2025 May

Three sets of Minutes are set out below. The Minutes of the Annual Parish Meeting will remain in draft form until the next Annual Parish Meeting in May 2026.

DRAFT MINUTES OF THE ANNUAL PARISH MEETING OF SWYNNERTON PARISH

     Held on Thursday, 22 May 2025 in Swynnerton Village Hall

Councillors in attendance:  Cllr J James (Chair)

                                          Cllr D Bishop, Cllr P Cheadle, Cllr P Marsh, Cllr J Deaville

Stafford Borough Council:  Cllr R James

Stafford County Council: Cllr S Bagguley

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

Apologies received – Cllr T Love, Cllr N Adams, Cllr N Leeson

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 23 May 2024

The minutes of the Annual Parish Meeting held on 23 May 2024 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 2025.

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 2025

The Clerk presented the Financial Report for the Parish Council for the year ending 31 March 2025.

6. Attendance Record of the Parish Council Members for 2024/25

The Attendance Record of Council Members was received.

7. Any local issues to be raised
   • A resident of Swynnerton raised concerns of heavy goods vehicles travelling through the village. The house fire caused by a lorry hitting the electricity post has unfortunately highlighted the lack of dangers of drivers ignoring the weight limits.

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

MINUTES OF THE ANNUAL MEETING OF SWYNNERTON PARISH COUNCIL

     Held on Thursday, 22 May 2025 at Swynnerton Village Hall

Councillors in attendance: Cllr Roy James (Chairman)

Cllr Dee Bishop, Cllr P Marsh, Cllr P Cheadle, Cllr J Deaville

Stafford Borough Council:  Cllr Roy James

Stafford County Council: Cllr Sean Bagguley

In attendance:  Lucy Davies, Parish Clerk. 5 x Residents from the Parish

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

Apologies were received from Cllr N Adams, Cllr N Leeson and Cllr T Love

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)

Cllr R James, Cllr D Bishop and Cllr P Cheadle declared that they were trustees of Swynnerton Village Hall.

5. Consider co-option for the councillor vacancy in the Swynnerton ward of the Parish Council

It was proposed, seconded and AGREED that Cllr P Cheadle be co-opted onto the Swynnerton ward of Parish Council. Cllr P Cheadle resigned from her position as councillor to the Trentham and Hanchurch ward.

6. 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.

7. Financial Matters:
   • Receive section 137 report 31 March 2025

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

• Receive the Annual Governance and Accountability Return 2024/25 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 2025

The Parish Council APPROVED the Annual Governance Statement for 2024/25 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 2025
  • The Parish Council APPROVED the Accounting Statement for 2024/25 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 the General reserves schedule and AGREED it.

• 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 2025.

8. Review of Parish Council’s risk assessment
   • The Parish Council’s Risk assessment was reviewed by the meeting and it was AGREED to adopt it.

• 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.

9. 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 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.

• Similarly, it was noted that an updated template had been published for the Standing Orders of the Parish Council. 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.

10. 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.

11. The date and time of the next Annual Meeting of the Parish Council is provisionally set for 21 May 2026

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

     

    MINUTES OF THE SWYNNERTON PARISH COUNCIL MEETING

     

         Held on Thursday, 22 May 2025 at Swynnerton Village Hall

    Councillors in attendance: Cllr Roy James (Chairman)

    Cllr P Cheadle, Cllr D Bishop, Cllr J Deaville, Cllr P Marsh

    Stafford Borough Council:  Cllr Roy James

    Stafford County Council:  Cllr S Bagguley

    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 the public.
    3. Reports from County and Borough Councillors

    Cllr S Bagguley introduced himself as the new County Councillor for Stone Rural North.

     

    Parish Council Meeting

     

    1. Apologies for absence received

    Apologies were received and accepted from Cllr N Adams, Cllr T Love and Cllr N Leeson.

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

    Cllr D Bishop, Cllr P Cheadle and Cllr R James stated that they were trustees of Swynnerton Village Hall.

    3. Approval of the Minutes of the Parish Council meetings held on Thursday 24 April 2025

         The minutes of the last Parish Council meeting were considered, APPROVED and signed by the Chairman.

     

    4. Discuss matters arising from the Minutes not covered in the Agenda

    No matters were raised.

     

    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 Clerk’s report was considered, and matters noted.
       • Highways have yet to provide an update on the installation of an additional SID on Winghouse Lane.
       • A resident has requested whether a tree could be planted on a verge in Hanchurch. It was noted that the Parish Council did not have the authority to plant a tree but would consider a small planter for the area.
       • The goal posts for the Swynnerton play area will be received and fitted during June.
    7. Financial matters
       • It was noted that the Parish Council’s insurance will be renewed with Clear Council Insurance on 1 June 2025 at a cost of £996.12 (year 2 of a 3-year contract).
       • The payments for May 2025 were presented for approval, duly approved, and signed.
       • The financial statements and bank reconciliation to 30 April 2025 were considered and signed.
       • It was AGREED to transfer £8,500 from the Current Account to the Instant Access Account.
    8. To agree wording on memorial bench(es), confirm cost of delivery and receive quote for installation.
       • The plaque wording for the memorial bench was considered and agreed.
       • The cost of delivery for the benches will be £250 if the company uses a large lorry to deliver. Cllr J Deaville kindly offered to meet the vehicle and transfer the benches onto a trailer to enable delivery. It was agreed to proceed with ordering the benches on this basis.
       • A quote for the installation of the 2 new benches and refurbishment of the existing bench of £610 was considered. It was AGREED to accept the quote and engage the contractor for the work/installation.
    9. To discuss refurbishment of bench and bin by the Church Hall, Swynnerton
       • The bench and the bin by the Church Hall require maintenance. A quote of £320 was considered for this work. It was AGREED to accept the quote and move forward with the refurbishment.
    10. To discuss arrangement with Stafford Borough should the Parish Council undertake grass cutting at Swynnerton play area
        • The Borough Council are, in principle, happy for the Parish Council to take over grass cutting at the play area in Swynnerton and have offered the additional hours saved to maintain other area(s) within the village.
        • It was proposed that these additional hours could be used to cut the grass verge on Main Road between the cenotaph and Park View. The footpath between Main Street and Park View was also proposed, however, it was noted that this land is maintained by Homes Plus and therefore may be outside of the Borough Council’s remit. Clerk to discuss with Borough Council’s Parks Team.
    • The next Parish Council meeting will be on Thursday 26 June 2025, 7.00pm at Hanchurch Village Hall.      

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