Annual parish council meeting minutes

    The most recent Minutes are belo

The most recent minutes are below. For last year's and previous year's minutes please use the link at the foot of the page or refer to the annual collection of minutes in the collected pdf files section on the Parish Council webpage. Please note that minutes are published as DRAFT minutes and will be approved at the next meeting of the parish council. The minutes for an extraordinary meeting will also be posted to this page. Such a meeting could be held prior to an ordinary meeting or after such a meeting.

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 Minutes of Annual Meeting of Westwood Parish Council held at the Parish Room, Farleigh Lane, Westwood at 7.30 pm on

Tuesday 3 May 2022.

                                                     

Present

 Cllr. J Bishop               (Retiring Chairman and newly elected Chairman).   

Cllr. J Johnston

Cllr. E Triggs

Cllr. A Pittman

Cllr. P Philips

 Mr. N Baker                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.

 3.         Apologies.

Apologies for non-attendance were received from Cllr. P Waller, Cllr A Dale, Cllr G Mumford and Wiltshire Council Cllr. J Kidney.

 4.         Election of Chair.

Cllr. Bishop was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Johnston, seconded Cllr Philips). Cllr. Bishop signed the Declaration Form that was then countersigned by the Clerk.

 5.         Election of Vice Chair.

Cllr. Bishop proposed and Cllr Triggs seconded that Cllr. Johnston be elected Vice Chairman for the ensuing year. Cllr. Johnston was duly elected unanimously.

 6.         Formation of Working Groups.

Cllr Johnston will join the Play Area Group replacing Cllr Philips, all others remain as in the previous year.

 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 - £16.20 per hour

It was reported that these duties were undertaken by Mr Derek Downes.

 8.         Clerk's Salary and Expenses.

The Council noted that it had previously adopted the 2021/22 NALC/SLCC Pay Scales for the Clerk and that the salary of the Clerk in accordance with the revised Scale with effect from 1 April 2021 was at SCP21.

 The Council noted that the current level of expenses detailed on ‘Clerk’s Expenses and Allowances May 2019’ would continue to be adopted. These expenses would remain unchanged from previous expenses 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 official match of £18, irrespective of whether it was a senior or junior match.

 11.       Cemetery Fees.

The Council noted that there had been no increases in the Cemetery fees in 2020 and  resolved to increase all existing burial and memorial fees by £10 in relation to those charges shown on the Cemetery Fee List dated June 2021.

 The Council resolved that the increase is to be applicable from 1 June 2022.

 12.       Banking arrangements.

The Council resolved unanimously to maintain the existing ‘banking arrangements’ with Lloyds Bank and National Savings (NS&I) for the year and it authorised members of the Financial Sub-Committee Cllrs.  J Bishop, Johnston, Mumford and Pittman - to sign cheques and other financial authorisations on its behalf. In addition, the Clerk will also become a signatory.

 13.       Asset Register.

The Council noted the Asset Register dated 31 March 2022 and acknowledged the revised method of valuing assets.

 14.       Risk Register.

The Council noted the Risk Register dated 1 April 2022.

 15.       Insurance Cover.

The Council noted the recent renewal quotation of £1293.44 had yet to be paid to Zurich Municipal Insurance and agreed that the cover provided was adequate.

 16.       Annual Governance and Accountability Return for the Year ending 31 March 2022.

a.         The Clerk gave a brief report on the Accounts for FY2021/2022. He stated that he had balanced the accounts and had completed the Annual Governance and Accountability Return (AGAR) for FY2021/22 and that all matters were in order.

 b.         The Council unanimously resolved to approve Section 1 (Annual Governance Statement 2021/22) of the Annual Governance and Accountability Return and the Chairman signed it on behalf of the Council.

 c.         The Council unanimously resolved to approve Section 2 (Accounting Statements 2021/22) of the Annual Governance and Accountability Return and the Chairman signed it on behalf of the Council.

 d.         The Council confirmed that the Clerk is the Responsible Finance Officer.

 e.         The Council noted and approved the reserve of £17291.11 held in the NS&I Account for the refurbishment of the Play Area.

 17.       Financial Regulations.

The Council noted the Financial Regulations dated 6 November 2017 and resolved that only the addition of the Clerk as a signatory to the Bank Accounts was necessary.

 18.       Appointment of Internal Auditor.

a.         The Outgoing Clerk confirmed that Rebecca Randall had decided to step down as the internal auditor. The Clerk advised that he may already have identified a replacement. The Council resolved to pay a fee of £150 for undertaking the audit.

 b.         The Council was satisfied at the effectiveness of the Internal Audit as detailed in the Terms of Reference for the Internal Audit dated 1 April 2018 and it noted the comprehensive and detailed report provided by the Internal Auditor for FY2021/22 which confirmed that all matters were satisfactory.

 19.       Budget Details for Financial Year 2021/2022.

The Council noted the agreed Budget for FY2022/23 shown in the January Council Meeting minutes.

 20.     Standing Orders.

The Council noted the existing suite of Standing Orders.

 

The meeting closed at 8.05 pm.

 C N Baker

Clerk to Westwood Parish Council

5 May 2022                                                              

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