All Parish Councillors are summoned to attend the next virtual meeting of Acaster Malbis Parish Council, to be held on Monday 26 April 2021 at 7:30 pm. Meeting joining instructions and password are given below. Please join up to 15 minutes before the published start time.

There will be a public session before the meeting, and this will commence at 7:30 pm. Members of the public must adhere to the rules set by the council for this session. The rules can be downloaded from the Notices section of the Parish Council website.

Topic: Acaster Malbis Parish Council Meeting

Time: Apr 26, 2021 19:30 London time.

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Meeting ID: 944 0748 5427

Passcode: 917023

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Meeting ID: 944 0748 5427

Passcode: 917023

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AGENDA

1. To elect the Chairman and officers for the Parish Council Financial Year 2021-22.

List of current appointments:

1.1.

Chairman *

Cllr W G Taylor

1.2

Vice-Chairman

Cllr D Walker

1.3

Planning Committee (four members)

1). Cllr J Smith
(Convenor)

2). Cllr D Walker

3). Cllr B Hawkins

4). Cllr C Booth

1.4

Grass Cutting Co-ordinator

Cllr W G Taylor

1.5

Monitoring Officer: Income/Expenditure compared with the Budget

Online Banking Control & Verification (three members)

M G Davies - Clerk

Cllr C Booth - (online banking control 1)

Cllr R Jones - (online banking control 2)

Cllr B Hawkins - (online banking control 3)

1.6A

Local Councils Associations (two representatives) **

M G Davies - Clerk

Cllr D Walker

1.6B

Police Community Liaison representatives

M G Davies - Clerk

Cllr D Walker

1.7

Representative Trustee: Acaster Malbis Memorial Hall

Cllr R Jones

1.8

Emergency Planning Co-ordinator

M G Davies - Clerk

1.9

Webmaster

Cllr P Harlington

1.10

Data Protection Officer

Cllr P Harlington

*To be notified to City of York Council, Democratic Services Officer and Yorkshire Local Councils Associations upon acceptance of office.

**To be notified to Yorkshire Local Councils Associations.

1a. To receive apologies and approve reasons for absence.

2. 2.1 To receive any declarations of interest not already declared under the council’s code of conduct or members Register of Disclosable Pecuniary Interests.

2.2 To receive and consider any applications for dispensation.

3. To confirm the minutes of the meeting held on 12 April 2021 as a true and correct record.

4. To receive information on the following ongoing issues and decide further action where necessary.
4.1 Lakeside culvert update.
4.2 Mill Lane bench - update.
4.3 Dog waste bins - update.
4.4 Missing footpath signs - update.

5. To consider the following planning applications(s):
There were none at the time the Agenda was issued.

6. To receive the following planning decision(s) / information:
Update from Cllr Smith.

7.         Matters requested by councillors or clerk:
            7.1     To Receive Reports from Councillors who have attended training events and
                        meetings of outside bodies.
            7.2       To consider and approve the following resolution if necessary:
            “To resolve that the council empowers the clerk/ responsible financial officer to do anything             expedient and necessary to ensure the continuous business of the council, and to deal with             mandatory undertakings to prevent the authority from incurring liability during the period             that the delegation is applicable. The council agrees that the officer will consult with the             chairman and/or vice-chairman in the decision making but the council acknowledges that it             is the officer that is the decision-maker”.

8.         Financial matters:
            8.1       To certify Acaster Malbis Parish Council as exempt from external audit for fiscal year
                        2020/21.

8.2 To note the Annual Internal Audit Report for 2020/21 included on page 4 of the
Annual Governance and Accountability Return 2020/21.

8.3      To approve Section 1 - Annual Governance Statement 2020/21 for Acaster Malbis
                        Parish Council on page 5 of the Annual Governance and Accountability Return
                        2020/21.

8.4       To approve Section 2 - Accounting Statements 2020/21 for Acaster Malbis Parish                                    Council on page 6 of the Annual Governance and Accountability Return 2020/21.

            8.5     To approve the publication of documents required by Accounts and Audit
                        Regulations 2015, the Local Audit (Smaller Authorities) Regulations 2015 and the
                        Transparency Code for Smaller Authorities namely:

                        a) Certificate of Exemption.

b) Annual Internal Audit Report 2020/21.

c) Section 1 – Annual Governance Statement 2020/21.

d) Section 2 – Accounting Statements 2020/21, page 6.

e) Analysis of variances.

f) Bank Reconciliation to 31 March 2020.

g) Notice of the period for the exercise of public rights and other information required
by Regulation 15 (2), Accounts and Audit Regulations 2015.

8.6 To authorise the clerk to submit the appropriate certificate of exemption to the
external auditor in due course.

8.7.      To note or approve the following accounts for payment:
                        As this meeting has been brought forward some figures are not available but the
                        following should be noted.
            Receipt on 14 April 2021 of VAT refund for period 01.04.2020 to 31.03.2021 of £212.12.
            The first installment of the 2021-22 Precept is due to be received in the last week of April.
            To note that the Internal Audit fee for 2020-21 and insurance renewal premium will fall due
            for payment in before the end of May 2021.

8.8. To receive a bank reconciliation report to 31 May 2021.
This report will not be issued until a date in May 2021.

8.9 To receive a budget / actual comparison to 31 May 2021.
This report will not be issued until a date in May 2021.

9. To consider the following new Correspondence received and decide action where necessary:
CPRE - Fieldwork - Spring 2021.
CPRE - Countryside Voices - Spring 2021.

10. North Yorkshire Police local PCSO Crime reports.
These reports are still suspended.

11. To consider matters raised with/by the Ward Member – Councillor J.C.Galvin.
To receive a report on matters not listed elsewhere.

12. To notify the clerk of matters for inclusion on the agenda of the next meeting.

13.       To confirm the date of the next meeting as Monday - date to be confirmed and to confirm
            the cancellation of the meeting scheduled for Monday 10 May 2021 if deemed
            appropriate.

M.G.Davies (Clerk) Date of issue Tuesday 20 April 2021.