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Mudford Parish Council

Annual Parish Council Meeting – 28 May 2026

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Notice of the Annual Mudford Parish Council Meeting

Dear Councillors,

You are hereby summoned to attend the following:

Annual Meeting of:               Mudford Parish Council

Time:                                      19:00

Date:                                      Thursday 28th May 2026

Venue:                                   Mudford Village Hall, BA21 5TE

Petra Galloway

Parish Clerk

19th May 2026

The following members of Mudford Parish Council are summoned to attend:
J. Dalton-Leggett (Chairman), R. Bowring, D. Brown, P. Blackwood, P. Edgeworth, S. Bartlett and J. Snell.

Equality Act 2010

Members are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status, and any disability), Gender Equality, Crime & Disorder, Biodiversity, Health & Safety and Human Rights.

Recording of Council Meetings

The Local Audit and Accountability Act 2014 allows both the public and press to take photographs, film and audio record the proceedings and report on all public meetings (including on social media).

Any member of the public wishing to record or film proceedings must let the Chairman of the meeting know prior to, or at the start of, the meeting and the recording must be overt (i.e., clearly visible to anyone at the meeting), but non-disruptive. This permission does not extend to private meetings or parts of meetings which are not open to the public.

Members of the Public and Press are invited to attend all Council Meetings (Public Bodies (Admission to Meetings) Act 1960).

Mudford Parish Council will be discussing all the items listed below:

The agenda specifies the business that it is proposed to transact (Local Government Act 1972 Sch 12, para 10 (2)(b)) and the Council cannot lawfully decide any matter which is not specified in the agenda (Longfield Parish Council v Wright (1918) 88 LJ Ch 119).

 

AGENDA

26/56 To elect a Chairman – To sign Declaration of Acceptance of Office.

26/57 To elect a Vice Chairman – To sign Declaration of Acceptance of Office.

26/58 To receive and consider apologies for absence and approve the reasons (LGA 1972 s 85(1)).

26/59 To receive Declarations of Interests. Council members to declare any interests, including any Disclosable Pecuniary Interests, they may have in agenda items that accord with the requirements of the Parish Council’s Code of Conduct, and to consider any prior requests from members for Dispensations that accord with Localism Act 2011 s 33 (b-e). (NB this does not preclude any later declarations).  

26/60 To approve and sign as a correct record the minutes of the previous ordinary meeting held on 30th April 2026 (LGA 1972 Sch 12, para 41(1)).

26/61 To approve and sign as a correct record the minutes and confidential report from the extraordinary meeting held on 12th May 2026 (LGA 1972 Sch 12, para 41(1)).

26/62 To approve and sign as a correct record the minutes of the extraordinary meeting held on 13thMay 2026 (LGA 1972 Sch 12, para 41(1)).

26/63 To receive Public Comments.
This section is at the Chairman’s discretion and may last up to 15 minutes.

26/64 To receive outside reports from Representatives.

  1. Somerset Councillors (3 minutes)
  2. Outside bodies/groups (3 minutes)

26/65 To receive an update on matters arising from previous meetings and to review the action list:

  1. Judicial Review 14/02554/OUT (Clerk)
  2. Withy Bed land registration (Clerk, Cllr Bartlett)
  3. Cattle issue – Ashington Lane (Cllr Bartlett)
  4. Act to Adapt (Clerk)

26/66 To receive a report on planning decisions made after the agenda was published on 19th May 2026.

26/67 To consider planning applications, applications to discharge conditions, and any amendments to applications previously discussed; to agree any comments, and to make any necessary delegations to the clerk:

  1. 25/02769/REM; Land Os 3400, Mudford Road, Yeovil
    Reserved Matters application for the appearance, landscaping, layout and scale for Phase 1 comprising 109 residential dwellings and associated infrastructure and green space, excluding the main site access relating to planning application 22/00695/OUT (appeal ref: APP/E3335/W/23/3328322)
  2. 26/00996/DOC1; Land Os 3400, Mudford Road, Yeovil
    Discharge of Condition No. 9 (Constructed Treatment Wetland Details) (as amended by Approved Condition 25/01485/NMA) of Approved Application 22/00695/OUT, allowed on appeal APP/E3335/W/23/3328332.

