Minutes Parish Council meeting 14 may 2023

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DRAFT Minutes of the Annual Meeting of High Littleton Parish Council held on Tuesday 14 May 2024 7.15pm. 

Councillors present 

C Lindley, M Whiting, K Fuglesang, P Ghillyer, S Gould, A Godwiin, R Lane, L Sheen and Ward Cllr A Morgan.  

Opportunity for the members of the public to speak (the public are asked to limit their address to 5 minutes with maximum time allowed 20 minutes). Please note that the Parish Council cannot make a decision on any item which is not on the agenda, but items may be put forward for a future agenda 

None 

2405.1 Election of Chair 

S Gould proposed K Fuglesang, seconded by C Lindley and agreed by the Council.  K Fuglesang accepted the position.  

2405.2 Election of Vice Chair 

S Gould proposed C Lindley, seconded by P Ghillyer and agreed by the Council.  C Lindley accepted the position.  

2405.3 [TO RESOLVE} to consider and approve Councillor areas of responsibility 

Resolved to approve Councillors to the following areas: 

Allotments – L Sheen  

Parish Sweeping – P Ghillyer  

Cemetery – R Lane  

Street Lighting – P Ghillyer  

Neighbourhood Plan – S Gould  

Recreation Ground – K Fuglesang  

Communitions/Media – M Whiting and R Lane  

Greyfield Woods – L Sheen  

Police/Neighbourhood Watch – S Gould  

School Governor – A Godwin  

Transport/Highways/Footpaths – All Councillors  

Parish Liaison – S Gould  

Environment – Robert Lane  

Mary Jones – L Sheen and S Gould  

Finance – S Gould and M Whiting  

Defibrillator – S Gould (Ha), P Ghillyer (HL) 

Opportunity for the members of the public to speak (the public are asked to limit their address to 5 minutes with maximum time allowed 20 minutes). Please note that the Parish Council cannot make a decision on any item which is not on the agenda, but items may be put forward for a future agenda.  

None 

Agenda 

2405.4 Apologies – to note apologies for absence 

None 

2405.5 [TO RESOLVE] To confirm and approve minutes of the Parish Council Meeting held on the 9 April 2024 

Resolved – the Council agreed that the 9 April 2024 minutes were a true and correct record of the meeting. 

2405.6 Declarations of Disclosable Pecuniary Interests and Request for Dispensations 

To receive declaration of any members personal or prejudicial interest in any item on the agenda 

None.  

Development Control, Forestry Works and Footpath Diversions 

2405.7 Planning applications to consider and decide comment for submission to B&NES 

a) Applications to consult 

[TO RESOLVE] 24/01363/FUL  Greenways, Wells Road, Hallatrow BS39 6EN  

Erection of single storey rear extension, two storey side extension and conversion of existing garage to office. 

Resolved that the Council make no comment.  

b) To note decision notifications 

[TO RESOLVE] 24/00961/FUL Rolmar High Street High Littleton BS39 6HW 

Formation of a parking space 

Pending consideration 

23/04622/VAR Hallatrow Business Park Wells Road Hallatrow BS39 6EX  

Variation of condition 7 (Plans List (Compliance)) of application 22/02775/FUL (Change of use to learning and non-residential institutions (Use Class F1) for a temporary three year period with associated siting of porta-cabins and shipping containers (part retrospective)). Condition Number(s): Condition 7 – Approved plans Conditions(s) Removal: Please see covering letter Please see covering letter  

Pending consideration 

 23/04623/VAR Hallatrow Business Park Wells Road Hallatrow BS39 6EX  

Variation of condition 9 (Plans List (Compliance)) of application 22/02777/FUL (Change of use to storage or distribution (Use Class B8) for a temporary three year period with associated siting of porta-cabins and shipping containers). Condition Number(s): Condition 9 – Approved Plans Conditions(s) Removal: Please see covering letter  

Pending consideration 

23/04687/FUL Hallatrow Business Park Wells Road Hallatrow BS39 6EX  

Material change of use (temporary) for B8 use and associated operational development (in connection with adjacent permitted use) (Retrospective). 

Pending consideration 

23/03092/LBA The Grange, Paulton Road, Hallatrow,  BS39 6EG  

External alterations for the replacement roof covering includes new tiles, battens and underlay. 

Pending consideration 

23/04686/FUL Parcel 0172 Wells Road Hallatrow   

Material change of use (temporary) for F1 use and associated operational development (in connection with adjacent permitted use) (Retrospective) 

Pending consideration 

2405.8 [TO RESOLVE] To consider and decide quotation re Vehicle Activated Sign on Paulton Road 

Resolved to approve the quote from B&NES approved supplier (Westcotech) at a cost of £3374 (to be funded from CIL) and a data collection unit at £276 provided it records relevant information.  

2405.9 [TO RESOLVE] To consider and decide any action to be taken re fly tipping in the ground of Rosewell Home 

Defeated.  The Council agreed that there is no action that it can take as this is private land.  The Council noted that recent changed to B&NES recycling centre deposits could mean more fly tipping – Cllr Warden to follow up with B&NES on this concern.  The Council agreed to monitor and record future fly tipping incidents with a view to providing this information to B&NES.  The Council noted that residents can still take DIY waste to recycling centres.  

2405.10 [TO RESOLVE] To consider and decide budget for maintenance of village entrance planters 

Resolved to approve a budget of £60, in total, for the 3 planters.  

2405.11 [TO RESOLVE] To consider and approve Risk Register 

Resolved to approve.  Clerk to request a GDPR refresher session.   

2405.12 [TO RESOLVE] To consider and approve end of year accounts and bank reconciliation 

Resolved to approve.  The Council agreed that the Chair sign the accounts and reconciliation.  

