Brough

Brough Parish Council Annual General Meeting and Annual Parish Meeting Minutes

Please note that the most recent Minutes below are a Draft copy until agreed by the council at the following annual meeting

BROUGH PARISH COUNCIL

Minutes of the Annual Brough Parish Meeting
Monday 14th May 2017 at 7pm in the Reading Room (upstairs), Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr S Ellwood, Cllr A Featherstone
Clerk: Christina Collis

In attendance: Cumbria County Councillor Phil Dew and Eden District Councillor Malcolm Smith

  1. Apologies for absence from meeting – none
  2. Minutes of the Annual Parish Meeting of 8th May 2017 – received and agreed as a true and accurate record of the minutes of the last Annual Parish Meeting.
  3. Council's Report – prepared and read by the Chair. Copies given to CCC and EDC councillors. A copy to be uploaded onto this website, http://www.brough-cumbria.info and a copy to be kept in Minute File
  4. Plan of Action for 2018-2019 – read by the Chair. Copies given to CCC and EDC councillors. A copy to be uploaded onto the http://www.brough-cumbria.info website and a copy to be kept in Minute File.
  5. Financial Outlook for 2018-2019 – RFO explained a tight and realistic budget has been agreed by council with an estimated carry over figure of approx. £2500 into the 2019-2020 financial year. No monies have been set aside for extra expenditure re devolution of EDC assets as yet. However, £7500 has been budgeted as a contribution to the work needed for the re-siting of the recycling centre.
  6. Public Discussion – none.

There being no further business the meeting closed at 7.15pm.

BROUGH PARISH COUNCIL

Minutes of the Annual General Meeting
Monday 14th May 2018 at 7.20pm in the Reading Room (upstairs), Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr G Allison, Cllr P Capstick, Cllr S Ellwood, Cllr A Featherstone
Clerk: Christina Collis

In attendance: Cumbria County Councillor Phil Dew and Eden District Councillor Malcolm Smith

  1. Apologies for absence – nonw
  2. Minutes of the Annual General Meeting held on 8th May 2017 – received and agreed as a true and correct record of the last Annual General Meeting.
  3. Election of Chair and Officers of the Parish Council – Chair : Cllr McKenzie nominated by Cllr Jones, seconded by Cllr Allison – accepted. Vice Chair : Cllr Jones nominated by Cllr McKenzie, seconded by Cllr Ellwood - accepted
  4. 'Declaration of Acceptance of Office' forms were completed and signed – to be kept on file.
  5. Review of Model Standing Orders and Financial Regulations – agreed and adopted 14th May 2018 and current Financial Regulations were adopted 8th February 2016 – Item 11
  6. Review of handling of requests for information from the public under the Freedom of Information Act 1998 – Clerk confirmed that council adheres to Section 20 and 21 of Model Standing Orders. Transparency Code, effective 1st April 2015, is adhered to as all required statutory documents are uploaded onto the www.brough-cumbria.info website
  7. Review of press/media policy – Clerk confirmed that the council adheres to Section 22 of Model Standing Orders and all agendas state ‘Press and Public Welcome’
  8. Review of GDPR (General Data Protection Regulation 2018) – clerk confirmed that council is working towards full compliance by 25th May 2018. Privacy Notice was approved and will be uploaded to http://www.brough-cumbria.info.
  9. Review of Parish Council's Complaints Procedure – Clerk confirmed that council adheres to Section 14 of Model Standing Orders and information is posted on the two parish notice boards. The parish council approved and adopted its own Complaints Procedure on 8th May 2017.
  10. Effectiveness of internal audit – Clerk confirmed that the bank reconciliation is ratified by a councillor at each parish council meeting – 10 per annum. Accounts scrutinised by Internal Auditor annually
  11. Review of policy reminding Parish Council's self-employed employees of tax and NI obligations – Clerk confirmed that, as demanded by the Audit Commission, all self-employed employees of the council are sent annual letters reminding them of their tax and NI obligations.
  12. Review and Acceptance of Parish's Register of Assets – reviewed, amended and agreed
  13. Review of Parish's Risk Assessment – reviewed and agreed – has been updated following receipt of annual insurance renewal from BHIB.
  14. Review and Acceptance of Parish's annual insurance policy – renewal accepted - BHIB.
  15. Review of Councillors' portfolios – reviewed, amended and agreed
  16. Discussion regarding and appointment of a Parish Councillor as an official representative to attend Upper Eden Community Interest Company meetings – agreed –Cllrs Jones and McKenzie
  17. Dates of Statutory Meetings (Annual Parish Meeting & Annual General Meeting of the Brough Parish Council) and monthly meetings –it was resolved that the Annual Parish Meeting be held on Monday 13th May 2019 at 7.00pm, the Annual General Meeting be held on the same date immediately following the Annual Parish Meeting. Monthly meetings are to be held on the second Monday in the month at 7.00pm with the exception of January and August. Meetings will not be held in either month.

