LONG ASHTON PARISH COUNCIL

Clerk: J E Turp MA DPhil CiLCA

PO Box 3102, Long Ashton, Bristol, BS41 9XA (01275) 393551

clerk@longashtonparishcouncil.com A Council Meeting is to be held on Monday 22nd June at 7:30 pm via Zoom – the link to the meeting will be available on the Parish Council website (www.longashtonparishcouncil.com) by noon of the day of the meeting. Members of the public are welcome to attend. JE Turp 16.06.2020 ----------------------------------------------------------------------------------------------------------------------------

A G E N D A For this meeting public participation, which will take place before the formal meeting starts, will be limited to questions/comments on agenda items and each speaker limited to 5 minutes. 1) Apologies for absence LGA 1972 s85 (1).

2) Declarations of Interests and Grant of Dispensations Members to declare any interests, including Disclosable Pecuniary Interests (DPI) they may

have in agenda items that accord with the requirements of the Parish Council’s Code of Conduct and to consider any requests from members for Dispensations that accord with Localism Act 2011 s33(b-e). (NB this does not preclude any later declarations).

3) Exclusion of the press and public - To agree any items to be dealt with after the public,

including the press, has been excluded. 4) Chairman’s remarks

5) Parish Council Minutes - To confirm the minutes of the meeting of Long Ashton Parish Council held on the 18th May 2020 (previously circulated) and to agree that they are signed when possible. LGA 1972, Schedule 12, paragraph 41(1).

6) Matters arising from the minutes for information

C20.068 – Naming of the development at 1 Providence Lane

7) The PC and the COVID-19 pandemic a) To discuss whether the PC should provide distancing signage in the parish. b) To discuss whether there are any simple morale boosting measures the PC could provide. c) To discuss how the PC could support local businesses going forward.

8) Coronavirus Support Network

a) Update on the LA Coronavirus support network. b) Steering group report. c) Update on grant applications.

9) Council matters a) To note decisions made by the clerk under delegated authority since 18th May. b) Draft Biodiversity Policy to consider and adopt. c) To agree how the Long Ashton Infrastructure Delivery Plan should be reviewed

d) Recruitment Working Group update. e) To discuss if and when committee meetings should restart.

10) Finance and related matters a) Payment of accounts and Payments to Council – to resolve to approve expenditure during

April and May and to note receipts over the same period. b) Bi-monthly statement and Bank reconciliation - to receive and resolve to approve the Bi-

monthly statement and bank reconciliation c) Review of Expenditure against Budget – to note. d) To consider the Internal Auditor’s Report. e) To approve and sign the Annual Accounts for 2019/20. f) To consider the statements contained in the Annual Governance Statement in section 1 of the

2019/20 Annual Return, to complete and sign. g) To approve and sign the accounting statements in section 2 of the 2019/20 Annual Return

11) Environment matters a) Hollis Close – to agree next steps in response to NSC’s reply. b) Yanley Lane – to discuss PC response to the reduction in height of the humps. c) Vehicle Activated Sign – to agree whether a new pole for the sign should be requested in the

20 mph area. d) Grass cutting in the churchyard e) Burial Ground bench requests – to discuss way forward. f) Interment of ashes – update.

12) To receive reports from LACA and the Youth Club

13) PC priority projects - To receive updates on the VES, library and skatepark and to agree that

the Community engagement working group can deal with the comms for the skatepark working group.

14) Annual play area inspections to note and to agree to repairs. 15) War Memorial – update.

16) Correspondence

From the Air Ambulance request for grant From NSC re consultation on the Right Of Way Improvement Plan From resident re Dawson Walk Updates from CCLA PCAA response to the Coordinated Airport Consultation and postponement of meetings. From NSC re changes to make cycling/walking safer. From NALC re consultation on new Code of Conduct From Fenswood Road residents re skate park From resident re weeds From resident re Definitive Map Modification Order and update on Churchyard Trust

17) Long Ashton and Leigh Woods Newsletter This is being published at the beginning of July – any suggestions for articles.

18) Any items for information. Date of next meeting to be agreed (possibly Monday 27th July 2020)

LONG ASHTON PARISH COUNCIL COUNCIL MEETING 19:30 - 18

th May 2020

Held remotely via video conferencing

Present:- Mr D Johnson (Chairman) Absent:- Ms L Anderson Mr M Harris Ms S Barnes Mr A Johnson Mr A Cartman Ms L Lansley Mr C Cave Mr T Weir Ms C Fagg Ms S Hardingham Mr C James Mr P Jackson Mr O Lloyd-Johnson Ms R McAllister Kemp Mr S McQuillan (from 19:48) Mr C Sellars Mr A Wilkinson In attendance - The Clerk, Dr Janet Turp and the Assistant Clerk, Tracy Warren (minutes). Public Participation – there were no representations. C20.054 – Apologies for absence were received from Cllrs Harris, Lansley and Weir and Cllr McQuillan advised he would be late. C20.055 - Declarations of Interests and Grant of Dispensations Interests to be declared during the meeting. It was confirmed that Cllr Cave, as a PC representative on the War Memorial and Churchyard Trust already has a dispensation to take part in the discussions for items relating to the trust. C20.056 - Exclusion of the press and public There were no matters necessitating the exclusion of the press and public. C20.057 - Chairman’s remarks The Chairman noted that, as virtual meetings are more difficult than face to face meetings, they should be kept brief and thanked staff and Cllrs for their support in the continuance of Council matters. C20.058 - Parish Council Minutes It was RESOLVED that the minutes of the Council meeting of 20th April 2020 (previously circulated), were a correct record and should be signed by the Chairman at the next available opportunity. Proposed by Cllr Lloyd-Jones and seconded by Cllr Sellars. All in favour. C20.059 - Matters arising from the minutes for information a) C20.048e – The proceeds from the maturing Triodos Bond have been reinvested. b) C20.053a Dementia research – The questionnaire has been completed. c) C20.053b - NSC Your Neighbourhood Consultation – The PC’s response has been

submitted.

C20.060 - The PC and the COVID-19 pandemic a) Direct Debits - It was noted that some suppliers, in particular the stationery supplier

Viking, are not accepting payment by cheque during the Covid19 crisis and it was RESOLVED that direct debits can be set up in these circumstances. Proposed by Cllr Jackson and seconded by Cllr Cave. All in favour.

b) To discuss the impact of latest Government advice and agree response if necessary - It was agreed that no new response is required at this time.

c) Standing Orders (SOs) – Current SOs do not take account of recent legislation, introduced as a temporary measure because of the pandemic, allowing the PC to hold remote meetings and making changes to the requirement to hold an Annual Meeting. The proposed supplementary SOs (previously circulated) allow for these changes and are an addition to, rather than amendment of, the existing SOs. It was RESOLVED to agree to adopt the ‘Supplementary to the Long Ashton Parish Council Standing Orders’. Proposed by Cllr Hardingham and seconded by Cllr Jackson. All in favour. These SOs remain in place until May 7th 2021 or earlier if repealed.

d) Staffing arrangements during the current restrictions – following recent Government guidance to return to work if you cannot work from home discussions have been held with the Village Orderlies and the Gardener and they will be returning to duties taking into account their individual circumstances. A risk assessment has been carried out and PPE has been provided as necessary.

e) Overgrown footpaths – It was noted that some footpaths need clearing in order that social distancing measures can be carried out, including part of the circular walk around Providence Lane. Cllrs were requested to email the Clerk with exact locations such that the Clerk can correspond with NSC or landowners as appropriate.

f) It was noted that rubbish bins around the Community Centre are full. This is being dealt with by the Community Centre Manager.

C20.061 - Coronavirus Support Network a) Update on the LA Coronavirus support network - Cllr Jackson had provided the PC with a

written report (previously circulated):

“Support Network Governance - Terms of reference for the steering group were discussed and agreed at the last Council meeting. DWP Shielding List - The support network has now received a list of those residents that are on the DWP shielded list and is working through this list making contact to see if they need any help and support. Contact has been made with Audley Redwood and it is confirmed that their management team will look after their residents, for example with medication deliveries and also to ensure that are fully aware of their residents that are on the DWP list. Volunteers - The support network now has 132 fully signed up volunteers. Key Service Delivery

Grocery – the grocery process using Waitrose at Nailsea is in place and fully operational.

Medication – a medication pick and delivery service is in place and fully operational.

Wellbeing – a small team is in place to support inspiration and support for anyone in the village including just having a friendly chat. The team are able to signpost to local organisations and NSC if needed.

