Members of Send Parish Council are hereby summoned to attend the
ANNUAL COUNCIL MEETING of SEND PARISH COUNCIL
to be held on Monday 16th May 2022 at 7.30 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 Nichola Mair (Clerk)
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Agenda
1. Election of Chairman 2022-23
2. Election of Vice Chairman 2022-23
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 11th April 2022 – Annex 1 to approve as a correct record
8. Appointment of Planning Committee – to note the minutes from the Planning meetings in April/May, Annex 2 review the Terms of Reference, Annex 3 appoint members and a Chairman and Vice-Chairman of the Committee
9. Appointment of Amenities and Leisure Services Committee – to review the Terms of Reference, Annex 4 appoint members and a Chairman and Vice-Chairman of the Committee
10. Appointment of Pavilion Redevelopment Committee – to note the minutes from the meeting in April, Annex 5 review the Terms of Reference, Annex 6, appoint members and a Chairman and Vice-Chairman of the Committee
11. Appointment of Finance and General Purposes Committee – to review the Terms of Reference Annex 7
12. 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
13. Council meetings, Policies and Procedures
a) Standing Orders and Financial Regulations 2022-23 – to adopt Annex 8
b) Review of Council’s Policies 2022-23 – The Council policies will be reviewed in future meetings.
c) Diary for meetings – to approve the year’s diary for Council meetings Annex 9
14. Finance and other Council matters
a) Annual Return year ending 31 March 2022 – to note the timetable for the end of year audit 2022-23 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 2022 Annex 10
c) Council asset list – to review the inventory of land and assets including buildings and office equipment Annex 11
d) Council Insurance – to note the renewal cost for the third year in the long term agreement
e) Council and staff subscriptions – to approve for 2022-23 Annex 12
f) Annual Parish Meeting – to approve a date and arrangements for the meeting (Next Year)
15. Amenities and Leisure Services
a) Council contracts – to approve cemetery pest control contracts Annex 13
b) Cemetery drainage – to receive a report and agree action Annex 14
16 Pavilion Redevelopment Committee – To receive the minutes of the meeting held on 11th April Annex 15
17. Communications
To consider the following requests and communications
a) S106 report, presented at Corporate Governance 21st April 2022 (Annex 16)
b) Events at the recreation ground – a picnic on the Recreation Ground proposed by ? in June 2022 (Annex 17 )
c) Request from Girl Guides Send for a grant for arts, crafts and sports supplies
d) Burial in Muslim section of cemetery
e) To consider any other communications received after the Agenda was issued (For information)
18. Other Reports
a) Chairman and Clerk’s report
b) County and Borough Councillors’ reports
19. Date of the next meeting – Monday 20th June 2022 at the Lancaster Hall Upper Room,
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)
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Send Parish Office 28 Send Road Send Woking GU23 7ET
01483 479312 clerk@sendparishcouncil.gov.uk