APCM - 14th May 2025
Minutes of the Annual meeting Sutton St Edmund Parish Council Meeting held on 14th May 2025 at Sutton St Edmund Village Hall
Present: Cllrs C. Hatch (Chair), C. Allen, C. Hunns, G. Beatty, R. King, R. Sleight and County Cllr R Condell.
The Chair welcomed everyone to the meeting.
Public Forum
None.
To elect a Chair
Chair’s declaration of acceptance to be signed
Cllr Hatch was proposed by Cllr Beatty and seconded by Cllr Hunns, all agreed. Cllr Hatch signed the Acceptance of Office as Chair.
To elect a Vice-chair
Vice-chair’s declaration of acceptance to be signed
Cllr Allen was proposed by Cllr Beatty and seconded by Cllr Sleight, all agreed. Cllr Allen signed the Acceptance of Office as Vice-Chair.
Apologies for absence and acceptance of reasons given
Apologies were received from District Cllr Eldridge, reasons given were accepted.
To receive any declarations of interest in accordance with the requirements of the Localism Act 2011 and to consider any requests for dispensations
Cllr King declared a personal interest in the Meridian Action Group due to family involvement, although he is not directly involved with the group himself.
To consider minutes from 20th March 2025 and resolve to approve as minutes
The minutes from the meeting held on 20th March 2025 were reviewed and an amendment was made to the spelling of Cllr Eldridges’ name. It was resolved to approve the minutes as a true record, and they were duly signed.
Co-option
To review and resolve on co-option to the Council
No applications to the position of Councillor had been made.
Annual review
To review and resolve on the following:
Councils representation on external bodies:
Wrydecroft Windfarm Grant (1rep)
The Council resolved for the representation on the WrydeCroft Windfarm Grant to remain with Cllr Hunns.
Action: Cllr Hunns
Village Hall Committee (1rep)
The Council resolved for the representation on the Village Hall to remain with Cllr Allen.
Action: Cllr Allen
Sutton St Edmund Charities
The Council resolved for the following representatives on Sutton St Edmund Charities:
Poors Land Charity (3 reps) – Cllr Hunns, Cllr Beatty and Cllr King.
Education Charity (2 reps) – Cllr Beatty and the Parish Clerk
Action: Clerk
Subscriptions to external bodies
The Council resolved to continue their subscription to LALC
The Council resolved to continue their subscription LALC Annual Training Scheme ATS
Action: Clerk
Insurance cover
The Council resolved to accept the annual insurance cover as quoted.
Action: Clerk
Dates of next years meetings
Meeting dates are confirmed as:
Wednesday 9th July 2025
Wednesday 10th September 2025
Wednesday 12th November 2025
Wednesday 28th January 2026
Wednesday 11th March 2026
Asset Register
Policies, Procedures and Documents:
Asset risk Management - approved
Code of Conduct - approved
Complaints Procedure - approved
Data Breach Policy - approved
Data Protection Policy - approved
Environmental Policy - approved
Financial Regulations - approved
Grievance Policy - approved
Handling Freedom of Information Requests - approved
Lone Worker Policy - approved
Records Retention Policy - approved
Risk Management Policy- approved
Safeguarding Policy – CHa to remain as Safeguarding lead.
Social Media Policy - approved
Standing Orders- approved
Action: Clerk
Cllr Hunns left the meeting at 8.11pm
Dates of next years Litter Pick:
Litter pick dates are confirmed as
Sunday 17th August 2025
Sunday 19th October 2025
Sunday 14th December 2025
Sunday 22nd February 2026
Sunday 19th April 2026
The Council agreed to 1 hour session.
Action: Clerk
The Council resolved for Cllr Allen to draft plan a for a Park Volunteer Day.
Action: Cllr Allen
CSW
Cllr Allen and Cllr Beatty to confirm CSW dates and times with the CSW volunteers. Anonymised data to be passed to the Clerk and added to social media.
Action: Clerk
It was resolved that Cllr Allen would look into costings of white flashing speed indication device and the Clerk would share for a decision to be made via email.
Action: Cllr Allen and Clerk
Other items
To discuss and resolve accordingly on Infrastructure Projects including Solar Farms and Pylon upgrades.
Meridian held a public meeting on Saturday and requested a closed session with the Parish Council. Cllr Hatch queried whether the Council is a consultee; Cllr Eldridge confirmed the current understanding applies. Cllr Allen proposed a public meeting, Cllr Beatty seconded and all agreed.
Action: Clerk
To discuss and resolve accordingly on a Projects Committee.
Cllr Allen to explore with Clerk in more detail, Clerk to enquire with LALC.
Action: Cllr Allen and Clerk
Correspondence
To consider any correspondence not included within the agenda
Oil leak reported from a vehicle parked in the village hall car park, Cllr Allen to raise the issue with the Village Hall Committee.
Action: Cllr Allen
Cllr Sleight noted that the Village Hall Committee is responsible for the upkeep of the grounds and the four storage boxes, which they have proposed to replace.
Future meetings
To advise of items for inclusion at the next meeting
Playing Field projects to be added to the next meeting agenda.
To confirm the date of the next Parish Council meeting as:
Wednesday 9th July 2024, 7pm at Sutton St Edmund Village Hall