Financial Impact – the food voucher system has been established but not yet accessed.

Interface with NSC and local Councils - The support network is an active member of ‘North Somerset Together’ and attends regular meetings. This acts as useful bridge on communication and advice into the team. The support network is now receiving regular referrals from NSC which are being addressed. The support network is also calling on the support of the Ward Councillors.

Communications - The LACOVID FB page and LA COVID website are both up and running. An all-resident leaflet has been prepared and distributed to all residents. It is intended to put out a regular newsletter to the network volunteers to ensure they are kept up to date on the full range of network activities.”

It was noted that 2-3 requests per day are being received for the Waitrose grocery

service. The future legacy of the support network was discussed with a view to the new CIC playing an important role in coming years. It was agreed that Cllr Cartman contact NSC’s Public Health team to provide a link with the Coronavirus Support Network CIC.

b) Update on the steering group – Cllrs Jackson and Wilkinson have agreed an agenda for

the first meeting which will take place remotely on 21st May. c) Grant applications update – The PC has submitted two grant submissions relating to the

Long Ashton Coronavirus Support Network to Western Power Distribution (WPD) for an award up to £10,000, and to Tesco ‘Bags for Life’ (up to £500). WPD have agreed a grant of £1,000 and a response is awaited for the award from Tesco.

In view of the award from WPD it was agreed to clarify the grant from the PC. It was RSOLVED that the PC will provide £6,000 in addition to the WPD grant to make total grant funding of £7,000 to the Coronavirus Support Network. Proposed by Cllr Jackson and seconded by Cllr Hardingham. All in favour. Cllr Jackson was asked to provide the PC with the Network’s bank details once the new CIC is in place so that the grants can be paid to the CIC. It was noted that the funds awarded will be paid from the PC’s General Reserves and that £1968 of the £7,000 agreed total has already been provided by the PC. The grant payment will be reviewed in light of ongoing need. C20.062 - Council matters a) To note decisions made by the Clerk under delegated authority since 16th March – a

report detailing the decisions made by the Clerk had been circulated and the decisions noted.

b) Additional dog bin emptying – In line with contractor updates that bins are now less used, it was agreed to revert to the normal schedule of emptying with continued monitoring.

c) Annual Parish Meeting – It was agreed that as the PC received no public comment on the cancellation of the APM, a virtual meeting is not required.

d) Annual Reports – The reports of the Council, Committees and working groups should be submitted to the Clerk by 1st July for publication in the July newsletter.

e) Receipt of CIL payment from NSC – The PC has received a £6048 CIL (Community Infrastructure Levy) payment from the Royal British Legion development. This needs to be spent within five years on item(s) within the PC Infrastructure Delivery Plan (IDP). It was agreed that the IDP could be reviewed to see if it should include new items such as safety improvements for walking and cycling around the parish, possibly including Providence Lane and the Festival Way crossing on Yanley Lane. It was noted that an urgent response is needed to NSC’s cycle forum request for ideas for NSC to apply for grant funding under the Department of Transport’s funding of walking and cycling projects requiring urgent measures. It was agreed that Cllrs Fagg, Hardingham, D. Johnson and Sellars collate responses and respond accordingly.

f) Biodiversity Policy – The existing Biodiversity Strategy (adopted in 2016) was considered and it was agreed that it should be reviewed. Cllr McQuillan will draft a revised policy in conjunction with Cllr Lansley and any other Cllrs who are interested, and bring it to Council for discussion.

g) Recruitment Working Group Terms Of Reference – A new Community Engagement Officer (whose duties are to include that of a Library Co-ordinator) and a full time Clerk (to replace the Clerk on her retirement) will need to be recruited this year. Draft Terms of Reference the working group had been circulated and it was RESOLVED to adopt them with no amendments. Proposed by Cllr Hardingham and seconded by Cllr Jackson. All in favour. The working group will provide a report at the next Council meeting.

C20.063 - Long Ashton and Leigh Woods Newsletter It was agreed that the June newsletter be deferred to July and articles should be provided to the Clerk by 1st July for publication mid-July. C20.064 - To receive reports from LACA and the Youth Club a) LACA Report - Cllr Cave gave the following report (previously circulated):

“The Community Association has now allowed access to the bowling green, MUGA and tennis courts in line with Government guidelines. Monitoring will take place. Our general funds, as of the 14th of May, with our current arrangements, and with all but two staff furloughed, give us six and a half months costs in hand. This will reduce from July when the furlough receipt from HMRC reduces from 80% to 60%. Consideration is being given to un-furloughing a member(s) of staff, in due course, in order to undertake maintenance which would further reduce the time scale. Recent receipts include: a Government grant of £25,000, LAPC grant £14,750 and the HMRC £3,752 April payment for furloughed staff.”

b) Youth Club Report - Cllr Jackson gave the following report (previously circulated):

“We began our online sessions shortly after the lockdown began, using Hangouts. Unfortunately, we had some technical issues with freezing and connection issues so we decided to use Zoom to see if that would be a better platform. This worked much better and we engaged with some young people. We put together some craft packs, which we advertised via our face book page, so that young people could join us in an activity online. We have also put quizzes on our Facebook page. Without the face-to-face in the Club Room and being able to offer sports, pool, etc. engaging with young people has been more challenging in lockdown. I think we’re also seeing that with many more parents and guardians being home that families are developing new routines. So whilst we’d got the hang of the Zoom technology, we decided to go live via Facebook and Anne-Marie, our Street Dance tutor, did a Facebook Live session on Thursday and so far the video has received over 200 views and has also been shared by the Community Centre on their Facebook page. This approach not only allows young people to engage at the published live time but also allows them to engage whenever best suits them time-wise. We have decided that Facebook Live is a good way to keep young people engaged in the activities that we provide. EPIC Youth has drawn up a programme to include Sporty Mondays, where Youth Worker Jade will go Live with football skills training and competitions; Crafty Tuesdays with Kim who will guide young people through craft activities; Baking Wednesdays with Cerise who will show young people some simple baking and cooking ideas and finally, Street Dance Thursdays with Anne-Marie. Additionally quizzes will continue on our Facebook page. Thanks to EPIC Youth who have been able to find workarounds in the current difficult situation and continue to provide valuable content.

Given the current lockdown constraints, there will be some financial impact on the Youth Club’s finances. The primary loss of income is that of the Youth Club subs which is running about £200 per month from mid-March. Other external fundraising activities, e.g. the summer fayre and market stall is of course on hold at the moment, and the impact of these will be addressed later. Whilst there is no face to face engagement, for example through the village market, the 500 club membership has held up over the last two months. Thanks to Kathy and Kim for the hard work in maintaining the membership and the associated income.”

C20.065 - PC priority projects a) VES – Cllr Hardingham gave the following report (previously circulated):

“The VES works were completed just before the lockdown so residents will have got used to the signage, even if the traffic has been absent. NS has confirmed that the remainder of Phase 1 is not on their list for this year, however, as the schedules are all being reviewed, Highways will see if there’s any way they can squeeze it in. Being optimistic, the VES working group therefore need to finalise requirements for the plan for the Piccolo’s area. If this could be done, it should be a great boost for local business recovery to have that area looking attractive. Two complaints have been made: one about the high speed of traffic between Guide HQ and Wild Country Lane. The other was about only a single yellow line outside one drive on Lovelinch Gardens (opposite the shop layby). Once traffic and parking is back to the usual levels, the works could be reviewed and the meeting with the Guides held. A further TRO may be needed. In readiness for a return to normal traffic, it was suggested that more wheelie bin stickers are purchased with the message to “Slow Down”. It was noted that all wheelie bin stickers have been issued and RESOLVED to agree that the Clerk be given delegated authority for the expenditure on a further 100 stickers be bought. Proposed by Cllr Cave and seconded by Cllr Sellars. All in favour.

b) Skate park Working Group Report - Cllr Jackson gave the following report (previously

circulated): “Further to the last Parish Council meeting where it was agreed that the working groups would continue where possible during in the current climate, the working group has considered what activities can be usefully progressed. These are noted as:

Buying the NEC3 contract documentation

Progressing the skate park provider RFP

Progressing the soil survey initially with the RFP requirement

Discussion around the fundraising organisation. A skate park working group is currently being arranged to take place hopefully before the end of May.”

c) Library Working Group. The minutes of the last Library Working group were circulated

and the group would be considering what they can do at the moment to progress the project. Cllr McQuillan thanked Cllr Barnes for compiling the Minutes of the meeting.

