Minutes 19th July 2016

Minutes of a meeting held at 7.30pm on Tuesday 19th July 2016 at St Matthew’s Church, Fromes Hill

Cllr Partridge (Chair), Cllr Marshall, Cllr Parker, Cllr Pudge, Cllr Guise.
Mr Brooman, the Council’s Treasurer was also present.

2016/77 To receive apologies for absence
Apologies had been received from Cllr Ms Sincock, Cllr Mrs Roberts and Cllr Hydes.
Cllr Nash was not present.

2016/78 To receive declarations of interest and written requests for dispensation
Cllr Partridge declared an interest in agenda item 82.4 as owner of the garage to which this bill was being paid.

2016/79 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 Partridge (Chair).

2016/80 Public Participation
There were no members of the public present.

2016/81 Neighbourhood Plan
Cllr Pudge reported that Reg 14 had now been achieved. The Draft Consultation Plan has been issued to every household in the Parish and Public Notices are being displayed. The neighbouring parish councils have been notified as have the relevant authorities. So far one response has been received, from Welsh Water, wanting a Pro forma completed.
A revised plan is being awaited for some slight boundary amendments.
A grant of £4000.00 has been awarded towards Neighbourhood Plan expenses. Cllr Pudge proposed that it be agreed that invoices for Neighbourhood Plan expenditure be paid as they are received from this £4000.00 and this was agreed by all.
Cllr Ms Sincock, had sent a message to say that she had been approached by a member of the public saying how good she thought the Neighbourhood Plan was.

2016/82 Finance
A copy of the Council’s Statement of Account and Budget expenditure year to date had been issued to all councillors prior to the meeting. Mr Brooman explained the current financial position of the Council.
82.1 Dog Bins emptying outstanding bills £924.48 from 2014.
Following the request made at the last meeting, the Clerk confirmed that she had spoken to Balfour Beatty and they had agreed for this unplanned expenditure to be paid in three instalments. Cllr Pudge proposed that in view of the improved financial position due to the reduced expenditure on the Play Area, this bill now be paid in one payment. This was agreed by all.
82.2 The Clerk confirmed that she had spent 11.5 hours going through all the previous clerk’s records. The next step is to sort out the old records in the village centre to make room for storage. Cllrs agreed a further 10 hours overtime could be budgeted for this and if it took longer the Clerk should report back to the Council for further discussion. The additional time will be paid with the next quarterly salary at an hourly rate based on the Clerk’s current salary.
82.3 A request had been received from Bishops Frome Village Centre for a donation in lieu of making a room available for council meetings and storage of records. Mr Brooman advised that no payments had been made to the Village Centre since a grant of £2000.00 towards replacement heating in 2013. Cllr Pudge proposed a donation of £1100.00 be made for 2015 and 2016 and this was agreed by all.
82.4 BC Partridge – Diesel – £70.00 – payment agreed.
82.5 Fromes Hill Field entrance works – approx. £3600 – it was agreed that funds be made available for this purpose. (also see 2016/84.1).
82.6 Neighbourhood Plan Costs – see 2016/81.
82.7 P Eaton – Litter Picking – £129.60 – payment agreed.

2016/83 Planning – no new applications

2016/84 Fromes Hill Report
84.1 Update on Fromes Hill Field – Cllr Partridge and Cllr Pudge updated councillors on the latest situation. They confirmed that Richard Booth has agreed to run the site works and a lot of local labour has been donated by Fromes Hill residents for the entrance works.

2016/85 Bishops Frome Report
85.1 Play Area – the Clerk confirmed that the new equipment has been ordered and she is awaiting a date for installation. A meeting is being arranged to discuss the location of the Aerial Runway and Basket Swing.
85.2 Grass Cutting – Cllr Partridge and Cllr Parker advised that Rob Collins had been asked to cut the grass on the old cricket pitch. This had been done as a trial run to see how it worked. Cllr Parker is going to see if it can be cut more closely to the ground. If the cut is satisfactory, councillors agreed that we should ask Mr Collins to cut fortnightly at a cost of approx. £20 per time.

2016/86 Sports Committee Report
Cllr Partridge reported that the cricket team looking to play at the Sports Field had decided the pitch was not currently in a good enough condition to play on.

2016/87 Lengthsman Scheme
Information had been received from Balfour Beatty regarding the future of the scheme. The scheme is being opened to new Parish Councils from next year with reduced funding and funding will be phased out gradually over the next few years. In view of this, councillors decided not to reconsider joining.

2016/88 Website
The Clerk confirmed that the council website and email address were up and running and reminded councillors to subscribe to the website. The website address is www.bishopsfromeparishcouncil.co.uk and the new email address for the Clerk is clerk@bishopsfromeparishcouncil.co.uk.

2016/89 Footpaths Officer Report
Nothing to report.

2016/90 To note the information sheet and date of next meeting.
The Clerk drew attention to the items on the information sheet and confirmed the next meeting will be held at Bishops Frome Village Centre on Tuesday 16th August at 7.30pm.

There being no other business the meeting concluded at 20.35