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Agenda – Annual Council Meeting and Town Council Meeting 8th May 2024

2nd May 2024

Dear Sir/Madam,                         

You are summoned to attend the Annual Town Meeting of Cotgrave Town Council, followed by theOrdinary Council Meeting both being held on Wednesday 8th May 2024 at 7pm, which will be held at Cotgrave Methodist Church Hall, to transact the business specified below.

Members of the press and public are welcome to observe proceedings.  Time is allowed for brief public participation. (Please forward details of any issues to the Town Clerk prior to the meeting.)

Yours faithfully

J D Stephenson

Town Clerk


Annual General Meeting   

1.         Election of Chairman and signing of the Declaration of Office.
2.         To receive apologies for absence.
3.         Election of Vice-Chairman of Council and signing of the Declaration of Office.
4.         Committees – to appoint representative on other bodies: Cotgrave Futures Trust (3), Cotgrave Country Park
Liaison Committee (1), Personnel Committee (6).
5.         To receive the following Council documents: a) Schedule of Meetings for 2024-2025
b) Health and Safety Policy Statement (to be signed by the Chairman of Council).
6.         Report in relation of Section 137 expenditure – 2023/2024


Town Council Meeting

1.         To receive apologies for absence.
2.         Declarations of Interest.
3.         Public Open Session.
4.         To confirm the accuracy of the minutes of the Town Council meeting held on 10th April 2024.
5.         To consider progress with the decisions taken.
6.         To confirm the Planning Minutes – to note
7.         Planning Applications
8.         Financial Matters – to consider a) payments made, b) income received (since the last meeting).
9.         Annual Governance Statement for 2023-2024

  1. Section 1 Annual Governance Statement 2023-2024
  2. Section 2 Accounting Statements 2023-2024
  3. Confirmation of the dates of the period for the exercise of public rights.
  4. Bank Reconciliation
  5. Explanations of variances between boxes 7 and 8
  6. Internal Auditors Report
  7. Internal Auditors Recommendation.

10.        Review of the following policies – a) Financial Regulations, b) Risk Management, c) Standing Orders, d)
Health and Safety Policy, e) Staff Policy & Procedure Handbook (to adopt).
11.        Working Groups – a) Strategy Group, b) Cotgrave FC, c) Litter Bins
12.        Correspondence
13.        Clerk’s Reports
14.        Councillors Reports