Draft minutes of the Annual Parish Meeting held at 7:00pm on Tuesday 14th May 2019 at Bishops Frome Village Centre
Cllr Nash, Cllr Partridge, Cllr J Pudge, Cllr Parker, Cllr Hydes, Cllr M Pudge and Cllr W Pudge.
Mr Brooman, the Council’s Treasurer was also present.
There were 3 members of the public present.
The meeting was due to begin with a presentation on crime prevention, but this had to be postponed due to illness of the presenter.
Apologies had been received from Cllr Ms Sincock.
Cllr Nash, the Chairman, advised Cllrs that he had received a letter of resignation from Cllr Guise.
2) Chairman’s Report
The Chairman spoke of the success of getting our Neighbourhood Plan adopted.
He was pleased with the achievements of the Sports Committee this year. The facilities have been tidied up with new gravel being laid and the new entrance signs being put up.
He reported on the Parish Council’s work on traffic calming this year. Bishops Frome now have their village gateway signs installed. Research was completed into moving the 40mph signs at Fromes Hill, but this proved to be too costly. Research is currently being carried out into the purchase of Speed Indicator Devices for the Parish.
He was pleased to report that some considerable progress had been made this year towards splitting off the church portion of the Fromes Hill Field.
The Chairman was pleased to report that the Community Garden project in Bishops Frome has been reinvigorated.
He mentioned that we had been able to purchase a “Tommy” for the WW1 Centenary celebrations in November.
He expressed his thanks to everyone for all their hard work over the year, recognising that a lot of work is put in behind the scenes, exploring projects which do not always come to fruition for various reasons.
Thanks were given to the Clerk for her support over the year with particular reference to the progress of GDPR.
Thanks were also given to The Treasurer for keeping the Council’s finances in good order.
3) Ward Councillor’s Report
The Clerk advised that the Ward Councillor is unable to attend this evenings meetings. She has arranged for a colleague to attend on her behalf but she is attending Cradley’s PC Meeting first. This item was therefore moved down the agenda to the next meeting.
4) Reports from other organisations
4.1 Sports Committee
Cllr Parker, Chairman of the Sports Committee, was pleased that further progress had been made this year with improving the look of the facilities as mentioned in the Chairman’s Report.
Bromyard Football Club continue to make regular use of the facilities, and this year
we also have a cricket team playing there over the summer.
4.2 Bishops Frome Village Hall Committee
Cllr J Pudge advised that he, Cllr Partridge and Cllr Guise had attended the Annual Meeting of the Village Hall Committee. Cllr Guise had been taken on in the role of Parish Council representative, however he has now resigned from both the Parish Council and the Village Hall Committee.
4.3 Fromes Hill Field Committee
Good progress has been made during the year on moving forward the transfer of the church portion of land.
Draft Minutes of the Annual Meeting of the Parish Council held at 7.30pm on Tuesday 14th May 2019 at Bishops Frome Village Centre, following the Annual Parish Meeting.
Annual Meeting of the Parish Council
19/1 Election of Chairman
Cllr J Pudge nominated Cllr Nash to continue as Chairman and this was seconded by Cllr Partridge. Cllr Nash accepted the nomination.
19/2 Election of Vice Chairman
Cllr Partridge nominated Cllr J Pudge to be Vice Chairman and this was seconded by Cllr Nash. Cllr J Pudge accepted the nomination.
19/3 To receive declarations of interest and written requests for dispensation
Cllr Partridge declared an interest in items 63.5, 63.9 & 63.10 as owner of the business to which the invoices were being paid. An entry was made in the register and signed by Cllr Partridge.
19/4 Remind councillors to update their Notice of Registrable Interests
The Clerk advised Cllrs that there were a number of forms requiring completion by Cllrs including the Notice of Registrable Interests. It was agreed that the forms would be completed at the end of the meetings this evening.
19/5 Public Participation
Two members of the public provided Councillors with an update on the progress of the Community Garden. They advised that 11 people had turned up to support them at their meeting on 17th April. They plan to meet at the garden every second Saturday from 11am. Last Saturday they had 12 volunteers turn up to commence works and great progress was made.
They explained their plans for the garden moving forward and advised that they will be setting up a committee and a bank account. They produced a list of equipment they will need to progress the project and explained that they had already been given the promise of some of the items including a shed.
2 members of the public left the meeting.
19/6 Appointment of members to committees, working groups and outside bodies
6.1 Sports Committee – the existing members of the Sports Committee agreed to continue with Cllr Parker as Chairman and Cllr Partridge as Vice Chairman. Cllr Hydes and Cllr Nash make up the rest of the Committee.
6.2 Village Hall Committee – Cllr J Pudge was nominated to represent the Parish Council on this Committee.
6.3 Fromes Hill Field Committee – Cllr Partridge and Cllr Parker agreed to continue on this Committee. Cllr J Pudge stepped down from this committee as he was nominated to join the Village Hall Committee. Cllr M Pudge agreed to join the Field Committee.
