Notice of the Annual Meeting of Kelvedon Hatch Parish Council to be held on Thursday 12th May 2022 at 8:00pm. Meeting Room, Village Hall, School Road, Kelvedon Hatch, Brentwood, Essex. CM15 0DL
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COUNCILLORS ARE RESPECTFULLY SUMMONED TO ATTEND THE ABOVE MEETING TO TRANSACT THE BUSINESS SET OUT BELOW:
Signed by:
Terry Portch, Parish Clerk. 6th May 2022
Members of the public are welcome to attend the meeting.
AM/0522/1 Election of Chairman for the year 2022/23.
To elect a Chairman of Kelvedon Hatch Parish Council for the year May 2022 to May 2023.
AM/0522/2 Acceptance of Apologies for absence.
Motion: To accept the received apologies for absence from Parish Councillors.
AM/0522/3 Declarations of interest & amendments to the register of members’ interests.
To receive declarations of interest pertaining to matters included in this agenda, whether they be personal and/or prejudicial.
AM/0522/4 Minutes of the Meeting held on 14th April 2022.
Motion: To confirm as a correct record the minutes of the Meeting held 14th April 2022.
AM/0522/5 Finance and Administration.
To discuss and agree the following points:
a. Balances of Accounts for month ending 30/04/2022.
Current Account is reconciled at £142,804.55
60-day notice Account is reconciled at £34,088.92
100-day notice Account is reconciled at £16,245.26
b. Cheques/invoices paid under Financial Regulation 4.1:
J & S Garden Services – £800.00 (grass cutting).
c. Cheques/invoices to be paid:
Motion: Kelvedon Hatch Parish Council will pay the presented cheques/invoices:
None.
AM/0522/6 Election of Vice-Chairman for the year 2022/23.
To elect a Vice-Chairman of Kelvedon Hatch Parish Council for the year May 2022 to May 2023.
AM/0522/7 Internal Audit Review.
To review the outcome of the Internal Audit and to agree suitable action points.
AM/0522/8 Annual Governance and Accountability Return 2021/22 Section 1.
Motion: Kelvedon Hatch Parish Council approves the Annual Governance Statement prepared by the Parish Clerk for 2021/22.
AM/0522/9 Annual Governance and Accountability Return 2021/22 Section 2.
Motion: Kelvedon Hatch Parish Council approves the Accounting Statements prepared by the Responsible Financial Officer for 2021/22.
AM/0522/10 Kelvedon Hatch Parish Council Committees.
To appoint Councillors to the following committees for the year 2022/23:
a. Environmental Committee;
b. Finance Committee;
c. Personnel Committee;
d. Community Relations Committee;
e. Planning Working Group.
AM/0522/11 Kelvedon Hatch Parish Council Liaison Groups.
To appoint Councillors to the following liaison groups for the year 2022/23:
a. BBPCA;
b. Church Centenary Fund;
c. Kelvedon Hatch Village Hall;
d. Parish Transport Representative.
AM/0522/12 Review of KHPC policies.
To review and amend (if applicable) the following policies/documents:
a. Code of Conduct;
b. Complaints Procedure Policy;
c. Co-Option Policy;
d. Equality and Diversity Policy;
e. Financial Regulations;
f. Health and Safety Policy;
g. Internal Controls Policy;
h. Publication Scheme;
i. Risk Assessment Policy;
j. Standing Orders;
k. Training and Development Policy.
AM/0522/13 Adoption of new KHPC policies.
Motion: Kelvedon Hatch Parish Council will adopt the following policies as presented:
a. Community Engagement Statement;
b. Data Breach Policy;
c. Data Protection Policy;
d. Data Retention Policy;
e. Grant Awarding Policy.
AM/0522/14 Internal Controls Officer.
To appoint a Councillor to the role of Internal Controls Officer.
AM/0522/15 Action Plan for 2022/23.
Motion: Kelvedon Hatch Parish Council will adopt the proposed Action Plan.
AM/0522/16 Tenders/Contracts.
To appoint contractors from the received tenders for the following:
a. Litter Pick.
b. Grass Cutting.
AM/0522/17 Planning Applications.
To receive a report from the Planning Working Group regarding the responses to the following received planning applications:
22/00573/HHA
AM/0522/18 Information items from members.
Matters for information only and/or discussion only with a view to placing on a future agenda.
The next meeting of Kelvedon Hatch Parish Council will be held on Thursday 9th June 2022 at 8:00pm.
Venue: Kelvedon Hatch Village Hall, School Road, Kelvedon Hatch, Brentwood, Essex. CM15 0DL.