MINUTES OF THE ANNUAL MEETING OF THE STOKE POGES PARISH COUNCIL 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
Present:- Cllr Bagge (Chair), Cllr Bassi, Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Egleton, Cllr Finan, Cllr Flower, Cllr Knox-Scott, Cllr Moore & Cllr Pritchard.
In Attendance:- Mrs J Simmonds (Clerk)
Also Present:- One member of public.
001/PC/21- To Elect a Chairman for the coming year.
Cllr Crocker proposed Cllr Bagge as Chairman, this was seconded by Cllr Finan, RESOLVED to agree uncontested. Cllr Bagge RECEIVED and signed the declaration of acceptance of office which was countersigned by the Clerk.
002/PC/21 – To Elect a Vice Chairman for the coming year.
Cllr Knox-Scott proposed Cllr Carter as Vice Chairman, this was seconded by Cllr Cox, RESOLVED to agree uncontested. Cllr Carter RECEIVED and signed the declaration of acceptance of office which was countersigned by the Clerk.
003/PC/21 – Declaration of Acceptance of Office
RECEIVED all declaration of acceptance of office forms from all councillors.
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
RESOLVED to approve the minutes of the Council meeting held on 12 April 2021 which were signed by the Chairman.
008/PC/21 – Policies, Standing Orders, Financial Regulations, Financial Risk Assessment for, internal auditor 20/21.
- Cllr Finan proposed to receive and accept and adopt documents for Policies, Standing Orders, Financial Regulations & Financial Risk Assessment for 2020/2021, this was seconded by Cllr Carter, RESOLVED to agree all in favour.
- Cllr Finan proposed to appoint the current internal auditor Mr Barrie Dancer for another three years. 20/21, 21/22, 22/23, this was seconded by Cllr Carter, RESOLVED to agree all in favour.
009/PC/21 – To Appoint Committees
RESOLVED to agree the following members onto commitees.
(a) Recreation & Environment Committee
Cllr Bassi, Cllr Carter, Cllr Cox, Cllr Crocker, Cllr Egleton, Cllr Flower, (Cllr Bagge (ex officio)
(b) Planning Committee
Cllr Bassi, Cllr Carter, Cllr Crocker, Cllr Finan, Cllr Flower, Cllr Knox-Scott, (Cllr Bagge (ex officio)
Cllr Carter proposed 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 accept a request from Mr Phil Rawlings as the co-optees now have a high degree of experience and add value to the committee. The Council decided to have a larger planning committee to accommodate all interested parties and to allow for absences and maintain quoracy, this was seconded by Cllr Knox Scott, RESOLVED to agree all in favour.
(c) Finance & General Purposes Committee
Cllr Carter, Cllr Crocker, Cllr Finan, Cllr Knox-Scott, Cllr Moore, (Cllr Bagge (ex officio).
010/PC/21 – Fix times of meetings (every month except August at 7.30pm.)
RESOLVED to agree to fix times of meetings as below, all in favour.
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:-
Footpath Watch – Cllr Geoff Cox, Cllr Trevor Egleton.
Webmaster/Website Liaison – Cllr Ralph Bagge
Stoke Poges News – Cllr Ralph Bagge
Stoke Poges News Distribution to Deliverers – Cllr Geoff Cox
Flag master – Mr Jim Budd
Tree Warden – Mr Alan Fox
Beeches Community Board– Cllr Seema Flower
MVAS Rota and Co-ordination – Cllr Geoff Cox
Allotment Representative – Cllr Geoff Cox and Cllr Nick Moore
Stoke Poges Village Hall Committee – Cllr Saera Carter and Cllr Nick Moore
Social Media Administrators – Clerk, Cllr Saera Carter
Neighbourhood Plan – Cllr Manjit Bassi, Cllr Saera Carter, Cllr Mary Crocker, Cllr Trevor Egleton, Mr Bob Crocker, Mr Lee Duncombe, Mr Jason Harris, Mr Rich Huckle, Sally Mackey, Mr Phil Rawlings & Mr Harvey Whittam.
Community speedwatch coordinator – Ms Anne Frank.
012/PC/21 – RECEIVED and ADOPTED minutes from previous meetings of sub committees and working parties:
- Planning Minutes –15 March 2021 – Signed 19 April 2021
013/PC/21 – Finance
(1) RECEIVED & NOTED Financial Summary & Statement Cashbook – April 2021.
(2) RESOLVED to approve list of cheques/Bacs for signature April/May 2021 – £50911.67
(3) RECEIVED & NOTED Bank reconciliations – April 2021
014/PC/21 – Accounts for Year Ended 31st March 2021
1) RESOLVED all in favour to RECEIVE, APPROVE AND SIGN the summary income and expenditure account, balance sheet, supporting statement and assets, auditor’s matters arising, which were signed by the Chairman of the Council and the RFO.
2) RESOLVED all in favour to RECEIVE, APPROVE AND SIGN the annual return which was signed by the Chairman the Council and the RFO and RECEIVE AND APPROVE bank reconciliation and statement of significant variations.
015/PC/21 – New Councillor Courses
Cllr Crocker proposed to resolve to agree to send four new councillors 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, this was seconded by Cllr Egleton, RESOLVED to agree all in favour.
016/PC/21 – NOTED Dates of Future Meetings
Planning Meeting – 24 May 2021
Parish Council Meeting Followed by Finance Meeting – 7 June 2019
Cllr Finan proposed to agree to continue with meetings face to face on the same basis as this meeting, abiding by strict Covid rules (15 maximum in the room) and to agree to cancel the APM this year due to the strict covid restrictions being in place, this was seconded by Cllr Crocker, it was RESOLVED to agree all in favour that Cllr Bagge would write a report for the next Stoke Poges News based on a similar report given at the APM, and to allow members of public who have genuine questions about something on the agenda (as per Standing Orders) a 3 minute time slot (up to the 15 minutes public session time) arranged in advance with the Clerk. First come first served after the agenda is issued.
Meeting ended at 8.30pm.