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Agenda & Notice of Annual Parish Council Meeting: 16th May 2023, 7:30pm

Table of Contents


To Councillors: Sara Box, David Cottis, Jon Elford, Andrew Kirkby, Helen Neary, Jon Sebright, Philip Warden and Mark Wilson

You are hereby summoned to attend a meeting of the Parish Council to be held at 7.30pm on Tuesday 16th May 2023 at Temple Cloud Village Hall.

Philip Edwards, Clerk, 11th May 2023

NEW COUNCIL ADMIN

2305_[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

2305_[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

2305_[3] Parish Council Membership

(3min) 7:36

  • 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) 7:39

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) 7:49

To note and decide on apologies for absence.

2305_[6] Declaration of Interest

(2min) 7:51

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) 7:53

TO RESOLVE: The Parish Council meeting minutes of Tuesday 18th April 2023 confirmed as an accurate record and signed by Chairman.

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

(3min) 7:56

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

ANNUAL MEETING ADMIN (SPECIFIED IN SO’s)

2305_[9] General Power of Competence

(3min) 7:59

  • 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. (8 elected out of 9 for TCCPC). 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_[10] Standing Orders and Financial Regulations

(4min) 8:02

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

2305_[11] Assets and Insurance

(5min) 8:06

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

2305_[12] Policies specified for review in Standing Orders

(5min) 8:11

  • 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 adopt the Press / Media Policy
  • TO RESOLVE: To review and approve the Council’s employment policies and procedures
  • TO RESOLVE: To adopt the Staff Data Protection Policy

2305_[13] Review of Annual Subscriptions

(2min) 8:16

  • To note: Annual Subscription to ALCA was renewed in April 2023.
  • To note: The Clerk’s annual subscription to SLCC was renewed in December 2022.

REPORTS AND RESPONSIBILITIES

2305_[14] Chairman’s Report

(2min) 8:18

  • To receive any reports by the Chairman

2305_[15] Clerk’s Report

(5min) 8:20

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

2305_[16] Appointments and Councillor Reports

(4min) 8:25

See: https://www.templecloud.org.uk/councillor-responsibilities/

  • TO RESOLVE: To review and approve appointments to outside bodies and members’ responsibilities
  • TO RESOLVE: To confirm attendance at the Clutton Flower Show
  • To receive any other reports from Councillors on responsibilities

2305_[17] Pump Track and Playground

(2min) 8:29

  • TO RESOLVE: To consider an option to ask Velosolutions to install an additional gravel path in the playground from the gazebo entrance to the existing concrete path, about 5m long.
  • To note: quotations to upgrade the grass matting and other surfaces in various areas of the playground have been requested along with a request to replace the platforms for the slide and climbing wall.
  • Inconsiderate parking on the private drive and garage rented by the Parish Council has blocked access to the garage and prevented access to the playground mowing equipment. The resident concerned has been asked not to park on the privately rented drive, but has still parked blocking the door when access was needed. Further action is being considered to resolve this.

2305_[18] Ward Councillor’s Report

(3min) 8:31

  • To receive any reports from the BANES District Councillor

2305_[19] FINANCE

(5min) 8:34

(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

TO RESOLVE: approval to add new members to the Unity Bank and Nationwide Bank Mandates along with the removal of all prior members from the Bank Mandates.

2305_[20] PLANNING APPLICATIONS

TO RESOLVE: Application Reference23/01362/ADCOU
Application Address: Cinderlands , Cameley Road, Cameley, Bristol, Bath And North East Somerset, BS39 5AF
Proposal: Prior approval request for change of use from agricultural building to 1no. dwelling (Use Class C3) and for associated operational development.

(5min) 8:39

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

2305_[21] GRANT APPLICATIONS

(3min) 8:44

TO RESOLVE: Grant application from Temple Cloud in Bloom for £1000, application emailed to councillors 11/5/23

2305_[22] DATE OF NEXT MEETING

(3min) 8:47

TO RESOLVE: Date of next meeting: Tuesday 13th June 2023, 7.30pm

See: https://www.templecloud.org.uk/meeting-agenda/next-meeting/


APPENDICES

Appendix of Meeting documents and reports

2023-05 Finance Reports

Financial reports for the monthly parish council meeting.

  • Posted:
  • Version: 1

General Power of Competence

Details of the General Power of Competence, including eligibility requirements

  • Posted:

Minutes of Parish Council Meeting: 18th April 2023, 7:30pm

Minutes of the parish council meeting

Appendix of Annual Meeting Policies

Asset Register 2023-24

Asset Register

Financial Regulations

Financial regulations are written rules of the Parish Council that regulate and control the financial affairs and accounting procedures.

Scheme of Delegation – Exceptional Circumstances

Expediture Authority – The Councils Scheme of Delegation authorises the Clerk to the Council/Responsible Finance Officer and Standing Committees to act with delegated authority in the specific circumstances detailed.

Scheme of Delegation – Planning Applications

Planning Applications – The Councils Scheme of Delegation authorises the Clerk to the Council/Responsible Finance Officer and Standing Committees to act with delegated authority in the specific circumstances detailed.

Standing Orders

Standing Orders are the written rules of the parish council. They include the rules used to conduct meetings.

Terms of reference for the Pump Track Committee

Terms of reference for the Pump Track Committee

Appendix of Data / Media Policies

CCTV Policy

cctv policy

Data Breach / Information Security Incident Policy

This policy details the procedure for an information security incident

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.

GDPR Risk Assessment

GDPR Risk Assessment

Information Protection Policy

This policy details how the council protects information.

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.

  • Posted:
  • Adopted: 16th May 2023
  • Status: Approved

Publication Scheme

This document outlines the information available from Temple Cloud with Cameley Parish Council under the model publication scheme.

Retention Policy

This policy details the minimum retention time required for council documents before disposal in order for the council to comply with the Freedom of Information Act 2000 Publication Scheme. Where variable times are indicated the Council will review storage after the minimum period has elapsed.

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.

  • Posted:
  • Adopted: 16th May 2023
  • Status: Approved

Appendix of Employment Policies

Disciplinary & Grievance Arrangements

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

Temple Cloud with Cameley Parish Council commit to ensure at all times that equality and diversity is reflected in all its activities. This document sets out the policy to ensure the council delivers equality and diversity to its staff, members, residents, customers and partners.

Health and Safety Policy

In accordance with section 2 of the Health and Safety at Work etc. Act 1974, it is the duty of every employer to ensure, so far as is reasonably practicable, the health, safety and welfare at work of all employees.

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.

  • Posted:
  • Adopted: 16th May 2023
  • Status: Approved

Training Policy

Temple Cloud with Cameley Parish Council is committed to provide a level of training for both its members and staff, to enable them to undertake their respective roles for the benefit of the Parish Council, the community, and the individual’s personal development.

Appendix of Correspondence

To view appendices, please view this document on our website

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  • Version: 1