YOU ARE SUMMONED TO ATTEND THE ANNUAL MEETING OF THE STOKE POGES PARISH COUNCIL TO BE HELD ON MONDAY 17 MAY 2021 AT 7.30 P.M. IN THE CLUB ROOM AT THE VILLAGE CENTRE, ROGERS LANE, STOKE POGES, SL2 4LP
COVID-19 RULES ONLY ALLOW A MAXIMUM OF 15 PEOPLE IN THE ROOM AT ANYONE TIME, IF A MEMBER OF PUBLIC WISHES TO ATTEND THE MEETING PLEASE CONTACT THE CLERK IN ADVANCE SO THAT ARRANGMENTS CAN BE MADE. NO MORE THAN THREE PEOPLE OVER AND ABOVE MEMBERS CAN BE ALLOWED IN AND PUBLIC SESSION QUESTIONS WILL ONLY BE ALLOWED ON AGENDA ITEMS OFFICIAL BUSINESS AS LISTED BELOW AS PER OUR STANDING ORDERS.
Please be aware that social distancing requirements are in place and you will be required to wear a mask or face shield. I respectfully request that all attendees undertake a lateral flow test before attending the council meeting and that any person who tests positive and/or feels unwell should remain at home. Lateral flow tests are available from pharmacies free of charge; being a councillor is classified as working so please inform the pharmacy staff that you work when you are asked to provide a reason.
Before joining the meeting all councillor’s will be required to sign their Declaration of Acceptance of Office and the Clerk will be in attendance from 7.00pm at the venue for this to be undertaken.
To deal with the following business:
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AGENDA
001/PC/21- To Elect a Chairman for the coming year.
and to receive declaration of acceptance of office.
002/PC/21 – To Elect a Vice Chairman for the coming year.
and to receive declaration of acceptance of office.
003/PC/21 – Declaration of Acceptance of Office
To receive declaration of acceptance of office from all remaining councillor’s.
004/PC/21 – Public Session Time (7.30 pm-7.45 pm) (Maximum 3 as per Covid-19 Regulations)
The meeting is open to the public and press and fifteen minutes will be reserved, if required, for public comment on agenda items only.
005/PC/21 – Apologies for Absence
006/PC/21 – Declarations of interest
Members to declare any personal interest in any item of business as defined in the Code of Conduct 2012. If that interest is a disclosable pecuniary interest as defined in the Code; the member should withdraw from the meeting for that item.
007/PC/21 – Minutes
To approve the minutes of the Council meeting held on 12 April 2021 (previously circulated).
008/PC/21 – Policies, Standing Orders, Financial Regulations, Financial Risk Assessment for, internal auditor 20/21.
- To receive and accept documents for Policies, Standing Orders, Financial Regulations & Financial Risk Assessment for 2020/2021. Circulated by email.
- To appoint the current internal auditor Mr Barrie Dancer for another three years. 20/21, 21/22, 22/23.
009/PC/21 – To Appoint Committees
(a) Recreation & Environment Committee
(6 members plus Chairman ex officio)
(b) Planning Committee
(6 members plus Chairman ex officio)
To resolve to agree to co-opt current two residents of Stoke Poges who also sit on this committee Mr Lee Duncombe and Mr Jason Harris and a request from Mr Phil Rawlings.
(c) Finance & General Purposes Committee
(6 members plus Chairman ex officio)
010/PC/21 – Fix times of meetings (every month except August at 7.30pm.)
Full Council – second Monday except July and December (first Monday) and if a bank holiday falls on second Monday then it will be previous week.
Planning Committee – Every third Monday at 7.30pm (possibly August)
Recreation and Environment committee – to follow a Full Parish Council Meeting (3 per year)
Finance Committee – to follow a Full Parish Council Meeting (2/3 per year)
011/PC/21 – To agree any changes to other bodies:- (Existing representatives listed)
Footpath Watch – Cllr Geoff Cox, vacancy, vacancy.
Webmaster – Cllr Ralph Bagge
Website Liaison – Cllr Ralph Bagge
Stoke Poges Parish Newsletter – Cllr Ralph Bagge
Stoke Poges Parish Newsletter Distribution to Deliverers – Cllr Geoff Cox
Flag master – Mr Jim Budd
Tree Wardens – Mr Alan Fox
Beeches Community Board– Cllr Trevor Egleton
MVAS Rota and Co-ordination – Cllr Geoff Cox
Allotment Representative – Cllr Geoff Cox
Stoke Poges Village Hall Committee – Cllr Saera Carter and Mr Alan Fox
Social Media Administrators – Clerk, Cllr Saera Carter
Neighbourhood Plan – Cllr Saera Carter, Cllr Crocker, Cllr Egleton, Mr Lee Duncombe, Mr Jason Harris, Mr Rich Huckle & request from Mr Phil Rawlings.
012/PC/21 – RECEIVE and ADOPT minutes from previous meetings of sub committees and working parties:
- Planning Minutes –15 March 2021 – Signed 19 April 2021
013/PC/21 – Finance
(1) Financial Summary & Statement Cashbook – April 2021. Circulated
(2) To approve list of cheques/Bacs for signature April 2021 (subject to additions) Circulated
(3) Bank reconciliations – April 2021 – Circulated
014/PC/21 – Accounts for Year Ended 31st March 2021
1) Receive, approve and sign the summary income and expenditure account, balance sheet, supporting statement and assets, auditor’s matters arising, to be signed by the Chairman of the Council and the RFO. Circulated.
2) Receive and approve the annual return to be signed by the Chairman the Council and the RFO and receive and approve bank reconciliation and statement of significant variations. Circulated.
015/PC/21 – New Councillor Courses
To resolve to agree to send four new councillor’s on a New Councillor Course either 8 June 21 at 1pm via Zoom @ £60 per person or 22 June 21 at 6.30pm also on Zoom and a Data Protection Course at 1pm on 15 June 2021 @ £60 per person via Zoom. All courses carried out by BALC.
016/PC/21 – Dates of Future Meetings
Planning Meeting – 24 May 2021
Parish Council Meeting Followed by Finance Meeting – 7 June 2019
To agree whether to continue with these meetings face to face on the same basis as this meeting, abiding by strict Covid rules (15 maximum in the room) or to delegate all decisions to the Clerk in conjunction with the Chairman/Vice Chairman and to hold the next meeting after 21 June 2021 providing guidelines allow, and to agree to not hold an APM this year due to the strict covid restrictions being in place.
Julie Simmonds
Clerk to the Council
12 May 2021