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Annual Meeting Minutes 15 May 2019

Minutes of the Annual Meeting of the Parish Council held on Wednesday 15th May 2019 at 7.00 pm in the Council Chamber, Village Hall, Edwinstowe.

Present: Cllrs Ayre, Brooks, Brown, Carlton, Freeman, Murphy, Peacock, J Peck, K Peck, Rogers.

Apologies: Cllr Troop.

Meeting opened by the Chairman.

19/001 TO ELECT A CHAIR FOR THE ENSUING YEAR

The Clerk called for nominations for Chair for the ensuing year.

Cllr Brooks was elected as Chair for Edwinstowe Parish Council for the ensuing year. Approved unanimously

19/002 TO RECEIVE THE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE

Cllr Brooks signed the declaration of acceptance of office

19/003 TO ELECT A VICE CHAIR FOR THE ENSUING YEAR

Cllr K Peck was elected as Vice Chair, for Edwinstowe Parish Council, for the ensuing year. Approved unanimously.

19/004 TO RECEIVE THE VICE CHAIRMAN'S DECLARATION OF ACCEPTANCE OF OFFICE

Cllr K Peck signed the declaration of acceptance of office.

19/005 APPROVAL OF THE FOLLOWING DOCUMENTS (available on the website)

  1. Constitution – unchanged
  2. Standing Orders 2018 – national association of local councils template, 2019 template not yet updated by NALC
  3. Public Participation Rules – unchanged
  4. Financial Regulations – updated to include RFO
  5. Financial Risk Assessment – unchanged
  6. Complaints Procedure – unchanged
  7. GDPR Security Compliance Checklist – unchanged
  8. Code of Conduct – unchanged
  9. Internal Audit

Documents accepted as read. Approved unanimously.

19/006 COUNCILLORS REGISTER OF MEMBERS INTEREST FORMS

Update at the meeting if appropriate.

19/007 TO APPOINT REPRESENTATIVES FOR THE FOLLOWING WORKING GROUPS, SUB COMMITTEES, COMMITTEES AND ORGANISATIONS

N.B. Working Groups & Sub Committees are closed meetings with no decision making powers; Committees are public meetings with the ability to make decisions. (Working Groups & Sub Committees can include non-council members.

Cllr J Peck suggested a substitute system, so that if a Committee member was unable to attend a meeting another Councillor could be nominated to stand in. Unanimously approved.

WORKING GROUPS AND COMMITTEES

SUB COMMITTEE/COMMITTEE MEMBERS
Finance and Administration Committee Chair – Cllr J Peck
Cllr Ayre
Cllr Brooks
Cllt Carlton
Health & Safety Inspection Sub Committee Cllr Freeman
Cllr Brown
Cemetery Sub Committee Chair – Cllr Ayre
Cllr Brown
Cllr K Peck
Cllr Rogers
Human Resources Sub Committee Chair – Cllr Brooks
Cllr Brown
Cllr Freeman
Cllr Troop
Events Sub Committee Chair – Cllr K Peck
Cllr Carlton
Cllr Murphy
Cllr Rogers
Parks AND Open Spaces, Sub Committee Chair – Cllr Brooks
Cllr Murphy
Cllr Rogers
Cllr J Peck
Planning Committee Chair – Cllr Freeman
Cllr Brooks
Cllr Carlton
Cllr J Peck
Thoresby Memorial Sub Committee Cllr J Peck
Cllr Peacock
Plus public
Newsletter Sub Committee Cllr J Peck
Allotment Sub Committee Chair Cllr Ayre
Cllr Brooks
Cllr Peacock
Cllr Troop
Thoresby Vale Working Group Cllr Brown
Cllr Carlton
Cllr Peacock
Cllr Freeman

ORGANISATIONS

ORGANISATION NEW MEMBERS
Sherwood Education Partnership Cllr K Peck
Village Hall Management Committee Cllr Freeman
Cllr Rogers
Sherwood Forest Regional Park Cllr J Peck
Sherwood Forest Trust Cllr J Peck

Meeting closed 1920hrs

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