NOTICE OF PARISH COUNCIL MEETING

Snape with Thorp Parish Council

Agenda for the Annual General Meeting of the Council to be held on Wednesday 24 May 2023 at 6.00 pm in the Snape Methodist Church Schoolroom

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 meeting held on 3 May (copy attached)
5. Matters arising
   1. Coronation of King Charles III – to finalise activities

6. Financial matters –

1. To note that the Council fulfils the criteria to declare itself exempt from the requirement for a limited assurance review and to agree this declaration (see page 3 of the Annual Governance and Accountability Return 2022/23 – copy attached)
2. To note the annual internal audit report for 2022/23  (page 4 of the Annual Governance and Accountability Return 2022/23 - copy attached)
3. To approve the annual governance statement for 2022/23 (page 5 of the Annual Governance and Accountability Return 2022/23 - copy attached)
4. To approve the annual accounting statement for 2021/22 (page 6 of the Annual Governance and Accountability Return 2022/23 - copy attached)
5. To approve the certificate of exemption for 2022/23 (page 3 of the Annual Governance and Accountability Return 2022/23 – copy attached
6. To note and approve the following:
   1. Bank Reconciliation
   2. Explanation of variances
   3. Explanation of high reserves

(see attached documents)

7. To approve the publication of documents required by the Accounts and Audit Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the Transparency Code for Smaller Authorities (see paper attached)
8. To approve the year end (2022/23) and new year (2023/24) receipts and payments since the last meeting (see attached reconciliations)
1. To note hours of work undertaken by the Clerk since the last meeting (see attached finance report)
10. To agree the financial allocations for 2023/24 as follows
    1. to the playing field - £150
    2. for the avenue - £500
    3. for defibrillator - £100
11. Financial Regulations – annual decision making – paper attached
50. Insurance cover – to receive a report from the Clerk and to confirm action taken

7. Playing Field Development Committee – report by the Clerk
8. Playing Field – to discuss replacement of goal posts and receive an update on interest in re-establishing the Playing Field Committee – report by Cllr Hodges
9. Asset Register – to agree the asset register (see attached)
10. Risk Assessment – to agree the risk assessment report (see attached)   
11. Planning applications
    1. To receive a request from a resident to dig a trench in the village green to allow for foundations for the end of the house wall, and to make good the green afterwards – refers to approved planning application for Lyme House ie 20/02195/FUL - to receive paper and report from the Clerk and to agree approach
    2. Prices Paving and Stone Ltd – to receive any updated information
    3. Update on any other planning applications – report from the Clerk
12. Appointment of Councillors to represent the PC at YLCA meetings (see paper attached)
13. To resolve to exclude members of the public and press under item 14 due to the nature of the business to be transacted being prejudicial to the public interest
14. Tree Survey tender – to agree the approach for the Tree survey – a summary of the tenders received has been circulated separately

Signed …………………………………..…Clerk                       Date:

          Sarah Lowe

PLEASE NOTE: the Council can only consider written information if it is submitted to the Clerk at least 48 hours before the meeting.

Press and members of the public can attend the meeting which will be open to the public and press unless the Council otherwise direct.