JRW/416

TODWICK PARISH COUNCIL

Minutes of the Annual Parish Assembly held in Todwick Village Hall
at 7.30 p.m. on Tuesday 26th April 2016

Present

• Councillor Carter
• Councillor Jeffrey
• Councillor Newbold
• Councillor White – In the Chair
• J R Walker – Clerk & Financial Officer

15/200 APOLOGIES

Councillors Ferris, Gregory and Hill had sent an apology for non-attendance.

15/201 APPROVAL OF THE MINUTES OF 28th APRIL 2015

The minutes had been approved as a correct record at the 27th May 2015 meeting.

15/202 MATTERS ARISING FROM MINUTES OF 28th APRIL 2015

There were no matters arising from the minutes.

15/203 URGENT ITEMS FOR LATER CONSIDERATIONS

There were no urgent matters to discuss.

15/204 CHAIRMAN’S REPORT

Gregory was not in attendance but had submitted his report for the last year:

He thanked everyone for their contributions over the past year. It was often forgotten that Members were all volunteers and gave their time freely for the benefit of the community. Some of the collective achievements were listed below and when reviewed precisely what has been achieved members had every right to be pleased with their work.

During the year:

The Council had opened the extended and refurbished pavilion which had been very well received by the sports clubs using it and was undoubtedly a major asset to the village.

The annual Fun-day continued to develop. Each year it had and would continue to improve, as lessons were learnt and carried forward into future plans.

Grey Matters had grown out of the initiative to tackle certain areas of inclusion. It now had an active membership of over 25 regular participants. It was also a joint project between the Church and the Parish Council.

The Circular Walk leaflet would soon be available for parishioners and visitors to enjoy long and short walks around the village.

The Parish Council had, following instructions received at a Public Meeting, raised objections to the development proposals submitted by RMBC.

Plans had now begun to develop the top right hand corner of the Recreation Ground. Whilst it may be some years before these reach fruition the vital steps have been taken to start the process.

The Parish Council had been supportive in the work carried out in the Church Yard, which is another example of the valuable cooperation between different elements of the village.

Both playgrounds had benefitted from work carried out on play equipment.

Following receipt of a number of quotations, a new contract had been entered into with RMBC for the grounds maintenance work in both play areas, the recreation ground and the bowling green.

After a very busy year he also wished to express his gratitude for the support given to him by members.

Finally he thanked the Clerk for all the advice and guidance he had provided. As usual he had often gone above and beyond to ensure that the Council was always doing the right thing.

In Gregory’s absence, White also thanked the Chairman for his inspiring and supportive leadership in this past year.

15/205 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.

15/206 APPROVAL OF THE ACCOUNTS FOR FINANCIAL YEAR 2015/16

Clerk had provided all members with a copy of the receipts and payments account and summary of accounts for financial year 2015/16 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.

Clerk explained the accounts for financial year 2015/16, compared them to those for 2014/15 and answered questions.

Resolved to approve:

1. The Accounts for Financial Year 2015/16

2. The Explanation of Significant Variances between 2014/15 and 2015/16

3. Section 1 – The Accounting Statements contained in the Annual Return for the year ended 31 March 2016

4. The Council’s Asset Register as at 31st March 2016

15/207 ANNUAL GOVERNANCE STATEMENT – FINANCIAL YEAR 2015/16

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 put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.	YES	Prepared its accounting statements in accordance with the Accounts and Audit Regulations.
2. We 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 took all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and proper practices that could have a significant financial effect on the ability of the council to conduct its business or on its finances.	YES	Has only done what it has the legal power to do and has complied with proper practices in doing so.
4. We provided proper opportunity during the year 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 carried out an assessment of the risks facing the council and took 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 and has dealt with them properly.
6. We maintained throughout the year an adequate and effective system of internal audit of the council 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 internal controls meet the needs of the council.
7. We took appropriate action 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 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 have included them in the accounting statements.	YES	Disclosed everything it should have about its business activity 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 discharged our accountability responsibilities 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 managing 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 2016.

15/208 COMMITTEE REPORTS

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

15/209 URGENT ITEMS

No urgent matters were raised.

The Meeting closed at 7.47 p.m.