Draft Minutes

Draft Minutes of a meeting held at 7.30pm on Tuesday 12th March 2019 at Bishops Frome Village Centre

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

2019/29 To receive apologies for absence
Apologies had been received from Cllr Mrs Roberts, Cllr Mrs Sevastopulo and Cllr Hydes.

2019/30 To receive declarations of interest and written requests for dispensation
There were no declarations of interest.

2019/31 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).

2019/32 Public Participation
There were no members of the public present.

2019/33 Finance

33.1 Assertion 6 – We maintained throughout the year an adequate and effective system of internal control of the accounting records and control systems.

33.2 Assertion 7 – We took appropriate action on all matters raised in reports from internal and external audit.
The Treasurer explained the actions taken to confirm that both assertions are met.
33.3 Budget Monitoring Report as at 28th February 2019
This is a new report which will be incorporated into the agenda on a quarterly basis upon the recommendation of PKF Littlejohn. The Treasurer ran through the report with councillors.
33.4 Bank Reconciliation Report
Councillors reviewed the report and it was signed by the Treasurer and the Chairman to confirm the current balance held by the parish council is £20448.63.
The Treasurer asked permission to pay the outstanding invoices as listed below:
33.5 P Eaton – Litter picking – £125.28
33.6 HALC – £515.04 (see below)
(HALC Affiliation Fee 01/04/2019 – 31/03/2020 – £180.00
HALC Subscription Fee 2019-2020 £285.20
NALC Subscription Fee 2019/2020 – £49.84)
33.7 Eyelid Productions – Website support – £100.00
Cllrs agreed that they should all be paid.

2019/34 Planning – There was one new planning application.
34.1 P190069/F 20 Knights Court, Bishops Frome, WR6 5BZ
Proposed off road parking with access via a dropped kerb north of Knights Court.
Cllr Guise advised councillors that he had made several visits to the property but been unable to find anyone home. He had however spoken to a neighbour who was happy with what was being proposed. Cllrs discussed the application and agreed that this would help alleviate parking on the roadside in this area and decided that they should therefore support this application.
The Clerk advised that she had received notification that prior approval had been requested for the demolition of the garages at Summerpool.

2019/35 Ward Councillor Report
The Ward Councillor had not yet arrived therefore this item was deferred.

2019/36 SID’s
This matter had not really progressed as all the base’s had not yet been found. It was agreed that Cllrs would continue to look for them with the assistance of a metal detector.
While looking for the base at Fromes Hill, opposite the café, it was noted that the footpath towards the Wheatsheaf had become overgrown. It was agreed to add this to the next agenda for discussion.

2019/37 May Elections
The Clerk explained to councillors that she had collected the election packs and she handed out a pack to each councillor present explaining the basic procedure for completion. The forms need to be hand delivered to the elections office at Hereford Town Hall by 3rd April 2019. The Clerk offered to deliver forms for anyone unable to do so themselves on a date to be agreed.
The Clerk asked Cllrs if they would like poll cards issued for Parish Council Elections if the Ward was not contested but they were sure the Ward would be contested and they would not therefore be necessary.

2019/38 Fromes Hill Report
38.1 Update on Fromes Hill Field – one more signature is required on the paperwork, then the transfer should be able to proceed. A meeting of the Fromes Hill Field Committee is being scheduled.

2019/39 Bishops Frome Report
39.1 Update on Village Centre request to change status and consider BFVC Management Committee request for title deeds.
There was a general discussion around the latest information received from HALC, NALC and TA Matthews and also the latest letter received by email from the Village Centre. Various suggestions were considered but Cllrs agreed that they still were not happy about the proposed change of status and felt the best way forward would be for a representative group of parish councillors to meet with representatives of the Village Centre Committee to agree a way forward. Cllr Pudge, Cllr Guise, Cllr Partridge and Cllr Nash agreed to represent the parish council. The Clerk was asked to contact the Village Centre Committee and request a meeting prior to the next scheduled meeting of the Parish Council.

Ward Cllr Chowns joined the meeting during the discussion regarding Bishops Frome Village Centre.

2019/35 Ward Councillor Report
Cllr Chowns advised that she had attended 2 meetings of Hereford Council. There were lots of members of the public present wanting to add input regarding climate change including many young people.
Successful ward surgeries were held in both Cradley and Bishops Frome.
She also confirmed that the Community Garden in Bishops Frome had now been taken over and work to get it up and running was underway.

2019/40 Sports Committee Report
Cllr Partridge confirmed that we have secured a cricket team to play at Bishops Frome this summer. He had put them in touch with Bromyard Football Club so that they could manage fixtures between themselves.
Cllr Guise advised that he had contacted Hereford Council to request a patrol at the sports field as the dog fouling has increased again.

2019/41 Footpaths Officer Report
The issue of the stiles on the footpath running across the Fromes Hill land were discussed again and it was agreed that this be raised at the Fromes Hill Field meeting. Cllrs hope the Church section will be separated soon now the paperwork is almost completed.

2019/42 The Great Herefordshire Spring Clean
This will take place between 22nd March and 23rd April 2019. Cllrs did not wish to set up a specific day for litter picking as they agreed that we have Miss Eaton picking up litter around the Village Centre and Play Area and Cllrs themselves pick up litter as they see it when out and about.

2019/43 Promotion of Crime Reduction
The Clerk advised that she had contacted Mr Crumpton and he had advised that the current presentation he does is similar to that he gave in 2017 but updated to current trends. Cllrs asked her to arrange for him to come and speak at the Annual Parish Meeting on Tuesday 14th May 2019.

2019/44 GDPR
The Clerk confirmed progress has been made but work is still ongoing.

2019/45 To note the information sheet and date of next meeting
The Clerk drew attention to the items on the information sheet and confirmed the date of the next meeting as Tuesday 9th April 2019.

There being no other business, the meeting concluded at 21:10.

Bank Recon 28.02.2019