Extra-ordinary meetings indeed

This is the statement made by Cllr Chinn at the last meeting.

“Comments were made at the Parish Council meeting in December 2017 that require a response.

The comments related to:

Meetings

Decision making

Failure to utilise the local knowledge of long standing Councillors

The operation of the Council is not transparent to the public

Bleadon Parish Council holds regular public monthly meetings. Parish Council Committees also meet on a less regular basis. All meetings are subject to the setting of an Agenda which is publicised on the Council website, noticeboards and some village social media, in advance of the meeting. “The Parish Council welcomes and encourages public participation during a part of the meeting specified for that purpose. In order for the Parish Council to provide a full response where appropriate, a member of the public may only speak if prior notification has been given to the Clerk by noon on the Friday preceding the meeting. However, the Chairman has discretion to allow members of the public to speak without prior notification, if felt appropriate”.

This invitation is printed on all Agendas so that members of the public know ahead of the meeting how to bring questions. It is my experience, that the Chairman always allows discretion at each meeting to allow questions not previously notified. Furthermore, the Chairman frequently allows for a suspension of standing orders to allow for public comment and participation after the public session has ceased. Members of the public have a time limit to speak during the allotted section of the meeting of three minutes. Again, the Chairman is usually happy to allow more time than standing orders permits. This is in the interest of public inclusion and participation.

The meetings are all minuted and these minutes made available to the public for them to see what has been on the Agenda, discussed and agreed upon. The public can view the Minutes on the Council website or request a copy by email or mail. 

There are some areas of Parish Council business that are not open to the public at meetings. They form part of the agenda. Examples of such business are:

Discussions connected with employees of the Parish Council. Discussions connected with Confidential matters.

Councillors do meet outside of public meetings to work on specific projects or matters affecting the Parish, District and National matters, either in pairs or larger groups. They report back to committees or full Parish Council. Such meetings can involve just Councillors, members of the public, local businesses and professional advisors. Any recommendations that require Parish Council or committee decisions are taken back to those bodies.

Some examples are:

A group which meets with management representatives of a local business - Marshalls, Bridge Road, Bleadon. The review of  planning applications and to make some site visits ahead of planning committee or full Council meetings. To review publicly available consultation documentation upon which the Parish Council has been required to comment. Working groups to research subjects and to bring recommendations and proposals to committees or full Council meetings. E.g Neighbourhood Plan Attending advisory sessions arranged by the District Council or ALCA to provide training, specialist knowledge and briefings. Councillors then bring that information to committee and full Council meetings to advise before any decisions are made. These Committee and full Council meetings are publicly advertised, publicly open and minuted. Visits by Councillors who attend locations for fact finding and inspections. Examples include Access to footpaths and conditions of gates, stiles or stairways. Verification of unauthorised planning activity in support of referral to the relevant authority.  General reporting of matters affecting the Parish which come under the responsibility of other agencies or District Council departments. Confidential meetings – Examples can include a) short listing of job applicants; b) Councillor or Staff welfare or personal matters. Councillors can be pre-authorised by decisions made by full Council when attending meetings An example would include site visits at the Church Yard when work was needed on the crumbling wall.

In respect or taking into consideration Councillor’s  local knowledge, there are currently  two eminent Parish Council members who have many years living and working in the village. The remaining Councillors may have limited time as residents in the Parish but they have come forward in answer to public appeals of assistance to help as Parish Councillors. When decisions are made at Committee or full Council meetings, all Councillors present at the meetings provide guidance and points of view irrespective of their background. Members of the public also contribute either directly to Parish Clerk or Councillors before or at the meetings. All views are taken into consideration when decisions are made.

The Parish Council does acknowledge that the website should have better content. This would assist in improving the public view that more information should be made available.

The Parish Council also provides information during the year in a free magazine called the Village News. This media also has contribution from parishioners, local groups and businesses.

The Parish Council should have an operating strength of nine Councillors, in order to carry out the work needed by the Parish. Currently there are only five. This means that the Councillors have to undertake a greater responsibility each to try and keep on top of Council business. We do our very best under difficult pressures. We seek to become knowledgeable in the various aspects that affect the community and Parish. We do take into consideration advice and comments from Parishioners and groups that meet in the village and other agencies such as Police, District and neighbouring Parish Councils. Councillors have regularly attended the monthly village market to canvass views and pass on information.

During the course of each month Councillors make contact by email, telephone and personal visits in pursuit of these activities. The Chairman Steve Hartree reminds us that such contact is acceptable but that any decision making will be made by committee or full Parish Council. The Chairman has extensive experience in local Government and is the best person currently to lead the Parish Council. He is devoted to the Parish. He has my full support.”

Regards