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Minutes of Annual Parish Council Meeting, 16th May 2024 7:30pm

Clerk: Philip Edwards (CiLCA) | Tel: 07988 471568 | clerk@hintonblewettpc.co.uk
www.hintonblewettpc.co.uk
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Councillors Present: C Elliott, D Cox, D Duckett (Chairman), D Huffadine (Vice Chairman) and P Young
Also Present: Philip Edwards (Clerk)


ANNUAL COUNCIL ADMIN

2405_[1] Election of Chairman

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

  • RESOLVED: Cllr D Ducket was elected as Chairman for the municipal year.
  • The Clerk received the Chairman’s declaration of acceptance of office

2405_[2] Election of Vice Chairman

  • RESOLVED: Cllr D Huffadine was elected as Vice Chairman for the municipal year.
  • The Clerk received the Vice Chairman’s declaration of acceptance of office

2405_[3] PUBLIC PARTICIPATION SESSION

There was no public participation contributed by members of the public.

MEETING ADMIN

2405_[4]  Apologies for Absence

Apologies for absence were received from J O’Nians

2405_[5]  Declaration of Interest

There were no declarations of disclosable pecuniary or personal interests.

2405_[6] Confirmation of Minutes

RESOLVED: The Parish Council meeting minutes of Thursday 21st March 2024 were confirmed as an accurate record and signed by Chairman.

ANNUAL POLICY REVIEWS AND APPROVAL

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: Insurance policy renewal and payment authorisation for quote from Zurich
  • RESOLVED: Review and approval of 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 to be renewed.

AUDIT AND AGAR REVIEW AND APPROVAL

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:
    • Addition of regular play inspections to the risk management scheme
  3. RESOLVED: Continued appointment of internal auditor for 24/25 as part of three year agreement to 25-26 (ref emails 30/10/22 & 23/8/23)

2405_[12] Exemption Certificate

RESOLVED: That the Parish Council, having met all the exemption criteria for 2023/24 agreed to declare itself exempt from an external audit. The exemption certificated was signed by the Chairman of the meeting and the Clerk.

2405_[13] Approval of Annual Governance Statements

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

2405_[14] Approval of Accounting Statements

Noted: There was no council expenditure incurred under s.137 of the Local Government Act 1972, all expenditure was under the general power of competence.

RESOLVED: Approval of the accounting statements 23/24 prepared and signed by the RFO, signed by the Chairman of the meeting

2405_[15] 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_[16] Confirmation of no conflicts of interest with BDO LLP

RESOLVED: 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 note and receive any reports:

2405_[17] Chairman’s Report

  • The Chairman reported on issues with pot holes on Litton Lane and issues with flooding on the back lane in Hinton Blewett. It was reported that the pot holes on Litton Lane had been recently repaired. The Parish Council requested the Clerk to write to Dst Cllr Wood regarding the unresolved issues with flooding on the back lane, which remained impassable after any rain. It was noted that 600 runners would require access for the Chew Valley 10K.

2405_[18] Clerk’s Report

  • The Clerk reported on conversations with the public regarding pot holes on Liton Lane.
  • The Clerk reported on problems with the council laptop. The council reviewed laptop options presented by the Clerk and advised the Clerk to purchase a new laptop in consultation with the Chairman with an approximate budget of £400 +VAT
  • Noted: correspondence shared with council members listed in the appendix.

2405_[19] Meetings attended and Members Reports

  • Noted: Cllr Young had attended the planning training course
  • Noted: Highways issues reported in the Chairmans report regarding potholes on Litton Lane and flooding.

2405_[20] Ward Councillor’s Report

  • There was no report from BANES District Cllr David Wood

2405_[21] FINANCE

(a) Payments and income – see appendix 2024-05 Finance Reports

  1. RESOLVED: payments to approve listed in finance report
  2. Noted: payments and Income listed in finance report
  3. RESOLVED: bank reconciliation 31/3/24, checked by Cllr Huffadine
  4. RESOLVED: bank reconciliation 30/4/24, checked by Cllr Huffadine
  5. Noted: CIL report, with CIL balance reduced to zero

2405_[22] PLANNING APPLICATIONS

There were no outstanding consultation requests

2405_[23] DATE OF NEXT MEETING

  • RESOLVED : Date of next meeting changed to: Thursday 18th July 2024, 7.30pm at Hinton Blewett village hall.

There being no further business, the Chairman closed the meeting at 20:31

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