ASHAMPSTEAD PARISH COUNCIL
MINUTES OF THE ANNUAL MEETING OF THE PARISH COUNCIL HELD IN THE JUBILEE HALL ON TUESDAY 16 MAY 2016 AT 7.35 p.m.
Present: Councillors T Butcher, C Butler, R Butler and A Jeffrey
In attendance: The Clerk, P Thompson and one parishioner
Apologies: Councillor A Dick and District Councillor V Von Celsing
Election of Chairman and Vice Chairman:
Councillor Trudi Butcher was elected as Chairman and Councillor Colin Butler was elected as Vice Chairman. Both accepted their respective offices.
The minutes of the last ordinary meeting of the Council and also those of the extraordinary meeting on 26 April 2016 were approved and signed by the Chairman.
Co-option of Councillor:
The Chairman advised the meeting that there was still a vacancy on the Council following the resignation of Zaz Worth. The Chairman proposed that Tony Keeley be co-opted onto the Council and this was agreed unanimously. Tony completed his acceptance of office and was invited to join the meeting.
The Clerk asked the new Councillor to complete the Register of Member’s Interest form and return it to him so that he could forward a copy to West Berkshire Council within the 28 day deadline.
Agreement of roles and responsibilities:
It was agreed that the Chairman would continue to represent the Council on ART, Alex Dick would take police matters, Colin Butler would take footpaths and byways and Tony Keeley would take the lead on planning matters.
Standing Orders and Financial Regulations:
The Standing Orders were reviewed and approved without amendment. The revised Financial regulations were also reviewed and approved.
Inventory of land and assets:
The inventory of land and assets was reviewed and approved.
It was agreed that the cover provided under the three year contract with AON was appropriate.
Internal controls and annual governance statement:
The Councillors reviewed the statement of internal controls, the risk management register and the annual governance statement. These, together with the annual accounts had been reviewed by the Council’s internal auditor, Caroline Billing, as confirmed by her Annual Internal Audit Report. All were approved and the Annual Governance Statement in the Annual Return was duly signed by the Chairman and the Clerk. The Chairman recorded her thanks to Caroline for carrying out the internal audit so promptly.
Receipts and Payments Accounts for the year ended 31 March 2016:
The annual accounts which had been circulated to the Councillors prior to the meeting were adopted and signed by the Chairman and the Clerk. The Accounting statements included in the Annual Return were also adopted and signed by the Chairman and the Clerk.
The revised complaints procedure was reviewed and approved.
Requests under the Freedom of Information Act:
The existing arrangements were reviewed and approved without amendment.
It was agreed that ordinary meetings would be held at 7.00 p.m. on Monday 4 July 2016, on Monday 12 September 2016, on Monday 7 November 2016, on Monday 9 January 2017 and on Monday 6 March 2017.
The Statutory Annual Parish Council Meeting closed at 8.08 p.m.