MINUTES OF COMPTON MARTIN ANNUAL PARISH COUNCIL MEETING
HELD REMOTELY ON 4TH MAY 2021 AT 7.15 P.M.
Councillor C Craig (CC) Chairman
Councillor B Freeman (BF)
Councillor P Shipman (PS) Vice Chairman
Councillor T Maggs (TM)
Councillor J Thomas (JT)
Councillor P Walton (PW)
Councillor S Wood (SW)
Retiring Clerk: Jane Griffiths
Clerk: Vesela Ilieva
1 member of the public
The Chairman opened the meeting by confirming The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (“the 2020 Regulations”) came into force on the 4 April 2020.
The 2020 Regulations enable parish councils to hold remote meetings (including by video and telephone conferencing for a specified period until May 2021)
Compton Martin Parish Council will be using ZOOM.
1. To receive and accept apologies for absence
· Councillor B Freeman
· District Councillor Victor Pritchard
2. Receive declarations of interest in the agenda
3. To consider items put forward by members of the public
· No items were put forward by members of the public
4. To approve the minutes of the previous meetings
· It was proposed and seconded that the minutes of the 20 April 2021 Parish Council meeting be approved and signed. All in favour.
The Vice Chairman (PS) of Compton Martin Parish Council presided over Agenda Item 1
1. Election of Officers:
- To elect the Chairman of the Council
It was proposed and seconded that Chris Craig be elected Chairman of Compton Martin Parish Council for 2021/22. All in favour
- The Newly Elected Chairman signed the Declaration of Acceptance of Office
Chris Craig, took over the chairmanship of the meeting
2. Vice Chairman/Chairmen
- To elect the Vice Chairman/Vice Chairmen of the Council
It was proposed and seconded that Paul Shipman be elected Vice Chairman of Compton Martin Parish Council for 2021/22. 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 confirmed that the Clerk is the Proper Officer and Responsible Financial Officer.
4. Press Representative (Clerk)
· It was confirmed that the Clerk is the Press Officer.
5. Compton Martin Village Hall Representative
· It was proposed and seconded that Paul Shipman be elected as the Parish Council Representative for the Village Hall. All in favour.
6. ALCA Representatives – (Clerk plus one other)
· It was confirmed that the Clerk is the ALCA Representative. The Councillor position on ALCA remains vacant.
7. Chew Valley Forum Representative
· It was proposed and seconded that Chris Craig will continue to be the Chew Valley Forum Representative. All in favour.
It was emphasised that the forum is open to everyone to attend should they wish to do so.
8. Flood Representative B&NES
· It was proposed and seconded that Simon Wood be elected as the Local Flood Representative for Compton Martin. All in favour.
2. To receive and accept apologies for absence
· Apologies for absence had been received from Councillor Freeman.
3. To receive any declaration of interest (Dpi) in the agenda
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)
4. To approve and sign the minutes of the previous meeting
· It was proposed and seconded that the minutes of the Parish Council Meeting dated the 20 April 2021 be approved and signed. All in favour.
5. To consider the RESIGNATION OF Councillor Walton with effect from the 4th May 2021 and to agree that:
- The Clerk declares a vacancy to B&NES and places the notice on the notice boards
- If no requirement for an election by the due date given by B&NES the Clerk arranges the usual notice advertising the vacancy
- The Clerk to report back at the June meeting of progress made to recruit.
It was proposed and seconded that the Clerk email B&NES immediately and officially declare a vacancy for a councillor on Compton Martin Parish Council and place the notice provided by B&NES on the website, notice board. Provided there is no requirement for an election within the legal timescale, the Clerk will advertise the casual vacancy as usual and report back at the June meeting with any progress. All in favour.
6. To approve and adopt the Standing Orders for Compton Martin Parish Council
7. To approve and adopt the Code of Conduct for Compton Martin Parish Council
8. To approve and adopt the Financial Regulations for Compton Martin Parish Council
It was proposed and seconded that Agenda Items 6, 7, and 8 be approved and adopted. All in favour.
9. To approve
· The authorised signatories for the Unity Trust Bank mandate
· Two signatories continue to be required for online and cheque payments.
· Approve the Online banking policy for Compton Martin Parish Council.
