Parish Council Agenda April 28 2016


Chair: Mr B Nichols                                                                           Clerk: Mrs D Bedwell

Telephone: Clerk   01473 788248                  


24th March 2016


All Parish Councillors are required to attend the Parish Council Meeting of the Shotley Parish Council to be held on Thursday 28th April 2016, at 7.15pm at the Large Committee Room, Village Hall, Shotley.  All parishioners are also invited to attend. The meeting will be open to the public and any parishioner wishing to raise a matter should speak at items 5 and 16.


Members of the public are reminded that the law permits any person to film, record, photograph or use social media in order to report on the proceedings of a meeting of the Council or its committees when they are open to the public. This does not extend to live verbal commentary.

pp Clerk


  1. Apologies for absence


  1. To note the resignation of Cllr T Ingram


  1. Declarations of interest with regard to items on the agenda and additions to register


  1. Reports

(i)     District Councillor’s report

(ii)    County Councillor’s report

(iii)   Noticeboard

(iv)   Website

(v)    Stour Footpath Group


  1. Suspension of standing orders: Meeting open for  5 minutes to allow members of the public to speak

Meeting open


  1. To approve Minutes of the  meeting held 17 March 2016 and Extraordinary meeting held 22 March 2016


  1. Administration

(i)     To consider and approve the Stour Footpath Group Parish Council representative Terms of Office

(ii)    To review the Stour Footpath Group representative positions following queries raised by the Stour Footpath Group Chairman and appointed member

(iii)   To receive and update the Clerk’s Action Summary

(iv)   To receive Clerk’s report and update on Council matters not covered elsewhere on the agenda

(v)    To consider the appointment of a Harwich International Port (Local Authority Liaison Committee) (HIP LALC ) representative- (Mr B Powell and Mr T Ingram volunteered at the previous PC meeting)

(vi)   To review the Employment Appeals Committee membership (to be deferred until PC membership is increased)

(vii)  To note changes to the current Complaints Panel membership

(viii) To receive nominations for the Community Awards 2016

(ix)   To note Councillors approval to receiving the meeting summons via e-mail

(x)    To receive update on co-option of new members


  1. Finance

(i)     To consider an application for funding from Kidzone (previously circulated to members)

(ii)    To consider an application for funding from the Shotley Scouts (previously circulated to members)

(iii)   To consider a recommendation for the placement of a commemorative bench (Queen’s 90’th birthday) on the footpath between the Primary School and Great Harlings and agree expenditure

(iv)   To consider and approve expenditure for APM refreshments

(v)    To receive and note bank balances

(vi)   To consider and approve accounts for payment and note receipts

(vii)  To agree action to take following difficulties in recovering the two sets of Christmas lights (Parish Council assets) from the Shotley Scouts and the Bristol Pub

(viii) To consider setting up an accounts with a provider or materials for works regularly undertaken by volunteers on land owned or managed by the Parish Council

(ix)   To agree meeting date for the Finance Working Group- 3rd quarter accounts and year end accounts


  1. Planning matters

(i)     Applications received for recommendation to Babergh District Council  

(ii)    To note Approvals/Refusals

(iii)   Planning Correspondence


  1. Highways matters:

(i)     To consider initial suggestions put forward regarding improvements at the turning circle at the bottom of Bristol Hill (use of Marina development S106 funds of £20,000)


  1. Foreshore, Stour Footpath and Picnic Area (Bristol Hill)

(i)     To consider the Terms Of Reference for the appointment of a Project Manager for Phase 3 Erosion Protection at Shotley- Deferred

(ii)    To receive further update on new process for the Norfolk and Suffolk Community Rehabilitation Company to work on Shotley Parish Council owner/maintained land (with/without third party volunteers), including the signing of relevant forms

(iii)   To receive the Stour Footpath Group’s Constitution and agree any recommendations


  1.   Allotments: Pest control issues reported by resident- To consider actions


  1. Bristol Hill Public Conveniences: To receive warden report


  1. Litter Wardens: To receive reports and agree any actions needed


15. To note correspondence: Correspondence received already circulated to councillors or included on the agenda for consideration. All other administrative correspondence filled by the Clerk.


  1. Suspension of standing orders: Meeting open for  5 minutes to allow members of the public to speak

Meeting open


  1. Reports from Councillors on matters not itemised on agenda/to be included in next  Agenda (no decisions 

with a financial implication are permitted to be made at this point and should be added to a future agenda for consideration)


18. Chair’s urgent business: any items not on this agenda but of such urgency as to merit, in the Chair’s opinion, immediate action


19. Date of next meeting: 19st May 2016  (Annual Parish Council Meeting) and 26th May (Annual Parish Meeting)


Temporary exclusion of press and public: That pursuant to the Public Bodies (Admission at meetings) Act 1960 the Public and Press be excluded from the meeting due to the confidential nature of the business to be discussed


  1. Contracts and Tenders- to receive feedback, review current position and agree any actions

20.1 Grass cutting contract

20.2 Litter Warden contract (Shotley Gate)

20.3 Public conveniences cleaning contract (Bristol Hill)

20.4 Emptying of dog/household waste bins not within reach of Babergh waste services


  1. Administrative matters: To consider responses to be sent for issues raised by residents





By Derek Davis on April 27th, 2016