6.4 East Herefordshire Area Committee – Cllr Hydes and Cllr W Pudge were nominated to represent Bishops Frome Parish Council and both accepted the nomination.
19/7 Review of other appointments: Footpaths Officer, Internal Auditor
Cllr Ms Sincock was nominated to continue as the Footpaths Officer.
Cllrs had already agreed to appoint Mr Chris Pinches as Internal Auditor at their meeting on 9th April 2019 and a letter of appointment had been sent.
19/8 Annual Governance Statement 2018/2019
Although the Assertions had been reviewed at meetings throughout the year, a further review of the nine Assertions from page 4 was completed. Cllrs agreed that a sound system of internal control including preparation of the accounting statement, existed. The Chairman and the Clerk then signed the Annual Governance Statement.
19/9 Annual Accounting Statement
The Treasurer issued copies of the Annual Accounting Statement and ran through the figures with Councillors. Cllrs approved the statement.
19/10 Adoption of Un-Audited Accounts 2018/2019
Copies of the un-audited accounts were issued to councillors at the last meeting. Having reviewed them, they were accepted. Cllrs agreed that the accounts should be adopted. They were then signed by the Chairman to confirm that the entries on the statements on pages 3 to 5 fairly represent the financial position of the council as at 31st March 2019 and reflects its income and expenditure during the year.
19/11 Internal Audit Report
A copy of the internal audit report had been emailed to all councillors for consideration, prior to the meeting. There were no items to action.
19/12 Review of Insurance Policies
The Clerk confirmed that the Council’s insurance policy is reviewed prior to renewal in September. We are currently in the second year of a three year deal. The new Bishops Frome Village signs were not currently insured. The Clerk advised that she had spoken to the insurers who confirmed that they could be added under the street furniture section of the cover for an annual premium of approximately £12.00. There would be a £250.00 excess for each claim. Cllrs discussed this and felt that it may not worth doing with such an excess, but asked the Clerk to see if the excess could be reduced if a higher premium was paid. There will be no charge for the cover from now to the renewal date therefore it was agreed to add the signs to the policy while the matter was considered.
19/13 Review of Subscriptions
The subscriptions for HALC and NALC were paid in March 2019.
19/14 To review:
14.1 Standing Orders – a copy of the Standing Orders with 1 revision to the recording of minutes section had been emailed to councillors prior to the meeting for consideration. Cllrs agreed to the amendment and the revised Standing Orders were therefore adopted.
14.2 Financial Regulations – the Financial Regulations are up to date.
14.3 GDPR policies – the current policies are up to date. The Clerk is researching the purchase of a new lockable filing cabinet.
19/15 Adopt Herefordshire Council’s Code of Conduct
A copy of the revised Code of Conduct adopted by Herefordshire Council had been emailed to all councillors for consideration prior to the meeting. Councillors agreed to adopt the revised Code of Conduct.
19/16 Consider Council’s Eligibility for the General Power of Competence
The Clerk explained what the General Power of Competence would mean to the Parish Council and the qualifying criteria. Councillors agreed that Bishops Frome Parish Council qualify to declare themselves eligible to adopt the General Power of Competence and should therefore do so as it would give the Parish Council greater flexibility.
Parish Council Meeting
2019/62 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 the Chairman.
A copy of the Bank Reconciliation had been circulated to councillors prior to the meeting. The Bank Reconciliation was reviewed and signed by the Chairman and RFO to confirm the current balance held by the Parish Council is £27634.36.
Cllr W Pudge, an independent councillor who is a non-cheque signatory, signed the bank statement to confirm that the balance agreed to the Council’s accounting statement.
There were a number of outstanding invoices which the Treasurer asked permission to pay.
Cllrs agreed that invoice’s 63.1-63.10 inclusive should be paid.
63.1 R V Brooman – Treasurer’s Expenses – £15.84
63.2 R F Brooman – Clerk’s Expenses – £115.50
63.3 Chris Pinches Accountancy Ltd – Internal Audit Report – £62.50
63.4 P Eaton – Litter picking – £140.94
63.5 B C Partridge – Diesel – £49.47 Mower & JCB (March)
63.6 J D Poyner – JCB hire and supply of gravel (for Sports Pavilion) – £649.10
63.7 Sez Electricz – Repair lights and removal of socket (at Sports Pavilion) – £398.00
63.8 Request for grant towards churchyard maintenance from St Matthew’s Church, Fromes Hill – a donation of £500.00 was agreed.
