Annual Agenda 13 May 2014

COUNCILLORS ARE SUMMONED TO ATTEND
THE ANNUAL MEETING OF THE PARISH COUNCIL TO BE HELD AT
BARTESTREE VILLAGE HALL ON TUESDAY 13 MAY 2014 AT 7.30 PM

A G E N D A

1. To Elect a Chair/Sign Declaration of Office

2. To Elect a Vice Chair

3. To Receive Chair’s Announcements

4. To Receive Apologies for Absence

5. To Adopt the Minutes of Meetings held on Tuesday 11 March 2014, 18 March 2014,
8 April 2014, 29 April 2014 and 6 May 2014

6. To Receive Declarations of Interest and Applications for Dispensations

7. To Elect other Officers, Committees and Working Groups:
7.1 Responsible Finance Officer
7.2 Planning Committee
7.3 Finance Working Group
7.4 Transport Working Group
7.5 Footpath Officer
7.6 Tree Officer
7.7 Resilience Officer/Emergency Co-ordinator
7.8 Representatives to the Playing Fields Association
7.9 Representatives to the Village Hall Committee
7.10 Representatives to the Lugwardine and Diana Caroline Hopton Charities
7.11 Representatives (2) to HALC Area Meetings (SAM)
7.12 Nomination for HALC Executive

8. To Receive Brief Verbal Reports from:
8.1 District Councillor
8.2 Local Police Officer PC N James

9. Open Time – To Note Matters Raised by Local Residents Relevant to the Parish

10. Financial Matters
10.1 To Receive a Report and Financial Statement from the RFO
10.2 To Approve the Annual Accounts for 2013/14
10.3 To Approve the Annual Governance Statement for 2013/2014
10.4 To appoint an Internal Auditor for 2014/15
10.5 To Agree the Cheque Signatories
10.6 To Consider delegated authority to Clerk to raise cheques to make payments between Parish Council Meetings for ground maintenance work and other agreed regular payments
10.7 To Consider Recommendations for the New Financial Regulations
10.8 To Consider Recommendations for changes to the Internal Audit System
10.9 To Consider Recommendations for Electronic Banking
10.10 To Consider and Agree:

10.10.1 Payment of Outstanding Invoices – [As listed on Finance Sheet] 10.10.2 To Approve Charitable Donations
10.10.3 To Agree the Renewal of the Insurance Policy for 2014/15
10.10.4 To Approve the cost of the Play Area Inspection of £5 per week

11. To Receive a Report on the Insurance cover for the following:-
11.1 Trees for which the Parish Council is responsible and that the appointed Contractor holds the necessary qualification to carry out Risk Assessments as required by the Insurance Company
11.2 That all our Contractors hold the necessary Public Liability Insurance
11.3 To confirm the Parish Council’s insurance responsibilities as Trustee of the Village Hall
11.4 That our Insurance Company is content that our Risk Assessments meet their requirements

12. Planning Matters
12.1 To approve the Planning Committee’s devolved powers to deal with planning applications
12.2 To Receive a Verbal Report from the Planning Committee
12.3 To Note the Minutes of the Planning Committee Meetings dated 11 March 2014 and 1 April 2014

13. Transport Working Group – See Report in Information Sheet

14. To Receive Updates on:
14.1 The Parish Plan
14.2 Neighbourhood Development Plan
14.2.1 To agree the information to be added to the Parish Council website/NDP Section, to help residents in the completion of the NDP Questionnaire

15. To consider the future expansion of Community Recreation facilities

16. To consider updating the S106 Claim following the letter received from the Chairman of the Bartestree & Lugwardine Playing Fields Association on 25 April 2014 – circulated by email on 28 April 2014 16.

17. To consider whether Parish Councillors wish to claim expenses as set out in the Governance Manager’s recent letter – circulated by email on 2 May 2014

18. To Approve the Circulated Dates for Scheduled Parish Council Meetings 2014/15

19. To Note the Information Sheet

20. To Review the Parish Clerk’s terms of employment (Private Session)

21. To Raise Items for the next Scheduled Parish Council Meeting [No Discussion]

22. To Note the Date and Time of next Scheduled Parish Council Meeting

Eve Wilson
Parish Clerk                                                      Date: 8 May 2014