Chair: Mr B Nichols                                                                           Clerk: Mrs D Bedwell

Telephone: Clerk   01473 788248                  


22nd May 2016


All Parish Councillors are required to attend the Annual Parish Council Meeting of the Shotley Parish Council to be held on Thursday 26th May 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 item 6.


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. To elect Chairman


  1. To elect Vice-chairman


  1. Apologies for absence


  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 17th  March and 4th May 2016


  1. Administration

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

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

(iii)   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 a previous PC meeting)

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

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

(vi)   To receive nominations for the Community Awards 2016

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

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


  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 an application for funding from the Friends of Shotley Primary School

(iv)   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

(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 set of Christmas lights 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 consider and approve accounts for the third quarter 2015/2016

(x)    To consider and approve accounts for year ended 31 March 2016

(xi)   To consider and approve the Annual Return and local governance statement


  1. To consider and approve  the payment of regular expenditure and standing orders (subject to Financial Regulations and Standing Orders) :

(i)     Village Hall hire charges for Social Club, Community First Responders Unit and SPC (and associated committees/working group/emergency and public meetings

(ii)    SCC – maintenance of streetlights and energy supply

(iii)   Membership subscriptions for SALC and Community Action Suffolk

(iv)   Purchase of publications

(v)    Zurich Insurance premiums

(vi)   Ground maintenance (including tree pruning etc) and general maintenance of SPC property

(vii)  BDC – collection of refuse from litter/dog bins and nominal rent for Kingsland Green

(viii) Attendance at training courses for Employees and Councillors

(ix)   Employees’ salaries  and expenses

(x)    Contractors (grass cutting, bin emptying, street cleaning and public conveniences cleaning)

(xi)   HMRC

(xii)  Rospa inspections

(xiii) Auditors’ fees / RBS annual membership

(xiv) Website hosting/development

(xv)  Suffolk Community Rehabilitation Company (6 yearly sessions)


  1. Planning matters

(i)     Applications received for recommendation to Babergh District Council  

(ii)    To note Approvals/Refusals

(iii)   Planning Correspondence


  1. Highways matters: 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.   Allotments:

(i)     Pest control issues reported by resident- To consider action to be taken

(ii)    Previously approved expenditure: to note ongoing works to re-instate allotment plots (up to £300) and consider whether any further expenditure will be needed 


  1. Litter Wardens/wc cleaning: To receive reports and agree any actions needed, including to consider and approve quote for the re-decorating of the public conveniences


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. 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)


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


18. Date of next meeting: 2nd June  2016 (Annual Parish Meeting), 16th June 2016


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

(1)     Grass cutting contract

(2)     Litter Warden contract (Shotley Gate)

(3)     Public conveniences cleaning contract (Bristol Hill)

(4)     Emptying of dog/household waste bins not within reach of Babergh waste services, including to consider quotes received


  1. Administrative matters