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Agenda & Notice of Annual Parish Council Meeting, 13th May 2024, 7:45pm

Table of Contents

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Clerk: Philip Edwards (CiLCA) clerk@westharptreeparishcouncil.co.uk
www.westharptreeparishcouncil.co.uk
Subscribe for updates: westharptreeparishcouncil.co.uk/mailing-list/

To Councillors: H Colton, C Gay, D Hooper, R Ireland (Chairman), S McCombe, J Mitchell and E Weatherill

You are summoned to attend a meeting of West Harptree Parish Council to be held at West Harptree Memorial Hall on Monday 13th May 2024 at 7.30pm. The agenda for the meeting appears below. Philip Edwards, Clerk, 8th May 2024

ANNUAL COUNCIL ADMIN

2405_[1] Election of Chairman

(3min) 7:30

The first item of business will be chaired by the previous Chairman of the council.

  • TO RESOLVE: To elect a Chairman for the municipal year.
  • To receive the Chairman’s declaration of acceptance of office

2405_[2] Election of Vice Chairman

(3min) 7:33

  • TO RESOLVE: To elect a Vice Chairman for the municipal year.
  • To receive the Vice Chairman’s declaration of acceptance of office

2405_[3] PUBLIC PARTICIPATION SESSION

(15min) 7:36

Members of the public may raise any matter during this session for not more than three minutes, by addressing the Chairman. The rest of the meeting is closed to public participation. The public and press may attend the meeting unless the Council enters a confidential session, please notify the clerk of any intention to film or record.

MEETING ADMIN

2405_[4]  Apologies for Absence

(3min) 7:51

To note and decide on apologies for absence.

2405_[5]  Declaration of Interest

(3min) 7:54

To receive any declarations of disclosable pecuniary or personal interests and consider any dispensation requests in accordance with the PC Code of Conduct.

2405_[6] Confirmation of Minutes

(4min) 7:57

TO RESOLVE: The Parish Council meeting minutes of Monday 8th April 2024 are confirmed as an accurate record and signed by Chairman.

ANNUAL POLICY REVIEWS AND APPROVAL

2405_[7] Approval of Standing Orders and Financial Regulations

(4min) 8:01

  • TO RESOLVE: To review and approve the Standing Orders and the Financial Regulations
  • TO RESOLVE: To review and approve the Schemes of Delegation

2405_[8] Approval of Assets, Risk Management and Insurance

(5min) 8:05

  • TO RESOLVE: To review and approve the Asset Register
  • TO RESOLVE: To review and approve insurance cover and arrangements
  • TO RESOLVE: To review and approve the risk management policy

2405_[9] Approval of Policies Specified for Review in Standing Orders

(5min) 8:10

  • TO RESOLVE: To review and approve the Council’s employment policies and procedures
  • TO RESOLVE: To review and approve the Council’s policies, procedures and practices in respect of its obligations under freedom of information and data protection legislation and review of the Council’s policy for dealing with the press/media
  • TO RESOLVE: To review and approve the Standing Orders, Financial Regulations, Schemes of Delegation and other policies listed in the appendix ‘Policies for Review’ for review
  • TO RESOLVE: There are no committees with terms of reference to review and approve

2405_[10] Review of Annual Subscriptions

(2min) 8:15

  • To note: Annual Subscription to ALCA to be renewed.

AUDIT AND AGAR REVIEW AND APPROVAL

2405_[11] To Review Annual Internal Auditors Report

(4min) 8:17

  1. TO RESOLVE: to receive and review the 23/24 internal auditor’s report
  2. TO RESOLVE: The council has reviewed and implemented all the internal auditor’s recommendations.
  3. TO RESOLVE: Acceptance of quotation and appointment of internal auditor for 24/25

2405_[12] Exemption Certificate

(3min) 8:21

TO RESOLVE: That the Parish Council, having met all the exemption criteria for 2023/24 agreed to declare itself exempt from an external audit.

(To be signed by the Chairman of the meeting and the Clerk)

2405_[13] Approval of Annual Governance Statements

(4min) 8:24

TO RESOLVE: To approve the Annual Governance Statements 23/24 prepared by the Clerk.

