Annual Meeting of the Parish Council 25 May 2023
ANNUAL MEETING OF THE PARISH COUNCIL
Notice is hereby given that the Annual Meeting of Covenham Parish Council will be held in the Parish Rooms on Thursday 25th May 2023 after the conclusion of the Annual Parish Meeting.
Signed
Mrs Nadine Must
Parish Clerk
18th May 2023
Councillors are hereby summoned to attend
Statutory Items following confirmation of 2023 Ordinary Elections results
1. To receive the Declaration of Acceptance of Office forms from all councillors
2. To receive the Declaration of Pecuniary Interest forms from all councillors
05/23-1 Election of Chair – to receive nominations and resolve to appoint for the post and receive the declaration of acceptance of office
05/23-2 Election of Vice-Chair - to receive nominations and resolve to appoint for the post and receive the declaration of acceptance of office
05/23-3 Record of Members Present and Apologies
05/23-4 To receive any Declarations of Interest on any item on the agenda - in accordance with the requirements of the Localism Act 2011, and to consider any applications for dispensations in relation to disclosable pecuniary interests
05/23-5 Minutes from 30th March 2023 – to approve as a correct record the notes of the meeting and authorise the Chair to sign the official minutes.
05/23-6 Council Matters
a) Welcome remarks from the Chair
b) To adopt the latest Code of Conduct
c) To review and approve the following policies
1. Standing Orders
2. Financial Regulations
3. Complaints Procedure
4. Health and Safety Policy
5. Environmental Policy
6. Safeguarding Vulnerable Persons Policy
7. Data Protection Policy
8. Equal Opportunities Policy
9. Risk Assessment Policy
10. Publication Scheme
d) To consider setting up a Finance Working Group including membership and remit
e) To receive nominations and appoint members to the Personnel Working Panel (PWP) as per remit approved at the March 2023 meeting
f) To receive nominations and appoint members to the Parish Rooms Working Group (PRWG) as per remit approved at the March 2023 meeting
g) Gardening Contract – to consider grass cutting provider
h) Clerk’s Report - Actions from previous meeting
i) Communications Received including correspondence for consideration
05/23-7 Working Groups reports
a) PWP - To receive reports and any updates
b) PRWP - To receive reports and any updates
05/23-8 Finance and Budgets
a) 2022-2023 AGAR– to receive and note report from the Internal Auditor
b) 2022-2023 AGAR – to review and approve the Governance Statement
c) 2022-2023 AGAR – to review and approve the Accounting Statements
d) 2022-2023 AGAR – to approve and sign the Certificate of Exemption
e) 2022-2023 AGAR - to review the relevant documents, namely:
1) Explanation of Variances as per Accounting Statement
2) Detailed Explanation of Variances Boxes 3 and 6
3) Bank Reconciliation
4) Asset Register
5) Receipts and Payment for FY 2022/23
6) Provisions for the exercise of public rights
f) Payments - to approve payments for May 2023
g) Community Account – update on bank mandate changes
h) Latest Receipts and Payments Monitoring – for information
i) To consider the quotations for Council insurance and accept the preferred provider
05/23-9 Planning Matters
a) Updates on applications
1) N/038/01634/22 Ashdown Cottage – application withdrawn
b) New applications for consideration
1) N/038/00940/23 Ashdown Cottage - Planning Permission - Erection of detached dwelling with integral garage
05/23-10 Date of Next meeting – Thursday, 27 July 2023, 7pm, Parish Rooms