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Todwick Village

Todwick Parish Council Minutes

JRW/377

TODWICK PARISH COUNCIL

Minutes of the Annual Parish Assembly held in Todwick Village Hall
at 7.30 p.m. on Tuesday 30th April 2013

Present

  • Councillor Hill – Chairman
  • Councillor Ferris
  • Councillor Greer-Waring
  • Councillor Gregory
  • Councillor Leah
  • Councillor Northall
  • Councillor White
  • J R Walker – Clerk and Financial Officer
  • Members of Todwick Parish Bowling Club

12/208 APOLOGIES

Apologies had been received from Councillors Carter and Pantry

12/209 APPROVAL OF THE MINUTES OF 24 APRIL 2012

The minutes were approved as a correct record.

12/210 MATTERS ARISING FROM MINUTES OF 24TH APRIL 2012

There were no matters arising from the minutes.

12/211 URGENT ITEMS FOR LATER CONSIDERATIONS

  1. Todwick Parish Bowling Club

12/212 CHAIRMAN’S REPORT

Chairman gave a précis of the work of the Council over the last year and thanked all members and the Clerk for their commitment and hard work.

12/213 CLERK & FINANCIAL OFFICER’S REPORT

Clerk had undertaken all the duties placed on him at the previous assembly and throughout the last year and thanked the Chairman and all members for their help.

12/214 APPROVAL OF THE ACCOUNTS FOR FINANCIAL YEAR 2012/13

Clerk had provided all members with a copy of the receipts and payments account and summary of accounts for financial year 2012/13 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 2012/13, compared them to those for 2011/12 and answered questions.

Resolved to approve:

  1. The Accounts for Financial Year 2012/13
  2. The Explanation of Significant Variances between 2012/13 and 2011/12
  3. Section 1 – The Accounting Statements contained in the Annual Return for the year ended 31 March 2013
  4. The Council’s Asset Register as at 31st March 2013

Chairman signed and dated the approved documents.

12/215 ANNUAL GOVERNANCE STATEMENT – FINANCIAL YEAR 2012/13

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.

Chairman signed and dated all the approved documents.

12/216 COMMITTEE REPORTS

There were no reports to make.

12/217 URGENT ITEMS

  1. Todwick Parish Bowling Club

    Elaine Tame, Brian Parker and other members of the bowling club expressed their dissatisfaction with the manner in which the club was constituted and managed. In particular, associate members and those not living within the parish were discriminated against, despite paying the same fees as all other members. The competitive element was being sidelined in favour of the social aspects. Existing members were leaving and it was becoming increasingly difficult to attract new members. The reputation of Todwick had been tarnished. The club management had cited Todwick Parish Council as being the reason why many of the difficulties existed.

    Chairman/Clerk/Members explained that the Council did not wish to see discrimination for any reason including the location of a member’s residence. Other facilities such as the allotments, other sports and recreation facilities were not restricted to Todwick residents.

    Resolved

    That the constitution of the Parish Bowling Club and that of fellow clubs be analysed and that subsequently a meeting be held with all interested parties.

The Meeting closed at 8.20 p.m.