Annual Council Meeting

Home » Meetings » Annual Council Meeting
Date
Monday, 14th May 2018 07:00pm
Agenda
  1. ELECTION OF CHAIRMAN

    The retiring Chairman (if present) shall preside over this item, which shall be the first business of the Council.  The Chairman shall be selected from those holding elected office.  The elected Chairman shall sign a Declaration of Acceptance of Office in the prescribed form before taking the Chair.

  2. ELECTION OF VICE CHAIRMAN

    It is customary for the offices of Chairman and Vice Chairman to be offered to the longest serving members of the Council never to have held those offices and for the positions to be held for two years from the date of appointment.

  3. TO RECEIVE APOLOGIES AND REASONS FOR ABSENCE

    To receive and approve the apologies of Cllr Lewis and any others

  4. DECLARATIONS OF INTEREST

    In accordance with the Council‘s Code of Conduct, members shall withdraw from any discussion or vote for which they hold a disclosable pecuniary interest.

  5. PUBLIC SPEAKING/QUESTIONS AT COUNCIL MEETINGS

    To allow members of the public the opportunity to speak on an item listed on the Agenda up to a maximum of 3 minutes.

  6. MINUTES / TO DETERMINE RECOMMENDATIONS MADE BY COMMITTEES

    To agree and sign the minutes of the Full Council meeting held on Monday 23 April 2018;

    To consider any recommendation arising from the Planning Committee meeting preceding the Annual Council Meeting

     

  7. MATTERS ARISING

    To consider any matters arising from the minutes of the Full Council Meeting held on Monday 23 April 2017

  8. ANNUAL INTERNAL AUDITOR’S REPORT

    To receive the Annual Internal Audit Report for the year to 31 March 2018 (To follow)

  9. ANNUAL GOVERNANCE STATEMENT

    To complete the Annual Governance Statement acknowledging the Council’s responsibility for ensuring a sound system of internal control.

  10. ANNUAL STATEMENT OF ACCOUNTS

    To note and approve the Accounting Statements to the year to 31 March 2018

  11. REVIEW OF DELEGATION ARRANGEMENTS TO COMMITTEES, SUB-COMMITTEES; EMPLOYEES AND OTHER LOCAL AUTHORITIES

    The Council shall consider whether it wishes to delegate authority for the granting of dispensations to the Clerk or a Committee.

  12. REVIEW OF THE TERMS OF REFERENCE FOR EXISTING COMMITTEES

    The current terms of reference do not specify the number of members that shall be appointed to each Committee.  It is recommended that Committees comprise between 6 – 8 Councillors each, with a quorum being half the appointed members; It is also recommended that the Council reviews the financial authority for Committees, (presently only Finance Committee has the authority to authorise payments)

  13. RECEIPT OF NOMINATIONS TO EXISTING COMMITTEES

    See separate schedule of current committee membership

  14. APPOINTMENT OF ANY NEW COMMITTEES; CONFIRMATION OF THE TERMS OF REFERENCE; THE NUMBER OF MEMBERS AND THE RECEIPT OF NOMINATIONS TO THEM
  15. REVIEW AND ADOPTION OF APPROPRIATE STANDING ORDERS AND FINANCIAL REGULATIONS

    To note the publication by NALC of revised Model Standing Orders encompassing new legislation and guidance; To approve a motion to defer discussion on these Standing Orders until a separate meeting in July.

  16. REVIEW OF ARRANGEMENTS WITH OTHER LOCAL AUTHORITIES AND REVIEW OF CONTRIBUTIONS MADE TO EXPENDITURE INCURRED BY OTHER LOCAL AUTHORITIES

    To review and confirm the financial contributions to Shropshire Council for the maintenance of Bayston Hill Library (LGA 1972, S137) and Lyth Hill Country Park (Open Spaces Act 1906)

  17. REVIEW OF THE COUNCIL’S REPRESENTATION ON EXTERNAL BODIES

    See separate list of external bodies for current representatives

  18. REVIEW OF THE COUNCIL’S AND/OR EMPLOYEES’ MEMBERSHIP OF OTHER BODIES

    To review and confirm renewal of the Council’s membership of the Shropshire Association of Local Councils, which in turn is affiliated to the National Association of Local Councils and to approve the affiliation fees of £1,495.37, (an increase of £21.88 over last year); to note that the Clerk is a self-funded Fellow of the Society of Local Council Clerks which is the professional body for the sector.  To authorise the Clerk to attend appropriate training and events to enable the required levels of Continuing Professional Development for her class of membership to be maintained (requires 24 CPD points per annum).

