540 MINUTES OF BRIMSCOMBE & THRUPP PARISH COUNCIL MEETING HELD REMOTELY VIA ZOOM ON TUESDAY 3rd November 2020 AT 6.00PM Present: Cllr Colette Wilson Chair Cllr Bob Tyler Vice-Chair Cllr Greg Pilley Cllr Ben Morris Cllr Brian Castle Absent: Cllr Bill Harvey In attendance: District Councillor Martin Whiteside Chloe Turner (Case worker representing County Councillor Rachel Smith) District Councillor Deborah Young 5 members of the public were present 1. Apologies Cllr Nicky Russell was unable to attend the meeting Cllr Roger Martin sent his apologies, which were accepted by the Council 2. Declarations of Interest (Members are requested to declare any interest they may have in the business set out on the Agenda to which the approved Code of Practice appears). Cllr Pilley declared an interest in Planning application S.20/2172/TCA (agenda item 7) 3. Approval of Minutes of Parish Council Meeting held on Tuesday 6th October 2020 The Minutes were approved as a true record, with signing deferred to the next face-to-face meeting (as per the advice and guidance of GAPTC) 4. To receive the monthly County Councillor report (5 mins) Chloe Turner provided a written update prior to the meeting (see appendix 1). 5. To receive the monthly District Councillor report (5 mins) Cllr Whiteside provided a written update prior to the meeting (see appendix 2). 6. To receive the monthly District Councillor report (5 mins) Cllr Young provided a written update prior to the meeting (see appendix 3). 7. Planning applications: To consider current planning applications and agree any comments to be submitted by the Parish Council Applications requiring a decision: 541 S.20/2306/AFPA Lambing shed The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2263/HHOLD Rear balcony The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2240/TCA Sycamore tree - remove to near ground level The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2243/TPO (1) Large twin stemmed Holm Oak and smaller stem to the right - Reduce all over to near previous (approximately 3.0 - 4.0m). (3) Holm Oaks between the fence and the drive below - Reduce to near previous (2.0 -3.0m). The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2213/HHOLD Additional storey to existing bungalow. The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2046/FUL Resubmission of S.20/0332/FUL. Erection of a two bedroom dwelling house The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2172/TCA Works to various trees The Committee agreed to ‘No Comment’ on this application Stance: neutral S.20/2134/TCA Birch - reduce crown by approx 6m and shape. The Committee agreed to ‘No Comment’ on this application Stance: neutral S.19/1944/REM Reserved Matters for the erection of 2 dwellings (S.20/1712/VAR). The Committee agreed to ‘No Comment’ on this application Stance: neutral 542 S.20/2140/FUL Change of use from a residential dwelling to a holiday let The Committee agreed to the following comments on this application: The covenant on the property should be respected. The Parish Council does not support a change of use to a commercial enterprise in that setting. The Parish Council does not feel that this would be appropriate. Stance: object [Action: Locum Clerk to submit comments to SDC] 8. Lighting of development at Wimberley Park: To discuss the proposals for lighting of the development at Wimberley Park and agree a Parish Council response An email was received prior to the meeting from Paul Steventon informing the Council that he has been advised that this development is entirely within the parish of Minchinhampton and so he does not need the input of Brimscombe and Thrupp Parish Council. The Council agreed however to submit comments stating the Council feel that there should be minimal lighting, apart from what is needed for safety, and that any lighting should be covered down lighting [ACTION: Locum Clerk to email Paul Steventon]. 9. Clerks report: Details of progress undertaken by Locum Clerk to manage essential business, including report of hours worked and activities undertaken The Locum Clerk updated the Parish Council on activities undertaken and progress made during October to manage essential business, this included a report that was circulated prior to the meeting. 10. Handy person: Review of progress made over the month and to agree priorities for the month ahead The Council discussed and commended progress made over the month. The Council discussed the list of proposed jobs going forward. It was decided that the allotment hedge and hedging on Brewery Lane should be cut by a contractor, Cllr Castle will organise a quote for this work [Action: Cllr Castle]. The Council would like clarification regarding the work needed on the path near Thrupp School [Action: Locum Clerk to liaise with Crissie Lewis]. The Council are happy with the hours undertaken and will review the role with Crissie Lewis in January 2021. 