Parish Council Meeting Monday May 9th

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. Current Chairman of the Council – Councillor Baldwin to take the Chair for this item only. (New Chairman of the Council to take the Chair thereafter, for the remainder of the Meeting). The new Chairman to then sign the 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 Declaration of Acceptance of Office.
3. Welcome and Apologies for Absence – To receive.
4. Declarations of Interests and Dispensations – To receive any declarations of interest and at any point during the Meeting. To remind all Councillors to review their respective Register of Interests and to add any new updates. To receive and consider any dispensations in advance of the Meeting.
5. General Power of Competence – To consider and agree/resolve adoption for the ensuing year.
6. Minutes of the last full Parish Council Meeting held on the 11^th April 2022 – To receive, consider and approve the 12^th April 2021 Meeting Minutes. (Minutes attached).
7. Update/Matters Arising from Previous Minutes held on the 11^th April 2022 – To receive and note any updates.
8. Trustees of Great Waldingfield Village Hall Management Committee – To agree the Four Parish Councillors as Trustees and bank signatories to serve.
9. 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 – To consider setting up.
  • Media Working Group.
  • Planning Working Group.

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

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

11. 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 – (Attached).
• Finance Committee – (Attached).
• Biodiversity Working Group – (To receive and consider).
• Media Working Group – (No changes).
• Planning Working Group – (No changes).
• Scheme of Delegation (updated) – (Attached).

12. Annual Review of Policies – To receive, consider and agree/adopt for the ensuing year. See Website Policies and Procedures – Great Waldingfield
13. Standing Orders and Financial Regulations’ – To receive, consider and agree/adopt. Policies and Procedures – Great Waldingfield
14. Model Councillor Code of Conduct 2020 (Section 27(2) Localism Act 2011 – To receive and adopt the updated version as a Parish Council. (The LGA – (Local Government Association) approved this in December 2020). (Attached and on website).
15. 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.
16. County (including ANPR – Automatic Number Plate Recognition) and District Councillors Written Reports – (including Via County Councillor ANPR – Automatic Number Plate Recognition Scheme) – To receive and note written reports and to clarify any points from the said Reports. (3 minutes per report).
17. Routine Correspondence Circulated – To consider. (Councillors please advise the Clerk prior to the Meeting for any matters you wish to raise).
18. Training/Meetings/Parish Council Representation Attended – To note/agree.
19. Planning and Development –
    1. Planning Applications – To consider.

• • DC/22/01955 – 1 Abbotts Hall Close – Erection of single storey rear extension and conversion of garage into living accommodation. (Attached).
  • Planning Applications Received After Agenda – To consider.
  • Planning Decisions/Appeals/Enforcements – To receive and note updates:
  • DC/22/01360 – 7 Heath Estate – Erection of single storey rear side extension to form annexed accommodation for dependant relative – To note that the LPA has approved this application. (Attached).
  • Chilton Woods Development (cross-boundary) – (Maiden Fields) – To receive and consider any matters.

20. Financial Matters
21. Schedule of Accounts for Payment – To receive, consider and agree payments since the last Meeting. (To follow).
22. Bank Reconciliation – April 2022 – To agree. (To follow).
23. Annual Governance and Accountability Return (AGAR) Year-End 2021/22 – To receive and agree the formal Internal Auditor review for preparation of the Internal Audit Annual Report 2021/22. (To follow).
24. Annual Governance and Accountability Return (AGAR) – Year-End 2021/22 – To receive and RESOLVE the Accounts, Annual Return and Annual Governance and Accountability Return 2021/2022, with supporting documents and to authorise the Chairman to sign the Return on behalf of the Council. (To follow).
25. Internal Financial Controls – Year ending 31st March 2022 –To appoint a Councillor to review all internal financial controls, scrutinise and bring back to the Council. (Details attached).
26. Urgent Finance Matters – To consider.
27. Playing Fields /Other Parish Council Assets/Land – To receive, consider and agree any matters on:
    1. Playing Fields – To receive and consider the written report and risk assessment following visual checks by Councillor Berry.
    2. Kick Wall Replacement Equipment – To consider further.
    3. Playing Fields Dog Signage – To consider further.
    4. Queens Diamond Jubilee Garden (QDJ) –

• • • Queen’s Platinum Celebrations – To consider the request to plant red, white, and blue flowers plants at a cost of approximately £200.
    • To receive any updates from Councillors Berry, Francis, and Williams and to consider any matters.

22. Community Warden Scheme – To receive an update and agree any matters.
23. Neighbourhood Plan Steering Committee – To receive an update and agree any matters.
24. CIL (Community Infrastructure Levy) Working Party – To consider bids.
25. Vandalism in the Village – To receive an update from Councillor Berry and to consider further in partnership with other community stakeholders including Suffolk Constabulary and the SNT (Safer Neighbourhood Team).
26. Dates of Next Meeting – Parish Council Meeting – Monday 13^th June 2022 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 11^th April 2022 – The Council is asked to receive, consider, and approve the Confidential Meeting Minutes. (Attached).
29. Update/Matters Arising from Confidential Minutes held on the 11^th April 2022 – To note any updates.
30. Parish Council Assets & Assets/Land Transfers (County Council) – The Council is asked to agree the outcome of the recent Meeting with Suffolk County Council and to agree final details of press release in partnership with Suffolk County Council and the methods of publicity for this public statement.