The clerk confirmed that there were now two authorised signatories for the Unity Trust Bank, and two signatories continued to be required for online and cheque payments.
It was proposed and seconded that the Clerk ensure all councillors are signatories to the online account, with the exception of Councillor Thomas who will sign off monthly bank reconciliations. The online banking policy for Compton Martin Parish Council was approved. All in favour.
10. To appoint an Internal Auditor – IAC Limited – to audit the accounts for 2021/22
· It was proposed and seconded that IAC limited continue to be the Internal Auditors for Compton Martin Parish Council.
11. To review the Working Party structures and to appoint members and a chairman to serve on the following Working Parties for 2021/22.
a) Planning Working Party and lead for HELAA and CIL
The Chairman confirmed that Bradley Freeman had put his name forward to fill the Planning Working Party vacancy. A change to the Terms of Reference had been distributed to all councillors changing the structure of the working party to include one suitably qualified member of the parish to be co-opted on to the working party.
· It was proposed and seconded that Chris Craig continue to lead on HELAA and CIL. All in favour.
· It was proposed and seconded that the members of the Planning Working Party will be Chris Craig, Bradley Freeman, and the co-opted member of the parish will be Paula Walton. All in favour
· It was proposed and seconded that the revised Terms of Reference for the Planning Working Party be adopted. All in favour.
b) Highways Working Party
Paul Shipman confirmed the need to split the Highways Working Party into two sections, Highways Speedwatch and Highways Infrastructure. He confirmed he was happy to continue to oversee the Highways Working Party but wished to step back from the day to day running of these sections.
· It was proposed and seconded that Julie Thomas lead on Highways Speedwatch and Simon Wood lead on Highways Infrastructure. All in favour.
c) Coombe View/The Batch and Pond Working Party
· It was proposed and seconded that Paul Shipman continue to Chair this working party assisted by Julie Thomas. A member of the public was assisting with the Coombe View project. All in favour.
d) Footpath Walk Working Party
· It was agreed that the Annual Footpath Walk was now an established annual event and there was now no need for a working party. Paul Shipman will continue to lead this event. All in favour.
e) Chew Valley Neighbourhood Plan and Placemaking
· It was proposed and seconded that the Chairman and Vice Chairman continue to lead on the Chew Valley Neighbourhood Plan and Placemaking. All in favour.
f) Climate and Nature Emergency Working Party
· It was proposed and seconded that Chris Craig continues to lead on this working party with the assistance of Julie Thomas. All in favour.
The Chairman asked all Working Parties to review their Terms of Reference.
12 Finance Working Party
To appoint members, to include the Chairman on the Finance Working Party for 2019/20
· It was proposed and seconded that the members of the Finance Working Party will be the Chairman, Vice Chairman and Terry Maggs.
13. To adopt the following Parish Council Policies for 2019/20.
· It was proposed and seconded that the following policies be adopted. All in favour.
1. General Data Protection Regulations
2. Equal Opportunities
3. Freedom of Information
4. Health and Safety
5. Protocol on Filming
6. Grant Policy
7. Training policy
14. Insurance Policy
- 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 to confirm the Parish Council’s wish to continue to work with Came & Company as the Parish Council’s insurance agents. It was further proposed that the invoice from Came & Company, received after the publication of the agenda covering the insurance policy for the forthcoming year be paid. All in favour
15. To confirm the following payments and signing of cheques:
Payee and Description
V Ilieva – May Clerk Salary
E Griffiths - May Clerk Salary
Came & Company Insurance Cover for 2021/22.
ALCA – Councillor Training
Information Commissioner Office – Data Protection Fee
16. To adopt the Council Asset Register for 2020/21, reviewed annually in September for the following year by the FWP.
· It was proposed and seconded that the Parish Council Asset Register be adopted. To be reviewed in September 2021 for the following year. All in favour
17. To adopt the Council Risk Assessment for 2020/21. Reviewed annually in September for the following year by the FWP.
· It was proposed and seconded that the Parish Council Risk Assessment be adopted. To be reviewed in September 2021 for the following year. All in favour.
18. Draft Minutes
To confirm the Parish Council’s wish to publish draft minutes of Parish Council Meetings on the Parish Council website before approval.