There being no further business the meeting closed at 7.45pm.

BROUGH PARISH COUNCIL

Minutes of the Annual Brough Parish Meeting
Monday 8th May 2017 at 7pm in the Reading Room (upstairs), Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr S Ellwood, Cllr A Featherstone
Clerk: Christina Collis

One member of the public was in attendance plus Eden District Councillor Malcolm Smith

  1. Apologies for absence from meeting –Cllr Allison (holiday), Cllr Capstick (holiday) and Cllr Robinson (personal reasons)
  2. Minutes of the Annual Parish Meeting of 9th May 2016 – received and agreed as a true and accurate record of the minutes of the last Annual Parish Meeting.
  3. Council's Report –prepared and read by the Chair. Copies given to CCC and EDC councillors. A copy to be uploaded onto this website Annual Report page and a copy to be kept in Minute File
  4. Plan of Action for 2017-2018 – read by the Clerk - as listed in the annual parish newsletter. Copy in Minute File.
  5. Financial Outlook for 2017-2018 – Clerk explained a tight and realistic budget has been agreed by council with an estimated carry over figure of £3140 into the 2018-2019 financial year. Within the budget, a sum of £1500 has been allocated to the proposed ‘Transfer of Land’ expenses. Clerk advised that a new account has been opened at Barclays Bank plc – ‘Community Land Account’.
  6. Public Discussion – none.

There being no further business the meeting closed at 7.15pm.

BROUGH PARISH COUNCIL

Minutes of the Annual General Meeting
held on Monday 8th May 2017 at 7.15 pm in the Reading Room (upstairs), Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr S Ellwood, Cllr A Featherstone
Clerk: Christina Collis

One member of the public was in attendance plus Eden District Councillor Malcolm Smith

  1. Apologies for absence –Cllr Allison (holiday), Cllr Capstick (holiday) and Cllr Robinson (personal reasons)
  2. Minutes of the Annual General Meeting held on 9th May 2016 – received and agreed as a true and correct record of the last Annual General Meeting.
  3. Election of Chair and Officers of the Parish Council – Chair: Cllr McKenzie nominated by Cllr Jones, seconded by Cllr Ellwood – accepted. Vice Chair – Cllr Jones nominated by Cllr McKenzie, seconded by Cllr Featherstone - accepted
  4. 'Declaration of Acceptance of Office' forms were completed and signed – to be kept on file.
  5. Review of adoption of Standing Orders and Financial Regulations – Clerk confirmed that Model Standing Orders were adopted 9th December 2013 - Item 11 and Financial Regulations were adopted 8th February 2016 – Item 11
  6. Review of handling of requests for information from the public under the Freedom of Information Act 1998 – Clerk confirmed that council adheres to Section 22 and 27 of Model Standing Orders. Transparency Code, effective 1st April 2015, is adhered to as all required statutory documents are uploaded onto the "http://www.brough-cumbria.info" www.brough-cumbria.info website
  7. Review of press/media policy – Clerk confirmed that the council adheres to Section 28 of Model Standing Orders and all agendas state ‘Press and Public Welcome’
  8. Review of Parish Council's Complaints Procedure – Clerk confirmed that council adheres to Section 31 of Model Standing Orders and information is posted on the two parish notice boards
  9. Effectiveness of internal audit – Clerk confirmed that the bank reconciliation is ratified by a councillor at each parish council meeting – 10 per annum. Accounts scrutinised by Internal Auditor annually
  10. Review of policy reminding Parish Council's self-employed employees of tax and NI obligations – Clerk confirmed that, as demanded by the Audit Commission, all self-employed employees of the council are sent annual letters reminding them of their tax and NI obligations
  11. Review and Acceptance of Parish's Register of Assets – reviewed and agreed.
  12. Review of Parish's Risk Assessment –reviewed and agreed – has been updated following receipt of annual insurance renewal from AON.
  13. Review and Acceptance of Parish's annual insurance policy – renewal accepted - AON.
  14. Review of Councillors' portfolios – reviewed, amended and agreed
  15. Discussion regarding and appointment of a Parish Councillor as an official representative to attend Upper Eden Community Interest Company meetings – agreed – Cllr Jones
  16. Dates of Statutory Meetings (Annual Parish Meeting & Annual General Meeting of the Brough Parish Council) and monthly meetings – it was resolved that the Annual Parish Meeting be held on Monday 14th May 2018 at 7.00pm, the Annual General Meeting be held on the same date immediately following the Annual Parish Meeting. Monthly meetings are to be held on the second Monday in the month at 7.00pm with the exception of January and August. Meetings will not be held in either month.
    There being no further business the meeting closed at 7.38pm.

