Dear Councillor,
Council Members are summoned to attend the ANNUAL MEETING of the Council to be held on Thursday
28 May 2020 at 7.30pm using Microsoft Teams.
Members of the public have a right to and are invited to attend the virtual meeting using Microsoft Teams.
If you wish to attend, please email the office@hurstpierpoint-pc.gov.uk before 4pm on 28 May 2020 to
be sent an electronic invitation.
Sarah Groom, Clerk to the Council Thursday 21 May 2020
AGENDA
The present Chairman of Council will be Chairman of the Meeting until the conclusion of item 1.

1. To elect the Chairman of the Council for the ensuing year and receive the Chairman’s
   Declaration of Acceptance of Office as Chairman of the Council.
2. To receive and record apologies for absence.
3. To receive and record declarations of interest.
4. To elect the Vice-Chairman of the Council for the ensuing year and receive the Vice-Chairman’s
   Declaration of Acceptance of Office as Vice-Chairman of the Council.
5. To elect Councillors to serve upon the Council’s Committees, Panels and Working Groups and
   to elect Chairs and Vice-Chairs of each.
   Councillors are invited to indicate their membership preference to the Clerk in advance of the
   meeting to enable the proposed list to be tabled. (Committee Membership 2020/21 ATTACHED
   as Item 5)
   RECOMMENDATION: The Council RESOLVES to agree and adopt the list of membership of the
   Committees, Panels and Working Groups.
6. To appoint Council representatives to other organisations for 2020/21.
   Councillors are invited to indicate their preference to the Clerk in advance of the meeting to
   enable the proposed list to be tabled. (Council Representative to Other Organisations 2020/21
   ATTACHED as Item 6)
   RECOMMENDATION: The Council RESOLVES to agree and adopt the list of Council
   representatives on other organisations.
7. To receive and accept the Minutes of the Meeting of the Council held on 23 April 2020.
8. To consider whether to adjourn the Meeting in accordance with Standing Orders to receive
   questions from members of the public in attendance.
9. To receive verbal reports from Representatives of other Authorities:
   9.1 Mid Sussex District Council (MSDC)
   HURSTPIERPOINT SAYERS COMMON
   PARISH COUNCIL
   &
   9.2 West Sussex County Council (WSCC)
   9.3 Mid Sussex Association of Local Councils (MSALC)
10. To receive the minutes and where appropriate, consider the recommendations of the following
    Committees and Panel.
    The Council is asked to receive the minutes and where appropriate, consider the
    recommendations of the following Committees and Panel:
    10.1 Planning & Environment Committee (7 May 2020) (See Item 10.1 ATTACHED)
    10.2 Finance & Governance Committee (21 May 2020) (See Item 10.2 ATTACHED)
    10.3 Strategic Policy and Resources Panel (27 April, 4 May, 11 May & 18 May) (See Items
    10.3.1-10.3.4 ATTACHED)
    RECOMMENDATION: The Council RESOLVES to agree and adopt the minutes of the following
    Committee and Panel:
    i. Planning & Environment Committee (7 May 2020);
    ii. Finance & Governance Committee (21 May 2020); and
    iii. Strategic Policy and Resources Panel (27 April, 4 May, 11 May & 18 May);
11. To consider and agree the Income and Expenditure for Year Ending 31 March 2020.
    The Council is asked to consider and agree the Income and Expenditure for Year Ending 31 March
    2020 (See Item 11 ATTACHED) as follows:
    RECOMMENDATION: The Council RESOLVES to agree and adopt the Income and Expenditure for
    Year Ending 31 March 2020.
12. To consider and agree the Internal Audit Report Letter dated 15 May 2020.
    The Council is asked to consider and agree the Internal Audit Report Letter dated 15 May 2020
    from Mulberry & Co. including the audit findings for action (See Item 12 ATTACHED) as follows:
    RECOMMENDATION: The Council RESOLVES to agree and adopt the Internal Audit Report dated
    15 May 2020, noting the findings that require action.
13. To consider and agree the Annual Governance and Accountability Return for the year ending 31
    March 2020.
    The Council is asked to consider and agree the Annual Governance and Accountability Return for
    the year ending 31 March 2020 ensuring it accurately presents the financial management of the
    Council as required by the Accounts and Audit Regulations 2015 as follows:
    13.1 To adopt Section 1: The Annual Governance Statement 2019/2020 (See Item 13.1
    ATTACHED).
    RECOMMENDATION: The Council RESOLVES to agree and adopt the Annual Governance
    Statement 2019/2020.
    HURSTPIERPOINT SAYERS COMMON
    PARISH COUNCIL
    &
    13.2 To adopt Section 2: The Accounting Statement 2019/2020 (See Item 13.2 ATTACHED).
    RECOMMENDATION: The Council RESOLVES to agree and adopt the Accounting Statement
    2019/2020.
    13.3 To agree the period of the publics’ right of inspection will be 15 June 2020 to 24 July 2020
    (the Regulations require the period to include 30 workings days and the first ten working
    days of July).
    RECOMMENDATION: The Council RESOLVES to agree and adopt the period of public inspection
    of the accounts as 15 June 2020 to 24 July 2020.
14. The Council is asked to note any information items, correspondence received or requests.
    Protocol for filming and recording at public meetings: The Council has a protocol for public filming, recording and photography at its
    meetings, which is available on the Council’s website or on request at the Parish Office.