26/68 To consider commenting on planning applications received on and after 19th May 2026, including any delegations to the clerk as required.

26/69 FINANCE: To approve the Cashbook/Bank Reconciliation to 30th April 2026 (Appendix 1).

26/70 FINANCE:

  • To note payments made in May under the delegated authority of the Clerk/RFO.
Invoice Payee Particulars Amount Date of payment
1 Scribe Accounts Inv 17918 Set up fee £358.80 13.05.2026
2 Pinnacle Accountancy Inv 19709 £145.20 13.05.2026
3 Mudford Village Hall Bookings MPC 12&13&18 May £35.00 13.05.2026
  • To note the receipts from 20.04.2026 to 18.05.2026.
Date        Particulars Amount Notes
30.04.2026 Somerset Council SC-SPT-100445208-5 £87.93 CIL
12.05.2026 Country Memorials £150 Memorial fee B2 24

 

  • To note that the CIL (Community Infrastructure Levy) meaningful proportion sum of £87.93 was received (the sum relates to planning application 22/01485/FUL; Broadview Farm, Mudford Hill, Yeovil).


26/71 FINANCE:

  • To approve the payment schedule for May 2026 and any invoices received after 18th May 2026.
Invoice Payee Particulars Amount
1 Staff Expenses 05 £41.00
2 Staff Salary £XXXX
3 Halcyon Landscapes Grounds Maintenance Inv 6459 £440.23
4 HMRC 794PL00149285 mo 02 £TBC
5 P D Sargent Cemetery Maintenance Inv 23-10 £28.00
6 Richard Buxton Solicitors Judicial Review Inv £TBC
7 Scribe Accounts Monthly fee (accounting software) £37 + VAT
  • To approve an internal virement of funds from the Unity Trust Bank Instant Access Account to the Current Account.
  • To approve a list of regular payments for FY 2026-2027:
Payment Payee Particulars Amount
1 Staff Expenses – monthly £41.00
2 Staff Salary – monthly £XXXX
3 Halcyon Landscapes Grounds Maintenance – monthly £440.23
4 HMRC 794PL00149285 – monthly £Varied
5 P D Sargent Cemetery Maintenance – monthly £Varied
6 Scribe Accounts Accounting software – monthly £37 + VAT

26/72 Finance FY 2025-2026:

  1. To approve the 2025-2026 year-end Cashbook/Bank Reconciliation.
  2. To note the Budget Summary.
  3. To review council’s expenditure under s 137 of the Local Government Act 1972.

26/73 INTERNAL AUDIT: To receive the Annual Internal Audit Report and consider any recommendations.

26/74 INTERNAL CONTROLS: To receive the Statement of Internal Controls and review the effectiveness of internal controls for year ending 31st March 2026.

26/75 FINANCE: To consider and approve AGAR Section 1 – Annual Governance Statement (FY 2025-2026).

26/76 FINANCE: To consider and approve AGAR Section 2 – Accounting Statements (FY 2025-2026) and note the Explanation of Variances.

26/77 FINANCE: To announce and note the period for the Exercise of Public Rights – Wednesday 3rdJune 2026 to Tuesday 14th July 2026 and publication on Council’s website and noticeboards on Tuesday 2nd June 2026.

26/78 To appoint an internal auditor for 2026-2027 and delegate the clerk to sign the letter of engagement.

26/79 To review the Asset Register and confirm the arrangement of insurance cover in respect of all insurable risks.

26/80 Bin collection of parish council’s owned bins:

  1. To note that 3 quotes were requested for the weekly collection of parish council’s street bins.
  2. To receive Somerset Council’s quote.
  3. To agree actions to be taken, including the acceptance of the quote.

26/81 To note that the accountant’s quote for payroll services, as agreed in motion 25/358 (26thMarch 2026), omitted the annual charge of £80 + VAT for completion of the end-of-year process. To consider accepting the amended quote.

