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Mudford Parish Council

Annual Parish Council Meeting – 29 May 2025

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:                                    18:30hrs

Date:                                     Thursday 29th May 2025

Venue:                                   Mudford Village Hall

 

Petra Galloway

Petra Galloway – Mudford Parish Clerk

22nd May 2025

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)

 

PUBLIC COMMENTS (15 minutes)

This section (at the Chairman’s discretion may last up to 15 minutes) is not part of the formal meeting of the Council and minutes will not be produced. Public Bodies (admissions to meetings) Act 1960 s 1 extended by the Local Government Act 1972 s 100.

 

OUTSIDE REPORTS FROM REPRESENTATIVES

  • Somerset Councillors (3 minutes)
  • Outside bodies/groups (3 minutes)

 

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

25/29 To elect a Chairman – To sign Declaration of Acceptance of Office.

25/30 To elect a Vice Chairman.           

 25/31 To receive apologies for absence and approve the reasons (LGA 1972 s 85(1)).

 25/32 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).   

 25/33 To approve and sign as a correct record the minutes of the previous meeting held on 24th April 2025.

(LGA 1972 sch 12, para 41(1).

 25/34 Matters to report from a previous meeting.

  1. New business saving accounts with Redwood Bank (Clerk).
  2. Village Clean (Clerk).
  3. Council Logo (Clerk).
  4. Arboriculturist survey (Clerk).

25/35 Planning decisions report.

25/36 Planning applications.

25/01071/HOU (Adjacent Parish); 274 Mudford Road, Yeovil.
Proposed Porch and internal alterations.
The Council had no comments on the application.

25/37 Planning applications received on and after 22nd May 2025.

25/38 Finance FY 2024-2025:

  1. To APPROVE the 2024-2025 year-end Cashbook/Bank Reconciliation.
  2. To NOTE the Budget Summary and Earmarked Reserves.
  3. To REVIEW Council’s expenditure under s 137 of the Local Government Act 1972.

25/39 AUDIT: To RECEIVE the Annual Internal Audit Report and CONSIDER any recommendations.

25/40 FINANCE: To APPROVE AGAR Section 1 – Annual Governance Statement (FY 2024-2025).

25/41 FINANCE: To APPROVE AGAR Section 2 – Accounting Statements (FY 2024-2025).

25/42 FINANCE: To ANNOUNCE and NOTE the period for the Exercise of Public Rights – Tuesday 3rd June 2025 to Monday 14th July 2025 and publication on Council’s website and noticeboards on Monday 2nd June 2025.

25/43 FINANCE: To APPROVE the Cashbook/Bank Reconciliation to 30th April 2025.

25/44 FINANCE: To NOTE payments made in May 2025 under the delegated authority of the Clerk/RFO.

25/45 Finance: To AGREE a payment to the Village Hall for room hire and storage for the period April 2025 – March 2026.

25/46 FINANCE:

  1. To APPROVE the payment schedule for May 2025.
  2. To APPROVE an internal virement of funds from the Unity Trust Bank Instant Access Saving Account to Unity Trust Bank Current Account.

25/47 Human Resources Committee:

  1. To RECEIVE the minutes of the last meeting of the Human Resources (HR) Committee.
  2. To RECEIVE the report of the Chairman of the Committee.
  3. To CONSIDER recommendations made by the HR Committee.

25/46 To NOTE Clerk’s annual appraisal.

25/48 To REVIEW the delegation of arrangements to committees and councillors’ roles and responsibilities:

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

25/49 To REVIEW the Terms of Reference for the Human Resources Committee and to APPOINT members of the Committee.

25/50 To REVIEW and ADOPT the Financial Regulations.

25/51 To REVIEW and ADOPT the Standing Orders.

25/52 To REVIEW and ADOPT the Code of Conduct.

25/53 To REVIEW and ADOPT the Scheme of Delegation.

25/54 To REVIEW and ADOPT the Publication Scheme.

25/55 To REVIEW and ADOPT the Audio and Video Recording Policy.

25/56 To REVIEW and ADOPT the Communications Policy.

25/57 To REVIEW and ADOPT the Data Protection Policy.

25/58 To REVIEW and ADOPT the Complaints Policy.

25/59 To REVIEW the Asset Register and CONFIRM the arrangement of insurance cover in respect of all insurable risks.

25/60 To CONSIDER and ADOPT the IT and Cyber Security Policy.

25/61 To CONSIDER and ADOPT the Reserves Policy.

25/62 To CONSIDER and ADOPT the Investments Policy.

25/63 To CONSIDER and ADOPT the Internal Controls Policy.

25/64 To CONSIDER and ADOPT the Co-option Policy.

25/65 To CONSIDER and ADOPT the Training Policy.

25/66 To APPOINT an Internal Auditor for FY 2025-2026 and to DELEGATE the Clerk to sign the letter of engagement.

25/67 To DETERMINE the time and place of ordinary meetings of the Council up to and including the next annual meeting of the Council.

25/68 The Withy Bed:

  1. To CONSIDER the Withy Bed status (unregistered land).
  2. To CONSIDER a Conservation project in the Withy Bed.

25/69 To CONSIDER Clerk’s CiLCA training and to:

  1. AGREE and SIGN Clerk’s CiLCA Learning agreement.
  2. AGREE to pay for CiLCA Portfolio training course and CiLCA qualification (registration) fee.
  3. AGREE additional contractual hours to support Clerk’s CiLCA training.

25/70 To CONSIDER Parish Online Mapping Software subscription.

25/71 To RECIEVE Councillor reports[1].

 25/72 To RECIEVE the Parish Clerk’s report and any correspondence.

  • Clerk’s Report for FY 2024-2025
  • Vehicle Activated Device issues
  • Parish Online website (old domain transfer)

Correspondence
NALC and SALC newsletters
CPRE – June Townhall meeting
Somerset Council’s Landlord Housing Options Appraisal
Flood Wessex – Natural Flood Management

55/73 To RECIEVE traffic report from Vehicle Activated Devices.

25/74 Items for the next agenda:

  1. Action List
  2. Small repairs on the Recreation Ground
  3. Induction Guide (Councillors)
  4. Arboriculturist survey
  5. Signage (Cemetery, Playground)

 25/75 Date of next meeting – 26th June 2025 tbc. (Cllrs to note – all agenda items to be notified to the Parish Clerk by Monday 16th June 2025).

 

End of Agenda

 

[1] N.B Councils cannot lawfully decide items of business that is not specified in the summons/agenda (LGA1972 Sch 12, paras 10(2)(b) and Longfield Parish Council v Wright (1918) 88 LJ Ch 119).

Documents

Committees

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