Minutes 10th September 2019

Minutes of a meeting held at 7.30pm on Tuesday 10th September 2019 at Bishops Frome Village Centre


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

2019/104 To receive apologies for absence
Apologies had been received from Cllr Hydes and Cllr W Pudge.

2019/105 To receive declarations of interest from councillors on items on the agenda and written requests for dispensations.

Cllr Partridge declared an interest in items 2019/109.6, 109.7, 109.8, 109.9 &109.10. An entry was made in the register and signed by Cllr Partridge.

2019/106 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).

2019/107 New Councillor
Councillors had been advised that 10 members of the electorate had called for an election to fill the councillor vacancy. An election was due to take place on 12th September but only one candidate completed the relevant paperwork to stand. Mr Anthony Morel had therefore become the new Councillor. A declaration of acceptance of office form and a notice of registrable interests form were completed and handed to the Clerk. Mr Morel confirmed that an elections expenses form had been completed.
The Treasurer advised councillors that as an election had been requested, there will be costs involved for the work carried out by the elections office.

2019/108 Public Participation
There were 2 members of the public present.
They wanted to thank Councillors for their donation to the Summerpool gardening project. There was a discussion about how best to drawdown the funds and it was explained that they should produce receipts and invoices for equipment as it was purchased.
They advised that there are several trees which need to be removed for safety reasons and Cllr Parker agreed to take a look and see what would be required and report back to the next council meeting.
They spoke of setting up a “Friends of” Committee.
In order for the project to progress, they asked for details of the agreement with Fortis. The Clerk advised that she had been unable to find a copy but agreed to contact Fortis and ask them to provide a copy for the Parish Council.
A Risk Assessment for the gardening project was provided.

2019/109 Finance
109.1 Bank Reconciliation – 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 £24316.46.
Cllr M 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.
109.2 Budget Monitoring Report as at 31/08/2019 – a copy of the Budget Monitoring Report had been sent to councillors prior to the meeting. Year to date expenditure to 31st August 2019 was compared to the budget set for 2019/2020 and variances were discussed and explained. Year to date budgets are on target.
109.3 Review of electricity charges for Sports Pavilion – The Treasurer advised councillors that he had contacted Npower to discuss reducing the tariff. By transferring to a fixed rate for 1 year and paying by direct debit a saving of £79.00 for the year could be made. Councillors agreed that the tariff should be changed.
109.4 External Audit – The Treasurer advised that the External Auditors Report had been received and there were no issues. Councillors thanked the Treasurer for his hard work.

There were several invoices outstanding and the Treasurer requested permission to pay them.
109.5 P Eaton – Litter Picking (May – August) – £266.22
109.6 B C Partridge – Replacement tyre and tube on lawn mower – £148.40
109.7 B C Partridge – Mowing – £40.00
109.8 B C Partridge – Diesel – £44.59
109.9 BC Partridge – Mowing £40.00
109.10 BC Partridge – Diesel £104.25
109.11 Came & Company – Insurance Renewal Premium – £1809.57
109.12 Bishops Frome Village Centre request for contribution towards cost of replacement battery and pads for defibrillator
109.13 PKF Littlejohn – External Audit – £200.00
Cllrs agreed that all outstanding invoices should be paid and a donation to cover the cost of replacement batteries and pads for the defibrillator, £338.70 be made to Bishops Frome Village Centre.

2019/110 Planning
There were 3 new planning applications.
110.1 P192427/F Rhea Cottage, Acton Beauchamp, WR6 5AQ
Proposed double storey rear extension and double garage.
Cllr Sincock had visited this site and neighbouring properties and the plans were supported locally. The date for comments on this application has already passed.
110.3 P192731/FH The Furlongs, Fromes Hil,l HR8 1HW
Proposed two storey side extension.
Cllr Nash visited this site. A disused part of the property is to be converted to part of the house. There is only one near neighbour, who supported the application. Cllrs also agreed to support the application and the Clerk was asked to add their support to the council planning website.
110.6 P192959/F Pool house, Fromes Hill, HR8 1HW
Proposed detached garage/studio outbuilding.
This site had not yet been visited. Cllr Nash agreed to visit and request an extended date for comments if necessary.

A letter had been received from Hereford Council regarding street lighting for the development at Fromes Hill P/150473/F. A copy of which had been forwarded to councillors prior to the meeting. The attached plans were not clear and councillors asked the Clerk to obtain a plan showing where the street lights would be situated for the next meeting.

