Tollard Royal Parish Council Meeting


7:00 p.m. Monday 8th May 2017 in The Old Cart Shed



    Item Action Required
7:00 1 Apologies for Absence  
  2 Declaration of interest  
  3 Appointment of new parish councillors as a result of the election 2017


Kay Allen, John Carlyle-Clarke, Adrian Jones, Richard Mitchell

Newly appointed

Ali Worden


Signing and acceptance of office by all councillors


Agree and approve Chair

All Cllrs





  4 Public session  
  5 Agree Councillors areas of responsibility – approve any changes needs to Standing Orders

Appoint internal auditor for 2018

  6 Minutes of the Parish Council Meeting March 20th 2017

Actions from last meeting

For approval and signature
  7 Update from Unitary Councillor, Jose Green  




Financial Matters:

The main purpose of todays annual general meeting is to discuss and approve and sign off the annual accounts which must be sent to Grant Thornton our external auditors before 27th May

Receive the report from the internal auditor

1)     Receive and approve governance statement

2)     Receive and approve Financial statement

3)     Approve final Accounts

4)     Approval of bills to pay


Cllr Allen


Discuss Agree and sign accounts


Brian Palmer


  9 Highways and Speeding:

1)     Speed Watch

2)     CATG update

3)     Speed Indicator sign – do we wish to pursue for Tollard Royal

4)     Signs warning of horse riders for Tollard Green



Cllr Mitchell


  10 Green areas

1)     Best kept village competition – Village Clean up 6th May

2)     Pollarding of tree on Orchard – Approval of cost and action

3)     Agreement on what to plant in place of felled tree

Cllr AJ
  11 Footpaths

1) Maintenance and reporting of issues

2) Writing up of local walks

Cllr AJ
  12 Planning Application

To discuss the planning application for extension to Upper Garden Cottage (planning number to be advised)

  13 Exceptional items since issue of Agenda  
8:30 14 Confirm next meeting as 10th July 2016 7pm in The Old Cart Shed  






Action list arising from the Parish Council Meeting on 20th March 2017


Action Responsibility UPDATE
Willow tree – Apply for planning order to fell and replace with indigenous fruit tree JCC to apply for planning order. Completed Planning Approved 28th April 2017
Best Kept Village AJ Done
Add Clerk as to online banking authorisation Clerk Done
Organise Presentation to the village on Rushmore – History & Plans by Phillip Gready or Ruth Mason. AJ TBC
Cross Border issues – find out more about possible liaison with Dorset and local councils RM/GE Ongoing
Set up sharing of agendas & minutes with local councils GE Partially Done
Speed Indicator Sign – to establish if we want to install one in Tollard Royal RM On Agenda
Installation of signs at Tollard Green to warn drivers of Horse Riders RM Update on Agenda
Removal of Ivy from telegraph pole Clerk  



Dated this 1st May 2017





Clerk to the Parish Council





Election timetable – Notes for Councillors


We must hold an election every 4 years on the first Thursday in May. We must follow the specified timetable


Publication of Notice of election must be done not late than 25th day before the election (these are working days disregarding weekends and bank holidays)


At ordinary (i.e. main) elections, parish councillors all retire together on the fourth day after the ordinary day of election. All the newly elected councillors (irrespective of whether the election was contested or not) take up office on that day (Section 16(3) Local Government Act 1972)


In 2017, the day of the election of unitary and parish councillors is Thursday 4 May. This means that existing parish councillors will cease office on Monday 8 May, and their successors will also take office on 8 May.


We all have to express our desire to stand for election on the correct form. These forms must be submitted to the returning officer


Publication of notice of election – inviting people to stand Not later than Monday 27th March
Delivery of nomination papers not later than the 19th working day before the day of election

Clerk to display calling notice on notice board and parish website.


All candidates must confirm D.O.B certify he/she wants to stand and qualifies – the form must be signed and witnessed and sent to returning officer

Tuesday 4th April by 4pm
Publication of statement of persons nominated Wednesday 5th April by 4pm
Publication of Notice of polling – no later than the 6th day before the election Tuesday 25th April
Election day – polling between 7am and 10pm Thursday 4th May
Meeting of the New Parish Council

Existing councilors retire

New councilors take office

Elect the chair

Monday 8th May


It is proposed that the meeting held on the 8th May will be the ANNUAL PARISH COUNCIL MEETING as this is an election year











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