Meeting of Sutton Maddock Parish Council: 11-11-2021

SUTTON MADDOCK PARISH COUNCIL

Thursday 4^th November 2021

Dear Councillors,

You are hereby summoned to attend the Meeting of Sutton Maddock Parish Council in Norton Village Hall to be held on Thursday 11^th November 2021 at       7.30 pm

Yours sincerely,

Anne Wilson

Parish Clerk

Recording of Meetings

Under the Openness of Local Government Bodies Regulations 2014, members of the public may now film, photograph and make audio recordings of the proceedings of the formal Council meeting, though not, under current legislation, of the Public Participation session, as this is not part of the formal agenda of the meeting. Recording activity should be respectful to the conduct of the meeting and behaviour that disrupts the meeting (such as oral commentary) will not be permitted.

Agenda

1. Apologies for absence

Members are asked to receive apologies of absence for this meeting.

2. Elections and Co-option

Members are asked to note that following the notice of co-option that applications have been received. All applicants have been invited to the November meeting and asked to make a short presentation about themselves and why they would like to become a Councillor before the Council vote on their co-option.

Members will be asked to vote on the applicants. If there are more than three            applicants, then a vote will take place using the proportional voting method and if only three then the Council would have to have a particularly good reason not to accept three applicants.

Co-opted Councillors will be asked to sign their Declaration of Acceptance of Office and filled in their Declaration of Acceptance of Office.

3. Declarations of Interest.

To receive declarations of interest under consideration on this agenda in accordance with the Localism Act 2011 s32 and The Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.

Members are reminded that should you declare a pecuniary interest at a meeting, it is your responsibility to inform the Monitoring Officer.

4. Public Question Time and Participation

Members of the public are advised that they are welcome to ask questions about items on the agenda. It is not always possible to give a verbal response at the meeting and questions may receive a written reply. No resolution can be made under this item.

Questions should relate to matters of Parish Council policy or practice and not relate to the individual affairs of either the questioner or any other named person.

5. Chairman’s Announcements

The Chairman will give any announcements in relation to parish matters or the     agenda.

Under this item Councillors and the Parish Clerk will introduce themselves to each other.

6. Minutes

Members are asked to confirm the minutes of the Sutton Maddock Parish Council meeting held on Thursday 16th September 2021.

Copy attached Appendix A

7. Report from Shropshire Councillor

Councillor Richard Marshall, Shropshire Councillor will give a short report and update on the work of Shropshire Council and his role as a Councillor.

8. Parish Council Matters

1. The Parish Clerk will be carrying out several short training sessions for Members via Zoom on mutually convenient dates on the following matters, now that the Parish Council has a full membership:

• Roles and Responsibilities of Councillors and the Clerk
• Processes and Procedures
• Agendas and Minutes
• Declaration of Interests

1. GDPR

The Clerk will give an update at the meeting and ask for assistance in updating these documents from Members if appropriate.

• DDA Compliance

• Purchasing of Parish Council specific e mails for Councillors and the Parish Clerk – the Clerk will give an update at the meeting

1. SALC AGM

The SALC AGM is being held on Friday 19^th November 2021 at      6 p.m. via Zoom. Members are asked to nominate a representative to attend the meeting. Information has been previously circulated.

1. Climate Emergency Event

The Parish Council were part of a Climate Emergency event held at Beckbury Village Hall in partnership with Badger PC, Beckbury PC, Kemberton PC, Ryton and Grindle PC and Stockton PC held on Saturday 6^th November 2021.

Feedback on the event will be given at the meeting.

1. Reports from Representatives of Outside Bodies

Members of outside bodies who have attended meetings representing those bodies in in between meetings will give a short report on the meeting they have attended.

• Upkeep of the Parish

In between meetings informal discussions have been held via e mail about the upkeep of the village. Members may like to discuss ideas further at the meeting.

• Bi-annual Meetings with West Mercia Command Team

The next meeting is from 6 p.m. – 8 p.m. on Thursday 11^th November. If any Member would like to attend for some of the time before the Parish Council meeting, please contact the Parish Clerk.

The Local Policing Charter is on the agenda.

9. Finance

1. Accounts for Payment

Members are asked to note that no payments can be made as there are not the relevant signatures on the accounts.

Paperwork for signing to be a signature at the bank will be brought to the meeting.

