Minutes 8th August 2017

  Minutes of a meeting held at 7.30pm on Tuesday 8th August 2017 at Bishops Frome Village Centre

Present: Cllr Nash (Chair), Cllr Guise, Cllr Parker, Cllr Pudge and Cllr Mrs Roberts.
Mr Brooman, the Council’s Treasurer was also present.

2017/93 To receive apologies for absence
Apologies had been received from Cllr Ms Sincock, Cllr Hydes, Cllr Partridge and Cllr Marshall.

2017/94 To receive declarations of interest and written requests for dispensation
There were no declarations of interest or requests for dispensation.

2017/95 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).

2017/96 Public Participation
There were no members of the public present.

2017/97 Neighbourhood Plan
Cllr Pudge confirmed that the Neighbourhood Plan has been sent to the examiners for consideration. He explained that the Welsh Water response had been missed off the responses but he had argued that the Welsh Water response would not have changed the plan because the number of houses we have to provide in the plan have already been sent to planning and Welsh Water would have reviewed the applications at the time. If the examiner comments on the Welsh Water response this can be dealt with at the same time as the other comments made by the examiner.
The Chairman expressed his thanks to Cllr Pudge on behalf of the Parish Council, for all the hard work he has put in to producing the Neighbourhood Plan so far.

2017/98 Finance
98.1 Assertion 2 – We maintain an adequate system of internal control.
The Treasurer read Assertion 2 to councillors and confirmed that we could demonstrate internal control and gave examples such as having 2 councillors sign all cheques, initial the cheque stub and the invoice for all bills. The monthly bank statement and a statement of account are brought to each meeting and the accounts are reviewed. The balance is agreed and initialled by an independent councillor who is not a cheque signatory.
Mr Brooman issued copies of the Council’s accounts to councillors and explained the current position. He advised that there were no outstanding invoices although he had been expecting one from Cllr Parker for his work at the Sports Pavilion car park which had been agreed at the previous meeting. Cllr Parker said that he would prepare an invoice for payment and declared an interest which was entered in the register and signed by Cllr Parker.

2017/99 Planning
59.1 P171270/F – Caravan Known As Lady Lute At The Furlongs, Fromes Hill,
Retention of a temporary agricultural workers dwelling.
There has been no further update on this application.

99.1 P172336/FH and P172337/L Frome Manor, Bishops Frome, WR6 5BB
Various internal and external works and single storey extension. Full Householder and
Listed Building Consent.
Cllr Partridge had left a message that he had spoken to the applicant and neighbours and there were no objections to this application. No councillors present had any objections.

99.2 P172103/F – Rhea Barns, Bishops Frome, WR6 5BQ
New link building between barns and removal of bridge link.
Alterations to doors and rooflights to small barn, relocation and
alteration to approved greenhouse and alterations to access into large
stock barn. Gabion retaining wall to side of barn.
Cllr Pudge had been to visit this property and neighbouring properties. Unfortunately, neither neighbour was at home but he said that he would visit again to obtain their comments. In his view there was no problem with the application and felt the Council should support the application unless anything was thrown up when he spoke to the neighbours. Cllrs agreed.

99.3 P172621/F – Batchfield Cottage, Bishops Frome, Worcester WR6 5BS.
Proposed fodder and implement store.
Cllr Pudge had visited this property and neighbours and there were no objections from neighbours. He felt the Council should support this application and councillors agreed.

2017/100 Herefordshire Council Budget Meeting and Consultation
Cllrs present had not studied this information in enough detail to complete the comments form and as the closing date is the end of September, it was agreed that this item should be carried forward to the next meeting.

