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[DRAFT] Minutes of Annual Parish Council Meeting: 7th May 2024, 7:30pm

Table of Contents

Clerk: Philip Edwards (CiLCA) | Tel: 07591 257067 |
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Councillors Present: Sara Box (Chairman), Jon Sebright, Philip Warden and Mark Wilson (Vice Chairman)

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


2405_[1] Election of Chairman

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

  • RESOLVED: To elect Cllr S Box as the Chairman for the municipal year.
  • The Chairman’s declaration of acceptance of office was signed and received by the Clerk

2405_[2] Election of Vice Chairman

  • RESOLVED: To elect Cllr M Wilson as Vice Chairman for the municipal year.
  • The Vice Chairman’s declaration of acceptance of office was signed and received by the Clerk


A member of the public raised a query regarding miners statues. The Clerk offered to check details for a statue.

A member of the public raised a query regarding plans for the memorial garden and offered to help with the plans. The Parish Council reported on progress and funds and Cllr Warden offered to contact the member of the public to take up the offer of support. The Parish Council confirmed that £6500 had been set aside in earmarked reserves for the war memorial.


2405_[4]  Apologies for Absence

Apologies for absence were received from Cllrs J Elford and A Kirkby.

RESOLVED: 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

A declarations of disclosable pecuniary was received from Cllr Wilson regarding the bus shelter.

2405_[6] Confirmation of Minutes

RESOLVED: The Parish Council meeting minutes of Tuesday 9th 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: The Clerk was delegated with selecting a quotation in consultation by email with council members for the council insurance policy and was authorised to go ahead with payment.
  • 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 was renewed in April 2024.
  • Noted: The Clerk’s annual subscription to SLCC was renewed in December 2023.


2405_[11] To Review Annual Internal Auditors Report

  1. RESOLVED: review of the 23/24 internal auditor’s report
  2. RESOLVED: 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. RESOLVED: Confirmation of minute ref 2211_[6]b (8/11/22) appointing internal auditor for 24/25

2405_[12] Approval of Annual Governance Statements

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

2405_[13] 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, which was signed by the Chairman of the meeting

2405_[14] 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_[15] 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_[16] Chairman’s Report

  • There was no report from the Chairman

2405_[17] Clerk’s Report

  • A report was received from the Clerk regarding the goal post funding options, the council laptop and phone, the defibrillator cabinet and CCTV equipment.
  • A consultation response had been sent to BANES re parking charges
  • Noted: correspondence shared with council members listed in the appendix.

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

Cllr Sebright left the meeting at 20:10 during item 2405_[18]

  • RESOLVED: Review of appointments for members responsibilities
    • HR – Cllrs Box and Kirkby
    • Finance – Cllrs Elford, Sebright and Warden
    • Planning – Cllrs Wilson and Warden
  • RESOLVED: Attendance at Clutton Flower show 10th August 2024 and location preference
  • Cllr Warden reported on progress with the war memorial

2405_[19] Ward Councillor’s Report

  • There was no report from BANES District Cllr David Wood

2405_[20] Village Hall and Open Spaces Reports

  • RESOLVED: The Clerk was instructed to go ahead with the painting quotation from TD decorators, including the painting of the kitchen and the foyer.
  • Noted: The grant application to the football foundation for goal posts was unsuccessful
  • The Clerk was requested to purchase wildflower seeds following the details sent to members 26/4/24
  • Cllr Wilson, having declared a pecuniary interest, presented a quotation option of £2380 for the complete renewal of the Cameley bus shelter. The two other members of the council expressed support in principle for the quotation. This item of business would be considered at a future parish council meeting for resolution.

2405_[21] FINANCE

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

  • RESOLVED: payments to approve as listed in finance reports.
  • Noted: finance reports including payments, income and bank reconciliation


There were no outstanding consultation requests at the time of agenda publication. The following planning application was reviewed under the scheme of delegation to the Clerk:

Planning application: 24/01593/FUL
Application Address: Cinderlands , Cameley Road, Cameley, Bristol, Bath And North East Somerset, BS39 5AF
Proposal: Erection of 1no. 2bed dwelling and associated works, following demolition of existing agricultural buildings at land to rear of Cinderlands.
RESOLVED: The Parish Council supports this planning application.


RESOLVED: Grant application from Temple Cloud in Bloom for £1000


  • RESOLVED: Date of next meeting: Tuesday 11th June 2024, 7.30pm

There being no further business, the Chairman closed the meeting at 20:37

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