philip-edwards-west-harptree
WHPC 1
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Agenda & Notice of Annual Parish Council Meeting, 15th May 2023, 7:45pm

Table of Contents

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, G Joyce and J Mitchell

You are summoned to attend a meeting of West Harptree Parish Council to be held at West Harptree Memorial Hall on Monday 15th May 2023 at 7.30pm. The agenda for the meeting appears below. Philip Edwards, Clerk, 10th May 2023

NEW COUNCIL ADMIN

2305_[1] Election of Chairman

(3min) 7:45

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

2305_[2] Election of Vice Chairman

(3min) 7:48

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

2305_[3] Parish Council Membership

(3min) 7:51

  • To receive the members declaration of acceptance of office and Register of Interest.
  • TO RESOLVE: To approve any requests to receive the declaration of acceptance of office at a later date.

2305_[4] Public Participation Session

(10min) 7:54

Members of the public are requested to raise any matter during this session as the rest of the meeting is not open to public participation. Members of the public and press may attend the meeting unless the Parish Council enters a confidential session. Members of the public may make representations, ask questions and give evidence on any matter of concern, for not more than three minutes, by addressing the Chairman.

2305_[5] Apologies for Absence

(2min) 8:04

To note and decide on apologies for absence.

2305_[6] Declaration of Interest

(2min) 8:06

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

2305_[7] Confirmation of Minutes

(3min) 8:08

TO RESOLVE: The Parish Council meeting minutes of Monday 17th April 2023 confirmed as an accurate record and signed by Chairman.

2305_[8] Co-option of new Council Member

(3min) 8:11

  • To review any applications for co-option.
  • TO RESOLVE: To co-opt a new member to the Parish Council
  • To receive the declaration of acceptance of office

ANNUAL AUDIT ADMIN

(see appendix financial statements 2022-2023)

2305_[9] Annual Internal Auditors Report

(2min) 8:14

  • TO RESOLVE: to receive and note the 22/23 internal auditor’s report

2305_[10] Exemption Certificate

(3min) 8:16

  • TO RESOLVE: That the Parish Council, having met all the exemption criteria for 2022/23 agreed to declare itself exempt from an external audit.
  • The certificate to be signed by the Chairman and Clerk

2305_[11] Annual Governance Statements

(3min) 8:19

  • TO RESOLVE: To approve by the council: The Annual Governance Statements 2022/23 prepared by the Clerk
  • Annual Governance Statements to be signed by the Chairman of the meeting and the Clerk

2305_[12] Accounting Statements

(3min) 8:22

  • 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 2022/23, expenditure after 26/9/22 was under the GPC
  • TO RESOLVE: To approve by the council: The accounting statements 2022/23 prepared and signed by the RFO
  • Accounting Statements to be signed by the Chairman of the meeting.

2305_[13] Dates for the Exercise of Public Rights

(3min) 8:25

  • TO RESOLVE: to approve the dates of the period for the exercise of public rights: commencing on Monday 5 June and ending on Friday 14 July 2023

2305_[14] Conflicts of Interest with BDO LLP

(3min) 8:28

  • 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.

ANNUAL MEETING ADMIN (SPECIFIED IN SO’s)

2305_[15] General Power of Competence

(3min) 8:31

  • To Note: The number of members of the council that have been declared elected is equal or greater that 2/3 of the total number of members of the council. (6 elected out of 7 for WHPC). The Clerk holds the Certificate in Local Council Administration which includes the relevant training in the exercise of the general power.
  • TO RESOLVE: The Parish Council resolve to adopt the general power of competence having met the conditions of eligibility as defined in the Localism Act 2011 and SI 965, The Parish Councils (General Power of Competence)(Prescribed Conditions) Order 2012. (See appendix)

2305_[16] Standing Orders and Financial Regulations

(4min) 8:34

  • TO RESOLVE: To adopt the most recent NALC models of the Standing Orders (2018) and the Financial Regulations (2019).
  • TO RESOLVE: Continuation of Scheme of Delegation – Exceptional Circumstances

2305_[17] Assets and Insurance

(5min) 8:38

  • TO RESOLVE: To approve the Asset Register
  • To review insurance cover and arrangements, with ongoing review as necessary

2305_[18] Policies specified for review in Standing Orders

(8min) 8:43

  • Review of the Council’s employment policies and procedures
    • TO RESOLVE: Adoption of employment policies: Equality and Diversity Policy; Disciplinary & Grievance Policies; Anti Harassment and Bullying Policy; Staff Data Protection Policy
  • Review of 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: Adoption of: FOI publication scheme; Press/Media Policy; Social Media and Electronic Communication Policy

2305_[19] Subscriptions

(2min) 8:51

  • TO RESOLVE: Continued subscription to ALCA (£141.88 for the year)

2305_[20] FINANCE

(5min) 8:53

(a) Payments and income – see appendix 2023-05 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

(b) Bank Mandates

  1. TO RESOLVE: Addition of new members as signatories with internet banking access to Unity bank account mandate.
    • (members may view accounts, sign cheques and authorise payments with the requirement of two signatories or two online authorisations)
  2. TO RESOLVE: Addition of Clerk as administrator with internet banking access to Unity bank account mandate
    • (Clerk may view accounts and set up transactions for authorisation).

2305_[21] PLANNING APPLICATIONS

(8min) 8:58

TO RESOLVE: Application Reference23/01441/FUL
Application Address: The Old Bakery , The Street, West Harptree, Bristol, Bath And North East Somerset, BS40 6EA
Proposal: Addition of a concentric flue chimney for a boiler system, terminating in a cowling to exit at the rear elevation of the property.

