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Annual Parish Council Meeting

Date
Tuesday, 13th May 2025 07:30pm

Pitchford Village Hall

Agenda
  1. 25.5.1 Election of Chairman
  2. 25.5.2 Declaration of Acceptance of Office by Chairman
  3. 25.5.3 Election of Vice-Chairman
  4. 25.5.4 Declaration of Acceptance of Office by Vice-Chairman
  5. 25.5.5 Chairman’s Welcome
  6. 25.5.6 Present & Apologies
  7. 25.5.7 Declarations of Pecuniary or Personal Interest
    • 25.5.7.1 Declarations
    • 25.5.7.2 Clerk to outline new digital process for Cllrs to make declarations
  8. 25.5.8 Minutes of Last Meeting

    Confirm and accept minutes of last PC meeting (11 March 2025) 

  9. 25.5.9 Pitchford Councillor Vacancy
    • 25.5.9.1 Council to agree process for co-opting Councillor to fill vacancy
    • 25.5.9.2 Council to vote on co-option of any candidates whose application is received prior to meeting.
  10. 25.5.10 Staff Appraisals Committee

    Review delegation arrangements, terms of reference, appointment of members (3). Current members: Cllr Harrison - Chair, Cllr Culliss and Cllr Ball.

  11. 25.5.11 Staff Grievance Committee

    Review delegation arrangements, terms of reference, appointment of members (3). Current members: Cllr Long - Chair, Cllr Morgan and Cllr Johnson; Reserve: Cllr Hotchkiss.

  12. 25.5.12 New Committees and Task and Finish Groups

    Consider requirement for any other new committees or task and finish groups and decide delegation arrangements, terms of reference and members

  13. 25.5.13 Local Area Committee

    Appoint 2 Councillors

  14. 25.5.14 Public Session
  15. 25.5.15 Shropshire Councillor’s Report
  16. 25.5.16 Internal Controls review
    • 25.5.16.1 Review Council’s methods of Internal Control
    • 25.5.16.2 Review bank mandates/signatories following elections
    • 25.5.16.3 Appoint Councillor to review bank reconciliations
    • 25.5.16.4 Consider appointing Rebecca Turner as Internal auditor for 2025/26
  17. Annual Governance and Accountability Return 25.5.17 Receive and accept the year end bank reconciliation
  18. Annual Governance and Accountability Return 25.5.18 Receive and note the Internal Audit Report
  19. Annual Governance and Accountability Return 25.5.19 Approve the Annual Governance Statement
  20. Annual Governance and Accountability Return 25.5.20 Approve the Accounting Statements
  21. Annual Governance and Accountability Return 25.5.21 Receive and note the analysis of variances
  22. Annual Governance and Accountability Return 25.5.22 Agree dates for Public Rights and Publication of unaudited AGAR

    (3 June – 14 July 2025)

  23. Finance 25.5.23 Consider and approve payments of accounts

    (list to be circulated) 

    AttachmentSize
    PDF icon Payments to be authorised432.14 KB
  24. Finance 25.5.24 Accept the Bank Reconciliation as presented by the Clerk
    AttachmentSize
    PDF icon Bank reconciliation646.58 KB
  25. Finance: 25.5.25 Review method for deciding and agree the Chairman’s Expense Allowance
  26. Finance: 25.5.26 Authorise regular payments until next APCM in May 2026
    • 25.5.26.1 O2 - Clerk’s mobile phone contract – monthly DD (£12.91 pm)
    • 25.5.26.2 Clerk’s basic wage and working from home working allowance as stipulated by payroll documents – monthly BACS
    • 25.5.26.3 ICO – data protection registration fee – annual DD (£35 pa)
    • 25.5.26.4 Bank charges – Unity Trust Bank – charge for 2 current accounts (£12 pm)
  27. Finance: 25.5.27 Review expenditure against budget year to date
    • 25.5.27.1 Approve overspends on Cloud storage due to price increase, travel expenses, staff costs due to changes to NI limit and insurance due to new assets.
    AttachmentSize
    PDF icon Budget Monitoring451.33 KB
  28. Finance: 25.5.28 Review and sign CIL neighbourhood fund monitoring form
  29. 25.5.29 General Power of Competence

    Confirm that the Council will continue to exercise general power of competence.