11. Finance (a) Accounts for approval and payment Recipient and details Payment Amount method Staffing and expenses (including HMRC and pension) BACs and £1,109.41 Direct Debit Hannah Warren (Reimbursement of expenses for Zoom BACs £14.39 monthly subscription - November) Boss HR Ltd (HR advice) BACs £403.60 Cristal Lewis (Handy person – October) BACs £609.36 Cristal Lewis (Handy person – October - expenses) BACs £20.33 TW Hawkins (mowing A419 field) – outstanding invoice from BACs £203.70 November 2019 543 TW Hawkins (mowing A419 field) – invoice from August 2020 BACs £167.76 Water Plus – Allotment water supply, invoices from July and BACs £208.56 September Honeyfield Property Services – Replace panels in Bus Shelter BACs £978.00 7 Honeyfield Property Services – Replace panels in Bus Shelter BACs £1,131.60 10 TOTAL £4846.71 The accounts were agreed for payment. (b) To receive monthly breakdown of income and expenditure and monthly budget monitoring statement The Council received a breakdown of income and expenditure to date for the current financial year, and budget spends to date. (c) To discuss and plan 2021-22 budget and precept planning The Council discussed the provisional budget prepared by the Locum Clerk. It was agreed that this document will be shared electronically for comments and an extraordinary meeting held on Monday 23rd November at 6pm to finalise the budget and precept for 2021-22 [Action: Locum Clerk to share documents, and set up meeting and agenda] 12. Grant Evaluation Form: To approve the final grant evaluation form The Grant Evaluation Form was discussed and approved, subject to several amendments which were discussed and agreed. The Locum Clerk will make these amendments, upload the form to the website, and distribute to recent grant recipients [ACTION: Locum Clerk] 13. GDPR policy: To review and ratify GDPR policy (Locum Clerk) The Locum Clerk updated the Council on progress made to date. The Council suggested the Locum Clerk contact other PCs to look at their policies and also obtain training in this area. The Council approved a provisional budget of £50 for training or assistance with this work [ACTION: Locum Clerk] 14. Review of Standing Orders: Review of current Standing Orders with reference to the Model Standing orders 2018, for amendment. Locum Clerk to circulate model standing orders 2018, for the amendment of the standing orders for adoption The Locum Clerk updated the Council on progress made to date and what is needed for this review. The Council decided to revisit this agenda item at the PC meeting in January 2021, where a working group will be appointed to work on this alongside the Clerk/Locum Clerk [ACTION: Locum Clerk to add item to January 2021 agenda] 15. Review of Financial Regulations: Tailor and adopt Financial Regulations from 2019 Locum Clerk). Locum Clerk to tailor the model Financial Regulation from 2019 for circulation, and consideration/adoption The Locum Clerk updated the Council on progress made to date and what is needed for this review. The Council decided to revisit this agenda item at the PC meeting in January 2021, where a working group will be appointed to work on this alongside the Clerk/Locum Clerk [ACTION: Locum Clerk to add item to January 2021 agenda] 544 16. Code of Conduct: Feedback from Locum Clerk regarding review and update of Code of Conduct (Locum Clerk) The Locum Clerk updated the Council on progress made to date and what is needed for this review. The Council decided to revisit this agenda item at the PC meeting in January 2021, where a working group will be appointed to work on this alongside the Clerk/Locum Clerk [ACTION: Locum Clerk to add item to January 2021 agenda] 17. Footpaths: Update on progress regarding access on footpath from the approach of Claypits Lane to Wasa-Wasa and other footpaths within the Parish. To discuss and agree actions needed to take this forward and potential budget requirements Cllr Morris updated the Council on progress to date. The Council agreed to discuss this further at the PC meeting in December 2020. The Council agreed to a provisional budget of £1000 for this project, which will be added to the provisional budget by the Locum Clerk [ACTION: Locum Clerk to add to agenda for December 2020, and add project to the provisional budget for 2021-22] 18. Post and postal redirection: To update Council on current arrangements and to discuss and agree future plans The Council agreed for the post to be redirected to the Locum Clerk. 19. Parish Council COVID-19 helpline: To discuss the continuation of the helpline and agree a Councillor to take this on for the time being (Locum Clerk and Chair) The Council received an update from the Locum Clerk that Grace Network have offered to take this on and monitor the email and helpline for the time being, liaising with the Locum Clerk.