TO RESOLVE: Application Reference23/01390/FUL
Application Address: Parcel 0956, Harptree Hill, West Harptree, Bristol, Bath And North East Somerset,
Proposal: Erection of new detached dwelling house with associated landscaping and new vehicular access from Harptree Hill.

(Ref: https://www.bathnes.gov.uk/webforms/planning/#advancedSearch)

REPORTS AND RESPONSIBILITIES

2305_[22] Chairman’s Report

(2min) 9:06

  • Welcome of new members
  • To receive any reports and note any urgent business highlighted by the Chairman

2305_[23] Clerk’s Report

(5min) 9:08

  • To receive any updates from the Clerk and note correspondence
  • Bristol Airport ASAS Survey request, emailed 10-5-2023

2305_[24] Appointments

(4min) 9:13

See: https://westharptreeparishcouncil.co.uk/councillors-registers-of-interest-and-responsibilities/

TO RESOLVE: To review and approve appointments to outside bodies and members responsibilities

  • Planning Advisor or Planning Advisory Group
  • HR Advisory Group
  • Memorial Hall
  • Highways and Footpaths
  • Flooding
  • Recreation Ground
  • Chew Valley Forum

2305_[25] Meetings attended

(2min) 9:17

  • To report on any meetings attended

2305_[26] Memorial Hall

(2min) 9:19

  • To advise on any hall matters

2305_[27] Highways

(3min) 9:21

  • To update on any highway matters, pavements and public rights of way.

2305_[28] Recreation Ground

(3min) 9:24

  • To receive any updates on the recreation ground

2305_[29] Ward Councillor’s Report

(3min) 9:27

  • To receive any reports from the BANES District Cllr

2305_[30] Items for attention of the Clerk

(3min) 9:30

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

2305_[31] Date of Next Meeting

(2min) 9:33


APPENDICES

Appendix of links to documents and reports:

2023-05 Finance Reports

Finance Reports for the Parish Council meeting

  • Created: 4/5/2023
  • Version: 1.1

2023-05 Planning report

Planning report submitted for consideration from Cllr Mitchel

  • Posted:

Financial Statements 2022-2023

Documents required by the transparency code. Financial reports including the annual governance statement and external audit documents. Notice of the period for the exercise of public rights.

  • Created: 2022-23

General Power of Competence

Details of the General Power of Competence, including eligibility requirements

  • Posted:

Minutes of Parish Council Meeting, 17th April 2023, 7:30pm

Minutes of the parish council meeting

Appendix of Annual Meeting Policies for review

Asset Register 2023-24

Asset Register

Financial Regulations

Financial Regulations based on 2019 model version from NALC

Standing Orders

Standing Orders based on 2018 model version from NALC

Appendix of Data / Media Policies for review

Data Protection Policy

The data protection policy details how the council manages and protects personal data. The aim of this policy is to ensure that everyone handling personal data is fully aware of the requirements and legal duties in accordance with data protection law.

  • Posted:
  • Adopted: 8th January 2019
  • Version: 2
  • Last reviewed: May 2023
  • Next review: May 2024

Press / Media Policy

This document has been prepared as a guidance note for officers and members. It represents the policy of the Council in respect of its relationships with the Press and Media.

Publication Scheme

Freedom of Information Act This model publication scheme has been prepared and approved by the Information Commissioner. It may be adopted without modification by any public authority without further approval and will be valid until further notice.

  • Created: May 2023
  • Adopted: 15th May 2023
  • Version: 1
  • Last reviewed: May 2023
  • Next review: May 2024

Records Retention Policy

The Parish Council recognises that the efficient management of its records is necessary to comply with its legal and regulatory obligations and to contribute to the effective overall management of the association. This document provides the policy framework through which this effective management can be achieved and audited.

  • Created: 2018
  • Adopted: 8th January 2019
  • Version: 2
  • Last reviewed: May 2023
  • Next review: May 2024

Staff Data Protection Policy

This policy applies to the personal data of current and former job applicants, employees, workers, contractors, and former employees, referred to as HR-related personal data. This policy does not apply to the personal data relating to members of the public or other personal data processed for council business.

  • Created: May 2023
  • Adopted: 15th May 2023
  • Version: 2
  • Last reviewed: May 2023
  • Next review: May 2024

Appendix of Employment Policies for review

Anti Harassment and Bullying Policy

This policy and procedure provide guidance on what to do if you are concerned about bullying or harassment and what to expect if you raise concerns.  It applies to all staff (whether permanent, fixed term, or casual), contractors and agency staff.

Disciplinary & Grievance Policies

This document gives a code of practice on disciplinary and grievance procedures that the Parish Council should follow for handling these issues in the workplace

Equality and Diversity Policy

The council is committed to providing equal opportunities in employment and to avoiding unlawful discrimination. This policy is intended to assist the council to put this commitment into practice. Compliance with this policy should also ensure that employees do not commit unlawful acts of discrimination.

Staff Data Protection Policy

This policy applies to the personal data of current and former job applicants, employees, workers, contractors, and former employees, referred to as HR-related personal data. This policy does not apply to the personal data relating to members of the public or other personal data processed for council business.

  • Created: May 2023
  • Adopted: 15th May 2023
  • Version: 2
  • Last reviewed: May 2023
  • Next review: May 2024

Appendix of Correspondence:

To view supporting documents, supplementary notes and appendices, please view this document on our website