Snape with Thorp Parish Council

Agenda for the Annual Meeting of the Council to be held on Wednesday 11 May 2016 at 7.30 pm in the Snape Village Institute

1. Election of Chairman and signing of documentation
2. Apologies for absence – to receive apologies
3. Declarations of interest – to receive any declarations of interest in agenda items
4. Minutes – to agree and sign the minutes of the follow meetings:
   1. 23 March
   2. 13 April (copies attached)
5. Matters arising
6. Avenue – to discuss next steps
7. Policing report - PCSO Ian MacDonald will attend to present the report
8. Financial matters –

1. To approve the receipts and payments since the last meeting (see below)
2. To note hours of work undertaken by the Clerk since the last meeting (see below)
3. Insurance cover – report by Clerk and to agree renewal
4. To approve the annual governance statement for submission to the external auditor (papers attached)
5. To receive statement from Clerk on accounting processes for 2015/16 and internal auditor’s comment on risk (copy attached)
6. To receive the annual accounting statements and approve (paper attached)
7. To agree the financial allocation to the playing field for 2016/17
9. Playing Field Committee –
   1. To appoint the membership of the Committee as per the terms of reference
   2. Report from Committee meeting held on 11 May – verbal report
10. Transparency and Openness – website for the PC; requirements – to note progress (see attached)
11. Asset Register – to agree the asset register (see attached)
12. Risk Assessment – to agree the risk assessment for the PC (see attached)
13. Financial resolutions – to review and update as necessary (see attached)
14. Annual Open Meeting – to discuss any items from this meeting and agree any action necessary (see draft minutes attached)

Receipts and payments:

Receipts – YLCA (funding for PC & scanner) - £811.67; Snape Avenue Fund - £124.79; Precept - £2650; NYCC grant for avenue works - £1000

Payments – HMRC - £99.20; S Lowe – salary £40.80, 64.80; S Lowe – expenses £24.00, £35.35; A Whitehead Associates (aerial survey) - £480; YLCA (subscription) - £124; Farm and Land Services (2 x grass cuts) - £331.20; Bluestone Solutions Ltd (purchase of PC, scanner/printer, mouse, Microsoft Office and set up costs) - £696.80

Bank accounts as at 5 May 2016

Current account - £6221.86

Deposit account - £2632.79

Institute Committee account - £21,153.26

Hours worked:

April – 13 hours 30 minutes