Minutes 8th September 2020

Minutes of a meeting held at 7.30pm on Tuesday 14th July 2020 held remotely in accordance with Covid-19 regulations

Present: Cllr Nash (Chair), Cllr Partridge, Cllr J Pudge, Cllr M Pudge, Cllr W Pudge, Cllr Ms Sincock and Cllr Morel.
Mr Brooman, the Council’s Treasurer was also present.

2020/60 To receive apologies for absence
Cllr Parker was not in attendance.
The Clerk had advised councillors that she had received an email resignation letter from Cllr Hydes. A notice of vacancy has been prepared by Herefordshire Council and Parishioners have until 12th August 2020 to request an election if they so wish. If no election is requested, the Parish Council will be able to co-opt a person to fill the vacancy.

2020/61 Declarations of interest
a) To receive declarations of interest from councillors on items on the agenda
b) To receive written requests for dispensations for disclosable pecuniary interests (if any)
c) To grant any requests for dispensation as appropriate
Cllr Partridge declared an interest in Agenda item 2020/64.6. An entry was made in the register and will be signed by Cllr Partridge when safe to do so.

2020/62 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 will be signed by Cllr Nash (Chair) when safe to do so.

2020/63 Public Participation
There were no members of the public present.

2020/64 Finance
64.1 Bank Reconciliation – a copy of the bank reconciliation for June had been circulated to Councillors prior to the meeting. The bank reconciliation was reviewed and agreed by the Chairman and RFO to confirm the current balance held by the Parish Council @ 30/06/2020 is £31066.89.
The bank reconciliation will be signed by the Chairman and Treasurer when safe to do so.
An independent councillor who is a non-cheque signatory, will sign the bank statement to confirm that the balance agreed to the Council’s accounting statement, when safe to do so.
The Treasurer asked permission to pay the outstanding invoices:
64.2 Sunderlands – Sports Field Rent – £350.00
64.3 St Matthew’s Church Fromes Hill – Request for grant towards the cost of churchyard maintenance.
64.4 Bishops Frome Village Centre – Replacement Defibrillator pads – £42.00
64.5 Frome Valley Group of Churches – Advertisement for Clerk/Treasurer Job Vacancy in Valley News (March 2020) – £10.00
64.6 B C Partridge – Diesel for mower – £43.35
Councillors agreed that all outstanding invoices should be paid and a grant of £500.00 was agreed for St Matthews Church towards churchyard maintenance.
64.7 Full review of Internal Audit- The Treasurer advised that the Internal Audit had been completed and no issues had been raised. Cllr Pudge drew attention to the fact that only 1 employee had been recorded by the Internal Auditor but there are in 2 employees.

2020/65 Planning
There are 4 new planning applications.

2020/65.1 P201894/XA2 17 Knights Court, Bishops Frome, WR6 5BZ
Application for the discharge of details reserved by condition 3
Attached to planning permission 181714
Comments are not being accepted on this application.

2020/65.2 P201662/FH Holly Cottage, Fromes Hill, HR8 1HS
Proposed replacement garage
Cllr Nash visited this site and advised councillors that this application would not affect anyone else. Councillors wished to support the application.

2020/65.3 P201736/L Rhea House, Bishops Frome, WR6 5BQ
Proposed replacement of 3 number internal flush doors
2020/65.4 P201824/L Rhea House, Bishops Frome, WR6 5BQ
Proposal to demolish existing brick garage, water tank and associated wall
This site has not been visited.

2020/66 Ward Councillor Report
Ward Councillor Chowns gave councillors a brief update on the recent Covid-19 outbreak at the farm in Mathon. The outbreak is being contained on the farm.
Cllr Chowns reported that Hereford Council are supporting the hospitality trade by supporting restaurants etc. to utilise outdoor space.
There have been less applications for grants from businesses than was expected so the scheme is going to be extended.
There us a full council meeting on Friday which will be streamed online.
Cllr Chowns asked if we would like to invite someone from Hereford Council to talk to us about s.106 monies and how to make best use of it. Councillors thought this would be helpful as we have money expected from the Fromes Hill development.

2020/67 Smart Water Signage
As requested at the last meeting, the Clerk had contacted Estelle at West Mercia police for approval of the proposed positioning of the Smart Water signage plus requesting an additional 6 signs. Estelle had confirmed that she would do her best to get our draft approved and requested that we add the additional signage required to the draft map. She also wished to know the wording for the A1 signs, Bishops Frome or Bishops Frome Parish.
Councillors agreed that the wording on the A1 signs should be Bishops Frome to take advantage of the larger print size.
There was a discussion as to where would be the best place to put the additional signs and Cllr W Pudge said that he would amend the map to include the new signs to be circulated for councillors to approve.

2020/68 Bishops Frome Report
68.1 Play Area – Cllr M Pudge reported that he had been looking in to how we could safely re-open the Play Area after reviewing information received from Hereford Council. It was agreed that the Play Area should now be re-opened with clear signage based on the notices being used by Hereford Council reminding people to keep 2m apart, restricting the number of people in the Play Area at any one time and encouraging children’s hands to be sanitised before and after play.
68.2 Sports Facilities – Cllr W Pudge had been looking in to updating the Risk Assessment for the Sports facilities. He explained the government guidelines and agreed to put together a Covid-19 supplement to the Risk Assessment for approval.
68.3 Community Garden – the Clerk confirmed that she had requested a revised Risk Assessment for the Community Garden.

2020/69 Clerk/Treasurer Position
In May, the Clerk and Treasurer had agreed to return to their roles until replacements were found or 31st December 2020 whichever is sooner. It was therefore agreed that an advertisement for the new combined position should be drawn up with an application end date of 1st September 2020 so that applicants could be considered at the next Parish Council meeting. The job will be advertised on the terms agreed earlier in the year.

2020/70 Footpaths Officer Report
70.1 Accessibility for All – Cllr Ms Sincock outlined the scheme to councillors. It was agreed that she would put some information together for councillors to consider at the next meeting.
Cllr Sincock confirmed that the blocked footpath at Halmonds Frome had still not been cleared. It was agreed that this should now be passed to Balfour Beatty to deal with.

Cllr Morel mentioned that Bishops Frome Village Centre Committee are meeting on Thursday 16th July. A meeting was scheduled before lockdown for representatives of the Parish Council and representatives of Bishops Frome Village Centre Committee to discuss a way forward regarding the proposed change of status of the Village Centre. Cllrs agreed that a Zoom meeting between the two parties should now be arranged.
Cllr Morel also mentioned that we had discussed the possibility of assisting the Village Centre Committee with the cost of floodlighting in the car park and CCTV. Cllrs agreed that if quotes were obtained for the next meeting they would consider them.

2020/71 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 September.

There being no other business, the meeting concluded at 20:45.

Bank reconciliation 30. 06. 20