Minutes 2017-05-10 AGM Llanbadoc Community Council
posted on Mon May 15 2017, 01:15PM
by Jenny Carpenter
[ Edited Thu Jun 08 2017, 05:54PM ]

Minutes of The Annual General Meeting
held at 6:00pm on Wednesday 10th May 2017 at County Hall, Usk
Present: Cllr Hilary Jones, Cllr. John Wright, Cllr. Jenny Carpenter, Cllr. Mark Reardon, Cllr. Jo Storey, Cllr. James Lawrence, Cllr. Peter Sutherland and Cllr. Steve Waring,  
Members of the public: 1 local resident, County Councillor Val Smith arrived during the meeting.
1. Apologies for absence – Cllr. Peter Clarke
2. Minutes of AGM meeting held on Wednesday 4th May 2016 – Previously adopted on 1st June 2016.   
3. Chairman’s Remarks – Report from Cllr. Hilary Jones – See appendix 1.
4. Election of Chairman - The clerk took over the meeting and asked for nominations for the post of chair.  Cllr. John Wright nominated Cllr. Hilary Jones and this was seconded by Cllr. Jo Storey.  There being no other nominations, Cllr. Hilary Jones accepted the position of chair with immediate effect.  Declaration of Acceptance of Office was signed.
5. Election of Vice-Chairman - Cllr. Hilary Jones asked for nominations for the post of vice chair.  Cllr. Jenny Carpenter nominated Cllr. Mark Reardon and this was seconded by Cllr. Jo Storey.  There being no other nominations, Cllr. Mark Reardon accepted the position of Vice Chair with immediate effect. Declaration of Acceptance of Office was signed.
6. Declarations of acceptance of office – All Councillors present signed the Declaration of office of Councillor and to undertake to observe the Model Code of Conduct.
7. Acceptance of code of conduct for 2017/2018 
a. All Councillors have been issued with an electronic version of the Model Code of Conduct adopted under the Local Authorities (Model Code of Conduct) (Wales) Order 2008 (updated March 2015) and the Ombudsman’s guidance for community/town councillors. (Email from the clerk 10/05/2017)
b. 2 training sessions on the Code of Conduct have been arranged for Tuesday 23rd May at Caldicot Town Council and Wednesday 24rd May at Abergavenny Town Council, both sessions commencing at 6pm. The Sessions are being provided by MCC at no cost to the Community Council and expect to last approximately 2 hours. Hopefully most councillors requiring training will be able to attend on those dates, but if not a further session in June may be held. 
8. Review signatories on Bank Account
a. The current signatories are Cllr. Hilary Jones, Cllr. John Wright, Cllr. Steve Waring, Cllr. Mark Reardon and Cllr. Jo Storey. No changes. 
b. 2 signatories are required for each withdrawal from the above list of councillors. No changes.
c. Financial and Procedural Group to look at ways to speed up the process of approval and payment of reimbursement of expenses.   
9. Review of delegation to committees / sub-groups – 
a. No changes
10. Review of terms of reference of committees / sub-groups 
a. Finance and Procedural Group to discuss renaming of sub-groups to committees 
11. Nominations to committees / sub-groups 
a. The chair invited all councillors to consider joining the existing sub-groups, the following were agreed upon:
Planning – Cllr. Hilary Jones, Cllr. John Wright, Cllr. Jenny Carpenter, Cllr Mark Reardon and Cllr. Jo Storey
Procedural and Financial – Cllr. Hilary Jones, Cllr. Peter Clarke, Cllr. Jo Storey, Cllr. James Lawrence, Cllr. Jenny Carpenter
Environment – Cllr. John Wright, Cllr. Steve Waring, Cllr. Hilary Jones, Cllr. James Lawrence
Website – Cllr. John Wright, Cllr. Steve Waring, Cllr. Jenny Carpenter, Cllr. James Lawrence, Cllr. Mark Reardon
Community Event – Cllr. John Wright, Cllr. Steve Waring, Cllr. Jenny Carpenter
b. Community Meetings will have the following representatives
One Voice Wales – Cllr. Jo Storey and Cllr. Mark Reardon
MCC – Give Dog Fouling the Red Card – Cllr. Jo Storey
HMPS Liaison – Cllr. Hilary Jones
MCC Usk Cluster – Cllr. Jenny Carpenter and Cllr. James Lawrence
c. The chair invited new Llanbadoc Community Councillor, Peter Sutherland to join any sub-groups during the year. 
12. Appointment of any new committees / sub-groups 
a. none
13. Review and adoption of appropriate Standing Orders, Internal Control and Financial Regulations
a. Website Group to discuss publication of these documents and other council policies on the Community Council website
b. Publication of Reports - All council in agreement that any reports referred to in the minutes should be published on the council website.  This includes the council’s financial statements and reviews against budget.  This is proving difficult as the current website is challenging to edit and upload documents, discussions are proceeding with Johan Klos and the website sub-committee on the best way forward.  JC to continue discussions and report to council.  
c. Standing Orders Adopted on 03/02/2016 and amended on 01/02/2017
d. Financial Control including Internal Audit review process adopted on 01/07/2015 and amended on 01/02/2017
14. Review of effectiveness of Internal Control
a. An internal control document is attached to the Financial Regulations. This was reviewed in Feb 2017 by the Financial and Procedural sub-group.  To be reviewed annually
15. Financial Statement for year 2016/17 – formal adoption of accounts
a. A copy of the 2016/17 accounts was distributed to all councillors electronically prior to the meeting. 
b. The end of year passbook balance was confirmed by the chair, Cllr. Hilary Jones. 
c. Formal adoption of accounts was proposed by Cllr. John Wright and seconded by Cllr. Steve Waring.  All present in agreement, and they were signed by the chair.
