Members of Send Parish Council are hereby summoned to attend the
ANNUAL COUNCIL MEETING of SEND PARISH COUNCIL
to be held on Monday 17th May 2021 at 7.45 pm in the Upper Room, Lancaster Hall
for the purpose of transacting the following business
Public Session (15 minutes) Following the election of the Chairman and Vice-Chairman and the declarations of acceptance of office, members of the public are invited to address the Council and then are welcome to observe the rest of the meeting
Signed:
Mrs D. K. Hurdle (Clerk)
_________________________________________________________________________
Agenda
1. Election of Chairman 2021-22
2. Election of Vice Chairman 2021-22
3. Declaration of Acceptance of Office to be signed by the newly elected Chairman and Vice-Chairman
The public session follows this item
4. Apologies for absence
5. Councillors Register of Interests – all Members of Send Parish Council will confirm that their Register
of Interests are up to date (these will be available for public inspection on the Council’s website)
6. Declaration of Disclosable Pecuniary Interests (DPIs) by Councillors on any of the agenda items below in accordance with The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 and any Non-Pecuniary Interests in accordance with the Parish Council’s Code of Conduct
7. Minutes of Council Meeting held on 19th April 2021 and Minutes of Extraordinary meeting held on
26th April 2021 – to approve as a correct record
8. Appointment of Planning Committee – to note the minutes from the Planning meetings in April/May, review the Terms of Reference, appoint members and a Chairman and Vice-Chairman of the Committee
9. Appointment of representatives to outside bodies and charities
a) Ripley and Send Matters
b) Lancaster Hall
c) Henry Smith Charity and Ann Haynes Charity
d) Surrey Association of Local Councils (SALC)
e) Climate Change Parish Liaison Group
10. Council meetings, Policies and Procedures
a) Council Governance – to consider a report and recommendations from the Surrey Association of Local Councils on making changes to Council governance and to approve a review of Send PC’s arrangements
b) Power of Competence – to reaffirm that the Council is eligible to use the Power of Competence
c) Standing Orders and Financial Regulations 2021-22 – to note that these will be included in the Council’s governance review and adopted at the June Council meeting
d) Review of Council’s Policies 2021-22 – to review the Council policies
e) Diary for meetings – to approve the year’s diary for Council meetings
11. Finance and other Council matters
a) Annual Return year ending 31 March 2021 – to note the timetable for the end of year audit 2020-21 including approval of the Annual Return and Governance Statement at the June Council meeting
b) Monthly payment list – to approve the payments list for May 2021
c) Council asset list – to review the inventory of land and assets including buildings and office equipment
d) Council Insurance – to note the renewal cost for the second year in the long term agreement
e) Council and staff subscriptions – to approve for 2021-22
f) Councillors training – to approve training for Councillors
g) Annual Parish Meeting – to approve a date and arrangements for the meeting
12. Amenities and Leisure Services – To receive the minutes and recommendations from the meeting on 29th April
a) Street lighting upgrade to LEDs – an update on the public works loan and to agree action
b) Council contracts – to approve the street lighting maintenance and cemetery pest control contracts
c) Cemetery drainage – to receive a report and agree action
13. Highways and Parking – To receive the minutes and recommendations from the meetings on 4th and 13th May
a) SCC Consultation on parking restrictions on Tannery Lane and Send Road – to make a response
b) Other highways matters – to receive an update on other highways matters
14. Pavilion Redevelopment Project
a) Household consultation survey – to approve the draft survey and timetable for distribution
15. Communications
To consider the following requests and communications
a) Events at the recreation ground – requests from Send Help, Community Aid and Scrubs Hub and Send WI to hold a social event or a picnic on the recreation ground in the summer
b) Phone and Broadband – a response from GBC Leader and MP on mobile coverage in the area
c) To consider any other communications received after the Agenda was issued (For information)
16. Other Reports
a) Chairman and Clerk’s report
b) County and Borough Councillors’ reports
17. Date of the next meeting – Monday 21st June 2021 at the Lancaster Hall Send
Please note: Following the Parish Council meeting there will be the AGM for the Recreation Ground Charity of which Send Parish Council is the Trustee (a separate agenda will be provided for this meeting)