AGENDA
ANNUAL PARISH COUNCIL MEETING
WEDNESDAY 8 MAY 2024
AT 6.00PM AT
STAKEFORD AND BOMARSUND SPORTS AND SOCIAL WELFARE CENTRE
Agenda, Part 1
- The election of a Chairman for the Parish Council year 2024/25.
- To receive the Chairman’s declaration of acceptance of office.
- Those attending and apologies for absence. Members are reminded that any member not attending a meeting of the Council for six consecutive months will be deemed to be no longer a member of the Parish Council.
- Members will identify any declarations of disclosable pecuniary and other registerable personal interest(s)
- Public Questions (Please read the note below).
- To receive the minutes of the Annual Meeting of 10 May 2023 reported previously to the Parish Council meeting of 24 May 2023
- The election of a Vice Chairman for the Parish Council year 2024/25
- To appoint Members to serve on committees of the Parish Council
- To appoint representatives to outside Bodies
- Cycle of Meetings for 2024/25.
- Payroll services. Members will be asked to confirm our payroll services provider for 2024/25.
- Appointment of Internal Auditor for 2024-25
- Appointment of External Auditor for 2024-25.
- Review of Investment Policy. Members are requested to review the investment policy which informs the annual investment strategy
- Investment Strategy 2024/2025. Members are requested to review this document
- Annual Statement of Risk 2024/2025 Members are requested to review this document
- Asset Register. Members are asked to review for inclusion into the year-end accounts.
- Standing Orders. Members are requested to review this document
- Financial Regulations. Members are requested to review this document
- Procurement Policy. Members are requested to consider and approve a procurement policy to include the changes in financial regulations and approve the preferred supplier list.
- Governance and audit.
Agenda Part 2
Items that in consideration of Standing Order 3 and because of their special and confidential nature, require the exclusion of press and public.
- Any items referred from part 1 for private consideration.
- Members will consider requests for grants from community groups.
Notes to be read in connection with Agenda Items 4 and 5
Note for the Public – Members of the public may attend but access will be on a first come first served basis. Public questions can be notified to the Parish Clerk before 12noon on the day of the meeting and will be read out in the meeting during the public session. As usual, it is not the Council’s custom to respond during the public session. Where appropriate the Chairman will inform the resident of the action to be taken, that is, passed to a committee; go on the next agenda; or the points will be taken into consideration if already on the agenda
Note re Declarations of interest – Members are required to disclose personal and prejudicial interests relating to any matters to be considered at the meeting. The disclosure must include the nature of the interest. An interest must also be disclosed in the meeting if it only becomes apparent to the member during the meeting.
If a member who has declared a personal interest then considers the interest to be prejudicial he/she shall declare that, and, after making any representations, answering questions or giving evidence relating to the business, the member shall withdraw from the room for the remainder of the item to which the interest relates. Issued by: Angela Brindley
Parish Clerk
1 May 2024
Minutes of the Annual Meeting of Choppington Parish Council 8th May 2024
MEMBERS PRESENT:
Cllr H Allsopp
Cllr J Foster (attended from agenda item 9)
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P S Vaughan (Chair)
Cllr L Watson
IN ATTENDANCE:
Ms A Brindley Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk and Mr D Iley Finance Assistant
C001/24 1. ELECTION OF A CHAIRMAN FOR THE ENSUING YEAR.
The Parish Clerk reported that 3 nominations had been received for Councillor P S Vaughan for the position of Chairman. As the sole nominee Cllr P Vaughan was duly elected to serve as Chairman for council year 2024/5.
C002/24 2. TO RECEIVE THE CHAIRMAN’S DECLARATION OF ACCEPTANCE OF OFFICE.
Cllr P S Vaughan duly signed the declaration.
C003/24 3. THOSE ATTENDING AND APOLOGIES FOR ABSENCE.
Apologies were received from Cllr K Burn for a prior training course and Cllr A Hart for work commitments.
The meeting accepted these as valid reasons for absence.
C004/24 4. DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE PERSONAL INTEREST(S).
Cllr L Watson declared an interest in the grant request item in Agenda Part 2
C005/24 5. PUBLIC QUESTIONS.
