Minutes 11th May 2021

Minutes of the Annual Parish Meeting held at 7.30pm on Wednesday 5 May 2021 to be held remotely via Zoom.

     1. To receive apologies for absence
These were received from Cllr C Sincock and Cllr J Pudge
     2. Chairman’s Report
Cllr A Nash reported that it had been a difficult year for the Council learning to cope with a new way of working with meetings being held via zoom. During the year a new Councillor – Cllr S Fallas had joined the Council and Mrs Nicky Carless had been appointed Clerk. The Council had worked with the Village Centre by installing CCTV cameras and smart water signs had been set up around the village. Financial support had been given to the Community garden volunteers who were making good progress in making this a welcome space in the heart of the village. The clear audit report showed that the Council was financially on a good footing.
In the coming year the Council would continue to working with responsible bodies to investigate ways of reducing speeding in the Frome’s Hill area, the Parish Plan would be reviewed and the stewardship of the Frome’s Hill Field would continue.
     3. Ward Councillor’s Report
This was not available at the meeting.
     4. Reports from other organisations
4.1 Sports Committee
Cllr R Partridge said that the use of the sports field had been limited due to the pandemic but Bromyard FC is hoping that 2021 would allow the resumption of the league. The field continues to be an open space enjoyed by all.
4.2 Bishops Frome Village Centre Committee
Cllr A Morel reported that as currently the Trustees had unlimited liability they were looking to restructure the committee using a model constitution from ACRE. On the 24 June there would be an open meeting at which the proposed new structure would be put to the village to gain their approval. In the Centre CCTV had been fitted in both the hall and shop, 2 solar panels had been installed and hot water was now available in all the toilets. During the pandemic the hall had been used by the NHS which had helped to support the finances of the Centre.
In the coming year their attention would turn to refurbishment of the disabled toilet and all internal doors. The committee were also going to consult the community garden volunteers about a piece of waste land by the side door of the hall.
4.3 Fromes Hill Field Committee
Cllr R Partridge confirmed that a mowing licence has been let during the year and another licence had been awarded for 2021. Currently the management committee were receiving quotations to replace the styles with easily accessible kissing gates and a new field gate off the main road was been moved back into the field to allow better access by agricultural machinery.
The meeting closed at 8pm

Signed and dated by the Chairman

Draft Minutes of a meeting held outside under cover at the Hop Pocket, Bishops Frome at 7.30pm on Tuesday 11 May 2021

Present: Cllr A Nash (Chair), Cllr Partridge, Cllr M Pudge, Cllr W Pudge, Cllr C Sincock,
Cllr S Fallas, Cllr J Parker and Cllr A Morel
Also County Councillor Ellie Chowns
The Clerk – Nicola Carless
Annual Meeting of the Parish Council

     21/1 Election of Chairman
Cllr Nash nominated Cllr J Pudge as Chairman and this was seconded by Cllr Partridge. Cllr J Pudge accepted the nomination
     21/2 Election of Vice Chairman
Cllr J Pudge nominated Cllr Nash to be Vice Chairman and this was seconded by CllrM Pudge. Cllr Nash accepted the nomination

21/3 To receive apologies for absence

These were received from Cllr J Parker and accepted.
     21/4 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
Cllr R Partridge declared a pecuniary interest and took no part in voting in 2021/60.3.
     21/5 Remind councillors to update their Notice of Registerable Interests
Cllr J Pudge asked for these to be made available at the next meeting to allow Councillors update their records.
     21/6 Suspend standing orders to allow members of the public to speak
Cllr E Chowns gave a short report noting that Herefordshire council were continuing to address the report on children’s services. She also explained how the high phosphate levels in the Lugg Valley watercourse were impacting on the environment and development opportunities within the County. It was also noted that this problem would impact on the review of the core strategy but it was noted that Herefordshire had met their housing allocation in 2020.
     21/7 Appointment of members to committees, working groups and outside bodies
7.1 Sports committee
Cllr R Partridge, Cllr J Parker, Cllr W Pudge and Cllr A Nash agreed to stand on this committee
7.2 Village Hall committee
Cllr J Pudge, Cllr M Pudge, Cllr A Nash and Cllr A Morel agreed to stand on this committee
7.3 Fromes Hill Field committee
Cllr S Fallas, Cllr R Partridge, Cllr J Parker and Cllr M Pudge agreed to stand on this committee
7.4 Finance committee, to consider budgets and financial risks
Cllr A Nash, Cllr W Pudge and Cllr S Fallas agreed to stand on this committee
All these appointments were proposed and seconded by the Council en bloc.
     21/8 Review of other appointments: Footpaths Officer and Appoint an Internal Auditor
Cllr C Sincock agreed to continue as footpaths officer.
Internal Auditor – Cllr J Pudge proposed Mr C Pinches, this was seconded by Cllr A Nash and all agreed. The clerk would write to Mr Pinches to inform him of his appointment
     21/9 Annual Governance Statement 2020/2021
The Clerk read out the Assertions of page 4 and it was agreed that there was a firm internal control in the preparation of the statement of accounts. The Chairman and the Clerk then signed the Annual Governance Statement.
     21/10 Annual Accounting Statement
This was not completed as the internal audit had not yet been carried and so this would be reviewed at the next meeting.
     21/11 Adoption of Un-Audited Accounts 2020/2021
Copies of the un-audited accounts had been issued to councillors a long with the meeting agenda. Councillors having reviewed them had accepted them. Cllrs agreed that the accounts should be adopted; this was proposed by Cllr A Nash and seconded by Cllr R Partridge. They were then signed by the Chairman to confirm that the entries on the statements on pages 3 to fairly represent the financial position of the council as at 31st March 2021 and reflect its income and expenditure during the year.

