Annual parish council meeting minutes


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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.



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

Cllr. J Adcock

Cllr. D Adcock

Cllr. J Johnston

Cllr. P Phillips


Mr. R Coleman                       Clerk

 There were no members of the public present.


1.         Welcome and Introductions.

Cllr. Bishop welcomed everyone to the meeting.  

 2.         Westwood 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.

 3.         Apologies.

All councillors were present.

 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 now being undertaken by Mr Derek Downes.

 b.         The Council resolved to increase the hourly rate payable to Mr Downes to £14.00.

 8          Clerk's Salary and Expenses.

The Council noted that the Clerk was on SCP23. The Council resolved to promote the Clerk to SCP24 with effect from 1 May 2017.

 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. However, it was noted that the football pitch was currently unused because of the absence of a football team in the village.

 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 2017.

 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 2017.

 14.       Risk Register.

The Council adopted the Risk Register dated 1 April 2017.

 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 £793.64 a significant decrease compared to last year.

 16.       Accounts 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.

 17.       Financial Regulations.

The Council noted the Financial Regulations dated 11 May 2009 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 were approved at the Parish Council meeting 2 March 2009.  

19.       Budget Details for Financial Year 2017/2018.

The Council noted the agreed Budget for FY2017/18.

 20.     Standing Orders.

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 ones.

 The meeting closed at 8.00 pm.


 5 June 2017                                                             

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