May 2020 Agenda Annual Parish Council Meeting
BIGBY PARISH COUNCIL
c/o Greensleeves
Main Street
Bigby
14th May 2020
YOU ARE HEREBY SUMMONED to attend the ANNUAL MEETING of BIGBY PARISH COUNCIL to be held on ZOOM on TUESDAY 19th MAY 2020 at 7.00 pm.
AJ Hannath
BUSINESS TO BE TRANSACTED
1. To Elect the Chairman for the Ensuing Year.
2. To Elect the Vice Chairman for the Ensuing Year.
3. Notice convening the meeting.
4. To Receive Apologies and Reasons for Absence
5.
a) To Record any Declarations of Interest by any member of the council in respect of the agenda items listed below. Members declaring interests should identify the Agenda Item and the type of interest being declared.
b) To Note any Dispensations given to any member of the council in respect of the Agenda Items listed below.
c) To Confirm that all members have completed their Declaration of Acceptance of Office.
d) To Confirm that all members have reviewed and updated their Register of Declared Interests, in accordance with the Localism Act 2011 and pursuant to the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012.
6. TO CONSIDER APPLICATIONS FOR CO-OPTION TO THE COUNCIL.
7. To Receive any Correspondence including Police Reports (for information only).
8. To Receive an Update on any outstanding issues from the clerk.
9. To Receive any Questions from Members.
10.
a) TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING HELD ON TUESDAY, 4th FEBRUARY 2020
b) TO RECEIVE AND APPROVE THE MINUTES, AS CIRCULATED, OF THE MEETING OF THE VILLAGE HALL COMMITTEE HELD ON TUESDAY, 4th FEBRUARY 2020
11. ACCOUNTS
a) To Receive the following Financial Report and Approve the Accounts for Payment: as at 18th March, 31st March and 6th May 2020 (Statement of accounts enclosed) Appendix 1 – Schedule of Payments
12. ANNUAL AUDIT – YEAR ENDING 31st MARCH 2020
(All documents enclosed)
a) To affirm the independence of Mr R Dixon as Internal Auditor, and that he has no interest, financial or otherwise, with any member or officer of the council.
b) To receive the internal auditor’s report for the Fiscal Year 2019/20 and to consider implementation of the recommendations
c) To note the receipt of the Internal Auditor’s completion statement for the Fiscal Year ending 31 March 2020.
d) To complete the Statements of Assurance and Assertions required from Members. (Section 1)
e) To receive and approve the Receipts and Payments Summary and Accounts for the Fiscal Year ended 31 March 2020.
f) To approve the Accounting Statements for the Fiscal Year 2019/2020 (Section 2)
g) To certify that Bigby Parish Council is exempt from a limited assurance review under Section 9 of the Local Audit (Smaller Authorities) Regulations 2015
h) To approve the Council’s Asset Register.
i) To authorise payment of the Auditor’s invoice following completion of the internal audit for the Fiscal Year 2019/20.
13.
a)TO RECEIVE CONFIRMATION FROM THE CLERK OF THE INSURER APPOINTED WITH EFFECT FROM 1st JUNE 2020, YEAR 3 OF 3
14. PLANNING APPLICATIONS AND DECISION NOTICES
Members are reminded that applications can be received after the deadline for the publication of the agenda. The clerk will forward any further applications to you before the meeting for your consideration.
Reference: 140980 – Planning application for extension to annex accommodation – The Old Rectory, Main Street, Bigby
15. TO REVIEW THE MODEL STANDING ORDERS INCLUDING 2 AMENDMENTS (Circulated in advance of the agenda)
16.
a) TO REVIEW THE MODEL FINANCIAL REGULATIONS (Circulated in advance of the agenda)
b) TO REVIEW THE FINANCIAL RISK ASSESSMENT (Circulated in advance of the agenda)
17. TO REVIEW THE RISK MANAGEMENT OF GENERAL COUNCIL FUNCTIONS (Circulated in advance of the agenda)
18. TO REVIEW THE FOLLOWING DOCUMENTS PREPARED TO FULFIL THE DEMANDS OF THE GENERAL DATA PROTECTION REGULATIONS (Circulated in advance of the agenda)
i) General Privacy Notice
ii) Privacy Notice for Staff Councillors and other Role Holders
iii) Consent Form
19. TO DETERMINE THE MEMBERSHIP OF THE VILLAGE HALL COMMITTEE AND THE PERSONNEL COMMITTEE (Committee Chairman to be determined at the first meeting of each committee)
20. TO RECEIVE A REPORT FROM COUNCILLOR TURNER ON COUNTY COUNCIL MATTERS
21. TO RECEIVE A REPORT FROM COUNCILLOR STRANGE ON DISTRICT COUNCIL MATTERS
22. TO CONSIDER A REQUEST FROM THE PAROCHIAL CHURCH COUNCIL FOR A DONATION TOWARDS THE FUNDING OF THE GRASSCUTTING IN THE GRAVEYARD
23. TO CONSIDER RENEWING THE CONTRACT FOR THE SERVICES OF THE VILLAGE HANDYMAN
24. TO CONFIRM THE DONATION OF £1500.00 TOWARDS THE UPKEEP THE VILLAGE HALL FOR THE CURRENT FINANCIAL YEAR.
25. TO CONFIRM RENEWAL OF THE MEMBERSHIP OF LALC IN THE SUM OF £147.43.
26. TO REVIEW THE LATEST DATA COLLECTED FROM THE SID DEVICE FROM EARLY MARCH 2020
Appendix 1
ACCOUNTS FOR PAYMENT
