MINUTES OF THE ANNUAL GENERAL MEETING OF HOOK NORTON PARISH COUNCIL HELD IN THE MEMORIAL HALL ON THURSDAY 9 MAY 2019 at 7.45pm

Present:          Councillors: Watkins, Hicks, Porter, Wilson, Duggan, Muller and Mrs Watts (Parish Clerk)

19/062 Apologies for Absence – Cllrs Brotherston, Matthews, County Cllr Reynolds and District Cllr Brown

 

19/063 Election of Parish Councillors:  uncontested election.  The Parish Clerk confirmed that the Parish Council election on 2 May 2019 was uncontested.  Those nominated and automatically elected were Amanda Watkins, Allison Hicks, Nathan Matthews, Derek Brotherston, Diana Porter, Janeen Wilson, Danny Duggan, Jonathan Muller and David Shepherd.

 

19/064 Declaration of Acceptance of Office: The Parish Clerk tabled Declarations of Acceptance of Office forms for completion.  Cllrs Brotherston, Matthews and Shepherd will be required to sign their Acceptance of Office at the June meeting.

 

19/065 Register of Members’ Interests:  The Parish Clerk received completed Register of Members’ Interests forms from Councillors and she will forward these to Cherwell District Council for inclusion on their website.  Cllrs Brotherston and Matthews need to complete and send their forms direct to Cherwell District Council if they have not already done so.

 

19/066 Election of Chairman: The Parish Clerk asked for nominations for Chairman.  Cllr Porter proposed that Cllr Watkins, who indicated her willingness to stand, be asked to be Chairman for the coming year.  This was seconded by Cllr Wilson.  There were no other nominations and the proposal was passed unanimously.  Cllr Watkins signed her Declaration of Acceptance of Office and took the Chair.

 

19/067 Election of Vice-Chairman: Cllr Watkins proposed that Cllr Hicks, who indicated her willingness to stand, be elected as Vice-Chairman.  This was seconded by Cllr Porter.  There were no other nominations and the proposal was passed unanimously.  Cllr Hicks signed her Declaration of Acceptance of Office.

 

19/068 Declarations of Interest: Cllr Matthews had declared an interest in planning application 19/00553/F, 2 Swiss Cottages, Sibford Rd – replacement garage.

 

19/069 Parish Council Vacancies: there are two vacant posts on the Parish Council.  Applications/CVs should be sent to the Parish Clerk rosemary.watts@hnpc.org.uk

 

19/070 Appointment of Responsible Financial Officer: Cllr Watkins proposed that the Parish Clerk be appointed as Responsible Financial Officer for the coming year.  This was seconded by Cllr Hicks and passed unanimously.

 

19/071 Appointment of Planning Co-ordinator: Cllr Watkins proposed that Cllr Hicks be re-elected as Planning Co-ordinator.  This was seconded by Cllr Duggan and passed unanimously.

 

19/072 Appointment of Councillors to Working Groups: Cllr Watkins proposed the following:

Recreation: Cllrs Wilson and Muller

Cemetery and Allotments: Cllrs Hicks and Duggan

Environment: Cllrs Shepherd, Matthews and Porter

War Memorial Hall:  Cllrs Watkins and Brotherston

 

19/073 Appointment of Councillor to Heath Allotment Trust:  Cllr Watkins proposed that Cllr Brotherston be appointed to the Heath Allotment Trust to represent the Parish Council for the coming year.  This was seconded by Cllr Hicks and passed unanimously.

 

Initials……………………….

 

19/074

19/074/1

 

 

 

Minutes of the Parish Council meeting held on 11 April 2019 and Matters Arising

Cllr Hicks proposed that the minutes of the Parish Council Meeting held on 11 April 2019 be resolved as a true and accurate record of the meeting.  This was seconded by Cllr Muller and passed unanimously.

 

19/075

19/075/1

 

 

19/075/2

 

Report of the Planning Co-Ordinator on Planning Applications – (Annex 1)

Three planning/TCA applications had been received since the last meeting.  There were no objections although comments from a resident on 19/00443/F, 2 Jubilee Cottage, Brick Hill had been noted.

