Annual parish council meeting agenda




Roger P Coleman                                                                                        2, The Laurels

Clerk to the Council                                                                                    Westwood


Tel: 01225 862770                                                                                       BA15 2AX





Notice is hereby given that the Annual Meeting of Westwood Parish Council will be held at the Parish Room, Farleigh Lane, Westwood on Monday 17 May 2021 commencing at 7.30pm       


This meeting will strictly observe the extant regulations regarding COVID-19 Security which will include maintaining social distancing, hand cleansing, face coverings and imposing a limit on the number of persons occupying the Parish Room. Please note COVID Secure Regulations on the attached sheet.


 1.         Welcome and Introductions.

The Retiring Chairman/Vice-Chairman to welcome those present and to advise/remind those present to respect the current COVID-19 Restrictions applicable to Community Hall/Public Meetings.

 2.         Declaration of Acceptance of Office.

Councillors to sign Declaration Forms and to note Register of Interests requirements.

 3.         Westwood Parish Council/Declaration of Interests.

Councillors to declare any interests in accordance with the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 in relation to this meeting.

 4.         Apologies.

To note apologies from those Councillors absent from the meeting.

 5.         Election of Chair.

a.         To elect the Chairman for the forthcoming year.

b.         The Chairman to sign the Declaration of Office Form.

 6.         Election of Vice Chair.

To elect the Vice-Chair for the forthcoming year.

 7.         Formation of Working Groups.

To note the Working Groups and their respective delegated authority.

 8.         Maintenance Contracts.

a.         To note the following contracts:        

           §  Open Spaces/Cemetery Maintenance.

§  Village Handyman.


b.         To decide on the level of remuneration for the Handyman & Maintenance tasks.

 9.         Clerk's Salary and Expenses.

To note the agreed 2020/21 Clerk’s Salary and level of expenses.

 10.       Chairman’s Allowance.

To decide on the level of ‘honorarium’ for the Chairman.

 11.       Football Pitch Charges

To decide the charges for the hire of the Playing Field.

 12.       Cemetery Fees.

To decide the level of fees applicable to the Cemetery.

 13.       Banking arrangements.

To agree the ‘banking arrangements’ for the year and to agree any changes to the nominated signatories.

 14.       Asset Register.

To note the Asset Register dated 31 March 2021.

 15.       Risk Register.

To approve the Risk Register dated 1 April 2021.

 16.       Insurance Cover.

To note the extant/proposed insurance cover and decide whether it is adequate.

 17.       Annual Governance and Accountability Return for the Year ending 31 March 2021.

a.         To receive a report from the Clerk.

b.         To approve Section 1 (Annual Governance Statement 2020/21) of the Annual Return.

d.         To approve Section 2 (Accounting Statements 2020/21) of the Annual Return.

e.         To confirm that the Clerk is the Responsible Finance Officer for FY2021/22.

f.          To note, and to approve, the Reserve held for the Play Area refurbishment. 

18.       Financial Regulations.

To note the Financial Regulations dated 6 November 2017 and to agree any changes.

 19.       Appointment of Internal Auditor.

a.         To note the appointment of an Internal Auditor for the year and to agree the level of remuneration.

b.         To consider the effectiveness of the Internal Audit and to note the latest Terms of Reference for the Internal Audit dated 1 April 2018.

 20.       Budget Details for Financial Year 2021/2022.

To note the agreed Budget for the year.

 21.     Standing Orders.

To consider the need for additional Standing Orders, or amendments to existing ones.


Roger Coleman


 11 May 2021


Members are reminded that the Council has a general duty to consider the following matters in the exercise of any of its functions: Equal Opportunities (race, gender, sexual orientation, marital status and any disability), Crime and Disorder, Health and Safety and Human Rights.


COVID-19 Secure Regulations.

 The COVID Secure regulations by Westwood Parish Rooms are posted on a white notice board prominently placed by the main north entrance door. This is specific in NOT permitting persons with Coronavirus symptoms from entering.

 Entry and exit is by the grey north door with a notice to that effect. 

Gel stations are on the inner door to the hall with directions on their use.

 Note that the Hall currently has a maximum capacity of 30 persons.

 The layout for a Public meeting is as follows:

 Parish Council tables x 6 to allow for U shape (2 across top 2 each down sides) allows for 2m social distancing without face coverings.

 Public sits on 9 chairs (3x3) spaced 2m apart NO face coverings, or 12 chairs (4x3) spaced 1.5m apart FACE Coverings.


 James Crawford

Secretary for Trustees Westwood Parish Rooms 




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