2023 May
On 18th May 2023, Swynnerton Parish Council will be holding the following meetings at Swynnerton Village Hall, starting at 7pm
- Annual Parish Meeting
- Annual Meeting of the Parish Council
- May Parish Council Meeting
All residents and Community Groups of the Parish are welcome to attend the Annual Parish Meeting to hear reports of the Parish Council and its activities over the last 12 months, to provide feedback on how groups are supporting the community and to raise any local issues.
Agenda
There are 3 agenda’s for the May meetings:
The Agenda for the Annual Parish Meetings:
NOTICE OF MEETING
Thursday 18th May 2023
I hereby give notice that the Swynnerton Annual Parish Meeting will take place on THURSDAY 18th MAY 2023 at Swynnerton Village Hall at 7.00pm.
Please note the slightly earlier time of the meeting
Lucy Davies
Parish Clerk
Tel: 07811 375623 Date of notice: 5 May 2023
- Welcome from Swynnerton Parish Council Chairman
- Minutes of the Annual Parish Meeting held on 26 May 2022
- Receive the Annual Report of the Parish Council
- Receive the report of the Planning Committee
- Receive the Financial Report for the Year ending 31 March 2023
- Receive the attendance Record of the Parish Council Members 2022/23
- Any local issues to be raised
- The date of the next Annual Parish Meeting is provisionally set for 23rd May 2024
The Agenda for the Annual Meeting of the Parish Council:
Thursday 18th May 2023
I hereby give notice that the Annual Meeting of the Parish Council will take place on THURSDAY 18th MAY 2023 at Swynnerton Village Hall at 7.00pm, after the Annual Parish Meeting.
Please note the slightly earlier time of the meeting
Lucy Davies
Parish Clerk
Tel: 07811 375623 Date of notice: 12 May 2023
- Election of Chairman for the Parish Council
- Election of the Vice-Chairman for the Parish Council
- Apologies received – acceptance and recording of apologies
- Record declarations of interest from Councillors, to consider written requests from Councillors for the Council to grant a dispensation (S33 of the Localism Act 2011)
- To approve the Minutes of the Annual Parish Meeting held on 26 May 2022
- Consider co-option of new Members onto the Parish Council
- Appointment of members to the Planning Committee and to consider the terms of reference for the Planning Committee.
- Financial Matters:
- Receive section 137 report 31 March 2023
- Receive the Annual Governance and Accountability Return 2022/23 report
- Receive the governance statements on Annual Return for financial year ending 31 March 2023
- Receive the accounting statements on Annual Return for financial year ending 31 March 20223
- Review the Parish Council’s risk assessment
- Receive the Standing Orders and Financial Regulations Review report
- Review and adopt the Code of Conduct and data protection policies
- The date of the next Annual Meeting of the Parish Council is provisionally set for 23rd May 2024
The Agenda for the May Parish Council Meeting:
NOTICE OF MEETING
Thursday 18th May 2023
I hereby give notice that a Meeting of the Swynnerton Parish Council will take place on THURSDAY 18 MAY 2023 at Swynnerton Village Hall at 7.00pm, commencing after the Annual Parish Meeting and the Annual Meeting of the Parish Council. Members are asked to inform the Clerk if they are unable to attend.
Lucy Davies
Parish Clerk
Tel: 07811 375623 Date of notice: 12 May 2023
AGENDA
PUBLIC QUESTION TIME
- Welcome, and introduction by the Chairman
- Consider matters raised by members of the public
- Receive reports from Staffordshire County Councillor and Stafford Borough Councillors
- Close of Public Question Time
PARISH COUNCIL MEETING
- Apologies for absence received – acceptance and recording of apologies
- Record declarations of interest from Councillors, to consider written requests from Councillors for the Council to grant a dispensation (S33 of the Localism Act 2011)
- Approval of the minutes of the Parish Council meeting held on Thursday 27th April 2023
- Discuss matters arising from the minutes not covered later in the Agenda
- Review the planning committee observations
- Receive the Clerk’s report – correspondence received and progress report on matters not on the agenda
- Financial matters
- Review and approval of payments
- Receive and approve financial statements and bank reconciliation to 30 April 2023
- Consider quotes for Parish Council Insurance and approve payment
- Discuss replacement of matting at Tittensor play area
- Receive quotes for repair of bus shelters on A34, Tittensor
- Provide details of training courses for new councillors
- Receive updated quote for playground equipment from Wickstead
- The next Swynnerton Parish Council Meeting will be on Thursday 22nd June 2023, 7.15pm at Hanchurch Village Hall.
Minutes
The May Financial Statements (authorised payments and bank reconciliation) can be viewed by clicking the following link:
May 2023 Financial Statements and Payments
Please contact the Parish Clerk should you require a format other than pdf
Please note there are 3 sets of minutes below.
