Members of Send Parish Council are hereby summoned to attend an
Extraordinary Council Meeting of SEND PARISH COUNCIL to be held on
Monday 26th July 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 Council Meeting on 21st June 2021 – to sign as a correct record of the meeting
4. Chairman / Clerk reports
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 application – to consider a response to the following planning application as recommended by Send PC Planning and Environment Committee:
21/P/01297 Elmsleigh House, 8, Send Barns Lane – Demolition of existing dwelling and erection of 9 dwellings with associated access, landscaping, associated works (including flood compensation) and parking
b) The Surrey Hills proposed expansion – an invitation to a Community Forum on 29th July 2021
a) c) Planning and Environment Committee Minutes – to note the Planning Minutes from the Committee meetings held in June and July 2021 and to receive an update on previous planning applications
b) d) Highways Matters – to receive an update or report any highways matters
7. Council meetings, Policies and Procedures
a) Council Governance – to consider a report and approve further changes to governance arrangements
b) Finance and General Purposes Committee – to appoint the new Committee, Chairman and Vice-Chairman and approve the Terms of Reference
c) Staffing Sub-committee – to consider the appointment of the new Sub-committee
d) Review of Council’s Policies – to note timetable for the review of policies relating to staff
e) Zoom link to meetings – to receive an update on plans to set up a ‘hybrid’ Council meeting
8. Financial and other Council Matters
a) Monthly expenditure list for July 2021 and bank reconciliation to 30th June 2021 – to approve
b) Quarterly budget report – to consider a report for the first quarter 2021-22 and update on reserve levels
c) Internal Auditor – to approve the appointment of the Council’s Internal Auditor for 2021-22
d) Councillor training – to consider an invitation for bespoke training for the Council
e) Grant Aid – to receive an invitation to submit grant applications for 2022-23 to Guildford Borough Council (projects to be included will be approved at the September Council meeting)
f) Ripley and Send Matters – to approve articles and photos to submit for the next edition
9. Amenities and Leisure Services
a) Committee meeting – to receive the draft minutes from 28th June 2021 and an update on the actions
b) Street lighting – to note that the borrowing approval has been received from the Secretary of State to fund the project to upgrade the streetlights to LEDs and to agree to proceed to the next stage to install the lights
c) Christmas lights 2021 – to consider a proposal to extend the light display to other areas of Send
d) The Queen’s Green Canopy – to agree to participate in the project to plant 70 new trees in Send to celebrate the Queen’s Platinum Jubilee in 2022.
e) Pavilion Redevelopment – to receive the draft minutes from the Sub-committee meeting on 5th July 2021 and an update on the household survey
10. Communications
To consider the following requests and communications:
a ) Send United – a request to have extra football training sessions on the recreation ground in the summer
b) Send Marsh Green – a request to have wildflower areas around the perimeter of Send Marsh Green
c) CPR sessions – a request to support the Rotary Club’s project for further CPR training in Send
d) Surrey Association of Local Councils – an invitation to complete a members’ satisfaction survey
e) Maple Road Playground – a resident’s concerns about the number of private children’s parties in the park
f) Disabled parking at the shops – a number of residents’ concerns about the misuse of the parking bay
g) 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) Allotments
c) 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 cemetery matters
14. Date of next Council Meeting – to note the date of the next Council Meeting is Monday 20th September 2021 (no meeting in August) to be held at the Lancaster Hall
The Chairman will close the meeting