COMPTON MARTIN PARISH COUNCIL
cmpc_clerk@yahoo.com
Schedule of Payments
8 April 2019
24 April 2019 - Annual Parish Meeting
13 May 2019 - Annual Parish Council Meeting
10 June 2019
13 May 2019 - Annual Parish Council Meeting



MINUTES OF COMPTON MARTIN ANNUAL PARISH COUNCIL MEETING

HELD ON 13 MAY 2019 AT 7.00 P.M.

IN COMPTON MARTIN VILLAGE HALL

 

Present

Councillor A Jurkiw – (AJ) Retiring Chairman

Councillor C Craig (CC)

Councillor J Halling-Brown – (JHB)

Councillor T Maggs (TM)

Councillor P Shipman – (PS)

Councillor P Walton – (PW)

Clerk Jane Griffiths

District Councillor Victor Pritchard

6 Members of the Public

 

Andrij Jurkiw, Retiring Chairman of Compton Martin Parish Council presided over Items 1, and 1.1

 

1.         Election of Officers:

           

    • All Councillors signed Declarations of Acceptance of Office.

 

    • It was proposed and seconded to agree that as Councillor Chapman was unable to attend the May meeting due to recovery from illness he will sign his Declaration of Acceptance of Office at the first available meeting.

 

            1.         Chairman

      • To elect the Chairman of the Council

Councillor Craig was proposed and seconded as Chairman of the Council for 2019/20.  Councillor Craig accepted.  All in favour.

      • The Newly Elected Chairman signed the Declaration of Acceptance of Office

 

Andrij Jurkiw stood down and Councillor Craig took the Chair

 

            2.         Vice Chairman/Chairmen

      • To elect the Vice Chairman/Vice Chairmen of the Council

Councillors agreed it would be beneficial to elect two Vice Chairman to the Parish Council.

Councillor Maggs and Councillor Shipman were proposed and seconded as Vice Chairman of the Council for 2019/20. Both Councillors accepted the post.  All in favour.

      • The Newly Elected Vice Chairmen  signed the Declaration of Acceptance of Office
      •  

1.         Election of Officers: (Continued)

 

            The following Officers were proposed and seconded.

 

3.         Proper Officer and Responsible Financial Officer

            The Clerk.

4.         Press Representative

            The Clerk.

5.         Procedures Co-ordinator

            It was felt that this post was no longer necessary.

6.         Compton Martin Village Hall Representative

            Councillor Halling-Brown

7.         ALCA Representatives – B&NES ALCA AGM – 29th May 2019

            The Clerk and Councillor Halling-Brown.

8.         Chew Valley Forum Representative

Councillor Craig to continue as the representative for the Chew Valley Forum.  He confirmed that the Chew Valley Forum was open to everyone.

9.         Local Flood Representative B&NES

            Councillor Halling-Brown

10.       Rural Transport Group Representative

            Councillors Shipman and Walton 

            All in favour.

 

2.         To receive and accept apologies for absence

·         Apologies were received from Councillor Chapman.

3.         To receive any declaration of interest (Dpi) in the agenda

·         None

Public Participation Session

 

The Public Participation Session provides an opportunity for members of the public to raise questions about and comment on items on the agenda.  Time for this session is limited to 10 minutes (three minutes per person)

 

            Comments received covered:

 

·         The Somerset Cider and Cheese Event and Resident Permits

·         Thanks were passed to Andrij Jurkiw for his past service to the Parish Council and thanks were passed to the current Councillors who had put themselves forward for election.

·         It was confirmed that Dr Axel Palmer was the Independent Chairman of the B&NES Standards Committee.

 

4.         To approve and sign the minutes of the previous meeting

·         8 April 2019– Parish Council Meeting

·         24 April 2019 – Annual Parish Meeting

 

It was proposed and seconded that the above minutes be approved and signed.  All in favour.

 

5.         To approve and adopt the Standing Orders for Compton Martin Parish Council 

 

It was proposed and seconded that the above Standing Orders be approved and adopted.  All in favour.

 

6.         To approve and adopt the Code of Conduct for Compton Martin Parish Council

 

It was proposed and seconded that the above Code of Conduct be approved and adopted.  All in favour.

