2024 May

Please contact the clerk if you require the Financial Statements and Payments schedule in a format other than pdf

May 2024 Financial Statements and Payments

There are three sets of minutes set out below:

1. Annual Parish Meeting
2. Annual Meeting of the Parish Council
3. May meeting of the Parish Council

DRAFT MINUTES OF THE ANNUAL PARISH MEETING OF SWYNNERTON PARISH COUNCIL

     Held on Thursday, 23 May 2024 in Swynnerton Village Hall

Councillors in attendance:  Cllr D Bishop (Chair)

                                          Cllr E Mateu, Clllr T Love, Cllr P marsh

Stafford Borough Council:  R James

Stafford County Council: none

In attendance: Mrs L Davies (Clerk), three members of the public were also in attendance

Apologies received – none

1. Welcome from Swynnerton Parish Council Chairman

The Chair welcomed those present to the meeting.

2. Approve the Minutes of the Annual Parish Meeting held on 18 May 2023

The minutes of the Annual Parish Meeting held on 18 May 2023 were considered, APPROVED and duly signed as correct record of the meeting.

3. Receive the Annual Report of the Parish Council

The Chair presented the annual report of the Parish Council for the year ending 31 March 2024.

4. Receive the report of the Planning Committee

The Clerk provided a report on the planning applications received throughout the last financial year.

5. Financial Report for the Year ending 31 March 2024

The Clerk presented the Financial Report for the Parish Council for the year ending 31 March 2024.

6. Attendance Record of the Parish Council Members for 2023/24

The Attendance Record of Council Members was received.

7. 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 Swynnerton WI provided an update on the group’s activities in the community over the last year and thanked the Parish Council for the grant for the Kings Coronation event.
   • A member of the BKV group in Tittensor provided an update of the work of the group in the village and how the grant had been spent in 2023.

8. There being no further matters, the Chair closed the meeting

MINUTES OF THE ANNUAL MEETING OF SWYNNERTON PARISH COUNCIL

     Held on Thursday, 23 May 2024 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, Cllr J Deaville, Cllr N Adams, Cllr N Leeson

Stafford Borough Council:  Cllr Roy James

Stafford County Council: Cllr Jeremy Pert

In attendance:  Lucy Davies, Parish Clerk. One resident from the Parish

Apologies received – none

1. Election of Chairman for the Parish Council

It was proposed, seconded and AGREED that Cllr R James be elected Chair for the coming year.

2. Election of Vice-Chairman for the Parish Council

It was proposed, seconded and AGREED that Cllr D Bishop be elected as Vice Chair.

3. Apologies received – acceptance and recording of apologies

No apologies were recorded

4. 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.

5. To approve the Minutes of the Annual Meeting held on 18 May 2023

The minutes of the Annual Meeting held on 18 May 2023 were considered APPROVED and duly signed as a correct record of the meeting.

6. Consider co-option of new members onto the Parish Council

It was proposed, seconded and AGREED that Mr Norman Leeson be co-opted onto the Parish Council.

7. 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, Cllr P Cheadle and Cllr D Bishop be appointed as members of the planning Committee.
   • The terms of reference for the Planning Committee were considered and it was AGREED that they should be adopted.

8. Financial Matters:
   • Receive section 137 report 31 March 2024

The section 137 report was considered and the limit for section 137 spend noted.

• Receive the Annual Governance and Accountability Return 2023/24 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 also noted that the internal auditor had recommended that the Council adopt a publication scheme. Clerk to draft.

• 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 2024

The Parish Council APPROVED the Annual Governance Statement for 2023/24 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 2024
  • The Parish Council APPROVED the Accounting Statement for 2023/24 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 AGREED it.

• The Parish Council reviewed the Schedule of Significant Variances and AGREED it.

• The Parish Council reviewed all of the Earmarked Reserves held by the Parish Council and 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.

9. 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 Annual Meeting of the regardless of the above. Clerk to arrange.

10. 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 Order as set out in the report.

• It was noted that an updated template had been published for the Financial Regulations. It was AGREED to adopt this new version of the financial Regulations as amended for Swynnerton Parish Council and 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.

11. Review and adopt the Code of Conduct and data protection policies
    • The report of the clerk for the Parish Council’s data protection policies and Code of Conduct was considered.

• It was AGREED to adopt the policies as set out in the report.

• It was AGREED to adopt the code of conduct as set out in the report.

