Members of Send Parish Council are hereby summoned to attend the monthly meeting of SEND PARISH COUNCIL to be held on Monday 21st September 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/82528740583pwd=RW9YY0VEb3ZaNkRWcGVsVkExcWNUT09
Meeting ID: 825 2874 0583
Passcode: 689730
Public Session (15 minutes) 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. Apologies for absence
2. Declaration of Interests by Members on agenda items
3. Minutes of the Council Meeting on 20th July 2020 – to sign as a correct record of the meeting
4. Chairman / Clerk reports – to include a report on the virtual Parish Liaison Meeting at Guildford Borough Council on 10th September 2019 and an update on the new Parish Council website
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) Send Neighbourhood Development Plan (SNDP) – to receive an update on the SNDP
b) Planning Committee Minutes – to note the Planning Minutes from the Committee meetings held in July and August 2020 and to receive an update on previous planning applications
7. Pavilion Redevelopment Working Group
a) Meeting of the Working Group – to consider the minutes and recommendations of the meeting on 7th September 2020 and approve action
b) Finance and design – to appoint a financial consultant and invite an architect to assist with design
c) Public consultation – to use Survey Monkey to ask the public’s views on the initial ideas for the project
8. Financial and other Council Matters
a) Finance and General Purposes Working Group – to consider the minutes and recommendations of the meeting on 14th September 2020 and approve action
b) End of Audit 2019-20 – to note the conclusion of the audit and the external auditor’s report
c) Internal Auditor – to appoint an internal auditor for 2020-21
d) Grant Aid – to make revisions to 2020-21 projects and to apply for Grant Aid 2021-22
e) Contracts – to approve contractors for IT support and a new contract for digital phone and broadband
f) Grounds maintenance – to start the tender process for a new grounds maintenance contract in 2021-22
g) Street lighting – to receive an update on the project to replace the streetlights with LEDs and agree action
h) Ethical Standards – to receive an update from Guildford Borough Council on the consultation to revise the Code of Conduct for Councillors
i) Monthly expenditure lists for August and September – to approve
9. Trees inspections, surgery and planting
a) Tree inspection and related works – to receive a report on the Parish tree inspection and agree action
b) Tree planting – to receive an invitation to suggest locations for the Surrey County Council tree planting programme
10. Community Matters
a) Remembrance Day – to approve plans for 2020
b) Village Clean-up – to receive a report on the clean-up project with the school on 18th and 19th September
c) Other community matters – an update on other community projects including the Old Phone Box
11. Communications
a) Litter bins – a request for more litter bins in Send Barns Lane
b) Cemetery – a request regarding the Muslim area
c) 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)
12. Other Reports
a) Lancaster Hall
b) Allotments
13. Confidential – to pass a resolution: In view of the confidential nature of the business to be transacted at Item 14 of the agenda, the press and public to be excluded from this part of the meeting
14. Confidential item – to receive and consider an item on staff salaries
15. Date of next Council Meeting – to note the date of the next Council Meeting is Monday 19th October on Zoom
The Chairman will close the meeting