Minutes of Annual Meeting of Council 19th May 2011
MINUTES OF THE ANNUAL MEETING OF THE COUNCIL HELD ON THURSDAY 19TH MAY 2011 AT 1930 HOURS IN BACKWELL PARISH HALL, BACKWELL
PRESENT: Cllrs C Pope, B Bucknell, R Day, M Gibbons Price, B Huggins, J Llewellyn,
R Mason, K Merryweather, S Ould, C Perry, S Pope, D Sparks, R Taylor and J Theis
IN ATTENDANCE: Mrs J Stone (Clerk of the Council) and District Cllrs K Barclay and
MEMBERS OF THE PUBLIC: Mr R Theis, Mrs T Trendell and Ms V Angear, North Somerset Times
1 To elect a Chairman
Cllr R Day proposed Cllr C Pope, seconded by Cllr J Llewellyn. There were no other
184 Resolved: It was unanimously agreed that Cllr C Pope be re-elected as Chairman.
2 To receive the Chairman's Declaration of Acceptance of Office or determine when it will be received
185 Cllr C Pope signed the Chairman's Declaration of Acceptance of Office form, witnessed
by the Clerk.
3 To elect a Vice Chairman
Cllr C Pope proposed Cllr R Taylor, seconded by Cllr B Huggins. There were no other
186 Resolved: It was unanimously agreed that Cllr R Taylor be re-elected as Vice
4 To receive the Vice Chairman's Declaration of Acceptance of Office or determine when it will be received
187 Cllr R Taylor signed the Vice Chairman's Declaration of Acceptance of Office form,
witnessed by the Clerk.
188 Cllr M Bowerman.
6 Declarations of Interest
The Chairman referred to the Declaration of Interests Register and asked Members of
Council if there were any further items to be entered in the Register.
189 Personal Interest
Cllr R Mason - Planning Application no. 11/P/0774/F - 96 West Town Road
190 Prejudicial Interest
7 Minutes (Circulated)
191 The minutes of the Full Council meeting held on Thursday 7th April 2011 were
unanimously confirmed as a correct record by those present at that meeting.
8 To receive, consider and approve the Annual Return
192 Resolved: Unanimously to approve
9 Committees of the Council (Please see attached Schedule A)
193 Resolved: Unanimously the Planning Committee to remain the same
194 Resolved: Unanimously Cllr J Theis to replace Cllr R Mason on the Rights of Way Committee. One vacancy remains.
195 The Chairman invited District Cllr K Barclay to speak and update members on the following:-
196 Station Road - members were informed that the footpath leading from Station Road would be cleared within the next 2 weeks by NSC.
197 Hyatts Wood Road Bus Shelter - the provisional date for the installation of the bus shelter at Hyatts Wood Road is the 7th June.
198 Backwell Scouts - Scouts would be carrying out a general tidy up of the area around West Leigh Infant School and Station Road next Tuesday evening.
199 BT Phone Box, West Town Road - BT has said they have no intention of removing the phone box, but have agreed to replace the missing door within the next 2 months. The Parish Council have been asked by BT to adopt the phone box. She informed members that if the Parish Council were willing to adopt the phone box, she had contacted a local building company who were prepared to paint and maintain it free of charge for the next 5 years, in return for sponsorship.
200 A370 Crossing - members were informed of a fund-raising meeting being organised for the proposed A370 crossing. Members were also informed that she had spoken with the Chief Executive of NSC, who was going to make enquiries.
201 Cllr R Taylor addressed members and asked them to carefully consider what they would like the Council to achieve in the next 12 months.
10 Working Parties of the Council (Please see attached Schedule A)
202 Resolved: Unanimously the Allotment Advisory Group to remain the same.
203 Resolved: Unanimously to cease the Highways Working Party.
204 Resolved: Unanimously the Enhancement Working Party to remain the same.
205 Resolved: Unanimously the Office Working Party to remain the same.
206 Resolved: Unanimously to increase the Finance Working Party from 5 to 6 members. Cllr R Day to be the additional member.
207 Resolved: Unanimously to cease the Play Area Working Party - Moor Lane and
208 Resolved: Unanimously to cease the Station Road Working Party.
11 To appoint Representatives to outside bodies (Please see attached Schedule A)..
209 Resolved: Unanimously Cllr R Mason continue as Council representative
to Nailsea & Backwell Children's Centre Partnership. The Council to have one representative only.
210 Resolved: Unanimously Cllrs R Taylor & R Mason continue as Council representatives to ALCA.
211 Resolved: Unanimously to cease Police Liaison representatives.
212 Resolved: Unanimously Cllrs R Mason & M Bowerman to continue as Council representatives to Community Drug Misuse Forum.
