Minutes October 2020

Minutes of a meeting held remotely via Zoom at 7.30pm on Tuesday 13th October 2020

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.

The meeting began with an informative presentation by Hereford Council on s.106 monies. There will be monies available from the ‘Wheatsheaf Inn’ development at Fromes Hill towards transport measures and for open spaces. The Parish Council was asked to put together a “wish list” of what they would like to spend the money on, in priority order and Herefordshire Council would consult with Balfour Beatty to establish what was affordable with the funds available.
The Councillors discussed the presentation relating to s.106. This was particularly relevant as the Council had received correspondence from a number of residents raising concerns about the speed of traffic on the A4103 through Fromes Hill, and the need for further traffic calming measures.
There was a consensus that the funding should not be consumed by consultancy fees and other studies. It was agreed that the number 1 priority would be to reduce the speed of the traffic on the A4103 through Fromes Hill. It was agreed that the best way to do this was to request a reduction in the speed limit from 40mph to 30mph with a speed camera on both sides of the road. It was also agreed that the Council would engage with local residents and encourage Herefordshire Council to take more robust measures to address this issue.
The second priority would be for a crossing of some type.
With regard to the open spaces element, Cllrs would like to install a children’s play area.

2020/89 To receive apologies for absence
Apologies had been received from Cllr Parker.

2020/90 Public Participation
There was 1 members of the public present for the presentation by Hereford Council.
Ward Cllr Chowns was also present for the presentation.
The newly appointed Clerk was also present at the meeting.
After the presentation the member of the public and Cllr Chowns left the meeting.

2020/91 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 2020/93.10. An entry was made in the register and will be signed by Cllr Partridge when safe to do so.

2020/92 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.

2020/93 Finance
93.1 Bank Reconciliation – a copy of the bank reconciliation for July and August 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 @ 30/09/2020 is £42292.32.
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 as listed below:
93.2 Came & Company – Insurance – £1311.21
93.3 C Pinches – Internal Auditor – £62.50
93.4 PKF Littlejohn – External Auditor – £200.00
93.5 P Eaton – Litter Picking – £156.60
93.6 R Brooman – Clerks expenses – £48.86
93.7 R Brooman – Treasurers expenses – £14.17
93.8 R Brooman – Clerks services – £1050.00
93.9 R Brooman – Treasurers services – £385.00
93.10 B C Partridge – Diesel – £70.00
Permission to pay all invoices listed was agreed.

93.11 External Auditor Report – prior to the meeting, a copy of the External Auditors Report had been circulated to all Councillors. The report showed everything was in order with the Council’s accounts and the Chairman thanked the Treasurer for ensuring that this was the case.
93.12 Budget/Precept – prior to the meeting, a copy of the Budget Review was issued to all councillors for consideration. Figures were agreed in each category for the coming year and a precept of £25,000.00 was agreed for the year 2021/2022.

2020/94 Planning
There were 5 applications to consider as listed below.
None of the sites had been visited by Councillors.

2020/94.1 P202961/PA7 Leadon Court, Fromes Hill, HR8 1HT
Application for prior notification of agricultural building PRIOR APPROVAL
PRIOR APPROVAL was granted

2020/94.2 P202922/F Cheney Court, Bishops Frome, WR6 5AS
Proposed Infill extension, new roof and new windows and doors to existing single storey rear wing. New roof and door openings to existingout building.

2020/94.3 P202859/F Groves Head Cottage, Acton Beauchamp, WR6 5AQ
Extension to ground floor sitting room and first floor bedroom. Relocation of front entrance porch.

2020/94.4 P203032/L Rhea House, Bishops Frome, WR6 5BQ
The signs had now been prepared and are programmed in to be

2020/94.5 P194217/F Land South of the Wheatsheaf Inn, Fromes Hill
Application for variation of condition 2 and 3 of planning permission.
P150473/F (Proposed residential development of 20 houses including 7 affordable houses) as amended by P181702/F. To allow change to house types and materials.

