MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON16 JUNE 2020

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON TUESDAY 16 JUNE 2020 – VIRTUAL MEETING USING ZOOM

THOSE ATTENDING:

Cllr H Allsopp

Cllr E A Barrell

Cllr K Grimes

Cllr G Huntley

Cllr A Iley

Cllr J Rowell

Cllr Vaughan (Chair)

Cllr L Watson

IN ATTENDANCE:

Mrs A Brindley, Parish Clerk/Responsible Finance Officer and Mr D L Nicholson, Deputy Parish Clerk.

AGENDA PART 1

C001/20         1.         APOLOGIES FOR ABSENCE

Cllr J Foster submitted apologies (ill health).  The meeting accepted this as a proper reason for non-attendance.

C002/20         2.         DECLARATIONS OF DISCLOSABLE PECUNIARY ANDOTHER REGISTERABLE INTEREST(s)

Cllr A Iley declared an interest in respect of agenda item 16, indicating that he will withdraw from the meeting at the conclusion of item 15.

C003/20         3.         PUBLIC QUESTIONS.

The Parish Clerk explained arrangements made for members of the public to submit questions or attend the meeting.  No questions had been received.

C004/20         4.         PLANNING MATTERS FOR CONSIDERATION.

The Parish Clerk advised that there were 2 applications requiring consideration and invited the Cllr K Grimes as Chairman of the Planning Committee to address the meeting.

4.1       Cllr Grimes advised notice for the closure of a section of footpath adjacent to the former Swan public house has been received by the Parish Council.  Northumberland County Council has granted permission for a change of use to a residential dwelling.  This permission included a section of highway being re-designated.  Cllr Grimes expressed concern that safe access to the bus stop situated to the front of the former public house entrance might be compromised.  The meeting shared these concerns.

RESOLVED:  Members delegated responsibility to the Parish Clerk in consultation with the Chairman and Vice-chairman of the planning committee to prepare a response on behalf of the Parish Council.

 4.2       The Parish Clerk reported an application is being considered by Northumberland County Council for the change of use of a building from vehicle depot to material recycling facility.  The site is within the Choppington Parish Council boundary, but close to residential properties in the East Bedlington Parish.  Access to the site is difficult because of the inadequacy of the Barrington Road between the A1068 and Red Row Drive.  The 2 alternative access roads route vehicles through residential areas.  A previous application at a nearby site was controversial with residents objecting to increased traffic flow and distress from noise, dust and particulates from burning of materials.

RESOLVED: 

1. Members delegated responsibility to the Parish Clerk in consultation with the Chairman and Vice-chairman of the planning committee to prepare a response on behalf of the Parish Council.
2. The Parish Clerk was asked to co-ordinate with East Bedlington Parish Council.
3. The Parish Council gave authority for the Parish Clerk to convene a meeting of the planning committee.

C005/20        5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH

COUNCIL MEETING ON 4 DECEMBER 2019.

The meeting agreed the minutes represented a true record of the meeting and agreed they should be signed as such by the Chairman and placed in the public domain.

C006/20        6.         MATTERS ARISING.

There were no matters arising from the minutes.

C007/20        7.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING ON 24 JANUARY 2020.

Te meeting agreed the minutes represented a true record of the meeting and agreed they should be signed as such by the Chairman and placed in the public domain.

C008/20        8.         MATTERS ARISING.

 There were no matters arising from the minutes.

C009/20        9.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING ON 31 JANUARY 2020.

The meeting agreed the minutes represented a true record of the meeting and agreed they should be signed as such by the Chairman and placed in the public domain.

C010/20        10.       MATTERS ARISING.

                                    There were no matters arising from the minutes.

C011/20        11.       TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING ON 18 MARCH 2020.

The meeting agreed the minutes represented a true record of the meeting and agreed they should be signed as such by the Chairman and placed in the public domain.

C012/20        12.       MATTERS ARISING.

                                    There were no matters arising from the minutes.

C013/20        13.       TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE OF 12 FEBRUARY 2020.

The meeting noted the minutes agreed they be placed in the public domain.

C014/20        14.       TO RECEIVE THE END OF YEAR REPORT FROM INTERNAL AUDITOR.

Members received and considered the report from the internal auditor (appendix 1) and the Parish Clerk reported that the internal auditor had also completed the Annual Internal Auditor Report.

RESOLVED:  Members welcomed the report and noted that there were no matters requiring further consideration.

C015/20        15.       APPOINTMENT OF INTERNAL AUDITOR FOR 2020/21.

RESOLVED:  The Parish Council agreed to appoint Mr P Basnett as internal auditor for 2020/21.

Cllr A Iley having declared a registerable interest was placed in the waiting room by the meeting host.

