Annual Parish Council Meeting

 Annual Council Meeting Agenda

Councillors; Arnold, Carter; Evans N, Evans R, Ingham, Lovegrove & Morgan

You are summoned to attend the Annual Council meeting on Wednesday 14^th May 2025 at 7:30pm at Longden Village Hall.

1. Election of Chairman – The retiring Chairman (if present) shall preside over this item which shall be the first business of the Council. The Chairman shall be selected from those holding elected office.  The elected Chairman shall sign a Declaration of Acceptance of Office in the prescribed form before taking the Chair.
2. Election of Vice Chairman
3. Delivery by Councillors of their Declarations of Acceptance of Office – Signing of the Declaration indicates an agreement to abide by the Council’s Code of Conduct. (App A)
4. Apologies – To receive apologies and reasons for absence
5. Declarations of Interest – Members are required to complete an electronic Declaration of Pecuniary Interests and Other Registerable Interests within 28 days of election which shall be made available for public inspection. In accordance with the Council Code of Conduct members shall withdraw from any discussion or vote in which they hold a disclosable pecuniary interest and update their interests’ declaration as appropriate. (Guidance note attached as Appendix B)
6. Minutes – To approve the draft minutes of the meeting held on 2^nd April 2025 (App C)
7. Annual Parish Meeting Minutes – To note the minutes of the Annual Parish Meeting held on 2^nd April 2025 and consider any actions or recommendations arising (Appendix D)
8. Public Participation – 15 minutes maximum – To allow members of the pubic to speak, at the Chairman’s discretion
9. Co-option of Councillors – To note that two vacancies exist for a Councillor in the Hook-a-Gate ward and to consider applications for co-option. Co-opted councillors will be required to sign a Declaration of Acceptance of Office upon appointment. (Appendix A)
10. General Power of Competence – To adopt the following resolution: ‘Longden Parish Council hereby confirms that it meets the eligibility criteria for adoption of a General Power of Competence as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012. We further resolve to adopt a General Power of Competence’.
11. Appointments to Committees – The Council will appoint members to the following Standing Committees. The Chair shall be a member of all committees ‘ex officio’ with full voting rights. Committee chairs will be elected at the first meeting of each committee.
    • Finance Committee (Chair plus 4 members)
    • Planning Committee (Chair plus 4 members)
    • Human Resources Committee (Chair plus 2 members)
12. Appointment to other bodies
    • Neighbourhood Plan Steering Group (3 – 5 members)
    • Lyth Hill Advisory Group (2 members)
    • Village Hall Committee
13. SALC Affiliation –
    • To approve ongoing membership of the Shropshire Association of Local Councils, and authorise an affiliation fee of £693.15
    • To appoint two representatives to attend and vote at SALC Annual meetings. (Note, all Councillors are encouraged to attend SALC Area Committee meetings)
14. Training – To note online training programme and approve attendance by staff and Council members (Online Training Programme attached as Appendix E)
15. Planning –
    • To consider any planning applications validated since the publication of the agenda.
    • To note the following Planning Decisions and any others since the publication of the agenda.
      • 25/00889/OUT : Address:  Plot adjacent to Preseli, Longden Common Lane, Longdon Common, Shrewsbury, Shropshire:  Outline planning application for the proposed erection of one dwelling (to include access) : Decision:  Granted

16. Insurance –
    • To review and approve the renewal of the Parish Council insurance policy (Report attached – Appendix F)
    • To approve a new 3-year Long Term Agreement to protect premiums at current levels
17. Play Areas
    • Review of Play Area Inspections – (Report attached – Appendix G)
    • Annscroft Path – To receive an update on donations to date and approve any required top-up to secure the requested Shared Prosperity Fund Grant – (Cllr P Carter)
18. BT Call Box Consultation – To note the response to the BT Consultation on removal of the telephony submitted by the Clerk and any response from Shropshire Council. (Report attached – Appendix H). To consider any further comments following local elections.
19. Finance –
    • Approval of Payments – (Payments schedule to follow)
    • Bank Reconciliation – For approval (To follow)
    • Bank Correspondence – To note the new names of Lloyds accounts (Treasurer’s Account is now Community Account and Business Instant Access Account is now Commercial Instant Access Account) and approve payment of monthly bank charges of £4.50 by direct debit.
    • Transfer of funds –approve the transfer of £15,000 into Lloyds Commercial Instant Access Account and £20,000 to CCLA Public Sector Deposit Account
20. Annual Governance & Accountability Return (AGAR) 2024/25 – Part 3

13.1 The Council is asked to note the report of the Internal Auditor and consider any recommendations.                                 Internal Audit Report attached as Appendix I

13.2 The Council is asked to complete the Annual Governance Statement (AGAR Section 1) and authorise the Chairman to sign it.                       AGAR attached as Appendix J

1.3 The Council is asked to approve the Accounting Statements (AGAR Section 2) and supporting documents and authorise the Chairman to sign them.  Explanation of variances attached for information.                      

21. Environmental Maintenance Grant – To approve annual compliance report for 2024-25 and confirm application for 2025-26 Appendix K
22. Reports – For information and noting only. Decisions may not be made under this item
    • Chair’s report
    • Shropshire Councillor’s Report
    • Clerk’s Report – Appendix L
    • Councillor’s Report
23. Date of next meeting – Schedule of meeting dates attached for approval (Appendix M). The next meeting is scheduled for Wednesday 4^th June 2025 at Longden Village Hall

Caroline Higgins

Caroline Higgins, Parish Clerk