MINUTES OF THE ANNUAL PARISH MEETING OF SWYNNERTON PARISH
Held on Thursday, 18 May 2023 in Swynnerton Village Hall
Councillors in attendance: Cllr D Bishop (Chair)
Cllr E Mateu, Clllr T Love, Cllr P marsh
Stafford Borough Council: none
Stafford County Council: Cllr J Pert
In attendance: Mrs L Davies (Clerk), three members of the public were also in attendance
Apologies received – Cllr R James, Cllr N Adams
- Welcome from Swynnerton Parish Council Chairman
The Chair welcomed those present to the meeting.
- Approve the Minutes of the Annual Parish Meeting held on 26 May 2022
The minutes of the Annual Parish Meeting held on 26 May 2022 were considered, APPROVED and duly signed as correct record of the meeting.
- Receive the Annual Report of the Parish Council
The Chair presented the annual report of the Parish Council for the year ending 31 March 2023.
- Receive the report of the Planning Committee
The Clerk provided a report on the planning applications received throughout the last financial year.
- Financial Report for the Year ending 31 March 2022
The Clerk presented the Financial Report for the Parish Council for the year ending 31 March 2023.
- Attendance Record of the Parish Council Members for 2022/23
The Attendance Record of Council Members was received.
- Any local issues to be raised
- A member of the Swynnerton Village Hall committee provided a summary of key developments at the hall over the last 12 months.
- A member of the WI provided an update on the group’s activities in the community over the last year.
- The Clerk read out a summary from St Mary’s Church regarding community engagement.
- Cllr J Pert informed the meeting that requests to reduce the speed limit in Beech have been refused as the request fails to meet requirements. However, Cllr Pert is pursuing signage improvements in the area.
- Residents raised concerns over the time taken for highway matters to be actioned, including installation of the speed signs.
There being no further matters, the Chair closed the meeting.
MINUTES OF THE ANNUAL MEETING OF SWYNNERTON PARISH COUNCIL
Held on Thursday, 18 May 2023 at Swynnerton Village Hall
Councillors in attendance: Cllr Roy James (Chairman)
Cllr Enrique Mateu, Cllr Dee Bishop, Cllr T Love, Cllr P Marsh, Cllr P Cheadle
Stafford Borough Council: Cllr Roy James
Stafford County Council: Cllr Jeremy Pert
In attendance: Lucy Davies, Parish Clerk. Three residents from the Parish
Apologies received – Cllr Nicky Adams
- Election of Chairman for the Parish Council
It was proposed, seconded and AGREED that Cllr R James be elected Chair for the coming year. Cllr R James duly signed the Declaration of Acceptance of Office of Chair.
- Election of Vice-Chairman for the Parish Council
It was proposed, seconded and AGREED that Cllr D Bishop be elected as Vice Chair. Cllr D Bishop duly signed the Declaration of Acceptance of Office of Vice Chairman.
- Apologies received – acceptance and recording of apologies
Apologies were received and accepted from Cllr N Adams
- Record declarations of interest from Councillors, to consider written requests from Councillors for the Council to grant a dispensation (s33 of the Localism Act 2011)
No declarations of interests were received.
- To approve the Minutes of the Annual Meeting held on 26 May 2022
The minutes of the Annual Meeting held on 26 May 2022 were considered APPROVED and duly signed as a correct record of the meeting.
- Consider co-option of new members onto the Parish Council
It was proposed, seconded and AGREED that Mrs P Cheadle be co-opted onto the Parish Council.
- Appointment of members to the Planning Committee and to consider the terms of reference for the Planning Committee
- It was agreed that Cllr N Adams, Cllr P Marsh and Cllr D Bishop be appointed as members of the planning
- The terms of reference for the Planning Committee were considered and it was AGREED that they should be adopted.
- Financial Matters:
- Receive section 137 report 31 March 2023
The section 137 report was considered and the limit for section 137 spend noted.
- Receive the Annual Governance and Accountability Return 2022/23 report
- The Annual Governance and Accountability Return report was considered.
- It was noted that the internal auditor had signed the Annual Internal Audit Report of the AGAR stating that all internal control objectives had been met. It was AGREED to appoint Mrs K Squires as internal auditor for the coming year.
- Receive the governance statement of the Annual Return for financial year ending 31 March 2023
The Parish Council APPROVED the Annual Governance Statement for 2022/23 and authorised the Chairman to sign section 1 of the Annual Governance and Accountability Return accordingly, which he duly did.
- Receive the accounting Statements of the Annual Return for the financial year ending 31 March 2023
- The Parish Council APPROVED the Accounting Statement for 2022/23 and authorised the Chairman to sign section 2 of the Annual Governance and Accountability Return accordingly, which he duly did.
- The Parish Council reviewed the end of year Bank Reconciliation and authorised the Chairman to sign it, which he duly did.
- The Parish Council reviewed the Schedule of Significant Variances and duly AGREED it.
- The Parish Council reviewed all of the Earmarked Reserves held by the Parish Council and duly AGREED them.
- The Parish Council reviewed the commencement dates for the exercise of public rights.
- The Parish Council reviewed the schedule of assets as at 31 March 2023.
- Review of Parish Council’s risk assessment
- The Parish Council’s Risk assessment was reviewed by the meeting.
