p. Annual assembly of the Parish Meeting

All parishes must hold an annual assembly of the parish.

The annual parish meeting is an effective forum for local government electors to discuss matters specific to the parish. It provides an opportunity for village organisations to inform residents of their activity and to answer questions.

Where there is a parish council, the council will normally arrange the annual assembly and if the Chair of the council is present, the law requires them to preside. Any matters to be decided upon will be by a vote by those present who are on the electoral register for the parish.

The attendance of parish councillors is to be encouraged as this can help to demonstrate that the council is receptive to the views of residents. However, it is important to remember that an annual assembly is not a council meeting, and the seating arrangements etc. should not give the impression that it is.

The basic requirements for the annual assembly are as follows:

• must be held between 1st March and 1st June

• is convened by the chair of the council or by any two councillors for the parish.  Where no council exists, it may be convened by the chair of the parish meeting or by six electors.  Whoever convenes the meeting puts together the agenda

• can be held on any day an hour that the council fix, but not earlier than 6 pm

• may be held in any community building/meeting room for no cost or for a reasonable fee.  Unless no such room is available, the meeting cannot meet in any premises which at the time of the meeting is licensed to supply alcohol

• at least seven clear days' public notice (does not include day of notice, day of meeting, Sundays or public holidays) must be given of the meeting and the business to be transacted, signed by whoever convenes the meeting.  The notice period increases to at least 14 days if the parish will be deciding a matter relating to its governance - e.g. establishing or dissolving a council

• if present, the chair of the parish or town council must preside otherwise the meeting may elect a chair from those members of the electorate present.  Only electors of the parish can vote on any matter

• it is good practice for a parish or town council to produce a report detailing the activities of the council, the budget and contact details of its councillors.  It is also good practice to invite the District and County Councillors to give a report and an opportunity to answer questions from the electorate

• councils may serve food and drink either before or after the annual meeting.  If it includes alcohol, this may only be served after the meeting.