2019/111 Ward Councillor Report
No Ward Councillor report.

2019/112 Fromes Hill Report
112.1 Update on Fromes Hill Field – a meeting of the Fromes Hill Field Committee took place on Monday 22nd July. Fromes Hill Village Hall Trust had agreed to pay the solicitors charges required by Gabb & Co to review the documents further for the transferors. The Clerk was asked to contact Mr Booth to ask for an update on the situation and also to request that the bales be moved from the field within 10 days.
Councillors also asked the Clerk to contact representatives of the Church to see how the separation of land is progressing.

2019/113 Bishops Frome Report
113.1 Update on Village Centre request to transfer to CIO – Cllr Morel declared an interest in this item as a Trustee of Bishops Frome Village Centre. An entry was made in the Declaration of Interest Register and signed by Cllr Morel. It was agreed to defer this item to the end of the meeting when Mr Morel would leave the room.
113.2 Litter bins in Play Area – The Clerk advised councillors that she had received a complaint about the rubbish in the Play Area. Upon inspection she found that the bins were overflowing and rubbish including nappies were laying on the ground and blowing around. She picked up the rubbish and emptied the bins and asked for Miss Eaton to empty them more regularly especially over the summer.
The Clerk had tried to obtain new liners for the bins but had not been able to find a supplier with liners to fit. Cllr Partridge said that he would have another attempt at repairing them.
113.3 Community garden see 2019/108 above.

2019/114 Insurance Renewal
A copy of the renewal documents for the Parish Council Insurance had been circulated to councillors prior to the meeting for their consideration.
A risk assessment is required for the Sports Pavilion and Cllr M Pudge agreed to ask Cllr W Pudge to complete this.
The Clerk agreed to contact Bishops Frome Village Centre to request a copy of their risk assessment.
Cllr Partridge advised that he had been trying to obtain an updated insurance valuation for the Sports Pavilion but was unable to contact the surveyor. Cllr J Pudge thought he knew someone who may be able to help and agreed to pass on his details.

2019/115 We Don’t Buy Crime/Smartwater Protected Towns and Villages
Details of this scheme had been sent to councillors for consideration prior to the meeting. Cllrs asked the Clerk to arrange a talk at a Parish Council meeting and advertise it in the Frome Valley News magazine.

2019/116 HALC – Information Corner
The Clerk summarised the items on the latest HALC Information Corner which had been circulated to councillors prior to the meeting.

2019/117 Updated Financial Regulations
Following changes to the Model Financial Regulations, The Clerk and Treasurer had reviewed Bishops Frome Parish Council Financial Regulations and updated them. A copy had been circulated to councillors prior to the meeting for consideration. Cllrs were happy with the revised regulations and they were therefore adopted.

2019/118 Sports Committee Report
The Clerk reported that she had received an email from Bromyard Football Club asking if something could be done about the brambles at the field end of the main pitch as the lads have been getting scratched trying to recover their footballs. Cllr Partridge said that he would take a look to see what could be done.

2019/119 SID’s and Speed Watch Scheme
The Clerk and Cllr Ms Sincock advised councillors that they had attended a meeting regarding the Speed Watch Scheme. The data obtained by the team confirmed that Bishops Frome appears to be eligible for the scheme. There were a couple of things which needed to be checked out and the results of those checks are awaited.
Cllr Partridge agreed to look for the SID bases.

2019/120 GDPR
The Clerk advised councillors that a new filing cabinet had been ordered.

2019/121 Footpaths Officer Report
Cllr Ms Sincock reported that BPF37 had been cleared.

Cllr Morel left the meeting.

2019/113.1 Update on Bishops Frome Village Centre request to transfer to CIO.
The Clerk confirmed that she had heard nothing from the Committee since the Parish Council’s letter suggesting that representatives from the Parish Council meet with representatives of the Village Centre Committee. The letter was sent on 15th May 2019.
The Clerk was asked to contact the Secretary of the Village Centre and ask for an update on the situation and again suggest a meeting of representatives.
The Clerk was also asked to contact HALC to see if there is a way to include Cllr Morel in the discussions regarding the Village Centre.

The Clerk drew attention to the items on the Information Sheet and confirmed the date of the next meeting as Tuesday 8th October.
There being no other business, the meeting concluded at 21:30.

Bank Recon 31st August 2019