C20.066 - Membership of outside bodies a) Avon Wildlife Trust – It was RESOLVED to agree to continue membership of the Wildlife

Trust currently £48/year. Proposed by Cllr McQuillan and seconded by Cllr Sellars. All in favour.

b) CPRE (Campaign for the Protection of Rural England) – It was noted that ALCA have advised that, as CPRE is a lobbying body, by being a member the PC might be expected to reflect the CPRE position on any planning application (or other issue). However, the PC has found CPRE help invaluable in the past and it was RESOLVED to continue the membership of the CPRE at £38/year. Proposed by Cllr Cave and seconded by Cllr Hardingham. All in favour. It was also RESOLVED that membership of CPRE does not mean that the PC will automatically adopt or agree with the view of the organisation. Proposed by Cllr Cave and seconded by Cllr Wilkinson. All in favour.

c) Parish Councils Airport Association (PCAA) – It was RESOLVED to agree to continue membership of the PCAA at £75/year. Proposed by Cllr Hardingham and seconded by Cllr Jackson. All in favour.

d) Volunteer Agency of North Somerset - It was agreed to continue membership of the Volunteer Agency of North Somerset and noted that there was nil cost.

e) Society of Local Council Clerks (SLCC) - It was RESOLVED to agree to continue membership of the SLCC for the Clerk and Assistant Clerk (current cost £371/year in total). Proposed by Cllr Hardingham and seconded by Cllr Cave. All in favour.

f) Avon Local Councils Association (ALCA) – It was RESOLVED to agree to continue membership of ALCA including membership of NALC, currently £790/year. Proposed by Cllr James and seconded by Cllr Fagg. All in favour.

g) LCR(Local Council Review) - It was RESOLVED to agree to continue to purchase subscriptions to the magazine for the Clerk and all Cllrs, at a total of £256.50. Proposed by Cllr James and seconded by Cllr Cave. Motion carried with 1 abstention. The Clerk will investigate whether this publication is available in a digital format.

C20.067 - Correspondence a) From War Memorial and Churchyard Trust – The trust has written confirming they have

secured pledges to fund the works on the war memorial and to request permission for works to commence. The Clerk has responded to the letter asking for some more information which the PC was likely to require about the funding, contractor’s public liability insurance, the timeline of works and oversight arrangements to ensure safety and compliance with regulations. A response is awaited but Cllr Cave was able to confirm that works are expected to take 16 weeks and pledges had been received alongside a guarantor of funding. The PC understands the wish of the Trust to progress the work as soon as possible. It was agreed that as long as the Trust were able to provide satisfactory answers to the questions asked then the building work could go ahead and that this decision could be delegated. It was RESOLVED that the PC supports the memorial project in principle and authority to review whether satisfactory responses have been provided and to give permission to proceed to be delegated to the Clerk in consultation with the Chairman and Cllr Jackson. Proposed by Cllr Wilkinson and seconded by Cllr McQuillan. All in favour (except for Cllr Cave who took no part in the vote.) It was agreed that the War Memorial fundraising leaflet could be distributed with the PC newsletter to minimise delivery costs for the Trust.

b) From Robert Jenrick (Secretary of State for Housing, Communities and Local Government) suggesting funding should be available to local councils – the Clerk has responded to NSC’s questionnaire sent in response to the letter.

c) Thank you letters from HomeStart and the MS Therapy Centre for their PC grants – noted.

C20.068 - Any items for information. Correspondence has been received from NSC re the naming of the development on the old Royal British Legion site at 1 Providence Lane with a suggested name of ‘Legion Mews’ and requesting the PC’s views on the name. It was agreed to respond that the PC is happy for the word ‘Legion’ but feels that the word ‘Mews’ is not appropriate as there is no historical

connection to horses at the site. It was noted that the RBL have been asked and have agreed to the name but it was unclear whether it was the local branch that had been consulted or the national organisation. NSC would be asked to confirm that they have asked the local branch and Cllr Cave will check with the local branch. Meeting ended at: 21:38 Dates of next meetings - by video conference: Planning: Monday 15th June 2020 Council: Monday 22nd June 2020. The Environment and F&GP Committee meetings scheduled for 1st June and 8th June respectively are cancelled.

Dear Janet, I hope that you are keeping well. I heard back from the Long Ashton branch of the Royal British Legion and their preference would be for ‘Legion View’. The Developer is also happy with this version of the name. Please can you put this suggestion to the Parish Council. Many thanks Ceris

LONG ASHTON PARISH

COUNCIL Clerk : J E Turp MA DPhil

PO Box 3102, Long Ashton, Bristol, BS41 9XA (01275) 393551

clerk@longashtonparishcouncil.com

Please find below Long Ashton PC’s response to NS cycling forum’s request for ideas to make walking

and cycling safer.

The urgent purposes outlined are to quickly reallocate road space to walking and cycling, to mitigate against the reduction in public transport, to facilitate social distancing and particularly address travel to schools, work and retail. Suggestions for Long Ashton: 1. a quick fix: allow park and cycle at the Park and Ride. Bristol City Council would have to agree, but hopefully that wouldn’t be a problem, so NS would only have to publicise that no need to buy a bus ticket. To go with that, improving cycle access under the bypass between the P&R and Festival Way. 2. permanent measures ASAP: a pedestrian crossing across the B3128 at the bottom of Clarken Coombe: to help pedestrians crossing over to Ashton Court and slow any traffic coming down Clarken Coombe, so also helping cyclists leaving the village. This would need ample warning coming down Clarken Coombe. 3. permanent measure ASAP: raising the pedestrian crossing outside the Co-op. The survey has been done and plans for this including improving the drainage are already prepared, so could be done quickly if funding were available. The main road splits the village in two and pedestrians, especially the young and the old, find crossing the road a continual challenge. Groups of speeding cyclists are seen as particularly dangerous. In October 2019, the cost was estimated at £13k plus NS design fee plus contingency. 4. temporary measure and quick fix: make the whole village 20mph limit; this would only need signage at 3 junctions (top of Providence Lane, entrance opposite Church Lodge of Ashton Court, junction with Wild Country Lane.) This might also help children continue to play in some streets, especially if the play areas are closed off for some time. Reminder signs or roundels on the roads would also be needed. 5. temporary measure: widen some footpaths on the southern side of Weston Road in the retail area where they are particularly narrow eg by placing planters on the road with prominent notices “Pedestrians in the road”. This might also help to instil compliance with the new 20mph area. Some footways here are too narrow for buggies and wheelchairs, let alone social distancing. This should be concentrated on the shopping area to help our retail businesses. The coning to stop parking would have to allow for householders obtaining access to their driveways. Where? - Outside the Bird in Hand PH - from 35 Weston Road (next door to Birdwell Clinic) to Piccolo’s - from Birdwell Road (Beaumont’s) to Lampton Road.

6. install temporary cycle lanes along Long Ashton Road where it is wide enough eg outside the Almshouses; and also along the Gatcombe straight. This would help to slow down car traffic, making it safer for pedestrians. 7. Quick fix: install an additional mirror on Festival Way between Perry Road and Paulman Gardens

(similar to the one near Northleaze). This will help cyclists navigate that tight corner and to avoid

crashing into children walking to school. In addition, vegetation needs to be cut back on this corner,

again to aid visibility.

8. If cycle lanes are not feasible, install planters or similar to create pinch points on Long Ashton Road and Weston Road (including the Gatcombe straight): speeding traffic is a recurrent problem in this list. 9. Clear overgrowth alongside well used footpaths eg village circular walk both sides of Providence Lane.

26th May 2020

Coronavirus Support Network

a) Update on the LA Coronavirus support network.

Support Network Governance

Terms of reference for the steering group were discussed and agreed at the last Council

meeting.

DWP Shielding List

The support network continues to receive weekly updates from NSC, and engages with these

residents to understand if support is needed

Volunteers

The support network now has 156 fully signed up volunteers. Whilst we are seeing some

volunteers return to work there is plenty of capacity

Key Service Delivery

All key services – grocery shopping, medication pick up and delivery, wellbeing support,

financial impact support and dog walking – are up and running. With lockdown starting to

ease the support network is seeing a slowing down of demand

Interface with NSC and local Councils

The support network is an active member of the North Somerset Together activity and

attends regular meetings. This acts as useful bridge on communication and advice into the

team. The support network is now receiving regular referrals from NSC which are being

addressed. The support network is also calling on the support of the Ward Councillors.

Communications

The LACOVID FB page and LA COVID website are both up and running. An all resident leaflet

has been prepared and distributed to all residents. The support network has also issued

two volunteer’s newsletters.

