MINUTES OF COMPTON MARTIN ANNUAL PARISH COUNCIL MEETING

HELD ON 14 MAY 2018 AT 7.00 P.M.

IN COMPTON MARTIN VILLAGE HALL

Present

Councillor R Chapman (RCh)

Councillor C Craig (CC)

Councillor J Halling-Brown (JHB)

Councillor A Jurkiw (AJ)

Councillor K Moore (KM)

Councillor P Shipman (PS)

Councillor E Taylor (ET)

Clerk Jane Griffiths

District Councillor Victor Pritchard (VP)

5 Members of the Public

1.         Election of Officers:

            Agenda Item 1 conducted by the Vice Chairman – Chris Craig

            1.         Chairman

It was proposed and seconded that Councillor Jurkiw continue as Chairman  of the Parish Council.  All in favour.

The Newly Elected Chairman signed the Declaration of Acceptance of Office

Councillor Jurkiw took the Chair

            2.         Vice Chairman

It was proposed and seconded that Councillor Craig continue as Vice Chairman  of the Parish Council.  All in favour

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

3.         Proper Officer and Responsible Financial Officer (Clerk)

It was proposed and seconded that the Clerk continue as the Proper Office and Responsible Finance Officer.  All in favour.

4.         Press Representative

It was proposed and seconded that the Clerk continue as the Press Representiative.  All in favour

5.         Procedures Co-ordinator

It was proposed and seconded that Councillor Jurkiw continue as Procedures Coordinator for the Parish Council.  All in favour

6.         Compton Martin Village Hall Representative

It was proposed and seconded that Councillor Halling-Brown continue as the Compton Martin Village Hall Representative.  All in favour.

7.         ALCA Representatives

It was proposed and seconded that Councillor Halling-Brown and the Clerk continue as the ALCA representatives for the Parish Council.

2.         To receive and accept apologies for absence

                        All Parish Councillors were present

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

                        There were no declaration of interests

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)

The following points were noted:

o   Thanks were passed regarding the Herringbone Wall

o   No Q and A after the Annual Parish Meeting

o   New Planning Application for the land between Leamon Cottage and Mendip Villas

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

·         9 April 2018– Parish Council Meeting

·         25 April 2018 – Annual Parish Meeting

It was proposed and seconded that the minutes of the above meetings 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 Standing Orders for Compton Martin Parish Council be approved.  This document will be reviewed by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

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

It was proposed and seconded that the Code of Conduct for Compton Martin Parish Council be approved.   All in favour.

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

It was proposed and seconded that the Financial Regulations for Compton Martin Parish Council be approved.  This document will be reviewed by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

8.         To appoint an Internal Auditor – IAC Limited – to audit the accounts for 2018/19

It was proposed and seconded to appoint IAC Limited as the parish council’s internal auditor for 2018/19.  All in favour.

9.         To review the Working Party structures and to appoint members to serve on the following Working Parties for 2018/19

It was proposed and seconded that the following working parties will be made up as follows:

a)         Planning Working Party and lead for HELAA

            Councillors Chapman, Craig, Jurkiw and Taylor. 

Councillor Taylor will lead on HELAA.

b)         Highways Working Party

                        Councillors Halling-Brown, Moore and Shipman.

c)         Pond Working Party

Councillors Chapman, Craig and Halling-Brown with assistance from parishioners.

            d)         Combe View/The Batch Working Party

                        Councillors Craig, Halling-Brown and Moore

            e)         Broadband Working Party

                        Councillors Craig and Jurkiw

f)         Footpath Walk Working Party,

            Councillors Craig, Halling-Brown, Moore and Taylor

g)         Fracking and Mendip Hills AONB (Watching brief only)

            Councillor Craig

h)         Chew Valley Neighbourhood Plan and Placemaking

                        Councillors Craig and Jurkiw, with the assistance of Councillor Taylor .

All in favour

10        To appoint members, to include the Chairman on the Finance Working Party for 2017/18

It was proposed and seconded that Councillors, Craig, Halling-Brown and Jurkiw continue as members of the Finance Working Party.  All in favour,

11.       To adopt the following Parish Council Policies for 2017/18.

It was proposed and seconded that the following policies for Compton Martin Parish Council be approved.  Some of these document will be reviewed by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

1.      Data Protection

2.      Equal Opportunities

3.      Freedom of Information

4.      Health and Safety

5.      Protocol on Filming

6.      Grant Policy

7.      Training policy

8.      Privacy Policy

12.       To confirm the Parish Council’s Insurance policy Hiscox through Came & Company.

            It was proposed and seconded that the Parish Council continue to be insured by Hiscox through Came and Company.  The Chairman pointed out that this is the final year of a three year arrangement.  The Clerk was asked to seek quotation for 2019 onwards.