BROUGH PARISH COUNCIL

Minutes of the Annual Brough Parish Meeting
held on Monday 9th May 2016 at 7pm in the Reading Room, Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr G Allison, Cllr S Ellwood
Clerk: Christina Collis

One member of the public was in attendance.

  1. Apologies for absence from meeting – Cllr Bainbridge and Cllr Featherstone (other work commitments), Cllr Robinson (holiday)
  2. Minutes of the Annual Parish Meeting of 11th May 2015 – received and agreed as a true and accurate record of the minutes of the last Annual Parish Meeting.
  3. Council's Report – prepared and read by the Chair. Copies to be sent to CCC and EDC councillors, EDC and Rhian Davies CCC. A copy to be uploaded onto the www.brough-cumbria.info website and a copy to be kept in Minute File
  4. Plan of Action for 2016-2017 – read by the Clerk - as listed in the annual parish newsletter. Copy in Minute File.
  5. Financial Outlook for 2016-2017 – Clerk explained a tight and realistic budget has been agreed by council with an estimated carry over figure of £2688 into the 2017-2018 financial year. Within the budget, a sum of £5000 has been allocated to the proposed ‘Transfer of Land’ expenses. Purchase of ride-on lawn mower to be placed on June parish meeting agenda and Cllr Allison to enquire the extra cost of Mr Kirby regularly mowing the MUGA area.
  6. Public Discussion – none.

There being no further business the meeting closed at 7.25pm.


BROUGH PARISH COUNCIL

Minutes of the Annual General Meeting
held on Monday 9th May 2016 at 7.25 p.m. in the Reading Room, Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr G Allison, Cllr S Ellwood
Clerk: Christina Collis

One member of the public was in attendance.

  1. Apologies for absence – Cllr Bainbridge and Cllr Featherstone (other work commitments, Cllr Robinson (holiday)
  2. Minutes of the Annual General Meeting held on 11th May 2015 – received and agreed as a true and correct record of the last Annual General Meeting.
  3. Election of Chair and Officers of the Parish Council – Chair: Cllr McKenzie nominated by Cllr Jones, seconded by Cllr Ellwood – accepted. Vice Chair – Cllr Jones nominated by Cllr McKenzie, seconded by Cllr Ellwood - accepted
  4. 'Declaration of Acceptance of Office' forms were completed and signed
  5. Review of adoption of Standing Orders and Financial Regulations – Clerk confirmed that Model Standing Orders were adopted 9th December 2013 - Item 11 and Financial Regulations were adopted 8th February 2016 – Item 11
  6. Review of handling of requests for information from the public under the Freedom of Information Act 1998 – Clerk confirmed that council adheres to Section 22 and 27 of Model Standing Orders. Transparency Code, effective 1st April 2015, is adhered to as all required statutory documents are uploaded onto the "http://www.brough-cumbria.info" www.brough-cumbria.info website
  7. Review of press/media policy – Clerk confirmed that the council adheres to Section 28 of Model Standing Orders and all agendas state ‘Press and Public Welcome’
  8. Review of Parish Council's Complaints Procedure – Clerk confirmed that council adheres to Section 31 of Model Standing Orders and information is posted on the two parish notice boards
  9. Effectiveness of internal audit – Clerk confirmed that the bank reconciliation is ratified by a councillor at each parish council meeting – 10 per annum. Accounts scrutinised by Internal Auditor annually
  10. Review of policy reminding Parish Council's self-employed employees of tax and NI obligations – Clerk confirmed that, as demanded by the Audit Commission, all self-employed employees of the council are sent annual letters reminding them of their tax and NI obligations
  11. Review and Acceptance of Parish's Register of Assets – reviewed and agreed.
  12. Review of Parish's Risk Assessment – reviewed and agreed – to be updated following receipt of annual insurance renewal – 1st June.
  13. Review and Acceptance of Parish's annual insurance policy – not received as yet.
  14. Review of Councillors' portfolios – reviewed, amended and agreed
  15. Discussion regarding and appointment of a Parish Councillor as an official representative to attend Upper Eden Community Interest Company meetings – agreed – Cllr Jones
  16. Dates of Statutory Meetings (Annual Parish Meeting & Annual General Meeting of the Brough Parish Council) and monthly meetings –it was resolved that the Annual Parish Meeting be held on Monday 8th May 2017 at 7.00pm, the Annual General Meeting be held on the same date immediately following the Annual Parish Meeting. Monthly meetings are to be held on the second Monday in the month at 7.00pm with the exception of January and August. Meetings will not be held in either month.
    There being no further business the meeting closed at 7.55pm.

