MINUTES OF THE ANNUAL MEETING OF THE COUNCIL HELD ON THURSDAY 17TH MAY 2018 AT 1930 HOURS IN BACKWELL PARISH HALL, BACKWELL
PRESENT: Cllrs D Baker, M Bowerman, E Langston, J Llewellyn, R MacLeavy, S Mitchell, Z O’Keefe, S Ould, H Power, G Simmonite and P Soothill
IN ATTENDANCE: Mrs J Stone (Clerk of the Council)
MEMBERS OF THE PUBLIC: 1 member of public present
195 In the absence of the Chairman, Cllr S Ould was proposed and seconded
as Chairman to open the meeting and take nominations
Two Councillors requested a signed written ballot
196 Resolved: Unanimously to use ballot papers
1 To elect a Chairman
After the ballot Cllr H Power proposed Cllr P Soothill, seconded by Cllr Z O’Keefe. There were no other nominations
197 Resolved: By a majority decision it was agreed that Cllr P Soothill be elected as Chairman. 1 abstention
2 To receive the Chairman’s Declaration of Acceptance of Office or determine when it will be received
198 Cllr P Soothill signed the Chairman’s Declaration of Acceptance of Office form, witnessed by the Clerk
3 To elect a Vice Chairman
A written ballot was held for the Vice Chairman and afterwards Cllr P Soothill proposed Cllr R Taylor, seconded by Cllr M Bowerman
199 Resolved: It was unanimously agreed that Cllr R Taylor be elected as Vice Chairman
4 To receive the Vice Chairman’s Declaration of Acceptance of Office or determine when it will be received
200 Resolved: Unanimously to receive the Vice Chairman’s Declaration of Acceptance of Office on or before the next Full Council meeting on the 7th June 2018
5 Apologies
201 Cllrs J Cousins, S Edwards, D Seddon and R Taylor. District Cllr K Barclay. Police –
Phil Rudden and Kate Turner
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.
Personal Interest
202 Cllr P Soothill – Home near Grove Farm
Prejudicial Interest
203 None
Disclosable Pecuniary Interests
204 None
7 Minutes (Circulated)
205 Resolved: The Minutes of the Full Council meeting held on Thursday 3rd May
2018 were unanimously confirmed as a correct record by those present at
that meeting
8 Committees of the Council
206 Resolved: Unanimously the Chairman, Cllr P Soothill, to be a member of the
Planning Committee (ex-officio) and Cllr S Ould no longer to be a member
9 Working Parties of the Council
207 Resolved: Unanimously Cllrs R Taylor and S Mitchell no longer to be members of the Rights of Way Working Party. Cllrs R MacLeavy and G Simmonite to be added to the Working Party
208 Resolved: Unanimously the Enhancement Working Party to remain the same
Noted: It was suggested that the name be re-considered by the working party in
order to better indicate its activities
209 Resolved: By a majority vote the Chairman to be appointed to the Office Working Party. 1 abstention
210 Resolved: Unanimously Cllrs H Power and G Simmonite to be added to the Finance Working Party
211 Resolved: Unanimously the Communications Strategy Working Party to be renamed the Communications Strategy and Public Relations Working Party. Cllr Z O’Keefe to be added to the Working Party
212 Resolved: Unanimously the Local Green Spaces Working Party to be disbanded
213 Resolved: Unanimously Cllr R Taylor no longer to be a member of the Highways Working Party. Cllrs R MacLeavy and D Baker to be added to the Highways Working Party
214 Resolved: Unanimously the Moor Lane Proposed Development Working Party
to be disbanded
215 Resolved: Unanimously the Farleigh Fields Working Party to be disbanded
216 Resolved: Unanimously Cllr R Taylor no longer to be a member of the Station Road Working Party, resulting in one vacancy
Noted: It was agreed that the Highways and Station Road working parties would be considered by the Chairman and Vice Chairman and then discussed at the next
meeting
217 Resolved: Unanimously Cllr J Cousins to be added to the 2018-2036 Working Party
218 Resolved: Unanimously the Public Relations Working Party be incorporated into the Communications Strategy Working Party
219 Resolved: Unanimously the Allotment Advisory Group to remain the same
10 To appoint representatives to outside bodies and to consider revocation of BPC’s Chairman’s position, for a period of 1 year, as a representative on the Parish Hall Management Committee, and to appoint a Parish Council representative
220 Resolved: Unanimously Cllr S Ould to be Parish Council Trustee and representative on Parish Hall Management Committee, and the Chairman, Cllr P Soothill, to be ex-officio Trustee of Backwell Parish Hall
221 Resolved: Unanimously Cllrs R Taylor and M Bowerman no longer to be representatives to ALCA. Cllr Z O’Keefe and D Baker to be representatives
222 Resolved: Unanimously Cllr R MacLeavy to be added as a representative to the Community Drug Misuse Forum and Cllr E Langston to now be a reserve
223 Resolved: Unanimously Cllr S Mitchell to continue as Council representative on Bristol Airport Consultative Committee. Cllr G Simmonite to continue as representative number 2
224 Resolved: Unanimously Cllr S Mitchell to continue as Council representative on Bristol Airport Environmental Effects Working Party. Cllr G Simmonite to continue as representative number 2
Members discussed setting up a Bristol Airport Masterplan Working Party
225 Noted: To be discussed further at the 7th June 2018 Full Council meeting
226 Resolved: Unanimously Cllrs R Taylor and S Ould to continue as Council representatives to Backwell Foundation (4 year term).
227 Resolved: Unanimously Cllrs R Taylor and S Ould to continue as Council representatives to Backwell Educational Foundation (4 year term).
