Minutes 13th November 2018

  Minutes of a meeting held at 7.30pm on Tuesday 13th November 2018 at Bishops Frome Village Centre

Present: Cllr Nash (Chair), Cllr Partridge, Cllr Guise, Cllr Ms Sincock and Cllr Hydes.
Mr Brooman, the Council’s Treasurer was also present.

2018/139 To receive apologies for absence
Apologies had been received from Cllr Mrs Roberts, Cllr Mrs Sevastopulo, Cllr Parker and Cllr Pudge.

2018/140 To receive declarations of interest and written requests for dispensation
Cllr Partridge declared an interest in Agenda items 2018/143.2 & 143.3. An entry was made in the register and signed by Cllr Partridge.

2018/141 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).

2018/142 Public Participation
There were no members of the public present.

2018/143 Finance
143.1 Assertion 4 – We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations. The Treasurer explained to councillors that notices are put up annually, inviting parishioners to view the accounts. The annual accounts are also displayed on the Councils website.
The Treasurer reviewed the Council’s finances with councillors and all was found to be in order.
The Treasurer asked if it was in order to pay the 3 outstanding invoices as listed below.
143.2 B C Partridge – Diesel – £80.00
143.3 B C Partridge – 7.5 hours mowing – £60.00
148.4 P Eaton – Litter picking – £78.30
Cllrs agreed that cheques should be raised in settlement.
The Clerk advised councillors that a course reviewing the audit procedures is being held on 28th November and Cllrs agreed that the Treasurer should attend at a cost of £30.00.
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.

2018/144 Planning
129.1 P182277/F The Furlongs, Fromes Hill, Ledbury HR8 1HW
Retrospective retention of a temporary agricultural workers dwelling (mobile home).
The Clerk confirmed to councillors that a plan showing the 7 acre area of land near the Wheatsheaf quoted in the application as being “occupied by the applicant on a grazing license” had been received from the planning department. The plan was reviewed by councillors and it was agreed that this was not the area of land which is partly owned by the Parish Council. However, it is land on which planning permission has already been agreed for a development of 20 houses. Councillors felt that this meant that the land would not be available for grazing on a long term basis and asked the Clerk to ensure that the planning officers were aware of this.
144.1 P183828/F Peartree and Plumtree House, Fromes Hill HR8 1HT.
Change of use from class C3 (dwelling) to C2 (residential institutions).
Cllr Nash advised councillors that this application relates to what is currently 2 single dwellings providing care and accommodation for 3 children in each house. The application is to knock the 2 houses in to 1 so that 8 children can be accommodated.
A separate application will be made for approval of the proposed building works.
Cllrs reviewed the information and had no objections.

2018/145 Ward Councillor Report
Ward Cllr Chowns joined the meeting.

Ward Cllr Chowns advised councillors that she was still attending fortnightly meetings of the pot holes task and finish group. They have requested a comparison model of the 2 ways in which pot holes are filled to see which is the most efficient.
She is progressing the application for the shared speed indicator device, more information will follow.
She has also had contact from 2 local residents willing to volunteer for the community speed watch scheme. The black lines are now in place in Bishops Frome so we should soon know if we are eligible for the scheme.
Visits are being arranged for the waste recycling centre. Dates to be confirmed.
Ward Cllr Chowns reported that she had been contacted with 2 queries regarding the parking at Broadfields Close and the footpath in front of Mudwalls. Cllr Guise said that he would visit the residents and Ward Cllr Chowns said that she would try to contact Fortis again regarding the parking situation.

Ward Cllr Chowns left the meeting.

2018/146 Fromes Hill Report
146.1 Update on Fromes Hill Field – Cllr Partridge reported that the 3 original queries with the Church representatives had now been resolved. A further 2 matters had been raised but he believed that they had now also been resolved. Our solicitors and the solicitors for the Church are now in agreement so the matter has been referred to the Diocese for signing off.
146.2 Update on traffic calming TRO –relocation of 40mph signs – Ward Cllr Chowns had advised councillors that her discussions with Ray Wallace had concluded that there was no chance that the works would be completed at Herefordshire Councils cost because of all the other road related issues in the pipeline. The Parish Council could try to progress the matter at their own expense but the cost was estimated to be in excess of £6000.00. Cllrs agreed that this was excessive.

2018/147 Bishops Frome Report
147.1 Village Centre change of status – As agreed at the last meeting, Cllr Pudge consulted a solicitor for advice. The solicitor’s initial response was to advise the Parish Council to request that the Village Centre Committee take no further action towards the change of status until he had reviewed the documents fully. A holding letter was sent to the Village Hall Secretary on 1st November.
A full response had now been received from the solicitor recommending that the Parish Council do not support the change of status request.
Cllrs discussed the matter at length taking into account the solicitor’s advice, information previously received from HALC and the information gathered from the incorporation documents reviewed. A vote was called and councillor’s voted unanimously against the proposed change of status. The Clerk was asked to send a letter to the Village Centre Committee stating that the Parish Council do not support the change of status to CIO and requesting that they to take no further action.
147.2 Grit bin for Parsonage Crescent – Cllr Hydes explained the difficulties faced by residents in Parsonage Crescent with clearing the snow in the winter. The main problem is that as it is an enclosed area, they have nowhere to move the snow to without blocking in neighbouring cars. He suggested that having grit to spread in the area would relieve the problem in future. Cllrs discussed this option but weren’t sure if this was something the Parish Council could fund for a private estate. The Clerk & Treasurer agreed to look into the matter before the next meeting.
147.3 Update on signs – the Clerk advised councillors that the Bishops Frome Village signs had arrived at the Balfour Beatty depot but they were awaiting the posts to put them on.

2018/148 Sports Committee Report
148.1 Entrance signs – the Clerk showed Cllrs the updated designs with correct measurements for consideration. Cllrs agreed on the design with white background and green writing and asked the Clerk to contact Simon at Bromyard Football Club to move the matter forward.
The Treasurer asked permission from councillors to review the electricity provider and tariff for the Sports Pavilion to seek a better deal.

2018/149 GDPR – ongoing

2018/150 Footpaths Officer Report
Nothing to report.

2018/151 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 8th January 2019 at Bishops Frome Village Centre.