Minutes of Choppington Parish Council 27 May 2026

MINUTES OF THE MEETING OF CHOPPINGTON PARISH COUNCIL HELD ON WEDNESDAY 27 MAY 2026 AT STAKEFORD AND BOMARSUND SPORT AND SOCIAL WELFARE CENTRE

MEMBERS PRESENT: 

Cllr H Allsopp

Cllr K Burn

Cllr A Cottrell

Cllr M Jackson

Cllr J Rowell  (Chairman)

Cllr L Watson

IN ATTENDANCE:

Ms A Brindley Parish Clerk/Responsible Finance Officer,  Mr R Delap Operations Manager, Mr D Iley Finance Officer and Mr G Davies (auditor)

C027/26         1.         APOLOGIES FOR ABSENCE.

Apologies of absence were received from Cllr J Foster and Cllr D FitzGerald (illness) and Members accepted the apologies for absence

C027/26         2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER DISCLOSABLE INTERESTS.

none

C028/26         3.         PUBLIC QUESTIONS.

No questions from the public had been received

C029/26         4.         PLANNING MATTERS FOR CONSIDERATION.

No significant planning matters for consideration

C030/26         5.         TO NOTE THE MINUTES OF THE ANNUAL PARISH MEETING OF 13 MAY 2026

An update regarding trustees will be made in the Parish Clerks report.

C031/26         6.         TO APPROVE THE MINUTES OF THE PARISH COUNCIL OF 11  MARCH 2026

The minutes were received and approved as a true record

C032/26         7.         MATTERS ARISING

C087/25 Roundabout at Willow Farm.  The Clerk had written to Mr Simon Neilson of Northumberland County Council supporting County Councillor David FitzGerald’s campaign to reinstate the roundabout at Willow Farm.  We have received a response from Mr Rob Murfin in planning expressing the planning position that the variation had been determined.

C033/26         8.         TO NOTE THE MINUTES OF THE FINANCE COMMITTEE OF 18  MARCH

The minutes were noted by the Parish Council.

C034/26         9.         TO RECEIVE AND NOTE THE END OF YEAR REPORT FROM  THE INTERNAL AUDITOR

The Chairman invited Mr Gareth Davies our internal auditor to present his report.  He confirmed he had undertaken the review of the effectiveness of the Parish Council’s internal controls and was able to prepare an annual governance statement in accordance with proper practices in relation to accounts as required by the Accounts and Audit Regulations 2015.

His report included 3 recommendations.

  1. To include on the website the ICO publication scheme and make regular checks for broken links
    1. Review internal controls with new employees to identify improvements
      1. In the absence of petty cash, to use debit cards to make small purchases.

RESOLVED: 

  1. Members expressed appreciation to the Auditor for the audit and his attendance at the meeting or presentation of his report.
  2. Members noted the internal auditors report and thanked him for his recommendations. 
  3. Members accepted the recommendations of the audit report

C035/26        10.       GOVERNANCE AND AUDIT.

RESOLVED:  Any actions arising from the recommendations are reported at the next Finance Committee.

C036/26         11.       THE PARISH CLERKS REPORT

  1. Bank Reconciliations.  The Finance Officer presented the bank reconciliations for the period since the previous meeting.  Members approved the Chairman signing the reconciliation.
    1. Finance Report.  Members received a report from the RFO on expenditure made and income received since the last meeting of the Parish Council.  This information will be placed on the Parish Council website
    1. Health and Safety Report.  Members received a verbal report for consideration.  A cradle swing was currently out of action at the Morpeth Road Estate play area, officers had originally cable tied it over the apex of the swing, but had now chained and padlocked it out of use.   Although not our responsibility officers had attended Cleaswell Park to remove a spinner that had been vandalised.  With tyre marks along one side of the seat, It appeared that it had been propelled by an e-bike or motor scooter to a velocity that sheered it from the ground fixings.  The OM had advised, NCC of the vandalism, the police and the supplier of equipment which had not before seen this type of vandalism.
    1. Current Issues. 
  2. Members were advised that notice has been received by the Welfare that NCC have appointed Councillors M Jackson and D FitzGerald as trustees.
  3. A meeting had been arranged for Officers to meet NCC regarding the future of the library at Guide Post
  4. The next Northumberland Plan has been started with Parish Council being asked to input into the process.  NCC are seeking views on key issues, there is a draft engagement strategy on line and alongside NCC are preparing a housing design standard supplementary plan for new housing and residential areas. 

