Meeting of the ANNUAL Parish Council to be held on Monday 30th May 2022

MISTLEY PARISH COUNCIL

Mistley Parish Councillors are hereby summoned to the Meeting of the ANNUAL Parish Council to be held on Monday 30th May 2022 commencing at 7.30pm at Mistley Village Hall

A G E N D A

1. Nomination of Chairman and Declaration of Acceptance of Office’ – To propose, consider and agree the Chairman of the Council who will serve as Chairman for the ensuing Council year. Current Chairman of the Council – Councillor Howell to take the Chair for this item only.
(New Chairman of the Council to take the Chair at this point and for the remainder of the Meeting).

2. Nomination of Vice Chairman and Declaration of Acceptance of Office’ – To propose, consider and agree the Vice Chairman of the Council who will serve as Vice Chairman for the Council ensuing year.

3. Declarations of Acceptance of Office – The new Chairman and Vice Chairman will sign their respective Declaration of Acceptance of Office forms at this point with the Clerk.

4. Welcome and Apologies for Absence – To receive and agree.

5. Declarations of Interests & Dispensations – To receive any declarations of interest and at any point during the Meeting. To remind all Councillors to review their respective Register of Interests for any updates. To receive any dispensations (received in advance of the Meeting).

6. To consider and agree the Appointment and Composition of Parish Council Committees & Working Party Groups – Councillors will have already considered their respective preferences and nominations in advance of the Meeting. (The nomination of Chair and Vice Chair of these Committees and Working Party Groups will be the first items of business at the first relevant new Committee Meetings). Includes:

a) Finance Committee – (Currently Councillors Chaplin, Frost, Howell, Nutter and Peacock).

b) HR Committee- (Currently Councillors Chaplin, Frost, Howell, Kent and Nutter).

c) Planning Committee – (Currently all Councillors are Members).

d) Allotment Working Group – (Currently Councillors Chaplin – Chair, Coiley, and Kent).

e) Community Celebrations Working Group – (Currently Councillors Bell, Carter, Coiley, Frost, and Howell – Chair).

f) Dog Working Group – (Councillors Chaplin, Kent, Meston and Mr Garwood – Volunteer Footpath Warden).

g) Grounds Maintenance Working Group – (Currently led by Councillor Nutter with other Councillors/Residents/Other Volunteers).

h) Mistley Village Hall Management Committee – (Current Parish Councillor Representatives – Councillors Chaplin and Peacock).

i) Signage Working Group – (Currently Councillors Chaplin – Chair, Coiley and Howell).

j) Swan Basin – Fish and Planting Working Group – (Currently Councillors Chaplin – Chair, Frost, Howell, and Nutter).

k) Trees Working Group – (Currently Councillors Coiley, Howell and Nutter – Chair).

l) Section 106 Developer Agreements with Tendring District Council & Contributions for Mistley – (Currently Councillors Coiley, Howell – Chair, Kent and Nutter).

m) Any Other Working Group

7. To consider and agree the Appointment of Councillor Representatives;

a) Essex Association of Local Councils (EALC); – Currently Councillors Chaplin and Howell.

b) Footpath Representative; – Currently Mr K Garwood.

c) Grounds Maintenance Volunteer Group Lead – Currently Councillor Nutter.

d) Manningtree District Business Chamber; – Currently Councillor Coiley.

e) Tendring District Association of Local Councils; – Currently Councillors Chaplin and Coiley.

f) Transport and Community Rail Partnership; – Currently Councillor Nutter.

g) Tree Warden; – Currently Councillor Nutter.

h) Tri-Parish Emergency Planning Representative – Currently Councillor Meston.

i) Trustees of the Rigby and Berry Charity; – Currently Councillors Coiley and Howell with Mr Cambridge (Local Resident). (Also, Ex-Officio Rev’d D Turner – Rector Manningtree Benefice).

j) Mistley Village Hall Management Committee Parish Councillor Representatives; – Currently Councillors Chaplin and Peacock.

k) School Representative – Currently Councillor Frost.

l) Welcome Home Field Trustees;- (Already agreed) – To note: Councillors Chaplin, Frost, Howell, Kent, Meston, and Nutter.

m) Any other Councillor Representatives – To consider.

8. Terms of Reference – Committees – To receive, consider and review/agree for the ensuing year. See link Policies and Procedures – Mistley Parish Council Including:

a) HR Committee;

b) Finance Committee;

c) Planning Committee.

9. Annual Review of Policies – To receive, consider and review for the ensuing year. See link.   http://mistleyparishcouncil.co.uk/policies-and-procedures/

10. Standing Orders and Financial Regulations 2022 – To consider and review. See above link.

11. Model Councillor Code of Conduct 2020 (Section 27(2) Localism Act 2011) – To receive and adopt as a Parish Council. (The LGA (Local Government Association) approved this in December 2020). (Attached and on website).

12. Public Voice – To facilitate members of the public / press to address the Council to a maximum of 3 minutes per person and no more than 15 minutes for the session

13. District and County Councillors Reports – To note written reports and to clarify any points from the said Reports. (Reports attached and on website).

