Minutes 10th May 2018 AGM
2018-05-10 Minutes AGM
DRAFT Minutes of the Annual General Meeting of Baston Parish Council held on Thursday 10th May 2018 in The Barn @ 20:00hrs.
Present: Cllrs. J Affleck, A Hutchins, Mrs L Gilliatt, P Fidler, Mrs P Barnes
Clerk: Mrs W Gray
D.Cllr and County Cllr R Trollope-Bellew
D.Cllr K Cooke
Cllr. Affleck congratulated all present.
18/18 Election of Chairman – It was proposed by Cllr. Hutchins & seconded by Cllr Gilliatt that Cllr. Affleck be elected as chairman. All agreed. Cllr. Affleck signed the Declaration of Acceptance of Office.
19/18 Election of Vice-Chairman – It was proposed by Cllr. Affleck & seconded by Cllr Barnes that Cllr. Hutchins is elected Vice-Chairman. All agreed. Cllr. Hutchins signed the Declaration of Acceptance of Office.
20/18 Apologies & reasons given – Cllr Kelly (holiday), B Easey
21/18 To receive declarations of Interest - None
22/18 Minutes of the last meeting – It was proposed by Cllr. Hutchins and seconded by Cllr. Gilliatt that the minutes of the last meeting held on Thursday 11th May 2017 be received. It was resolved that Cllr. Affleck sign the minutes as a correct record.
23/18 Clerks report on matters outstanding from the minutes – None.
24/18 Appoint representatives to outside bodies –
a) BPFMC – Cllrs Hutchins 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 Gilliatt that the above councillors be elected on block. All agreed.
25/18 To appoint committees & sub-committees –
a) Planning & Highways Group – Cllrs Hutchins, Fidler and Affleck
b) Finance Group – Cllrs Kelly, Affleck and Barnes
c) Communications Group – Cllr Mrs Gilliatt, Fidler & Affleck
It was proposed by Cllr. Affleck and seconded by Cllr. Barnes that the above councillors be elected on block. All agreed.
26/18 Financial – The clerk advised that the accounts would be submitted for approval at June meeting.
a) To approve the Annual Governance Statement by resolution
b) Consider Accounting Statements by members as a whole
c) Approve Accounting Statements by resolution
d) On approval Accounting Statement to be signed and dated
e) Approve Internal Auditor - Mr P Taylor be appointed internal auditor for 2018/19
f) Approve Community Cleaners & Clerks hours and duties for 2018/2019:
Community Cleaner (Winter 2.5 hrs/Summer 3 hrs week)
Parish Clerk 8 hrs week
g) Approve to renew Council’s Insurance Policy for the forthcoming year
It was proposed by Cllr. Affleck and seconded by Cllr. Hutchins (e), (f) and (g) be approved. All Cllrs in agreement.
27/18 Risk Assessment Audit
a) Computer passwords – Parish Clerk provided Chairman Cllr Affleck with a sealed and dated envelope with the details.
29/18 Dates for the forthcoming meetings during 2018/19
14th June, 12th July, 13th Sept, 11th Oct, 8th Nov, 13th Dec, 14th Feb, 14th March, 11th April (APM/PCM), 9th May (AGM/PCM).
Meeting closed 20:18 hrs