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Parish Council Meeting – 2 February 2022 – 7:30pm

Meeting Summary

Committee:Full Parish Council
Date/Time:
Venue:Shavington Village Hall

Notes for Members of the Public:

  • Any members of the public that wish to attend, please register with the clerk by emailing clerk@shavingtononline.co.uk  by 3pm on Wednesday, 2 February 2022.

Public Agenda

1To receive and consider apologies for absence  
2To note declarations of Members’ interests  
3To confirm and sign the minutes of the Shavington-cum-Gresty Council Meetings hold on 1 December 2021 (attached)  
4Public Participation
 A period not exceeding 20 minutes for members of the public to ask questions or submit comments  
5To receive a report from the Village Beat Manager (attached)  
6To receive an update on Cheshire East Council’s plans affecting the Parish Council from Cllr Marren (CEC) (attached)  
7To consider making a comment to Cheshire East Council’s proposal of pedestrian toucan crossing in Rope Lane, Shavington (attached)  
8To receive and consider updates from Committee Chairs in relation to meetings held since the previous Shavington-cum-Gresty Parish Council meeting on 1 December or any items arisen since then:  

Committee: Community and Environment Committee
Chair: Councillor K Gibbs  

Committee: Village Hall Committee
Chair: Cllr McIntyre  

Committee: Environment and Recreation Committee (Minutes attached)
Chair: Councillor Ferguson
Meeting held 17 January 2022
Items for consideration:

that following the meeting with the Allotment Holders, a recommendation is made to the Parish Council to review the Allotment Policy as follows:  
– Clause 3.14 “Tenants are permitted to use the main water system only while their plot is being attended.”
– Clause 4.5 “The Council will assist security by providing boundary fences and/or hedges, with lockable access gates at every site. Every tenant will be provided with an access gate key or code for their personal use only. In the interests of maintaining security tenants are asked not to make copies for others to use. Where keys are provided by the Council they remain the property of the Council, and together with any additional copies must be returned to the Council when a tenancy comes to an end.”
–“Grandfather rights shall apply up to the date in which this policy has been approved by Council”
– Clause 7.7  “In the event of the death of an allotment plot holder the Parish Council shall be notified, and the tenancy of an allotment plot shall, unless otherwise agreed in writing, terminate at the end of the yearly agreement.”
– Clause 8.3“A reduced Allotment Rent is offered to tenants who are in receipt of an income-based benefit and/or state pension.”
– Members NOTED Tenants’ comments on clause 3.6 and agreed to defer any recommendations to Council until they get a unanimous view on the matter from the Allotment representative  

that the following recommendations are made to Council with regards to the Regular Ground Maintenance Contract:  
– That the contract is awarded to Quote 1 – as detailed in the E&R Committee Minutes 19.01.2022
– That a towed water bowser is purchased as per contractor requirement, with a budget up to £1,000. (Cost centre: Environment and Recreation – cost code: General Amenities)
– That the Clerk is authorised to sign the contract with the awarded contractor on behalf of the Council  

Committee: Finance Committee
Chair: Cllr Wain  

Committee: Staffing Committee
Chair: Councillor Buchanan  
9To note and approve payments since the previous meeting (attached)  

To note and approve payments made by the Clerk under s.4.5 of Finance Regulation for emergency repair of the Village Hall Fire system and Emergency lights service  
10To consider to approve the next round of payments (to follow)  
11To note the YTD Parish Council finance position and to note those cost codes that are likely to exceed the allocated budget provision for 2021/22 (attached)  
12To undertake an internal audit: control of BACS payments  
13To review any recommendations highlighted from the Internal and External Audit in the AGAR report and consider any actions needed (attached)  
14To note and consider the adoption of the following policies:  

Shavington cum Gresty Parish Council Pre-approved Contractors policy (attached)
Shavington cum Gresty Parish Council reserves policy (attached)
Shavington cum Gresty Parish Council scheme of delegation (attached)
Shavington cum Gresty Village Hall Condition of use policy (attached)  
15To note and consider the latest version of Parish Council Fixed Asset Register (attached)  
16To consider making responses to any urgent planning application consultations that have arisen since this agenda was published  
17To note an update with regards to “140, Main Road” project  
18To consider a proposal to review Shavington cum Gresty Village Hall booking charge to meet the 2022/23 Village Hall income target set (attached)  
19To consider authorise the Clerk to sign a contract with Crystal Clean South Cheshire Limited for the provision of regular cleaning service in the Village Hall on behalf of the Council (attached)
20To consider implications to apply for the HS2 Community Fund grant to support #QueenBees project and whether to instruct the Community Manager to apply (attached)  
21To consider making a comment to Cheshire East Council to refer local projects or development sites that could benefit of s106 financial contribution as per Cheshire East Policy Allocation of Financial Contributions (Commuted sums) funding (attached)  
22To note the date of the next Council Meeting – 2 March 2022