- Risks to be monitored by the Clerk on an ongoing basis and brought back to the Parish Council as necessary. Clerk to arrange.
- Risk Assessment to remain as a standing item at the APA regardless of the above. Clerk to arrange.
- Receive the Standing Orders and Financial Regulations Review report
- The Standing Orders and Financial Regulations Review report was received and considered by the meeting.
- It was AGREED to adopt the Standing Orders and Financial Regulations as set out in the report.
- The report of regular payments and direct debits was received and it was AGREED to accept the list of regular payments and direct debits as set out in the report.
- Review and adopt the Code of Conduct and data protection policies
- The Parish Council’s code of conduct report was considered.
- It was AGREED to adopt the code of conduct as set out in the report.
- The report of the clerk for the Parish Council’s data protection policies was considered.
- It was AGREED to adopt the policies as set out in the report.
- The date and time of the next Annual Meeting of the Parish Council is provisionally set for 23 May 2024
- There being no further matters, the Chairman closed the meeting.
MINUTES OF THE SWYNNERTON PARISH COUNCIL MEETING
Held on Thursday, 18 May 2023 at Tittensor Village Hall
Councillors in attendance: Cllr Roy James (Chairman)
Cllr Denise Bishop, Cllr Terry Love, Cllr Pat Cheadle, Cllr Enrique Mateu,
Cllr Peter Marsh
Stafford Borough Council: Cllr Roy James
Stafford County Council: Cllr J Pert
In attendance: L Davies (Parish Clerk), 3 members of the public
Public Question Time
- The Chairman welcomed everyone to the meeting.
- To consider matters raised by members of the public.
- The reduction in the speed limit at Winghouse Lane and the Parish Council’s response to the consultation was discussed.
- Costs and permissions required for a proposed community information panel were discussed. Cllr Pert highlighted availability of grants for community projects.
- An update on the speed indication signs was provided.
- Reports from County and Borough Councillors
- Cllr Pert provided an update on the progress of the Pets At Home head offices in Stafford.
- Cllr J Pert stated that a trial hole would be dug to try to address flooding on Beechdale Lane.
- Cllr James updated the meeting on the results of the Borough Council elections.
Parish Council Meeting
- Apologies for absence received
Apologies for absence were received from Cllr N Adams.
- Declarations of interest, to consider written requests from Councillors to grant dispensation (under S33, Localism Act, 2011).
No declarations of interest were received.
- Approval of the Minutes of the Parish Council meeting held on Thursday 27th April 2023.
The Minutes were considered, APPROVED and signed by the Chairman.
- Discuss matters arising from the Minutes not covered in the Agenda
No matters were raised.
- Review of the planning committee observations
The planning applications received and decided since the last meeting were reviewed by the meeting.
- Receive the Clerk’s report – correspondence received and progress report on matters not on the agenda
- The Clerk’s report was received and matters duly noted.
- Refurbishment work, on the swings and other equipment, at Ferndown play area has been undertaken. It was not possible to restore one of the flat swings and due to the age of the equipment and difficulty sourcing parts it would cost a further £1,160 plus VAT to reinstall. Further the report confirmed that the cable zip wire was beyond economic repair and should be removed. The cost of removal is £580 plus VAT.
- It was AGREED that the clerk should proceed with getting the zip wire removed and that the cost of restoring the additional swing was considered too expensive. Clerk to action
- It was further AGREED that the parish Council should contact the Borough Council to convey that repairs had been undertaken as far as is possible. Cllr James to action
- Financial Matters
- Quotes for the Parish Council Insurance from BHIB and Zurich Insurance were considered. It was AGREED that the Parish Council should continue with BHIB and enter into a three-year agreement. Clerk to action
- The payments for May 2023 were presented for approval, duly APPROVED and signed.
- The financial statements and bank reconciliation to 30 April 2023 were considered and signed.
- Discuss replacement of matting at Tittensor play area.
- Following a meeting with Pentagon Play, they confirmed that the matting at Tittensor Play Area is fit for purpose and does not need to be replaced. The area of matting around the swings could be improved by adding another layer of matting on top of the existing matting.
- It was AGREED to get other quotes for replacement matting and for installation. Clerk to action
- Receive quotes for the repair of bus shelters on A34, Tittensor.
- The three wooden bus shelters on the A34 require maintenance. The meeting received a quote for the work of £730.00 and AGREED to proceed with the works.
- Provide details of training courses for new councillors
The SPCA is running a Councillor Fundamentals course, aimed at newly appointed Cllrs. It was AGREED that Cllr Cheadle and Cllr Marsh could attend one of these courses if they wished. Clerk to action
- Receive an updated quote for playground equipment from Wickstead
An updated quote from Wickstead of £1,801.21 for replacement parts/equipment for the Tittensor play area was received. It was AGREED to proceed with the quote.
- Confirm the date of the next Parish Council Meeting
The next meeting will be on Thursday 22 June, 7.15pm at Hanchurch Village Hall.
There being no further business, the Chairman closed this Meeting.