- At the parish council elections which took place on 2nd May 2019, a total of four candidates were nominated and returned unopposed for the nine parish council seats. Each parish councillor is required to sign a Declaration of Acceptance of Office either before the meeting or at the meeting.
- Part 1 of the agenda represents the business of the annual meeting of the Parish Council
- Part 2 represents ordinary business of the Parish Council
- ELECTION OF CHAIRMAN
The Parish Council is to elect a Chairman to serve until the Annual Meeting in 2020.
The current Chairman (if present) will call for nominations. If the current Chairman is not present, the current Vice-Chairman will call for nominations.
The new Chairman will sign a Declaration of Acceptance of Office, following which the newly-elected Chairman will chair the meeting
2. ELECTION OF VICE-CHAIRMAN
The Parish Council is to elect a Vice-Chairman to serve until the Annual Meeting in 2020.
The Chairman will call for nominations.
The new Vice-Chairman will sign a Declaration of Acceptance of Office.
3. APOLOGIES FOR ABSENCE
Apologies for absence should be notified to the Clerk before 6.00 pm on the day of the meeting, if possible.
4. DECLARATIONS OF INTEREST
Members to declare any disclosable pecuniary interest or non-pecuniary interest which they have in any item of business on the agenda, the nature of that interest, and in respect of disclosable interests, to leave the meeting prior to the discussion of that item.
If declarations are not made at this point in the proceedings, they should be made as soon as the Member becomes aware of an interest.
Whilst the Clerk can advise on the Code of Conduct and its interpretation, the decision to declare (or not) is the responsibility of the Parish Councillor, based on the circumstances of the matter in hand.
5. REGISTRATION OF INTERESTS
Parish Councillors are invited to refresh their Registration of Members Interests forms. These should be completed and returned to the Clerk, either electronically or by hand at the next meeting (copy enclosed)
6. MINUTES – 8th APRIL 2019
To approve, as a correct record, the Minutes of the meeting held on 8th April 2019.
7. MATTERS ARISING
To raise any matters from the above Minutes.
8. ELECTIONS – 2nd MAY 2019
8.1 Local Election Results and Vacancies
Following the elections on 2nd May 2019, four candidates were returned unopposed. There are currently five vacancies and the Parish Council is invited to consider co-opting to each.
The procedure requires a nomination and seconding of the proposal to co-opt, following which a vote will be taken. The successful candidates will then each be asked to sign a Declaration of Acceptance of Office.
8.2 Borough Council Elections
The Parish Council is asked to note that Cllr Stan Davies was re-elected as the Borough Councillor for the ward of Wrenbury.
9. APPOINTMENTS TO OUTSIDE BODIES
The Parish Council is invited to appoint a representative(s) to the following outside bodies: –
- Cheshire Association of Local Councils – area meeting
- Police Cluster meetings
- Nantwich Local Highways Group
Invitations to attend other outside bodies can be dealt with as and when they arise.
10. STANDING ORDERS/FINANCIAL REGULATIONS
The Parish Council is asked to approve the Council’s Standing Orders/Financial Regulations for 2019/20 (attached).
11. CODE OF CONDUCT
The Parish Council is asked to approve the attached Code of Conduct.
12. FINANCIAL MATTERS
12.1 End of Year Accounts (1st April 2018 – 31st March 2019)
The following documents comprise the draft accounts for the financial year 1st April 2018 – 31st March 2019. The accounts have not yet been audited but were handed over to the Internal Auditor on 24th April 2019. Any report from the internal auditor will be formally presented at the next parish council meeting in June 2019. The documents have been presented for information at this stage. Formal approval of the accounts will take place at the Parish Council meeting in June 2019.
- Ledger 1st April 2018-31st March 2019 Burland Parish Council Ledger 01.04.18 – 31.03.19
- Receipts and Payments 2018-19 Budget Mon (Mar 2018) 030419 RP
That Members note the financial information presented.
12.2 Appointment of Internal Auditor
It is a requirement that the Internal Auditor is appointed annually. Members are asked to approve the continued appointment of JDH Business Services for the year 2019-2020.
12.3 External Audit 2018-19
The external auditor covering the 2018-19 financial year is PFK Littlejohn. Parish councils whose gross income/expenditure was £25,000 or less in the financial year in question (and who meet the qualifying criteria) may certify themselves as exempt from a ‘limited assurance’ review. In other words, a parish council who is exempt does not need to submit the usual forms to the external auditor. Despite this exemption, the council must still complete and agree the annual
return form in common with previous years as well as providing narrative support for the figures and information provided. An exempt parish council must also, as per previous years, set dates for the exercise of public rights, where members of the public can examine the accounts.
It would appear from the information provided that Burland Parish Council can declare itself exempt from an external audit for 2018-19. To do this, the Council must agree to complete a Certificate of Exemption stating the annual gross income/expenditure for the 2018-19 financial year. This will be presented to the Council for agreement/otherwise in June 2019. It should be noted that a so-called ‘voluntary’ assurance review by the external auditors would cost the Council £200.00 plus VAT. It should also be noted that the external auditors will carry out assurance reviews on a sample of 5% of parish councils whether they have declared themselves exempt or not. If the parish council is selected as part of this process, there is no charge.
12.4 Authorisation of Payments
£227.76 Dr MJ Bailey – salary payment for Clerk (May 2019)
£56.94 HMRC for month 2 of the tax year (Clerk’s salary)
£600.00 Roy Aspinall (work on Spinners Wood)
£175.32 Cheshire Association of Local Councils
£108.00 TWM Traffic Control Systems Ltd (work on SID)
13. CALENDAR OF MEETINGS – 2019-2020
The Parish Council is to approve the attached calendar of meetings for 2019-2020 (second Monday in each month). An August recess has been included, but Members may wish to include a meeting during August.
|10th June 2019||9th December|
|8th July||13th January 2020|
|August Recess||10th February|
|9th September||9th March|
|14th October||13th April|
|11th November||11th May (annual meetings)|
PART 2 – ORDINARY PARISH COUNCIL BUSINESS
14. PUBLIC QUESTION TIME
Members of the public can ask a question or address Members on any matter of Parish Council business.
15. BOROUGH COUNCILLOR’S REPORT
Borough Councillor W S Davies to report on any Cheshire East Council matters of interest.
16. HIGHWAY MATTERS/SPEED WATCH
The Parish Council is to receive an update on highway matters in the parish and/or affecting the parish.
A resident has raised the matter of speeding along the A534 and would like it to be discussed at the meeting.
16.1 Speed Gun
This item is for Members to provide an update on issues relating to use of the speed gun.
16.2 Location of SID
The Parish Council is to agree the location of the SID in the period up to and including the next Parish Council meeting.
17. PLANNING MATTERS
This is for the Parish Council to discuss any planning issues affecting the area.
18. COMMUNICATION/SHARED INFORMATION
To discuss any communication issue including the following issues: –
- Updating parish noticeboards
- Parish Magazine
- Ravensmoor telephone box and AED
Members may share any other information, but formal decisions cannot be taken under this item.
19. DATE OF NEXT MEETING
10th June 2019 (subject to approval of item 13 above)