(To be signed by the Chairman of the meeting and the Clerk)

2405_[14] Approval of Accounting Statements

(4min) 8:28

To Note: Review of the Council’s expenditure incurred under s.137 of the Local Government Act 1972 or the general power of competence: There was no s.137 expenditure for 2023/24, all expenditure was under the GPC

TO RESOLVE: To approve the accounting statements 23/24 prepared and signed by the RFO

(To be signed by the Chairman of the meeting)

2405_[15] Approval of Dates for the Exercise of Public Rights

(3min) 8:32

TO RESOLVE: to approve the dates of the period for the exercise of public rights: commencing on Monday 3 June and ending on Friday 12 July 2024

2405_[16] Confirmation of no conflicts of interest with BDO LLP

(4min) 8:35

TO RESOLVE: that there are no conflicts of interest with the external auditor BDO LLP or to detail any conflicts of interest. BDO form to be signed by the Clerk and Chairman of the meeting.

REPORTS – To receive and note any reports:

2405_[17] Chairman’s Report

(5min) 8:39

  • To receive a report from the Chairman

2405_[18] Clerk’s Report

(8min) 8:44

  • To receive a report from the Clerk
  • To note: correspondence shared with council members listed in the appendix.

2405_[19] Meetings attended Reports

(4min) 8:52

  • To note: any reports on meetings attended

2405_[20] Memorial Hall Reports

(4min) 8:56

  • To note: any reports on hall matters

2405_[21] Highways Reports

(5min) 9:00

  • To note: any reports on Highway matters, pavements and public rights of way.

2405_[22] Recreation Ground Reports

(5min) 9:05

  • To note: any reports on the recreation ground
  • TO RESOLVE: Review and instructions to Clerk regarding quotations received for a picnic bench.

2405_[23] Ward Councillor’s Report

(4min) 9:10

  • To receive a report from BANES District Cllr David Wood

2405_[24] FINANCE

(5min) 9:14

(a) Payments and income – see appendix 2024-05 Finance Reports

  1. TO RESOLVE: payments to approve listed in finance report
  2. To note: payments and Income listed in finance report
  3. To note: bank reconciliation

2405_[25] PLANNING APPLICATIONS

(5min) 9:19

TO RESOLVE: Application Reference24/01571/FUL
Application Address: The Linney , Bristol Road, West Harptree, Bristol, Bath And North East Somerset, BS40 6HG
Proposal: Erection of flat roofed double garage extension to the front of the property. Erection of covered area/canopy to the existing property and new entrance canopy. Reclad dwelling with a mix of timber weatherboarding and white render. New external staircase from new garden to roof terrace over existing garage

TO RESOLVE: Any instructions to the Clerk regarding planning applications published by BANES not listed above.

To note recent updates, see ‘West Harptree’ under ‘PARISH’ on BANES website:
https://www.bathnes.gov.uk/webforms/planning/search.html#advancedSearch

2405_[26] ITEMS FOR ATTENTION OF THE CLERK

(3min) 9:24

  • To note: any other items for attention of the clerk
  • To note: any requests for business to be considered at the next meeting

2405_[27] DATE OF NEXT MEETING

(2min) 9:27

TO RESOLVE: Date of next meeting: Monday 10th June 2024, 7.30pm at West Harptree Memorial hall.

Diary: https://westharptreeparishcouncil.co.uk/diary-of-parish-council-meetings/


APPENDICES

Appendix of links to documents and reports

2024-05 Finance Reports

Financial reports for the parish council meeting.

  • Posted: 6th May 2024
  • Version: 1

2024-05 Planning Report

Planning report

  • Posted: 13th May 2024

[DRAFT] Minutes of Parish Council Meeting, Monday 8th April 2024, 7:30pm

Minutes and associated documents for the parish council meeting.

  • Version: 1.1
  • Status: DRAFT

Policies for Review

For upcoming reviews, refer to: Document review schedule

Assets, Risk Management and Insurance

Employment Policies

Press and Media

Freedom of Information and Data Protection

Other Policies

Correspondence

To view further item notes and appendices, please view this document on our website