Full Council | 31 May 2018 at 7:00pm


Dear Councillor

You are hereby summoned to attend the PARISH COUNCIL meeting to be held on THURSDAY, 31ST MAY 2018 at THE VICTORY HALL at 7.00 PM

Yours faithfully


Chair of the Parish Council 25th May 2018

1. To Elect a Chairman of the Council

To receive a report from the outgoing Chairman and to elect a Chairman of the Council for the ensuing municipal year.

2. To receive the Chairman’s Declaration of Acceptance of Office

To receive the Chairman’s Declaration of Acceptance of Office or, if not received, to determine when it will be received.

3. To Elect a Deputy Chairman of the Council

To elect a Deputy Chairman of the Council for the ensuing municipal year.

4. Attendance and Apologies for Absence

To record attendance and reasons for absence.

5. Declaration of Interests

a) In accordance with Section 31 of the Localism Act 2011, members are to declare any Disclosable

Pecuniary Interests in items on this Agenda.

b) The Clerk to report any written requests for dispensation in respect of items on this Agenda.

6. Public Participation

Under The Public Bodies (Admission to Meetings) Act 1960, the Chairman to invite members of the public to

indicate if they wish to speak at this meeting – either on an item on the agenda or on a general matter not on

this agenda. You should indicate your wish to speak, to the Clerk, prior to the start of the meeting.

The public may ask questions relating to the work and services of the Council. Questions cannot always be answered at the meeting but they will be dealt with appropriately. If a question is to be discussed by Councillors it will be added to the agenda for the next Council meeting, or passed to the relevant committee.

7. Co-option of Parish Councillors

To consider any requests for co-option to the Parish Council. Members are reminded to declare any interest they may have in relation to any potential co-optees.

8. Appointment to Committees and Sub Committees

To appoint Members to the following Committees.

Burial Grounds Committee

Community Events Committee

Emergency Planning Committee

Multi Purpose Games Area Committee

Planning Committee

Policy & Finance Committee

Parks and Recreation Areas Committee

Staffing Committee

9. Co-option of Non-Members to Committees

To consider whether to make any co-options which have been notified.

10. Appointment of Parish Council Representatives to Outside Bodies/Positions

To appoint Members of the Council to the following outside bodies/positions:

Local Communities Action Panel

Bus Passenger Representative

Colchester Association of Local Councils

Emergency Planning Officer

Footpath/Tree Warden/Hedgerow Officer

Quarry Liaison Group

Rosemary Alms Houses Committee

Stanway Village Hall Management Committee

11. Minutes of the Parish Council Meeting of 26thh April 2018

To consider and approve the Minutes of the Meeting which have been circulated.

12. Internal Auditor’s Report: Annual Return for the Year End 31st March 2018

To receive the Internal Auditor’s Report for 2017/18.

13. Annual Governance Statements: 2017/18 Annual Return

To approve the 2017/18 annual governance statements as set out in the 2017/18 annual return.

14. Annual Accounting Statements: 2017/18 Annual Return

To approve the 2017/18 annual accounting statements as set out in the 2017/18 annual return.

15. Year End Budget 2017/18: Annual Return

To approve the 2017/18 year end budget.

16. Clerk’s Report and Update

To receive a written report from the Clerk and, if necessary, an oral update on current and outstanding issues

dealt with by the Council.

17. Payment of Cheques/Direct Debits

To approve the payment of cheques/direct debits for May 2018, detailed on the lists which have been


18. Bank Reconciliation – April 2018

To approve the bank reconciliation for April 2018.

19. Financial Report

To Receive a Financial Report on expenditure to date.

20. Village Hall Refurbishment

To receive a report.

21 Borough Councillors and County Councillor Report

To receive an oral/written report from any of our four Borough Councillors, or County Councillor, and to give

them the opportunity to respond to any issues raised in Public Participation.

22. “Love Stanway” Event

To consider the request by local churches to hold a “Love Stanway” event on Saturday, 30th

June 2018 on Silver Witch Green.

23. MPGA

To receive a report from the Chairman of the Multi-Purpose Games Area Committee.

24. Council Insurance

To decide on which Insurance Company to use for the period June 2018 to May 2021.

25. Committee Reports

To consider and adopt the Minutes of the following Meetings which have been circulated:

Burial Grounds: 6th February, 6th March and 3rd April 2018

Community Events: 21st March 2018

Parks and Recreation Areas: 21st March 2018

Multi-Purpose Sports Area: 5th April and 25th April 2018

Policy and Finance: 11th April 2018

26. Reports from Outside Bodies: To receive reports from Councillors

26.1 Colchester Association of Local Councils

26.2 Village Hall Management Committee

26.3 School Governors

26.4 Quarry Liaison Group

26.5 Footpath/Tree Warden/Hedgerow Officer

26.6 Bus Passenger Representative

26.7 Rosemary Alms Houses

26.8 Local Communities Action Panel

27. Responsibility of Keeping the Village Clean (MacDonalds)

To discuss the ways in which the Council can ensure that Stanway is kept clean and tidy

particularly with reference to litter from MacDonalds.

28. Committee Dates 2018

To approve the list of Committee dates to the end of December 2018.

29. To approve the list of annual subscription 2018/19


30. Councillor Training

To approve the request by Cllr D Bloomfield and Cllr T Manning to attend the Chairman’s Day 3 Course

at EALC on Tuesday, 10th July 2018.

31. Information Update

To receive oral updates from Members on matters affecting the Parish.

32. Items for Committees/ Next Council Meeting

To receive and consider requests for items to be included on Agendas for Committees or Council.

33. To confirm the date of the next meeting – 28h June 2018, at 7.00 pm in the Victory Hall.

34. Exclusion of Public & Press

In accordance with Section 100A(4) of the Local Government Act 1972 and the Local Government (Access to Information) (Variation) Order 2006 to exclude the Public, including the Press, from the meeting so that any items containing exempt and confidential information (for example confidential personal, financial, or legal advice) in the remainder of this agenda can be decided. Exempt information is defined in Section 100I and Schedule 12A of the Local Government Act 1972

35. Staffing Matters

To consider appointing a Locum Clerk

Minutes are not yet available.