2017/101 Fromes Hill Report
101.1 Fromes Hill Land update and election of new trustees – Cllr Pudge reported that Cllr Partridge and Mr Booth had met with Charles Masefield of Masefields solicitors to discuss the situation with the land and try to move things forward. It was agreed at the meeting that all outstanding fees be waived as the matter had not progressed and also that Masefields would be retained as the solicitors acting for the Parish Council and Fromes Hill Village Hall Trust. Mr Masefield has estimated his firm’s fees moving forward to be no more than £2000.00 plus VAT and a Land Registry fee of £20.00.
Mr Masefield has contacted TA Matthews, the solicitors representing the church, and has agreed to draw up a draft deed for the transfer of the church portion to the Hereford diocese. Once this transfer has been completed, new documents will be drawn up in favour of Bishops Frome Parish Council and Fromes Hill Village Hall Trust.
The councillors discussed the land issues including the appointment of a surveyor to assess any possible uplift occurring due to the planning permission being granted for the proposed coach turning area. The cost would be a maximum of £1150.00, plus expenses, disbursements and VAT.
Cllr Pudge proposed that Masefields solicitors LLP be instructed to incorporate in the documents that the land owned by Bishops Frome Parish Council 4.05 acres, and the land owned by the Fromes Hill Village Hall Trust 2.75 acres, after the church land is transferred away, be shown as a percentage split. This being, Bishops Frome Parish Council 59.56% and Fromes Hill Village Hall Trust 40.44%. The percentage of land owned by the Parish Council will be in the name of Bishops Frome Parish Council. He also proposed that it should be confirmed that with regard to all legal documents and cheques, two of the nine parish councillors must sign them and with the cheques, the same two must initial the counterfoil and invoice too. These propositions were seconded by Cllr Parker and agreed by all councillors present.
101.2 Defibrillator – Cllr Pudge explained that he had applied for a Defibrillator for Fromes Hill some time ago but was unsuccessful as they were over subscribed. However he had been told about 9 months ago, at the Wheatsheaf Public House, that a defibrillator was being obtained from another source. He said that he would follow this up and find out what was happening.
Cllr Nash expressed concern about speeding motorists in Fromes Hill and asked councillors to consider what action could be taken. The Clerk agreed to contact the Police to see if there was a traffic officer able to come and discuss traffic calming measures.

2017/102 Bishops Frome Report
102.1 Village Gateway – Cllr Parker reported that he and Cllr Partridge had looked at the verges at both entrances to the village on the B4214 for possible places to sight the Village Gateway. They were concerned that the verge is very narrow at certain points and recommended that we contact Balfour Beatty and request a sight meeting. The Clerk agreed to try to find a new contact as Robin Quant has now left the company.
102.2 Tarmacking in front of Village Centre – the Clerk reported that she had had no further contact from the Village Centre Committee since Cllr Partridge had requested a re – quote showing that the new surface would be suitable for heavy vehicles to stand and drive on. Cllr Mrs Roberts advised that works were due to start shortly and she would request a copy of the revised quote which she believed had already been obtained and it was going to increase the cost by approximately £1000.00. The Parish Council had already agreed to pay the invoice if the quote was up to the agreed specification in return for a donation from the Village Centre to the Parish Council. Cllrs agreed to pay £2000.00 towards the cost of the works if they were going to be completed to the specifications requested. Cllr Roberts agreed to obtain a copy of the revised quote for Cllr Parker so that he could seek confirmation that the tarmacking was going to be to a specification to allow heavy vehicles to stand and drive on it.
Cllr Mrs Roberts asked councillors to take note that the dog bins in Bishops Frome had not been emptied during the last 2 weeks of July when our regular collector was on holiday which had led to overflowing. She also reported that old flowers from the churchyard were being placed in the dog bin which was not helping the situation.
Cllr Guise advised councillors that he had received complaints from residents about the outreach Post Office system failing on a regular basis and he wondered if there was any support the Parish Council could provide. It was agreed that this should be put on the next agenda for discussion.

2017/103 Sports Committee Report
The Clerk confirmed that Mike Patmore had been instructed to complete the electrical works required at the Sports Pavilion following his recommendations after completion of the PAT test.

2017/104 Footpaths Officer Report
Cllr Parker confirmed that he had spoken to the landowner of the parts of BPF34 & 34a where it was overgrown and the stile was hidden in the hedgerow. The landowner confirmed that he would have a look at it in due course.

2017/105 To note the information sheet and date of next meeting – the Clerk drew attention to items on the information sheet and confirmed that the next meeting will be on 12th September 2017 at Bishops Frome Village Centre.

There being no other business the meeting concluded at 20.55.