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UPC Minutes 9th May 2019

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UPC Minutes 9th May 2019

Minutes of the Annual General Meeting of Ubley Parish Council on 9th May 2019



Present: Councillors: Hallam (Chairman), Collins (Vice-Chairman), Cole, Croot, Moore, Smart and Thompson.

Clerk: Mrs H Collins


District Councillor: Vic Pritchard


Apologies: Police Beat Manager Jon Beswetherick.



Election of Officers



  1. 1.              To elect the Chairman of the Council

Wesley Hallam was proposed and seconded and all were in favour.

1.1   The newly-elected Chairman to sign The Declaration of Acceptance of Office

Cllr Hallam duly signed the Declaration of Acceptance of Office.


1.2   The newly-elected Chairman to take over the Chairmanship of the meeting

Cllr Hallam took over Chairmanship of the meeting.



  1. 2.              To elect the Vice-Chairman

Phil Collins was proposed and seconded and all were in favour.

2.1 Thenewly-elected Vice-Chairman to sign The Declaration of Acceptance of Office

Cllr Collins duly signed the Declaration of the Acceptance of Office.



  1. 3.              To confirm the position of the Proper Officer and Responsible Financial Officer for the Council

All Cllrs were in favour of confirming the Clerk, Mrs. Hilary Collins as the Proper Officer of the Council and the Responsible Financial Officer for the Council.



  1. 4.              To confirm the position of Press Representative

The Clerk was confirmed as the Press Representative. All Cllrs in favour.



  1. 5.           To elect the two ALCA representatives

Cllr Moore and the Clerk were proposed and seconded as the ALCA Representatives. All Cllrs were in favour.



  1. 6.       Other representatives

a) Cllr Moore was proposed and seconded as representative for the Parish Hall Committee. All Cllrs were in favour.

b) Cllr Thompson was confirmed as the Neighbourhood Watch Representative.



  1. 7.       To ensure that all Councillors have completed the Acceptance of Office forms and returned them to the Clerk

All Acceptance of Office forms were completed and returned to the Clerk.

All Councillors were reminded that they needed to submit current Register of Members’ Interests forms to the Clerk and also needed to submit their Declaration of Expenses forms direct to B&NES themselves.







All Councillors to submit forms as detailed in the Minutes

Main meeting


  1. 8.       To receive and accept apologies for absence

Apologies had been received from Police Beat Manager Jon Beswetherick.

Councillor Jeff Croot was warmly welcomed to his first full Parish Council meeting.





  1. 9.       To receive declarations of interest in the agenda

None declared.



  1. 10.   Open session to receive comments from the public

No Parishioners were present at the meeting.


Councillors were informed that a cow had died locally and it was suspected that this might have been due to ingestion of dog faeces.





The Clerk had again been contacted by a resident who was concerned that the verges on Walnut Tree Close had still not been cut.






A comment on dog fouling to be included in the Short Report



The Chairman to contact West Country Groundcare re this

  1. 11.   To approve and sign the minutes of the previous meeting held on 4th April

These were duly approved and signed.  The actions were read out to check whether they had been completed.


  1. 12.   To approve and adopt Standing Orders

These were unanimously approved and adopted.  An amendment had been made regarding the new earlier time of the Annual Parish Meeting.


To be reviewed in October 2020

  1. 13.   To approve and adopt the Code of Conduct

This was unanimously approved and adopted.


To be reviewed in October 2020


  1. 14.   To approve and adopt the Financial Regulations

These were unanimously approved and adopted.


To be reviewed in October 2020


  1. 15.   To adopt the Protocol on Filming Policy

This was unanimously adopted.


To be reviewed in October 2020



  1. 16.   To discuss correspondence received by the Clerk since the last meeting.

a)      To certify that Ubley Parish Council is exempt according to the criteria regarding the External Auditor

The Councillors unanimously agreed that the Parish Council is exempt from External Audit. The Chairman and Clerk duly signed and dated the form.


b)      Bins for lay-bys – To discuss and decide whether to proceed with the offer of bin provision from B&NES

The Parish Council was unanimously in favour of accepting the offer of bins from B&NES as described by the Clerk. Councillors wanted assurance re the fitting of the bins and the supply of waste bags from B&NES.




c)       Notification of Cycle Event 27th July

The Clerk had received notification of a Cycle Event which would include the A368 past Ubley in its route.







The Clerk to send the form to the External Auditor





The Clerk to email Martin Hellyer to accept his offer of bins and to clarify the two issues highlighted.


Information regarding this event to be put in the Short Report and the details sent to The Link.

