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East Farleigh Parish Council > Documents > Agendas > May 2022 Annual Meeting of the Parish Council Agenda

May 2022 Annual Meeting of the Parish Council Agenda

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EAST FARLEIGH PARISH COUNCIL

The Pump House, Riverside Park, East Farleigh, Maidstone ME16 9ND

T: 07999 414712E: clerk@eastfarleigh-pc.org.ukwww.eastfarleigh-pc.org.uk

27th April 2021

ALL MEMBERS ARE HEREBY SUMMONED to attend the ANNUAL MEETING OF EAST FARLEIGH PARISH COUNCIL on Tuesday 3rd May 2022.  The Meeting will commence at 7.00pm in the Old School Hall, Lower Road, when it is proposed to transact the business shown on the Agenda below.

All meetings are open to the press and public. All present will be asked to use hand sanitiser provided on entry to the Old School Hall (or on re-entry if you need to leave the hall for any reason).  Masks are encouraged when not seated but not mandatory. Please do not attend if you feel unwell for any reason.

If members of the public wish to put forward comments, it is preferred that questions are submitted in writing or via email to the Clerk, at least 3 days prior to the meeting.Questions not answered at this meeting will be answered in writing to the person asking the question or may appear asan agenda item for the next meeting.

7.00pm PUBLIC FORUM

This section (at the Chairman’s discretion may last up to 15mins) is not part of the formal meeting of the Council and minutes will not be produced.

COUNTY COUNCILLOR’S REPORT – if present, County Councillor Simon Webb will give a short report on matters affecting East Farleigh.  Minutes will not be produced.

BOROUGH COUNCILLORS’ REPORTS – if present, Borough Councillors Simon Webb, Lottie Parfitt-Reid and/or Richard Webb will give a short report on matters affecting East Farleigh.  Minutes will not be produced.

POLICE REPORT – if present, the representative from Kent Police will give a report on policing matters affecting East Farleigh.  Minutes will not be produced.

COMMUNITY SUPPORT WARDEN’S REPORT – if present, will report on matters affecting East Farleigh.  Minutes will not be produced

AGENDA

  1. ELECTION OF CHAIRPERSON AND DECLARATION OF ACCEPTANCE OF OFFICE

Clerk to read out nominations and Council will vote on this.  If elected, that person will be asked to read out and sign his/her Declaration of Acceptance of Office, in the presence of the Clerk.

  1. ELECTION OF VICE CHAIRPERSON AND DECLARATION OF ACCEPTANCE OF OFFICE

Clerk to read out nominations and Council will vote on this.  If elected, that person will be asked to read out and sign his/her Declaration of Acceptance of Office, in the presence of the Clerk.

  1. APOLOGIES FOR ABSENCE

To receive apologies for absence and to consider whether to approve reasons given.  If Council cannot approve the absence, then the clock starts ticking as far as the six absences rule goes.  So, please give a reason – it can be very general if it’s a personal matter – and then our records will be tighter in case there is ever a problem over prolonged Councillor absence.

  1. RECORDING OF PROCEEDINGS

To ask for notification of whether anyone intends to film, photograph or record any items.  This makes sure that those who do not want to be filmed are not filmed.  Children must not be filmed under any circumstances.  If it is felt that the recording process is interfering with the meeting in any way, the Chairman has the right to stop it. The rules around filming (which Council adopted in November 2014) will be displayed at all meetings.

  1. DECLARATIONS OF INTEREST AND LOBBYING

To receive any declarations of personal or prejudicial interest Members may wish to make, relating to any items on the agenda and to report lobbying. The definition of lobbying is ‘advocacy with the intention of influencing decisions’ so if parishioners have asked Members to investigate a matter or reported a fault this does not fall within the remit of this item.

  1. EXCLUSION OF THE PRESS AND PUBLIC

To agree any items to be dealt with after the public (including the press) have been excluded.

  1. CO-OPTION OF NEW COUNCILLORS (if any)

To interview and possibly co-opt Councillors on to the Council.  If co-opted, to read out Declaration of Acceptance of Office.

