Metheringham Parish Council Annual Meeting Agenda - 25th May 2010

Dear Councillors

You are summoned to the Annual Meeting of Metheringham Parish Council which will be held in the Village Hall on Tuesday 25th May 2010 at 7.30pm. Prior to the official start of the meeting a public forum of not more than 15 minutes will be held if required. The public may address the council between 7.15pm and 7.30pm on current matters, or issues which may become future agenda items and your attendance is also requested during this period. A Police Report will be given at this time.

Signed: Ms S N Wetherall AILCM
Clerk to Metheringham Parish Council
17th May 2010

AGENDA -25th May 2010

1. To elect a Chairman of the Council

2. To receive the Chairman's declaration of acceptance of office

3. To elect a Vice Chairman of the Council

4. To appoint representatives to outside bodies: These need to be independent of the outside body they are on and should report back to full council on a regular basis.

a) Bowls Club
b) Joint Management Committee
c) LALC County Committee
d) MACLA
e) Metheringham Area Cluster Group
f) Swimming Pool Association
g) NKDC Standards Committee
h) Community Plan - Steering Group
i) Village Hall Management Committee

5. To appoint the Planning Committee

6. To appoint leaders and members of Working Groups:

a) Allotments
b) Children's Playgrounds and Playing fields
c) Consultation and Questionnaires
d) Fayre and Feast
e) Forward Planning
f) Highways, Footpaths and car parks
g) Risk Assessment
h) Street Lighting
i) War Memorial and Spring

7. To consider the following:
a) Standing Orders MPC/001-R6 - This document has been completely revised, based on the NALC new model standing orders (previously circulated).
b) Financial Regulations MPC/002-R1
c) Equal Opportunities MPC/003-R1
d) Filling of Casual Vacancy MPC/004-R2
e) Disciplinary Procedure MPC/005-R2
f) Grievance Procedure MPC/006-R2
g) Complaints Procedure MPC/007-R2
h) Risk Assessment - General Procedure MPC/008-R3
i) Risk Assessment Report MPC/009-R5
j) Tenancy Agreement for Allotment Gardens MPC/010-R2
k) Freedom of Information - Publication Scheme MPC/011-R2
l) Dignity at Work/Bullying and Harassment Policy MPC/012-R1
m) Application form for section 137 Grant MPC/013-R1
n) Training - Statement of Intent MPC/014-R1
o) Community Engagement - Statement of Intent MPC/015-R1
p) Protocol between NKDC & MPC for Handling Notification of Complaints and Results of Hearings MPC/016-R1
q) Employee Terms & Conditions

8. To resolve to appoint a Responsible Financial Officer

9. To resolve to appoint an Internal Auditor

10. To agree annual rent for Parish Council Allotments

11. To agree the dates of full Council Meetings for 2010/2011 (previously circulated).

12. To resolve to accept Apologies for Absence and reasons given

13. Members Declarations of Interests: Members may make any declarations of interest at this point but may also make them at any point during the meeting in accordance with the 2000 Local Government Act.

14. Reports from representatives on outside bodies:
a) To receive a report from the County Councillor.
b) To receive a report from the District Councillor.
c) To receive reports from Council representatives on other outside bodies.
d) To receive a report from the Parish Dog Warden

15. Notes of the last Full Council Meeting held on Tuesday 30th March 2010, to be approved and signed as the minutes. Notes of the Annual Village Meeting 2010 to be approved - to go forward for acceptance as Minutes at the 2011 meeting.

16. Clerks report on matters outstanding (previously circulated).

17. Financial matters:
a) To consider a donation of £500.00 to Metheringham Area First Responders (LIVES), for delivering the Parish Council Annual Report.
b) To consider an invite to the East Midlands SLCC Regional Conference on 22nd June at Forest Pines Hotel & Golf Resort, Near Brigg and decide accordingly (previously circulated).
c) To resolve to approve the insurance renewal premium of approximately £4545.00 due on 1st June 2009.
d) To resolve to make a payment of £300.00 for repairs to motor at the swimming pool.
d) To consider accounts for payment
e) To receive a report from the RFO on the PC finances, Income and Expenditure
f) To receive the Internal Auditors report
g) To receive, approve and sign the Statement of Accounts for the Audit Returns 2009/2010 and answer each Section of the Annual Governance Statement.
h) To approve posting of notice of the Annual Audit on the PC notice board.

18. Planning Committee:
a) Notes of meeting held on 13th April 2010, to be approved as the minutes (previously circulated). Notes of the Special meeting held on 28th April 2010, to be approved as the minutes (Previously circulated).
b) Following the call for land carried out by Roy Pell at Community Lincs two sites have been put forward but only one is deemed suitable for development. The site is the land between Sleaford Road and Dunston Road to the north west of the village. To consider if the council are happy to progress, to look at the possibility of progressing this site, the landowners will be informed and the proposals can be discussed by NKDC, MPC and the developer.

19. Correspondence:
a) To note general correspondence (publications and letters are available for viewing)

20. To receive reports on Outside Meetings:
a) To receive a report from representatives on the LALC - Dealing with Council Finances training session held 31st March 2010.
b) To receive a report from Cllr Dr Allen on the Standards Committee meeting held 14th April.
c) To receive a report from representatives on the Metheringham Area Cluster Group meeting held 28th April.

21. To receive reports from Working Groups:
a) Children's Playgrounds and Playing Fields
b) Fayre & Feast
c) Forward Planning
d) Highways, Footpaths and Car Parks

22. Recreation field & related issues: To receive an update following Forward Planning Meeting held 4th May 2010.

23. Allotments: To receive an update following the request for land, relating to the proposal for new allotments and pavilion.

24. Annual Village Meeting 2010: To receive comments from members on the Annual Village Meeting.

25. Annual Report 2009/2010: To receive comments from members on the Annual Report for 2009/2010, to amend document accordingly and send for printing.

26. Council Members: To consider increasing the number of Councillors from eleven to thirteen, this item was deferred from the previous meeting.

27. St Wilfrid's Parish Church: To consider a request from the PCC that the Parish Council resume grass cutting in the south closed cemetery.

28. Date, time and venue of next meeting: Tuesday 29th June 2010 at 7.30pm in the Village Hall.