May 14 2025 agenda Annual Council Meeting

Clerk to Gurnard Parish Council

39 Victoria Road

Cowes

PO31 7JH

07305 013718

clerk@gurnardparishcouncil.gov.uk

Agenda – Annual Meeting of the Council

8^th May 2025

All Parish Councillors are summoned to attend the Annual meeting of Gurnard Parish Council (GPC) to be held on Wednesday 14^th May 2025 commencing at 18.30 at Gurnard Village Hall, Westbrook Lane, Gurnard, PO31 8JR for the purpose of transacting the business set out in the agenda below:

AGENDA

1. Apologies for absence

2. Election of Chairman
3. To receive nominations for office of Chairman
4. To elect the Chairman
5. To receive the Chairman’s Declaration of Acceptance of Office

3. Election of Vice Chairman
4. To receive nominations for the office of Vice Chairman
5. To elect a Vice Chairman
6. To receive the Vice Chairman’s Declaration of Acceptance of Office

4. Receipt of acceptance of office forms from Councillors

In an election year, delivery by councillors of their acceptance of office forms unless the Council resolves for this to be done at a later date. Blank forms will be made available at the meeting.

5. Minutes

To take as read, approve and sign the minutes of the Annual Meeting of the Council held on 8^th May 2024.

6. Co-option of Councillors

There is 1 vacancy for a co-opted councillor. Expressions of interest in co-option should be received by the clerk by 7^th March. Potential co-opted councillors will be invited to the meeting and may be asked to answer questions from councillors. If there is more than 1 expression of interest, the co-option will be decided by secret ballot. The person chosen to be co-opted will be asked to sign an acceptance of office form.

7. General power of competence

Although GPC meets the requirement of having at least 2/3rds of the Parish Council’s seats being filled by elected Councillors at the last ordinary election, it does not yet have a qualified Clerk in post, and so will not qualify for General Power of competence. To be noted

8. To review and adopt the core council policies and procedures.

Copies of policies and a summary of the changes proposed will be distributed prior to the meeting.

1. Standing Orders 2025
2. Financial Regulations 2025
3. Risk Management Schedule 2025
4. Gurnard Code of Conduct 2025
5. Publication Policy (Freedom of Information Act) 2025
6. GDPR 2025

9. Registers of interests

To confirm that all Councillors’ Register of Interests forms are in order and correct

10. INTERNAL AUDITOR

To appoint an Internal Auditor, and approve access

11. To agree on the following committees and appoint members. (Committees that have delegated authority)
12. Planning Executive Committee (all members)
13. Facilities Committee (all members)
14. Data processing and privacy committee

12. Sub-committees

GPC standing orders only recognise Full Committee, Committees and Sub committees. Therefore, for consistency, all other working parties and advisory groups should be re-designated as sub committees.

Proposal: That all advisory committees and working groups be re-designated as sub committees

Note that Terms of Reference (TORs) for all committees and sub-committees should be agreed at the first meeting of the Committee/Sub-committee after the Annual Parish Council Meeting.

13. Proposed new sub-committees and appoint members:

1. Gurnard Green sub-committee

This sub-committee would combine the VG play area and toilets committees. Scope would include:

• Children’s play area
• Toilets
• Benches and street furniture including bins

Proposal: That the Gurnard Green sub-committee be formed.

1. Beach and public access sub-committee

This committee combines the Beach sub-committee and the public access sub-committee. Scope would include:

• Aim to achieve blue flag status for beach/other beach award
• Footpaths e.g. through Spencer’s Copse
• Groyne and citizen science project associated with vertipools
• To provide a representative for the Local Access Forum (LAF)

Proposal: that Beach and public access sub-committee be formed.

1. Old School Meadow and Meadow View SANG sub-committee

This expands the scope of the Old School Meadow sub-committee to include issues arising relating to the Meadow View SANG.

Proposal: That the Old School Meadow and Meadow View SANG sub-committee be formed.

1. Active travel routes in Gurnard sub-committee

A new sub-committee with a scope including:

• To support and further the LCWIP as it affects Gurnard, in particular
  • connections to planned footpaths and cycle routes in the SANG in order to provide safe pedestrian and cycle access/crossings onto highways e.g. Cockleton Lane
  • active travel connection to Gurnard Primary School​
• How the community bus service can best serve residents

Proposal: That the Active travel routes in Gurnard sub-committee be formed.

14. To agree on the following existing Sub-Committees and appoint members (subject to the proposals in section 13 above):
15. Finance Committee and grants sub-committee (minimum 3 members)
16. HR Advisory sub-committee (all councillors who wish to be included)
17. Gurnard Village Hall Association (minimum 3 members)
18. Public Access Working Group
19. Beach working group
20. Old School Meadow Working Group
21. Toilets Working sub-committee
22. Village green play area sub-committee

15. To agree and appoint members to the following outside bodies
16. Community Bus Management Scheme
17. Isle of Wight Community Waste Forum
18. IWALC (Representative and deputy)
19. Environment and sustainability bodies, (including E&S Forum, Together For Mission Zero (TFMZ) , Red Squirrel Forum)
20. PACT
21. Age Friendly Ambassador
22. Cowes Medical Centre

Following the completion of Annual Parish Council business the normal Full meeting will commence

Richard Shaul

Clerk to the Parish Council