  1. MINUTES OF THE COUNCIL MEETING HELD ON TUESDAY 5th April 2022

                    8.1             To approve and sign as a correct record.

                    8.2             Matters arising from the minutes not otherwise covered in the Agenda.

  1. PLANNING

                    9.1             To consider any notified Planning Applications since the last meeting;

  • 21/504954/FULL Appeal Land at Linden Farm Barn Coxheath – to consider if EFPC wish to comment. (Comments due by 5th May 2022)
  • 22/501388/FULL Lockfield The Priory – to remove slates on existing dormer & replace with double doors &                balcony

                    9.2             To receive notifications of any planning decisions made by MBC since the last meeting.

  • 22/500610/FULL 2 Mays Cottages, St Helen’s Lane W/Farleigh – GRANTED

                    9.3             To note any information reported to/received from MBC on planning enforcements issues.  Monthly report                              from MBC Planning Enforcement.

                    9.4             Other planning matters, including late planning applications, if any.

  1. AGREEMENT NEXT YEAR’S MEETINGS AND 2022 ANNUAL PARISH MEETING
  2. ALLOCATION OF PORTFOLIOS
  • KALC/ Maintenance (to monitor Pearsons)/Recreation ground, playground, Car park and monitoring/Defibs/Flood Pod or any others that Councillors may deem necessary.
  • To Agree if the Council wish to appoint any other working groups/committees

and Agree continuation of the Highways Working Group (HWG).

  1. POLICIES AND PROCEDURES
    • Approval of Auditor and Scope: Council need to agree that we are happy to continue with David Bucket, our current internal auditor, and that we are happy with the scope of his work. Please see last year’s Final Internal Audit Report for reference.
    • Approval of Risk Assessment
    • Approval of Asset Register
    • Use of bank standing orders, direct debits and bacs payments: To agree that all SO’s and DD’s will continue as set up and BACS payments continue as previous and, authorization signatories changed on UTB accordingly if new Councillors elected.
  1. PARISH COUNCILLORS/PARISHIONERS

                    13.1          To report on any events (ON-LINE seminars etc.) attended on behalf of the Council, including the Clerk, if any.

                    13.2          To raise matters reported by parishioners – if any.

                    13.3          Any other IMPORTANT/URGENT matters Councillors wish to raise NOT otherwise covered in the agenda, if any.

  1. FINANCE (As per Financial Briefing Note)

                    14.1           To ratify payments made since the last meeting.

                    14.2          To resolve that cheques and BACS transfers presented this month be authorised and signed

                    14.3          To receive the financial statements for the period up to 26th April 2022. These represent the state of play at the end of                                 Week 3. 

                    14.4          Any other financial matters;

  • To Approve: purchase of new Roadside Traffic Mirror (opposite junction Vicarage Lane/Lower Road and decide on type/size.
  • To Approve: continuation of/funding for “Operation Scarecrow”.
  • To Note: increase in National Living Wage/ addendum to Car Park Attendant’s employment of Contract.
  • To Note: Receipt to UTBD account of VAT Return payment to 31st March 2022- £2,732.22
  • To Note: Precept request received to UTBD account – £75,000
  1. DEFIBRILLATORS; Update.
  2. TRAINING; if any/ongoing.
  3. FLOOD PLAN; Update, if required.
  4. VILLAGE CAR PARK/REC GROUND/PLAY AREA Vicarage Lane

18.1        Car Park; Update

18.2        Rec Ground; Update

18.3        Play Area; Update

18.4        Any Other Matters, if any.

  1. PEARSONS
  • Other matters/Issues, if any.
  1. HIGHWAYS

                    20.1            Highways Working Group:

  • Monthly HWG report/notes and actions, if any.

20.2            Highways; Other Matters

  • Public Consultation, update if any.
  • To receive the Parish Fault Report
  • KCC pavements/paths (NOT PROW)
  1. SPEEDWATCH/OPERATION SCARECROW
  • New Volunteers/Co-Ordinator, update.
  • “Operation Scarecrow” update.
  1. PUBLIC FOOT PATHS/RIGHTS OF WAY: Update:
  • KM42/KM43 Proposed route diversion
  1. QUEEN’S PLATINUM JUBILEE CELEBRATION/QUEEN’S GREEN CANOPY/FETE COMMITTEE
  • Update from Fete Committee
  1. CORRESPONDENCE; if any.
  2. ABSENCES:

     To note forthcoming absences of Councillors and Clerk.

  1. DATE OF NEXT PARISH COUNCIL MEETING:

                     Tuesday 7th June 2022 @ 7.00pm in the Old School Hall, Lower Road