· It was proposed and seconded that the draft minutes of parish council meetings will continue to be placed on the parish council website before formal approval by the Parish Council. All in favour.
19. Parish Council Meetings
1. 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 meetings will take place on the second Monday of each month with the exception of August. All in favour.
2. To receive an update on legislation regarding remote meetings and agree the requirement regarding the parish council’s Zoom account.
· The legislation allowing Parish Council to hold meetings remotely had not been extended beyond 7th May 2021.
3. To receive an update on the opening of the Village Hall and the Annual Parish Meeting.
· The Clerk confirmed the provisional booking of the Village Hall for the Annual Parish Meeting on the 17th May. Confirmation had been received that Compton Martin Village Hall will be opening on the 17th May. A deep clean will be arranged by the Village Hall Committee. It was agreed the Parish Council should also carry out their own risk assessment.
· Councillors were not comfortable in calling a Parish Meeting at this time and it was agreed to cancel the Annual Parish Meeting, and hold a Parish Meeting in September/October of this year.
· It was proposed and seconded that the Parish Council retain the booking for the 17th May and offer parishioners a one to one meeting with the Chairman and/or Vice Chairman should they so wish. All in favour.
· It was further proposed and seconded that the June and July Parish Council Meetings be combined. It was agreed this will be held on the 21st June and the clerk will book the Village Hall. This will allow the 2020/21 audit to be signed off. As usual the parish council will not hold a scheduled meeting in August, and meetings will commence, as usual, in the Village Hall from September 2021. All in favour.
· It was proposed and seconded that the Finance Working Party be delegated to make any payments and agree the audit for 2020/21 should it be necessary. This delegated power to be review within 6 months. All in favour.
· It was further proposed and seconded that the Planning Working Party be delegated to consider any planning application received should it be necessary. This delegated power to be reviewed within 6 months. All in favour.
20. Planning Applications
1. To consider and comment on the following B&NES Planning Decisions received:
- 20/04311/FUL – Orchard Lodge, Highfield Lane, Compton Martin. Erection of a ground level swimming pool (outdoor and open air) and open sided pool house in the garden. PERMITTED
2. 21/00940/FUL - Leamon Cottage, The Street, Compton Martin, Bristol, Bath and North East Somerset, BS40 6JF. Proposal: Replacement of existing UPVC wood effect doors, windows and glass roof of conservatory with new aluminium wood effect windows and doors, oak frame and clay tiled roof. PENDING
21. To receive a report from the Planning Working Party and consider their recommendations regarding the following Planning Applications.
No applications received at the time of publishing the agenda for May 2021
None received at the time of publishing the agenda for May 2021.
23. To receive Updates from Working Parties
1. Coombe View, The Batch and The Pond
· Paul Shipman confirmed he had started to draw up a consultation document regarding the Coombe View project. With regard to the fly tipping in the pond, a response had been received from the residents of The Reddings, proposing a sensible resolution to the removal of the waste material. The Clerk to respond to the email received requesting this is dealt with as a matter of urgency as the waste material is in the pond. Paul Shipman will co-ordinate.
2. Highways, to include the hedge and bank at Mendip Orchard
· A response had been sent regarding the issue of the hedge and bank at Mendip Orchard.
· An email from B&NES confirming the spraying of weeds had been received and a map of the areas to be sprayed had also been received. The Clerk to request further clarification. Due to the time constraints regarding the spraying of weeds in Compton Martin It was proposed and seconded that this matter is delegated to the Highways Working Party. All in favour.
3. An update regarding the village pump
· Julie Thomas confirmed she had spoken with Mr Govan who was extremely helpful. He confirmed a cost of £75.00 to scrape back and add a darker coat of paint to the village pump. Paul Shipman will order colour swatches.
4. An update regarding recent training
· The Clerk, Bradley Freeman and Simon Wood attended the joint online training for councillors with two new members from Ubley. It was a very useful training course. It was proposed and seconded that the invoice for £100.00 be paid. All in favour.
24. To receive an update from District Councillor Victor Pritchard
25. Future Dates of Meetings
June/July Meeting – 21st June 2021
August – No scheduled meeting