Minutes of Annual Meeting of Westwood Parish Council held in the Parish Room, Westwood at 7.30 pm, on Tuesday 5 May 2015.
Cllr. A Parker (Retiring Chairman).
Cllr. J Johnston
Cllr. J Bishop (Newly elected Chairman)
Cllr. P Phillips
Mr. R Coleman Clerk
PC Lee Pelling and PCSO MachLachlan attended on behalf of the Neighbourhood Policing Team (Part-time).
There was one members of the public present initially.
1. Welcome and Introductions.
Cllr. Parker welcomed everyone to the meeting.
Apologies for non-attendance were received from Cllrs. Adcock, Tillion and Wheals.
3 Election of Chair.
The Chairman, Cllr. Parker stated that owing to other commitments he would be unable to stand as Chairman and added that it is with regret that he would also be resigning from the Parish Council following the Annual Parish Meeting to be held on 6 May 2015.
Councillors expressed their disappointment at this news and thanked Cllr. Parker for his valued service on the Parish Council and they wished him well for the future.
Cllr. Bishop was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Johnston).
Cllr. Bishop took the Chair.
4 Election of Vice Chair.
Cllr. Phillips proposed that Cllr. Johnston be elected Vice Chairman for the ensuing year. Cllr. Johnston was duly elected unanimously.
5 Formation of Sub Committees.
The Chairman stated that any changes to the Sub-Committee membership would be deferred until a subsequent Ordinary Parish Council meeting.
6 Maintenance Contracts.
a. The Council noted that the following contracts had been let:
- Open Spaces/Cemetery Maintenance.
- Village Handyman
The Clerk commented that the grass cutting and some maintenance tasks were now being undertaken by Mr Derek Downes.
b. The Council resolved to maintain the hourly rate payable to Mr Cooke at £13.00.
7 Clerk's Salary and Expenses.
The Council noted that the Clerk was on SCP 23. The Clerk stated that he was not seeking any changes to his salary or expenses.
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.
8 Chairman’s Allowance.
The Council resolved unanimously to provide the Chairman with an allowance of £150.
9 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.
10. 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 2015.
11. 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. Johnston and Bishop - to sign cheques on its behalf.
12. Asset Register.
The Council noted the Asset Register dated 31 March 2015.
13. Risk Register.
The Council adopted the Risk Register dated 1 April 2015.
14. 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 £1041.91
15. Accounts for the Year ending 31 March 2015.
a. The Clerk gave a brief report on the Accounts for FY2014/2015. 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. The Clerk reminded cheque signatories to always initial the counterfoil in the cheque book when signing cheques.
b. Cllr. Parker stated that the Internal Auditor had completed his audit and had written to him as Chairman of the Parish Council. Cllr. Parker 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 resolved to approve the completed Annual Return for the year ended 31 March 2015 and authorised the Chairman, Cllr. Bishop, to sign Sections 1 and 2 of the Annual Return on its behalf. The Chairman signed the Annual Return on behalf of the Council.
16. Financial Regulations.
The Council noted the Financial Regulations dated 11 May 2009 and resolved that no changes were necessary.
17. 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.
18. Budget Details for Financial Year 2015/2016.
The Council noted the agreed Budget for FY2015/16.
19. 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 7.57 pm.
1 June 2015