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EAST BERGHOLT PARISH COUNCIL

Annual Parish Council Meeting
Thursday 6 May 2021 at 7.30 pm.

This meeting will be conducted remotely by Zoom and access can be obtained by entering the
following URL into your browser

https://us02web.zoom.us/j/86159923141?pwd=QU1uQlVCdXNySGJpRnJPNGRBK2JXdz09

Dear Councillors

Notice of meeting/Summons – You are summoned to the Annual Meeting of East Bergholt Parish
Council which will take place on Thursday 6 May 2021 at 7.30 pm. The meeting will be conducted by
digital conference call pursuant to The Local Authorities and Police and Crime Panels (Coronavirus)
(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations
2020.

Yours sincerely
Graham White
Parish Clerk
29 April 2021

AGENDA

OPEN PUBLIC SESSION – Prior to commencement of the Council’s business, the opportunity will be given to
members of the public to make representations to the Council or to ask questions.

1. APPOINTMENT OF CHAIRMAN – To appoint the Chairman of the Council for the ensuing municipal year.

2. APPOINTMENT OF VICE -CHAIRMAN – To appoint the Vice-Chairman of the Council for the ensuing
municipal year.

3. APOLOGIES FOR ABSENCE – To receive any apologies for absence.

4. DECLARATIONS OF INTEREST AND DISPENSATIONS – To receive any declarations of interest and to
consider any written requests for dispensation.

5. MINUTES OF THE COUNCIL MEETING OF 8 APRIL 2021 – To approve as a correct record the minutes of
the Council Meeting held on 8 April 2021 (attached).

6. MATTERS ARISING/UPDATES – To consider any matters arising or updates on matters from the above
meeting and not dealt with under any other agenda item.

7. TERMS OF REFERENCE OF COMMITTEES – To review the terms of reference of committees (attached).

8. APPOINTMENT OF STA NDING COMMITTEES – To appoint the Standing Committees for the ensuing
municipal year. A schedule of the Standing Committees and membership for 2020/21 is attached.

9. NOMINATION OF TRUSTEES TO OUTSIDE BODIES – To nominate trustees to outside bodies. A schedule
of the outside bodies, the current trustees and the vacancies is attached.

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10. ANNUAL APPOINTMENT OF REPRES ENTATIVES TO OUTSIDE BODIES – To appoint representatives to
outside bodies for the ensuing municipal year. A schedule of the outside bodies and the representatives for
2020/21 is attached.

11. FINANCIAL REPORT – To consider the report containing matters required by Standing Orders (attached).

12. PLANNING AND DEVELOPMENT

12.1 To consider and make recommendations to the Local Planning Authority upon applications received.
(Current applications list attached. The Final list will be circulated before the meeting and published on
the website).

12.2 To consider planning and development correspondence received from the Local Planning Authority.

13. CORRESPONDENCE – To consider correspondence received since the last meeting (The current
correspondence list and the items of correspondence attached. The Final list and items of correspondence
will be circulated before the meeting and published on the website).

14. STRATEGY, POLICY AND FINANCE COMMITTEE MATTERS

14.1 Schedules of Payments and Income – To consider and approve payments for April 2021 and to note
income received in April 2021(To follow).

14.2 Bank reconciliation statement – To note the bank reconciliation statement for April 2021 (To follow).

14.3 Internal Audit Report 2020/21 and Annual Governance and Accountability Return 2020/21 – To note the
Internal Audit Report 2020/21 and to approve the AGAR return 2020/21 (attached).

15. URGENT COMMUNICATIONS – To consider any other matters of sufficient urgency and importance which
the Chairman of the Council allows.

16. RESOLUTION TO EXCLUDE THE PUBLIC (INCLUDING THE PRESS) – it be proposed that pursuant to
the Public Bodies (Admission to Meetings) Act 1960 and the Local Government Act 1972 Sections 100 and
102, the public (including the press) be excluded from the meeting as publicity would be prejudicial to the
public interest by reason of the confidential nature of the business to be transacted.

17. CONFIDENTIAL MINUTES – To approve as a correct record the confidential minutes of the Council Meeting
held on 8 April 2021 (attached).

18. MATTERS ARISING/UPDA TES – To consider any matters arising or updates on matters from the above
meeting and not dealt with under any other agenda items.

Date of next Parish Council Meeting – 10 June 2021

AT THE CONCLUSION OF THE MEETING COUNCILLORS ARE ASKED TO REMAIN FOR SHORT
MEETINGS OF THE COMMITTEES TO ELECT THEIR CHAIRMEN.