C016/20        16.       REVISION TO EMPLOYMENT CONTRACTS.

The Parish Clerk reported that following staff re-organisation, job descriptions for the Finance/Administrative Officer and the Community Development Officer have been revised in line with budget decisions made at the meeting of 31 January 2020.  Members were asked to given direction and approval for the updated contracts.

RESOLVED:  The meeting authorised the Chairman to sign both contracts on behalf of the Parish Council.

C017/20        17.       ANNUAL STATEMENT OF RISK 2020/2021.

17.1    The Parish Clerk/Responsible Finance Officer explained that each Parish and Town Council should have in place a system to help it to manage risk. This system will be simple for the smallest parishes and more complex for larger parish and town councils.  A council’s internal auditor may use this risk management system to help to identify what tests to carry out as part of the audit.

17.2    Good practice requires the Parish Clerk to assess and manage risk and the Authority to consider ways to improve and document existing practices.  The Parish Council has previously recognised the importance of risk management and has adopted procedures for risk assessment and management.  The failure to manage risks effectively can be expensive in financial terms and, also in terms of service delivery and reputation.

17.3    Members are ultimately responsible for risk management because risks threaten a council’s ability to achieve its objectives. The Clerk should therefore ensure that members:

• Identify the key risks facing the council
• Evaluate the potential to the council of one of these risks taking place; and
• Agree measures to; avoid, reduce or control the risk or its consequence.

17.4    Every council is different and there is no such thing as a standard list of risks. There are however common themes that are likely to emerge. These might include:

• Physical assets – buildings, equipment, IT hardware etc.
• Finance – banking, loss of income, petty cash etc.
• Injury to the public – in playgrounds and recreation grounds, community buildings etc
• Complying with legal requirements – agendas and minutes, records, etc
• Councillor propriety – declarations of interest, gifts and hospitality etc

17.5    The Clerk needs to consider each of the possible risks under each of the identified schemes. For example, physicals assets could be lost as a result of fire or flood, damage by vandals, theft, or deterioration through lack of maintenance.  All these risks can be minimised or transferred by various means such as taking out insurance, securing alarms or by regular inspection and maintenance.  In addition to identifying risk, it is a good idea to make a judgement about likelihood of the risk occurring and its potential impact.  Classification need be no more complicated than high, medium, or low.  Members have received training and will be aware that specific training to address areas of concern will be arranged.

17.6    There are three main ways of managing risk:

• Take out insurance
• Work with another party to reduce the risk; or
• Manage the risk yourself.

17.7    During 2018/19 the Parish Clerk and the Responsible Finance Officer conducted a comprehensive review of insurance and risk, meeting with representatives of Came Insurance and attending seminars run through the SLCC.  Insurance is reviewed on a 3-year cycle.  Staff receive training on risk annually through the Society of Local Council Clerks and members review the authorities risk statement each year.

17.8    The Parish Clerk asked Members to consider the annual statement of risk as contained in Appendix 2 and annexe attached to these minutes.

RESOLVED:

1. Members considered and adopted the annual statement of risk (assessment and management) for 2020/2021.
2. The Parish Clerk was instructed to take all actions indicated in the annual statement.

C018/20        18.       TO RECEIVE AND APPROVE THE YEAR END STATEMENTS AND ACCOUNTS FOR PRESENTATION TO THE EXTERNAL AUDITOR.

18.1    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.

18.2    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.

The Parish Council completes 1 and 2 at this meeting.  Our internal auditor completes no.3 (see agenda item 14) and the external auditor no.4

18.3    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 (although this has been extended for 2019/20 accounts), 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 (see attached Annual Statement of Risk, agenda item 17).

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.

Members considered the effects of coronavirus.  The Parish Clerk explained that at the special meeting on 18^th March 2020 measures had been put in place to help the community during the pandemic, however due to government initiatives, Northumberland County Council measures and local efforts, Parish Council expenditure had been well within budget to date.  Nor had the Council lost any income through lockdown. As such evidence suggests it will not have a significant financial impact on the authority and will not require inclusion on the accounting statements.

Assertion 9 – Trust Funds

Not applicable

18.4    Members considered the accounting statement for the year ended 31 March 2020.

RESOLVED:

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 2020.
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 2020.

Agenda – Part 2.  There were no matters referred from part 1 of the agenda for consideration under Standing Order 46a.

There being no further business the meeting concluded at  19.45pm

Chairman                                                                              Dated

CHOPPINGTON PARISH COUNCIL

RISK ASSESSMENT AND MANAGEMENT 2020/2021

Ms A Brindley

Parish Clerk and Responsible Finance Officer

9 June 2020

Annual Governance and Accounting Statements 2019/20