Parish Council Meeting – 1st May 2024
CHILTON TRINITY PARISH COUNCIL
The Annual Meeting of Chilton Trinity Parish Council was held on Wednesday,1st May 2024 in the Village Hall, Chilton Trinity at 7.30 pm.
In attendance: Parish Councillors Mr P Felton (Chairman), Mrs L Hook, Mrs R Felton and Mr D Hobbs. Ward Somerset Councillor Mr B Bolt together with the Clerk Graham Jarvis and a resident. Absent Parish Councillor Mr D Brown.
Public Speaking Time: No topics raised.
* * * * *
1. Apologies for absence, disclosures of interest and dispensations.
An apology for absence was received from Ward Somerset Councillor Mr M Caswell. Dispensations from the Code of Conduct were held by Mr Felton and Mrs Felton regarding support for facilities at Chilton Waters and by Mr Hobbs concerning the proposed river barrier and associated flood defence works.
2. Appointment of Chairman for the Municipal Year 2024/25.
Mr Felton was proposed by Mrs Hook and seconded by Mr Hobbs. There were no other nominations. Mr Felton was elected to the role unanimously.
3. Appointment of Vice Chairman for the Municipal year 2024/25.
Mrs hook was proposed by Mr Felton and seconded by Mrs Felton. There were no other nominations. Mrs Hook was elected to the role unanimously.
There was agreement that the Acceptance of Office Declarations for the Chairman and Vice Chairman would be signed before the next meeting.
4. Minutes of Previous Meetings.
The minutes of the Parish Council meeting held on 6th March 2024 were presented. These were approved by the Parish Councillors and signed as a true and complete record.
5. Matters Arising: –
a) 53a – Local Community Network, Dowsborough Group – The Chairman reported on a meeting attended with Mrs Hook on 18th March which lasted less than an hour. A report of a Highway sub-group indicated that other Parishes were experiencing similar problems to those of Chilton Trinity. It was agreed that the Chairman would write seeking the introduction of a filter arrow (for use at peak times) for vehicles turning right from the NDR leading to the village. Disappointment had been expressed to Somerset Council about the failure, despite numerous requests, to include the Chairman in the circulation list for communication associated with the Dowsborough Group.
b) 53b – River Parrett Barrier Project – The Chairman mentioned that the two drop-in sessions held in March had been very poorly attended. Consequently, the regular fortnightly sessions had been suspended due to lack of interest. However, another event was planned for 3rd July* in the Village Hall. Heavy equipment was expected to be deployed in the autumn to construct a cofferdam to divert the river.
c) 56 a – Grants – The Clerk reported that letters of thanks had been received from various charities for the grants awarded.
6. Flooding and Community Emergency Planning.
Details had been received of workshop to be held on 20th May at Williton. There was agreement that the Chairman and Mrs Hook would attend.
7. Planning Matters.
a) Decision notified by the Local Planning Authority and recorded: – 20/24/00001 – Tree Works, Chilton Park – Approved (Delegated Authority).
b) Any Other Planning Matters – None.
8. Review of Insurance.
The Clerk gave a summary of the renewal terms from 1st June provided by Clear Insurance Management Ltd – formerly BHIB Limited . The indemnities provided by the Policy were considered satisfactory to meet the Council’s requirements and there was agreement that the renewal terms offered be accepted.
9. Financial Matters.
a) Payment of Creditors.
The following payments were confirmed/approved:-
i) Mr P Felton – Travelling Expenses – £20.70 – Cheque No. 262.
(Payment made in previous financial year)
ii) Mr P Felton – Plants – £34.95 (£29.12 + £5.83) – Cheque No. 263.
iii) Clear Insurance Management Ltd – Premium – £369.90 – Cheque No. 264.
b) Closing of Accounts 2023/24.
i) Annual Governance Statement Accountability Return (AGAR Section 1)
Agreed that replies to Questions 1 to 8 be “Yes” and “Not Applicable” to Question 9.
ii) Financial Statements.
The Council considered and approved documents prepared by the Clerk including Section 2 of the AGAR.
iii) Asset register as at 31st March 2024.
The register as presented was approved.
iv) External Audit.
Proposed by Mrs Felton and seconded by Mrs Hook it was resolved that for the financial year ended 31st March 2024 Chilton Trinity Parish Council was an exempt Authority within the definition contained in the Local Authority (Small Authorities) Regulations 2015.
10. Roads and Footpaths.
a) Grassed Areas cutting.
The Chairman reported that the grass adjacent to the new footpath had been cut by a volunteer with access to appropriate motorised machinery. An activity which had saved a considerable amount of time. A form of recompense in appreciation of the service rendered would be considered at a future meeting.
b) Sutton Ponds.
There was agreement that the Chairman would contact the Somerset Wildlife Trust (the landowner) to ask about the future of the facility.
c) Chilton Road.
Members were aware that the number of depressions on the road surface had increased. The situation had been reported previously but no action taken as the Highway Authority did not consider the damage a safety issue.
Mr Bolt left the meeting.
d) Broken Sign Post Chilton Road / Stright Drove Junction
Although the matter had previously been reported (Minute 36a – 1st November 2023) no response had been received from the Highway Authority. There was agreement that the Chairman would report the matter again.
e) The Queen’s Green Canopy Plaque
Disappointment was expressed that the Plaque obtained in 2022, as part of the local celebrations to mark HM Queen Elizabeth II Platinum Jubilee, had badly tarnished. The inscription had become illegible. Mr Andrews offered to approach the supplier (Royal British Legion Industries) to ask for a replacement or a refund.
11. Local Police Community Support Officer
The Chairman reported that it was the policy of the Avon and Somerset Constabulary that a Parish Council should receive a visit from a Police Community Support Officer at least once every three years. It was agreed that an invitation be made for attendance at a future meeting.
12. Topics for Future Meetings: None.
13. Date of next meeting – Wednesday, 3rd July 2024 at 7.30pm.
Meeting closed 8.40 pm.
Chairman
* Event since postponed until to 4th September 2024.