Members of Send Parish Council are hereby summoned to attend the
monthly meeting of SEND PARISH COUNCIL to be held on
Monday 21st June 2021 at 7.45 p.m.in the UPPER ROOM of the Lancaster Hall
for the purpose of transacting the following business
Public Session – Members of the public are invited to express a view or ask any questions of the Council between 7.45 p.m. and 8.00 p.m. and then are welcome to observe the rest of the meeting
Signed: Mrs D. K. Hurdle (Clerk)
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Agenda
1. Apologies for absence
2. Declaration of Interests by Members on agenda items
3. Minutes of the Annual Council Meeting on 17th May 2021 – to sign as a correct record of the meeting
4. Chairman/Clerk’s report
5. Borough Councillor/County Councillor reports – to receive an update on issues from the previous meeting and to provide information on other items on this agenda
6. Planning
a) Planning applications – to receive notification of the approval of the following applications by Guildford Borough Council Planning Committee on 9th June 2021 :-
19/P/02223 Land at Garlicks Arch, Send Marsh/Burnt Common, Portsmouth Road, Send
20/P/01736 Oldlands, Burnt Common Lane, Send
b) London Road – to consider a report on the Joint Action Group meeting on 8th June 2021 and an update on the issues on the London Road
c) Planning Committee Minutes – to note the Planning Minutes from the Committee meetings held in May and June 2021 and to receive an update on other planning applications
7. Council meetings, Policies and Procedures
a) Council Governance – to consider a report and recommendations and approve the changes to Send PC’s governance arrangements
b) Planning and Environment Committee – to approve the renaming and additional remit for the Planning Committee and updated Terms of Reference
c) Amenities and Leisure Services Committee – to appoint the Committee, Chairman and Vice-Chairman and approve the Terms of Reference
d) Staffing Committee – to note the proposal for this new committee will be discussed at the July meeting
e) Standing Orders and Financial Regulations – to review and adopt for 2021-22
f) Review of Council’s Policies – to approve the updated policies for 2021 and note the plan to review the policies relating to staff at the July Council meeting
g) Co-option of Parish Councillor – to consider candidates for the role and co-opt a Parish Councillor
h) Annual Parish Meeting – to agree to cancel the 2021 meeting due to Government Covid-19 restrictions
i) Zoom link to meetings – to receive a report and approve plans to set up a ‘hybrid’ Council meeting
8. Financial and other Council Matters
a) Annual Return for the year ending 31 March 2021 (Section 1 Annual Governance Statement and Section 2 Accounting Statements 2020-21) – to receive and approve
b) Internal Audit for Year ending 2020-21 – to consider the Internal Auditor’s report following the Audit held on 3rd June 2021 and agree a response
c) End of Year 2019-20 Budget report – to note the report
d) Council Asset list 2021-22- to review the inventory of Council land and assets
e) Monthly expenditure list for June 2021 – to approve
9. Amenities and Leisure Services
a) Cemetery drainage – to consider a report and recommendations and approve works
b) Trees and logs – an update on recent tree works and agree plans for the logs on the recreation ground including a new seat and to commission a sculpture
c) Street Lighting – to receive an update on the progress of the application for a public works loan
10. Communications – to consider the following requests and communications:-
a) Duke of Edinburgh – a request by 2 young people to carry out a litter pick for a D Of E award
b) Send EC picnic – a request to use the pavilion facilities for a picnic on 27th June
c) Get Creative – a request for to put up a banner on the rec. to advertise the event on 25 September
d) Other Communications – to receive any other communications received after the agenda has been prepared (for information only or to be discussed a future Council meeting)
11. Other Reports
a) Lancaster Hall
b) Cemetery
12. Confidential – to pass a resolution: In view of the confidential nature of the business to be transacted at Item 13 of the agenda, the press and public to be excluded from this part of the meeting
13. Confidential item – to receive and consider an item on a cemetery matter
14. Date of the next meeting – to note that the monthly meeting on Monday 19th July is cancelled and that there is an Extraordinary Council meeting on 26th July 2021
The Chairman will close the meeting