Suffolk Village of the Year 2023

Annual Parish Council Meeting

May 31, 2018 @ 19:30
Cockfield Village Hall

Members of the Council:

You are hereby summoned to the Annual Meeting of the Parish Council which will be held in the Village Hall on Thursday 31 May 2018 at 7.30pm for the purpose of transacting the business below.

Members of the public:

Members of the public are welcome to attend and may address the Council, following item 11 on the agenda, when the meeting is adjourned.

Reporting on Meetings

Except where members of the public have been excluded due to the confidential nature of the business, any person may film, photograph, audio record or use social media to report on meetings of the Council, including any public comment and/or questions. Would any person intending to report please give notice before the start of the meeting to the Clerk or Chairman of the Council to enable reasonable facilities to be afforded.


1.         To elect the Chairman of the Council for the coming year.

2.         To receive the Chairman’s Declaration of Acceptance of Office.

3.         To elect the Vice-Chairman of the Council for the coming year.

4.         To receive any apologies for absence.

5.         To receive, from Members, any declarations of interest in items on the  agenda in accordance with the Council’s Code of Conduct.

6.         To approve the minutes of the Extraordinary Meeting of the Parish Council  held on 15 May 2018.

7.         To agree any Council committees, sub-committees and/or working groups  and their membership.

8.         To appoint Representatives to external bodies, as appropriate.

9.         To appoint Council officers.

10.       To appoint Council portfolio-holders.

11.       Governance.

11.1    To review and adopt Standing Orders and Financial Regulations.
11.2    To review and adopt Asset Register
11.3    To review and adopt Risk Register – Deferred until next meeting

12.       Public Participation Session: including Suffolk County Councillor and Babergh District Councillor Reports. (15 minutes)

13.       Finance:
13.1    To receive a financial statement and report, including the latest position with the 2018-2019 Council budget.
13.2    To authorise payments as presented and to note income received.
13.3    To review Council insurance requirements and approve the renewal of the policy in the context of the existing three-year agreement.

14.      Data Protection:
14.1    To review and adopt
a) Data Protection Policy,
b) Privacy Notice: Councillors & Clerk (to be formally issued to Councillors and Clerk),
c) Privacy Notice: General (to be placed on Parish Council Webpage),
d) Data Retention Policy (to be placed on Parish Council Webpage)
e) Publication Scheme (to be placed on Parish Council Webpage) and
f) Consent Forms.
14.2    To note that Cockfield Parish Council is registered as a Data Controller with the ICO.
14.3    To note that the Data Audit will be submitted to the 28/06/18 Parish Council Meeting with any recommended action.
14.4    To note that the Risk Register needs to be updated to include Data Protection and GDPR
15        Planning:

15.1    To consider any applications received:
DC/18/01878: Erection of agricultural storage building at Earls Farm

15.2    To note any applications considered the deadlines for which were in
advance of this meeting including: None

15.3    To note any Babergh DC planning permissions/refusals received including:
DC/18/01496: Land west of Clovelly House – Discharge of Conditions application for DC/17/06015 Condition 2 – Materials
DC/18/00494: Erection of 1 No. attached dwelling – Planning Permission Granted
DC/18/00306: Erection of up to 10 dwellings on land to the west of the Plough & Fleece Inn – Outline Planning Permission Granted

16.       ‘Assets of Community Value’/’Community Right to Bid’ Scheme:

Discussion and questions with Stephanie Osborne and Lizzie Ling of Babergh District Council. To review the process and to consider any village assets which the Council might wish to pursue under the scheme.

17.       Community Infrastructure Levy (CIL 123)

17.1    To enable Cllr Cutting-Keyton to seek support from the Parish Council for a Village Management Committee application for CIL123 funding.
17.2    To note the progress of the CIL123 funding applications for two land purchases

18.       Dukes Meadow:
To note progress on the transfer of land from Babergh District Council to Cockfield Parish Council.

19        Defibrillator
To receive a recommendation with costs for the acquisition of a defibrillator.

20.       Telephone Kiosks
To review the situation with regard to a volunteer to undertake the painting of the kiosks and the installation of the defibrillator.

21.       Litter Picking:
To receive a recommendation with costs for the acquisition of litter picking equipment.

22        Cross Green:
To receive a recommendation with costs for the work to protect the green.

23.       Verge Cutting:
To review progress and effectiveness of 1st verge cut and agree action to formalise ongoing arrangements.

24.       Working Groups, Representatives to External Bodies, Officers and  Portfolio-Holders:

To receive any reports from lead members on matters which need to be brought to the attention of the Council and to take actions appropriate.

24.1    Greens Management – Cllr Brinkley

24.2    Local Needs Housing – Cllr Morley

24.3    Pavilion – Cllr Southgate
24.4    Suffolk Association of Local Councils (SALC) – Cllr Cutting-Keyton

24.5    Glebe Land – Cllr Morley

24.6    Earl’s Meadow – Cllr Williams

24.7    Cemetery – Cllr Turner
24.8    Parish Paths – Cllr Turner

24.9    Highways and Emergencies – Cllr Cutting-Keyton

24.10  Police/Fire – Cllr Cutting-Keyton

24.11  Play Equipment – Cllr Southgate

24.12  Village Hall Car Park – Cllr Cutting-Keyton


25.       Correspondence:
To consider the list of correspondence received and to take action as appropriate

26.       Matters to be brought to the attention of the Council either for information or   for inclusion on the agenda of a future Ordinary Meeting.

27.       Next Meeting:
To note that the next Ordinary Meeting of the Parish Council is scheduled for  Thursday 29 June in the Village Hall beginning at 7.30pm.

Parish Clerk: Steve Ball, Proper Officer of the Council

Address:        Green Ridge, Howe Lane, Cockfield, Bury St Edmunds, Suffolk IP30 0HA

Tel:                 01284 828987

Published:     23 May 2017

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