Draft Minutes

Draft Minutes of a meeting held at 7.30pm on Tuesday 8th September 2020 held remotely via Zoom under Covid 19 regulations.

Present: Cllr Nash (Chair), Cllr Partridge, Cllr J Pudge, Cllr M Pudge, Cllr W Pudge, Cllr Parker, and Cllr Morel.
Mr Brooman, the Council’s Treasurer was also present.

2020/72 To receive apologies for absence
Apologies had been received from Cllr (Ms) Sincock.

2020/73 Declarations of interest
a) To receive declarations of interest from councillors on items on the agenda
b) To receive written requests for dispensations for disclosable pecuniary interests (if any)
c) To grant any requests for dispensation as appropriate
There were no declarations of interest.

2020/74 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).

2020/75 Public Participation
There were no members of the public present.

2020/76 Finance
76.1 Bank Reconciliation – a copy of the bank reconciliation for July and August had been circulated to Councillors prior to the meeting. The bank reconciliation was reviewed and agreed by the Chairman and RFO to confirm the current balance held by the Parish Council @ 31/08/2020 is £30,125.36.
The bank reconciliation will be signed by the Chairman and Treasurer when safe to do so.
An independent councillor who is a non-cheque signatory, will sign the bank statement to confirm that the balance agreed to the Council’s accounting statement, when safe to do so.
The Treasurer asked permission to pay the outstanding invoices:
76.2 Frome Valley Group of Churches – Advertisement for Clerk/Treasurer Job Vacancy in Valley News (September 2020) – £10.00
76.3 Herefordshire Council – Recharges for Bishops Frome Parish Election – £40.57
76.4 HALC – Website hosting – £30.00
76.5 HALC – Domain name – £20.00
Councillors confirmed that all the listed invoices should be paid.

2020/77 Planning
There were 2 applications to note.

2020/77.1  P202286/XA2 Mudwall Cottage, Broadfield Close, Bishops Frome, WR6 5DA
Application for approval of details reserved by condition 4 attached to listed building consent 183019.
Comments are not being accepted on this application. A split decision has now been recorded.

2020/77.2 P192223 The Garage, Bishops Frome
Proposed single dwelling house and detached garage – APPEAL
Comments have already been made by the Parish Council on this matter.

2020/78 Ward Councillor Report
Ward Cllr Chowns sent her apologies. She had been detained by matters arising at the Cradley PC meeting.

2020/79 Insurance Renewal
Renewal quotations had been sent to all councillors for consideration prior to the meeting.
Cllrs discussed the options which had been presented by Came & Co. The main areas of cover were reviewed and it was agreed to proceed with the Ecclesiastical Policy as recommended by Came & Co. The Clerk was asked to instruct Came & Co to set up the new Ecclesiastical policy with effect from 1st October 2020 on the 3 year long term agreement option. The renewal premium will be £1311.21
The Clerk reminded councillors that following last year’s renewal, it was agreed to obtain an up to date valuation of the Sports Pavilion for insurance purposes. Cllr J Pudge confirmed that arrangements had been made for this to take place but it had not happened due to the Covid -19 lockdown. He agreed to contact the surveyor to ask him to provide an up to date insurance valuation.

2020/80 Councillor Vacancy
The Clerk confirmed that she had received notification that no election had been called and we can now therefore look to co-opt a new councillor. Councillors asked for the position to be advertised on the website, notice boards and in the Valley News.

2020/81 Clerk/RFO Vacancy
The applications received for the vacancy had been forwarded to councillors for consideration prior to the meeting. The applications were discussed and councillors agreed who they would like to appoint. The Chairman agreed to contact the successful applicant to offer them the position on a six month trial basis. If they accept the position, he would then ask the Clerk to confirm this in writing and to contact the unsuccessful applicants.

2020/82 Fromes Hill Report
Nothing to report.

2020/83 Bishops Frome Report
83.1 Cameras and CCTV for Village centre – several quotations had been received and sent to councillors for consideration prior to the meeting. After discussion it was agreed that the preferred option was to accept the quote received from BeSecure and the Parish Council would cover the cost.
83.2 Change of status of Village Centre – Cllr Nash reported that he had spoken with a representative of the Village Centre and agreed to find out more information about the Incorporated Trustees Model. A meeting will then be arranged between representatives of the Parish Council and the Village Centre to discuss the matter further.

Bishops Frome Community Garden volunteers will be meeting again from Saturday 19th September. A revised risk assessment has been prepared by the team, a copy will be forwarded to all councillors.

2020/84 Sports Committee Report
The Clerk advised councillors that Bromyard FC had asked if the Parish Council were planning to install wall fixed hand sanitiser dispensers in the Sports Pavilion. Cllrs discussed the matter and agreed not to do this at the moment.
The Treasurer advised councillors that our fixed electricity agreement for the Pavilion is due to expire. A new fixed agreement had been offered by Npower. Cllrs asked the Treasurer to proceed with a new fixed agreement for 1 year.
Cllr W Pudge has drawn up a supplement to the Risk Assessment for the Sports Facilities to incorporate additional measures relating to Covid 19. A copy of which had been sent to all councillors.

2020/85 SmartWater
The Clerk confirmed that she had sent the map showing proposed sites for the signage to Smart Water and had been told it would be submitted for approval.

2020/86 Community Resilience Plan
Due to the time constraints of this meeting it was agreed to postpone this agenda item until the October meeting.

2020/87 Footpaths Officer Report
87.1 Accessibility for All –it was agreed to carry forward this item as the Footpaths Officer (FPO) was not present.
The Clerk advised councillors that she had received an update from the FPO confirming that the overgrown footpath by The Majors Pub had been dealt with, with assistance from our Locality Steward. There are issues with 2 stiles on the same path which she is contacting the landowner about.

2020/88 To note the information sheet and date of next meeting
The Clerk drew attention to the items on the information sheet and confirmed that the next meeting will be on 13th October 2020.
The Clerk advised councillors that a note of thanks had been received from the Lord- Lieutenant of Herefordshire thanking councillors and volunteers for their efforts over recent months in very challenging times.
A presentation on s.106 monies is being arranged and it is planned that this will take place at next month’s meeting.
An initiative with Herefordshire Wildlife Trust’s Tree & Climate Emergency Policy is offering Parish Council’s and landowners, Oak Tree saplings at a reduced cost to help tackle the climate crisis. Cllr Pudge requested that 20 saplings be ordered.

There being no other business, the meeting concluded at 20:40.

Bank reconciliation 31 .08. 20