Minutes 12th September 2017

  Minutes of a meeting held at 7.30pm on Tuesday 12th September 2017 at Bishops Frome Village Centre

Present: Cllr Nash (Chair), Cllr Partridge, Cllr Guise, Cllr Ms Sincock, Cllr Pudge, Cllr Parker, Cllr Hydes and Local Councillor Mrs Morgan.
Mr Brooman, the Council’s Treasurer was also present.

2017/106 To receive apologies for absence
Apologies had been received from Cllr Mrs Roberts and Cllr Marshall.

2017/107 To receive declarations of interest and written requests for dispensation
Cllr Partridge declared an interest in Agenda items 2017/111.6 & 111.7. An entry was made in the register and signed by Cllr Partridge.

2017/108 To adopt the minutes of the previous meeting
A copy of the draft minutes had been circulated to all councillors prior to the meeting. They were accepted as a true record and signed by Cllr Nash (Chair).

2017/109 Public Participation
There were no members of the public present.

2017/110 Neighbourhood Plan
Cllr Pudge reported that we had been sent details of three examiners who would be suitable to carry out an examination of our Neighbourhood Plan. The planning committee asked Ian Cully, our expert, who he recommended of the three, and he advised Ann Skippers. His recommendation was accepted and a request for her to be appointed is being made. Cllr Pudge agreed that he would be the point of contact for the examiner if she had any queries regarding the plan.
Cllr Pudge reminded councillors that we will need to make allowance when preparing the coming years budget for the referendum which he expects to be around May next year.

2017/111 Finance
111.1 Assertion 1 – Financial Management and preparation of accounting statements.
Mr Brooman read through the processes needed to be in place and effective to warrant a positive response to this assertion and gave examples of how we are achieving this. Councillors were happy that the Parish Council was complying with this assertion. Councillor Pudge wanted to thank to Mr Brooman for the way in which he was looking after the Council’s finances and the other councillors present agreed that a good job was being done.
There were several invoices for payment and Mr Brooman asked permission to pay them.
Councillors agreed for 111.2 to 111.7 to be paid immediately.
111.2 HALC – Publication – Arnold Baker on Local Council Administration – £92.00
111.3 Linton Design – Neighbourhood Plan Maps – £225.00
111.4 M Patmore (Sez Electrics) – repair of faulty fire alarm and emergency lighting at Sports Pavilion – £395.00
111.5 P Eaton – Litter picking – £129.60
111.6 BC Partridge – Diesel – £72.17
111.7 B C Partridge – 11 hours mowing – £88.00

111.8 A request for a donation to Age UK had been received. Councillors discussed the request but felt that there were not sufficient funds available to make a donation after taking in to account existing commitments.
111.9 Village Centre tarmac –exact figure to be confirmed but not exceeding £12000 plus VAT. Works have not yet started but agreement was made that 25% could be paid up front and the balance when completed and this could be between meetings.

2017/112 Planning
59.1 P171270/F Caravan known as Lady Lute, Fromes Hill.
Cllr Pudge expressed concern that no one had still got to the bottom of the issue of which land is being referred to in this application. There is speculation that the ‘7 acres of land, adjoining the holding’ which Mr Morgan claims to be ‘occupied and farming on a long term basis’ refers to the Fromes Hill Field, partly owned by the Parish Council, which is definitely not on a long term lease, or indeed any lease, to Mr Morgan. Councillors asked the Clerk to write a letter to the planning department requesting clarification of which piece of land this is.
99.2 P172103/F Rhea Barns, Bishops Frome, WR6 5BQ
This application was reviewed at the last PC meeting but Cllr Pudge and Cllr Partridge reported that they had been contacted again by one of the neighbours who was unhappy with the application. Their comments and objections were not ‘planning issues’ and we had already sent a copy of their letters to the planning department, therefore councillors agreed there was no further action to be taken by the Parish Council at this time.
112.1 P173002/F Wellington Farm, Bishops Frome, Worcester WR6 5BY
Cllr Ms Sincock advised councillors that she had spoken to the neighbours and none of them had any concerns regarding this application, in fact they were in favour of it. Cllrs agreed this application should be supported.
112.2 P173053/F The Barn at The Firlands, Bishops Frome WR6 5BA
Cllr Guise advised councillors that he had visited neighbours to this property and they were both in favour of the application. Cllrs agreed that this application should be supported. Cllr Guise requested that the Clerk add comments to the planning website on behalf of the Parish Council.

