JRW/338

TODWICK PARISH COUNCIL

Minutes of the Annual Parish Assembly held in Todwick Village Hall
at 7.30 p.m. on Tuesday 27th April 2010

Present

• Councillor Ferris
• Councillor Gregory - Chairman for the Meeting
• Councillor Leah
• Councillor Northall
• Councillor Pantry
• Councillor White
• Clerk - J R Walker
• Mr. Gillot

The Chairman and Vice-Chairman not being in attendance, members elected Councillor Gregory to chair the meeting.

09/169 APOLOGIES

Councillors Bennett, Hill and Palmer had sent an apology.

Councillor Hill the Chairman was about to enter hospital for an operation and was wished well.

09/170 APPROVAL OF THE MINUTES - 28th April 2009

The minutes had been approved and signed at the 26 May 2009 meeting.

09/171 MATTERS ARISING

There were no matters arising.

09/172 URGENT ITEMS FOR LATER CONSIDERATIONS

There were no items for later consideration.

09/173 CHAIRMAN'S REPORT

Chairman thanked all members and the Clerk for their work over the last year.

09/174 CLERK & FINANCIAL OFFICER'S REPORT

Clerk

• had undertaken all the duties placed on him at the previous assembly.
• thanked the Chairman and all members for their help/assistance over the last year.
• informed that the precept requested for 2010/11 had been retained as in 2009/10.

09/175 APPROVAL OF THE ACCOUNTS FOR FINANCIAL YEAR 2009/10

Clerk had provided all members with a copy of the receipts and payments account and summary of accounts for financial year 2009/10 together with an explanation of significant variances and the asset register.

Clerk explained the accounts for financial year 2009/10, compared them to those for 2008/9 and answered questions.

Resolved to approve:

1. The Accounts for Financial Year 2009/10
2. The Explanation of Significant Variances between 2009/10 and 2008/9
3. Section 1 - The Statement of Accounts contained in the Annual Return for the year ended 31 March 2010
4. The Council's Asset Register as at 31st March 2010

Acting Chairman/Clerk signed and dated the approved documents.

08/176 ANNUAL RETURN / STATEMENT OF ASSURANCE - FINANCIAL YEAR 2009/10

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 it 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	Have 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	Has taken appropriate action in response 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 statement of accounts.	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 2010

08/177 COMMITTEE REPORTS

Allotments

Ferris reported that there were presently 40 allotment holders of which 32 tended full allotments. The remainder cultivated half plots. 5 holders had given up or been made to give up their plots because of the condition. There were 9 on the waiting list and the vacant plots would be re-let in order of request for a plot.

Village Hall

White reported that activities at the Village Hall continued to thrive. In addition to the many User Groups using the Hall, the Committee was working hard to provide other functions for the community. The jazz band evenings, organized by Mr. & Mrs. Pantry, and the South Yorkshire Police brass band evening had been particularly successful - with residents clamouring for more. The Business plan had been reviewed and Risk Assessments for all activities continue to be up-dated.

08/178 URGENT ITEMS

There were no urgent items

The Meeting closed at 8.00 p.m.