26/82 Governance and Resources Committee:

  1. To receive the minutes of the last meeting of the Governance and Resources Committee.
  2. To receive the report of the committee’s chairman and consider committee’s recommendations.
  3. To review and agree the Terms of Reference including delegation of arrangements for the committee and its meeting dates.
  4. To appoint members of the committee.
  5. To appoint committee’s chairman.

26/83 Community Plan Steering Group:

  1. To receive the minutes of the last meeting of the Community Plan Steering Group.
  2. To receive the report of the chairman of the group and consider group’s recommendations.
  3. To review and agree the Terms of Reference including delegation of arrangements for the Community Plan Steering Group and its meeting dates.
  4. To appoint members of the group.

26/84 To review councillors’ roles and responsibilities:

  1. Planning
  2. Tree Warden
  3. Footpaths & RoW
  4. Highways
  5. Cemetery Liaison
  6. Playing Field (Recreation Ground) and Equipment
  7. Defibrillator
  8. Speedwatch

26/85 To review and adopt the core policies:

  1. Standing Orders
  2. Financial Regulations
  3. Code of Conduct
  4. Scheme of Delegation
  5. Complaints Policy
  6. Communications Policy
  7. Health and Safety Policy
  8. Publication Scheme

26/86 To approve the replacement of the existing Data Protection Policy and Privacy Notice with a single consolidated Data Protection Policy, and to review and adopt data policies:

  1. Accessibility Statement
  2. Cemetery Privacy Notice
  3. Data Breach Policy
  4. Data Protection Policy
  5. Freedom of Information Policy
  6. Privacy Policy for Website Users
  7. Subject Access Request Policy

26/87 To review and adopt human resources policies:

  1. Complaints Policy
  2. Grievance Policy
  3. Training Policy and Training Evaluation Form
  4. Home Working Policy
  5. Flexible Working Policy
  6. Sickness Absence Policy
  7. Compassionate Leave Policy
  8. Emergency/Dependants Leave Policy
  9. Maternity Leave and Pay Policy

26/88 To consider and adopt a new Disciplinary Procedure and an Expenses Policy (including Expenses Claim Form).

26/89 To consider and adopt a new version of the Document Retention and Disposal Procedure.

26/90 To determine the time and place of ordinary meetings of the council up to and including the next annual meeting of the council.

26/91 To agree a statement to be sent to NHS Somerset Integrated Care Board (ICB) and Somerset Foundation Trust (SFT) regarding the imminent closure of the Hyper Acute Stroke Unit (HASU) at Yeovil District Hospital.

26/92 To receive and consider the report on Public Rights of Way and permissive paths locations and agree the next steps.

26/93 To receive Councillor reports[1].

26/94 To receive the Parish Clerk’s report and any correspondence.

Correspondence:
NALC’s events newsletter and chief executive’s bulletin
SALC’s newsletter
CPRE – May update

26/95 To receive the traffic report from Vehicle Activated Devices.

26/96 To receive a report from Somerset Council on road repairs.

26/97 To receive the play area and skate park inspection reports.

26/98 Items for the next agenda.

  1. Cemetery Chapel Survey results
  2. GDPR training
  3. ICCM training

26/99  To confirm the date of the next meeting – 25th June 2026 at 19:00 at Mudford Village Hall, BA21 5TE, (Cllrs to note – all agenda items to be notified to the Parish Clerk by Monday, 15th June 2026).

26/100 Exempt Session – Exclusion of the Press & Public.
The council is recommended to resolve that under section 1, paragraph 2 of The Public Bodies (Admission to Meetings) Act 1960, the press and public be excluded from the meeting for the following items of business because publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.

26/101 To note that the Governance and Resources Committee carried out the clerk’s annual appraisal and to receive the committee’s recommendations arising from the appraisal.

26/102 To review and agree the clerk’s working hours and to agree compensation for any overtime.

End of Agenda

[1] N.B Councils cannot lawfully decide items of business that is not specified in the summons/agenda (LGA 1972 Sch 12, paras 10(2)(b) and Longfield Parish Council v Wright (1918) 88 LJ Ch 119).

Documents

Committees

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