Minutes 8th May 2018

 Minutes of the Annual Parish Meeting held at 7pm on Tuesday 8th May 2018 at Bishops Frome Village Centre

Present:
Cllr Nash, Cllr Partridge, Cllr Parker, Cllr Guise, Cllr Ms Sincock
Mr Brooman, the Council’s Treasurer, and Ward Cllr Ellie Chowns were also present.

1) Apologies
Apologies had been received from Cllr Hydes, Cllr Pudge and Cllr Mrs Roberts.
Ward Cllr Chowns advised that she would not be able to stay at the meeting for very long as she had a further meeting to attend. The Chairman therefore moved the Ward Councillor report up the agenda.

2018/62 Ward Councillor Report
Cllr Chowns explained that she was looking in to a car sharing service using a smartphone app and was asking for feedback from councillors on how this might be received. Cllrs explained there are currently two community bus services in the area to take people to Dr’s appointments and such like in Bromyard. After discussion the general feeling was that most people travel independently but it would be worth running a trial service to see how it would work.
She confirmed that she will be running a “surgery” at Fromes Hill on May 28th if anyone wished to attend. The next surgery in Bishops Frome will be the afternoon of Monday 23rd July and will include a litter pick. Councillors were happy to volunteer to litter pick and reported that there seemed to be a lot of rubbish not in bins at the moment, especially plastic bottles. The Clerk agreed to arrange the loan of equipment from Hereford Council.
Ward Cllr Chowns then left the meeting.

2) Chairman’s Report
The Chairman felt that the Council’s main achievement this year was to complete the Neighbourhood Development Plan and get it overwhelmingly accepted by the electorate at the referendum. He wished to thank the Neighbourhood Development Team for all the hard work they put in to conclude with this fantastic achievement.
He gave thanks to Cllr Ms Sincock and her husband, Kevin, for their efforts in keeping the Parish’s footpaths clear and safe.
The Chairman also expressed his thanks to the Clerk for her hard work.

3) Reports from other organisations
3.1 Sports Committee
Cllr Parker, Chairman of the Sports Committee, was pleased to report that externally the appearance of the Sports Pavilion was much improved this year with the carpark being improved and the new fencing being put up. The Sports Committee met twice last week and have drawn up a list of tasks to be completed to tidy up inside and improve the facilities further.
A meeting is also being arranged with Bromyard football Club, date to be confirmed.
There has been an expression of interest from a rounders team looking for available
facilities.
3.2 Bishops Frome Village Centre
Cllr Mrs Roberts, the council’s representative, was not present at the meeting.
Cllrs were aware that the broken slabs have been replaced with a new tarmac surface
and a new Noticeboard has now been fitted.

3.3 Fromes Hill Field Committee
Cllr Partridge reported that he had spoken to our solicitors but they were not
receiving any response to their letters from the Church’s solicitors. He has spoken
to the representatives from the Church asking if they can contact their solicitors to
ascertain the reason for the delay and try to get things moving again.

 Minutes of the Annual Meeting of the Parish Council held at 7.00pm on Tuesday 8th May 2018 at Bishops Frome Village Centre, following the Annual Parish Meeting.

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

18/1 Election of Chairman
Cllr Partridge nominated Cllr Nash to continue as Chairman and this was seconded by Cllr
Guise. Cllr Nash accepted the nomination.

18/2 Election of Vice Chairman
Cllr Nash nominated Cllr Partridge to continue as Vice Chairman and this was seconded by Cllr Parker. Cllr Partridge agreed to continue as Vice Chairman for a further year.

18/3 To receive declarations of interest and written requests for dispensation
Cllr Nash declared an interest in Agenda items 2018/57.1. An entry was made in the register and signed by Cllr Nash.

18/4 Remind councillors to update their Notice of Registerable Interests
All councillors present said that their situations had not changed.

18/5 Public Participation
There were no members of the public present.

18/6 Appointment of members to committees, working groups and outside bodies
6.1 Sports Committee – the existing members of the Sports Committee were happy to remain in place with Cllr Parker as Chairman and Cllr Partridge as Vice Chairman. Cllr Nash and Cllr Hydes make up the rest of the committee.
6.2 Village Hall Committee – Cllr Mrs Roberts was nominated to continue to represent the Parish Council on the Village Hall Committee.
6.3 Fromes Hill Field Committee – Cllr Partridge and Cllr Parker agreed to continue to represent the Parish Council. Cllr Pudge was also nominated to continue on this committee.
6.4 East Herefordshire Area Committee – No councillors present wished to stand.

