Annual parish council meeting minutes

   

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     Minutes of Annual Meeting of Westwood Parish Council held in the Parish Room, Westwood at 7.30 pm, on Tuesday 8 May 2012.

 Present

 Cllr. J Johnston        (Chairman for the meeting and newly elected Vice-Chair).

Cllr. J Bishop

Cllr. G Edwards

Cllr. S Higgs

Cllr. Howard-Evans

                     

Mr R Coleman                      Clerk

 

There were no members of the public present.

                       

1.         Welcome and Introductions.

Cllr. Johnston welcomed everyone to the meeting.  

 2.         Apologies.

Apologies for non-attendance were received from Cllrs. Biles, Harding, Parker and Richardson.

 3          Election of Chair.

Cllr. Parker was unanimously elected Chairman of the Parish Council (Proposer: Cllr. Bishop, seconder: Cllr. Johnston).

 4          Election of Vice Chair.

Cllr. Howard Evans proposed, seconded by Cllr. Bishop, that Cllr. Johnston be elected Vice Chairman for the ensuing year. Cllr. Johnston was duly elected unanimously.

 5          Formation of Sub Committees.

The Council resolved that the Sub-Committee membership should remain as recently agreed at a Parish Council meeting, with two exceptions. Cllr. Howard-Evans was appointed to the Environmental Sub-Committee and Cllr. Higgs was appointed to the Cemetery. Both appointments were in addition to their existing Sub-Committee memberships.

 6          Maintenance Contracts.

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.

 The Council resolved to maintain the hourly rate Mr Cooke at £12.50.

 7          Clerk's Salary and Expenses.

The Council noted that the Clerk was on SCP 21 and the Clerk stated that he was not seeking an increase in his salary at this stage. The Chairman, on behalf of the Council, thanked the Clerk for his continuing excellent service and proposed that the Clerk be promoted to SCP 22 with effect from 1 May 2012. The Council resolved that the Clerk be promoted to SCP 22 with effect from 1 May 2012.

 The Council noted and agreed the change in the level of expenses detailed on ‘Clerk’s Expenses and Allowances May 2012. The only change was in the postage rates following their recent increase by Royal Mail.

       8          Chairman’s Allowance.

The Council decided unanimously to provide the Chairman with an allowance of £150.

 9          Football Pitch Charges

Cllr. Bishop declared a personal interest in this matter. The Council decided unanimously to continue with a single charge per match of £15, 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 than £100 and to increase those fees currently greater than £100 by £10. The Council decided that the increase is to be applicable from 1 June 2012.

 11.       Banking arrangements.

The Council agreed 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 2012.

 

13.       Risk Register.

The Council adopted the Risk Register dated 1 April 2012.

 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 £1004.36.

 15.       Accounts for the Year ending 31 March 2012.

 a.         The Clerk gave a brief report on the Accounts for FY2011/2012. 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 2012 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 2012/2013.

The Council noted the agreed Budget for FY2012/13.

 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 8.05 pm.

 

 

Chairman

 11 June 2012

                        

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