DRAFT Minutes of Annual Meeting of Westwood Parish Council held at the Parish Room, Farleigh Lane, Westwood at 7.30 pm on Tuesday 8 May 2018
Cllr. J Bishop (Retiring Chairman and newly elected Chairman).
Cllr. J Adcock
Cllr. D Adcock
Cllr. J Johnston
Cllr. G Mumford
Cllr. P Phillips
Mr. R Coleman Clerk
There was one member of the public present.
1. Welcome and Introductions.
Cllr. Bishop welcomed everyone to the meeting.
2. Westwood Parish Council/Declaration of Office.
There were no interests declared.
Apologies for non-attendance were received from Cllrs. M Cartwright-Hignett and T Leeder.
4 Election of Chair.
Cllr. Bishop was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Johnston). Cllr. Bishop signed the Declaration Form that was then countersigned by the Clerk.
5 Election of Vice Chair.
Cllr. Adcock proposed that Cllr. Johnston be elected Vice Chairman for the ensuing year. Cllr. Johnston was duly elected unanimously.
6 Formation of Sub Committees.
Discussion on changes to the Working Party structure and respective areas of responsibility was deferred until a subsequent meeting.
7 Maintenance Contracts.
a. The Council noted that the following duties are undertaken on behalf of the Parish Council and that all work undertaken is paid on submitted invoices.
Open Spaces/Cemetery Maintenance.
- Village Handyman
The Clerk commented that these duties were undertaken by Mr Derek Downes.
b. The Council resolved to increase the hourly rate payable to Mr Downes to £14.50.
8 Clerk's Salary and Expenses.
The Council resolved to increase the salary of the Clerk to SCP 26 with effect from 1 May 2018.
The Council noted that the level of expenses detailed on ‘Clerk’s Expenses and Allowances – May 2014’ would remain unchanged except for the increases to the postage rates.
9 Chairman’s Allowance.
The Council resolved unanimously to provide the Chairman with an allowance of £100.
10 Football Pitch Charges
The Council resolved unanimously to continue with a single charge per match of £18, irrespective of whether it was a senior or junior match.
11. Cemetery Fees.
The Council resolved to increase all existing burial and memorial fees by £5 for those up to £100 and £10 for those fees currently equal to or exceeding £100.
The Council resolved that the increase is to be applicable from 1 June 2018.
12. Banking arrangements.
The Council resolved unanimously to maintain the existing ‘banking arrangements’ with Lloyds for the year and it authorised members of the Financial Sub-Committee – Cllrs. J Adcock, Johnston and Bishop - to sign cheques and other financial authorisations on its behalf.
13. Asset Register.
The Council noted the Asset Register dated 31 March 2018.
14. Risk Register.
The Council adopted the Risk Register dated 1 April 2018.
15. Insurance Cover.
a. The Council noted the recent renewal quotation received from Zurich Municipal Insurance and agreed that the cover provided was adequate.
b. The Council resolved to renew the Parish Council insurance with Zurich Municipal and to pay the annual Insurance Premium of £834.13.
16. Annual Governance and Accountability Return for the Year ending 31 March 2018.
a. The Clerk gave a brief report on the Accounts for FY2017/2018. He stated that he had balanced the accounts and had completed the Annual Return and that all matters were in order and that the Annual Return had been ‘signed off’ by the Internal Auditor.
b. Cllr. Bishop stated that the Internal Auditor had completed his audit and had written to him as Chairman of the Parish Council. Cllr. Bishop confirmed that the letter stated that all matters were in order. The Council noted the contents of the letter from the Internal Auditor. The Chairman thanked the Clerk for continuing to undertake his duties in a conscientious manner.
c. The Council unanimously resolved to approve Section 1 (Annual Governance Statement 2017/18) of the Annual Governance and Accountability Return and the Chairman signed it on behalf of the Council.
d. The Council unanimously resolved to approve Section 2 (Accounting Statements 2017/18) of the Annual Governance and Accountability Return and the Chairman signed it on behalf of the Council.
e. The Council confirmed that the Clerk is the Responsible Finance Officer.
17. Financial Regulations.
The Council noted the Financial Regulations dated 6 November 2017 and resolved that no changes were necessary.
18. Appointment of Internal Auditor.
a. The Clerk confirmed that Mr J Taylor was prepared to remain the Internal Auditor for a further year and the Council resolved unanimously to appoint him, once again, as Internal Auditor. The Council resolved to pay Mr Taylor £120 for undertaking the recent audit.
b. The Council was satisfied at the effectiveness of the Internal Audit and noted that the Terms of Reference for the Internal Audit dated 1 April 2018 were approved at the Annual Parish Council meeting held on 8 May 2018.
19. Budget Details for Financial Year 2018/2019.
The Council noted the agreed Budget for FY2018/19.
20. Standing Orders.
The Council noted the existing suite of Standing Orders and the proposal to adopt the General Data Protection Regulation (GDPR) Policy Document. The Council resolved to adopt the GDPR Policy as stated in the Policy document and resolved that no additional Standing Orders were required at this stage or amendments to existing ones.
The meeting closed at 8.05 pm.
4 June 2018