[DRAFT] Minutes of Annual Parish Council Meeting, 13th May 2024, 7:45pm

Table of Contents

Clerk: Philip Edwards (CiLCA)
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Councillors Present: H Colton, D Hooper, R Ireland (Chairman), S McCombe, J Mitchell and E Weatherill (Vice Chairman)

Also Present: Philip Edwards (Clerk)


2405_[1] Election of Chairman

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

  • RESOLVED: Cllr Richard Ireland was elected as Chairman for the municipal year.
  • The Clerk received the Chairman’s declaration of acceptance of office

2405_[2] Election of Vice Chairman

  • RESOLVED: Cllr Emma Weatherill was elected as Vice Chairman for the municipal year.
  • The Clerk received the Vice Chairman’s declaration of acceptance of office


There was no public participation contributed by members of the public.


2405_[4]  Apologies for Absence

There were no apologies for absence.

2405_[5]  Declaration of Interest

There were no declarations of disclosable pecuniary or personal interests.

2405_[6] Confirmation of Minutes

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


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

  • RESOLVED: Review and approval of the Standing Orders and the Financial Regulations
  • RESOLVED: Review and approval of the Schemes of Delegation

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

  • RESOLVED: Review and approval of the Asset Register
  • RESOLVED: Review and approval of insurance cover and arrangements
  • RESOLVED: Review and approval of the risk management policy

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

  • RESOLVED: Review and approval of the Council’s employment policies and procedures
  • RESOLVED: Review and approval 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
  • RESOLVED: Review and approval of the Standing Orders, Financial Regulations, Schemes of Delegation and other policies listed in the appendix ‘Policies for Review’ for review
  • RESOLVED: There were no committees with terms of reference to review and approve

2405_[10] Review of Annual Subscriptions

  • Noted: Annual Subscription to ALCA to be renewed.


2405_[11] To Review Annual Internal Auditors Report

  1. RESOLVED: The council reviewed the 23/24 internal auditor’s report
  2. RESOLVED: The council confirmed no further action was required to implement the internal auditor’s recommendations as there were no recommendations outstanding.
  3. RESOLVED: Acceptance of quotation and appointment of internal auditor for 24/25

2405_[12] Exemption Certificate

RESOLVED: That the Parish Council, having met all the exemption criteria for 2023/24 agreed to declare itself exempt from an external audit. The exemption certificate was signed by the Chairman of the meeting and the Clerk

2405_[13] Approval of Annual Governance Statements

RESOLVED: Approval of the Annual Governance Statements 23/24 prepared by the Clerk, signed by the Chairman of the meeting and the Clerk

2405_[14] Approval of Accounting Statements

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

RESOLVED: Approval of the accounting statements 23/24 prepared and signed by the RFO, signed by the Chairman of the meeting)

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

RESOLVED: Approval of 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

RESOLVED: that there were no conflicts of interest with the external auditor BDO LLP. The BDO form was signed by the Clerk and Chairman of the meeting.

REPORTS – To receive and note any reports:

2405_[17] Chairman’s Report

The Chairman highlighted the report given in the earlier Parish Meeting for electors. It was noted that extra funding for the road scheme had been made available from BANES and that this would be used to install an additional priority narrowing section on the main road outside the village hall. BANES had indicated that works would start on 3rd June and that an all night road closure would take place on 7th June. The double yellow lines alongside the triangle would be added at a later date subject to completion of a traffic regulation order.

To note plans for the additional priority road narrowing:

2405_[18] Clerk’s Report

  • The Clerk reported on correspondence received from residents shared with council members regarding the road scheme.
  • The council confirmed details for the ongoing cleaning of the bus shelter
  • Noted: correspondence shared with council members listed in the appendix.

2405_[19] Meetings attended Reports

  • Cllr McCombe reported on his attendance of planning consultation training. Cllr Mitchel offered to meet with Cllr McCombe to review planning information
  • Cllr Weatherill reported on a flood working group who were looking at ways to provide real time information on flooding incidents and looking at flood prevention
  • Cller Weatherill reported on the Asset of Community Value application for the village shop. The Clerk was requested by the council to proceed with submitting the application.

2405_[20] Memorial Hall Reports

  • Noted: a report was received from the Chairman regarding hall matters.

2405_[21] Highways Reports

  • Noted: there were no further matters regarding Highways other than the road scheme details given earlier in the Chairmans report.

2405_[22] Recreation Ground Reports

  • Noted: the grass had been recently cut and the new tree was doing well.
  • A review of funding available for replacement of play equipment could now proceed following confirmation of funds required by the road scheme. Various ideas for equipment were discussed for renewal of the playground. The council agreed to email options for consideration to Cllr McCombe who offered to create a public survey to be published after the summer. Residents who would like to participate in the survey are requested to register with the parish council mailing list.
  • RESOLVED: The council decided to postpone a decision on replacement of the picnic bench until a later date to coincide with refurbishment plans.
  • Cllr Hooper offered to inspect and look at temporary repairs for the picnic bench

2405_[23] Ward Councillor’s Report

  • There was no report from BANES District Cllr David Wood, who had sent apologies for absence

2405_[24] FINANCE

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

  1. RESOLVED: payments to approve listed in finance report
  2. Noted: payments and Income listed in finance report
  3. Noted: bank reconciliation


RESOLVED: Application Reference24/01571/FUL. Having reviewed this application, the council resolved to SUPPORT this application.
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 note: The Clerk was requested to include expired consultation requests on future agendas which were awaiting a council response, even if the consultation period had expired. The Clerk was requested to include consultation expiry dates on the agenda.


  • Noted: there were no other items for attention of the clerk
  • Noted: The council requested that the recreation ground refurbishment be added to future agendas as an ongoing project
  • Noted: Lighting on Ridge Crescent would be reviewed for possible discussion at a future meeting.


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

There being no further business, the Chairman closed the meeting at 20:55

Agreed as a correct record,
signed by the Chairman of the meeting: _______________________ on:_______________
(Chairman initial all other pages)