17th May 2018 Annual Meeting of Council minutes

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:

  1. Complaints Procedure

238                  Resolved: Unanimously the Council readopt the existing Complaints             Procedure

  1. Grievance Policy

239                  Resolved: Unanimously the Council readopt the existing Grievance             Policy

  1. Discipline Policy

240                  Resolved: Unanimously the Council readopt the existing Discipline              Policy

  1. Information Technology Policy

241                  Resolved: Unanimously the Council readopt the existing Information             Technology Policy

  1. Statement of Risk Assessment and Management

242                  Resolved: Unanimously the Council readopt the existing Statement of             Risk Assessment and Management

  1. Dignity at Work/Bullying and Harassment Policy

243                  Resolved: Unanimously the Council readopt the existing Dignity at             Work/Bullying and Harassment Policy

  1. Local Government Pension Scheme – Employer Discretions Policies

244                  Resolved: Unanimously the Council readopt the existing Local             Government Pension Scheme – Employer Discretions Policies

  1. 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. £1,053.83 for one year
  2. £1,013.28 per year for a three year long term agreement
  3. £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:

  1. 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

  1. 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

  1. 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

  1. 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

  1. 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

 

 

           

3rd May 2018 Full Council Minutes

BACKWELL PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

HELD ON THURSDAY 3RD MAY 2018

IN BACKWELL PARISH HALL, BACKWELL

 

Present: Cllrs R Taylor (Chairman), D Baker, M Bowerman, J Cousins, E Langston, J Llewellyn, Z O’Keefe, S Ould, R MacLeavy, S Mitchell, H Power, G Simmonite and P Soothill

 

In attendance: Mrs J Stone, Clerk of the Council

Members of the public: 5 members of public present

 

The Chairman opened the meeting by welcoming everyone present and pointed out the location of the emergency exits and toilets

 

  1. Apologies

146      Cllrs S Edwards and D Seddon.  District Cllr K Barclay

 

  1. To consider co-option of one new member onto Backwell Parish Council and, if co-opted, to receive their Declaration of Acceptance of Office

147      Resolved: Unanimously Dot Baker be co-opted onto Backwell Parish             Council.  Cllr Baker signed her Declaration, witnessed by the Clerk, and was

            invited to join the meeting

           

  1. Declarations of Interest

            To receive Councillors’ declarations of interests and to consider any written

application for dispensations

148      Personal interest

            Cllr P Soothill – Close to home

149      Prejudicial interest

            None

150      Disclosable Pecuniary Interests

            None

 

  1. Minutes (Circulated)

151      The Minutes of the Full Council meeting held on 5th April 2018 were unanimously confirmed as a correct record by those present at that meeting

 

  1. Public Participation

152      A resident spoke of her concerns regarding the proposed expansion of Bristol Airport, and the likely impact on the local roads

 

  1. To receive such communications as the person presiding may wish to lay

            before the Council

153      The Chairman reminded members to let him know of a date in September for

arranging a Councillor training course, and suggested the first week of

September

154      The Chairman suggested Councillors reply as individuals to the CPRE

consultation on the National Planning Policy Framework

155      The Chairman’s comments were noted regarding the Anti Bullying day being

held on Friday 29th June 2018 at Backwell Junior School

156      Members noted the new Backwell Parish Council website was now live, and

would be updated shortly

 

  1. To answer questions from Councillors

157        None

 

  1. To receive and consider reports and minutes of Committees

To receive the draft Minutes of the Planning Committee meeting held on

19.4.18

158      Noted

 

  1. To receive and consider a report from the Clerk of the Council
  2. To receive this report

159                  Noted

  1. Update on non-agenda items

160                  None

 

  1. To receive, consider and approve the Annual Governance and Accountability

            Return 2017/18 for the year ended 31.3.18:

  1.       To receive and note the Annual Internal Audit Report 2017/18

161                  Noted

  1.       To receive, consider and approve Section 1 – Annual Governance             Statement 2017/18

162                  Resolved: Unanimously to approve Section 1

  1.       To receive, consider and approve Section 2 – Accounting Statements             2017/18

163                  Resolved: Unanimously to approve Section 2

 

  1. Update on Farleigh Fields re Local Green Space

164      The Chairman’s comments were noted regarding an email received in respect

            of Farleigh Fields and Local Green Space

 

  1. To consider letter received from a resident dated 19.4.18 re formal complaint regarding Station Road (previously circulated)

Members discussed the letter, and the Chairman advised members he would be

meeting with NSC’s Streets and Open Spaces Officer for Backwell in 3-4 weeks

time.  To be discussed further at the 17th May 2018 Annual Council meeting

165      Noted

 

166      Agenda Item 23a was brought forward

  1. To receive and consider letter received on 23.4.18 from Bristol Airport re                         proposed planning application to increase capacity from 10mppa to                                     12mppa

167      Members noted Cllr S Mitchell’s comments on the forthcoming planning

            application, and the 8 week consultation period between the 14th May 2018 and

the 6th July 2018

 

