MINUTES of the Meeting of WESTLEIGH PARISH COUNCIL held in the Village Hall, Westleigh, on Wednesday 6th November 2002 at 7.30 p.m.

Present.
Councillors:       M.Hudson (Chairman), P.Fronteras, M.Cumiskey, M.P,Parks, J.May, B.Marshall and A. Samphier.

Also Present.
Councillors L. Brown NDDC.  R. Cann.  DCC.

 1102/1 Apologies for Absence.
No Apologies.

 1102/2 Police Report.
No report from the Police.

 1102/3 Minutes of the Meeting held on 2d      October 2002.
Resolved that the minutes of the meeting held on the 2d October 2002 be agreed as a correct record and signed by the Chairman.

 1102/4 Northern Devon Community Transport Ltd.  Presentation. 
Lin Brayley gave the presentation on behalf of the NDCT Ltd. Involvement with the "Ring and Ride" scheme, "Shopmobility", and the requirement to maintain and improve existing schemes, together with providing information and access to a variety of services in order to overcome transport difficulties within the community, forms the basis of their aims and objectives.

 A website is being set up which will define all aspects of travel in Devon and will be for the use of both locals and visitors to the area.

 Grants are accessible for appropriate schemes from a variety of sources and application forms are available.

 A question and answer session followed and it was concluded that prior to any further action, a survey should be undertaken to try and identify any particular local needs.  Lin Brayley offered to produce and circulate a questionnaire and liaise with the parish clerk as necessary.

 This project to be put in hand as soon as possible, but may take some time to complete.

 The council will await the result of this survey before proceeding.

 1102/5 Matters Arising.
Instow and Westleigh Newsletter.
A letter has been sent to the Instow and Westleigh News as requested.

 Westleigh Gateway Scheme.
A letter setting out our proposals for a " Planter" constructed from a tractor tyre has been sent to DCC.  A reply has not yet been received.
NHS Trust Merger.
Letters have been sent to, The South West Peninsula Health Authority, and The Secretary of State for Health, objecting most strongly to the proposed merger of the North Devon Healthcare Trust with the Devon and Exeter NHS Trust.

Co-opted Membership.
The Chairman introduced Lyn Kenny to the council with the recommendation that she be invited onto the council as a co-opted member.
It was Proposed and seconded, followed by a unanimous vote in favor, that Mrs. Kenny be accepted as the eighth and final member of the council.
Mrs. Kenny was requested to complete the appropriate forms in order that the formal co-option be finalised, and NDDC. informed.

Memorial Garden Hedgebank.
The owner had been contacted regarding the condition of the hedge bank, but to date there had not been any response .
Cllr.  L. Brown and the clerk would approach the owner again.

Westleigh Website.

Cllr.  P. Fronteras has made good progress and has received donations from several sponsers and is continuing to promote the Website.
Members were asked to assist in finding additional sponsors in order to help finance the project.

 1102/6 Parishioners Questions.
The question of the NHS Trust was raised, and the parishioner was informed that the council had written to formally object to the merger
Cllr.  R. Cann had also expressed his objection.

Following a question regarding the current situation of the Playing field/ Parking venture, the meeting was informed that the Parish together with the assistance of the District and County Council were still exploring every possibility,

 1102/7 County & Distrct Reports.
Cllr.  L. Brown NDDC reported that a major new campaign has been launched to promote and improve the recycling of waste within the county of Devon.
Information on      

 Tarka Tennis Centre is on target for opening Jan/Feb 2003.  The complex with indoor and outdoor tennis courts together with two football pitches, has used 90% of local labour, with all the internal and external doors being supplied by Shaplands.

 Grants:- Loft and cavity wall insulation grants are available for householders through HEATDevon which will reduce running costs.(These grants are not means tested.) Contact No. 0800 7317116.

 Solar Electric Grants:- There is a 50% grant available for installation under the Energy Saving Trust on Tel. 0800 2983978.

For general advice about energy efficiency,contact Saving Energy Trust on Tel.0800 512012.

