DRAFT Minutes of the Annual General Meeting of Baston Parish Council held on Thursday 11th May 2017 in The Barn @ 20:00hrs.
Present: Cllrs. J Affleck A Hutchins D Wheatley
B Easey Mrs L Gilliatt
Clerk: Mrs W Gray
D.Cllr and County Cllr Ms R J Woolley
Cllr. Affleck congratulated all present.
17/17 Election of Chairman – It was proposed by Cllr. Hutchins & seconded by Cllr Easey that Cllr. Affleck be elected as chairman. All agreed. Cllr. Affleck signed the Declaration of Acceptance of Office.
18/17 Election of Vice-Chairman – It was proposed by Cllr. Affleck & seconded by Cllr Easey that Cllr. Hutchins be elected Vice-Chairman. All agreed. Cllr. Hutchins signed the Declaration of Acceptance of Office.
19/17 Apologies & reasons given – Cllr Kelly (holiday), J Hartley (work)
20/17 To receive declarations of Interest - None
21/17 Minutes of the last meeting – It was proposed by Cllr. Hutchins and seconded by Cllr. Affleck that the minutes of the last meeting held on Thursday 12th May 2016 be received. It was resolved that Cllr. Affleck sign the minutes as a correct record.
22/17 Clerks report on matters outstanding from the minutes – None.
23/17 Appoint representatives to outside bodies –
a) BPFMC – Cllrs Wheatley and Kelly
b) Neighbourhood Police Panel – Cllr J Kelly
c) South Lincs Fenland Partnership – Cllr J Kelly
It was proposed by Cllr Affleck and seconded by Cllr Hutchins that the above councillors be elected on block. All agreed.
24/17 To appoint committees & sub-committees –
a) Planning & Highways Group – Cllrs Hutchins, Wheatley and Affleck
b) Finance Group – Cllrs Kelly, Affleck and Wheatley
c) Communications Group – Cllr Mrs Gilliatt, Hartley & Affleck.
It was proposed by Cllr. Affleck and seconded by Cllr. Wheatley that the above councillors be elected on block. All agreed.
25/17 Financial – The clerk had circulated a copy of the end of year Accounts to all councillors prior to the meeting.
a) Approve the Council’s End of Year Accounts – It was proposed by Cllr. Affleck and seconded by Cllr. Hutchins that the accounts be approved. All agreed. Action JA
b) Approve the statement of Accounts set out in Section 1 of the Annual Return for the year ended 31.03.16. It was proposed by Cllr. Affleck & seconded by Cllr. Hutchins that the accounts be approved. It was resolved that Cllr. Affleck & Clerk, Mrs W Gray signed the declaration. All agreed. Action JA/Clerk
c) Approve the Annual Governance Statement of Accounts set out in Section 2 of the Annual Return for the year ended 31.03.16. It was proposed by Cllr. Affleck & seconded by Cllr. Hutchins that the statement be approved. It was resolved that Cllr. Affleck & Clerk, Mrs W Gray signed the declaration. All agreed. Action JA/Clerk.
d) It was proposed by Cllr. Affleck & seconded by Cllr. Hutchins that Mr P Taylor be appointed internal auditor for 2016/17. All agreed. Action Clerk.
e) Approve Community Cleaners & Clerks hours and duties for 2016-17:-
It was proposed by Cllr Affleck & Seconded by Cllr Hutchins that the Community cleaners’ hours & duties remain as previous years. All agreed.
f) It was proposed by Cllr. Hutchins & seconded by Cllr. Gilliatt that the council approve CC Ltd – Zurich Insurance Policy of £402.37 for 2016-17 (5 year option). All agreed.
26/17 Risk Assessment Audit
a) Computer passwords – It was agreed that the Clerk would provide the Chairman Cllr Affleck with a sealed and dated envelope with the details. Action Clerk.
27/17 Dates for the forthcoming meetings during 2017/18
8th June, 13th July, 14th Sept, 12th Oct, 9th Nov, 14th Dec, 8th Feb, 8th March, 12th April (APM/PCM), 10th May (AGM/PCM).
Meeting closed 20:19 hrs
1