            All in favour

13.       To confirm the following payments and signing of cheques:

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

It was proposed and seconded that the Council Asset Register for 2018/19 for Compton Martin Parish Council be approved.  This document will be reviewed and updated by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

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

It was proposed and seconded that the Council Risk Assessment for 2018/19 for Compton Martin Parish Council be approved.  This document will be reviewed and updated by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

16.       Draft Minutes

It was proposed and seconded that the Clerk continues to publish draft minutes of Parish Council Meetings on the website before approval. All in favour

17.       To confirm and agree that future meetings of Compton Martin Parish Council will be held on the second Monday of each month (with the exception of August).

            It was proposed and seconded that the above dates continue. All in favour.

18.       Clerk’s Employment Arrangements

It was proposed and seconded that the Clerk’s salary, hours, contract of employment and the Parish Council’s Disciplinary, Dismissal and Grievance Procedure of staff members be approved for 2018/19.  As usual these matters will be reviewed and updated by the Finance Working Party and brought to the full parish council in either September or October 2018.  All in favour.

19.       Planning Applications

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

1.      18/00805/FUL – Priors Court, Yew Tree Lane, Compton Martin – Erection of firs floor extension over garage, installation of 2no.front dormers and demolition of rear conservatory to facilitate the conversion of 1no dwelling to 2no dwellings and associated works.  Erection of detached garage. PERMIT

2.      18/00949/LBA – Parsons Hill, Rectory Lane, Compton Martin – Internal and external alterations to replace 2no kitchen windows with powder coated steel frames double glazed windows and French doors. PERMIT

3.      18/01286/FUL – Elm Cottage ,The Street, Compton Martin – Erection of 1no 4 bed bungalow to rear of Elm Cottage, and associated vehicular access, garage and parking (Resubmission) – PENDING

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

4.      Land between Leamon Cottage and Mendip Villas, The Street, Compton Martin.  The erection of 10no dwelling houses, including access on to The Street, 24no of street parking spaces, and associated soft/hard landscaping.  –  REFUSE

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

No Planning Applications had been received at the time of publishing the agenda, however a new planning application for Land between Leamon Cottage and Mendip Villas had now been received.  It was proposed and seconded that the Clerk contact the Case Officer and request an extension of time, if granted this item to be placed on the agenda for consideration at the 11 June meeting.  All in favour.

3.         Correspondence regarding Planning Matters and Chew Valley Neighbourhood Plan

1.         Letter from Lisa Bartlett in response to the Chairman’s letter dated 8 March 2018.

It was proposed and seconded that the Chairman write a draft response which is circulated to all councillors for approval. All in favour.

2.         Letter sent to the B&NES Planning policy Department on behalf of the 7 parishes involved with the Chew Valley Neighbourhood Plan concerning the CVNP Parking policy dated 30 March 2018.

It was proposed and seconded that the Clerk send a reminder to B&NES regarding this correspondence.  All in favour.

20. Correspondence

The following correspondence was noted, and it was felt there was no further action to be taken.

1. Correspondence received regarding the sale of the Police House in Compton Martin
2. Correspondence received regarding Compton Martin Village Hall Committee
3. Confirmation of payment of first half of Precept for 2018/19

21.       To receive Updates from Working Parties

            1. Coombe View and The Batch

                        Coombe View had received the first cut and The Batch will be cut shortly.

            2. The Pond

It was reported there was a need to cut the pond weed as soon as possible and that the only day available to the contractor was Sunday 20 May.  It was agreed there was an urgent need for this work to be completed.  The Clerk was asked to write to the Churchwardens and to the village Hall Committee in order to try and arrange alternative car parking.

It was proposed and seconded that cheques be raised for the contractors as follows:

 All in favour

3. Highways  

Thanks were passed to parishioners who assisted with the final clearing of the Herringbone Wall.  Further work was necessary in order to secure some of the damaged stones.

4. Broadband Working Party

An update was received

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

• HELAA Training – ET/CC
• ALCA Meeting – JG/JHB
• GDPR Training - JG

23.       To receive an update from District Councillor Victor Pritchard

·         Councillor Pritchard updated the meeting

24.       Future Dates of Meetings

            11^th June 2018