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Parish Council Meeting – 6 Sept 2023 – 7:30PM

Meeting Summary

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

Public Agenda

1To receive and consider apologies for absence  
2To note declarations of Members’ interest  
3To confirm and sign the minutes of the Shavington-cum-Gresty Council Meeting held on 5 July 2023 (attached)  
4Public Participation
 A period not exceeding 20 minutes for members of the public to ask questions or submit comments  
5To receive and consider updates from Committee Chairs in relation to meetings held since the previous Shavington-cum-Gresty Parish Council meeting on 5 July 2023 or any items arisen since then:  

Committee: Community and Engagement Committee
Chair: Councillor K Gibbs
Meeting held: 26 July 2023 and 30 August 2023 (draft minutes attached)
Items for consideration:  

i. that a recommendation is made to Full Council to approve a virement for £200 from the cost centre Village Festival toward the Remembrance Service budget to support the purchase of crosses to be distributed at the service.  
ii. that a recommendation is made to Full Council to approve a virement for £77 from the cost centre Village Festival toward the Christmas/Winter budget to support the event costs.  
iii. that the Shavington-cum-Gresty Parish Council Micro and Small Grant Policy is recommended to Full Council for approval.    

Committee: Village Hall Committee
Chair: Cllr McIntyre
Meeting held: 19 July 2023 (draft minutes attached)  

Committee: Environment and Recreation Committee
Chair: Councillor Ferguson
Meeting held: 12 July 2023 (draft minutes attached)
Items for consideration:  

i. that a recommendation is made to Full Council to accept the request for tenancy transfer of plot 14 under s.2.7 of the Allotment Policy, and to wave an ad-hoc dispensation of the Eligibility Criteria in 2.1  

Committee: Finance & Strategy Committee
Chair: Cllr R Jones  

Committee: Staffing Committee
Chair: Cllr Buchanan
Meeting held: 26 July 2023 (draft minutes attached)
Items for consideration:  

i. that the revised Shavington-cum-Gresty Parish Council Appraisal Policy is recommended to Full Council for approval, subject to the amendments being made  
ii. that, in order to address staff capacity concerns, the following recommendations are made to Full Council:   a. That each committee is asked to draft its own mission statement, which will then be considered by Full Council and included in the Council action plan;   b. That the budget setting should include references to staff hours (which should be counted only to 80% leaving room for unplanned or unexpected elements). And that each Committee should be allocated a maximum staff capacity time-slot available for the delivery of the committee’s projects and activities   c. That the 60 hrs allocated toward the delivery of the Christmas events from Community Manager capacity plan, should not be exceeded. And that the Clerk should have the delegated authority to scale down or cancel the event in consultation with the Chair of the Staffing Committee if there is a highly chance of overtime (please note: a 10% tolerance is accepted withing the allocated staff time)    

Committee: Planning Committee
Chair: Cllr McIntyre
Meetings held: 5 July 2023 and 26 July 2023 (draft minutes attached)    
6To receive an update on Cheshire East Council’s plans affecting the Parish Council from Cllr Buchanan (CEC) (attached)  
7To receive the June and July reports from the Village Beat Manager (attached)  
8To note the YTD Parish Council finance position (attached)  
9To note and approve all payments since 1 April 2023 (attached)  
10To receive and consider an update with regards to the School Car Park  
11To receive and consider an update from the Chair of Staffing Committee with regards to staffing matters  
12To receive and consider a proposal from the Clerk for a 10 year Strategic Plan for the Parish Council (attached)  
13To receive and consider the following recommendation from the Staffing Committee (attached):  

i. that the revised Shavington-cum-Gresty Parish Council Appraisal Policy is recommended to Full Council for approval, subject to the amendments being made  
14To receive and consider the following recommendations from the Staffing Committee:  

i. that, in order to address staff capacity concerns, the following recommendations are made to Full Council:   a. That each committee is asked to draft its own mission statement, which will then be considered by Full Council and included in the Council action plan;   b. That the budget setting should include references to staff hours (which should be counted only to 80% leaving room for unplanned or unexpected elements). And that each Committee should be allocated a maximum staff capacity time-slot available for the delivery of the committee’s projects and activities   c. That the 60 hrs allocated toward the delivery of the Christmas events from Community Manager capacity plan, should not be exceeded. And that the Clerk should have the delegated authority to scale down or cancel the event in consultation with the Chair of the Staffing Committee if there is a highly chance of overtime (please note: a 10% tolerance is accepted withing the allocated staff time)  
15To receive and consider the following recommendation from the Environment & Recreation Committee:  

i. that a recommendation is made to Full Council to accept the request for tenancy transfer of plot 14 under s.2.7 of the Allotment Policy, and to wave an ad-hoc dispensation of the Eligibility Criteria in 2.1  
16To receive and consider the adoption of the following policies (attached):  

i. Shavington-cum-Gresty Parish Council Community Engagement Policy
ii. Shavington-cum-Gresty Parish Council Long Service Award Policy
iii. Shavington-cum-Gresty Parish Council Publication Scheme Policy
iv. Shavington-cum-Gresty Parish Council Scheme of Delegation Policy  
17To receive and consider a request from Nantwich Town Council to sponsor the Nantwich Food Bank (£50) (attached)  
18To receive and consider a proposal to submit an application for the Local Council Award Scheme – Foundation qualification (attached)  

And to consider confirming by resolution that all documentation and information is in place for the Foundation award.  
19To receive and consider an update with regards to the Budget Setting Process 2024/25 (attached)  
20To receive and consider the External Auditor report for the period ending 31 March 2023 (attached)  
21To consider delegating the Clerk, in conjunction with the Chair of the Environment & Recreation Committee and the Chair of the Parish Council, the authority to temporary close the Vine Tree play area or review the opening hours for security reasons, subject to this being reported to the relevant committee.  
22To receive and consider the following recommendation from the Community & Engagement Committee:  

i. that a recommendation is made to Full Council to approve a virement for £200 from the cost centre Village Festival toward the Remembrance Service budget to support the purchase of crosses to be distributed at the service.  
ii. that a recommendation is made to Full Council to approve a virement for £77 from the cost centre Village Festival toward the Christmas/Winter budget to support the event costs.  
23To receive and consider the following recommendation from the Community & Engagement Committee:  

i. that the Shavington-cum-Gresty Parish Council Micro and Small Grant Policy is recommended to Full Council for approval (attached)  
24To note the date of the next Council Meeting – 4 October 2023 7:30PM