213 Resolved: Unanimously Cllr M Gibbons-Price to continue as observer to
Backwell Playing Fields Charity. Cllr J Theis to replace Cllr S Pope as observer
214 Resolved: Unanimously Cllr Bucknell to remain as Council representative to
215 Resolved: Unanimously Cllr C Pope to remain as representative to Backwell
Parish Hall Committee. The Council to have one representative only.
216 Resolved: Unanimously Cllrs B Bucknell and M Bowerman to remain as
Council representatives on Bristol Airport Consultative Committee.
217 Resolved: Unanimously Cllrs B Bucknell and M Bowerman to remain as
Council representatives on Bristol Airport Environmental Effects
218 Resolved: Unanimously Cllrs C Pope and R Taylor to remain as Council
representatives to Backwell Foundation (4 year term).
219 Resolved: Unanimously Cllrs C Pope and R Taylor to remain as Council
representatives to Backwell Educational Foundation (4 year term).
220 Resolved: Unanimously to cease Quarry Liaison representative.
221 Resolved: Unanimously Cllr S Pope to continue as Scribe to Backwell
12 To note Deeds and Trust Instruments in the custody of the Council's Solicitor
13 To readopt Financial Regulations
223 Resolved: Unanimously that the Financial Regulations be readopted by the Council.
14 To readopt Standing Orders
224 Resolved: Unanimously that the Standing Orders be readopted by the Council.
15 To note the Clerk as the Council's Responsible Financial Officer (RFO)
16 To agree cheque signatories - 5 Councillors
226 Resolved: Unanimously Cllrs C Pope, R Taylor, B Bucknell and M Gibbons-Price
to remain as cheque signatories. Cllr R Day to be added as a cheque signatory. Any two of these Councillors to sign cheques.
17 To reaffirm the following Policies:
a. Complaints Procedure
227 Resolved: Unanimously that the Council readopt the existing Complaints Procedure.
b. Grievance Policy
228 Resolved: Unanimously that the Council readopt the existing Grievance Policy.
c. Discipline Policy
229 Resolved: Unanimously that the Council readopt the existing Discipline Policy.
d. Information Technology Policy
230 Resolved: Unanimously that the Council readopt the existing Information Technology Policy.
e. Statement of Risk Assessment and Management
231 Resolved: Unanimously that the Council readopt the existing Statement of Risk Assessment and Management.
f. Dignity at Work/Bullying and Harassment Policy
232 Resolved: Unanimously that the Council readopt the existing Dignity at Work/Bullying and Harassment Policy.
g. Local Government Pension Scheme - Employers Discretions Policy
233 Resolved: Unanimously that the Council readopt the existing Local Government Pension Scheme - Employers Discretions Policy.
18 To receive and consider Clerk's Report
19 Public Participation (maximum 10 minutes)
20 To receive such communications as the person presiding may wish to lay before the council
236 The Chairman welcomed Cllr J Theis onto Backwell Parish Council, and congratulated
District Cllrs K Barclay and T Collinson on being re-elected as District Councillors.
21 To answer questions from Councillors
22 To receive and consider reports and minutes of Committees
To receive the draft Minutes of the Planning Committee meeting held on Thursday 21st April 2011
a. To receive and consider the receipts and payments schedule for April/May
2011 (Checked by Cllr Mason prior to meeting)
239 Councillors noted the schedule previously circulated.
b. To authorise expenditure for the months of April/May 2011
240 Resolved: By a majority vote to authorise expenditure. 1 abstention.
c. To receive, consider and approve renewal of annual insurance premium
at a cost of £1,365.00 (please see enclosed insurance quotation)
241 Resolved: Unanimously to approve renewal of insurance at a cost of
d. To receive and consider report from Cllr R Day regarding relocation of the
planter outside Parkers at a cost of £30.00.
242 Resolved: Unanimously to relocate the planter at a cost of £30.00.
e. To consider renewal of annual subscription to CPRE in the sum of £29.00.
243 Resolved: Unanimously to approve renewal of annual subscription to CPRE at a cost of £29.00.
f. To receive Internal Audit Report (Final) 2010-11 dated 18.4.11
244 Resolved: Unanimously the Council thanked the Clerk for her work
in getting the Annual Return completed in good time.
g. To consider reprint of 200 copies of Backwell Walks leaflets at a cost
245 Resolved: Unanimously to authorise expenditure of £278 for reprinting
200 copies of Backwell Walks leaflets.
h. To consider purchase of laptop, projector and screen for use with
Planning Applications at a cost of £1,500. Money to be vired from
General Contingency Fund.
246 Resolved: Unanimously to authorise expenditure of £1,500 for purchase
of laptop, projector and screen. Funds to be vired from General
24 To receive and consider reports from Working Parties of the Council/Cllrs
a. Members discussed continuing with the Station Road Working Party.
b. Cllr R Taylor updated members on the forthcoming Localism Bill.
