Minutes 12th February 2019

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

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

2019/14 To receive apologies for absence
Apologies had been received from Cllr Mrs Roberts and Cllr Ms Sincock. All councillors were aware of the reasons for Cllr Mrs Roberts’ long term absence and agreed to grant an extended absence until the forthcoming May Elections.

2019/15 To receive declarations of interest and written requests for dispensation
There were no declarations of interest.

2019/16 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).

2016/17 Public Participation
There were 6 members of the public present representing Bishops Frome Village Centre Committee.
17.1 Presentation by representatives of Bishops Frome Village Centre Committee.
A representative of the committee addressed the council, explaining the reasons why they wish to change their status to that of a Charitable Incorporated Organisation (CIO). A handout was issued to councillors detailing the case for becoming a CIO. There was then a discussion between the councillors and the representatives of the management committee, where councillors were able to ask questions about the process of change and implications going forward.
The Village Centre Committee are keen to work more closely with the Parish Council and would welcome more representation on their committee from the Parish Council.
Councillors agreed to look into the change of status further.

Ward Councillor Chowns joined the meeting during the above discussion.
The representatives from the Village Centre Committee left the meeting.
Cllr Chowns advised that she was due to attend another meeting this evening and requested her report be moved up the agenda.

2019/20 Ward Councillor Report
Following on from the last meeting, Cllr Chowns had made enquiries into the possibility of providing Parish Councillor’s with ID cards for use when carrying out Planning Application duties. As yet no one had got back to her or the Clerk as to how to move this matter forward. She agreed to chase up the matter.
Cllr Chowns reported that the A4103 Ridgeway Cross junction was being reviewed again.
She is also chasing an update on the works at Storesbrook Bridge on the B4214.
Cllr Chowns advised that she will be holding another of her “surgeries”. It will be on Monday 11th March from 2pm- 4pm at Bishops Frome Village Centre.

2019/18 Finance
18.1 Assertion 8 – We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year end, have a financial impact on this authority and, where appropriate, have included them in the accounting statements.
The Treasurer explained the procedures in place, including reviewing the Council’s finances at each meeting, and councillors agreed that the Council meets the measures required for this assertion.
Copies of the Budget Reconciliation and Statement of Account were reviewed and Cllrs were happy with the current financial position of the Parish Council.
Cllr Guise, 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.
The Chairman and the Treasurer signed the Bank Reconciliation, copy attached.
There were 2 outstanding invoices and the Treasurer asked councillors to consider payment of the following:
18.2 HALC – Summing Up training course – £30.00
18.3 Masefields solicitors – preparation of land transfer documents at Fromes Hill – £280.00
Councillors agreed that both bills be paid.

2019/19 Planning
There were no new planning applications.

2019/20 Ward Councillor Report – see above

2019/21 Ward SID Scheme and SID deployment requests
The Clerk advised councillors that Balfour Beatty were asking Parishes with existing bases to make requests for the deployment of SIDs for April 2019 to March 2020.
Cllr Guise had been researching the benefits and pitfalls of purchasing our own SID’s for Parish use only and gave a presentation and cost illustrations to councillors. There was some discussion over how many existing sites there were and exactly where they were. In order to proceed this needs to be clarified as it has a significant bearing on the cost. It was therefore agreed that the next step was for the locations to be identified. Cllr Pudge, Cllr Partridge and Cllr Guise agreed to look in to this.
If we purchase our own SIDs, we will also need someone qualified to work on the highway to rotate them.

2019/22 Promotion of Crime Reduction
The Clerk advised councillors that she had been contacted by Paul Crumpton, Rural Business Crime Officer offering to deliver a talk on Crime Reduction. Cllrs asked her to contact him with a view to arranging a talk.

2019/23 Fromes Hill Report
23.1 Update on Fromes Hill Field – Cllr Partridge reported that Fromes Hill Village Hall Trust were not totally happy with the documents. The Parish Council are happy as are the Church. It was therefore agreed that the Parish Council and the Church representatives be asked to sign and then Cllr Partridge will approach the Fromes Hill representative again.

2019/24 Bishops Frome Report
24.1 Village centre change of status and appointment of Parish Council representatives. See above 17.1. There was a further short discussion regarding the change of status and Cllr Pudge advised that we will incur solicitor’s charges of up approximately £700.00 for the work being done on our behalf. Cllrs were happy with this
As Bishops Frome Village Centre Committee representatives had requested a closer relationship with the Parish Council, Cllr Guise agreed to join the Committee and Cllr Pudge agreed to join the Committee temporarily, until Cllr Mrs Roberts is able to resume her position.
24.2 Farm Court Hedge/Row of trees – the Clerk advised that she had spoken to Fortis Living and they now say that they believe the hedge/row of trees belongs to the Parish Council. They have agreed to trim their side, the Farm Court side. Cllr Partridge and Cllr Parker agreed to trim the Play Area side.
24.3 Play Area Inspection – Clerk to attend? The Clerk reported that the Play Area Inspection is due to be carried out in March. She asked if she be allowed to accompany the Inspector as she completes the weekly Play Area inspections and it could be helpful to see what the Inspector does. Cllrs agreed this would be a good idea. An additional charge of £42.00 will be made by Play Safety for this.

2019/25 Sports Committee Report
The Sports Committee met with Bromyard Football Club on 11th February.
It was reported that the carpark required some patching and the pathway between the gate and the paved area needed clearing and some gravel laid. It was agreed that Cllr Parker should hire the equipment and carry out the works.

2019/26 Footpaths Officer Report
The Footpaths Officer was not present. She had sent a message asking if a decision had been made regarding the stile at Fromes Hill but as there has been no meeting of the Field Committee and the Church land has not yet been separated, no action can be taken.

2019/27 GDPR
The Clerk reported that much of the old records had now been sorted but work was still ongoing.

2019/28 To note the information sheet and information for future inclusion and date of next meeting
The Clerk drew attention to the information sheet and confirmed that the next meeting will be on Tuesday 12th March 2019.
She asked if Cllrs were happy with the information being sent out or if they wanted to change anything, but the general feeling was to continue as now.

There being no other business the meeting concluded at 21:20.

Bank Reconciliation 31.01.2019