 Cllr.  R.Cann. volunteered his support to the NDDC recycling scheme and confirmed Devon County Councils commitment to improving every aspect of waste management.

DCC are continuing to monitor the safety aspects of the North Devon link road.

 1102/8 Parking and Play Area.
Nothing further to report at present , enquiries are continuing,

 1102/9 Undergrounding of Cables.
The project at present is being held in abeyance until a source of funding can be found.

 1102/10 Correspondence.
A copy of all correspondence was made available to all Councillors.  It was resolved that correspondence be noted.

 1102/11 Finance.
A copy of expenditure was presented to Councillors.
Resolved that expenditure totalling L91.75. be approved and accounts be paid accordingly.

 Annual Return for Year Ending March 2002.
The clerk submitted a letter received from the district auditor requesting further information relating to the Annual Return for year ending March 2002, namely:
1.      Annual Report by Internal Auditor.
2.      Action plan in respect of internal & external auditor's reports.
3.      Risk assessment and Minutes of action taken on risk assessment.
4.      Bank statements (already provided.)
A report by the clerk and the subsequent discussion by members produced the following conclusions.

1. Internal Auditor's report.
At present we do not have an independent internal auditor and the council will be required to provide a report by an independent auditor for the annual return March 2003.  Members were requested to investigate initially, the possibility of any appropriate local person taking up the position. 2.  Action plan in respect of external auditor's recommendations. Recommendations arising from the audit ending March 2001 had been brought to the attention of members at the October meeting (minute 0902/1 0) which included an assessment of the council's insurance policy in relation to the War Memorial.  It was resolved that insurance cover should be reviewed annually the month before the premium is due.
Most of the items have already been dealt with by the clerk with the exception of
a.      Reclaiming tax on the interest from savings account.
This will be explored in the near future but an approach to the Inland Revenue by the previous parish clerk proved to be unsuccessful.

b.      Assets to be detailed in supporting statement. 
This will be carried in future annual reports.

3.  Risk Management / Assessment.
The following headings form the basis on which risk assessment should be made.

a.       Does scan of minutes identify any unusual activity.

b.      Do the minutes record the council carrying out risk assessment?

c.       Is insurance adequate and appropriate.

d.      Are internal financial controls regularly reviewed.

e.       Is actual expenditure against budget regularly reported.

f.       Is income properly recorded and promptly banked.

g.      Are payments supported by invoices, authorised and minutes.

h.      Is receipt and payment book maintained and up to date?

 Risk Assessment / Action Plan.

Following a further discussion on the subject of risk management it was resolved to continue the existing financial practices which are to be supplemented by additional procedures.
Future practice therefore will be as follows

a.       At every parish meeting, details of monthly receipts and payments will continue to be submitted to the council for approval.

h.      As at present a cheque book showing the current balance will be presented to the council and two members will be required to endorse each cheque for payment.

c. Each payment to be supported by an appropriate claim or invoice.

d.      An intermediate financial report including bank statements, will be produced by the clerk and presented to the council in December of each year.

e.       At the same time, the R.& P. Ledger showing income and expenditure together with the identification of appropriate VAT. payments to date, will be made available for inspection.

f  There will , as in the past be a budget prepared in support of its annual precept. g. An annual financial report and statement to be approved at the end of every financial year.

It was also suggested that a formal inspection of the Bus shelters and seats within the parish which are the responsibility of the parish council, should take place at least once a year.  This would ensure that the council are aware of any defects that might require attention.  This practice may also assist the council in any defense that might be necessary, should a claim be brought against them for failing to maintain their property in safe condition.

It was hoped that the above resolutions would satisfy the requirements of the district audit and these minutes be submitted to them for their approval.

1102/12 Planning.
1.      White Lodge Westleigh: - recommend refusal.  With comments.
2.       Jaspers Eastleigh:- recommend approval.  No comments.
3        ... West Ashridge Farm: - recommend approval.  No comments.

 1102/13 Any Other Business at Chairman's Discretion
Rubbish outside Oxman's Cottages causing an obstruction.