Apart from the Clerk’s salary there are two major invoices which remain unpaid and those are the SALC Affiliation Fees and outstanding invoices to Norton Village Hall. Both have been informed of the situation we are in.

Members are asked to note that under the NJC Terms and Conditions of Employment, under which the Clerk is employed a 1.75% pay rise has been agreed by the unions to be backdated to the 1^st April 2021.

1. Bank Account

Members are asked to note that as of 16^th September 2021 our bank account had £8073.21 in it.

• Update on Sage Refund

The Parish Clerk will update Members on the issues surrounding Sage.

1. End of Year Accounts

Members are asked to note that the Certificate of Exemption was accepted and processed and that PKF Littlejohn, External Auditors do not require any further documents in respect of 2020/21.

1. Budget 2022/2023

At the January 2022 meeting Members will be asked to consider the budget for the Parish Council. If anyone has any projects or proposals for the budget, please bring them to this meeting for inclusion before a final decision is made in January 2022.

10. Policy Documents

Members are, at this stage, asked to note the following documents:

1. i) Standing Orders
2. ii) Financial Regulations

These documents are normally adopted at the Annual Meeting of Council each year however we are only now having such a meeting and with new Councillors it will be wise to give Members the opportunity to look through them before we meet via Zoom to look through them and discuss any possible changes, noting that the bold print is mandatory and cannot be amended before adoption.

Now the Parish Council is quorate Zoom meetings will be arranged to go through these documents.

11. Garden Party

Each Council in Shropshire is asked to put forward a nomination from the Parish to attend a Garden Party at the invitation of the Lord-Lieutenant of Shropshire in June 2022. Nominations should be to celebrate the extraordinary contributions made by individuals within their local communities during the pandemic.

12. Matters for information

1. Winter Support Services

http://newsroom.shropshire.gov.uk/201/11/winter-support-service/

1. Community Tree Scheme

Shropshire Council is re-opening their Community Tree Scheme for the coming planting season (Autumn/Winter 2021/2022) and is asking if we know anyone who is interested in planting small areas of woodland or short lengths of hedgerow to enhance the landscape and benefit the wildlife of Shropshire and would like free trees to look on the Shropshire Council website.

http://www.shropshire.gov.uk/environment/trees-woodlands-and-hedges/shropshire-council-community-tree-scheme-202122/.

13. Planning

1. Planning Applications

Members are asked to consider the following planning application:

• 21/05025/FUL Brockton Cottage, Brockton

Erection of garage, workshop and self-contained residential annex ancillary to the main dwelling following the demolition of existing garage

1. Planning Applications Approved

As at the time of writing the agenda there were no Planning Applications approved to note.

• Planning Applications Refused

Members are asked to note the following:

• 21/03702/FUL Proposed Camp Site NW Of Windmill Cottage, Sutton Common

Change of use of land for small camp site with shower block and formation of vehicular access

1. Any other Planning Matter

There were no other planning matters as at the time of writing the agenda but planning matters may be bought up for consideration by Members.

14. Sutton Maddock Village Hall

Any update on Sutton Maddock Village Hall will be given at the meeting.

15. Sutton Wharf Caravan Park

Members will be given any update at the meeting.

16. Condition of the Roads

1. A442

Concern has been expressed about the failure of Shropshire Council under s 4 (1) of the Highways Act 1980. Councillor Marshall will give any updates on the proposed works. An e mail has come in via our website about the condition of the road.

17. Parish Council Website

Members will be updated on matters related to the Parish Council website.

18. Shropshire Council

Members are asked to consider or note the following – as at the time of writing the agenda there are no matters.

19. Any new matters relating to the parish not included elsewhere on the

      agenda

Members are invited to raise any matter under this item but noting that no decisions can be made although instructions can be given to the Clerk.

It is also the opportunity to ask for items for a future agenda but noting that if the items require research, then unless a simple answer can be obtained by the Parish Clerk by an e mail or telephone call then the Councillor will be asked to do the research and report it to the Parish Clerk for the future agenda item.

20. Date of next meeting

Members are asked to note that the next meeting of Sutton Maddock Parish Council is scheduled to be held on Thursday 13^th January 2022.

21. Exclusion of Public and Press

RECOMMENDED That in view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded, and they are instructed to withdraw, due to the nature of the business about to be transacted which is considered to be prejudicial to the public interest

22. Planning Enforcement Action

Members will be informed of enforcement action being taken in the parish.