EP945

Full Parish Council Meeting held on Monday the 24th of March 2025 at 7pm in the Council Chamber.
Exclusion of the press and public: to exclude the press and public during the consideration of the items set out in agenda item 6.14 on the grounds that it may involve the disclosure of exempt information as set in paragraph 1of Part 1 of Schedule 12a to the local government act 1972. 
Public and Press Participation – None
Present: Councillors, Vice Chair, Hilary Southern, Thelma Mattison, Joy Markiewicz, James Parker, Gill Kelly, Ken Moseley, Warren Fisher.
Also present: Louise Tipler Clerk, Kate Roberts RFO & Joe Yates Admin.
Minutes

1. Apologies – Councillors Chris Steel, Chairman & Sam Curtis.
2. Declarations of Interests – James Parker – List of payments.
3. Approval of the Minutes of the meeting held on Monday the 24th of February 2025 – proposed by Joy, seconded by Warren, all in favour that the minutes were a true and accurate record.
4. Matters arising from previous minutes – No Matters arising.
5. District Councillors Report – Final proposal November 2025. Devolution, more responsibility for Parish Council. Councillors to attend Parish Summit on 22nd May 2025.
6. Financial Matters
6.1 Schedule of Payments- March 2025 – Proposed by Hilary, seconded by Joy, all in favour.
6.2 Income and Expenditure Reports- February 2025 – Proposed by James, seconded by Ken, all in favour.
6.3 Bank Reconciliation both Accounts – February 2025 – Proposed by Hilary, seconded by Thelma, all in favour.
6.4 Ratify the re-appointment of Louise Baudet to act as the Council’s Internal Auditor for the 2025/26 financial year, recommended by the Finance Committee – Proposed by Gill, seconded by Warren, all in favour.
6.5 Ratify Staff Pay Scale Increase 1 point – Proposed by Gill, seconded by Joy, all in favour.

EP946
6.6 Ratify list of creditors 2025-26, approved and recommended by the Finance Committee – Proposed by Warren, seconded by Gill, all in favour.
6.7 Ratify updated reserves policy, recommended by the Finance Committee – Proposed by Hilary, seconded by Ken, all in favour.
6.8 Ratify Pools Permit Charges 2025-26 with no increase recommended by the Finance Committee – Proposed by James, seconded by Warren, all in favour.
6.9 Ratify Community Facility Hire Costs £18 for Hall Hire and £12.00 for Chamber Hire p/h – Proposed by Gill, seconded by Joy, all in favour.
6.10 Ratify changes to the new Financial Regs, as recommend by the Finance Committee (Nov 24 & Jan 25) – Proposed buy Warren, seconded by Ken, all in favour.

6.11 Ratify costs to extend CILCA Qualification – Proposed by Gill, seconded by Hilary, all in favour.

EP946
6.12 Ratify Waste Contract on a 12 Month fixed term (expiry of current agreement tied in until 2027) – Clarify cost increase after the proposed 12 months fixed rate, confirm contract end date.
6.13 Ratify Salary scale increase – Typo.
6.14 Ratify Medical Centre Rent and Lease agreement – Council resolved to instruct the Council’s Solicitor to finalise the lease in accordance with the agreed heads of terms
7. Approve the following Policies and Procedures – Policy for ANPR, register with ICO annually, proposed by Hilary, seconded by Warren, all in favour.
 Statement of Internal Control and Annual Review of Effectiveness of Internal Control
 Asset Register
 Financial Regulations
 Insurance Policy
 Risk Assessment

Data Protection
 Councillor Privacy Notice
 Data Security Breach Reporting Form
 Document Retention and Disposal Policy
 Data Audit
 Email Contact Privacy Notice
 Information and Data Protection Policy
 Privacy Impact Assessment Form
 Publication Scheme
 Social Media and Electronic Communication Policy
 Subject Access Request Form

 The Management of Transferable Data Policy

General Policies

 Dignity at Work, Bullying and Harassment
 Disciplinary Procedure
 Grievance Procedure
 Lone Working Policy and Guidance
 Sickness and Absence Policy
 Whistle Blowing Policy
 Anti-Fraud and Corruption Policy
 Community Engagement Policy
 Code of Practice for Handling Complaints
 Environmental Policy
 Equal Opportunities Policy
 Health & Safety Policy (temporary policy pending receipt of H&S documentation from Peninsula)
 Members and Officers Subsistence / Mileage Policy
 Openness and Transparency Policy
 Risk Management Policy
 Training Policy
 Grant Policy
 Standing Orders

EP947
8. Set a date for HR Meeting-Monday 31st of March 2025.

9. Set a date for the Annual Parish Council Meeting- AGM (must be held in May) – Monday 19th of May 2025.

10. Set Date for the Annual Parish Meeting- (no later than June the 1st) – Monday 12th of May 2025.

Date of next meeting – Monday 28th April 2025.
Closure 8.23pm