No public questions had been submitted
C006/24 6. TO RECEIVE THE MINUTES OF THE ANNUAL MEETING OF 11 MAY 2022 (reported previously to the Parish Council meeting of 25 May 2022)
The minutes were received by the Parish Council.
C007/24 7. THE ELECTION OF A VICE-CHAIRMAN FOR THE ENSUING YEAR.
The Parish Clerk reported that 3 nominations had been received for Councillor J Rowell for the position of Vice Chairman. As the sole nominee Cllr J Rowell was duly elected to serve as Vice-Chairman for Council year 2024/25.
C008/24 8. TO APPOINT MEMBERS TO SERVE ON COMMITTEES OF THE PARISH COUNCIL.
The Parish Council and agreed the following committee memberships:
Committee Allotment Committee Membership
Cllr H Allsopp
Cllr J Foster
Cllr A Hart
Cllr K Burns
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P Vaughan
Cllr L Watson
Committee Community Development and Environment Committee
Membership
Cllr H Allsopp
Cllr J Foster
Cllr A Hart
Cllr K Burns
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P Vaughan
Cllr L Watson
Committee Finance Committee
Membership
Cllr H Allsopp
Cllr J Foster
Cllr K Burns
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P Vaughan
Cllr L Watson
Committee Planning Committee
Membership
Cllr H Allsopp
Cllr K Burns
Cllr A Hart
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P Vaughan
Cllr L Watson
To avoid a possible conflict of interest with her County Council duties, Cllr J Foster will not serve as a member of the planning committee.
Committee Staffing and Policy Development Committee
Membership
Cllr H Allsopp
Cllr J Foster
Cllr K Burns
Cllr G Huntley
Cllr A Iley
Cllr J Rowell
Cllr P Vaughan
Cllr L Watson
C009/24 9. TO APPOINT REPRESENTATIVES TO OUTSIDE BODIES.
RESOLVED: Members agreed the following appointments:
- Cllr P S Vaughan appointed to the executive of Northumberland Association of Local Councils.
- Cllrs H Allsopp and G Huntley appointed to serve on the committee of Choppington Disability Group.
- Cllrs H Allsopp, G Huntley and P S Vaughan appointed as trustees to Stakeford and Bomarsund Sport and Social Welfare Centre.
- Cllrs H Allsopp, L Watson and K Burns appointed to serve on the committee of West Sleekburn Community Trust.
- Cllr G Huntley to National Association of Councils to complete term as Chair of English Region
- Cllr P Vaughan and Officer to attend SE Northumberland Forum.
Members agreed that consideration of any other vacancies arising during the year will be delegated to the Parish Clerk in consultation with the Chair and Vice-Chair of the Council.
C010/24 10. CYCLE OF MEETINGS FOR 2023/24.
Members received a draft schedule of meetings dated and agreed the schedule
C011/24 11. PAYROLL SERVICES.
Members noted the increase in charges and confirmed Northumberland County Council as the payroll services provider for 2024/25.
C012/24 12. APPOINTMENT OF INTERNAL AUDITOR FOR 2024/25.
The Council’s internal auditor is Susan Saunders who is the Clerk at Haltwhistle, is AAT qualified and runs her own accountancy business. She is also currently undertaking an SLCC training qualification on the Principles of internal auditing.
RESOLVED: Members approved the reappointment of Susan Coulthard as Auditor.
C013/24 13. APPOINTMENT OF EXTERNAL AUDITOR FOR 2024/25
Under the Local Audit (Smaller Authorities) Regulations 2015, the Smaller Authorities Audit Appointments (SAAA) is responsible for appointing external auditors to all opted-in smaller authorities. The SAAA has appointed Mazars as the Council’s external auditor for the next 5 years. Any member with a personal conflict with this appointment should advise the SAAA.
RESOLVED: Members acknowledged the re-appointment of Mazars accountancy firm as the authority’s external auditor.
C014/24 14. REVIEW OF INVESTMENT POLICY.
The Parish Clerk/Responsible Finance Officer presented the councils investment policy (Addendum Three), explaining that the policy informs the Parish Councils annual investment strategy for the year to come. The policy concentrates on low-risk investments that spread risk and affords protection for Parish Council funds.
