Metheringham Parish Council Annual Meeting Agenda - 17 May 2011

AGENDA - 17th May 2011

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 receive members declarations of acceptance of office

5. 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

6. To appoint the Planning Committee

7. To appoint a Finance Committee

8. 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

9. To consider the following:
a) Standing Orders MPC/001-R7
b) Financial Regulations MPC/002-R2
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) Training - Statement of Intent MPC/014-R1
n) Community Engagement - Statement of Intent MPC/015-R1
o) Protocol between NKDC & MPC for Handling Notification of Complaints and Results of Hearings MPC/016-R1
p) Gifts and Hospitality Register MPC/017-R1
q) Press and Media Policy MPC/018-R1
r) Fly Posting Policy MPC/019-R1
s) Scheme of Members Allowances
t) Employee Terms & Conditions

10. To resolve to appoint a Responsible Financial Officer

11. To resolve to appoint an Internal Auditor

12. To agree annual rent for Parish Council Allotments

13. To agree the dates of full Council Meetings for 2011/2012 (circulated with agenda).

14. To review the Parish Councils ability to meet the criteria to qualify as a Parish Council eligible to exercise the Power of Well Being (circulated with agenda).

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

16. 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.

17. 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

18. Notes of the Special Council Meeting held on Thursday 28th April 2011, to be approved and signed as the minutes. Notes of the Annual Village Meeting 2011 to be approved - to go forward for acceptance as Minutes at the 2012 meeting (circulated with agenda).

19. Clerks report on matters outstanding (circulated with agenda).

20. 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 resolve to approve the insurance renewal premium of approximately £4,900.00 due on 1st June 2011.
c) To approve additional members are to become authorized signatories for the Parish Council bank accounts.
d) To consider and approve purchasing 2 off picnic benches to be installed at Prince's Street Play park at an approximate cost of £332.00 each.
e) To consider accounts for payment
f) To receive a report from the RFO on the PC finances, Income and Expenditure
g) To receive, approve and sign the Statement of Accounts for the Audit Returns 2010/2011 and answer each Section of the Annual Governance Statement.
h) To approve posting of notice of the Annual Audit on the PC notice board.

21. Planning Committee:
a) To note decisions received: Appeal Decision Ref: APP/R2520/A/11/2143804 Land at Metheringham Fen, Lincoln, LN4 3AQ - see correspondence to note.

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

23. To receive reports from Working Groups:
a) Allotments
b) Children's Playgrounds and Playing Fields
c) Consultation and Questionnaires
d) Fayre & Feast
e) Forward Planning
f) Highways, Footpaths and Car Parks
g) Risk Assessment
h) Street Lighting
i) War Memorial and Spring

24. Recreation field & related issues: To receive an update following letter sent to LCC and to agree future action.

25. Allotment Land: To receive an update following information received from NKDC.

26. Armed Forces Day 2011: To approve details for Armed Forces Day flag raising ceremony to be held on 20th June 2011.

27. Training:
a) LALC post-election Assemblies for new council members - 'beginners' and re-elected more experienced councillors; Assembly 1 - Wragby Town hall, 6th July 2011 at 7.00pm - 9.00pm and Assembly 2 - Cranwell Village hall, 11th July 2011 at 7.00pm - 9.00pm (circulated with agenda).
b) LALC Training Events for 2011, all members to give consideration to their training needs.

28. Village Celebrations:
a) To receive feedback on the Royal Wedding Celebrations held on 29th April 2011.
b) Queens Diamond Jubilee: Request from MACLA for them to use the playing field for one week, to prepare for the celebrations and to provisionally agree Metheringham Parish council provide financial support.

29. Date, time and venue of next meeting: Tuesday 28th June 2011 at 7.30pm in the Village Hall.

30. Public Bodies (Admission to Meetings) Act 1960 Exclusion of the Press and the Public: To resolve that in accordance with Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960 and by reason of the confidential nature of the remainder of the business, the Press and the Public be excluded from the Meeting.

31. Code of Conduct: To receive an update on outstanding matters.

32. To Co-opt two members to the Parish Council: To fill vacancies left unfilled at the election by reason of insufficient nominations (document circulated with agenda).