16. Council approval of Annual Governance statement
a. The clerk read out the Annual Governance Statement parts 1 & 2 as documented in the Annual Return for the Year Ended 31st March 2017.
All council members present agreed to part 1 statements 1-9 and part 2 statements 1-3. 
b. The RFO certified the accounting statements contained in the Annual Return dated 10/05/2017
c. The Chair signed to confirm that the accounting statements and annual governance statement were approved by the council 
17. Internal Auditor’s report 2016/2017
a. The 2016/2017 Internal audit report from John Turner was produced on 01 May 2017 and circulated to council members
b. The chair asked that the auditor, John Turner be asked to sign the report and send a signed scanned copy to council members.  
18. Review contracts of employment
a. The chair conformed this has been requested from MCC to confirm in writing the salary being paid
b. Procedural and Financial group to review employment contract of the clerk, clerk to provide copy of existing contract.
19. Review of Inventory - assets including land
a. The clerk presented the inventory of council owned assets – no amendments.  Financial and Procedural Group to review and report back to council. 
20. Review of confirmation of Insurance cover
a. Zurich Town, Parish and Community Council Team. PO Box 726. Chichester. PO19 9PS
b. Policy Number: YLL-122038-9283
c. Renewal Date: 14th December 2017
d. Public Liability: £10,000,000 
e. Volunteers - now includes cover for 6 council volunteers under the Public Liability section of cover. 
f. Ensure that the council minutes and keeps a record of all council volunteers taken on and for every activity/task that is carried out, have in place an appropriate risk assessment, provide full training, adequate equipment and make sure that all health and safety regulations are adhered to. – Environment Group to send to clerk
21. Confirmation of councillors Register of Interests
a. The clerk provided all members present with a form to declare their members interests and reminded council members that the model code of conduct requires councillors to register their financial and other interests within 28 days of taking up office. Clerk to email document to Cllr. Peter Clarke for completion and return.
b. The chair requested that all forms be completed and returned to the clerk either before or at the next council meeting on 7th June 2017
c. Clerk to make register available for public inspection on the council’s website
d. Council members were reminded that the register should be updated as soon as reasonably practicable after each meeting where new interests were disclosed 
22. Training – review and requests  
a. The clerk informed the council of the One Voice Wales national training programme for Community and Town Councils in Wales. This currently consists of 21 modules.
b. Code of Conduct training – refer to item 7b
c. Planning Aid Wales is offering a free planning workshop for Town and Community Councils on Monday 12 June 2017 16:30 to 19:45 at Council Chamber, County Hall, The Rhadyr, NP15 1GA Usk – JC to 
d. The clerk has received a 2017 edition of The Good Councillors Guide for Community and Town Councils published by the Welsh Government. All councillors are encouraged to acquire a copy, details of further copies are available form email Electronic copies of the guide are available from the flowing websites link link and link Cllr. Hilary Jones ask if she can order a copies on behalf of each councillor.
There being no further business the meeting closed at 6.30pm
Appendix 1 –  Chairman’s Report 2016-2017
Llanbadoc Community Council has had another busy year.
We welcomed James Lawrence and Jenny Carpenter as new councillors.  And in April of this year we were all re-elected unopposed.  We are also delighted that Peter Sutherland decided to stand for election for the Llanbadoc ward.   The councillors were sorry to say goodbye to Mike Faraday and Laura Jones, we are very grateful for all their hard work.
During the beginning of our council year the hardworking Path Care team repaired potholes at Llanbadoc Island carpark and the track that runs along the river bank in front of Llanbadoc Church.  This proved a temporary measure as we knew it would and the Path Care team are again working in the area repairing pot holes with plainings supplied by Monmouthshire County Council.  I think that this year we must strive to source any grants available to Tarmac the car park.  
We have had representation at the “Give Dog Fouling the Red Card” meetings.  Signs have been erected in Monkswood and Woodside.  The red bags are proving extremely popular in the information kiosk and the Dog Waste bin at Llanbadoc Island is well used.
Llanbadoc telephone box was sold to the council for £1 and a team of helpers; strimmed the area, painted the telephone box and put up leaflet holders so that copies of our walk leaflets could be displayed there and for the public to have easy access to them.  My thanks to councillors and residents who helped with this project.  The Information box has been transformed.
Walk leaflets 1 – 5 were reprinted and the reservoir trail was revised to provide a safer route.  Walks 8 and 9 are currently being worked upon in conjunction with Welsh Water.
Speeding in Woodside is a major issue and we are working with Monmouthshire County Council to come up with a solution to this problem.  Also in Woodside, the triangle of land by the bridge has been cleaned up and trees and bushes pruned by councillors and the Path Care Team.  We are working with Usk Open Gardens to see how we can improve this area.
We have produced a Newsletter this year which was distributed to all households in our area.  With the newsletter was an A4 pull out on “What Goes Where” in relation to recycling and a copy of the revised Reservoir Trail Leaflet.  
We have also started a ‘Google Groups’ email for residents, it is in its infancy but will hopefully grow more popular.
Our sub-groups are working well with regular and productive meetings being held.
The website is being updated regularly, the group are looking to update the site soon.
Our Commons all now have management plans in place and work is being carried out in accordance with these.
A new planning sub-committee was set up this year, which looks at planning applications in depth.
The budget was set this year with no rise to the precept.
The Path Care Group were once again nominated for the sterling work they do and were runners up for the GAVO Volunteers Award.  They have also been nominated for the One Voice Wales Awards, we await the results!
This just leaves me to thank Olivia, our clerk, for all the hard work she does for us and to thank all of you, the volunteer community councillors for all the work you do which makes Llanbadoc Community Council the busy, hardworking, vibrant council that it is.
Hilary Jones
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