Notice of the Annual Meeting of Kelvedon Hatch Parish Council to be held on Thursday 11th May 2023 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:
Luz Loizou, Parish Clerk and RFO. 5th May 2023
Members of the public are welcome to attend the meeting.
AM/0523/1 Election of Chairman for the year 2023/24.
To elect a Chairman of Kelvedon Hatch Parish Council for the year May 2023 to May 2024.
AM/0523/2 Acceptance of Apologies for absence.
Motion: To accept the received apologies for absence from Parish Councillors.
AM/0523/3 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/0523/4 Minutes of the Meeting held on 13th April 2023.
Motion: To confirm as a correct record the minutes of the Meeting held 13th April 2023.
AM/0523/5 RFO.
To appoint Luz Loizou as the Responsible Finance Officer as per Personnel Committee Meeting on August 2022 decision.
AM/0523/6 Finance and Administration.
To discuss and agree the following points:
- Balances of Accounts for month ending 30/04/2023.
Current Account is reconciled at £151,913.57
60-day notice Account is reconciled at £34,256.36
100-day notice Account is reconciled at £16,444.50
2. Cheques/invoices paid under Financial Regulation 4.1:
Cloud Next Ltd -£132.00 – .gov.uk domain
S-Type Security -£972.00 – March security
EALC – £619.61 – Affiliation fees EALC & NALC
Mega Inflatables Ltd -£25.00 – Bouncy castles deposit
KHVH -£1,585.00 – Grant
Luz Loizou-£300.00 – Village News Editing
Brentwood Council – £879.85 Waste bins 1 Oct 22 to 31 Mar 23 & play area inspections
3. Cheques/invoices to be paid:
Motion: Kelvedon Hatch Parish Council will pay the presented cheques/invoices:
K. Saunders – Bus shelters clean & maintenance £72.50
K. Saunders – Litter picking April 23 – £560.00
S-Type Security – £936.00
AM/0523/7 Election of Vice-Chairman for the year 2023/24.
To elect a Vice-Chairman of Kelvedon Hatch Parish Council for the year May 2023 to May 2024.
AM/0523/8 Internal Audit Review.
To review the outcome of the Internal Audit and to agree suitable action points.
AM/0523/9 Annual Governance and Accountability Return 2022/23 Section 1.
Motion: Kelvedon Hatch Parish Council approves the Annual Governance Statement prepared by the Parish Clerk for 2021/22.
AM/0523/10 Annual Governance and Accountability Return 2022/23 Section 2.
Motion: Kelvedon Hatch Parish Council approves the Accounting Statements prepared by the Responsible Financial Officer for 2021/22.
AM/0523/11 Kelvedon Hatch Parish Council Committees.
To appoint Councillors to the following committees for the year 2023/24:
a. Environmental Committee;
b. Finance Committee;
c. Personnel Committee;
d. Community Relations Committee;
e. Planning Working Group.
AM/0523/12 Kelvedon Hatch Parish Council Liaison Groups.
To appoint Councillors to the following liaison groups for the year 2023/24:
a. BBPCA;
b. Church Centenary Fund;
c. Kelvedon Hatch Village Hall;
d. Parish Transport Representative.
AM/0523/13 Review of KHPC policies.
To review and amend (if applicable) the following policies/documents:
- Code of Conduct
- Community Engagement Statement
- Complaints Procedure Policy
- Co-Option Policy
- Data Breach Policy
- Data Protection Policy
- Data Retention Policy
- Equality and Diversity Policy
- Financial Regulations
- Grant Awarding Policy
- Health and Safety Policy
- Internal Controls Policy
- Publication Scheme
- Risk Assessment Policy
- Standing Orders
- Training and Development Policy
AM/0523/14 Internal Controls Officer.
To appoint a Councillor to the role of Internal Controls Officer.
AM/0523/15 Action Plan for 2023/24.
Motion: Kelvedon Hatch Parish Council will adopt the proposed Action Plan.
AM/0523/16 Planning Applications.
To receive a report from the Planning Working Group regarding the responses to the following received planning applications:
22/00573/HHA
AM/0523/17 Information items from members.
Matters for information only with a view to placing on a future agenda.
The next meeting of Kelvedon Hatch Parish Council will be held on Thursday 8th June 2023 at 8:00pm.
Venue: Kelvedon Hatch Village Hall, School Road, Kelvedon Hatch, Brentwood, Essex. CM15 0DL.