Table of Contents

Clerk: Philip Edwards (CiLCA) | Tel: 07591 257067 | info@templecloud.org.uk
www.templecloud.org.uk
Subscribe for updates: https://templecloud.org.uk/newsletter/

To Councillors: Sara Box (Chairman), Carl Bubb, Jon Elford, Jon Sebright, Keith White, Mark Wilson (Vice Chairman) and Myk Winder

You are hereby summoned to attend a meeting of the Parish Council to be held at 7.40pm on Tuesday 20th May 2025 at Temple Cloud Village Hall.

Philip Edwards, Clerk, 14th May 2025

ANNUAL COUNCIL ADMIN

2505_[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

2505_[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

2505_[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

2505_[4] Apologies for Absence

(3min) 7:51

TO RESOLVE: To note any apologies for absence and decide on any approval of absence until the next parish council meeting.

2505_[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.

2505_[6] Confirmation of Minutes

(4min) 7:57

TO RESOLVE: The Parish Council meeting minutes of Tuesday 8th April 2025 are confirmed as an accurate record and signed by Chairman.

ANNUAL POLICY REVIEWS AND APPROVAL

2505_[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

2505_[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: Insurance policy renewal and payment authorisation
TO RESOLVE: To review and approve the risk management policy

2505_[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

2505_[10] Review of Annual Subscriptions

(2min) 8:15

To note: Annual Subscription to ALCA was renewed in April 2025.
To note: The Clerk’s annual subscription to SLCC was renewed in December 2024.

AUDIT AND AGAR REVIEW AND APPROVAL

2505_[11] To Review Annual Internal Auditors Report

(4min) 8:17

TO RESOLVE: to receive and review the 24/25 internal auditor’s report
TO RESOLVE: The council has reviewed and implemented all the internal auditor’s recommendations:
- The council has considered business interruption insurance
TO RESOLVE: Confirmation of minute ref 2211_[6]b (8/11/22) appointing internal auditor for 25/26

2505_[12] Approval of Annual Governance Statements

(4min) 8:21

TO RESOLVE: To approve the Annual Governance Statements 24/25 prepared by the Clerk.

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

2505_[13] Approval of Accounting Statements

(4min) 8:25

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 2024/25, all expenditure was under the GPC

TO RESOLVE: To approve the accounting statements 24/25 prepared and signed by the RFO

(To be signed by the Chairman of the meeting)

2505_[14] Approval of Dates for the Exercise of Public Rights

(3min) 8:29

TO RESOLVE: to approve the dates of the period for the exercise of public rights: commencing on Tuesday 3 June and ending Monday 14 July 2025

2505_[15] Confirmation of no conflicts of interest with BDO LLP

(4min) 8:32

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

2505_[16] Chairman’s Report

(4min) 8:36

To receive a report from the Chairman

2505_[17] Clerk’s Report

(4min) 8:40

To receive a report from the Clerk
To confirm: attendance of Clutton Flower Show, 9th August 2025
To note: correspondence shared with council members listed in the appendix.

2505_[18] Members Reports, Responsibilities and Meetings Attended

(5min) 8:44

TO RESOLVE: Review of appointments for members responsibilities
To receive any reports on members’ responsibilities or attendance of outside bodies.
To note: Livable Neighbourhood public consultation. Members of the parish council received a brief from BANES regarding an upcoming public consultation on measures proposed to improve footpaths, lighting and traffic speed limits around the village based on previous public consultations in the area. Members of the public are encouraged to look out for and respond to a request for feedback to be mailed from BANES to Temple Cloud residents in the next few weeks.

2505_[19] Village Hall and Open Spaces Reports

(5min) 8:49

To note: Any reports regarding village hall and open spaces
To note: Playground and Pump Track inspections have been booked for June 2025
To note: EICR testing has been booked for 23 and 30th July, £400.
TO RESOLVE: A reduced quotation to do PAT testing at the same time as the EICR
Defibrillator Update: Pads have expired on the Lifepak defibrillator 17/5/25. Replacement pads have not been purchased as the garage cabinet remains out of service. The replacement cabinet delivered to the garage Oct 2023 (min ref 2310_[7]) has not been installed. The pads on the HeartSine defibrillator, which is now in the school cabinet, will expire 01/03/2026
The hirers guide and risk assessment has been updated to highlight the risk of non fire retardant curtains, with no candles or naked flames allowed on the stage or near the curtains

2505_[20] Ward Councillor’s Report

(4min) 8:54

To receive a report from BANES District Cllr David Wood

2505_[21] FINANCE

(5min) 8:58

Payments and Income (see appendix 2025-05 Finance Reports)

TO RESOLVE: payments to approve as listed in finance reports.
To note: finance reports including payments, income and bank reconciliation

2505_[22] PLANNING CONSULTATIONS

(5min) 9:03

There were no outstanding consultation requests at the time of agenda publication

TO RESOLVE: Any instructions delegated to the Clerk regarding planning consultations

Consultation requests received since agenda publication:

Application Reference: 25/01946/VAR
Application Address: The Mount , Main Road, Temple Cloud, Bristol, Bath And North East Somerset, BS39 5DQ
Proposal: Variation of condition 2 (Plans List) of application 22/01885/FUL (Conversion of existing barn and workshop to residential).

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

2505_[23] DATE OF NEXT MEETING

(3min) 9:08

To note: any requests for business to be considered at the next meeting
TO RESOLVE: Date of next meeting: Tuesday 17th June 2025, 7.30pm

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

APPENDICES

Meeting documents and reports

2025-05 Finance Reports

Financial reports for the monthly parish council meeting.

Posted: 13th May 2025
Version: 1.2

Annual Return 2024-2025

Annual Return: includes governance statements, accounting statements, and Internal Auditors report. The external auditors report is posted here when recieved.

Posted: 15th May 2025

[DRAFT] Minutes of Parish Council Meeting: 8th April 2025, 7:30pm

Minutes and associated documents for the parish council meeting.

Version: 1
Status: DRAFT

Policies for Review

For upcoming reviews, refer to: Document Review Schedule

Assets, Risk Management and Insurance

Employment Policies – VO Risk Assessments

Press and Media

Freedom of Information and Data Protection

Other Policies

To note: NALC model versions 2025 added for standing orders and financial regulations. These are better suited to current practice and current legislation (password managers, debit/trade accounts, imprest account, fraud prevention, emergency spending limits)
Scheme of delegation for village hall: proposal is to remove this section from the older standing orders and place in the new scheme of delegation as a stand alone document, this will highlight the variance to the model version and allow future model standing orders to be simpler to adopt
The new financial regulations may remove the need to separate scheme of delegation for exceptional circumstances as this now forms part of the standard NALC model
Financial regulations: note and check the financial limits for authority to spend

Correspondence to note

To view appendices and additional section notes, please view this document on our website

Version: 2