Minutes of the High Hoyland Parish Meeting – Monday15th May 2017, at the Cherry Tree, High Hoyland
Chair:David Roberts
Clerk:Joanna Roberts
Present:Lucie Froggatt,Marcus and Joanna Dacre, Ruth Skupski, Malcolm and Margaret Pursey, Joan Hall, Anthony Massouras
Apologies:William & Vicky Jowett, Marjorie Loy, Gladys Lisles, John & Melanie Tobin, Peter Johnson
- Minutes of the meeting Monday 17thOctober 2016
The minutes of the meeting of Monday 17thOctober 2016were read and were agreed to be a true record.
Proposed:Ruth SkupskiSeconded:Lucie Froggatt
- Matters Arising
N/A
- Report of the Internal Auditor
The Internal Auditor confirmed that he had checked through the accounts and the administrative matters of the Parish Meeting and that no matters had arisen during the internal audit which needed reporting or referring to on the internal audit page of the Annual Return.
- Review of the internal audit arrangements
The Clerk advised the meeting that the parish has an obligation to review its internal audit arrangements at least every 3 years. The purpose of the internal audit is to review and report to the Parish Meeting on whether its systems of financial and other internal controls over its activities and operating procedures is effective. The review should assess - the scope of internal audit; independence; competence; relationship with the clerk and authority; audit planning and reporting. The review should be undertaken by the authority. After discussion with Malcolm, the Internal Auditor, the Clerk proposed to the meeting that the review of the internal audit arrangements should be incorporated within the risk assessment and the review of the same, which is undertaken annually by the Clerk and checked by the Chair, John Tobin and Peter Johnson. It was agreed that this will be completed and will be presented for approval to the Parish Meeting at the next meeting of the Parish.
Proposed:Marcus DacreSeconded:Anthony Massouras
- Annual governance and accounting statements for 2016/2017
The Clerk referred the members of the meeting to the copies of Section 1 the Annual Governance Statement, andSection 2the Accounting Statement of the AnnualReturn,which had been distributed prior to the meeting. The Meeting confirmed approval of the Annual Governance statement 2016/2017and of the Accounting Statement for 2016/2017. The acceptance of these documents was duly proposed and accepted by the Meeting.
Proposed:Lucie FroggattSeconded:Marcus Dacre
- Financial Review
The Clerk reported that Yorkshire Bank will no longer issue the Parish Meeting with bank statements, and will only issue a print out of the balance details. Furthermore, if there continues to be zero activity on the account, the bank has advised the Chair that it will close the account, with the loss of the £1.00 balance. If the Parish withdraws or spends the full total, £1.00, then this will necessitate the production of a full set of annual accounts. Since the Parish has agreed to avoid this, it was agreed that the Clerk should spend up to 99p on stationery items and reclaim this from the parish bank account and then the account should be closed forthwith.
- BMBC Community Governance Review
Community Governance Reviews (CGR) should be carried out by the Principal Authority (BMBC) to consider the parish governance arrangements within its borough every 10 to 15 years. BMBC has initiated the latest CGR and has asked its Parish and Town Clerks to brief their councils and parish meetings accordingly. Whilst BMBC has indicated that it has no intention to create or abolish any parishes, it is investigating whether its parish boundaries still reflect local communities accurately. Given the level of residential development in the borough since the last CGR, with more planned for future years, BMBC is keen to ensure that this will not adversely affect its parishes and that the ratio of councillors to voters is at a consistent level across the borough.The timetable of this review is –
19th June – Publication of terms of reference & invitation of initial submissions
26 June – Stakeholder meetings to answer any questions about terms of reference
18 August – Closure of initial consultation period & consideration of initial submissions
16 October – Publication of draft recommendations & local views sought
November – Closure of 2nd consultation to consider further feedback
December – Final recommendations published
January 2018 – Re-organisation order made
It is noted that an elections officer will attend meetings if further information is required, and that BMBC will invite comments at each stage of the consultation. The Clerk confirmed that she has already written to BMBC referring to the steps taken in 2014/2015 to reduce High Hoyland Parish Meeting’s administrative and accounting obligations to a minimum to ensure the future existence of the Parish Meeting as a single entity and thus avoid having to join another parish such as Cawthorne.
- Any other business
Nothing to report.
- Date of next meeting
November 2017 – date to be confirmed when date of final consultation of CGR feedback is released. The agenda will include –
- Financial review and precept planning
- Annual review of the risk assessment
- Final comments to be submitted to BMBC in relation to the final consultation of Community Governance Review
PLEASE NOTE THAT THESE MINUTES ARE IN DRAFT FORM UNTIL AGREED AT THE NEXT PARISH MEETING