Future Network

Early discussions are taking place to discuss

b) Update on the Steering Group

The first steering group was held on Thursday 21st May, and the second is arranged for 18th

June.

c) Update on Grant Applications

The Parish Council has submitted two grant submissions related to the Long Ashton support

network. These are with Western Power Distribution and Tesco Bags for Life and both have

been successful.

Actions taken under delegated authority

2 letters sent to residents re hedges

Email sent to landowner re footpath and Dawson Walk

Letter sent to Memorial and Churchyard Trust to allow memorial building to start

Long Ashton Parish Council Biodiversity Policy

Biodiversity refers to the variety of life on earth1. It is widely recognised that we

need to be more connected to the natural world for our own survival. Biodiversity is

also important in maintaining the resilience of the services nature provides to us,

such as carbon sequestration.

Long Ashton Parish council recognises this value and is cognisant of its legal duty

to conserve and increase biodiversity2 and therefore committs to conserve and

increase biodiversity throughout the parish of Long Ashton and Leigh Woods.

As a Parish Council we will:

a. Consider the impact on biodiversity in the decisions we make through

our committees and working groups, by seeking to minimise adverse

impacts on biodiversity of activity and identifying opportunities to

increase biodiversity when practicable.

b. Facilitate a biodiversity forum that will Identify, encourage and

communicate good biodiversity practice within the parish. This forum

will be open to all stakeholders that share our goals to conserve and

increase biodiversity in the parish and will support us in developing a

parish biodiversity strategy and implementation plan.

c. Encourage practices and projects beneficial to biodiversity through

grants we make.

d. Support North Somerset’s Council’s rewilding programme, which aims

to by informing and consulting residents, for example by funding information boards and hosting events.

As a landowner we will:

e. Proactively remove invasive species as required under appropriate

legislation in order to prevent harm to native species.

f. Avoid the use of herbicides except in exceptional circumstances.

g. Properly scale and time grounds maintenance work or vegetation

removal such that the impact on biodiversity is minimised. Maintenance

practices which are beneficial to biodiversity will be taken into

consideration when contracts are placed.

1 As defined in “Biodiversity 2020: a strategy for England’s wildlife and ecosystem services” by Defra

2 As required by all public bodies by the Natural Environment and Rural Communities act 2006.

LONG ASHTON PARISH COUNCIL

Long Ashton Infrastructure Delivery Plan

Introduction

The Community Infrastructure Levey has been brought into force by North Somerset. Any future housing development in the parish will result in a payment of 25% of this levy to the parish council. The NS charging schedule shows that this is £80/m2.

It is incumbent on the receiving authority to spend the money in accordance with the CIL regulations.

The CIL Regulations state that a Town/Parish Council must use CIL receipts passed to it in accordance with Regulation 59A or 59B to support the development of the local council’s area, or any part of that area, by funding: (a) the provision, improvement, replacement, operation or maintenance of infrastructure; or

(b) anything else that is concerned with addressing the demands that development places on an area.

North Somerset recommends:

Town or Parish Councils should carefully consider whether the expenditure addresses the extra demand on infrastructure and services caused by development within their area and be clear on the links between infrastructure and growth. CIL cannot be used as a replacement for everyday Town or Parish Council expenditure. Misspent CIL can be claimed back by North Somerset Council.

The production of a Town or Parish Infrastructure Delivery Plan (IDP) can be a useful starting point for the prioritisation of infrastructure projects and input into the Council’s wider Infrastructure Delivery Plan is welcomed. A local IDP will assist in understanding how the needs of the town fit with the wider programme for infrastructure works. The IDP can be produced to support a Neighbourhood Plan, or as a stand-alone document.

The Long Ashton NDP has two policies which specifically reference uses of revenue from CIL

LC1 Support and Improve the Community Centre

VES1 Implement the village enhancement scheme

These policies remain relevant but possibly need more detail as part of the IDP

Long Ashton Infrastructure Delivery Plan

The Long Ashton NDP has two policies which specifically reference uses of revenue from CIL

LC1 Support and Improve the Community Centre

VES1 Implement the village enhancement scheme

In full these are;

Policy LC1 Support and make improvements to the Community Centre and sports facilities

Support and improve the Community Centre and sports facilities by continued investment utilising CIL or other funds should these become available, reacting to the demands of the community as needs develop. Projects to be supported could include:

Purpose built facilities for young people up to 19 years.

An area designated as a skate park.

A site for play facilities for children (4 to 16 years) at the eastern end of the village in an area to be identified.

A small play area for children (4 to 16 years) in Leigh Woods.

Policy VES 1. Implement the Village Enhancement Scheme

Funding from future CIL and other sources will be sought for implementing improvements to the traffic and pedestrian environment of Weston Road and Long Ashton Road, Further consultation will be undertaken to determine priorities and design details.

Any new development close to the roads and junctions covered by the Enhancement Scheme shall not prejudice improvement options. Any new development where a transport assessment demonstrates a significantly increased traffic impact on Long Ashton/Weston Road will contribute to implementing enhancements to the road in accordance with the principles of the Enhancement Scheme where these enhancements are demonstrated as being appropriate to mitigate the effects of the development.

Situation as at March 2018

Community Centre

The needs of the community centre are met by income and by a grant from the PC. Additional needs have been recognised and a plan is in place for an extension to the existing facilities. NS have announced that the Long Ashton library will close at its current location and consideration is being given to relocation at the community centre.

Village Enhancement Scheme

A series of road improvements has been identified and plans drawn up by NS. Priorities for the first phase have been identified by the PC and consultation will be undertaken. Some funding has been allocated by the PC. Subsequent phases will require further funding. Plans have also been drawn up for visual enhancement by means of tree and other planting. There is no funding in place for this.

Allocation of CIL Money

The amount and timing of any CIL money cannot be predicted and the total amount is not expected to contribute substantially to either of these policies. The allocation of any CIL money will therefore be made dependent on the priorities identified at the time of receipt.

Adopted by Council 10th September 2018

Proposal for the first meeting of the Environment Committee after the LA Covid shutdown v2

1. IntroductionThis paper sets out a proposal for reviewing the scope and strategy of the Environment Committee, given:1. The declaration of a Climate and Biodiversity Emergency by the Parish Council2. The subsequent change of name from Highways and Burial Grounds to Environment

Committee3. The role the environment plays in people’s susceptibility to Covid-19, which is greater in

areas of poor air quality, and in their experience of lockdown which is enhanced by access to high quality open spaces

4. The decision of the Parish Council to suspend the Environment Committee during lockdown. As a consequence the Committee has not met since 27th January 2020. The next meeting of the Environment Committee is due on 27th July 2020, six months after the previous meeting.

2. The proposalThe change in circumstances and the six month break, creates a natural opportunity to review:1. The scope of the committee2. What we want to achieve in the short and medium term3. Where we can have most impact4. Who else we need to engage with, within the council and in the wider community.

As two metre social distancing is still in force, preparation for the next meeting and the meeting itself will have to be on-line. Clarifying the scope of the Committee could be done by email, with discussion to identify the priorities, taking place in a Zoom meeting.

3. ScopeI have identified 6 areas of work:1. Biodiversity, green belt and land use2. Village Enhancement Scheme including speeding and playgrounds3. Public Rights of Way and cycle lanes4. Burial ground5. Facilities including shops, employment, the airport, noise and air quality6. Homes, energy consumption, internet access and working from home

This list could be circulated to the Committee members in advance of the meeting, with the following questions:

1. Is the Climate Emergency a separate area of work or part of everything we do?2. Should anything be added to or taken away from this list?3. Are the areas of work coherent? Should the grouping change?

The revised areas of work could be presented for ratification at the meeting on 27th July as the basis for a discussion on strategy.

4. StrategyHaving established the scope of the Committee, the meeting then could develop a strategy by:1. Discussing what we want the environment of Long Ashton to be like in 2024 - the date of

the next election2. Conducting a SWOT analysis (strengths, weaknesses, opportunities and threats) in small

groups and presenting back3. Assessing where we can have most impact as a whole group discussion, and who else we

need to engage with4. Identifying areas of personal commitment.

5. Follow-throughBased on this discussion the chair will draft a programme of work, identifying priorities through to May 2021.

Catherine FaggThursday, 18 June 2020

Extract from A Practitioners’ Guide to Proper Practices to be applied in the preparation of statutory annual accounts and governance statements March 2019

Annual Governance Statement assertions

Assertion 1: Financial management and preparation of accounting statements

We have put in place arrangements for effective financial management during the year, and for the

preparation of the accounting statements.

