MINUTES OF THE MEETING OF CHOPPINGTON PARISH COUNCIL HELD ON WEDNESDAY 28 MAY 2025 AT STAKEFORD AND BOMARSUND SPORT AND SOCIAL WELFARE CENTRE
MEMBERS PRESENT:
Cllr H Allsopp
Cllr K Burn
Cllr A Cottrell
Cllr D Fitzgerald
Cllr G Huntley
Cllr M Jackson
Cllr J Rowell (Chairman)
Cllr L Watson
IN ATTENDANCE:
Ms A Brindley Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk, Mr R Delap Operations Manager, Mr D Iley Finance Officer and County Councillor R Spriddell
C024/25 1. APOLOGIES FOR ABSENCE.
Apologies of absence were received from Cllr J Foster (family commitment) and Members accepted the apologies for absence
C025/25 2. DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER DISCLOSABLE INTERESTS.
none
C026/25 3. PUBLIC QUESTIONS.
No questions from the public had been received
C027/25 4. PLANNING MATTERS FOR CONSIDERATION.
The Parish Clerk advised members that the Appleby Centre had submitted an application to replace the external fencing on their boundary with Woodhorn Drive, completing the perimeter fencing to the same level around their property.
RESOLVED: Members did not consider that this should require a planning response.
C028/25 5. TO NOTE THE MINUTES OF THE ANNUAL PARISH MEETING OF 13 MAY 2025
The minutes were received and noted as a true record with the correction in CO08/25.8.1 to correctly identify Cllr Burn.
C029/25 6. TO APPROVE THE MINUTES OF THE PARISH COUNCIL OF 12 MARCH 2025
The minutes were received and approved as a true record
C030/25 7. MATTERS ARISING
CO87/24 13 The Parish Clerk reported that we were seeking a quotation from a play provider to replace the grass matting at Welbeck Road and to resolve the gap on the slide at Liddells Field.
C031/25 8. TO NOTE THE MINUTES OF THE FINANCE COMMITTEE OF 19 MARCH
The minutes were noted by the Parish Council.
C032/25 9. PLAY AREA IN NEW DEVELOPMENT BEHIND STAKEFORD CRESCENT
Members received the report regarding the transfer of the responsibility for the play area maintenance from Bernicia. Members were disappointed that it was limited to equipment suitable for the toddlers and would have liked it to have appealed to a wider age range. It was also noted that there was not a waste bin.
RESOLVED: That the Council would take over maintenance responsibilities for the play area at a time to be agreed with Bernicia.
C033/25 9. TO RECEIVE AND NOTE THE END OF YEAR REPORT FROM THE INTERNAL AUDITOR
The year end report from the internal auditor was presented for consideration. The internal audit included examination of evidence relevant to the amounts and disclosures in the summary accounts and notes, sufficient to give reasonable assurance that the summary accounts and notes are free from material misstatement. The Clerk brought to the attention of members that objective G in respect of PAYE and NI for Members allowances had not been signed off. The Council had considered that these payments were expenses rather than allowances and had therefore not treated them as possibly taxable.
The Parish Clerk had sought advice from our external auditors regarding the approval of the Governance and Financial statement on this meeting’s agenda and had been advised that this could be approved as long as members were aware of the internal audit report prior to its completion.
The Parish Clerk would seek advice from HRMC on whether the low levels of repayments made required notification.
RESOLVED:
- Members noted the internal auditors report and thanked her for bringing to their attention the issue.
- Agreed to suspend any reimbursements until the Clerk could contact HMRC for advice on how best to proceed.
C034/25 13. TO RECEIVE AND APPROVE THE YEAR END STATEMENTS AND ACCOUNTS FOR PRESENTATION TO EXTERNAL AUDIT.
The Parish Clerk/Responsible Finance Officer reported that as smaller authority with a gross income exceeding £25,000 the Parish Council must complete part 3 of the Annual Governance andAccountability Return at the end of each financial year.
The Annual Governance and Accountability Return (AGAR)
comprises 4 sections.
- Annual Governance Statement,
- Accounting Statements,
- Annual Internal Audit Report, and
- External Auditor Report and Certificate.