The PC/RFO stated that transfers to and from the ‘investment’ account will be reported to the Finance Committee. This policy is displayed on the website
RESOLVED: Members confirmed the investment policy attached as appendix 1 to these minutes.
CO15/24 15. REVIEW OF INVESTMENT STRATEGY.
Because of the special and confidential nature of the business to be discussed, this item was placed on part 2 of the agenda.
C016/24 16. ANNUAL STATEMENT OF RISK 2024/25.
The Deputy Parish Clerk presented the annual statement of risk for 2024/25 to members for consideration and approval (attached as Appendix 2).
RESOLVED: The meeting accepted the statement as presented.
C017/24 17. ASSET REGISTER.
The parish Clerk/Responsible Finance Officer presented the list of fixed assets for inclusion in the year end accounts to date.
Resolved: Members reviewed the list of fixed assets approving their inclusion in the year end accounts to date, to be reviewed and finalised at the meeting on 22 May 2024 .
C018/24 18. REVIEW OF STANDING ORDERS.
Cllr Vaughan and Cllr Allsopp sort clarification on the meaning of paragraph 26 Restriction of Councillor Activities. The wording seemed to imply that:
- A councillor (s) could only inspect any land or premises with prior authorization from the Council.
And
- That a councillor(s) could be given permission to issue orders instruction or direction.
The Parish Clerk agreed it was confusing wording, and it had come from the NALC model standing orders. It should not prevent any councillor informally visiting a site or premises and reporting back any problems to the Clerk.
Re item ii It could not be envisaged that an occasion would arise when this council would need to authorise either one Councillor or a group of Councillors to issue an order, instruction or direction as all orders etc should be issued by the Clerk or in the Clerks absence the Deputy Clerk under the direction of the Council.
RESOLVED: Members approved Standing Orders with the exception of item 26 which will be redrafted by the Clerk.
C019/24 19. REVIEW OF FINANCIAL REGULATIONS
The Clerk presented the Financial Regulations explaining that these are based on the NALC model Financial Regulations of 2019, the new Regulations were due to be issued in April but as yet have not been circulated. The changes to the Council’s previous policy had been highlighted for consideration.
Item 6.11 that the Chairman retains an envelope with computer access passwords and pin numbers had been highlighted for discussion. In small Parish Councils, the only member of staff is the Clerk and this measure would ensure the continued functioning of the Council should the Clerk not be available. This council will have 2 out of 3 members of staff who are able to access the computer systems of the Council.
RESOLVED: Members approved Financial Regulations with the exception of paragraph 6.11 which was to be deleted
C020/24 20. CONSIDERATION OF THE PROCUREMENT POLICY
The Clerk presented the draft procurement policy reflecting the changes made in the Financial Regulations, and drawing attention to the list of preferred suppliers.
RESOLVED: Members approved the Procurement Policy and the list of preferred suppliers.
C021/24 CONSIDERATION OF GOVERNANCE AND AUDIT ISSUES
The Clerk advised members that the audit had taken place that week but had not as yet received the final report. It will be placed on the agenda for the next meeting of the Parish Council
Agenda, Part 2.
Members in consideration of Standing Order 3 and the special and confidential nature of the business to be transacted, resolved the press and public be excluded and asked to withdraw.
CO22/24 Consideration of any matters referred from Agenda Part 1.
CO15/23 REVIEW OF INVESTMENT STRATEGY.
RESOLVED: Members reviewed the investment strategy, and in consideration of the funding that is required for Cleaswell Park, resolved that the Finance committee considers any transfers to our higher yield account during the year.
Cllr L Watson left the meeting
CO23/24 CONSIDERATION OF GRANTS
Bedlington Brass Band Junior Section
RESOLUTION : agreed £300.00 contribution towards the costs of £800.00
Cllr L Watson returned to the meeting
Dogwood Productions CIC
RESOLUTION: Not to award a contribution but to investigate local theatre companies that may be available to provide similar service to wider audience of young people.
There was no further business to be considered under Agenda Part 2
On conclusion of this item the meeting closed at 8.50 pm
Signed by the Chairman: Date