C037/26         12        TO RECEIVE AND APPROVE THE YEAR END STATEMENTS AND ACCOUNTS FOR PRESENTATION TO EXTERNAL AUDIT.

The Parish Clerk/Responsible Finance Officer reported that as a smaller authority with a gross income exceeding £25,000 the Parish

Council must complete part 3 of the Annual Governance and Accountability Return at the end of each financial year. 

The Annual Governance and Accountability Return (AGAR)

comprises 4 sections.

1.   Annual Governance Statement,

2.   Accounting Statements,

3.   Annual Internal Audit Report, and

4.   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 need to be assured that the Council:  Has appointed an RFO; financial procedures are in place to record financial transactions; bank reconciliations are completed on a monthly basis and reviewed by members; the budget is prepared and approved; arrangements are in place to manage investments appropriately, to manage earmarked reserves, and that 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 are asserting 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 have the opportunity to review these procedures and undertake their own 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.’

Councils operate within a legal framework which provides them with the necessary statutory powers and authority to deliver local public services. Members and clerks//RFOs should always be aware of, and have regard to, the legal power they are exercising when deciding on any action including to spend public money.

Members are asserting that the Council has acted lawfully.  When making decisions, Members receive advice from the proper officer under which power the Council is 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.  The Council must make its accounts accessible for 30 working days during which time there is a mandatory full 10-day period from beginning of July.

The accounting statement must be published on the website. 

Our internal auditor also has to assert this on the AIAR (N).

Assertion 5 – Risk Management

‘We carried out an assessment of the risks facing this authority and took

appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.’

Members are asserting that the Council has compiled and reviewed the assessment of risk.  The Council has 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.’

The council needs to have in place an internal auditor who has undertaken an effective audit, allowing access to all documents and records, and supplying any information and explanations required. 

Assertion 7 – Reports from Auditors

‘We took appropriate action on all matters raised in reports from internal and external audit.’

Each year Members consider 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.’

The council needs to have considered if any events that occurred during the financial year (or after the year-end), have consequences, or potential consequences, on the authority’s finances. If any such events are identified, the authority then needs to determine whether the financial circumstances need to be reflected in the statement of accounts.

Assertion 9 – Trust Funds

Not applicable

Assertion 10  Effective IT and Data management

‘We have put into place arrangements for the effective IT and data management in accordance with proper practices during the year under review’

The council has a generic email account and it is hosted on our own domain. (info@choppingtonparishcouncil.gov.uk).  Our website needs to meet legal requirements and the Web Content Accessibility Guidelines 2.2AA and Public Sector Bodies Accessibility regulations 2018.  The website includes information that meets the Freedom of Information Act 2000 and transparency code for smaller authorities.  The Council must follow the General Data Protection Regulation (GDPR) 2016 and Data Protection Act (DPA) 2018.  We must process personal data in line with the principles of data protection. The Council is both Data Controller and a Data processor.  The Council must have an IT policy.

  1. Having noted the completion of the annual internal report from the internal Auditor, members considered the annual governance statement and accounts.
  2. 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.         
  3. 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.
  4. Members received and approved the accounting statement and supporting documentation for the year ended 31 March 2026.
  5. 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 2026.
  6. The signed AGAR to be displayed on the Council’s website in compliance with the Exercise of Public Rights

C038/26         13        BUS SHELTER REPAINTING.  Members considered the proposal for a maintenance programme of repainting bus shelters, and agreed that the Clerk obtain further information to enable a decision

Agenda – Part 2. 

C039/26         14        Consideration of grant request.  Members requested that further information is obtained from the grant applicant, and would welcome an opportunity for a face to face meeting.

There being no further business the meeting concluded at 20.45