Agenda for Annual Meeting of the Council 17.5.23
EAST KEAL PARISH COUNCIL
01790752083
You are invited to attend the Annual Meeting of East Keal Parish Council, which will be held on Wednesday 17th May 2023, commencing at 7.10 pm or at the rising of the public forum, whichever is the sooner. The business to be dealt with at the meeting is listed in the agenda. There will be a 10 minute public forum commencing at 7.00 pm when members of the public may ask questions or make short statements to the Council.
Clerk to the Parish Council 10th May 2023
AGENDA
1. Apologies for Absence
2. Resignation of Cllr Boxer
3. Election of Chair – Signing of Declaration of Acceptance of Office
4. Election of Deputy Chair
5. Signing of Declaration of Office for all Councillors
6. Election of Councillors as representatives:
a) Village Hall Committee
b) Neighbourhood Watch Coordinator
c) Tree Preservation Officer
d) 2 members for HR committee
e) Village Volunteers
7. Notes of the Parish Council Meeting held on Wednesday 22nd March 2023 to be approved as the minutes
8. Declaration of Interest (if any)
9. Reports from representatives on outside bodies:
a) County Councillor
b) District Councillor
c) Village Hall Committee
10. Review Record Retention Policy – to circulate
11. Review & confirmation of arrangements for insurance cover in respect of all risks.
12. Review and adoption of Standing Orders, Code of Conduct, Donations Policy and Financial Regulations
13. Risk Management check of benches etc to be undertaken. (Allocate Cllr to do this)
14. Review Council’s Complaints Procedure.
15. Review the Council’s procedure for handling requests made under the Freedom of Information Act 2000.
16. Review Council’s policy on GDPR Security, Data Breach, Data Protection, Data Protection Map, Privacy & Subject Access Request Policy.
17. Review Democracy and Citizenship Policy,
18. Review Health & Safety of Volunteers Policy Document.
19. Review recording & Filming Policy Document
20. Review Risk Management, Management Checklist and Checklines Guidelines.
21. Review of inventory of land and assets including office equipment.
22. Welcome Booklet - any new residents
23. Planning
a) S/045/00555/23 Re: Robin’s Nest – Objections were submitted to the building of the garage in front of the property but no objecting to other planning requests.
b) Appeal ref: App/D2510/W/22/3304739 – land between Manor Farm & Church Lane.
24. Finance:
a) Reimbursement to E Martin of £8.73 re ARM
b) Payment to Church towards the cutting of Churchyard grass £50.00.
c) Hire of Hall for 17.5.23 & 19.4.23 invoice nos 245 &.255 for £40.00.
d) Reimburse E Martin Printer ink & card £42.28.
e) Payment to Gallagher Insurance of £431.62.
f) Appointing two new signatories to EKPC bank Accounts.
g) Financial Statement for year ending 31st March 2023.
h) Completion of Annual Governance and Accountability Return 2022/23.
i) Bank Reconciliation Statement and Financial Report as at 17th May 2023.
j) Appointment of Internal Auditor and Auditor of half year financial inspection.
25. Acceptance of four-year plan.
26. Social media/facebook/web site
27. Dates of future Council meetings;- 17/1/2024, 20.3.2024, 17.4.24, 15.5.24, 17.7.24, 18.9.24, 20.11.24, 15.1.25.
28 Correspondence
a) Hedgehog highways
b) Tree Planting/Community Orchard Scheme
c) Representation at Spilsby group meetings – (Allocate Cllr to cover these)
29 Any other matters for discussion only or next Agenda
30. Date of next meeting 19th July 2023