  1. 17.     To receive an update on Highways issues, speed limits and signposts

a)      An update on speed limits throughout the village

The Vice-Chairman reported the proposed decision from B&NES to create a mandatory 20mph speed limit throughout the village of Ubley and a reduction in speed limit along the A368 west of Ubley. All Councillors were in favour of this. However, there was some concern at the suggestion from B&NES to use some of the 106 money for the installation of the new road signs.






b)      To discuss and decide whether to proceed with setting up a Speedwatch team in Ubley

The Parish Council agreed that this should not take place yet. B&NES should monitor the speed of traffic once the new limit had been put in place.


c)       To agree a referral to B&NES regarding the state of Bickfield Lane

As the part of Bickfield Lane that is most in need of repair sits in the Parish of Compton Martin, this is not for Ubley Parish Council to report. However one of the Councillors wished to put in a report to Fix my Street as an individual.




The Vice-Chairman to confirm the decision of the Parish Council to B&NES.


The Chairman to confirm the amount of 106 money held for Ubley




  1. 18.   To receive an update from the Police Report/Neighbourhood Watch

There was no report from the Police and Councillor Thompson also had nothing to report from the Neighbourhood Watch.







  1. 19.          To receive an update from District Councillor Vic Pritchard

District Councillor Pritchard reported on the recent election which had seen a change of control within B&NES from Conservative to Liberal Democrat. The first meeting of the new Council will be on the 21st May.


The Chairman congratulated Vic on his re-election and said that the Parish Council looked forward to continuing to receive his help and support.



  1. 20.      Finances

a) Financial statement

The Financial Statement was shared with the Parish Council.


b) To confirm payments and signing of cheques

The payments recorded in the Financial Statement were agreed by all Cllrs and cheques were duly signed after the meeting. On the question of the invoices that had been submitted by Tim Baker there were two abstentions. However, five Councillors agreed to the payment of two of the invoices (the other being an agreed duplicate) and therefore this cheque was also signed.


c)  To agree a transfer of money from the Current Account to the Reserve Account.

It was agreed by the Parish Council to transfer a figure of £3,500 to the Reserve Account, which would bring it up to the amount of half the Council’s annual running costs. This transfer would include the ring-fenced money.


It was also agreed to ask Nat West for another Mandate Form as the list of signatories requested for the Internal Audit had included a signatory whose name had been removed the year before. The Parish Council did not wish to take this issue forward as an official complaint at this stage.












  1. 21.     Defibrillator: To receive an update on the defibrillator

Cllr Moore reported that all was “Ok” with the defibrillator and that no replacement would be needed until 2020.



  1. 22.   Planning

a)      To receive updates on The Village Plan/Place-making Plan/CVNP

There was a meeting of the Steering group for CVNP on 8th April which was attended by Cllr Smart. He reported that the original Chair and Secretary were standing down and that the group requested two representatives from every Parish Council.



           b)   Other planning:

i.  Withdrawal of application 19/01460/TCA Tuckers Lane

ii.  B&NES decision on application 19/01244/TCA The Street

It was noted that application 19/01460/TCA had been withdrawnand that application 19/01244/TCA had been granted by B&NES.







c)   To receive an update regarding the playground and discuss concerns from a parishioner

The Vice-Chairman had received a report back from B&NES following the submission of the pre-application. This noted that it may be possible to classify the Play Area as “permitted development” as long as certain criteria were met. There was some concern expressed by the B&NES Environment team over the exact siting of the Play Area within the Glebe Field in relation to the view of the Church within the AONB.












The Parish Council had received a letter from a parishioner outlining concerns about the Play Area.




The Play Area group will man an information stall at the Ubley Village Fete.




d)   To receive an update re: PCAA

The Airport Plan is being submitted on 19th June. Four pupils from Chew Valley School have submitted a video to the owners of Bristol Airport explaining the concerns about the proposed expansion.




The Clerk to include a request for another representative in the Short Report

















The Vice-Chairman to attend a site visit with members of the Play Area group to review the siting.


The Vice-Chairman to liaise further with B&NES re their calculations on the plan and to get confirmation that planning permission would not be required.


The Vice-Chairman to draft a reply to the parishioner

  1. 23.   Sweeper – an update

Nothing to report at present. It was noted that in the future the Sweeper and Grass Cutting would be considered under the heading of “Grounds Maintenance.”




  1. 24.   Truespeed
    1. a.       An update on the issue of the cabinet in Innicks Close

The siting of this cabinet is very unsatisfactory and has upset the residents of Innick’s Close.  The Vice Chairman has been chasing Truespeed and managed to arrange a meeting on site with one of their engineering managers. He agreed to take back the concerns to the company and get a view from the senior management.




Cllr Collins to keep in touch with Truespeed and try to make sure a response is received

  1. 25.   To receive an update on the Parish Hall

The Chairman attended the AGM of the Parish Hall Committee.

Ian Harvey is now the Chairman.




  1. 26.   To receive reports from Councillors who have attended meetings or training   sessions.

See section 22a above







  1. 27.   Dates of next meetings


The next two meetings will be on Thursday 6th June and Thursday 4th July. Start time - 7.30pm.


Chairman: Wesley Hallam  Tel: 01761 463509

Clerk: Mrs Hilary Collins Tel: 01761 462294

Email: This email address is being protected from spambots. You need JavaScript enabled to view it.