Cherwell District Council (CDC) had granted two applications.

 

19/076 To Invite Members of the Public to Comment on Planning Applications: there were no matters arising.

 

19/077

19/077/1

 

 

 

 

Finance/Schedule of Receipts and Payments for Authorisation by the Council:

The Parish Clerk presented the schedules of receipts and payments for May 2019 totalling £6,976.35 for the Parish Council (Annex 2) and £354.21 for the Memorial Hall (Annex 3).  Cllr Hicks moved acceptance of the payments detailed.  This was seconded by Cllr Porter and agreed unanimously.

 

19/078 Attendance List – 2018-2019: The Parish Clerk had circulated Councillors’ Attendance List for 2018 – 2019 before the meeting (Annex 4).  A copy will be posted on the PC noticeboards and on the PC website.

 

19/079 Parish Council Risk Assessment 2019-2020: The Parish Clerk had circulated the risk assessment for 2019-2020 before the meeting (Annex 5).  There were no matters arising.  Cllr Wilson proposed that the risk assessment be adopted for the coming year.  This was seconded by Cllr Muller and agreed unanimously.

 

19/080 Annual Governance Statement: The Parish Clerk/Responsible Financial Officer had circulated the Annual Governance Statement before the meeting.  The Parish Council has arrangements in place for effective financial management during the year and for the preparation of accounting statements.  A budget is prepared and approved annually.  The Parish Council maintains adequate systems if internal control, including measures designed to prevent and detect fraud.  Proper opportunity is provided during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations.  Reasonable steps are taken to ensure that there are no matters of actual or potential non-compliance with laws, regulations and proper practises that could have a significant financial effect on the ability of the Parish Council to conduct its business.  There were no matters arising and the statement was signed off by the Chairman and Parish Clerk/Responsible Financial Officer.  A copy of this document will be posted on the PC noticeboards and on the PC website.  (Annex 6)

 

19/081 Internal Audit 2018-2019:  The Parish Clerk/Responsible Financial Officer confirmed that an internal audit of both the Parish Council accounts and the Memorial Hall accounts for 2018 – 2019 has been conducted by Mr David Ralls (MAAT), Banbury with no matters arising (Annex 7 & 8).  Copies of the signed-off end of year summary statements had been sent to Councillors before the meeting.  The Parish Council accounts will now be sent to external auditors, Moore Stephens for verification.

 

19/082 Approval of End of Year Accounts 2018-2019:  The Parish Clerk/Responsible Financial Officer had circulated both the Parish Council and Memorial Hall audited year-end figures and balances for 2018-2019 before the meeting.  Cllr Wilson proposed that these be accepted as a true and accurate record of the year’s accounts.  This was seconded by Cllr Hicks and passed unanimously.  The accounts were signed-off by the Chairman and Responsible Financial Officer (Annex 9 & 10).

 

 

 

Initials……………………….

 

 

19/083

19/083/1

 

 

19/083/2

 

Assets of Community Value (ACV):

Cherwell District Council states that the playgroup building does not meet the criteria specified in the Localism Act 2011 because the actual current use of the building does not further the wellbeing or interests (cultural, recreational or sporting) of the local community.

Cherwell District Council has confirmed that The Sun Inn, The Pear Tree Inn and the Library/Norman Matthews hall do meet the criteria of the Act and they have accordingly been added to CDC’s ACV Register for a further five years.

 

19/084 Environmental Champions’ Meeting: the PC held a meeting for Environmental Champions in the Memorial Hall on 18 April.  Cllr Shepherd’s report is attached at Annex 11.

 

19/085

 

To Invite Questions and Comments from Members of the Public:  there were none.
19/086

19/086/1

 

 

AOB: 

Councillors agreed unanimously that they would very much like to see more residents attend Parish Council meetings.  All meetings are open to the public and residents are welcome to come and make their views known.

 

 

The next Parish Council Meeting will be held on 13 June 2019 at 7.30pm in the Memorial Hall.

 

There being no further business Councillor Watkins thanked everyone for attending and closed the public meeting at 8.26pm.