63.9 B C Partridge –Diesel – £20.83 (April)
63.10 B C Partridge – 5 hours Mowing – £40.00
63.11 Consider donation request of £300.00 to “Dream your future counselling” received via Cllr Hydes – Cllr Hydes explained to Cllrs the concept of “Dream your future counselling” and asked for their support with a donation. They are looking to set up the service in local schools including Bosbury School where many of the local children attend. Cllrs felt they would like to support the scheme with a £300.00 donation under the General Power of Competence and asked the Treasurer to issue a cheque.
64.1 P191141/F Majors Arms, Snails Bank, Bishops Frome, WR6 5AX
Replacement of timber domestic extension with masonry extension.
Cllr Nash, visited this site. He advised councillors that the existing wooden structure was being replaced by a stronger structure. It will have no effect on anyone else and he felt the Parish Council should support the application. Cllrs agreed.
64.2 P191188/F Instone Court, Munderfield, Bromyard HR7 4JS
Change of use of agricultural land to facilitate the construction of the new building required to house the farm sales vending machine. Existing structure to be removed.
Cllr Partridge visited this site. The application is to replace the existing facility with a larger structure. It does not affect anyone else and Cllr Partridge felt the Parish Council should support the application. Cllrs agreed.
64.4 P191955/F Cheyney Park, Frogend Lane, Bishops Frome.
The conversion of a redundant rural building into a holiday let, the change of use of an existing dwelling into holiday accommodation and the erection of a glazed link to connect the two buildings.
Cllr J Pudge visited this site. He advised councillors that it is not overlooked by anyone else. He visited the only neighbour who told him he supported the application. Cllrs discussed the application and agreed to support it.
64.5 P191412/F Land South of Yew Tree Farm, Fromes Hill
Proposed residential dwelling south of Yew Tree Farmhouse.
And 64.6 P191413/F Land West of Yew Tree Farm, Fromes Hill
Proposed residential dwelling.
Cllr Nash visited the site of Yew Tree Farm regarding the above 2 proposals. Neither option would be seen from other properties. He spoke to the nearest neighbours who said they supported the application. Cllrs discussed the application and agreed to support it.
64.3 P191352/F Pear Tree House, Frome Hill, HR8 1HT
Change of use from Class C3 dwelling house, Class D1, to non-residential institution.
And 64.7 P191418/F Plum Tree House, Fromes Hill, HR8 1HT
Two Storey side extension to children’s care home.
Cllr Nash will visit this site.
1 member of the public left the meeting.
2019/65 Fromes Hill Report
65.1 Update on Fromes Hill Field – Cllr Partridge reported that he not heard anymore from the solicitors since returning the signed transfer documents.
2019/66 Bishops Frome Report
66.1 Update on Village Centre request to change status to CIO – advice is still being awaited on this matter, however a draft letter has been prepared to send to the Village Centre Committee. The Village Centre Committee had agreed that a small delegation from their committee should meet with a representative group from the Parish Council to try to agree a way forward. The Clerk was asked to send the letter with some suggested dates for a meeting between parties.
66.2 Litter bins in Play Area – Cllr Partridge had not yet had a chance to look at the bins to see if they could be repaired.
No progress on this matter to date, however the Clerk had contacted other Parish Councils to see if they would be interested in hiring SID’s from us if we purchased our own SID’s. Cradley and Acton Beauchamp may be interested.
68.1 Filing cabinet – the Clerk is looking in to the purchase of a new lockable filing cabinet to replace the existing cabinet at the Village Centre. Cllr Partridge said that he would arrange for the old cabinet to be moved to accommodate the new one.
2019/69 Sports Committee Report
The Clerk advised councillors that she had received a letter from Sunderlands confirming that the three year rent review had been carried out and it was agreed that the rent would remain the same. The letter also asked for information about who is currently using the facilities. The lease is due to expire in three years. Cllrs asked the Clerk to enquire as to how to get the lease extended when replying.
2019/70 Ward Councillor Report
Ward Cllr Chowns had sent her apologies but had asked a colleague, Helen, to give her report. Cllr Chowns wanted to thank everyone for voting in the recent local elections and she was pleased to report that her ward had the third biggest turnout in Herefordshire. Following the elections, half of the local councillors in Herefordshire are new. Moving forward there are two main areas to concentrate on for the Green Party, improving the environment and democracy.
2019/71 Footpaths Officer Report
The Footpaths Officer was not present but had sent a report for the meeting. The footpath BPF37 has been cleared and is now well walked. The stiles on BPF3 are being repaired or replaced. A request has been made that the electric fence recently installed, remains off and is laid on the ground in front of the stile to ensure access to Footpath BFP24.
Footpath BPF2 is currently undergoing redirection.
2019/72 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 held on Tuesday 11th June at St Matthews Church, Fromes Hill.
Cllrs completed their Acceptance of Office Forms, Notice of Registrable Interest Forms and Return of Election Expenses Forms.
There being no other business, the meetings concluded at 21:30.