SHALFORD PARISH COUNCIL ANNUAL MEETING
Please see pdf version here: Agenda for Meeting 21st May 2025
Members of the Council are hereby summoned to attend the annual meeting to be held at Shalford Village Hall on Wednesday, 21st May 2025 commencing at 7:30pm for the purpose of transacting the following business:
The meeting will be open to the public unless the Council directs otherwise.
AGENDA
1. Election of the Chairman.
2. To Receive the Chairmans Declaration of Acceptance of Office.
3. Election of Vice Chairman.
4. Apologies for Absence.
5. To receive member’s declarations of interest and dispensations in items on the agenda. (Dispensations should be requested from the Clerk before the meeting).
6. Minutes: Acceptance of the following minutes: • Meeting of the Parish Council held on 16th April 2025
7. To Review the following documents:
• Councillors’ Register of Interests
• Standing Orders
• Financial Regulations
• Code of Conduct
• Risk Management Schedule
8. Public participation session with respect to items on the agenda and other matters that are of mutual interest or local concern: (A maximum of 15 minutes shall be allowed for public question time, and it is requested each member of the public speak for a maximum of 3 minutes).
9. District and/or County Councillor: To receive District and County reports
10. To agree the following meeting date schedule for 2025-2026:
2025 2026
18-Jun 18-Feb
16-Jul 18-Mar
17-Sep 15-Apr
15-Oct 20-May (APC)
19-Nov 27-May (APM)
17-Dec
11. To agree Committee Terms of Reference:
i. HR Committee
ii. Shalford Neighbourhood Plan Review Steering Group
12. Appointments to Committees/Groups:
i. HR Committee
ii. Shalford Neighbourhood Plan Review Steering Group
13. To Agree Councillor Representatives to the following Village Organisations:
i. Village Hall Committee
ii. Wethersfield Airbase Scrutiny Committee
iii. Village Fete Committee
iv. BALC Representative
14. To Review Councillor Responsibilities:
i. Finance
ii. Highways & Transport
iii. Footpaths/Fix It
iv. Village Magazine
v. Planning
vi. VAS/Speeding
vii. Website
15. APM 28th May 2025: To discuss and decide on Councillor attendance, Meeting set up and pack away.
16. Clerks Report: To receive update on action points from last meeting
17. Ranger Tools Purchase Request:
To agree to purchase a Foldable Cart on Wheels Wagon @ £59.99 (VAT excl.)
To agree to purchase a Brush cutter head for our strimmer @ £221.46 (VAT incl.)
18. Greater Essex Devolution Consultation: To agree comments to be submitted retrospectively after closing date of the 13th of April 2025.
19. Finance:
i. To receive and approve the Annual Internal Auditors report 2024/25
ii. To agree to appoint Shelley Boydell BSc (hons) CiLCA as our auditor for 2025/26
iii. To agree to pay salaries and associated costs on 28th of every month
iv. To agree to renew our insurance with Zurich Insurance for 2025/26 at £396 incl VAT.
v. To agree Clerks membership to SLCC at a cost of £150
vi. To agree EALC 2025/26 Affiliation Fees at a cost of £294.12
vii. To agree RCCE Membership Fees 2025/26 at a cost of £84
viii. To decide on quote regarding installing playground fencing at the village hall using S106 monies.
ix. To agree to a £2000 grant application towards printing costs of the Village Magazine
x. To receive the financial report and approve payments and to ratify additional payments made since last meeting (Appendix I)
xi. To receive the Budget Monitoring Report (Appendix II) – and adjust Vehicle Activated Sign budget line as unit was purchased 2025/26 instead of 2024/25
20. Planning: To review and agree a response to all planning applications including those that have arisen since the agenda was prepared:
21. Items for the next agenda:
22. Chair to Close Meeting: Time Closed:
23. Next Parish Council Meeting: 18th June 2025.
Jill Boot
Clerk & RFO to Shalford Parish Council Dated: 16th May 2025