JRW/389

TODWICK PARISH COUNCIL

Minutes of the Annual Parish Assembly held in Todwick Village Hall
at 7.30 p.m. on Tuesday 29th April 2014

Present

• Councillor Carter
• Councillor Greer-Waring
• Councillor Gregory – In the Chair
• Councillor Northall
• Councillor White
• J R Walker – Clerk and Financial Officer

Councillor Hill the Chairman was not in attendance. The Vice-chairman Councillor Gregory was in the Chair.

13/203 APOLOGIES

Apologies had been received from Councillors Ferris, Hill and Leah.

13/204 APPROVAL OF THE MINUTES OF 30 APRIL 2013

The minutes had been approved as a correct record at the 28th May 2013 meeting.

13/205 MATTERS ARISING FROM MINUTES OF 30TH APRIL 2013

There were no matters arising from the minutes.

13/206 URGENT ITEMS FOR LATER CONSIDERATIONS

There were no urgent matters to discuss.

13/207 CHAIRMAN’S REPORT

Gregory gave a synopsis of the many outstanding achievements over the last year, the latest being obtaining a £50,000 grant from Sport England to extend and improve the existing sports pavilion.

13/208 CLERK & FINANCIAL OFFICER’S REPORT

Clerk had undertaken all the duties placed on him at the previous assembly and throughout the last year. He thanked all members for the help they had given him. It had been a privilege to serve the Council at a time when so many achievements had been made and when every member had contributed so much.

13/209 APPROVAL OF THE ACCOUNTS FOR FINANCIAL YEAR 2013/14

Clerk had provided all members with a copy of the receipts and payments account and summary of accounts for financial year 2013/14 in advance of the meeting together with an explanation of significant variances and the asset register. He had submitted the end of year documentation to the Internal Auditor which had been checked and confirmed as being wholly in order.

Clerk explained the accounts for financial year 2013/14, compared them to those for 2012/13 and answered questions.

Resolved to approve:

1. The Accounts for Financial Year 2013/14
2. The Explanation of Significant Variances between 2012/13 and 2013/14
3. Section 1 – The Accounting Statements contained in the Annual Return for the year ended 31 March 2014
4. The Council’s Asset Register as at 31st March 2014

Gregory signed and dated the approved documents as the Chairman of the meeting.

13/210 ANNUAL GOVERNANCE STATEMENT – FINANCIAL YEAR 2013/14

Members confirmed having responded positively to each of the following statements and agreed to its meaning as it affected council.

	Agreed – Yes or No	‘Yes’ means that the council:
1. We have approved the statement of accounts which has been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practices	YES	Prepared its statement of accounts in the way prescribed by law
2. We have maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.	YES	Made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge
3. We have taken all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and codes of practice which could have a significant financial effect on the ability of the council to conduct its business or on its finances.	YES	Has only done things that it has the legal power to do and has conformed to codes of practice and standards in the way it has done so.
4. We have provided proper opportunity for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations.	YES	During the year has given all persons interested the opportunity to inspect and ask questions about the council’s accounts.
5. We have carried out an assessment of the risks facing the council and taken appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.	YES	Considered the financial and other risks it faces in the operation of the council and has dealt with them properly.
6. We have maintained an adequate and effective system of internal audit of the council’s accounting records and control systems.	YES	Arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether these meet the needs of the council.
7. We have taken what we consider to be appropriate actions on all matters raised in reports from internal and external audit.	YES	Responded to matters brought to its attention by internal and external audit.
8. We have considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year end, have a financial impact on the council and, where appropriate has included them in the accounting statements.	YES	Disclosed everything it should have about its business during the year including events taking place after the year end if relevant.
9. Trust Funds (including charitable) – in our capacity as the sole managing trustee we have discharged our responsibility in relation to the accountability for the fund(s)/assets, including financial reporting and, if required, independent examination or audit	YES	Has met all of its responsibilities where it is a sole trustee of a local trust or trusts.

Resolved to approve the specific answers given in Section 2 – The Annual Governance Statement of the Annual Return for the Year Ended 31 March 2013.

Gregory signed and dated the approved documents as the Chairman of the meeting.

13/211 COMMITTEE REPORTS

There were no reports to make in addition to those at the ordinary meeting.

13/212 URGENT ITEMS

No urgent matters were raised.

The Meeting closed at 8.00 p.m.