To warrant a positive response to this assertion, the following processes need to be in place and

effective:

1.8 Budgeting. The authority needs to prepare and approve a budget in a timely manner before setting a

precept or rates and prior to the commencement of the financial year. It needs to monitor actual

performance against its budget during the year, taking corrective action where necessary. A financial

appraisal needs to be undertaken before the authority commences any significant project or enters into

any long term commitments.

1.9 Accounting records and supporting documents. All authorities, other than parish meetings where

there is no parish council, need to appoint an officer to be responsible for the financial administration of

the authority in accordance with section 151 of the Local Government Act 1972. Section 150(6) of the

same Act makes the chairman of a parish meeting (where there is no parish council) responsible for

keeping its accounts. The authority needs to have satisfied itself that its Responsible Finance Officer

(RFO) has determined a system of financial controls and discharged their duties under Regulation 4 of

the Accounts and Audit Regulations 2015. The RFO needs to have put in place effective procedures to

accurately and promptly record all financial transactions, and maintain up to date accounting records

throughout the year, together with all necessary supporting information. The accounting statements in

Section 2 of the Annual Governance and Accountability Return need to agree to the underlying records.

1.10 Bank reconciliation. Statements reconciling each of the authority’s bank accounts with its

accounting records need to be prepared on a regular basis, including at the financial year-end, and

reviewed by members of the authority.

1.11 Investments. Arrangements need to be in place to ensure that the authority’s funds are managed

properly and that any amounts surplus to requirements are invested appropriately, in accordance with

an approved strategy which needs to have regard to MHCLG’s statutory Guidance on local government

investments. If total investments are to exceed the threshold specified in MHCLG’s statutory guidance at

any time during a financial year, an authority needs to produce and approve an annual Investment

Strategy in accordance with the MHCLG guidance.

1.12 Statement of accounts. The authority needs to ensure that arrangements are in place to enable

preparation of an accurate and timely statement of accounts in compliance with its statutory obligations

and proper practices.

1.13 Supporting information on financial management and preparation of accounting statements can be

found in Section 5.

Assertion 2: Internal Control

We maintained an adequate system of internal control, including measures designed to prevent and

detect fraud and corruption and reviewed its effectiveness.

In order to warrant a positive response to this assertion, the following processes need to be in place and

effective:

1.14 Standing Orders and Financial Regulations. The authority needs to have in place standing orders

and financial regulations governing how it operates. Financial regulations need to incorporate provisions

for securing competition and regulating the manner in which tenders are invited. These need to be

regularly reviewed, fit for purpose, and adhered to.

1.15 Safe and Efficient Arrangements to Safeguard Public Money. Practical and resilient arrangements

need to exist covering how the authority orders goods and services, incurs liabilities, manages debtors,

makes payments and handles receipts.

1.15.1 Authorities need to have in place safe and efficient arrangements to safeguard public money.

Where doubt exists over what constitutes money, the presumption is that that it falls within the scope

of this guidance.

1.15.2 Authorities need to review regularly the effectiveness of their arrangements to protect money.

Every authority needs to arrange for the proper administration of its financial affairs and ensure that

one of its officers (the RFO) has formal responsibility for those affairs (see paragraph 1.9 above).

1.15.3 Authorities need to ensure controls over money are embedded in Standing Orders and Financial

Regulations. Section 150(5) of the Local Government Act 1972 required cheques or orders for payment

to be signed by two elected members. Whilst this requirement has now been repealed, the ‘two

member signatures’ control needs to remain in place until such time as the authority has put in place

safe and efficient arrangements in accordance with paragraphs 1.15.4 to 1.15.7 of this guide.

1.15.4 Authorities need to approve the setting up of, and any changes to, accounts with banks or other

financial institutions. Authorities also need to approve any decisions to enter into ‘pooling’ or ‘sweep’

arrangements whereby the bank periodically aggregates the authority’s various balances via automatic

transfers.

1.15.5 If held, corporate credit card accounts need to have defined limits and be cleared monthly by direct debit

from the main bank account.

1.15.6 The authority needs to approve every bank mandate, the list of authorised signatures for each account, the

limits of authority for each account signature and any amendments to mandates.

1.15.7 Risk assessment and internal controls need to focus on the safety of the authority’s assets, particularly money. Those with direct responsibility for money need to undertake appropriate training from time to time. 1.16 Employment. The remuneration payable to all employees needs to be approved in advance by the authority. In addition to having robust payroll arrangements which cover the accuracy and legitimacy of payments of salaries and wages, and associated liabilities, the authority needs to ensure that it has complied with its duties under employment legislation and has met its pension obligations.

1.17 VAT. The authority needs to have robust arrangements in place for handling its responsibilities with regard to VAT.

1.18 Fixed Assets and Equipment. The authority’s assets need to be secured, properly maintained and efficiently managed. Appropriate procedures need to be followed for any asset disposal and for the use of any resulting capital receipt.

1.19 Loans and Long Term Liabilities. Authorities need to ensure that any loan or similar commitment is only entered into after the authority is satisfied that it can be afforded and that relevant approvals have been obtained. Proper arrangements need to be in place to ensure that funds are available to make repayments of capital and any associated interest and other liabilities.

1.20 Review of effectiveness. Regulation 6 of the Accounts and Audit Regulations 2015 requires the authority to conduct each financial year a review of the effectiveness of the system of internal control. The review needs to inform the authority’s preparation of its annual governance statement.

1.21 Supporting information on internal control can be found in Section 5. Assertion 3: Compliance with laws, regulations and proper practices We took all reasonable steps to assure ourselves that there are no matters of actual or potential noncompliance with laws, regulations and proper practices that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances. In order to warrant a positive response to this assertion, the following processes need to be in place and effective: 1.22 Acting within its powers. All authorities’ actions are controlled by statute. Therefore, appropriate decision making processes need to be in place to ensure that all activities undertaken fall within an authority’s powers to act. In particular authorities need to have robust procedures in place to prevent any decisions or payments being made that are ultra vires, i.e. that the authority does not have the lawful power to make. The exercise of legal powers needs always to be carried out reasonably. For that reason, authorities making decisions need always to understand the power(s) they are exercising in the context of their decision making.

1.23 General power of competence. In particular an authority seeking to exercise a general power of competence under the Localism Act 2011 needs to ensure that the power is fully understood and exercised in accordance with the Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012.

1.24 Regulations and proper practices. Procedures need to be in place to ensure that an authority’s compliance with statutory regulations and applicable proper practices is regularly reviewed and that new requirements, or changes to existing ones, are reported to members and applied. Authorities need to have particular regard to the requirements of the Accounts and Audit Regulations 2015.

1.25 Actions during the year. An authority needs to have satisfied itself that it has not taken any decision during the year, or authorised any action, that exceeds its powers or contravenes any laws, regulations, or proper practices.

1.26 Supporting information on compliance with laws, regulations and proper practices can be found in Section 5. Assertion 4: Exercise of public rights We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations. In order to warrant a positive response to this assertion the authority needs to have taken the following actions in respect of the previous year’s Annual Governance and Accountability Return:

1.27 Exercise of public rights. The authority provided for the exercise of public rights set out in Sections 26 and 27 of the Local Audit and Accountability Act 2014. Part 5 of the Accounts and Audit Regulations 2015 requires the RFO to have published, including on the authority’s website or other website:

Sections 1 and 2 of the Annual Governance and Accountability Return;

a declaration that the status of the statement of accounts is ‘unaudited’; and

a statement that sets out details of how public rights can be exercised, as set out in Regulation 15(2)(b), which includes the period for the exercise of public rights.

1.28 External Auditor’s Review. A notice of the conclusion of the external auditor’s limited assurance review of the Annual Governance and Accountability Return, together with relevant accompanying information, was published (including on the authority’s website or other website) in accordance with the requirements of Regulation 16 the Accounts and Audit Regulations 2015.

1.29 A parish meeting may meet the publication requirements by displaying the information in question in a conspicuous place in the area of the authority for at least 14 days.

1.30 Supporting information on the exercise of public rights can be found in Section 5. Assertion 5: Risk Management We carried out an assessment of the risks facing this smaller authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required. In order to warrant a positive response to this assertion, the authority needs to have the following arrangements in place: 1.31 Identifying and assessing risks. The authority needs to identify, assess and record risks associated with actions and decisions it has taken or considered taking during the year that could have financial or reputational consequences.

