance, landscaping, layout
and scale.
7.2 P152310/F Wyercroft Farm, Bishops Frome, Worcester, WR6 5BS Approved
Provision of additional storage and processing tanks for cider production with
(part retrospective) conditions
7.3 P142176/F Land adjacent Broadfield Close, Bishops Frome
Proposed residential development comprising of 20 open market PC
homes and 10 affordable homes for local needs. objection
Based on the results of the Neighbourhood Plan drop in day Cllr Pudge
recommended further comments be sent to the planning office and said
that he would draft a letter
7.4 P153533/H Hedge West of Hop Pocket entrance, near The Frogend PC
Bishops Frome No objection
Hedgerow Removal (and replanting)
7.5 P153530/F Willow Cottage, Bishops Frome, WR6 5BY Approved
Proposed extensions
7.6 P153654/F Unit 45, The Hop Pocket, Bishops Frome Approved
Proposed change of use from B1 to B2 to allow micro brewery
to be set up and operate from the unit

2016/8 Fromes Hill Report
Cllr Marshall reported that there were problems with the land at Fromes Hill regarding the tenancy. Cllr Pudge suggested that a new management committee should be set up to oversee the running of the land. This should consist of Councillors and members of Fromes Hill Village Hall Trust. All Councillors agreed and the Clerk was asked to write a letter to Mr Booth, Chairman of The Fromes Hill Village Hall Trust.

2016/9 Bishops Frome Report

9.1 Update on Play Area
2 sets of quotes and plans have now been received and a third should be received by mid-February. The different options were passed round for discussion. A decision on how to proceed will be made at the next meeting after receipt of the third illustration.
Cllr Partridge confirmed that he had agreed for the chain fence next to the play area to be left open temporarily while residents were obtaining logs to store. He also reported that the opening left for people to walk through alongside the play area had become very muddy and slippery in the wet weather and it was therefore agreed that Mr Goodchap should be contacted to make the pathway safe.
9.2 Update on s.106 agreement
Local Councillor Mrs Morgan advised that she had not received a reply to her email and would chase it up as a matter of urgency.
9.3 Village Green usage for events
An enquiry had been received from the village public houses, The Chase and The Green Dragon, regarding use of the village green for a joint charity event. The Parish Council had no objections to the event but confirmed that the area must be made safe and fenced off from the road.

2016/10 Sports Committee
Attempts are to be made to find a cricket team to use the facilities in the summer. Cllr J Parker offered to contact a cricketer he knows to see if there were any local teams looking for a ground.
The first payment due from Bromyard Football Club on the new agreement is due 28th March 2016. The treasurer will send them an invoice.

2016/11 Lengthsman Scheme
No contact has been made for the coming year.

2016/12 Footpaths Officer
Cllr Ms Sincock was not at the meeting but had sent an email update to the Clerk which was read out to the Councillors. In summary, the landowners were clearing the paths where complaints had been received, with the exception of the footpath at Fromes Hill which comes out alongside the old Chapel. Councillors recommended that she refer this outstanding matter to Balfour Beatty.

2016/13 To discuss adoption of latest revisions of

13.1 Financial Regulations – some amendments are being made due to new regulations
13.2 Standing Orders – still being drawn up
13.3 Grants awarding policy – discussed by Councillors and some amendments are to be made before adoption.

2016/14 To note the information sheet and date of next meeting
The Clerk drew attention to the items on the information sheet, all of which had been circulated to Councillors prior to the meeting.

The next meeting will be held at 7.30pm on Tuesday 8th March 2016 at Bishops Frome Village Centre.

There being no other business, the meeting concluded at 21:00.