18/7 Review of other appointments: Footpaths Officer, Internal Auditor
Cllr Ms Sincock agreed to continue in the role of Footpaths Officer.
Cllrs agreed to appoint Mr C Pinches to continue as the Internal Auditor.

18/8 Annual Governance Statement 2017/2018 and Annual Accounting Statement
Mr Brooman read out the nine assertions from page 4 of the Annual Governance Statement and councillors agreed that a sound system of internal control including preparation of the accounting statement, existed. The Chairman and Clerk then signed the Annual Governance Statement. The Chairman also signed the Accounting Statement.

18/9 Adoption of Un-Audited Accounts
Copies of the un-audited annual accounts were issued to councillors, reviewed and were accepted. They were then signed by the Chairman to confirm that the entries on the statements on pages 1 to 3 represents fairly the financial position of the council as at 31st March 2018 and reflects its income and expenditure during the year.

18/10 Internal Audit Report
Copies of the Internal Auditors Report were issued to each councillor. The Treasurer explained the items that had been raised, confirmed that they had been actioned and that there were no issues outstanding.

18/11 Review of Insurance Policies
The Clerk confirmed that the Parish Council’s Insurance had been fully reviewed last September when a new 3 year agreement had been reached.

18/12 Review of Subscriptions
The subscriptions for HALC and NALC had been paid in March 2018.

18/13 To review latest revisions of:
13.1 Standing Orders – The Clerk advised councillors that she was in the process of reviewing the standing orders as amendments were necessary to incorporate GDPR but there were still a few points of law to clarify before the revision could be completed.
13.2 Financial Regulations – The Treasurer and Clerk confirmed that they had reviewed the Financial Regulations and no amendments were necessary.

 Minutes of the Parish Council Meeting

2018/54 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).

2018/55 Neighbourhood Plan
The Clerk advised councillors that Hereford Council have confirmed that Bishops Frome Neighbourhood Plan meets the basic conditions and is compliant with legal and procedural requirements and now forms part of the Development Plan for Herefordshire.

2018/56 Finance
The Clerk advised councillors that Balfour Beatty are selling some council mowers at auction as they are now surplus to requirements. Our mower is now very old and ideally requires a new deck. Cllr Partridge and Cllr Parker said that they would look into the mowers to see if they would be suitable for our purposes although they thought they would be too expensive for us to buy. A budget of between £6000 and £7000 was agreed.
There were several invoices presented for payment by the Treasurer.
56.1 R V Brooman – Treasurer’s Expenses – £16.50
56.2 R F Brooman – Clerk’s Expenses – £115.67
56.3 Playsafety Limited – Play Area Inspection Fee – £77.00
56.4 George Merrick Services – Erection of Fencing at Sports Centre – £380.00
56.5 Chris Pinches Accountancy Ltd – Internal Audit Report – £62.50
56.6 Masefields Solicitors LLP – Legal fees re Fromes Hill Field – £2000.00
56.7 P Eaton – Litter Picking – £135.90
Councillors agreed that they should all be paid.
The Treasurer advised councillors that Miss Eaton had only been submitting invoices at £7.20 per hour instead of the minimum wage of £7.50 for last year. It was agreed that the he should calculate the back pay and arrange for payment at the next meeting.

2018/57 Planning
57.1 P181195/F Gospel Ash Cottage, Fromes Hill, HR8 1HW
Proposed porch to front and single storey extension to rear.
Cllr Partridge explained that he had tried to visit the neighbours on two occasions but no one was in. Having visited the site, he didn’t think they would be able to see it anyway. He therefore recommended that the council support the application and councillors agreed.
The Chairman did not take part in this discussion.

2018/58 Fromes Hill Report
58.1 Update on Fromes Hill Field – see Annual Parish Meeting 2018 3.3.
58.2 Enquiry from member of the public regarding Fromes Hill Field – The Clerk advised councillors that she had received an email from a member of the public who wished to know if the council would consider selling a plot of the field to them. Cllrs discussed the matter and agreed it was something that they would consider in the future but they are not in a position to sell at the moment due to the legal matters in hand. The Clerk agreed to advise the member of the public of the current position and Cllr Partridge said that he would speak to them to explain the situation if a contact number could be obtained.
58.3 Traffic Calming – the Clerk agreed to arrange a meeting between ourselves, Ward Cllr Chowns, Balfour Beatty and the Safer Roads Partnership.