1.32 Addressing risks. Having identified, assessed and recorded the risks, the authority needs to address them by ensuring that appropriate measures are in place to mitigate and manage risk. This might include the introduction of internal controls and/or appropriate use of insurance cover.

1.33 Supporting information on risk management can be found in Section 5. Assertion 6: Internal Audit We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems. In order to warrant a positive response to this assertion, the authority needs to have taken the following actions: 1.34 Internal audit. The authority needs to undertake an effective internal audit to evaluate the effectiveness of its risk management, control and governance processes taking into account internal auditing guidance for smaller authorities.

1.35 Provision of information. The authority needs to ensure it has taken all necessary steps to facilitate the work of those conducting the internal audit, including making available all relevant documents and records and supplying any information or explanations required.

1.36 Non-statutory guidance on internal audit can be found in Section 4.

Assertion 7: Reports from Auditors We took appropriate action on all matters raised in reports from internal and external audit. 1.37. To warrant a positive response to this assertion, the authority needs to have considered all matters brought to its attention by its external auditor and internal audit and taken corrective action as appropriate.

1.38. Supporting information on reports from auditors can be found in Section 5. Assertion 8: Significant events We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this smaller authority and, where appropriate have included them in the accounting statements. To warrant a positive response to this assertion, the authority needs to have taken the following actions where necessary: 1.39. Significant events. The authority needs to have considered if any events that occurred during the financial year (or after the year-end), have consequences, or potential consequences, on the authority’s finances. If any such events are identified, the authority then needs to determine whether the financial consequences need to be reflected in the statement of accounts.

1.40. Supporting information on significant events can be found in Section 5. Assertion 9: Trust Funds (local councils only) Trust funds (including charitable). In our capacity as the sole managing trustee we discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit. 1.41. Where a local authority acts as a sole managing trustee for a trust or trusts, to warrant a positive response to this assertion the authority needs to have made sure that it has discharged all of its responsibilities with regard to the trust’s finances. This needs to include financial reporting and, if required, independent examination or audit. This is notwithstanding the fact that the financial transactions of the trust do not form part of the authority’s accounts and are therefore not included in the figures reported on Section 2 of its Annual Governance and Accountability Return (see paragraph 2.29 below).

1.42. Supporting information on trust funds can be found in Section 5. Approval process 1.43. The authority needs to approve the annual governance statement by resolution of members of the authority meeting as a whole, in advance of the authority approving the accounting statements in Section 2 of the Annual Governance and Accountability Return. The Chair of the meeting and the Clerk need to sign and date the annual governance statement and a minute reference entered.

Annual Governance and Accountability Return 2019/20 Part 3

To be completed by Local Councils, Internal Drainage Boards and other Smaller Authorities*:• where the higher of gross income or gross expenditure exceeded £25,000

but did not exceed £6.5 million; or• where the higher of gross income or gross expenditure was £25,000

or less but that:• are unable to certify themselves as exempt (fee payable); or• have requested a limited assurance review (fee payable)

Guidance notes on completing Part 3 of the Annual Governance and Accountability Return 2019/20 1. Every smaller authority in England that either received gross income or incurred gross expenditure

exceeding £25,000 must complete Part 3 of the Annual Governance and Accountability Return at the end of each financial year in accordance with Proper Practices.

2. The Annual Governance and Accountability Return is made up of three parts, pages 3 to 6:

• The Annual Internal Audit Report is completed by the authority’s internal auditor. • Sections 1 and 2 are to be completed and approved by the authority. • Section 3 is completed by the external auditor and will be returned to the authority.

3. The authority must approve Section 1, Annual Governance Statement, before approving Section 2, Accounting Statements, and both must be approved and published before 1 July 2020.

4. An authority with either gross income or gross expenditure exceeding £25,000 or an authority with neither income nor expenditure exceeding £25,000, but which is unable to certify itself as exempt, or is requesting a limited assurance review, must return to the external auditor by email or post (not both) no later than 30 June 2020. Reminder letters will incur a charge of £40 +VAT:

• the Annual Governance and Accountability Return Sections 1 and 2, together with • a bank reconciliation as at 31 March 2020 • an explanation of any significant year on year variances in the accounting statements • notification of the commencement date of the period for the exercise of public rights • Annual Internal Audit Report 2019/20

Unless requested, do not send any additional documents to your external auditor. Your external auditor will ask for any additional documents needed.Once the external auditor has completed the limited assurance review and is able to give an opinion, the Annual Governance and Accountability Section1, Section 2 and Section 3 – External Auditor Report and Certificate will be returned to the authority by email or post.

Publication RequirementsUnder the Accounts and Audit Regulations 2015, authorities must publish the following information on a publicly accessible website:Before 1 July 2020 authorities must publish:• Notice of the period for the exercise of public rights and a declaration that the accounting statements

are as yet unaudited;• Section 1 - Annual Governance Statement 2019/20, approved and signed, page 4• Section 2 - Accounting Statements 2019/20, approved and signed, page 5Not later than 30 September 2020 authorities must publish:• Notice of conclusion of audit• Section 3 - External Auditor Report and Certificate• Sections 1 and 2 of AGAR including any amendments as a result of the limited assurance review.It is recommended as best practice, to avoid any potential confusion by local electors and interested parties, that you also publish the Annual Internal Audit Report, page 3.

Page 1 of 6Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

The Annual Governance and Accountability Return constitutes the annual return referred to in the Accounts and Audit Regulations 2015. Throughout, the words ‘external auditor’ have the same meaning as the words ‘local auditor’ in the Accounts and Audit Regulations 2015.

*for a complete list of bodies that may be smaller authorities refer to schedule 2 to the Local Audit and Accountability Act 2014.

Page 2 of 6

Guidance notes on completing Part 3 of the Annual Governance and Accountability Return 2019/20 • The authority must comply with Proper Practices in completing Sections 1 and 2 of this Annual Governance and

Accountability Return. Proper Practices are found in the Practitioners’ Guide* which is updated from time to time and contains everything needed to prepare successfully for the financial year-end and the subsequent work by the external auditor.

• Make sure that the Annual Governance and Accountability Return is complete (no highlighted boxes left empty), and is properly signed and dated. Where amendments are made by the authority to the AGAR after it has been approved by the authority and before it has been reviewed by the external auditor, the Chairman and RFO should initial the amendments and if necessary republish the amended AGAR and recommence the period for the exercise of public rights. If the AGAR contains unapproved or unexplained amendments, it may be returned and additional costs will be incurred.

• The authority should receive and note the annual internal audit report if possible before approving the annual governance statement and the accounts.

• Use the checklist provided below to review the Annual Governance and Accountability Return for completeness before returning it to the external auditor by email or post (not both) no later than 30 June 2020.

• Do not send the external auditor any information not specifically requested. However, you must inform your external auditor about any change of Clerk, Responsible Financial Officer or Chairman, and provide relevant email addresses and telephone numbers.

• Make sure that the copy of the bank reconciliation to be sent to your external auditor with the Annual Governance and Accountability Return covers all the bank accounts. If the authority holds any short-term investments, note their value on the bank reconciliation. The external auditor must be able to agree the bank reconciliation to Box 8 on the accounting statements (Section 2, page 5). An explanation must be provided of any difference between Box 7 and Box 8. More help on bank reconciliation is available in the Practitioners’ Guide*.

• Explain fully significant variances in the accounting statements on page 5. Do not just send a copy of the detailed accounting records instead of this explanation. The external auditor wants to know that you understand the reasons for all variances. Include complete numerical and narrative analysis to support the full variance.

• If the external auditor has to review unsolicited information, or receives an incomplete bank reconciliation, or variances are not fully explained, additional costs may be incurred.

• Make sure that the accounting statements add up and that the balance carried forward from the previous year (Box 7 of 2019) equals the balance brought forward in the current year (Box 1 of 2020).

• The Responsible Financial Officer (RFO), on behalf of the authority, must set the period for the exercise of public rights. From the commencement date for a single period of 30 consecutive working days, the approved accounts and accounting records can be inspected. Whatever period the RFO sets it must include a common inspection period – during which the accounts and accounting records of all smaller authorities must be available for public inspection – of the first ten working days of July.

• The authority must publish the information required by Regulation 15 (2), Accounts and Audit Regulations 2015, including the period for the exercise of public rights and the name and address of the external auditor before 1 July 2020.

Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

Completion checklist – ‘No’ answers mean you may not have met requirements

All sections

Section 1

Section 2

Sections 1 and 2

Internal Audit Report

Have all highlighted boxes have been completed?

For any statement to which the response is ‘no’, has an explanation been published?

