SPC logoAnnual Meeting Agenda

To: All Parish Councillors

You are hereby summoned to attend the Annual Meeting of the Parish Council
on Tuesday 19th May 2015 at 18:00

in Committee Room 2 of Sedlescombe Village Hall

Signed: Carol Hodgson
Mrs. Carol Hodgson Clerk to Sedlescombe Parish Council
075 310 654 69 / clerk@sedlescombe.org.uk

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All minute numbers are preceded by C15/16

Annual Business in accordance with Standing Orders(3j). Cllr Vine-Hall in the chair.

13 Election of Chairman for the ensuing year and to receive their declaration of acceptance of Office.

14 Election of new Council, to receive their declaration of acceptance of Office and if chosen, consent to receive summons electronically.

15 To receive Register of Members’ Interest Forms for all Councillors.

16 Election of Vice-Chairman for the ensuing year.

17 Apologies

18 Public participation session re matters on the agenda at the Chairman's discretion.

19 Members to declare any interests they may have in agenda items that accord with the adopted Code of Conduct. (N.B. this does not preclude any later declarations)

20 To consider requests received in writing from Parish Councillors for dispensation to speak regarding their pecuniary interests. (NB. All previous requests have now expired)

21 Confirmation of the accuracy of the minutes of the Full Council meeting held on 21-Apr-15

22 Approval of Minutes of the following meetings:

23 To review the delegation arrangements to Committees, Sub-Committees, employees and other local authorities
Delegation to Committees as shown in each Terms of Reference. Delegated Authority Policy 25/03/14

24 To consider the current Committees, review the Terms of Reference and Membership.
NB - Membership agreed at the meeting will include the Chairman and Vice-Chairman being ex-officio members of each Committee:

  1. Planning Executive Committee
    a. Terms of reference
    1. To consider planning applications for the Parish of Sedlescombe (and those outside the Parish that might affect Sedlescombe residents) and to resolve the Parish Council's support of approval or refusal and to inform Rother District Council of the resolution.
    2. To study all plans produced by other local authorities or the Government which might affect planning development in Sedlescombe and to comment to the relevant authority.
    3. To inform the District Council of breaches of planning control in the Parish.
    b. Membership of this Committee

  2. Finance Executive Committee
    a. Terms of reference
    1. To consider the draft annual estimates of income and expenditure as submitted by the Responsible Financial Officer (RFO).
    2. To recommend draft annual estimates and precept amount to the Council not later than January in each year.
    3. To review the Clerk's Salary at budget time. Changes to take effect from the following 1 April.
    4. To monitor quarterly statements of income and expenditure against budgets.
    5. To consider and approve normal expenditure in line with the annual estimates including letting of contracts.
    6. To consider and approve banking arrangements as recommended by the RFO.
    7. To monitor loans and investments.
    8. To receive reports of bad debts.
    9. To review fees and charges at the appropriate time.
    10. To decide the general nature of the work to be undertaken or goods supplied.
    11. To consider and accept quotations and tenders in lines with the estimates.
    12. To review insurances annually.
    13. To review the financial regulations annually.
    b. Membership of this Committee
    c. To appoint Bank Signatories

  3. Neighbourhood Plan Executive Committee.
    a. Terms of reference
    To produce a Neighbourhood Plan for the Parish of Sedlescombe.
    b. Membership of this Committee

  4. Traffic and Parking Advisory Committee
    a. Terms of reference
    1. To quantify the parking and traffic issues
      1. Within the parish
      2. Specifically in Brede Lane in relation to the School and Doctors' Surgery
      3. In relation to the Sportsfield and adjacent recreational areas
      4. In East View Terrace
      5. In relation to the Village shop
      6. In Chapel Hill
      7. In Cottage Lane (road leading from Sedlescombe to Westfield, especially the increase in heavy traffic)
      8. Around The Street particularly near LWA and Kester House
    2. To seek the view of interested and affected parties regarding parking and traffic problems and suggested solutions.
    3. To discuss with the Highways Department the issues and possible solutions to identify problems.
    4. To quantify the effect on areas of the parish of development over the last ten years. This is increase in traffic and parking.
    5. To look at how the Parish Council can influence Rother District Council to include traffic calming measures in all or some planning developments.
    6. To make recommendations regarding future management of traffic and parking in the Village.
    7. To recommendations to the Parish Council regarding all aspects of parking and traffic in the Parish.
    8. To present an initial outline of the study to the Parish Council at the general meeting in 18/09/12.
    9. To complete the study with recommendations by 08/01/13 (NB it was subsequently agreed that the date should be postponed to 19/03/13 and then 09/07/13.
    b. Membership of this Committee

