Minutes of Annual Meeting of Westwood Parish Council held in the Parish Room, Westwood at 7.30 pm, on Monday 13 May 2013.
Cllr. J Johnston (Chairman for the meeting and newly elected Chairman).
Cllr. T Biles
Cllr. J Bishop (Part-time)
Cllr. G Edwards
Mr R Coleman Clerk
Wiltshire Council Cllr. Magnus MacDonald attended.
PCSO Leeds attended on behalf of the Neighbourhood Policing Team.
There were no members of the public present.
The councillors present signed the Declaration Form which was countersigned by the Clerk
The Clerk advised the councillors that if they had interests to declare then these interests must be registered with the Wiltshire Council Monitoring Officer within twenty-eight days. The Clerk handed copies of the Code of Conduct, the procedure for registering interests on-line and details of the interests to be registered to each councillor.
1. Welcome and Introductions.
Cllr. Johnston welcomed everyone to the meeting.
Apologies for non-attendance were received from Cllrs. Parker, Phillips and Richardson.
3 Election of Chair.
Cllr. Johnston was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Bishop, seconder: Cllr. Biles).
4 Election of Vice Chair.
Cllr. Bishop proposed, seconded by Cllr. Edwards that Cllr. Bishop be elected Vice Chairman for the ensuing year. Cllr. Bishop was duly elected unanimously.
5 Formation of Sub Committees.
The Council resolved that the Sub-Committee membership should be decided at the next meeting.
6 Maintenance Contracts.
a. The council noted that the following contracts had been let:
- Open Spaces – S&J Grounds Ltd.
- Village Handyman – Mr V Cooke.
- Churchyard/Cemetery Maintenance – Mr V Cooke.
b. The Council resolved to increase the hourly rate of Mr Cooke to £13.00.
7 Clerk's Salary and Expenses.
The Council noted that the Clerk was on SCP 22. The Chairman, on behalf of the Council, thanked the Clerk for his continuing excellent service and proposed that the Clerk be promoted to SCP 23 with effect from 1 June 2012. The Council resolved that the Clerk be promoted to SCP 23 with effect from 1 June 2012.
The Council noted that the level of expenses detailed on ‘Clerk’s Expenses and Allowances – May 2012 would remain unchanged.
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 fees currently less or equal to £100 and to increase those fees currently greater than £100 by £10. The Council resolved that the increase is to be applicable from 1 June 2013.
11. Banking arrangements.
The Council resolved unanimously to maintain the existing ‘banking arrangements’ with Lloyds TSB for the year and it authorised members of the Financial Sub-Committee – Cllrs. Parker, Johnston and Bishop - to sign cheques on its behalf.
12. Asset Register.
The Council noted the Asset Register dated 31 March 2013.
13. Risk Register.
The Council adopted the Risk Register dated 1 April 2013.
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 £1010.32.
15. Accounts for the Year ending 31 March 2013.
a. The Clerk gave a brief report on the Accounts for FY2012/2013. He stated that he had balanced the accounts and had completed the Annual Return and that the accounts had been ‘signed off’ by the Internal Auditor.
b. The Chairman stated that the internal auditor had completed his audit and had written to him and the Chairman confirming 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 2013 and authorised the Chairman 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 2013/2014.
The Council noted the agreed Budget for FY2013/14.
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 7.55 pm.
3 June 2013