14. Minutes of the Parish Council Meeting held on the 25th April 2022 – To receive, consider and approve. (Minutes attached and on website).

15. Update/Matters Arising from the Parish Council Meeting Minutes held on the 25th April 2022 – To receive and note any updates.

16. Councillors Reports on Working Group Meetings – To receive brief written/email updates and agree any matters.

a) Allotment Working Group.

b) Community Celebrations Working Group).

c) Dog Working Group – (Report already received).

d) Grounds Working Group.

e) Mistley Village Hall Management Committee – (Report attached).

f) Signage Working Group. To consider the request to investigate notice boards.

g) Swan Basin Working Group.

h) Tree Working Group.

i) Woodland Trust Trees Working Group.

j) Section 106 Developer Agreements with Tendring District Council & Contributions for Mistley.

k) Other Meetings/Site Meetings.

17. Financial Matters

a) Schedule of Accounts for Payment – To receive, consider and agree payments since the last Meeting. (To follow).

b) Annual Internal Audit Report 2021-2022 – Annual Governance and Accountability Return (AGAR) – To receive, consider and agree the Internal Auditor’s Report for the year-end. (Attached).

c) Annual Return for the Year Ended 31 March 2022 – Annual Governance and Accountability Return – The Council is asked to receive, consider and approve/resolve the Accounts, Annual Return and Annual Governance and Accountability Return 2021-2022, along with supporting documents and authorise the Chairman to sign the Return on behalf of the Council. (Attached).

d) Bank Reconciliation – April 2022 – To receive and agree. (Attached and on website).

e) Internal Controls – Councillors Checks – To appoint a Councillor to check the Council’s financial records for 2021/22. (Details attached).

f) Water Pump – The Green – To consider the request received from local residents and to mitigate the damage caused by parking issues.

g) Grounds Maintenance Contractor – To receive an update and consider further.
h) Locum Clerk – To agree cover for urgent work by the Clerk from Bradfield Parish Council during the Clerk’s annual leave. (27th June – 8th July 2022). (In budget).

i) Locum Cleaner – To agree cover for opening, closing and cleaning the public toilet and opening and closing the barrier gates. (10th – 28th June 2022). (In budget).

j) Platinum Jubilee Tree – Welcome Home Field – To consider planting a tree to commemorate the Queen’s Platinum Jubilee – the Queen’s Green Canopy has requested that communities plant trees to mark this event. (A tree was planted for the Silver Jubilee).

k) Transfer to Events Designated Bank Account – To agree the transfer of £100 from the main Parish Council bank account following the additional donation from Manningtree Town Council.

l) Transfers to Welcome Home Trust Bank Account – To agree the transfer of £500 Bowls Club and £450 Cricket Club annual rents to Welcome Home Nationwide BS account from main Parish Council bank account.

m) Urgent Finance Matters – To consider and agree any urgent finance matter after the agenda has been sent.

18. Correspondence – To note/consider and agree the following:

a) Mistley Village Hall Management Committee – To consider the request for the Parish Council to agree work to the Kitchen and Iris Peacock Lounge. To agree representatives to join with the Committee to consider the suggestions for both rooms.

b) Trinity Free Church, Manningtree – Request to make use of a portion of the Trinity Road Graveyard for various Church events. The Church hope to mow the central area in the Autumn and continue to keep the brambles from encroaching on the church building.

c) Manningtree District Frankenebrg Partnership Association – Belated 50th Anniversary visit to Manningtree District – invitation to the Council Chairperson (or their representative) – Friday 17th June 2022 – Celebration Dinner at the Venture Centre, 6.45pm for 7.00pm) to recognise, how the two districts have successfully achieved the Deed of Partnership, signed at Manningtree County Secondary School on 8th May 1971.

d) Ultimate Holdings/Go Develop – To receive an update from the Parish Council’s Solicitor and consider the next steps.

e) REVISIONS – 21/02121/LBC & 21/02122/FULHH – 2 Thorn Mews, The Green – Insertion of 2 no. conservation roof windows to the rear roof slope and internal alterations – To consider due to timescales deadlines.

f) Other Correspondence – To consider and agree any urgent details received after the agenda has been distributed.

19. Dates of Next Meetings –

• Parish Council Meeting – Monday 18th July 2022 – 7.30pm – Village Hall.

• Planning Committee – Thursday 9th June 2022 at 7.30pm – Village Hall.

20. Resolution to Exclude the Public and the Press – The Public Bodies S.1 (2) (Admission to Meetings Act 1960) and the Local Government Act 1972 ss 100 and 102 (amended 2014). The Council is asked to consider and agree to exclude the Public (and the Press if present), since publicity would legally prejudice commercial sensitivity and confidentiality.

21. Confidential Minutes of the Parish Council Meeting held on the 25th April 2022 – To receive, consider and approve the Minutes. (Minutes attached – Councillors only).

22. Update/Matters Arising from Confidential Minutes held on the 25th April 2022 – To receive and note any updates.

23. Parish Council/Village Assets – The Council is asked to receive updates and consider any matters further.