Has an explanation of significant variations from last year to this year been published?

Has the bank reconciliation as at 31 March 2020 been reconciled to Box 8?

Has an explanation of any difference between Box 7 and Box 8 been provided?

Have all highlighted boxes been completed by the internal auditor and explanations provided?

Has all additional information requested, including the dates set for the period for the exercise of public rights, been provided for the external auditor?

Trust funds – have all disclosures been made if the authority as a body corporate is a sole managing trustee? NB: do not send trust accounting statements unless requested.

Has the authority’s approval of the accounting statements been confirmed by the signature of the Chairman of the approval meeting?

Yes No

*Governance and Accountability for Smaller Authorities in England – a Practitioners’ Guide to Proper Practices, can be downloaded from www.nalc.gov.uk or from www.ada.org.uk

This authority’s internal auditor, acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with relevant procedures and controls to be in operation during the financial year ended 31 March 2020.

The internal audit for 2019/20 has been carried out in accordance with this authority’s needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this authority.

Annual Internal Audit Report 2019/20

ENTER NAME OF AUTHORITY

Page 3 of 6Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

*If the response is ‘no’ you must include a note to state the implications and action being taken to address any weakness in control identified (add separate sheets if needed).

**Note: If the response is ‘not covered’ please state when the most recent internal audit work was done in this area and when it is next planned, or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).

For any other risk areas identified by this authority adequate controls existed (list any other risk areas on separate sheets if needed).

DD/MM/YYSIGNATURE REQUIREDDate

Signature of person who carried out the internal audit

DD/MM/YY DD/MM/YYDD/MM/YYName of person who carried out the internal auditDate(s) internal audit undertaken

ENTER NAME OF INTERNAL AUDITOR

A. Appropriate accounting records have been properly kept throughout the financial year.B. This authority complied with its financial regulations, payments were supported by invoices, all

expenditure was approved and VAT was appropriately accounted for.C. This authority assessed the significant risks to achieving its objectives and reviewed the adequacy

of arrangements to manage these.

D. The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate.

E. Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for.

F. Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.

G. Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI requirements were properly applied.

J. Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded.

H. Asset and investments registers were complete and accurate and properly maintained.I. Periodic and year-end bank account reconciliations were properly carried out.

K. IF the authority certified itself as exempt from a limited assurance review in 2018/19, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2018/19 AGAR tick “not covered”)

Yes No*

Agreed? Please choose one of the following

Internal control objective

Notcovered**

L. The authority has demonstrated that during summer 2019 it correctly provided for the exercise of public rights as required by the Accounts and Audit Regulations.

M. (For local councils only) Trust funds (including charitable) – The council met its responsibilities as a trustee.

Yes No Not applicable

*Please provide explanations to the external auditor on a separate sheet for each ‘No’ response and describe how the authority will address the weaknesses identified. These sheets must be published with the Annual Governance Statement.

Section 1 – Annual Governance Statement 2019/20

We acknowledge as the members of:

ENTER NAME OF AUTHORITY

Page 4 of 6Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

our responsibility for ensuring that there is a sound system of internal control, including arrangements for the preparation of the Accounting Statements. We confirm, to the best of our knowledge and belief, with respect to the Accounting Statements for the year ended 31 March 2020, that:

1. We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.

2. We maintained an adequate system of internal control including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.

4. We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations.

5. We carried out an assessment of the risks facing this authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.

6. We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems.

7. We took appropriate action on all matters raised in reports from internal and external audit.

8. We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this authority and, where appropriate, have included them in the accounting statements.

9. (For local councils only) Trust funds including charitable. In our capacity as the sole managing trustee we discharged our accountability responsibilities for the fund(s)/assets, including financial reporting and, if required, independent examination or audit.

3. We took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and Proper Practices that could have a significant financial effect on the ability of this authority to conduct its business or manage its finances.

prepared its accounting statements in accordance with the Accounts and Audit Regulations.

‘Yes’ means that this authority:Yes No*Agreed

made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.

has only done what it has the legal power to do and has complied with Proper Practices in doing so.

during the year gave all persons interested the opportunity to inspect and ask questions about this authority’s accounts.

considered and documented the financial and other risks it faces and dealt with them properly.

arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether internal controls meet the needs of this smaller authority.

responded to matters brought to its attention by internal and external audit.

disclosed everything it should have about its business activity during the year including events taking place after the year end if relevant.

has met all of its responsibilities where, as a body corporate, it is a sole managing trustee of a local trust or trusts.

Yes No N/A

AUTHORITY WEBSITE ADDRESSAuthority web addressOther information required by the Transparency Codes (not part of Annual Governance Statement)

Signed by the Chairman and Clerk of the meeting where approval was given:

Chairman

ClerkSIGNATURE REQUIRED

SIGNATURE REQUIRED

This Annual Governance Statement was approved at a meeting of the authority on:

and recorded as minute reference:

MINUTE REFERENCE

DD/MM/YY

I certify that for the year ended 31 March 2020 the Accounting Statements in this Annual Governance and Accountability Return have been prepared on either a receipts and payments or income and expenditure basis following the guidance in Governance and Accountability for Smaller Authorities – a Practitioners’ Guide to Proper Practices and present fairly the financial position of this authority.

I confirm that these Accounting Statements wereapproved by this authority on this date:

Signed by Chairman of the meeting where the Accounting Statements were approved

Signed by Responsible Financial Officer before being presented to the authority for approval

as recorded in minute reference:

MINUTE REFERENCE

DD/MM/YY

DD/MM/YY

SIGNATURE REQUIRED

SIGNATURE REQUIRED

Date

8. Total value of cash and short term investments

9. Total fixed assets plus long term investments and assets

10. Total borrowings

The sum of all current and deposit bank accounts, cash holdings and short term investments held as at 31 March – To agree with bank reconciliation.The value of all the property the authority owns – it is made up of all its fixed assets and long term investments as at 31 March.The outstanding capital balance as at 31 March of all loans from third parties (including PWLB).

11. (For Local Councils Only) Disclosure note re Trust funds (including charitable)

The Council, as a body corporate, acts as sole trustee for and is responsible for managing Trust funds or assets.N.B. The figures in the accounting statements above do not include any Trust transactions.

Yes No

1. Balances brought forward

2. (+) Precept or Rates and Levies

4. (-) Staff costs

5. (-) Loan interest/capital repayments

6. (-) All other payments

7. (=) Balances carried forward

3. (+) Total other receipts

Total balances and reserves at the beginning of the year as recorded in the financial records. Value must agree to Box 7 of previous year.

Please round all figures to nearest £1. Do not leave any boxes blank and report £0 or Nil balances. All figures must agree to underlying financial records.

Notes and guidanceYear ending31 March

2019 £

31 March 2020

£

Total amount of precept (or for IDBs rates and levies) received or receivable in the year. Exclude any grants received.Total income or receipts as recorded in the cashbook less the precept or rates/levies received (line 2). Include any grants received.

Total expenditure or payments made to and on behalf of all employees. Include gross salaries and wages, employers NI contributions, employers pension contributions, gratuities and severance payments.Total expenditure or payments of capital and interestmade during the year on the authority’s borrowings (if any).

Total expenditure or payments as recorded in the cash-book less staff costs (line 4) and loan interest/capital repayments (line 5).Total balances and reserves at the end of the year. Must equal (1+2+3) - (4+5+6).

Section 2 – Accounting Statements 2019/20 for

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Page 5 of 6Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

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Section 3 – External Auditor Report and Certificate 2019/20

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ENTER NAME OF EXTERNAL AUDITOR

1 Respective responsibilities of the body and the auditorThis authority is responsible for ensuring that its financial management is adequate and effective and that it has a sound system of internal control. The authority prepares an Annual Governance and Accountability Return in accordance with Proper Practices which: • summarises the accounting records for the year ended 31 March 2020; and • confirms and provides assurance on those matters that are relevant to our duties and responsibilities as

external auditors. Our responsibility is to review Sections 1 and 2 of the Annual Governance and Accountability Return in accordance with guidance issued by the National Audit Office (NAO) on behalf of the Comptroller and Auditor General (see note below). Our work does not constitute an audit carried out in accordance with International Standards on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.

2 External auditor report 2019/20

*Note: the NAO issued guidance applicable to external auditors’ work on limited assurance reviews in Auditor Guidance Note AGN/02. The AGN is available from the NAO website (www.nao.org.uk)

DD/MM/YYSIGNATURE REQUIREDDate

External Auditor Name

(Except for the matters reported below)* on the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return, in our opinion the information in Sections 1 and 2 of the Annual Governance and Accountability Return is in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met. (*delete as appropriate).

