MILLOM WITHOUT PARISH COUNCIL
DRAFT MINUTES OF THE ANNUAL GENERAL PARISH COUNCIL MEETING HELD ON
TUESDAY 3RD MAY 2016 IN TWAITES VILLAGE HALL, COMMENCING AT 07.30PM
PRESENT: Cllr L Butcher (Chair) Cllr P Newman (Vice Chair) , Cllr W Huck, Cllr M Kitchingman, Cllr B Wright, Cllr D Savage, Cllr J Gray, Cllr I Lockwood and Cllr A Nugent
1 members of public were present
1/16 APOLOGIES There were no apologies
2/16 ELECTION OF OFFICERS. Cllrs Butcher and Newman stood down
Nomination for Chairman – Cllr D Savage. Proposed by Cllr Huck, Seconded by
Nomination for Vice Chair – Cllr B Wright. Proposed by Cllr Huck, Seconded by Cllr Newman. All councillors were in agreement.
3/16 Acceptance forms signed by both officers.
Cllr Savage took the Chair and gave a vote of thanks to Cllrs Butcher and Newman for their hard work.
4/16 APPOINTMENT OF MEMBERS TO SERVE ON OUTSIDE BODIES
To appoint members of the Council to serve on the following outside bodies:
Duddon Partnership - Cllrs Gray and Wright
South Copeland Partnership - Cllrs Savage, Wright and Lockwood
Ghyll Scaur Quarry Liaison - Cllrs Butcher and Newman
CGP - Cllrs Butcher, Kitchingman, Nugent and Newman
Thwaites Village Hall - Cllr Kitchingman
Whicham School fund Cllr Butcher
CALC – decision to be made at meetings as to who will attend and represent the council
5/16 The Minutes of the Annual General Meeting held on 11th May 2015 were approved and signed by the Chair
The Annual General Meeting closed and the normal meeting resumed
6/16 Minutes of Meeting held 4th April 2016.
The following change was made:
Item 118/15 change title from “Power without Pylons” to “Parish Council”
The minutes were approved with the above changes and signed by the Chair.
7/16 DECLARATIONS OF INTEREST
There were no declarations of interest.
8/16 A report had been received from PCSO Booth in his absence. There was nothing of note to report.
The report was accepted.
9/16 APPLICATIONS FOR DEVELOPMENT:
9/16.1 To examine applications for development and submit observations to the Planning Authority
4/16/2115 Erection of Two Storey extension to rear
Springfield, Dunningwell, The Green, Millom
It was determined at the next meeting to develop a policy on Planning Applications and accelerated planning, where applications arrive and decisions required prior to a formal meeting.
9/16.2 To ratify the observations submitted by the Clerk under devolved powers since the last meeting.
9/16.3 To note the decisions of the statutory planning authority with regards to recent applications
9/16.4 Concerns were expressed at the tree clearing work being undertaken at Dunningwell Hall. It was considered that the house was of significance to the area.
RESOLVED It was agreed that a letter be sent to the Planning Officer expressing concern requesting notification of any alterations.
9/16.5 Planning Sub Committee
It was RESOLVED that the Planning Sub Committee would consist of Cllrs Wright, Butcher, Huck and Nugent. Cllr Wright to bring Terms of Reference to next meeting.
10/16 FINANCIAL RECORDS
10/16.1 The following payments were approved:
CALC Councillors course £ 44.25
CALC Annual subscription £214.00
Zurich Insurance £374.85
The Hill Village Hall Meeting Room Hire 2015 £ 96.00
V Bradley Internal Audit fee £ 60.00
10/16.2 To note the receipt of payments
CTR Parish Grant £ 52.44
Parish Precept £6112.00
10/16.3 New Financial Regulations
It was RESOLVED to adopt the amended Financial Regulations
10/16.4 Schedule of Assets
It was RESOLVED that the Schedule of Assets presented to the meeting were correct.
10/16.5 Annual Governance Statement
Each section of the Annual Governance Statement (1 – 8) was read out to the Council. On each statement it was agreed that the Council had complied with its statutory duty to ensure that a sound system of internal control was in place for the management of the Council’s finances.
The declaration was signed and dated by the Chair Cllr Savage on behalf of the Council.
10/16.6 The accounts for the year ending 31.03.16 which had been audited by the approved internal auditor were submitted to the Council for approval as a true and correct record of the Council’s financial activity. The Clerk explained the variances to the Council.
It was RESOLVED and that the accounts be submitted to BDO Hayward (Audit Commission) for external audit.
11/16 PARISH MATTERS
11/16.1 Cllr J Barker had tended her resignation. A letter of thanks to be sent.
There are now 2 vacancies for councillors. 3 Applications had been already received, a letter of acknowledgment to be sent to all applicants. An advert to be placed on the notice boards and in Out and About. A sub skills group of Cllrs Savage, Lockwood and Kitchingman to look at distribution of Councillors and current skills within the parish, and identify shortfalls.
11/16.2 Inspection of Assets
Cllr Gray to update the inspection forms and prepare a rota of Councillors to undertake the inspections on a quarterly basis.
The Clerk reported that a letter had been received from The Pensions Regulator
13/16 DATE OF NET MEETING 6 June 2016 The Hill Village Hall
Meeting closed at 9.10pm
Signed ................................. Date......................