2018/59 Bishops Frome Report
59.1 Village Gateway – The Clerk reported that she had heard back from Balfour Beatty and although they had quoted a price £558.47 for one sign, they cannot confirm that 4 signs will be as simple as 4 x £558.47. There is one village sign already in existence on the B4214 entrance from Bromyard but they couldn’t issue a quote for an amended sign at this stage. Councillors agreed this matter was dragging on too long and asked the Clerk to request four new signs, one for each entrance and the Council will pay the additional costs over and above the S.106 monies. The Clerk advised that we have £1915.63 left from the S.106 towards traffic calming measures.
59.2 Play Safety Report – A copy of the latest Play Area safety inspection report had been emailed to all councillors for consideration prior to the meeting. The Clerk confirmed that although there were a few points noted they were very low risk and they largely related to the changing of standards since the original equipment had been installed. It was noted that the gate was bent and the self-closing mechanism was not working correctly. Cllr Partridge said that he would take a look to see if it could be adjusted.
59.3 Play Area and surrounding field – The Clerk advised that she had spoken to Fortis regarding the hedge between the Play Area field and Farm Court. They confirmed that they would take a look with a view to pruning but the work may not be completed until the autumn.
Cllr Partridge advised that he was looking in to purchasing some new chains to replacing the broken ones, as agreed at the last meeting.
It had been reported that old flowers from the churchyard were being deposited in the bin in the Play Area again. Cllrs decided that they would ask Cllr Pudge to speak to someone from the Church regarding this and see if they could provide a bin.
A new litter problem had been reported, that of plastic bottles mainly being dropped around the Play Area field and also on the Sports Field. The Sports Committee agreed to raise the matter with Bromyard Football Club at the next meeting. The Clerk agreed to ask Miss Eaton to empty the bin in the Play Area more regularly so that a bin was always available for rubbish.
The dog bin at the village centre car park is overflowing again. Cllrs asked the Clerk to look into sourcing a new dog bin with a better lid.

2018/60 GDPR
60.1 Clerk’s update on GDPR – Prior to the meeting the Clerk’s Report to Council produced by HALC had been circulated to councillors. The Clerk ran through the main points and advised that although confirmation was still awaited, it looked as though the requirement for a Parish Council to appoint a Data Protection Officer was being withdrawn. HALC will act as the Council’s adviser for Data Protection issues.
There was a discussion about who could hold data and it was agreed that most data would be held by the Clerk both electronically and on paper. The RFO may also hold data as required electronically and on paper. It was agreed that Cllr Pudge can hold data regarding staff and payroll. Any other personal data received and held by councillors should be kept to a minimum and returned to the Clerk as soon as dealt with. All correspondence will go through the Clerk.
The Clerk advised councillors there is no longer a need for the council to register with the Information Commissioner’s Office but they will still be required to pay an annual fee. This will cover the Clerk, only, to process data on behalf of the council.
The Clerk advised councillors that the keys ordered to fit the cabinet locks did not work. Cllr Nash thought he knew of a place to get new keys cut and would forward the information. Cllr Partridge and Cllr Parker said that they would look in to replacement locks if necessary.
The Clerk advised the Chairman that he needs to inform members of the public that matters they raise at meetings may be included in public minutes and they need to give consent before discussion.
60.2 Consider forming a working party – It is recommended that the council form a working party to deal with GDPR but Cllrs were happy with the work the Clerk had done so far and asked her to continue.
60.3 To consider adopting the following policies recommended by the General Data Protection Regulations and displaying them on the Parish Council website:
a) Data Protection Policy
b) Privacy Policy
c) Privacy Notices
d) Data Subject Access Policy
e) Personal Data Management and Audit Policy
Prior to the meeting the Clerk had sent copies of the above documents to councillors for consideration. Cllrs agreed they were happy with all the above and they could be placed on the Parish Council website.

2018/61 Sports Committee Report
See minutes of Annual Parish Meeting.

2018/62 Ward Councillor Report
See minutes of Annual Parish Meeting.

2018/63 Footpaths Officer Report
63.1 Footpath BPF2 proposed diversion order – a letter had been received by the Clerk giving details of a proposed public path diversion order. Cllrs considered the plans and could see no issue with the diversion and asked the Clerk to write and confirm this.

2018/64 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 12th June 2018 at St Matthews Church, Fromes Hill.

There being no other business, the meeting concluded at 21.10.