Minutes of Annual Meeting of
Westwood Parish Council held at Westwood with Iford Primary School, Westwood at
7.30 pm on Monday 8 May 2017.
Bishop (Retiring Chairman
and newly elected Chairman).
Cllr. J Johnston
no members of the public present.
Cllr. Bishop welcomed everyone to the meeting.
Parish Council/Declaration of Office/Register of Interests.
a. The Council noted the composition of
the Council following the elections held on 4 May 2017 – all nominated
councillors were present.
b. The councillors signed the Declaration
of Office Forms which were countersigned by the Clerk.
c. The Clerk drew the councillors
attention to the obligation to register interests in accordance with the
Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012 and he
provided copies of the Westwood Code of Conduct and details of how to register
interests. He commented that the interests have to be registered within 28 days
of taking up office.
councillors were present.
Bishop was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Johnston).
Cllr. Bishop signed the Declaration Form that was then countersigned by the
of Vice Chair.
proposed that Cllr. Johnston be elected Vice Chairman for the ensuing year.
Cllr. Johnston was duly elected unanimously.
of Sub Committees.
on changes to the Working Party structure and respective areas of
responsibility was deferred until a subsequent meeting.
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.
commented that these duties were now being undertaken by Mr Derek Downes.
b. The Council resolved to increase the hourly rate payable to Mr Downes to
8 Clerk's Salary and
noted that the Clerk was on SCP23. The Council resolved to promote the Clerk to SCP24 with effect from 1
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.
The Council resolved
unanimously to provide the Chairman with an allowance of £100.
resolved unanimously to
continue with a single charge per match of £18, irrespective of whether it was
a senior or junior match. However, it was noted that the football pitch was
currently unused because of the absence of a football team in the village.
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.
resolved that the increase is
to be applicable from 1 June 2017.
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.
noted the Asset Register dated 31 March 2017.
adopted the Risk Register
dated 1 April 2017.
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 £793.64 – a significant
decrease compared to last year.
for the Year ending 31 March 2017.
a. The Clerk gave a brief report on the
Accounts for FY2016/2017. He stated that he had balanced the accounts and had
completed the Annual Return and that all matters were in order and that the
accounts 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.
c. The Council unanimously resolved to approve Section 1
(Annual Governance Statement 2016/17) of the Annual Return and the Chairman
signed it on behalf of the Council.
d. The Council unanimously resolved to approve Section 2
(Accounting Statements 2016/17) of the Annual Return and the Chairman signed it
on behalf of the Council.
e. The Council confirmed that the Clerk is
the Responsible Finance Officer.
noted the Financial Regulations dated 11 May 2009 and resolved that no changes were necessary.
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 were approved at the Parish Council meeting 2 March 2009.
Details for Financial Year 2017/2018.
noted the agreed Budget for FY2017/18.
a. The Council noted the
existing suite of Standing Orders and resolved
that no additional ones were required at this stage or amendments to existing
closed at 8.00 pm.
5 June 2017