  1. To consider email received from residents dated 20.4.18 re Moor Lane and

            Station Road (previously circulated)

168      Members noted the email received. To be discussed further at the 17th May

2018 Annual Council meeting

 

  1. Update on JSP and Local Plan

            The Chairman informed members BPC had engaged the services of an Ecologist,

a Planning Specialist and a Transport Consultant

169      Noted

 

  1. Update on Coles Quarry

            The Chairman spoke of revised proposals recently received in respect of the 2016 Planning Application, which is still to be determined by NSC

170      Noted.  To be discussed further at the 17th May 2018 Annual Council Meeting

 

  1. To authorise expenditure of £3,400 for funding of school crossing patrol at

            Backwell Junior School

171      Resolved: Unanimously to authorise expenditure

 

  1. To consider NSC’s removal of litter bins in Backwell

            Members discussed this matter and whether there was an increase in litter in the

village following the removal of the bins

 172     Noted.  The situation to be monitored

 

  1. To consider extension of Landscape Services (South West) Ltd contract for

            Annual Grounds Maintenance from April 2018 to March 2019 at a cost of £5,321.92 + VAT per annum (please see Clerk’s Report)

 173     Resolved: Unanimously to authorise

 

  1. To receive and consider email from Western Power Distribution dated

            16.4.18 re proposed works at Oatfield Play Area, Downside

            Cllr S Mitchell to attend a site meeting next week at Downside, and to

report back to the 17th May 2018 Annual Council meeting

174      Noted

 

  1.     To receive and consider email from Backwell Flax Bourton Cricket Club

            dated 17.4.18 requesting funding from £500 to £5,000

            Members discussed the application received.  Suggestions were made for the

Cricket Club to apply to the Bristol Airport Diamond Fund and the Tesco Local

Community Grant Scheme

175      Resolved: Unanimously the Clerk to inform the Cricket Club no funding available at present, but to advise grant application forms for the 2019/2020

            financial year are available up to the 31st August 2018 deadline

 

  1. To receive and consider reports from Working Parties of the Council/Cllrs
  2.          To receive update from Enhancement Working Party

     176             No update at present

  1. To receive update from Highways Working Party

                        Cllr S Mitchell gave a verbal update on various highway issues

     177             Noted.  The Highways Working Party to continue dialogue with NSC

  1. To receive update from Cllr R Taylor re Stancombe Quarry Local Liaison                                    Group & Community Fund meetings on the 21.3.18

     178             Cllr R Taylor’s report noted

  1. To receive and consider report from Communications Working Party

     179             Noted

 

180             Agenda Item 23b,c,d and e was brought forward

 

  1. Planning

    181              23a already discussed, see minute no. 167

                        To consider the following planning applications:

  1. Planning application no. 18/P/2799/LDP Farleigh House, Backwell                                       Common, Backwell – Application for a Lawful Development Certificate                               for the proposed erection of an outbuilding for incidental use

182              Resolved: Unanimously Backwell Parish Council has no objection to

                        this application

  1. Planning application no. 18/P/2698/FUH 86 Church Lane, Backwell –

The demolition/removal of existing front dormer and existing side

extension/garage and the erection of a new front dormer extension and a

new single storey side/rear extension

183             Resolved: Unanimously Backwell Parish Council has no objection to

                        this application

  1. Planning application no. 18/P/2819/FUH The Firs, Church Town,                                       Backwell – Proposed single storey rear extension and alterations to north

west elevation

184             Resolved: Unanimously Backwell Parish Council will support the

                        decision of the NSC Planning Officer on this application

  1. Planning application no. 18/P/2845/FUH 22 Mulberry Close, Backwell –

Erection of a single storey side and rear extension

185             Resolved: Unanimously Backwell Parish Council has no objection to

                        this application

 

  1. Accounts
  2. To receive and consider Receipts and Payments schedule for April 2018

(checked by Cllr H Power prior to the meeting)

   186             Noted

  1. To authorise expenditure for the month of April 2018

187             Resolved: Unanimously to authorise plus additional cheque no.

                        103537 Dino Digital (website) £600 + VAT and cheque no.                                              103538 Lucy White Planning Limited (planning advice re JSP) £480

  1. To receive and consider Internal Audit Report (Final) 2017-18 carried

out on 13.4.18

188      Resolved: Unanimously the Chairman thanked the Clerk for all her                                     work in connection with the recent audit.  The Council acknowledged                                    the Audit Report

                       

  1.             Confidential Items

            189      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

 

  1. Staff

            Staff matters

190      The Clerk left the meeting whilst the following was discussed

191      Resolved: Unanimously the Chairman to take the minutes in                                         the absence of the Clerk

            192      Resolved: Unanimously to award the Clerk, Office Assistant and                                    Village Orderly the cost of living rise as advised by SLCC and

                        NALC with effect from 1st April 2018

            193      The clerk rejoined the meeting and was advised of the resolution

 

            194      There being no further items of business, the Chairman closed the meeting                       at 2105 hours