  30. Subscriptions to Other Bodies 25.5.30 Review and agree the Council’s subscription to SALC

    (£372.78)

  31. Subscriptions to Other Bodies: 25.5.31 Review and agree the Council’s subscription to SLCC

    (£110)

  32. PC Working Documents 25.5.32 Review and adopt Standing Orders
  33. PC Working Documents 25.5.33 Review and adopt Financial Regulations
  34. PC Working Documents: 25.5.34 Review and adopt Members’ Code of Conduct
  35. PC Working Documents: 25.5.35 Review and agree Register of Assets
    AttachmentSize
    PDF icon Asset Register519.72 KB
  36. PC Working Documents: 25.5.36 Review and agree Financial Risk Assessment and General Risk Assessment
    AttachmentSize
    PDF icon General Risk Assessment458.83 KB
    PDF icon Financial Risk Assessment114.73 KB
  37. PC Working Documents: 25.5.37 Review and agree Provisions of Insurance and approve £95.44 increase in insurance cost due to additions to itemised list
  38. 25.5.38 Clerk’s Report on actions from the meeting on 11 March 2025

    MINUTE NUMBER

    RESOLUTION/AGREED ACTION

    TASK COMPLETE

    COMMENTS

    25.3.6

    Cllr Morris to follow up with Andy Oliver on Ruckley site visit actions

     

     

    25.3.11

    Clerk to ask E Jackson to invoice for earlier work and pay from Lightsource.

    No

    Invoice not yet received

    25.3.12

    Councillors to return election nomination papers to Clerk by 26 March 2025.

    Yes

     

    25.3.13

    Clerk to write letter confirming T Jones’s local connection

    Yes

     

    25.3.15

    Clerk to contact SC to request second mirror on same pole pointing in other direction

    Yes

     

    25.3.15

    Clerk to contact SC to highlight poor standard of repair of Swan Bank layby and reopen issue on fixmystreet

    Yes

     

    25.3.15

    Clerk to report deterioration of road near Swan bank on fixmystreet

    Yes

    Work complete

    25.3.15

    Clerk to report severe deterioration of road between Ruckley and Causeway Wood

    Yes

     

    25.3.17

    Clerk and Councillors to put together specification/scope of work identifying which paths require regular clearing.

    No

    Clerk suggests deferring to next meeting and requesting public feedback at Annual Parish Meeting

    25.3.18

    Clerk to write to Shropshire Council and Secretary of State regarding delay in submitting Pitchford and Cound Bridleway Modification Order for determination.

    Yes

     

    25.3.19

    Cllrs Long and Hotchkiss to contact E Jackson re possible Acton Burnell-Pitchford permissive path

     

     

    Cllr Harrison and Clerk to research if there is precedent/procedure for paying landowners to allow access for permissive footpaths.

    Yes

    SC advised against this as permission for path may be withdrawn at any time. Other Clerks suggested paying for maintenance or new fences etc. as payment to individual farmer might breach LGA 1972 s137

    25.3.21

    Clerk to submit support for 25/00370/FUL on planning register

    Yes

    Permission granted

     

  39. Highways Matters 25.5.39 Clerk to update Council on any Highways Matters
  40. Rights of Way 25.5.40 Clerk to update Council on any Right of Way Matters
  41. Rights of Way: 25.5.41 Acton Burnell-Pitchford footpath
  42. Planning 25.5.42 Council to note new planning applications for which consultation deadline has passed

    Ref: 25/01135/FUL (validated 24/03/25)
    Address: The Granary, Causeway Wood Farm, Acton Burnell, SY5 7HT
    Proposal: Installation of free standing air source heat pump to north elevation
    Status: Permission granted

  43. Planning: 25.5.43 Council to consider new planning applications

    Ref: 25/01549/FUL (validated 23/04/25)
    Address:  Concord College, Acton Burnell, SY5 7PF
    Proposal: Erection of pre-fabricated security cabin

  44. Planning: 25.5.44 Clerk to update on other planning notices or applications
  45. Parish Matters 25.5.45 John Leighton
  46. Time, Date & Place of Next Meeting 25.5.46 Tuesday 8 July 2025, 7.30pm at Pitchford Village Hall
  47. Time, Date & Place of Next Meeting: 25.5.47 Agree provisional dates and location of meetings to May 2026:
    • Tuesday 9 September 2025 at Pitchford Village Hall
    • Tuesday 11 November 2025 at Pitchford Village Hall
    • Tuesday 20 January 2026 at Pitchford Village Hall
    • Tuesday 10 March 2026 at Pitchford Village Hall
    • Tuesday 12 May 2026 at Pitchford Village Hall
Agenda (document)
PDF icon Public notice and agenda
Minutes
PDF icon Final minutes
Download Agenda
Draft Minutes: 
PDF icon Draft minutes

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Members of the Public and Press are welcome to attend any meetings of the Parish Council or its Committees, although there are occasions when meetings must go into private session when dealing with matters of a confidential nature.

Speaking at a Meeting - You do not have the right to speak at a meeting unless invited to do so by the Council.  If you wish to speak then you must contact the Clerk beforehand or make yourself known to the Clerk at the start of the meeting. 

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