 

7.         To approve and adopt the Financial Regulations for Compton Martin Parish Council.

 

It was proposed and seconded that the above Financial Regulations be approved and adopted.  All in favour.

 

8.         That the authorised signatories in the current NatWest Bank mandate, be changed in accordance with the section relating to Authorised Signatories.    Two signatories continue to be required for payments by cheque.

           

It was proposed and seconded that the NatWest mandate be changed in accordance with the section relating to Authorised Signatories.  Two signatories continued to be required for payment by cheque.   All in favour.

 

9.         To appoint an Internal Auditor – IAC Limited – to audit the accounts for 2019/20

           

It was proposed and seconded that IAC Limited should continue as the Internal Auditor for the Parish Council for 2019/20.  All in favour.

           

 

10.       To review the Working Party structures and to appoint members and a chairman to serve on the following Working Parties for 2019/20. 

           

It was proposed and seconded the following councillors will be appointed to serve on the

following Working Parties for 2019/20.

 

a)         Planning Working Party and lead for HELAA and CIL

            Paula Walton (Chairman), Paul Shipman, Chris Craig and Terry Maggs. 

            Paula Walton will lead on HELAA.  Chris Craig will lead on CIL.

 

            b)         Highways Working Party (to include Bus Shelter Project)

                        Julia Halling-Brown, Paul Shipman (Chairman), Terry Maggs

 

Discussion took place regarding the working parties for the Pond, Coombe View and The Batch and it was proposed and seconded that these two working parties be amalgamated.

All in favour.

 

c)         Coombe View, The Batch, The Pond and Pump Working Party

                        Paul Shipman (Chairman) and Julia Halling-Brown. 

                        Terms of Reference to be revised for the June meeting.

           

            e)         Broadband Working Party

It was agreed that this working party was now not needed and any issues relating to broadband is more of a highways issue.  All in favour.

 

            f)         Footpath Walk Working Party

                        Paul Shipman (Chairman), Julia Halling-Brown and Paula Walton.

 

            h)         Chew Valley Neighbourhood Plan and Placemaking

                        Chris Craig (Chairman), Paul Shipman and Terry Maggs.

 

11        Finance Working Party

To appoint members, to include the Chairman on the Finance Working Party for 2019/20.

 

Chris Craig (Chairman), Terry Maggs and Julia Halling-Brown.

 

All in favour

 

 

 

12.       It was proposed and seconded that the following Parish Council Policies be adopted for 2019/20.

1.      General Data Protection Regulations

·         Data Breach Policy

·         Data Protection Policy

·         GDPR Security Compliance Checklist

·         General Privacy Notice

·         Privacy Notice Staff, Councillors/Role Holders

·         Records Retention Policy

·         Subject Access Request Procedure (SARS)

·         Data Map

2.      Equal Opportunities

3.      Freedom of Information

4.      Health and Safety

5.      Protocol on Filming

6.      Grant Policy

7.      Training policy

8.      Privacy Policy

All in favour.

 

13.       Insurance Policy

    1. To confirm the Parish Council’s wish to continue to work with Came & Company as the Parish Council’s insurance agents.

It was proposed and seconded that Came & Company be appointed as the Parish Council’s insurance agents. All in favour.

 

    1. To consider the three quotations received by Came & Company.
    2. To consider and agree the recommendations given by Came & Company to accept the quotation given by Hiscox as follows:

                                            i.            An annual premium with Hiscox of £441.28, including £50 administration fee covering the period 2019/2020

                                          ii.            A three year binding Long Term Agreement Option with Hiscox at an annual premium of £421.72, including £50 administration fee.

 

It was proposed and seconded that the options of a three year binding Long Term

Agreement Option with Hiscox at an annual premium of £421.72 be accepted. 

All in favour

 

14.       It was proposed and seconded that the following payments be made.  All in favour:

 

Date

Cheque No or Standing Order

Cheque signed by

Total

Amount

 

£

VAT Reclaim

Payee and Description

13 May 2019

001168

CC/JHB

421.72

Nil

Came & Company – Parish Council Insurance for 2019/20

13 May 2019

001169

CC/JHB

540.03

Nil

Mrs E Griffiths – Clerk’s Salary for May

 

15.       To adopt the Council Asset Register for 2018/19.

It was proposed and seconded that the Council Asset Register be adopted for 2018/19.  All in favour. To be reviewed in the autumn of 2019.

