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Council Meeting – 15th June 2023

Time: 7.00pm

Location: Congleton Town Hall

Contact: David McGifford – Chief Officer Tel: 01260 270350 Email: info@congleton-tc.gov.uk

All members sit on the Council

Printable Agenda and Reports Pack 34882 KB


1. Apologies for Absence

Members are respectfully reminded of the necessity to submit any apologies for absence in advance and to give a reason for non-attendance.

2. Minutes of Previous Meetings (Enclosed)

To approve and sign the minutes of the Council meeting held on the 27th April and the Annual Council meeting/Mayor Making ceremony meeting held on the 25th May 2023

3. Declarations of Disclosable Pecuniary Interest

Members are requested to declare both “non-pecuniary” and “pecuniary” interests’ as early in the meeting as they become aware of it.

4. Questions from Members of the Public

There will be 15 minutes at each meeting to receive any questions from Members of the Public, either verbally at the meeting including those which have been received in writing 7 days prior to the meeting.

5. Urgent Items

Members may raise urgent items related to Council Business, but no discussion or decisions may be taken at the meeting.

6. Town Mayor’s Announcements and Engagements (Enclosed)

To receive any announcements by the Town Mayor and to receive a list of the Mayor’s engagements.

7. Outstanding Actions

To review any outstanding actions from previous meetings and to provide an update on any work in progress.

8. Community and Environment Committee (Enclosed)

To receive the minutes of the Community and Environment Committee meeting held on 16th February 2023

9. Finance and Policy Committee (Enclosed)

To receive the minutes of the Finance and Policy Committee meeting held on 23rd March 2023.

10. Planning Committee (Enclosed)

To receive the minutes of the Planning Committee meetings held on the 20th April 2023.

11. Town Hall Assets and Services Committee (Enclosed)

To receive the minutes of the Town Hall Assets and Services Committee held on the 9th March 2023

12. Personnel Committee (Enclosed)

To receive the minutes of the Personnel Committee held on the 1st December 2022

13. Cheshire East Councillors’ Reports

To Suspend Standing Orders to allow Councillors from the principal authority to report on matters relating to or impacting on Congleton.

14. Review of Standing Orders and Financial Regulations (Enclosed)

It is requested that Council:

i. Review and adopt our Current Standing Orders
ii. Review and adopt our current Financial Regulations

15. Internal Audit Report (Enclosed)

To receive and approve the final Internal Audit report for year ending 31st March 2023.

16. Annual Governance and Accountability Return (AGAR) (Enclosed)

It is request that Council approve:

i. Section 1 of the AGAR: The Annual Governance Statement 22/23.

ii. Section 2 of the AGAR: The Accounting Statements 22/23.

17. Approval of Annual Insurance Invoice (Enclosed)

It is requested that Council:

i. Note cover is provided by Zurich Municipal.
ii. Approve the renewal extension for 2023-2024.
iii. Approve payment of invoice 524083348 for £23,406.68 for insurance cover from 1st June 2023 to 31st May 2024.

18. Approval of Purchase Invoices (Enclosed)

It is requested that Council:

1. Approve payment of the invoice from Congleton Community projects for £16,000, to be allocated to nominal code 107-4709 (Grants- CCP Grant)
2. To note payment of £15,750 has been made to Soft Surfaces on 16th May 2023.
3. To approve payment of invoice 127852 to Four Oaks Nurseries Ltd for £8,738.59 (£7,282.16 plus £1,456.43 VAT)

19. External Support Services (Enclosed)

It is requested that Council approve:

i. ANSA Environmental Services [HR Department] as HR and HS Support
ii. SAS Daniels LLP for Legal Support
iii. DCK Accounting Solutions Ltd for finance and accountancy support
iv. DJH Mitten Clark for Payroll Services
v. Auditing Solutions Ltd as the Internal Auditor for 2023-2024

20. Review of Council Expenditure (Enclosed)

It is requested that Council:

Review and note Council expenditure.

21. Review of Data Privacy Policy, Equality and Inclusion Policy and Volunteering Policy (Enclosed)

i. It is requested that the Council reviews and adopts our current Data Privacy Notice
ii. It is requested that the Council reviews and adopts our current Equality and Inclusion policy
iii. It is requested the Council reviews and adopts our current Volunteering Policy

22. Fixed Asset Register (Enclosed) 

It is requested that Council:

Note the updated Fixed Asset Register balances as at 31st March 2023.

23. To approve the proposed Terms of References for Committees (Enclosed)

23.1 – Council
23.2 – Community
23.3 – Environment – new committee
23.4 – Finance and Policy
23.5 – Town Hall Assets and Services – No proposed changes format updated.
23.6 – Planning
23.7 – Personnel No proposed changes

24. Delay in signing the Declaration of Acceptance of Office

To note the delay of signing the Declaration of Acceptance of Office by a Councillor due to ill health

25. Meeting dates for 2023/24 (Enclosed)

To approve the meeting dates for the Council and Committee meetings 2023/24