2405.13 Internal and External audit 2023.24 –  i) [TO RESOLVE] to consider and approve completion of conflict of interests re audit ii) [TO RESOLVE] to consider and approve Annual Governance Statement 2023/24 

I) Resolved to approve the Conflicts of Interest form with no Councillors holding any interests.   

Ii) Resolved to approve the Annual Governance Statement.  The Council agreed that the Chairman should sign the statement.   

2405.14 [TO RESOLVE] To consider and approve Asset Register 

Resolved to approve.  Disposal of one set of lights £48.50 and addition of laptop £400 and two sets of lights at £168. 

2405.15 [TO RESOLVE] To review and approve bank signatories 

Resolved to remove P Richards and P Feltham, and to add K Fuglesang.   S Gould (as signatory) to arrange.  

2405.16 [TO RESOLVE] To consider and decide funding request for replacement guttering for the Recreation Ground building 

Resolved to approve the works quoted by Unit Glass Ltd at £3954.95 gross.  

2405.17 [TO RESOLVE] To approve the following finances for May  

a) Payments – Resolved to approve the following items for payment in May   

 Description Amount £ 
DD Sage Payroll – May 2024 9.60 
DD Pension Contributions– Apr 2024 37.77 
SO D Stephenson – website maintenance 25.00 
Total  72.37 
Bank Card Easyspace – Starter plus yearly fee 88.76 
 Somer Printing Ltd – News & Views printing 426.04 
Total  514.80 
Cheques   
002663 Kirsty Headlong May 2024 Salary Pension PAYE Tax National Insurance Working from home allowance Net Total Clerk’s Expenses Apr 2024 mileage & stationery Cheque Total  1059.5 (21.58) (179.80)(0.92) 26.00 883.20 4.05 887.25 
002664 HMRC Employer’s and Employee’s NI May 2024 May 2024 Tax – K Headlong Total 42.53 179.80 222.33 
 Yu – first invoice  
002665 Trenjory Designs – News & Views May/June editing 200.00 
002666 Austin Sage – Rec Gound grass cutting Apr 2024 420.00 
002667 B George – News & Views delivery May/June delivery 150.00 
002668 Branching Out – cemetery grass cutting x 2, street cleaning x 1 830.00 
Cheque Total   £2709.58 
Grand Total   £3296.75 

b) To note receipts  

B&NES – April Precept instalment £ 19 500 

2405.18 To receive any updates on district matters from Ward Cllr Ann Morgan 

Ward Cllr Morgan reported that the flooding to a bungalow in Rotcombe Vale, due to a new build, has now been resolved.  

2405.19 To receive reports and updates on current items 

  1. Allotments     

The Council noted a vacant allotment.  Clerk to offer to first on the waiting list.                                                

  1. Recreation Ground 

See item 2405.16. 

  1. Police and Neighbourhood Watch – police report           

The Council noted the report.  Clerk to invite police to attend next meeting.                                 

  1. School Governors 

A Godwin reported that she has visited the school which is currently creating a new play area.  

  1. Grass and Cemetery  

R Lane to meet with the Parochial Church Council to view the cemetery and discuss requirements.  The Council noted that the new road layout, on the A39, means less parking for visitors to the cemetery.  

  1. Charity of Mary Jones 

No news/updates.  

  1. Parish Magazine  

Clerk to enquire re a review of magazine adverts charging fees.  

  1. Greyfield Wood  

P Ghillyer reported that he is co-ordinating a meeting with Woodland Trust to view the woods and co-ordinate a maintenance plan.  

  1. Environmental Group  

R Lane reported that another well attended Repair Cafe took place with the first bike surgery, seeds have been sown in the meadow and a bat detector has been purchased.  A quiz will be held in the Church Hall on 24 May and a talk on moths on the 20 June.  

  1. Parish sweeping  

Clerk to request sweeping of the area, with bench, opposite Haynes Chip Shop. 

  1. Highway/footpath Issues  

The Council reviewed and updated the Highways Sheet.  

  1. Transport/buses – {TO RESOLVE} to consider and decide response to Westlocal fund re setting up and running a local bus service 

Defeated.  

  1. Neighbourhood Plan 

S Gould reported that the plan is with B&NES and will progress to a formal consultation and then to a referendum and public consultation.   Streetlighting 

No news/updates.  

  1. Rosewell Home 

L Sheen to see if he can liaise with freeholder/leaseholder re the future of the building.  

  1. Church Farm 

The Council agreed that it feels that is has exhausted all avenues to resolve the situation.  

  1. Councillor vacancies 

The Council noted one vacancy.  Any interested residents to contact the Clerk.  

  1. Improving Communication with the community 

The Council noted that this has improved using Facebook, with a good turnout for the Annual Resident meeting.  The resident questionnaire to be placed on the Council Facebook page and website for residents to view/complete.  

  1. Progress re planters (and plants, compost etc) purchased with Ward Councillor Empowerment fund 

No news/updates. 

2405.20 Correspondence 

[TO RESOLVE] to consider and decide any action to be taken re resident email re speeding traffic through Hallatrow 

Resolved that the Council liaise with B&NES on any actions which can be taken.  

2405.21 Items for next meeting 

Review and renew insurance 

Consider and agree Accounting Statements for external audit 

2405.22 To note future meetings 

ALCA Meeting –11 June 2024 7.30-8.30pm 

Chew Valley Area Forum Meeting – 20 June 2024 

Parish Liaison Meeting – 26 June 2024 (Keynsham), 17 July 2024, 18 September 2024, (Keynsham) 6.30-8.30 pm 

Date of next meeting – 11 June 2024    

The Chair closed the meeting at 9.20pm.                                                               

Simon Gould Chairman Kirsty Headlong Clerk