Minutes of Annual Parish Council Meeting, 15th May 2023, 7:45pm

Table of Contents

Clerk: Philip Edwards (CiLCA)
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Councillors Present: H Colton, C Gay, D Hooper, R Ireland, G Joyce and J Mitchell

Also Present: Philip Edwards (Clerk) and Four members of the public


2305_[1] Election of Chairman

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

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

2305_[2] Election of Vice Chairman

  • RESOLVED: Cllr G Joyce was elected as Vice Chairman for the municipal year.
  • The Vice Chairman completed the declaration of acceptance of office

2305_[3] Parish Council Membership

  • The declarations of acceptance of office were received from all members.

2305_[4] Public Participation Session

Members of the public commented on the planning application 23/01390/FUL on Harptree Hill.

2305_[5] Apologies for Absence

There were no apologies for absence.

2305_[6] Declaration of Interest

There were no declarations of disclosable pecuniary or personal interests.

2305_[7] Confirmation of Minutes

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

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

  • Two co-option applications were considered by the council and decided by a vote.
  • RESOLVED: Emma Weatherill was co-opted as a new member to the Parish Council and signed a declaration of acceptance of office.


(see appendix financial statements 2022-2023)

2305_[9] Annual Internal Auditors Report

  • RESOLVED: The Council received and noted the 22/23 internal auditor’s report

2305_[10] Exemption Certificate

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

2305_[11] Annual Governance Statements

  • RESOLVED: Approved by the council: The Annual Governance Statements 2022/23 prepared by the Clerk
  • The Annual Governance Statements were signed by the Chairman of the meeting and the Clerk

2305_[12] Accounting Statements

  • Noted: 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
  • RESOLVED: Approved by the council: The accounting statements 2022/23 prepared and signed by the RFO
  • The Accounting Statements were signed by the Chairman of the meeting.

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

  • RESOLVED: 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

  • 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.


2305_[15] General Power of Competence

  • Noted: 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.
  • RESOLVED: The Parish Council resolved 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

  • RESOLVED: The Council adopted the most recent NALC models of the Standing Orders (2018) and the Financial Regulations (2019).
  • RESOLVED: The Council approved the continuation of Scheme of Delegation – Exceptional Circumstances

2305_[17] Assets and Insurance

  • RESOLVED: The Council approved the Asset Register
  • The council reviewed the insurance cover and arrangements, with a recommendation for further review as necessary

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

  • Review of the Council’s employment policies and procedures
    • RESOLVED: The Council adopted the 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
    • RESOLVED: The Council adopted the policies: FOI publication scheme; Press/Media Policy; Social Media and Electronic Communication Policy

2305_[19] Subscriptions

  • RESOLVED: Continued subscription to ALCA, with payment of £141.88 approved for the year

2305_[20] FINANCE

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

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

(b) Bank Mandates

  1. RESOLVED: 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. RESOLVED: Addition of Clerk as administrator with internet banking access to Unity bank account mandate
    • (Clerk may view accounts and set up transactions for authorisation).


RESOLVED: Application Reference23/01441/FUL: The Council has no objection to this application.
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.

RESOLVED: Application Reference23/01390/FUL: The Council objects to this application..
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.


2305_[22] Chairman’s Report

  • The Chairman thanked previous members and welcomed new members
  • Plants for the triangle was discussed with members.

2305_[23] Clerk’s Report

  • The Bristol Airport ASAS Survey request was noted

2305_[24] Appointments

RESOLVED: Members appointments to outside bodies and members responsibilities were reviewed and approved

2305_[25] Meetings attended

  • There were no reports on any meetings attended

2305_[26] Memorial Hall

  • Cllr Colton reported that arrangements were underway to fit the memorial hall defibrillator

2305_[27] Highways

  • It was reported that the speedwatch team were planning to continue work in various locations

2305_[28] Recreation Ground

  • It was noted that the roundabout had been fixed
  • It was noted that a bench for the playing field was to be installed by the parish council after a Horn Beam tree had been planted. The Clerk was requested to ask Dst Cllr Wood about possible supply of a tree.

2305_[29] Ward Councillor’s Report

  • There was no report from the BANES District Cllr

2305_[30] Items for attention of the Clerk

Items for the attention of the clerk were noted. Cllr Gay reported that 70 trees had been planted in celebration of the Queens Jubillee on the Duchy of Cornwall Land. There were no further requests for business to be considered at the next meeting.

2305_[31] Date of Next Meeting

There being no further business, the Chairman closed the meeting at 21:05

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