2017/113 Insurance
The Clerk reminded councillors that the Parish Council Insurance is due for renewal on 1st October 2017. Three quotations had been received via Came & Co for consideration. Came & Co have recommended that the cover provided by Ecclesiastical would be best suited to the Parish Council’s needs. The quotations had been circulated to councillors prior to the meeting for consideration. Cllrs reviewed the illustrations received and also compared them to the existing cover. After discussion they agreed to accept the recommendation to move to Ecclesiastical and also to take up their offer of a three year agreement which includes a 5% reduction in premium. Cllrs agreed the Treasurer could arrange payment of the £1673.05 premium.

2017/114 Herefordshire Council Budget Meeting and Consultation
Cllrs present had not studied this information in enough detail to comment but were aware of the consultation and await the outcome.

2017/115 Data Protection Legislation
The Clerk advised councillors that the EU regulation known as General Data Protection Regulation (GDPR) will come in to force on 25th May 2018. HALC has warned that this could have significant implications for parish councils and has recommended Precepts for 2018/2019 include sufficient funds to enable compliance with the new requirements. HALC are planning to run a Data Protection training course in the autumn when further information is available.

2017/116 Fromes Hill Report
116.1 Traffic calming – the Clerk confirmed that she had contacted the local police regarding the speed of traffic on Fromes Hill and they have requested that, Ian Connolly from the safer roads partnership contact us to discuss the issues.
Cllr Pudge advised councillors that a surveyor is coming out this week to assess any possible uplift in the Fromes Hill Field following the planning permission being granted for the turning circle.
He also confirmed that the field has been rented out to Mrs P Morgan to the end of November for £400.00.

2017/117 Bishops Frome Report
117.1 Outreach Post Office – Cllr Guise reported that he was still researching this matter and would report back to the next meeting.
117.2 Village Gateway – The Clerk advised councillors that our contact at Balfour Beatty has now left the company and so we have been referred back to Cathy Berkeley and a meeting with her is being scheduled for early October.

There was then a general discussion about the roadworks currently being carried out in the area with special concern regarding the works due to commence on the A4103 closing parts of the road for up to 8 weeks. The diversions will take road users completely off the road and there is concern amongst business owners especially, regarding loss of business. The main issue was lack of communication to parishioners and business owners and the clerk was asked to write a letter to Richard Ball from transport and highways.

2017/118 Sports Committee Report
Cllr Partridge and Cllr Parker advised councillors that the works recommended to be carried out in the electrical report have now been completed.

2017/119 Footpaths Officer Report
Cllr Ms Sincock provided an update on BPF34 & 34a for which complaints had been received from the ramblers association. She confirmed that she had found the stile but the path was still very overgrown. Cllr Parker agreed to remind the landowner that the paths need clearing and it was agreed that the matter be reviewed again in two months.

2017/120 To note the information sheet and date of next meeting
The Clerk drew attention to the information sheet and confirmed that the next meeting will be on 10th October 2017 at Bishops Frome Village Centre.

The Clerk advised councillors that she had received a letter from Bill Wiggin, inviting them to an event he is organising. The idea is to take the form of a coffee morning to give parish councillors, and clerks, a chance to network with each other and to ask questions of a Hereford Council Cabinet Member. The first event is planned to take place at the end of October/early November and the guest speaker will be Councillor Durkin, Cabinet Member for Transport and Roads.
No councillors wished to attend.

There being no other business the meeting concluded at 20.50.