Minutes 5th April 2016

Minutes of a meeting held at 7.30pm on Tuesday 5th April 2016 at Bishops Frome Village Centre

Cllr Partridge (Chair), Cllr Nash, Cllr Marshall, Cllr Mrs Roberts, Cllr Ms Sincock, Cllr J Parker, Cllr Hydes and Local Councillor Mrs P Morgan.
Mr Brooman the Council’s Treasurer was also present.

2016/38 Apologies
Cllr Pudge was not in attendance.

2016/39 To receive declarations of interest and written dispensations
There were no declarations of interest.

2016/40 To adopt the minutes of the previous meeting 08/03/2016
The minutes of the previous meeting had been circulated to all councillors prior to the meeting. They were accepted as a true record of the meeting and were signed by Cllr Partridge, Chairman.

2016/41 Public participation
There were no members of the public present.

2016/42 Councillor Vacancies
The clerk confirmed that no election had been called in respect of the current vacancy and therefore the council was free to co-opt a new councillor.
No applications had been received and it was therefore agreed that a new notice be placed on the notice boards in both Bishops Frome and Fromes Hill advertising the vacancy again. An advert will also be placed in the Frome Valley News.

2016/43 Neighbourhood Plan

43.1 Update Cllr Ms Sincock advised that the Neighbourhood Planning Team was still pulling everything together for publication.
43.2 Community Infrastucture Levy Consultation Herefordshire Council had invited Parish Councils and Neighbourhood Planning Teams to submit representations on the Preliminary Draft Schedule of proposed rates for the Community Infrastucture Levy. Details had been forwarded to Councillors prior to the meeting. After discussion, Councillors present felt that they were not sufficiently qualified to comment on this matter.
43.3 Website At the last meeting the clerk had been asked to research the costings of setting up a website with Mark Millmore who has prepared websites for several Parish Councils in Herefordshire. She reported that there is a one off cost of £500.00 which provides the setting up of the site, 2 hours of one to one training, video training, automatic monthly back up of the site and the setting up of an email address. A cost of approximately £10.00 per year for the domain name (unless using a .gov address where the cost would be £130.00 to set up and £65.00 per annum thereafter). The website can be hosted for £20.00 per annum by HALC and a support package is available for £100.00 per year but the first 10 months would be free. All Councillors present agreed that this was the way forward and asked the clerk to put this in motion.

2016/44 Finance
A copy of the accounts to date was passed round for checking and Mr Brooman, The Council’s Treasurer, gave a summary of the current state of the Council’s Finances. Mr Brooman also reported that he had received notification from Unity Trust, the Council’s bankers, advising that with effect from 3rd June 2016, they will cease paying credit interest on accounts and commence charges of £6.00 per month per account. Cllrs requested that he research accounts at alternative banks for consideration at the next meeting.

44.1 Play area quotes 3 quotes have now been obtained. Discussion was held around the best way forward for the Play Area. The representative from PlayDale who provided the latest quote recommended that we consider refurbishment of some of the equipment as it was structurally sound and extend the facilities to include an Ariel Runway and possibly a basket type swing outside the fenced off area. The recent RoSPA inspection report confirmed this stating that any defects were of low risk. All agreed that we should consider this option further and therefore the Clerk was asked to obtain further quotes on this basis. All agreed however that the Rockers within the Play Area should be replaced.
44.2 Playsafety Ltd invoice for Play Area Inspection £66.50 – Mr Brooman requested permission to pay the invoice and this was agreed by all.

2016/45 Planning

45.1 P160595/F New House Farm, Bishops Frome, WR6 5BT
22 nos additional business units and sewerage treatment plant.
Cllr Partridge advised that he had spoken to the neighbours who had concerns regarding flooding and the sewerage arrangements. Councillors reviewed the application and although they had no objections, felt they wanted to ensure that Hereford Council took the possibility of flooding in to account when considering the application.

2016/46 Fromes Hill Report

46.1 Update on Fromes Hill Land Cllr Marshall confirmed that the land was not going to be let out for the next six months while the land was being reconditioned.
Cllr Partridge, reported that there had been a meeting where various issues had been raised but they were being looked in to.
The Clerk reported that she had spoken with Lynda Wilcox from HALC regarding the Parish Council Trustee for the land and she advised that there was no problem with this person no longer being a Councillor but as there were changes going on, ie. the Church portion of the land being separated off and a new agreement would have to be drawn up, it would make sense to put a new Trustee in place who was a Parish Councillor. Cllrs agreed and Cllr Partridge was nominated to be the new Trustee.

2016/47 Bishops Frome Report

47.1 Play Area Inspection Report see 44.1 above.

2016/48 Sports Committee Report

48.1 To nominate a 4th Parish Council Representative to the Committee Cllr Hydes volunteered to join the Sports Committee and all Cllrs agreed.
48.2 Update on Cricket Team Cllr J Parker confirmed that he had spoken to his cricket contact who was not aware of any teams currently in need of the facilities but was going to put a notice in the local Cricketers Newsletter.

2016/49 HALC Training Courses

49.1 Leading Lights training course for New Councillors April 20th – Cllr Ms Sincock was interested but unable to make the date. Cllr J Parker and Cllr Hydes expressed interest in attending and it was therefore agreed that they should both be nominated. These two places will be free in agreement with HALC for paying our subscription prior to 31st March 2016.
49.2 Audit Answers training course regarding changes to audit arrangements April 29th. Mr Brooman, the Council’s Treasurer, expressed interest in attending this course and Cllrs agreed – cost £30.00.

2016/50 Western Power Way-Leave The Clerk advised that she had been contacted by Western Power as they needed to take down an overhead electric cable which is incorrectly feeding the telephone box in Bishops Frome from a BT pole by Stocks Cottage when it should be attached to an electricity pole. The replacement cable will be run under the Village Green from the pole by The Rosary. He had sent a Way-Leave agreement for signing. Western Power propose to pay £1.15 per year, based on rates set by the NFU, for this new cable to the Parish Council. All agreed to this and the Way-Leave Agreement was signed by Cllr Partridge, Chairman.

2016/51 To discuss dates of future meetings A discussion regarding the dates for future meetings was held and it was agreed to move the Parish Council Meetings to the third Tuesday in the month.

2016/52 To note the information sheet and date of next meeting The Clerk drew attention to the items on the information sheet, all of which had been circulated to Cllrs prior to the meeting.

The next meeting will be held at 7pm on Tuesday 17th May 2016 at Bishops Frome Village Centre and will be the Annual Parish Meeting, the Annual Meeting of the Parish Council followed by the normal Council meeting.

There being no other business the meeting closed at 21.10.