Minutes Annual Meeting of the Parish Council 17th May 2016

Minutes of the Annual Meeting of the Parish Council held on 17th May 2016 at Bishops Frome Village Centre (following the Annual Parish Meeting)

16/1 Election of Chairman
Cllr Ms Sincock nominated Cllr Partridge to be Chairman and this was seconded by Cllr Parker. Cllr Partridge accepted the nomination.

16/2 Election of Vice Chairman
Cllr Ms Sincock nominated Cllr Nash and this was seconded by Cllr Roberts. In the absence of any further nominations, Cllr Nash was appointed.

16/3 To receive declarations of interest and written requests for dispensation
Cllr Partridge declared an interest in item 56.4 as owner of the garage. An entry was made in the registrable interest book and signed by Cllr Partridge.

16/4 Remind Councillors to update their Notice of Registrable Interests
The Clerk reminded councillors to update their Notice of Registrable Interests if necessary.

16/5 Public Participation
No members of the public wished to speak.

16/6 Parish Councillor Vacancy
The Clerk advised the councillors that she had received one application for the post from Mr Rod Guise. Mr Guise was present at the meeting and was asked to speak briefly about himself and why he wished to be a councillor. Cllr Partridge proposed that Mr Guise be co-opted on to the Council and this was agreed by all.

16/7 Appointment of members to committees, working groups and outside bodies

7.1 Sports Committee – the existing members of the Sports Committee were happy to remain in place with Cllr Nash as Chairman and Cllr Partridge as Vice Chairman. Cllr Parker and Cllr Hydes make up the rest of the committee.
7.2 Village Hall Committee – Cllr Mrs Roberts, already being a member of the committee was nominated to represent the Parish Council.
7.3 Fromes Hill Field Committee – Cllr Partridge and Cllr Parker agreed to continue to represent the Parish Council. Cllr Pudge was also nominated to continue on this committee.
7.4 East Herefordshire Area Committee – No councillors present wished to stand.

16/8 Review of other appointments: Footpaths Officer, Internal Auditor
Cllr Ms Sincock agreed to continue as Footpaths Officer and councillors agreed that Mr Christopher Pinches should continue as the Internal Auditor.

16/9 Annual Governance Statement 2015/2016
Mr Brooman read the Annual Governance Statement from page 2 of the Annual Return to the councillors and it was approved by all.
This confirmed that the Council had prepared its statement of accounts in the way prescribed by law, had made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.

16/10 Adoption of Un-Audited Accounts 2015/2016
Mr Brooman issued all councillors with a copy of the income and expenditure account for the year ending 31st March 2016, together with the balance sheet. There is a surplus of income over expenditure of £16,258.12 for the year which is to be used towards the upgrading of the play area in Bishops Frome.
Councillors reviewed the accounts and agreed that they should be accepted.

16/11 Review of Insurance Policies
There had been no significant changes during the year that require additional insurance cover. The existing policy is due for renewal in September so a further review will be carried out prior to renewal.
Cllr Partridge, Chairman, agreed to review the cover for the mower and tractor.

16/12 Review of Subscriptions
The subscription for Herefordshire Association of Local Councils (HALC) for 2016/2017 was paid in March 2016.

16/13 To discuss adoption of latest revisions of

13.1 Standing Orders – a draft copy of new standing orders had been sent to all councillors prior to the meeting for consideration. The Clerk advised that small changes needed to be made to the financial section due to recent amendments. It was therefore agreed that the Standing Orders be revised and issued for consideration at the next meeting.