May 2019 Agenda Annual Parish Council Meeting
Notice of Billingborough Parish Council’s Rescheduled AGM, to be held in the Sports Pavilion, at Billingborough Recreation Ground Tuesday 21st May 2019 at 6.30pm
Members of Billingborough Parish Council are hereby summoned to attend the above meeting. There will be no public forum prior to this meeting however; members of the public are permitted to attend but not participate in the meeting. Anyone wishing to video or audio record the meeting is requested to notify the chairman in advance to enable reasonable requirements to be accommodated.
Signed
Cllr Chris Woodhead, Chairman of the Council
Agenda
1. Election of Chairman
2. Nomination of minute taker for this meeting (All)
3. Appointment of temporary RFO (All)
4. Election of Vice chairman
5. Councillor Co-option (Decision on candidate – All)
a. Acceptance of Office & Declarations of Interest (if required)
6. Appointment of Members to Designated Roles & Responsibilities:
a. Finance Supervisor
b. Toller Education Foundation
c. Contracts & Tenancy Agreements
d. Website Coordinator
e. Emergency Plan Coordinator
f. Lead, Entrance Planters
g. News Sheet Editor
h. Police Forum Representative
i. Lead, Speed Feed Back Signs
j. Lead, Cemetery
k. Allotments Representative
l. Youth Probationer Coordinator
m. Lead, Spring Wells
n. Lead, Recreation Ground & CCTV
7. To Approve the Minutes of the Meetings held on 11/3/19 & 1/4/19 (All)
8. Vote of thanks to former Councillor Mike King
9. Review & Approve Asset Register (All)
10. To Adopt the Council Policies & Procedures (All)
Code of Conduct; Communications; Complaints; Disciplinary & Grievance; Equal Opportunities; Financial Regulations; FOI & Data Publication; Risk Management; Safeguarding; Standing Orders
11. Finance Report – Clerk
a. 2018/19 End of Year Accounts & External Audit Return (Chairman & RFO)
i. End of Year Accounts & Internal Audit (All)
ii. Approval of Annual Governance Statement (All)
iii. Approval of Statement (All)
b. 2019/20 Accounts to date (RFO; Approval of Expenditure – All)
12. Clerk & RFO vacancy – ( recruitment, interview panel, closing date etc) – (All)
13. Possible change of day on which council meetings are held – (All)
14. Village Police station – possibility of transferring to BPC (lead Chair – decision All)
15. Village Matters: a) Recreation Ground and sports pavilion refurbishment items for consideration as per list circulated on 19/04/19 (Chair & Cllr A Volanakis - All), ii) tennis court access & maintenance – (All)
b) Cemetery – proposed improvements – (Lead Chair – decision All)
c) Review of contracts for Village cleaner and Recreation Ground Caretaker – (All)
d) Update an extra litter bins - Chair
e) Bus timetable/stops – (lead Chair - decision All)
f) Newsletter – Cllr Volanakis
g) Village Emergency Plan – Cllr Harvey-Volanakis
h) Village planters – (All)
i) Young Offenders Programme update – Cllr Stevenson
j) Toller Trust – Cllr Stafford
k) Grass and hedge cutting contract update – Chair
l) BAGS yearly contract
m) Horbling PC yearly Recreation Ground contribution - Chair
16. To Receive any Urgent Reports & Correspondence from Members & the RFO
Next Parish Council Meeting: Monday 8th July 2019 at 6.45 pm in Billingborough Recreation Ground Sports pavilion