BROUGH PARISH COUNCIL

Minutes of the Annual Brough Parish Meeting
held on Monday 11th May 2015 at 7pm in the Reading Room, Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr G Allison, Cllr A Bainbridge, Cllr A Featherstone
Clerk: Christina Collis

Three members of the public were in attendance plus EDC Cllr Malcolm Smith.

  1. Apologies for absence from meeting – Cllr Robinson and Cllr Libby Bateman, CCC – other work commitments.
  2. Minutes of the Annual Parish Meeting of 12th May 2014 – received and agreed as a true and accurate record of the minutes of the last Annual Parish Meeting.
  3. Council's Report – prepared and read by the Clerk. Chair thanked the clerk for her efforts in compiling the report. Copies to be sent to CCC and EDC councillors and one to be kept in Minute File.
  4. Plan of Action for 2015-2016 – read by the Clerk and to be included in annual parish newsletter. Copy in Minute File.
  5. Financial Outlook for 2015-2016 – Clerk explained a tight and realistic budget has been agreed by council with an estimated carry over figure of £4113.48 into the 2016-2017 financial year.
  6. Public Discussion – none.

There being no further business the meeting closed at 7.20pm.


BROUGH PARISH COUNCIL

Minutes of the Annual General Meeting
held on Monday 11th May 2015 at 7pm in the Reading Room, Main Street, Brough


Attendance:
Vice Chair: Cllr A McKenzie (Chair), Cllr P Jones (Vice Chair)
Councillors: Cllr G Allison, Cllr A Bainbridge, Cllr A Featherstone
Clerk: Christina Collis

Three members of the public were in attendance plus Eden District Cllr Malcolm Smith.

  1. Apologies for absence –Cllr Robinson and Cllr Libby Bateman, CCC – other work commitments
  2. Minutes of the Annual General Meeting held on 12th May 2014 – received and agreed as a true and correct record of the last Annual General Meeting.
  3. Election of Chair and Officers of the Parish Council – Chair: Cllr McKenzie nominated by Cllr Jones, seconded by Cllr Bainbridge – accepted. Vice Chair: Cllr Jones nominated by Cllr McKenzie, seconded by Cllr Allison - accepted.
  4. 'Declaration of Acceptance of Office' forms were completed and signed
  5. Review of adoption of Standing Orders and Financial Regulations – Clerk confirmed that Model Standing Orders were adopted 9th December 2013 - Item 11 and Financial Regulations were adopted 12th May 2008 – Item 8.
  6. Review of handling of requests for information from the public under the Freedom of Information Act 1998 – Clerk confirmed that council adheres to Section 22 and 27 of Model Standing Orders. However, the parish council is unable to fully comply with the new Transparency Code effective 1st April 2015 as it does not have its own website. Liaison between both EDC and CALC is ongoing as to their hosting the electronic storage of the necessary documents.
  7. Review of press/media policy – Clerk confirmed that the council adheres to Section 28 of Model Standing Orders and all agendas state 'Press and Public Welcome'
  8. Review of Parish Council's Complaints Procedure – Clerk confirmed that council adheres to Section 31 of Model Standing Orders.
  9. Effectiveness of internal audit – Clerk confirmed that bank reconciliation ratified by a councillor on a monthly basis. Accounts scrutinised by Internal Auditor annually.
  10. Review of policy reminding Parish Council's self-employed employees of tax and NI obligations – Clerk confirmed that, as demanded by the Audit Commission, all self-employed employees of the council are sent annual letters reminding them of their tax and NI obligations
  11. Review and Acceptance of Parish's Register of Assets – reviewed and agreed.
  12. Review of Parish's Risk Assessment – reviewed and agreed.
  13. Review and Acceptance of Parish's annual insurance policy – Quotes received from AON and Zurich – Resolved to accept AON's policy - premium £476.69.
  14. Review of Councillors' portfolios – reviewed and agreed
  15. Discussion regarding and appointment of a Parish Councillor as an official representative to attend Upper Eden Community Interest Company meetings – agreed – Cllr Jones
  16. Dates of Statutory Meetings (Annual Parish Meeting & Annual General Meeting of the Brough Parish Council) and monthly meetings – it was resolved that the Annual Parish Meeting be held on Monday 9th May 2016 at 7.00pm, the Annual General Meeting be held on the same date immediately following the Annual Parish Meeting. Monthly meetings are to be held on the second Monday in the month at 7.00pm with the exception of January and August. Meetings will not be held in either month.
    There being no further business the meeting closed at 7.50pm.
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