Minutes 8th March 2016

Minutes of a meeting held at 7.30pm on Tuesday 8th March 2016 at Bishops Frome Village Centre

Cllr Partridge (Chair), Cllr Mrs Roberts, Cllr Ms Sincock and Cllr J Parker
Mr Brooman the Council’s Treasurer was also present.
There was one member of the public present.

2016/22 Apologies
Apologies had been received from Cllr Nash and Cllr Pudge. Cllr Marshall was not in attendance.

2016/23 To receive declarations of interest and written request for dispensation
There were no declarations of interest.

2016/24 To adopt the minutes of the previous meeting 09/02/2016
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.

2016/25 Public participation
There were no members of the public wishing to speak.

2016/26 Councillor Vacancies
There are two vacancies. The clerk confirmed that she had spoken to the Elections Office this afternoon and they advised that no election had been called by the parishioners in respect of the first vacancy and the Parish Council were therefore able to co-opt a new councillor immediately.
She explained that she had had interest expressed from a couple of people but only one application had been received, from Mr Hydes. Cllr Partridge nominated that Mr Hydes be co-opted on to the council and this was agreed unanimously. It was agreed that Mr Hydes complete the Acceptance of Office and Notification of Registrable Interest forms with the clerk at the end of the meeting.
The notice period for the second vacancy does not expire until 14th March 2016.

2016/27 To elect a new Vice Chairman
Following the resignation of Cllr N Parker, a vacancy for Vice Chairman had arisen. Cllr Partridge nominated Cllr Nash for the position and all councillors present agreed.

2016/28 Neighbourhood Plan

28.1 Update an amended version of the plan is being drawn up.
28.2 Website the Clerk advised that no one had contacted her regarding the setting up of a website. Cllr Partridge recommended that she contact Mark Millmore, who has prepared websites for several Parish Councils in Herefordshire, for details of what he can provide and exactly how much it would cost. All councillors agreed.

2016/29 Finance

29.1 Update on S.106. The Clerk explained that she had spoken to Peter Clasby from Hereford Council and he advised that he was expecting monies to be received during May and June 2016 and confirmed that the Parish Council could now proceed with the play area upgrade.
He said that he would ask Mr Bruce Evans from Highways to contact us regarding the traffic calming element and explained that Balfour Beatty would complete any works.
The school element is dealt with by the education department who will deal directly with the school.
29.2 Play area quotes. Unfortunately the third quote had not yet been received although this had been chased. However the clerk had been contacted today by the company involved to say that the quote would be completed in the next couple of weeks and they would call tomorrow to arrange an appointment to meet to explain their recommendation.
The possibility of looking into a Lottery grant to add some sports equipment was discussed and the clerk agreed to look in to this possibility.
29.3 Grant request from Bishops Frome Village Centre. A letter had been received from Bishops Frome Village Centre requesting a grant towards the cost of new lighting. The letter and previous year’s accounts for the Village Centre were passed round the councillors and discussed. The accounts showed that the Village centre had over £20,000 in their account at the end of the last financial year. Unfortunately due to the Parish Council’s committed expenditure, councillors agreed that there were insufficient funds to enable a grant to be made at this time.
29.4 Closure of consolidated stock. The treasurer advised that he had received notification from the bank that the consolidated stock had been made paid up and requesting instructions for closure. Councillors agreed for it to be closed.
29.5 Closure of NatWest current account. The interest from the consolidated stock had been paid in to a separate NatWest account which served no other purpose and it was therefore resolved that this account too be closed.
29.6 Uncontested election fee. The treasurer asked permission to pay the uncontested election fee of £40.70 to Hereford Council re 7th May 2015 elections. This was agreed unanimously.
29.7 Litter picking invoice. The treasurer asked permission to pay the litter picking bill £120.60 to P Eaton. Payment was agreed by all councillors.
29.8 HALC & NALC subscription 2016/2017. The treasurer explained that he had already received the invoice for £449.66, although not due until next financial year, but if paid by 31st March 2016 it would secure two places for councillor training worth £50. The Chairman asked new councillors if they would like to attend courses and interest was expressed therefore it was resolved to pay the invoice before 31st March 2016.

2016/30 Planning
See attached

2016/31 Fromes Hill Report

31.1 Elect Parish Council representatives on to Field Management Committee. The resignation of Cllr Vickers and Cllr N Parker has left only one Parish Council representative, Cllr Pudge, on the committee. Cllr Partridge and Cllr J Parker agreed to stand and with the absence of any other candidates this was agreed by all.

2016/32 Bishops Frome Report
There was nothing to report.

2016/33 Sports Committee Report

33.1 To elect a new Chairman for the Sports Committee. The resignation of Cllr N Parker has left a vacancy for Chairman on the Sports Committee. Cllr Partridge nominated Cllr Nash to take this position as he was already on the committee and this was agreed by all in the absence of any other candidates. There is a vacancy for another councillor on this committee but it was agreed to defer this matter to the next meeting as no candidate came forward.
33.2 Cricket team. Cllr J Parker had provided details for a contact to speak to regarding finding a cricket team but Cllr Partridge reported that he had left messages for him but not been able to speak to anyone. Cllr Parker said he would try to find out what was happening.

2016/34 To consider frequency and dates of meetings
Councillors agreed that meetings should continue on a monthly basis. A review of the dates was deferred to the next meeting.

2016/35 Lengthsman Scheme
Confirmation had been received that no new Lengthsman Schemes were being set up in the coming financial year.

2016/36 Footpaths Officer Report
Cllr Ms Sincock confirmed that Balfour Beatty had written to the owner of the hedge blocking the footpath at Fromes Hill requesting that the hedge be cut.

2016/37 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 councillors prior to the meeting.

The next meeting will be held at 7.30pm on Tuesday 5th April 2016 at Bishops Frome Village Centre.

There being no other business the meeting concluded at 21.05.