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Extraordinary Meeting Of The Council 24th June 2015

WHEATLEY PARISH COUNCIL
COUNCILLORS ARE SUMMONED TO AN EXTRAORDINARY MEETING OF THE COUNCIL ON WEDNESDAY 24TH JUNE 2015 IN THE MERRY BELLS AT 8.00 PM

Signed:
Geoff Stephens, Chairman to the Council, 17th June 2013
ANY MEMBER WITH AN INTEREST TO DECLARE IN ANY AGENDA ITEM IS REMINDED TO DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE.
AGENDA

1. APOLOGIES FOR ABSENCE

2. DECLARATIONS OF INTEREST

3. MINUTES OF THE AGM AND ORDINARY MEETING HELD ON 18th May 2015 (circulated previously)

4. TO RECEIVE THE FINAL ACOUNTS FOR THE FINANCIAL YEAR 2014-2015
i) To approve and sign the final accounts for the financial year 2014-2015

ii) To receive and approve SECTIONS 1 (Statement of Accounts) and SECTION 2 (Annual Governance Statement) OF THE ANNUAL RETURN FOR THE FINANCIAL YEAR 2014 -2015
5.. RESOLUTION FROM CLLR T DAVIES – 18TH MAY 2015
Suggestions concerning the Process of future meetings

Proposals:
Frequency of meetings: PC meetings should be monthly not once every two months. (This requires point 6 to be amended to read “Eight additional meetings shall be held on the first Monday in the months of February, April, June, August, October and December.”)

Sub-Committees: (With monthly meetings, the need for additional sub-committee meetings is reduced)
Planning: These need to be held monthly and need to held to fit into the SODC’s timetable of meetings.
F&GP: With the full council meeting monthly and with discussion papers being circulated in advance we question the need for having a separate sub-committee. If on occasion there is a need a pre-appointed sub-group could be convened.
TRAC: Given this is a non-decision making group and in 2014 only met once in the first six months it appears to be unnecessary. Sub-groups could be appointed to research specific matters and report back to the main committee.

Minutes Content: The current minutes contain the minimum amount of required information and could be significantly improved. Going forward minutes need to reflect the main points of any discussion with names, and include action points with reporting dates. Amend Point 13 to read “The clerk shall record the names of the members who voted so as to show whether they voted for or against it.” In addition it should be extended to read “The minutes must reflect the main points of discussion and show agreed action points with the name of the councillor(s) responsible for the action and a date for reporting.”

Minutes Timing: Should be circulated within a week of the meeting not a week before the next meeting. If the Chair has not approved them they should be circulated as a Draft. (No reference could be found as to when these should be issued – suggest MINUTES is added as a new heading after VOTING and a new Point 15 is inserted “Minutes will be circulated within one week following a meeting.”

Meeting Agendas: All agendas should include Any Other Business allowing points to be brought forward. These should be added to the agenda on the Friday before the meeting.

Briefing /Discussion Papers: Councillors either reporting on an issue or raising an issue should circulate a paper to all members a week in advance of the meeting. Point 20 under Resolutions Moved on Notice states “ Except as provided by these Standing Orders, no resolution may be moved unless the business to which it relates has been put on the Agenda by the Clerk or the mover has given notice in writing of its terms and has delivered the notice to the Clerk at least ten clear days before the next meeting of the Council”. It is suggested that this is amended to three working days which allows time for the resolution to be circulated to all members and if not on the agenda they can be brought up under Any Other Business.

Accountabilities: All Councillors should have specific responsibilities / interests. (Suggestions to be made but could include: Security/Law Enforcement, Support for Businesses, Website/Communication, ‘Toilet Square’ Improvements, Social Events, etc

Communication: Every opportunity should be taken to consult with residents and organisations within the village. This hasn’t occurred widely enough in the past bringing condemnation from many. It is suggested that each councillor has roads assigned to them for delivering leaflets on the occasions this is necessary, the Web site is utilized and improved, an email mailing list is maintained and banners announcing events are hung outside the Merry Bells.
6. TO DISCUSS THE FIRST STEPS REGARDING THE POSSIBLE ADOPTION OF A NEIGHBOURHOOD PLAN
7. DATE OF NEXT MEETING – MONDAY 6th July 2015