248 Resolved: Unanimously to be discussed further at the June Full
c. Cllr R Taylor's comments were noted regarding the War Memorial. Cllrs
B Huggins & D Sparks to look into this matter and report back at the June
Full Council meeting.
25 To consider request from Backwell Access Group for a Councillor to attend one of their meetings
Cllr R Mason volunteered to attend.
26 To approve change of date for September Planning Committee meeting from 15th September to 22nd September 2011
251 Resolved: Unanimously to change date of Planning Committee meeting to 22nd
27 To receive and consider email from Community Safety and Drug Action Team dated 26th April 2011 regarding Community Payback
252 Resolved: Unanimously members to report back at June Full Council meeting any
areas which require tidying up.
28 To receive and consider correspondence regarding request for skateboard
park at Backwell Playing Fields
Members discussed the request.
253 Resolved: Unanimously no money is available for this project at the current time.
29 To receive and consider letter from Nailsea Town Council dated 5th May 2011
regarding request for an additional sum of £1,500 towards the proposed path around Backwell Lake. Money to be vired from General Contingency Fund.
254 Resolved: Unanimously an additional £1,500 be authorised for this project. Funds
to be vired from General Contingency Fund.
30 To receive and consider correspondence from Dr P Gregory dated 26.4.11 re Hinkley C Connection Group
255 Correspondence noted.
31 To receive and consider email from North Somerset Council dated 5th May 2011 re 'Interest in starting a N Somerset Towns/forum and membership of Action for Market Towns'
256 Email noted.
32 To receive and consider correspondence dated April/May 2011 regarding the possibility of using planings on the allotment tracks
The Chairman read out an email received from Balfour Beatty, in which they advised that prior to using planings, you have to be confident the materials are not classed as hazardous waste. Tests would have to be carried out prior to the planings being used to determine their contents, and this would have to be done in a laboratory
257 Resolved: Unanimously in view of the advice received, the Council would not be
using planings at the allotment site.
33 To receive and consider email from Mr Shattock dated 6th May 2011 regarding road safety on Backwell Hill Road
258 Resolved: Unanimously the Council understands that this matter has already
been dealt with by District Cllr T Collinson, and the Council support his views.
34 To receive and consider ALCA Executives & Representatives Nomination Form (deadline 31st May 2011)
35 To consider the following Planning Applications:-
a. Planning Application No. 11/P/0704/F Land and buildings, Backwell
Hill Road, Backwell - Change of use of existing agricultural and
storage buildings to office/workshops - (Class B1) use including window
and door alterations to buildings A, B and D. Erection of a replacement
building following the demolition of building C - McFeggan Brown
260 Resolved: Unanimously no objection.
b. Planning Application No. 11/P/0705/CA Land and buildings, Backwell
Hill Road, Backwell - Conservation Area Consent to demolish building C - McFeggan Brown
261 Resolved: Unanimously no objection.
c. Planning Application No. 11/P/0713/WT 97 West Town Road, Backwell -
1) Remove top 15 ft of conifers x 7. 2) Remove top 15 ft of conifer,
trim side over driveway from bottom to top. 3) Total removal of
conifer on lawn in front of house to LHS front door. 4) Total removal
of conifer to RHS driveway to RHS of house at top of driveway.
6) Removal of top 15ft of Eucalyptus to rear of house and pollarding.
7) Removal of branches of lime overhanging the wall and removal to
to top 10ft near power lines - Mr K Cockrell
262 Resolved: Unanimously no objection.
d. Planning Application No. 11/P/0774/F 96 West Town Road, Backwell -
Refurbishment of existing dwelling to include erection of new entrance
and porch, new pitched roof over the rear bedroom, partial demolition
of existing conservatory, provision of French doors to south west
elevation, new detached garage and alterations to access (amendments
to 08/P/1510/F to change the position of the proposed garage) - Paul
263 Resolved: Unanimously no objection.
264 Confidential items
Resolved: That pursuant to the Public Bodies (Admission to Meetings) Act 1960, the Public and Press be excluded from the meeting for the following items due to the confidential nature of the business to be transacted.
The Chairman updated members on the situation regarding the Office Assistant
265 Resolved: Unanimously the Office Working Party be given authority to
interview potential candidates for the post of Office Assistant, and submit
their recommendation to the June Full Council.
266 There being no further items of business, the Chairman closed the meeting at 2105
Dates of Next Meetings
Full Council meeting - Thursday 9th June 2011 - 1930 hours in Backwell Parish
Planning Committee meeting - Thursday 16th June 2011 - 1900 hours in Backwell
Parish Hall, Backwell