228 Resolved: Unanimously Cllr H Power to continue as Scribe to the Village Magazine
229 Resolved: Unanimously NSC Standards Sub-Committee (4 year term) vacancy to
be considered in 2019
230 Resolved: Unanimously Cllr R Taylor to no longer be a representative and Cllrs S Ould and M Bowerman be appointed Council representatives to Stancombe Quarry Liaison Steering Group
231 Resolved: Unanimously Cllr H Power to continue as Trustee for Village Magazine
Members discussed appointing representatives to CPRE, and felt this was not necessary at present as updates from CPRE were received on a regular basis
232 Noted
11 To note Deeds and Trust Instruments in the custody of the Council’s Solicitor
233 Noted
12 To readopt Financial Regulations
234 Resolved: Unanimously the Financial Regulations be readopted by the Council
13 To readopt Standing Orders
235 Resolved: Unanimously the Standing Orders be readopted by the Council
14 To note the Clerk as the Council’s Responsible Financial Officer (RFO)
236 Noted
15 To agree cheque signatories – 5 Councillors
237 Resolved: Unanimously Cllrs R Taylor, M Bowerman, S Edwards, H Power
and S Ould to remain as cheque signatories. Any two of these Councillors to sign cheques
16 To reaffirm the following Policies:
- Complaints Procedure
238 Resolved: Unanimously the Council readopt the existing Complaints Procedure
- Grievance Policy
239 Resolved: Unanimously the Council readopt the existing Grievance Policy
- Discipline Policy
240 Resolved: Unanimously the Council readopt the existing Discipline Policy
- Information Technology Policy
241 Resolved: Unanimously the Council readopt the existing Information Technology Policy
- Statement of Risk Assessment and Management
242 Resolved: Unanimously the Council readopt the existing Statement of Risk Assessment and Management
- Dignity at Work/Bullying and Harassment Policy
243 Resolved: Unanimously the Council readopt the existing Dignity at Work/Bullying and Harassment Policy
- Local Government Pension Scheme – Employer Discretions Policies
244 Resolved: Unanimously the Council readopt the existing Local Government Pension Scheme – Employer Discretions Policies
- Community Resilience Sandbag Deployment Policy
245 Resolved: Unanimously the Council readopt the existing Community
Resilience Sandbag Deployment Policy
17 To receive and consider Clerk’s Report
246 Noted
18 Public Participation (maximum 10 minutes)
Mr M Veal spoke on behalf of Backwell Residents Association and congratulated
Cllr P Soothill on his new role as Chairman of Backwell Parish Council. Mr Veal
raised a concern regarding Backwell Parish Council’s/BRA’s joint representation on the Stancombe Quarry Liaison Steering Group
247 Noted: To be discussed at the 7th June 2018 Full Council meeting
19 To receive such communications as the person presiding may wish to lay before the
Council
248 None
20 To answer questions from Councillors
Cllr H Power asked a question regarding communications received by the Parish Council
249 Noted
21 To consider renewal of Parish Council insurance with Zurich:
- £1,053.83 for one year
- £1,013.28 per year for a three year long term agreement
- £972.75 per year for a five year long term agreement
(all of the above sums include insurance premium tax)
250 Resolved: Unanimously Backwell Parish Council to enter into a five year long term agreement with Zurich
22 Update on letter received from a resident dated 19.4.18 re formal complaint regarding Station Road
Cllr S Mitchell informed members a response had now been sent in relation to the
formal complaint received by the Parish Council
251 Noted
23 Update on email received from residents dated 20.4.18 re Moor Lane and Station Road
252 Members noted Cllr S Mitchell’s comments regarding a response which had been sent
24 To discuss amended proposals to Coles Quarry Planning Application
253 Members noted Mr Fred Malton would be in attendance prior to the next Full
Council meeting on Thursday 7th June 2018, and the matter would be discussed
at that meeting
25 Update on proposed Western Power Distribution works at Oatfield Play Area, Downside
Cllr S Mitchell outlined Western Power’s proposals, which would be distributed
with the 7th June 2018 Full Council meeting papers
254 Noted
26 Planning matters
To consider the following planning applications:
- Planning application no. 18/P/2667/FUL Land at Church Lane,
Backwell – retention of field gate entrance made by Bristol
Water in connection with their Southern Strategic Support
Main Scheme
255 Resolved: Unanimously as this application is within the
Green Belt Backwell Parish Council will support the decision
of the NSC Planning Officer. BPC however agree with the
concerns over safety and lack of any proposed drainage raised
by their residents
- Planning application no. 18/P/2997/FUL 86 West Town Road,
Backwell – variation or removal of condition no. 2 on application
17/P/0430/F to allow minor alteration to appearance of building
256 Resolved: By a majority vote Backwell Parish Council has no objection
to this application. 1 abstention
- Planning application no. 18/P/3016/FUH Station Cottage, 7
Station Close, Backwell – replacement of garage and store to
store and studio
257 Resolved: Unanimously Backwell Parish Council has no objection
to this application
- Planning application no. 18/P/3061/FUH Woodlands, Backwell Hill
Backwell – raise roof to form accommodation at first floor,
side extension for new stairs
258 Resolved: Unanimously as this application is within the Green Belt,
Backwell Parish Council will support the decision of the NSC Planning
Officer
- Planning application no. 18/P/3129/TRCA 14 Chapel Hill, Backwell –
T1 – Cypress – 2m reduction
259 Resolved: Unanimously Backwell Parish Council supports the
recommendations/decisions of the NSC Tree Officer
260 There being no further items of business, the Chairman closed the meeting at
2109 hours