May Business Parish Council Meeting

     2021/59 To adopt the minutes of the previous meeting held on 20 April
These were accepted as a true record of proceedings and signed by the Chairman.
     2021/60 Finance
60.1 to note the following receipts
23.4.2021 First instalment of precept – £12500
1.5.2021 Cheque from Bromyard Football Club – £187.50
60.2 to note the following direct payments
2 Direct Debits from E-On
22.2.21 – £96.56
22.3.21 – 3.30
2 Public works loan payments
1.4.21 – £1464.64
20.4.21 – £2302.64
Clerk’s salary for February, March and April 2021
All the above was noted by Councillors. The Chairman suggested that the Clerk’s salary should fall into yearly quarters with the next payment due on 30 June 2021, then every 3 months following
60.3 Consider payment of:
Pam Eaton – Litter picking – £375.84
B.C. Partridge – fuel for mowing – £221.80
It was agreed that these cheques should be raised and signed.
     2021/61 Planning
061.1 Decisions made since last meeting
None had been received.
061.2 Plans for consideration
P211631/XA2 – Mudwall Cottage, Broadfields Close, Bishops Frome WR6 5DA – variation of original planning consent
The Parish Council after hearing a report form Cllr C Sincock raised no objections
P211181 – Hanburies, Bishops Frome, WR6 5AT – change of use of small orchard to equestrian use, manege and stables
The Parish Council after hearing a report form Cllr M Pudge raised no objections
P204566 – Brook Lands, Bishops Frome WR6 5BT – removal of lean to conservatory and construction of rear extension
The Parish Council after hearing a report form Cllr C Sincock raised no objections
P211351 – Land off Yew Tree Farm, Frome Hill HR8 1HW – Reserved matters following outline approval 203457 (Proposed single dwelling).
The Parish Council after hearing a report form Cllr A Nash raised no objections

     2021/062 Correspondence
062.1 correspondences for reference
This was noted by Councillors
 062.2 correspondence for consideration
Letter from Eveson Charitable Trust
The Clerk had received a letter from Eveson Charitable Trust informing them of the decision to auction all their property within the Parish in September 2022. Included in the auction would be the Sports field currently rented to the Parish Council. The Eveson Charitable Trust in their letter enquired if the Parish Council would be interested in purchasing the field before the auction as they recognised it was a valuable asset to the Village. The Clerk was asked to respond to the Trust to ask if they had a valuation in mind and to open up discussions.
A report from Will Wilson from Traffic and Highways Engineering Limited
This report had been circulated to Councillors before the meeting. The report highlighted traffic survey work in the Fromes Hill area in which he made the following recommendations
– Re-locate current 40mph speed limit eastwards by approx. 100m
– To implement 50mph speed limit on A4103 from the proposed 40mph speed limit to a point approx. 180m west of its junction with C1158
– Not to reduce existing 40mph speed limit in the village.
After much discussion it was agreed that a response from the Council outlining their disappointment with this report opposing the recommendations should be sent by the deadline of 14 May. Councillors considered that 40mph speed limits should be reduced to 30mph, and the proposed 50 mph to 40mph. Cllrs S Fallas and Cllr A Nash would contribute to a letter to be sent by the clerk.
    2021/63 Date of next meeting
This was confirmed at 8 June, the clerk was asked to circulate a list of meeting dates for the next year.
The meeting closed at 9.10pm

Signed and dated by Chairman


Clerk Mrs Nicola Carless, Magstones, Westmere, Hanley Swan, Worcs, WR8 0DG. 01684 311615 – clerk@bishopsfromeparishcouncil.com