Annual Parish Council Meeting – Monday 15th May

Annual Parish Council Meeting on Monday 15^th May 2023

 at 7.30pm at Great Waldingfield Village Hall

A G E N D A

 

 

1. Nomination of Chairman and Declaration of Acceptance of Office’ – To propose, consider and agree nomination of the Chairman of the Council to serve for the ensuing year. (New Chairman of the Council to take the Chair thereafter, and for the remainder of the Meeting). The new Chairman to then sign the Chairman’s Declaration of Acceptance of Office.
2. Nomination of Vice Chairman and Declaration of Acceptance of Office’ – To propose, consider and agree the nomination of the Vice Chairman of the Council to serve for the ensuing year. The new Vice Chairman to then sign the Vice Chairman’s Declaration of Acceptance of Office.
3. Welcome and Apologies for Absence – To receive and agree.
4. Declaration of Acceptance of Office Forms – To ensure that all Councillors have signed these.
5. Declarations of Interests and Dispensations – To receive any declarations of interest and at any point during the Meeting. To confirm that all Councillors have completed and signed their respective Register of Interests forms. To receive and consider any dispensations in advance of the Meeting.
6. General Power of Competence – To consider and agree/resolve adoption for the ensuing year.
7. Minutes of the last full Parish Council Meeting held on the 17^th April 2023 – To receive, consider and approve the 17^th April 2023 Meeting Minutes. (Minutes attached).
8. Update/Matters Arising from Previous Minutes held on the 17^th April 2023 – To receive and note any updates.
9. Trustees of Great Waldingfield Village Hall Management Committee – To agree the Four Parish Councillors to serve as Trustees and bank signatories.
10. To consider and agree the Appointment and Composition of Parish Council Committees – Policies and Procedures – Great Waldingfield

Councillors will have already considered their respective preferences in advance of the Meeting. (The nomination of Chair and Vice Chair of these Committees and Working Parties will be the first items of business at the first relevant new Committee/Working Party Meetings). Including:

• Great Waldingfield Neighbourhood Plan Steering Committee.
• Finance Committee
• HR and Complaints Committee.
• Biodiversity Working Group
• CIL (Community Infrastructure Levy) Working Group
• Media Working Group.
• Planning Working Group.
• Sports and Recreation Working Group.

11. To consider and agree the Appointment of Councillor and Other Representative/s;

• The Francis Humphrey and Margaret Braithwaite Allotment Trust Representative/s.
• Chilton Woods/Maiden Fields Representative.
• The Community Speed Watch Scheme Representative/s.
• Footpath Representative.
• Suffolk Association of Local Councils (SALC) Representative.
• Tree Warden.
• Any new Councillor Representative.

12. Terms of Reference – Committees and Working Groups and Scheme of Delegation – To receive, consider and agree the following for the ensuing year. Policies and Procedures – Great Waldingfield

• Great Waldingfield Neighbourhood Plan Steering Committee.
• HR and Complaints Committee.
• Finance Committee.
• Biodiversity Working Group.
• Media Working Group.
• Planning Working Group.
• Sports and Recreation Working Group.
• Scheme of Delegation.

13. Annual Review of Policies – To receive, consider and agree/adopt for the ensuing year. See Website Policies and Procedures – Great Waldingfield
14. Standing Orders and Financial Regulations’ – To receive, consider and agree/adopt. Policies and Procedures – Great Waldingfield
15. Model Councillor Code of Conduct 2020 (Section 27(2) Localism Act 2011 – To adopt as a new Council. (Adopted by the previous Council. Local Government Association Model Councillor Code of Conduct 2020 (greatwaldingfield.uk)
16. Bank Signatories – To agree.
17. Public Forum– To facilitate members of the public / press to address the Council to a maximum of 3 minutes per person and no more than 15 minutes for the session.
18. County and District Councillors Written Reports– To receive and note written reports and to clarify any points from the said Reports. (To follow).
19. Great Waldingfield Neighbourhood Plan Steering Committee – To receive an update and agree any matters.
20. Routine Correspondence Circulated – To consider. (Councillors please advise the Clerk prior to the Meeting for any matters you wish to raise).
21. Training/Meetings/Parish Council Representation Attended – To note/agree.
22. Planning and Development –
    1. Planning Applications – To consider.

• DC/23/02155 – Amen Corner, Lavenham Road – Erection of single storey rear extension, (following removal of conservatory) and dormer extension with balcony including roof lights in conjunction with loft conversion), (amended scheme to approved DC/21/04006).
• DC/23/02141 – Field House, Badley Road – Erection of a single storey outbuilding comprising of garage, carport, kennel, workshop, log-store, and bike store, (following demolition of stables/storage outbuilding), (amended scheme to that approved under DC/22/03792).
  1. Planning Applications Received After Agenda – To consider.
  2. Planning Decisions/Appeals/Enforcements – To receive and note any updates:
  3. Chilton Woods Development (cross-boundary) – (Maiden Fields) – To receive and consider any matters.

23. Financial Matters
    • Schedule of Accounts for Payment – To receive, consider and agree payments since the last Meeting. (To follow).
    • Bank Reconciliations – April 2023 – To agree. (To follow).
    • Annual Governance and Accountability Return (AGAR) Year-End 2022/23 – To receive and agree the formal Internal Auditor review for preparation of the Internal Audit Annual Report 2022/23. (Attached).
    • Annual Governance and Accountability Return (AGAR) – Year-End 2022/23 – To receive and RESOLVE the Accounts, Annual Return and Annual Governance and Accountability Return 2022/2023, with supporting documents and to authorise the Chairman to sign the Return on behalf of the Council. (Attached).
    • Councillors Internal Controls – To agree arrangements.
    • Priorities – Four Years – To give consideration in conjunction with the Precept and Budget for 2023/24 in readiness for the next Meeting. (Play equipment, new bus shelters etc).
    • Jubilee Garden –

• • Summer Bedding Plants/Flowers – To consider the request for £200 for some new and replacement plants/flowers.
  • Coronation Tree – (Kanson Japanese Flowering Cherry) – To consider the request to obtain an estimate for a plaque and to agree the wording.
  • Urgent Finance Matters – To consider.

24. Parish Council Assets/Land – To receive, consider and agree any matters on:

• Playing Fields – To receive any updates.
• Queens Diamond Jubilee Garden (QDJ) – To agree any matters.

25. Community Warden Scheme – To receive an update and agree any matters.
26. Dates of Next Meeting – Parish Council Meeting – Monday 12^th June 2023 at 7.30pm at Great Waldingfield Village Hall.
27. Resolution to Exclude the Public and the Press – The Public Bodies S.1 (2) (Admission to Meetings Act 1960) and the Local Government Act 1972 ss 100 and 102 (amended 2014). The Council is asked to consider and agree to exclude the Public since publicity would legally prejudice commercial sensitivity and confidentiality.
28. Minutes of the Confidential Parish Council Meeting held on the 17^th April 2023 – The Council is asked to receive, consider and approve the Meeting Minutes. (Minutes attached – Councillors only).
29. Update/Matters Arising from Confidential Minutes held on the 17^th April 2023 – The Council is asked to receive and note any updates.
30. Parish Council Assets & Assets/Land Transfers/Leases (County Council) – The Council is asked to receive an update and to agree the next steps.
31. Recruitment and Selection – To receive an update and consider further.
32. Handover – To agree arrangements.
33. Locum Clerk – To consider.