It was explained that the Parish Council completes 1 and 2 at this meeting. Our internal auditor completes no.3 (see agenda item 10) and the external auditor no.4.
13.1 The annual governance statement is a public report affirming that the Council is being conducted in accordance with the law, regulations and proper practices and that public money is safeguarded and properly accounted for. The Council responds to statements known as assertions. Guidance is issued by the Joint Panel on Accountability and Governance (JPAG). The Parish Clerk asked members to consider each assertion by turn.
Assertion 1 – Financial management and preparation of accounting statements
‘We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements.’
Members agreed that the Parish Council has taken all required steps to satisfy the assertion; a RFO has been appointed; financial procedures are in place to record financial transactions; bank reconciliations are completed on a monthly basis and reviewed by members; a budget has been prepared and approved; arrangements are in place to manage investments and earmarked reserves appropriately; and, annual accounts are prepared in an accurate and timely manner.
Assertion 2 – Internal Control
‘We maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.’
Members asserted the Parish Council has in place and follows Standing orders and Financial Regulations. These documents identify how the Council operates to safeguard public money, how the Council makes its financial transactions, how it manages risk, how it pays staff, and how fixed assets are maintained and secured. Members review these procedures and undertake regular internal examination of finances.
Assertion 3 – Compliance with laws regulations and proper practices
‘We took all reasonable steps to assure ourselves that there are no matters of actual or potential noncompliance with laws, regulations, and proper practices that could have a significant financial effect on the ability of this smaller authority to conduct its business or on its finances.’
Members asserted the Council has acted lawfully. When making decisions members receive advice from the proper officer who confirms legal authority and power to act.
Assertion 4 – Exercise of Public Rights
‘We provided proper opportunity during the year for the exercise of electors rights in accordance with the requirements of the Accounts and Audit Regulations.’
Section 25-27 of Local Government Accountability Act 2014 contain provisions giving interested person rights of inspection of accounts and records. In making this assertion members noted the Council makes its accounts accessible for 30 working days during which time there is a mandatory full 10-day period from beginning of July and throughout the year by arrangement.
The accounting statement is published on the website.
Assertion 5 – Risk Management
‘We carried out an assessment of the risks facing this smaller authority and took appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.’
Members asserted the Council has compiled and reviewed the assessment of risk, and maintains a risk register which records the identification of risk e.g. financial loss of money/damage to property, and management of risk e.g. through insurance, added security measures, internal controls
Assertion 6 – Internal Audit
‘We maintained throughout the year an adequate and effective system of internal audit of the accounting records and control systems.’
In making this assertion members noted the appointment of an internal auditor who undertakes an effective audit. The Responsible Finance Officer gives the internal auditor access to all documents and records, supplying any all required information and explanations.
Assertion 7 – Reports from Auditors
‘We took appropriate action on all matters raised in reports from internal and external audit.’
Members consider all reports from the internal and external auditors and resolve any actions that might be required.
Assertion 8 – significant events
‘We considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on this smaller authority and, where appropriate have included them in
the accounting statements.’
In setting the budget and when authorising year end statements, the council consider any events occurring during the financial year (or after the year-end), that have consequences, or potential consequences, on the authority’s finances.
Assertion 9 – Trust Funds
Not applicable
13.2 Members considered the accounting statement for the year ended 31 March 2025
RESOLVED:
- Having noted the completion of the annual internal report from the internal Auditor, members considered the annual governance statement and accounts.
- Members considered annual governance statement and determined that to the best of their knowledge and belief that they have satisfied their responsibilities in relation to assertions 1 to 8 inclusive.
- Members noted that section 9 of the statement was not applicable as the council does not act as the sole managing trustee of any local trust or similar body.
- Members received and approved the accounting statement and supporting documentation for the year ended 31 March 2025.
- The Chairman of the meeting and the Parish Clerk/Responsible Finance Officer were authorised to sign the statements contained in the Parish Council’s annual return for the financial year ended 31 March 2025.
- The signed AGAR to be displayed on the Council’s website in compliance with the Exercise of Public Rights
Agenda – Part 2. There were no matters referred for consideration from part 1 of the agenda.
There being no further business the meeting concluded at 20.00