Minutes 9th January 2018

 Minutes of a meeting held at 7.30pm on Tuesday 9th January 2018 at Bishops Frome Village Centre

Present: Cllr Nash (Chair), Cllr Partridge, Cllr Guise, Cllr Ms Sincock, Cllr Pudge and Cllr Parker.
Mr Brooman, the Council’s Treasurer was also present.
Ward Cllr Ellie Chowns arrived during the meeting.

2018/1 To receive apologies for absence
Apologies had been received from Cllr Mrs Roberts, Cllr Hydes and Cllr Marshall.
Councillors had been made aware of the circumstances behind Cllr Marshall’s extended absence and they decided to allow further absence until the March meeting.

2018/2 To receive declarations of interest and written requests for dispensation

Cllr Partridge declared an interest in Agenda items 2018/6.4, 6.5 & 6.6. An entry was made in the register and signed by Cllr Partridge.
2018/3 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).

2018/4 Public Participation
There were no members of the public present.

2018/5 Neighbourhood Plan
A revised Plan after the Examiner’s comments had been included, had been sent to all Councillors for consideration. Cllr Pudge proposed that the revised plan be accepted and this was seconded by Cllr Guise. All Cllrs present agreed and thanked Cllr Pudge for all his hard work.
Arrangements are now being made for the final NDP (with all the necessary amendments) to be sent to Herefordshire Council in time for a target referendum date of mid- March.

2018/6 Finance
6.1 Assertion 6 – an adequate and effective system of internal audit of the accounting records and control systems is maintained. The Parish Council’s accounts are audited by an independent, qualified person annually, and he has provided a written report confirming that sufficient controls are in place.
Mr Brooman summarised the Council’s current financial position and asked permission to pay the outstanding invoices listed below. Councillors confirmed they should all be paid.

6.2 Sunderlands – Sports Field rent – £350.00
6.3 P Eaton – Litter picking – £100.80
6.4 B C Partridge – 4 hours mowing (September) – £32.00

6.5 B C Partridge – Diesel (September) – £41.67
6.6 B C Partridge – Alarm Battery for Sports Pavilion – £18.50
6.9 HALC – Dancing with data training – £30.00

2018/7 Planning
2017/59.1 P171270/F Caravan known as Ladylute, Fromes Hill.
An additional supporting statement had been produced by the agent and posted on the planning website. On consideration of section 3, Land Farmed, Cllrs agreed that the final paragraph of this section was incorrect and requested the Clerk send an urgent email to the Planning Officer explaining this.

Ellie Chowns, the new Ward Councillor arrived and the meeting was paused briefly while introductions were made.

2018/8 Report on General Data Protection Regulation (GDPR) Briefing
The Clerk explained that data protection legislation is changing from 25/05/2018 when the new General Data Protection Regulations are introduced.
She advised that all Parish Councils will require a Data Protection Officer (DPO) to monitor compliance, advise on obligations for compliance and to provide training and support. HALC are looking at getting a Group DPO to cover multiple councils. There will be a cost to the Parish Council for this service.
Councillors will be offered training as we need to get it right, getting it wrong can lead to hefty fines and legal proceedings.
The Clerk advised that we need to get written consent from individuals to hold their data. For example, if collecting comments for the Neighbourhood Development Plan from Parishioners with their name, address etc on, we will need their written consent to hold that information.
Other things will need to be reviewed such as data retention policies and security of information.

2018/9 Fromes Hill Report
9.1 Fromes Hill Field – Progression is slow with the transfer documents and the solicitor’s costs are being queried. A meeting of the Fromes Hill Field Management committee is being arranged to try to move things forward.
9.2 Traffic Calming – Cllr Nash is preparing a letter to send to Balfour Beatty requesting the 40mph speed signs be moved further out of the village.
The suggestion was made that we look in to the Community Speed Watch Scheme for consideration at the next meeting. The Clerk agreed to take this forward.

2018/10 Bishops Frome Report
10.1 Village Gateway – The Clerk reported that Cathy Berkeley had left Balfour Beatty and as yet no replacement had been appointed but she had been in touch with the Locality Liaison Co-ordinator who was trying to obtain costings for the village signs.
10.2 Broadfields Close grass area – The grass area has been churned up again with the vehicles parking on it and the suggestion has been made that some of the grass be made in to a gravel parking area. Fortis Living have agreed to meet with Cllrs and local residents to see what may be possible.

2018/11 Sports Committee Report
11.1 Fencing around car park – the fencing has fallen in to a state of disrepair and requires urgent attention. Cllr Parker & Cllr Partridge agreed to obtain some quotations for a replacement fence for consideration at the next meeting. The hedge also requires trimming and they agreed to arrange for this to be completed too.
The slabs in front of the Sports Pavilion are breaking up and a meeting of the Sports Committee is to be arranged in the spring to consider the best way forward, replacing existing slabs or replacing with tarmac.

2018/12 Website Security
The Clerk advised Cllrs that she had been contacted by Mark regarding website security. He is offering to add a Lets Encript SSL security Certificate to Parish Council websites for free if they are members of HALC. This allows a secure connection from a webserver to a browser. Cllrs considered that additional security could only be a good thing and agreed that we should ask him to go ahead.

2018/13 Footpaths Officer Report
Cllr Ms Sincock reported a broken stile at Fromes Hill on PC land. She is going to request a replacement but wondered if a kissing gate would be better. Cllr Partridge and Cllr Pudge agreed to have a look at the site and advise which would be the best way forward.
BPF34 & 34a are still overgrown. Cllr Parker agreed to remind the landowner that the paths still needed clearing.

2018/14 To note the information sheet and date of next meeting
The Clerk drew attention to the items on the Information sheet and gave a summary of the Community Commissioning Model briefing.
The next meeting will be on Tuesday 13th February 2018.

There being no other business, the meeting concluded at 20.50