Sully and Lavernock Community Council Meeting Notes – ANNUAL MEETING ON THE 21st MAY 2025

Councillors who attended the meeting Item 1	Bowring, Lynn, Judd, Payne, James, N Parry, G Parry, C Hall, D Cannon (Joined Late)
Apologies for Absence Item 2	D Cannon (Joined late but had sent a satisfactory explanation)
Declarations of Interest	Councillor N Parry – Trustee Sully Library Councillor Judd - Jubilee Playgroup/Sully School Minor Authority Representative Governor/Saving Sully and Lavernock Group/ Trustee Sully Library
Decisions taken at the meeting. (See below agenda items and the relevant resolution)
Agenda item 3	The community council elected Councillor Bowring as Chair. She accepted the appointment and will sign the acceptance of office in due course.
Agenda item 4	The community council elected Councillor Lynn as Vice Chair. He accepted the appointment.
Agenda item 5	The community council agreed that the minutes of the previous meeting, a Finance Committee meeting  on the 14th April 2025, were an accurate reflection of the meeting that took place.
Agenda items 6	The community council agreed the payment schedule as prepared by the Proper Officer and explanations were given where appropriate
Agenda item 7	The Community Council resolved to use Barclays Bank for the next twelve months. The Council have previously agreed that the Proper Officer explore other options and change providers should it be appropriate. The Proper Officer was of the opinion that it was not necessary to do so at this time.
Agenda item 8	Councillor Lynn opted out of being a signatory to the councils account and the Proper Officer was to make the necessary arrangements. There a number of councillors who can authorise payments but they will need to be contacted by Barclays and provided with the electronic means to do so. The Proper Officer will make the arrangements.
Agenda item 9	In relation to the Financial Regulations of the community council, Part 6, Paragraph 6.6 the Proper Officer formally requested that the community council consider and agree to authorise a list of “due payments that arise on a regular basis” for the year. They included the councils utilities and other regular payments. The community council agreed to the request from the Proper Officer
Agenda item 10	In relation to the appointment of Committees and Working Groups, the Proper Officer had circulated last year’s list. All councillors would be members of the Finance Committee. Working Groups would be formed as and when required. The Planning Working group comprises Councillors Lynn, James, G Parry, Hall and Richard Thomas. Councillor Judd having stepped down from this group. The Personnel Committee is made up of Councillors Lynn (Chair), Payne, Cannon, Judd, Hall and Catherine Pearce.
Agenda item 11	This was a duplicate item (Same as No 10)
Agenda item 12	The councillors who were previously appointed to the various external bodies agreed to remain in post. Councillor Judd at Sully Primary School. Councillor James at the Chemical Advisory Board and Councillor Parry on the Community Liaison Panel.  The post at Evenlode School has been vacated by Councillor Lynn with a representative being provided by Penarth Town Council.
Agenda item 13	Sully Primary School Councillor Judd updated the council that the last meeting on the 20th May 2025 had been poorly attended. Absence at the school was an ongoing issue. The school would be entering into a deficit in the next financial year for the first time. The school is however, in a better position that some other local primary schools. Evenlode School Councillor Lynn advised that his tenure of representation was over and that a replacement was being provided by Penarth Town Council. He had nothing further to report.  Chemical Advisory Board Councillor James advised that there had been no recent meeting so had nothing to report. Community Liaison Panel Councillor Parry advised that the next meeting will take place on the 3rd July. There was nothing further to report.
Agenda item 14	There were no members of the public present at the meeting therefore the agenda was moved to the next item.
Agenda item 15	Updates were given by the Proper Officer and Councillors. The Proper Officer advised that the fitting of a new boiler at the Pavilion was nearly complete. The cladding at the Hall was nearly complete. The contractor was waiting on another pack of cladding. Once that was with him then the rest of the building should be clad fairly quickly. The new support steels had been fabricated and would be fitted at the same time. There was a covering letter that was to be prepared to be submitted with the reports on the site at Hayes Road. The Proper Officer will prepare, and circulate, a list of meetings for approval by the council for 2026. Other updates were remitted to part 2 of the meeting
Agenda item 16	The community council previously agreed that Policies and procedure would be reviewed every two years or when there was a change in legislation. The Proper Officer would advise councillors, by e mail, should his review identify any thing that required urgent attention.
Agenda item 17	The provisional date of the next meeting is a Finance Committee meeting was to be the 2nd June 2025. This was discussed and the Community Council resolved that the next meeting will be on the 30th June 2025.
Part 2	There were no members of the public present at the meeting therefore there was no need to exclude anyone.
Agenda Item 1	The Council were advised by the Proper Officer that the cleaner was recovering following surgery, and that a temporary replacement had been sought. He would update the council at the next meeting. The issue of fees was discussed for the use of the pitches and Pavilion. The Community Council agreed a course of action that the Proper Officer was to implement. He would then update the Council at the next meeting.