  19. REVIEW OF THE COUNCIL’S COMPLAINTS PROCEDURE
  20. REVIEW OF THE COUNCIL’S GRIEVANCE PROCEDURE and DISCIPLINARY PROCEDURE

    It is recommended that the Council adopts the policies outlined in the NALC Legal Topic Note LTN 22 Appendix, which comply with the 2015 ACAS Code of Practice and make reference to the Equality Act 2010;  It is further recommended that the Council reviews its BULLYING AND HARASSMENT PROCEDURE, (adopted 2010) in July and adopts a Protocol on Councillor / Clerk Relations

  21. REVIEW OF THE COUNCIL’S PROCEDURES FOR HANDLING REQUESTS MADE UNDER THE FREEDOM OF INFORMATION ACT 2000 AND THE DATA PROTECTION ACT 1998

    The Council makes information freely available under its Publication Scheme (available on the website) and undertakes to deal with Freedom of Information requests in accordance with the 2000 Act (See Communications Policy adopted 2010). It is recommended that the Council undertakes a full review of its Data Protection Policies in July;

    The General Data Protection Regulation will take effect from 25 May 2018 and the Council has published its General Privacy Notice on its website and is working towards full compliance by the above date.  The Council will note that subject to a proposed amendment to the General Data Protection Bill, the Council may be exempted from the requirement to appoint a Data Protection Officer, however should this not be approved the Council will be required to appoint a DPO at the earliest opportunity and no later than the next meeting; Council members will each receive a copy of the Council’s Privacy Notice for Staff, Councillors and Role Holders and note that a similar notice has been issued to all staff.

  22. REVIEW OF THE PARISH COUNCIL’S POLICY FOR DEALING WITH THE PRESS AND MEDIA

    Standing orders Section 29, page 24 and the Council’s Communications Policy (adopted 2010) refer. 

  23. TO SET THE DATES, TIMES AND PLACE OF ORDINARY MEETINGS OF THE FULL COUNCIL FOR THE YEAR

    To confirm or amend the meeting dates agreed at the Full Council Meeting held on 6 November 2017.

    AttachmentSize
    File Council Meeting Schedule 2017 -201821.15 KB
  24. REVIEW ARRANGEMENTS FOR INSURANCE COVER

    To note that The Council’s insurance policy includes a Long Term Agreement which expires on 31 May 2020 and to note and approve the renewal premium of £1,632.00 including Insurance Premium Tax, (index linked by 4%)

  25. REPORTS BY PARISH COUNCIL REPRESENTATIVES
    • Area Local Committee – Cllr Breeze / Cllr Clarke
    • Thomas Bowdler Education Foundation – Cllr Ryan
    • Lyth Hill Management Committee – Cllr Clarke
    • Bayston Hill Bowling Club – Cllr Clarke
    • SCC Emergency Planning – No report (Cllr Keel)
    • Local Joint Committee – Cllr Clarke / Cllr Parkhurst / Cllr Breeze
    • Community Led Plan Steering Group – Cllr Lewis (attached)
    • Memorial Hall Committee – Cllr Clarke
    • Allotment Association – Cllr Clarke
    • Bayston Hill Quarry Liaison Committee – Cllr Clarke / Cllr Parkhurst
    • Neighbourhood Watch Group – Cllr Clarke
    • Campaign to Protect Rural England – (No report) – Cllr Hudson
    • Patient Participation Group – Cllr Lewis (attached)
    • Oaklands / Glebelands Steering Group – To follow meeting on 15 May 2018 – Cllr Clarke
  26. TO APPROVE AND SIGN ALL PAYMENTS
  27. EXCLUSION OF THE PRESS AND PUBLIC

    To pass resolution to exclude the public under Public Bodies (Admission to Meetings) Act 1960, so as to discuss the following confidential matters.

  28. MINUTES

    To approve and sign the confidential minutes of the Full Council meeting held on Monday 23 April 2018.

     

  29. MATTERS ARISING

    Any matters arising from the confidential minutes of the meeting held on Monday 23 April 2018.

  30. CONFIDENTIAL QUOTATIONS

    To consider confidential quotations for the services of Data Protection Officer and Internal Auditor and to appoint a suitably qualified and experienced internal auditor for the financial year 2018 -19 ; To consider confidential quotations for football pitch renovations

  31. CONFIDENTIAL STAFF REPORT
Download Agenda

This Month

August

Mon Tue Wed Thu Fri Sat Sun
 
 
1
 
2
 
3
 
4
 
5
 
6
 
7
 
8
 
9
 
10
 
11
 
12
 
13
 
14
 
15
 
16
 
17
 
18
 
19
 
20
 
21
 
22
 
23
 
24
 
25
 
26
 
27
 
28
 
29
 
30
 
31
 
 
 

Members of the Public and Press are welcome to attend any meetings of the Parish Council or its Committees, although there are occasions when meetings must go into private session when dealing with matters of a confidential nature.

Speaking at a Meeting - You do not have the right to speak at a meeting unless invited to do so by the Council.  If you wish to speak then you must contact the Clerk beforehand or make yourself known to the Clerk at the start of the meeting.