12. The date and time of the next Annual Meeting of the Parish Council is provisionally set for 22 May 2025

13. There being no further matters, the Chair closed the meeting.

MINUTES OF THE SWYNNERTON PARISH COUNCIL MEETING

     Held on Thursday, 23 May 2024 at Tittensor Village Hall

Councillors in attendance: Cllr Roy James (Chairman)

Cllr T Love, Cllr D Bishop, Cllr P Cheadle, Cllr P Marsh,

Cllr J Deaville, Cllr E Mateu, Cllr N Adams, Cllr N Leeson

Stafford Borough Council:  Cllr Roy James

Stafford County Council:  none

In attendance:  L Davies (Parish Clerk)

Public Question Time

1. The Chairman welcomed everyone to the meeting.

2. To consider matters raised by members of the public
   • No further matters were raised by members of the public.

3. Reports from County and Borough Councillors
   • Cllr James noted the calling of the general election on Thursday 4^th July.

Parish Council Meeting

1. Apologies for absence received

none

2. Declarations of interest, to consider written requests from Councillors to grant dispensation (under S33, Localism Act, 2011).

Cllr D Bishop declared an interest in agenda item 10.

3. Approval of the Minutes of the Parish Council meeting held on Thursday 25^th April 2024

     The Minutes were considered, APPROVED and signed by the Chairman.

4. Discuss matters arising from the Minutes not covered in the Agenda
   • Cllr James explained that he’d had another meeting with the head of development at the County Council regarding securing County Council land for an additional green space in Tittensor. The Borough Council will need to agree in principle to the planning application before County will progress further. Cllr James to action
   • It was noted that flooding on the bend of Winghouse Lane, opposite Beechdale Lane, had flooded again after heavy rains. It was AGREED to monitor the level of flooding over the next month.

5. Review of the planning committee observations

The planning applications received and decided since the last meeting were reviewed by the meeting.

6. Receive the Clerk’s report – correspondence received and progress report on matters not on the agenda
   • The Clerks’ report was considered, and matters noted.
   • The contractor who will install the SIDs is currently recovering from an operation. It is expected that SIDs will be installed in June.

7. Financial Matters
   • The payments for May were presented for approval, duly APPROVED, and signed.
   • The financial statements and bank reconciliation to 31 April 2024 were considered and signed.

8. To discuss further refurbishment of the cenotaph and surrounding areas
   • The work on the base of the cenotaph has been completed.
   • Correspondence from a Parishioner requesting further refurbishments was considered. The Parish Council agreed to obtain an understanding of what further work could be done to refurbish the main column of the cenotaph and a quote for this work. Clerk to action.

9. To discuss the refurbishment of the bus shelters in Swynnerton
   • It was raised that the 2 Parish Council owned bus shelters on the Main Road in Swynnerton needed painting and minor repairs.
   • The installation of perches was also discussed.
   • It was AGREED to obtain a quote for the refurbishment of the shelters and installation of perches. Clerk to action.

10. To agree donation for Swynnerton D-Day event and Tittensor BKV
    • It was proposed, seconded and AGREED to provide a donation of up to £100 towards the costs of holding a village picnic in Swynnerton in commemoration of D-Day.
    • It was also AGREED that the beacon could be lit on 6 June, in Swynnerton, as part of the nationwide beacon lighting event for D-Day. Risk assessment to be distributed accordingly.
    • It was proposed, seconded and AGREED that £300 should be provided to the Tittensor BKV group to continue their work in the village of Tittensor. Clerk to action.
    • It was also AGREED to make £200 available to the village of Swynnerton for purchasing of plants/bulbs. Purchases to be supported by invoices/receipts and submitted by Cllr Bishop for approval.

11. Update on the removal of old grit bins and approval of purchase of 2 grit bins for Swynnerton
    • The County Council have confirmed that they will replace the 2 old pipe grit bins Swynnerton on the receipt of 2 new grit containers purchased by the Parish Council – as agreed in November 2023 (min 9).
    • Grit bins have been ordered at a cost of £409.64 (exc VAT) and will be delivered to the highways depot.

• To consider the terms of reference for the formation of the parish Council Traffic Safety Working Group
  • The draft terms of reference were considered and discussed.
  • It was AGREED to authorise up to £300 for cost of hiring venues for up 10 meetings of the working group over the next 12 months.
  • Progress of the working group to be provided at Parish Council meetings, with a review of the terms and conditions of the working group to be reconsidered in May 2025.

13. The next Parish Council meeting will be on Thursday 27 June 2024, 7.15pm at Hanchurch Village Hall.      

There being no further business, the Chairman closed this Meeting.

Authorised Payments – May 2024