Members of Send Parish Council are hereby summoned to attend the ANNUAL COUNCIL MEETING of SEND PARISH COUNCIL
to be held on Monday 18th May 2020 at 7.45 p.m.by Zoom Video Conference for the purpose of transacting the following business
To Join Zoom Meeting go to
https://us02web.zoom.us/j/82850279312?pwd=QXUvY2JHVWgzVTRMVml4ZzNNSWF2dz09
Meeting ID: 828 5027 9312
Password: 029078
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)
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Agenda
1. Election of Chairman 2020-21
2. Election of Vice Chairman 2020-21
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 on 16th March 2020 – to approve an amendment Minutes of Council Meeting held on 20th April 2020 – to approve as a correct record
8. Appointment of Planning Committee – to note the minutes from the Committee meetings in April/May, review the Terms of Reference and appoint Members and a Chairman and Vice-Chairman of the Committee
9. Appointment of Working Groups
To approve the appointments of the following working groups, the Terms of Reference, appointments of Members and a Chairman for each working group:
a) Finance and General Purposes
b) Amenities and Leisure Services
c) Parking and Highways
c) Communications
d) Pavilion Redevelopment
e) Neighbourhood Development Plan
10. 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)
11. Council Meetings, Policies and Procedures
a) Power of Competence – to reaffirm that the Council is eligible to use the Power of Competence
b) Standing Orders – to review and adopt the Standing Orders for the Council 2020-21
c) Financial Regulations – to review and adopt the Financial Regulations for the Council 2020-21
d) Review of Council’s Policies 2020-21 – to review the Council policies
e) Code of Conduct – to approve a response to the review
f) Diary for meetings – to approve the year’s diary for Council meetings
12. Finance and other Council matters
a) Annual Return year ending 31 March 2020 – to note the timetable for the end of year audit 2019-20 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 2020
c) Council asset list – to review the inventory of land and assets including buildings and office equipment
d) Council Insurance – to receive quotes for renewal and approve a new long term agreement
e) Council and staff subscriptions – to approve for 2020-21
13. Communications Working Group – To receive the minutes from the working group meeting on 4th May 2020 and consider the proposal for a new Council website.
14. Amenities and Leisure Services Working Group – To receive the minutes and recommendations from the working group meeting on 11th May and consider the following:
a) Playground repairs – quotes to repair the surfacing and play equipment at the Council’s playgrounds
b) Public toilet door – a proposal to replace the public toilet door
c) Grave diggers – a request for a formal contract
d) Bee hive – the installation of a bee hive at the cemetery
15. Communications
a) VE day in Send – to receive a report from an ex-resident who celebrated VE day in 1945 in Send
b) To consider any other communications received after the Agenda was issued (For information)
16. Other Reports
a) Chairman and Clerk’s report – to include reports on the following items:
• Send Community Aid Group
• VE Day celebrations
• Lancaster Hall
• Allotments
• Staff appraisals
b) County and Borough Councillors’ reports
17. Date of the next meeting – Monday 15th June 2020
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)