Annual Parish Council Meeting

Dear Sir/Madam

I hereby give you notice that the Annual Parish Council Meeting of the above named Parish Council will be held in Collingbourne Ducis Village Hall at 7.00pm on 16 May 2023.

All members of the Council are hereby summoned to attend for the purpose of considering and resolving upon the business to be transacted at the meeting as set out hereunder.

Members of the Public who wish to ask questions regarding items on the agenda are to notify the Clerk in writing at philip.gill101@ntlworld.com at least 48 hours before the meeting.   Moreover, it would be appreciated if attendees could notify the Clerk of their attendance to philip.gill101@ntlworld.com at least 48 hours before the meeting.

Dated this 9 May 2023.

Signed:  Philip Gill Clerk

Agenda

1. Election of Officers:
   1.   Election of Chairman and signing of Declarations of Acceptance of Office.
   1.   Election of Vice-Chairman.

• Record any Apologies for absence.

• Declaration of Interest in Items on the Agenda and Granting of Dispensations To receive any Declarations of Interest on any agenda item to be discussed and to consider dispensation requests.

• Co-option.  Consider applications received.

• Allocation of Appointments.

5.1       Planning Committee

            5.1.1       Members.

            5.1.2       Chair.

5.2       Property Committee

            5.2.1       Members.

            5.2.2       Chair.

5.3       Representative to Tidworth Area Board.

5.4       Representative to Tidworth Community Area Partnership.

5.5       Representative to The Courier magazine.

5.6       Grass cutting of Playground.

5.7       Data Controller.

5.8       Assistant Data Controller

5.9       Defibrillator Representative.

5.10     Highways & Streetscene Rep.

5.11     Police Liaison

6.       Minutes of Previous Meetings.  To confirm and signthe minutes of the Parish Council Meeting held on 14 March 2023.

7.       Matters Arising.  To consider matters arising.

8        General Public.  To take Questions.

9.       Correspondence.

9.1     As received by Clerk. 

10.        Forecast of Events.  To review the Forecast of Events.

11.       Planning:  To considerthe Planning Applications as received from Wiltshire County.

11.1     PL/2022/02731.  Full planning permission for change of use of existing agricultural barns to B8 / E(g)(iii), retention of existing building for use as covered cycle/car parking; associated additional parking; turning; landscaping and the repositioning of access Lower House Farm, Everleigh, Wilts, SN8 3EU. Review Wilts Council Decision Notice issued on 6 July 2022. Lead:  Cllr K Wheeler-Mallows

12.       Property.  To receive a report and consider any necessary action.

12.1     Grass Cutting.  To receive update.                                 Lead: Cllr K Wheeler-Mallows.

     12.2     Play Area.  To receive update.                                     Lead: Cllr Earle

                     12.3     Street Scene Minor Works.  To receive update             Lead: K Cllr Wheeler-Mallows.

13.       Finance:

13.1     To receive Current Liquidity statement and bank reconciliation. 

13.2     To receive Internal Auditor’s Report and review effectiveness of internal audit for FY 22/23.

13.3     To consider and approve of the Annual Governance Statement for FY 22/23.

13.4     To consider and approve Accounting Statements for FY 22/23.

13.5     To approve the certification of exemption from a Limited Assurance Review for FY 22/23.

13.6     To confirm the period for the exercise of public rights as 5 June 23 to 14 Jul 23.

13.7     To review, reserves and insurance levels and risk assessment.

13.8     To appoint Internal Auditor for FY 23/24.

13.9     To authorise cheques for payment and those cheques issued since last meeting.   

13.9.1 771 CDVHT (Hall Hire 14 Mar 23) £12.00

13.9.2 772 ABFAB Loos (Coronation Event 3 Apr 23) £156.00 (VAT £26.00)

13.9.3 773 D Bottomley (Lawn Mower Fuel 2 Apr 23)  £24.39 (VAT4.07)

13.9.4 774 A Earle (Coronation Event Items 13 Apr 23) £120.60 (VAT£20.09)

13.9.5 775 D Bottomley (Coronation Event Glasses 27 Apr 23) £37.24 (VAT £6.52)

13.9.6  776 WALC (Annual Subs 1 Apr 23) £84.05 (VAT £14.01)

            13.10.  To note payments received

13.10.1  Precept £3972.90

13.10.2  VAT Reclaim £ 425.20

1. To consider appropriateness of Standing Orders.
   1. To consider appropriateness of Financial Regulations.
   1. To receive update on insurance claim for damaged picnic bench.    Lead:  Clerk
   1.  Everleigh Enhancement.  To receive update.   Lead: Cllr Bottomley
      1. Flower Planters. To receive update.       Lead: Cllr Earle
      1.  Replacement Bench.  To receive updates on options and costs.

Lead: Cllr Bottomley

1. Future Enhancement Aspirations.To receive update.  Lead: Cllr Bottomley

1.    Village Events.

14.1      Spring Playground Works Part Sat 15 Apr 23.  To receive post event report.  Lead: Cllr Bottomley

14.2     King’s Coronation Event Sat 6 May 23. To receive post event report Lead: Cllr Bottomley

14.3     Beating of the Parish Bounds Sat 16 Jul 23.  To receive update.          

Lead Cllr K Wheeler-Mallows

1.  Highways.  To consider maintenance requests for raising to the Tidworth Highway Footway    Improvement Group (LHFIG). 
   1. A342 Footpath.  To receive update on application to extend.  Lead: Cllr Bottomley
   1. Footpath 8.  To receive update.  Lead Cllr Bottomley.

16.         Date of Future Meetings. Confirm the date of next meeting as 7.00 pm on Tuesday 27 June 2023.

Note:  Members are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions:  Crime & Disorder, Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Freedom of Information, Health & Safety and Human Rights.