  5. Any other Executive or Advisory Committee that the Parish Council agrees should be constituted for the coming year.

25 Policy Documents
To the review and adoption of appropriate standing orders, financial regulations and parish council policies already adopted as follows:

  1. Standing Orders, May14
  2. Financial Regulations, Dec14
  3. Parish Council Policies
    1. Biodiversity Strategy, 13/11/07
    2. Casual Vacancies policy, 14/09/10
    3. Child/Young Person Protection Policy, 03/07/09
    4. Climate Change Mitigation and Fuel Poverty Alleviation Strategy, January 2008
    5. Complaints Code, 12/07/12
    6. Crayfishing policy, 11/11/08
    7. Decision Making policy 11/11/08 - FOR REVIEW
    8. Equality and Recruitment Policy, 15/04/14
    9. Health & Safety policy, 16/11/10
    10. Information provided to the Parish Council in connection with complaints against Parish Councillors under the 2012 Code of Conduct (policy amended 17/07/12)
    11. Planning Code of Good Practice, September 2005 - FOR REVIEW
    12. Risk Management Policy 20/03/12 - FOR REVIEW
    13. Schedule of Charges for Freedom of Information hard copies 2009 - FOR REVIEW
    14. Statement of Community Involvement 13/09/11 - FOR REVIEW
    15. Training Strategy 18/09/12 - FOR REVIEW
    16. Winter Maintenance Policy December 2013 - FOR REVIEW

26 To consider obtaining the General Power of Competence
NB - Parish Council previously held the Power of Well Being until the 2015 Elections. This power has now been replaced by the General Power of Competence.

27 To review the inventory of Land and Assets including Buildings and Office Equipment.

28 To review and confirm the arrangements for insurance cover in respect of all insured risks.

29 To review Council's and Employees Membership of other bodies and to consider payment of any subscription falling to be paid annually.

  1. Sussex and Surrey Association of Local Councils/National Association of Local Councils £386.47
  2. Rother Association of Local Councils £35
  3. Society of Local Council Clerks £84

30 To review the Council's procedures as follows:

  1. Handling requests made under the Freedom of Information Act 2000 Policy 2009
  2. Data Protection Act 1998 Policy 2009

31 To review the Council's policy for dealing with the Press/Media

32 To set the dates, times and place of ordinary meetings of the Full Council and the Finance Committee for the year ahead.

33 To nominate / confirm representatives to outside bodies as follows:

34 To receive apologies for absence

35 Public participation session re matters on the agenda at the Chairman's discretion.

36 To receive reports from the following if present:

37 Casual vacancies

  1. To receive an update on filling the casual vacancies following the 2015 election for the new term of office starting from 11th May 2015.

38 Finance

  1. Internal Audit.
    To receive the Internal Audit Report for the 2014/15 Annual Accounts.
  2. Final Accounts 2014/15.
    a. To approve the Final accounts for the 2014/15 financial year.
    b. To authorise the Chairman to sign the Annual Return.
  3. Bank Reconciliation. To resolve: That the Bank Reconciliation at the end of April 2015 is approved.
  4. To receive ann update on the quotes for the fencing required at the Riverside Playground
  5. Approval of the following cheques:
    a Sedlescombe Village Hall Hall Hire March 2015
    b Rother DC Annual Emptying of Dog Waste Bins
    c Fastprint & Design Ltd Printing of Annual Report and Directory
    d East Sussex ALC Ltd ESALC / NALC Annual Subscriptions
    e Sedlescombe Village Hall Hall Hire April 2015
    f Mr G Fifield Report relating to Local Green Spaces
    g Mrs. Beaney Annual Parish Assembly refreshments
    h Mrs Carol Hodgson Data Protection Regn renewal 2015 £35.00
    Sage Instant Accounts £160.00


39 Annual Assembly of the Parish Meeting 2015
To review the Minutes and consider matters arising from the meeting.

40 Planning

  1. RR/2015/773/P - 133 East View Terrace, Sedlescombe TN33 0PY
    Installation of an access ramp and associated works

41 Traffic Calming

  1. To receive an update on purchasing a Speed Gun
  2. To receive an update on the Traffic Calming project to improve access and parking around the Village Shop area.

42 Playing Field Trust

  1. To set a meeting date.
  2. Propose items for discussion on the Agenda.

43 Summer Fayre 2015
To receive any updates

44 Reports & Questions
To receive reports and questions from Members in brief, including items for next agenda