Other matters not affecting our opinion which we draw to the attention of the authority:

*We do not certify completion because:

(continue on a separate sheet if required)

(continue on a separate sheet if required)

3 External auditor certificate 2019/20We certify/do not certify* that we have completed our review of Sections 1 and 2 of the Annual Governance and Accountability Return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for the year ended 31 March 2020.

External Auditor Signature

Annual Governance and Accountability Return 2019/20 Part 3 Local Councils, Internal Drainage Boards and other Smaller Authorities*

In respect of

Hello Janet,

I do not have any additional resource at the moment so, it looks like I will have to try to fit this in to my work load.

I will respond to the points that have been raised in your letter.

The safety visit had to fit in with other priorities it is unfortunate that the officers attended on that date however they are experienced enough to understand how drivers and pedestrians behave.

The signs are positioned as they are so that each one is facing the oncoming traffic, positioning them square on would then result in drivers not seeing them before they turn into the road, this way they can see that there is a restriction on the road before they turn in.

Drivers cutting the corner is something which could be mitigated with additional measures being installed.

Planter would be a useful tool to make the location look less attractive for motor vehicles and if installed we would have to maintain sufficient space to allow larger vehicles to access, it is likely that we could position them in such a way that it would only provide one vehicle to move between them at a time.

In previous correspondence it was suggested that NO Entry marking could be painted at the entrance this could be considered, coloured surfacing is expensive and bearing in mind that any measures would be likely to have to be funded by the PC, I would suggest that we consider less expensive measures in the first instance. I would not consider installing give way markings as this would give priority to one movement of traffic and it would be better if no one has priority to make drivers proceed with caution.

The Order is quite specific in that it prohibits vehicles from entering the road, there are exemptions for loading of goods or emergency services but the main exemption which affects children being driven to school is the following : Nothing in Article 2 shall render it unlawful to cause or permit vehicles to enter Hollis Close, Long Ashton in order to gain access to residential properties or vehicular access to Birdwell School premises.

Therefore any vehicle that is parked there is breaking the law unless the occupants of that vehicle are gaining access to one of the residential properties. I attach a copy of the order for your information. Therefore no parking restrictions are required and if abuse of the restriction is witnessed this should be reported to the police. If this is happening regularly the police will act and enforce the restriction. Perhaps the school caretaker would like to continue to remind parents of the restriction he can use the attached if necessary.

I would suggest that the way forward would be to investigate the purchase of planters, the companies that we have used in the past are Broxap Planters | Street Furniture | Broxap or Jacs http://jacsuk.com/wp-content/uploads/2016/07/Planters-All-Planters.pdf

It might be worth having a look at these sites or any other you can find, to see what the PC prefer, we would need to have the planters at least 700mm high so that we can attached an arrow to each side to tell drivers to pass between the planters and it might be cheaper for the PC to purchase them themselves as if the Council buy them our contractor will add their percentage.

I hope this covers everything if you would like to meet I would be happy to please let me know a proposed date and time, otherwise I will wait to her form you on how you would like to proceed.

If you have any further questions please come back to me.

Regards

David Bailey

Senior Engineer

Corporate Services

North Somerset Council

The hump, come raised platform, that existed prior to Yanley being resurfaced, had some limited effect in slowing traffic approaching the festival way from the south. Resurfacing reduced the height and therefore its effectiveness. We asked NS for possible solutions, which proved to be expensive. It was decided to ask NS to reinstate the hump, at its own expense, to the original height which was duly completed. Apparently however there was a complaint from a driver who evidently grounded a hitch on the hump, probably because of excess speed, or it was fitted incorrectly. The hump was subsequently reduced in height and is now ineffective. This is a safety issue and we should, I believe, take this up with NS again emphasising the real danger of vehicles approaching at speed, particularly from the south, putting pedestrians, and cyclists using the festival way at risk, as well as pedestrians crossing the bridge. Clearly funding will be the issue for any measures and is unlikely to come from NS, so we are likely to have to paddle our own canoe in that respect. It might be worth approaching Sustrans, as this affects cyclists and pedestrians alike. They may fund signs. I have had need to do some work in Portishead in recent weeks, and there is a similar hump to that in Yanley Lane, but much more effective. Turn towards the high street from Gordano school and take the second exit from the next roundabout and as you approach a primary school on your right (St. Joseph’s)? You are there. This example is within a 30 MPH limit, so should comply with regulations. It is of course the pitch as well as the height that contributes to its effectiveness.

Community Association report

Community Association report for Parish Council 22/6/2020

In normal times the Community Associations is able, in general terms, to fund the running

costs of the village complex from income. Capital costs are in the main funded by the Parish

Council grant, although the trustees regularly apply for grants, on behalf of the Council, to

fund specific projects.

The most recent grant application to Enovert was unsuccessful almost certainly because of

calls upon it as a result of the Covid 19 pandemic. This application was to fund the renewal

of the sports hall floor which is particularly urgent. Becoming urgent is the resurfacing of the

tennis courts, which are currently very well used. There are specific reserves that may cover

those expenditures.

We are taking the opportunity of undertaking maintenance tasks including decorating during

this period and we have un furloughed staff in order to achieve this.

Preparations are being made for the internal use of the complex when regulations allow,

based on the likely restrictions that will be in place. There are however few enquiries from

users showing interest before September.

Trustees will be discussing the possibility of reopening the cafe and how it may be achieved.

The situation remains that we have little or no income, and on the basis of general funds

available today we have about four months costs in hand.

Charles Cave

Youth Club Report

The youth club continues to engage with young people online using FB live providing three to four

sessions a week on sports, arts and crafts, cooking and street dance. In addition, we are also putting

online a number of quizzes.

Given the current lockdown constraints, there will be some financial impact on the youth club

finances. The primary loss of income is that of the youth club subs which is running about £200 per

month from mid March. Other external fundraising activities, eg summer fayre and market stall are

of course on hold at the moment, and the impact of these will be addressed later. Whilst there is no

face to face engagement, for example through the village market, to grow the 500 club membership,

Kathy and Kim are working hard to maintain the current membership numbers and the associated

income.

EPIC Youth, as the youth club providers, are being paid as normal through the lockdown period.

Recommendation and Decisions

The Council is asked to note the current activities being provided by the youth club and the financial

impact. No decisions are required at this meeting.

Skatepark Working Group Report

Relating to the proposed site in Peel Park preparations are being made to undertake a soil survey.

Further work has been carried out by the working group to prepare the design brief, key to this is

that the skatepark should be available for a range of activities, ages and abilities. Work will start

soon on preparing the tender documentation to select the skatepark designer.

Preparations are being made to engage with the community on the skatepark proposed site and

plan during July. A resident questionnaire is being prepared and has been discussed in the skatepark

and community engagement working groups to be issued later in the year. The communications

plan will also include a community meeting and consultation.

Recommendation and Decisions

The Council is asked to note the current activities being undertaken by the working group. It is

proposed that the plan and content for the skatepark comms is channelled through the community

engagement for discussion and agreement. The village newsletter will be part of the planned

communications plan.

VES report for 22nd June council meeting.

The police have been asked to enforce the new 20mph limit.

The NS plan for the Piccolo’s forecourt incorporates very nearly all we had asked for, so Dave is

talking to the businesses involved, to seek their views. We will then hope NS can find space in their

already full schedule of works. It would be great to improve that area in the centre of the village’s

shops.

Lovelinch Gardens: the resident who wanted part of the single yellow line scrubbed has been told

change cannot be agreed. It was always the intention to keep the parking restrictions under review

in case inconsiderate parking spread to adjacent streets.

The meeting with the Guides is still to be held regarding the appropriate speed limit outside their

HQ.

More “Slow Down” wheelie bin stickers are now available so please encourage residents on the main

road or other busy roads to display them.

Dave is taking on the VES working group so we can look forward to new ideas and energy for the

next exciting stage: so many residents want the village to be enhanced!

***

Churchyard and Memorial Trust

Churchyard and Memorial Trust report for Council 21/06/2020

Frustratingly we have still been unable to begin works.

The trust STILL awaits the discharge of conditions despite having sent the documents to

North Somerset on the 14th of May.

Two sets of documents, one posted and the other delivered by hand were unable to be located

until the 16th of June, and that only after asking Richard Kent for his assistance.

We await the necessary action from North Somerset and hope that there will not be further

unnecessary delay.

Charles Cave