JOB DESCRIPTION
Meetings
Attendance at monthly meetings held on 1st Thursday of each month normally at Itchen Abbas & Avington, Easton or Martyr Worthy Village Hall. Start time 7.00 p.m. to arrive by 6.45 p.m. for setting up.
Attendance at Annual Parish Meeting which usually takes place in April each year, this meeting starts at 7.30 p.m. arrival for setting up at 7.00 p.m.
To take and produce minutes, to be approved and amended if necessary by the Chairman.
Implement decisions made at the meeting before the next meeting where possible, and report to Chairman.
Minutes and Agendas
In liaison with the Chairman, prepare Agenda and Minutes and ensure that the Council makes legal decisions and holds effective meetings.
Circulate Agendas and Minutes to the Councillors, and to those on the Mailing List.
Agendas to be delivered to the same by the last Thursday of each month, and copies affixed to the Parish Notice Boards.
Minutes to be delivered as soon as they are ready and at least one week before the next meeting.
Correspondence
Receive and send all Parish Correspondence, file and keep securely.
Keep Chairman up to date with any correspondence received, in particular those with deadlines for reply.
Planning
Attend to Planning Applications. Inform Chairman of Planning Committee when applications are received, look up previous history as necessary and send the Council’s comments to Winchester City Council to arrive by the given deadline. File and keep securely.
General Administration
Be available to Parishioners during reasonable hours to receive information by telephone, fax or email, answer queries, etc, unless prior confirmation is required by the Council.
Liaise with WCC, HCC, HALC, the Parish Churches, and other bodies or individuals, in connection with Council business.
Correspond or liaise with contractors regarding the upkeep of King George V Playing Field, Old School Field, footpaths, bus shelters and any other work required in the Parish.
Maintain and update documents pertaining to legal legislation, such as Freedom of Information Act, Data Protection Act, Declaration and Register of Interests, Elections and formal notices of Audit Inspection.
Accounts
Maintain the Council records and accounts, in accordance with the recommendations of the Internal Auditor and Accounts and Audit Regulations of 1996, which were set up to enforce proper financial controls, prevent and detect fraud and tackle bad debts.
Prepare, receive and despatch payments, and give a resume of the financial position at each monthly Council meeting.
Prepare the Account Books, End of Year Return and associated documents with the Chairman regarding, the Internal and External Audit.
Receive visit once or twice a year by the Internal Auditor and provide all documents they may request.
Ensure that the Council has adequate Insurance and that Annual Risk Assessments are carried out.
With the Chairman and Vice Chairman prepare a budget on which the precept calculations will be decided.
Miscellaneous
Other duties when reasonably required, at the request of the Council.
Attendance at other meetings, occasionally called by the Council, when necessary.
Attendance at functions or training sessions held by District/County Council or training bodies under approval of the Council.
Maintain confidentiality of information in an independent, objective and professional manner.
PARISH COUNCIL EVENTS
Annual Events
The Parish Council financial year runs from 1st April to 31st March.
January Apply for Precept/Budget
February Decide on date for Annual Parish Meeting
Consider draft of Chairman’s report for Annual Parish Meeting
March Organise printing of Chairman’s report and distribution via Kings Worthy Post Office
April Annual Parish Meeting
June
July
August No meeting
September Produce list of dates and places for meetings in the following calendar year (Village Halls need to be booked for meetings)
October
November Produce draft budget for approval
December Approval of budget
Monthly Events
1. At least 3 clear days before monthly Parish Council meetings put the notices on notice boards in Avington, Itchen Abbas, Easton (on the wall of the Cricketers), in Martyr Worthy at the top of Church Lane and at Couch Green.
There are ready printed notices which we buy.
As meetings are open to the public they have to be told when and where meetings are held.
2. Meetings are held in the three village halls in clockwise rotation; all meetings starting at 7.00pm.
3. We aim to have the Minutes given to the Chairman by the Tuesday after the meeting.
4. Minutes are then distributed to the others on the list. Any resident is entitled to see the minutes if they wish.
Weekly Events
- A list of planning applications (on yellow paper) will arrive from the planning office on Monday.
- This should be checked for Itchen Valley items and any in Kings Worthy, Chilcomb or Itchen
Stoke and Ovington on our boundaries. Either the following Saturday or Monday full copies of applications in our area should arrive and should be given to the member of the planning sub-committee living nearest to the site. The only exception is where a Parish Councillor's own property would be affected by the application, in which case it should be given to someone else. They will then ascertain neighbours' views etc and report on the application at the next meeting.
- Each application has two front sheets ore to go back to the planning office and one for our records. If it is complicated write a letter rather than use the sheet. If you do not receive a copy of the full application in a reasonable time then you should ring the planning office and ask for it.
- All applications have a time limit for comments. If this expires before the next meeting and the application is likely to be contentious you should ring the planning office and ask for an extension until after the next meeting. If in doubt ask the chairman of the planning sub-committee.
- All other post should be given to the Chairman to read through once a week. He/she will return it before the meeting. AII correspondence should be brought to the meeting.
- A list of planning decisions {on orange paper} made by officers, i.e. without going to the meeting of the Planning Committee (composed of elected city councillors), is also published weekly.
- Decisions relating to the ltchen Valley should be noted on the Agenda for the next meeting.
- Decisions made by the planning committee will be reported monthly and should also be included on the Agenda as above.
- All applications and decisions should be cut out and pasted into the planning record book. We often need to refer back to this for conditions etc.
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