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Agenda & Notice of Annual Parish Council Meeting: 7th May 2024, 7:30pm

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, Jon Elford, Andrew Kirkby, Jon Sebright (Chairman), Philip Warden and Mark Wilson (Vice Chairman)

You are hereby summoned to attend a meeting of the Parish Council to be held at 7.30pm on Tuesday 7th May 2024 at Temple Cloud Village Hall.

Philip Edwards, Clerk, 1st May 2024

clerk-sig

ANNUAL COUNCIL ADMIN

2405_[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

2405_[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

2405_[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

2405_[4]  Apologies for Absence

(3min) 7:51

To note and decide on apologies for absence.
TO RESOLVE: Approval of absence for Cllr Elford until the date of the first monthly Parish Council meeting that proceeds 31st December 2024

2405_[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.

2405_[6] Confirmation of Minutes

(4min) 7:57

TO RESOLVE: The Parish Council meeting minutes of Tuesday 9th April 2024 are confirmed as an accurate record and signed by Chairman.

ANNUAL POLICY REVIEWS AND APPROVAL

2405_[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

2405_[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

2405_[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

2405_[10] Review of Annual Subscriptions

(2min) 8:15

  • To note: Annual Subscription to ALCA was renewed in April 2024.
  • To note: The Clerk’s annual subscription to SLCC was renewed in December 2023.

AUDIT AND AGAR REVIEW AND APPROVAL

2405_[11] To Review Annual Internal Auditors Report

(4min) 8:17

  1. TO RESOLVE: to receive and review the 23/24 internal auditor’s report
  2. TO RESOLVE: The council has reviewed and implemented all the internal auditor’s recommendations:
    • The council has ratified the procurement policy with updated contract thresholds. See minute ref 2403_[6]
    • The council has considered increasing its fidelity guarantee insurance to cover the year end balance plus half the annual precept. See minute ref 2403_[11]
  3. TO RESOLVE: Confirmation of minute ref 2211_[6]b (8/11/22) appointing internal auditor for 24/25

2405_[12] Approval of Annual Governance Statements

(4min) 8:21

TO RESOLVE: To approve the Annual Governance Statements 23/24 prepared by the Clerk.

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

2405_[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 2023/24, all expenditure was under the GPC

TO RESOLVE: To approve the accounting statements 23/24 prepared and signed by the RFO

(To be signed by the Chairman of the meeting)

2405_[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 Monday 3 June and ending on Friday 12 July 2024

2405_[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

2405_[16] Chairman’s Report

(4min) 8:36

  • To receive a report from the Chairman

2405_[17] Clerk’s Report

(4min) 8:40

  • To receive a report from the Clerk
  • A consultation response was sent to BANES re parking charges
  • To note: correspondence shared with council members listed in the appendix.

2405_[18] Members Reports, Responsibilities and Meetings Attended

(5min) 8:44

  • TO RESOLVE: Review of appointments for members responsibilities
  • TO RESOLVE: Attendance at Clutton Flower show 10th August 2024 and location preference
  • To receive any reports on members’ responsibilities or attendance of outside bodies.

2405_[19] Ward Councillor’s Report

(4min) 8:49

  • To receive a report from BANES District Cllr David Wood

2405_[20] Village Hall and Open Spaces Reports

(5min) 8:53

  • TO RESOLVE: Review of painting quotes and any instructions to the Clerk
  • To note: The grant application to the football foundation for goal posts was unsuccessful
  • To note: Email re purchase of wildflower seeds sent to members 26/4/24

2405_[21] FINANCE

(5min) 8:58

Payments and Income (see appendix 2024-05 Finance Reports)

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

2405_[22] PLANNING APPLICATIONS

(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

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

2405_[23] GRANT APPLICATIONS

(3min) 9:08

TO RESOLVE: Grant application from Temple Cloud in Bloom for £1000

(application emailed to councillors 30/4/24)

2405_[24] DATE OF NEXT MEETING

(3min) 9:11

  • To note: any requests for business to be considered at the next meeting
  • TO RESOLVE: Date of next meeting: Tuesday 11th June 2024, 7.30pm

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


APPENDICES

Meeting documents and reports

2024-05 Finance Reports

Financial reports for the monthly parish council meeting.

  • Posted: 1st May 2024
  • Version: 1.2

Councillor Responsibilites

[DRAFT] Minutes of Parish Council Meeting: Tuesday 9th April 2024, 7:30pm

Minutes and associated documents for the parish council meeting.

[DRAFT] NOTICE OF PUBLIC RIGHTS AND PUBLICATION OF UNAUDITED ANNUAL GOVERNANCE & ACCOUNTABILITY RETURN (2024)

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2024
Local Audit and Accountability Act 2014 Sections 26 and 27
The Accounts and Audit Regulations 2015 (SI 2015/234)

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

Correspondence to note

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

  • Version: 1.1