2020/95 Ward Councillor Report
The Ward Cllr was not present.

2020/96 SID’s/SpeedWatch
It had been agreed at the end of last year to put the purchase of SID’s on hold while waiting to see what measures could be put in place at Fromes Hill with the expected s.106 monies. In the meantime it had been agreed to promote the Speedwatch Scheme in Bishops Frome. Due to the Covid outbreak this had not happened. Cllrs agreed that they would look to promote the Speedwatch Scheme in Bishops Frome next spring.

2020/97 Councillor Vacancy
The Clerk advised that the adverts had been put up but as yet no applicants had come forward. Cllr (Ms) Sincock knew someone who had expressed an interest and agreed to contact them.

2020/98 Smart Water Signs
The Clerk confirmed that the signs have been prepared and they are due to be put up on Tuesday 20th October. The team would like someone to attend for a socially distanced photograph to go on their twitter feed.
A copy of the final sign positioning had been sent to councillors prior to the meeting.
Cllr W Pudge volunteered to attend for the photograph.

2020/99 Update Standing Orders
Prior to the meeting the Clerk had circulated updated copies of the Standing Orders for consideration. There were 2 amendments. Firstly to amend voting rights to include paper ballot if deemed appropriate and secondly to update the Public Contracts Regulations. Cllrs approved the updated Standing Orders.

2020/100 Consider time extension to Zoom Meetings
As it appears that meetings will be conducted remotely for some time, it was proposed that the Parish Council apply for a Zoom subscription through the Clerk’s email address to enable longer meetings and to enable meetings of the Sports Committee and Fromes Hill Field Committee.

2020/101 Fromes Hill Report
101.1 Speeding on the A4103 – the Clerk had received several emails from members of the public regarding the speed of traffic through Fromes Hill. The matter was discussed at length during the s.106 presentation.
101.2 Fromes Hill Field – Cllr Partridge advised that a meeting of the Fromes Hill Field Committee is being arranged.

2020/102 Bishops Frome Report
102.1 Bishops Frome Village Centre change of status – following discussion it was agreed to look at other Village Halls and Parish Council’s to see how they operate.
102.2 Cameras and CCTV – Cllr Morel advised that the CCTV and cameras were being installed next Friday, 16th.

2020/103 Sports Committee Report
103.1 Flying of model aircraft – the Clerk advised Cllrs that she had received an enquiry from a member of the public asking if it would be permissible to fly model aircraft over the Sports Field. Cllrs discussed the matter in conjunction with the terms of the lease and agreed that this should not be permitted.
103.2 Valuation of Sports Pavilion for insurance purposes – Cllr J Pudge advised that he had arranged for a surveyor to assess the Sports Pavilion and provide an updated insurance valuation.
Cllr Partridge advised that the door to the electric meter had been smashed and he had asked a local electrician to make the necessary repairs.
Cllr Partridge also advised that there is an issue with moles again on the Sports Field. Cllr J Pudge said that he would arrange for someone to take a look.

2020/104 Community Resilience Plan
Due to time constraints of the meeting this matter was carried forward to the next meeting.

2020/105 Footpaths Officer Report (FPO)
105.1 Accessibility for All – due to time constraints this matter was deferred to the next meeting and the Clerk was asked to re-send the original information together with the FPO’s report to all Cllrs.
The FPO advised that there is another tree down on the footpath at Halmonds Frome. She will approach the landowner to arrange for clearance.

2020/106 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 on Tuesday 10th November 2020.
As a new Clerk has now been appointed with effect from 1st November 2020, Mr & Mrs Brooman will retire as Clerk & Treasurer at the end of October. As the meeting concluded, the Chairman thanked them both for continuing in their roles until a new Clerk had been appointed to take over both roles.

There being no further business, the meeting concluded at 21:15.

Bank reconciliation 30. 09. 20 (1)