Ubley Parish in the Chew Valley

MINUTES OF THE “Virtual” MEETING OF UBLEY PARISH COUNCIL

held on Thursday 10^th December 2020

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).

ITEM

ACTION

Present

Councillors. P. Collins (in the Chair), (Vice Chair) J. Croot, W.Hallam, A.Cole, M. Smart

District Councillors K.Warrington, V. Pritchard

Clerk – Corinna Levack

1

To receive and accept apologies for absence

Cllr Y. Thompson

2

To receive declarations of interest in the agenda

None received

3

Open session to receive comments from the public

None present

4

To approve and sign the minutes of the previous meeting held on 12^th November 2020 and go through the follow-up actions

The minutes were duly approved and signed in due course.

Matters Arising :

Matters arising not named on the agenda included :

• Observation on the lack of Short reports of council meetings in local publications recently.
• 4 – Memorial Bench – Councillors will update in January 2021
• The Clerk reported that she had received the hard copies of the signed Declarations of Acceptance of Office from the new Chairman and Vice chairman. 

WH  PC

5

Clerk’s report/correspondence: To discuss and approve further actions where needed:

a

Internal Matters

(i)

Clerk’s Contract         

This has now been updated, received and signed by both the Chairman and the Clerk.

CL

(ii)

The Sweeper’s Contract

This will have a final review of the new details and will be submitted for approval at the January Council meeting for approval.

CL

b

Correspondence

(i)

B&NES budget webinars

KW kindly offered to circulate notes to the councillors

KW

(ii)

Training

Councillors have been circulated with ALCA and NALC training opportunities and were encouraged to make use of them.  There was agreed that the Clerk look into Internal Controls training and report back.

All

CL

(iii)

West of England Combined Authority (WECA) survey about the future of the region.

All approved the response made. 

6

Finances

(a)

Financial Statements

These were approved.

A councillor will cover the review of the finances to cover the current vacancy

YT

(b)

To Confirm Payments and the Signing of Cheques

These were approved.

(c)

Banking and Accounting Arrangements

The council’s request to apply for a business account has been registered with Triodos who are currently closed to new applications until the new year.  The Clerk will follow up.

CL

(d)

Budget Planning

The Clerk was asked to share the eight month accounts summary as well as the half year figures circulated last month.  There were no comments on the previously circulated figures.

Bath & NE Somerset Council (B&NES) strongly requests that parish council precept requests are submitted by February.  Exact figures for the precept are required for the minutes.

CL

7

Councillor roles and responsibilities

A suggestion to group the responsibilities was approved by all present.  The following groups and lead Councillors were also approved, some vacancies remain :

Village maintenance – Cllr Hallam

Planning                    - Cllr Smart

Finance and administration    -

Staffing                      -

Defibrillator                - Cllr Croot

In addition there will be occasional projects such as Climate Change; and there are a number of liaison roles to fill once the councillor vacancy is filled.

8

Planning      

(i)

Updates on Previous Applications

20/01408/VAR – Streamside – has been approved by B&NES Planning Committee despite numerous appeals.

(ii)

New Planning Applications

a.

20/04415/TCA – Church Farm House tree work

All agreed no objection.

b

20/04444/TCA – Three Ways tree work

All agreed no objection

A further application came in after the agenda was published and will be discussed at the January 2021 meeting.

Councillors requested that notice of planning applications be circulated to all councillors.

CL

9

The Website

The new contract will take the Council website straight into an updated format being implemented by NetWise UK.  All approved.

PC

10

To receive an update from the District Councillor

The meeting was delighted to welcome both district councillors.  Topics covered included the setting of the B&NES budget, Covid-19, the 2021-2 budget

11

Reports from Councillors

i

Phases 1 and 2 – access to the Glebe Field

B&NES have reported that s106 funding will not cover Phase 2 work which is not on public land.

An enquiry will be made into whether any surplus to the speed signs could be used to consolidate the recent repairs to the drain gullies on Cleeve Hill.

An enquiry will be made into whether a Children’s Services element of the funds can be used towards the play area

WH

MS

ii

Climate Emergency

Cllr Warren offered to report on any local meetings she has attended.

KW 

iii

ALCA Meeting 3.12.20

No report

iv

Drainage and Flooding

See 11(i) above

Again it was reported how well the B&NES “Fix My Street” system works for residents to use.

v

The Play Area Project

The group have raised £6000 plus and continue to apply for grants.  They also have village fund raising events in hand and are working towards a phased development.

vi

Street Parking

Leaflets have been prepared and are about to be distributed

JC  WH

vii

Trees at the Parish Hall car park

Reports have been received that one is dead and one is diseased and overhanging the car park.  Councillors will visit to review and assess and potentially seek quotations for remedial work

AC  WH

12

The casual vacancy for a parish councillor

This has been advertised in The Link and on Facebook and will be in the January Chew Valley Gazette.  Councillors will continue to seek interest and can use a model application form with potential candidates.

13

To confirm the date of the next meeting :

All meetings to be held remotely until further notice.

Thursday 14^th January 2021

Thursday 11^th February 2021

Joining details will be published with the Agenda by 7^th January and 4^th February 2021.  In the meantime, please contact the Clerk if you have any questions about attendance.