 

16.       To adopt the Council Risk Assessment for 2018/19.

It was proposed and seconded that the Council Risk Assessment be adopted for 2018/19.  All in favour. To be reviewed in the autumn of 2019.

 

17.       Draft Minutes

The Parish Council confirmed their wish to publish draft minutes of Parish Council Meetings on the Parish Council website before approval.

 

18.       The Parish Council agreed meetings of Compton Martin Parish Council will continue be held on the second Monday of each month (with the exception of August).

 

19.       To confirm:

    1. The clerk’s salary 2019/20 - £6,979.56
    2. The clerk’s hours – 12 hour per week
    3. The clerk’s Contract of Employment – No change
    4. The Parish Council’s Disciplinary, Dismissal and Grievance Procedure for staff members.

 

 

 

20.       Planning Applications

1.         To consider and comment on the following B&NES Planning Decisions received:

  1. 19/00899/FUL – The Barn, Unregistered Property, The Street, Compton Martin, Erection of single storey side extension with link to existing garage and hip roof following removal of dormer window and sloping roof section. Mr and Mrs Michael Weaver. PERMIT
  2. 18/02543/FUL - Chew Valley Lake Walking and Cycle Trail for walkers and cyclists around Chew Valley Lake (including associated engineering works) NOW AMENDED SUCH THAT THE EASTERN SECTION AND SOUTHERN SECTION ARE NOW EXCLUDED FROM THE APPLICATION.  PERMISSION NOW SOUGHT FOR NORTH-WEST SECTION ONLY.   Applicant – Sustrans Limited –  NEW DRAWINGS AND REPORT -PENDING
  3. 19/01074/TCA – Tree Trimming Works for Western Power – Streamside, Mill Lane, Compton Martin – Trimming of a Eucalyptus away from the LV conductor. 

NO OJECTION

 

2.   To receive a report from the Planning Working Party and consider their recommendations regarding the following Planning Applications.

            19/01948/FUL – Grove House, The Street, Compton Martin. – Mr Matthews

            Erection of single storey extension to existing garage.

     

      The Clerk confirmed that an extension of time had been granted by the B&NES Case Officer and this item will be placed on the agenda for June.

 

 

21. Correspondence

    1. Confirmation of payment of first half of Precept for 2018/19

 

22. Parish Councillor Vacancy (Co-opted)

Due to the number of candidates being lower than the number of seats in the recent elections, there is a vacancy for a parish councillor. 

The Clerk was instructed to place an advertisement in The Link, CV Gazette and place on notice boards and the website.  The Clerk will send out to the email list again and will place on social media. 

 

 

 

 

 

 

23.       To receive Updates from Working Parties

            1. Coombe View and The Batch

·         Both Coombe View and The Batch have been cut recently.

 

            2. The Pond

·         The pond weed has been cut.  The main contractor will not be in a position to help the parish council in the future with this work, but his assistant is willing to continue.  Contact details will be passed to the new working party.

 

It was proposed and seconded that payment be made to the contractor for cutting the weed and the contractor of disposing of the weed.  All payments have been budgeted and approved by the previous parish council. All in favour.

 

Date

Cheque No or Standing Order

Cheque signed by

Total

Amount

 

£

VAT Reclaim

Payee and Description

13 May 2019

001170

CC/JHB

425.00

Nil

R Newby – Cutting of the pond weed.

13 May 2019

001171

CC/JHB

150.00

Nil

P Durbin – Removal of the pond weed.

 

3. Highways

·         Further road closure notices have been received regarding work by Telent on behalf of Gigaclear.

 

25.       To receive reports from Councillors who have attended outside meetings and dates of future outside meetings.

·         No outside meetings

 

25.       To receive an update from District Councillor Victor Pritchard

·         A report was received from District Councillor Victor Pritchard

 

26.       Future Dates of Meetings

o   ALCA B&NES Meeting – 29 May 2019 – JG/JHB

    • Parish Council Meeting -10th June 2019
    • Chew Valley Neighbourhood Plan – 17 June 2019 – CC/TM/PS
    • Parish Council Meeting - 8th July 2019
    • No scheduled meeting for August 2019