SOUTHWICK PARISH COUNCIL

Chairman – Mrs K Noble

DRAFT Minutes of the Annual Meeting of Southwick Parish Council held in the Village Hall, Southwick at 7.30 pm on Tuesday 17 May 2016.

Present

Cllr. K Noble (Retiring and newly Elected Chair)

Cllr. A Doel

Cllr. D Jackson

Cllr. J Jones

Cllr. S Jones

Cllr. F Morland

Cllr. E Pomeroy

Cllr. D West

Mr R Coleman          Clerk

Wiltshire Council Cllr. Horace Prickett attended.

1221.  Welcome and Introductions.

Cllr. Carey welcomed everyone to the meeting.  

1222   Declarations of Interests.

There were no interests declared.

1223.  Apologies.

Apologies for non-attendance were received from Cllrs. S Carey, G Masters and from the Community Policing Team.

1224.  Election of Chair.

Cllr. West proposed that Cllr. Noble be elected Chairman. This motion was seconded. There were no other nominations. Cllr. Noble was elected. Cllr. Noble signed the Declaration Form in the presence of the Clerk.

Cllr. Noble took the Chair.

1225.  Election of Vice Chair.

Cllr. Pomeroy proposed that Cllr. Jackson be elected Vice Chairman for the ensuing year. This motion was seconded. There were no other nominations and Cllr. Jackson was elected.

1226.  Appointment of Representatives.

The Council resolved that the following be appointed representatives, as shown:

• Playing Field Management Committee - Cllrs. Doel and Pomeroy.
• Friends of Southwick Country Park – Cllr. J. Jones.
• Village Hall Management Committee – Cllr. Noble.
• Community Area Transport Group (CATG) – Cllr. Noble.
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1227.  Delegation of Specific Responsibilities.

The Council resolved that the following councillors be appointed parish representatives as shown:

• Environment/Pollution – Cllr. Carey.
• Health/Social Services – No appointment.
• Area Community Group/Link – Any councilor (as available).
• Police Liaison/’Bobby’ Link – Cllr. Noble.
• Planning, Housing – Cllrs. Doel and Pomeroy.
• Highways – Cllrs. West.
• Rights of Way – Cllr. Carey and Jackson.
• Emergency Planning Unit – Cllr. Doel.
• Public Transport – No appointment.
• Neighbourhood Watch Coordinator – Mr J Jilbert.

1228.  Contracts.

The Council noted the following extant arrangements/contracts:    

• Playing Field Maintenance (Greenacres/Playing Field Management Committee).
• Playing Field Hedges etc (Jackson & Son)
• Old Blind House Site Maintenance (J L Pethers).
• Southwick Village News Printing (Doveton Press).
• Village Caretaker (Litter)(M West).
• Website (XYZWeb Ltd).

1229.  Clerk's Salary and Expenses.

The Council noted that the Clerk was on SCP 22 and the Clerk stated that he was not seeking an increase in his salary or expenses.

1230. Accounts for the Year ending 31 March 2016.

a.         The Clerk gave a brief report on the Accounts for FY2015/2016. He stated that he had balanced the accounts, reconciled the Bank accounts with the Cash Book and had completed the Annual Return.

b.         The Clerk commented that the Internal Auditor had undertaken the audit and all matters were satisfactory and that the Annual Return had been signed by the Internal Auditor to that effect.

The Clerk stated that the Annual Return was now submitted to the Parish Council for approval and, if approved, the Annual Return will then be sent to Grant Thornton, the External Auditor.

c.         The Council unanimously resolved to approve Section 1 (Annual Governance Statement 2015/16) 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 2015/16) of the Annual Return and the Chairman signed it on behalf of the Council. It was noted that the Chairman and the Clerk had each initialled an amendment to the figure for the Total Fixed Assets to accord with the Asset Register. The original figure (£473810) had been entered in error. The correct figure was £476810.

e.         The Council confirmed that the Clerk is the Responsible Finance Officer.

f.          The Council agreed unanimously that a sum of £95 be paid to Anne Crawford as appropriate remuneration for the work undertaken by the Internal Auditor.

      1231.  Chairman’s Allowance.

The Chairman declined an allowance/honorarium. No award was made.

1232.  Banking arrangements.

The Council agreed unanimously to maintain the existing ‘banking arrangements’ with Lloyds for the year and that there would be no change to the existing nominated signatories namely Cllr. Noble, Cllr. Pomeroy and Cllr. Carey or to the requirement for two signatories.

1233.  Asset Register.

The Council noted the Asset Register dated 31 March 2016.

1234.  Risk Register

The Council approved the Risk Register dated 1 April 2016.

1235.  Insurance Cover.

The Council noted the existing Zurich Municipal insurance policies and that the policies adequately covered all reasonable risks at the present time. However, it was thought that the Massey Tractor was undervalued at £2100. Cllr. Jackson agreed to inspect this equipment and to advise the Clerk of an appropriate insurance value.

1236.  Financial Regulations.

The Council agreed that there were no changes necessary to the Financial Regulations dated 17 May 2011.

1237.  Appointment of Internal Auditor.

a.         The Clerk confirmed that Anne Crawford was prepared to remain the Internal Auditor for a further year and the Council resolved to appoint her as Internal Auditor.

b.         The Council resolved that the Terms of Reference for the Internal Audit dated 17 May 2011 were satisfactory and agreed that it was satisfied with the effectiveness of the audit.

1238.  Budget Details for Financial Year 2016/2017.

The Council noted the agreed Budget for FY2016/17.

1239.     Standing Orders.

The Council resolved that no additional Standing Orders were required at this stage.

The meeting closed at 7.50 pm.

Chairman                                                                                                    21 June 2015.

Southwick Parish Council