Minutes of the Parish Council 19 November 2025

MINUTES OF THE MEETING OF CHOPPINGTON PARISH COUNCIL 

WEDNESDAY 19 NOVEMBER 2025

STAKEFORD AND BOMARSUND SPORT AND SOCIAL WELFARE CENTRE

MEMBERS PRESENT: 

Cllr A Cottrell

Cllr D Fitzgerald

Cllr M Jackson

Cllr J Rowell (Chairman)

Cllr L Watson

IN ATTENDANCE:

Ms A Brindley Parish Clerk/Responsible Finance Officer, Mr D Iley Finance Officer and Mr R Delap Operations Manager.

C058/25         1.         APOLOGIES FOR ABSENCE.

 Apologies of absence were received from Cllrs, H Allsopp and G Huntley (family commitments).  Cllr K Burn (illness) and Cllr J Foster (work commitments) Members accepted apologies.  County Councillor R Spriddell was unable to attend due to a prior commitment.

C059/25         2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER DISCLOSABLE INTERESTS.

None – members who are also County Councillors were assured by the Parish Clerk that any planning matters raised on the agenda  were for information only and would not be discussed in

any detail.

 C060/25         3.         PUBLIC QUESTIONS.

No questions from the public had been received

C061/25         4.         PLANNING MATTERS FOR CONSIDERATION.

As point of information only, the Parish Clerk informed members the application for the Data Centre at Cambois was being heard at the Strategic Planning Committee at County Hall on 2 December 2025.  The Council had submitted a response to the application requesting that main access routes will be priorities for transportation to and from the data centre and suggested the installation of high visibility signage along key routes so that traffic does not inadvertently travel through West Sleekburn.

C062/25         5.         TO APPROVE THE MINUTES OF THE PARISH COUNCIL OF  17 SEPTEMBER 2025. 

The minutes were received, amended to include the approval of the bank reconciliation and then approved as a true record.

 C063/25         6.         MATTERS ARISING

C049/25 – The Parish Clerk advised that planning permission for new houses along Barrington Road is still under consideration by Northumberland County Council.

C054/25 – vandalised play surface at Cambride Road had been made safe.

C054/25 – The external audit had still not been received.  The Clerk had been advised it had been completed and was being reviewed.

C055/25 – The submission for the LTP had been made and three priorities were

1 Stakeford Lane – road safety measures particularly around Glenton shop to Cherry Tree

2 A196 over the Wansbeck Bridge – road safety measures users of the pavement.

3 Foresters Arms corner at West Sleekburn – improving  road safety measures approaching the corner

C057 – CGR – An initial questionnaire had been received to be submitted before 30 November 2025

 C064/25         7.         TO NOTE THE MINUTES OF THE ALLOTMENT COMMITTEE  OF 24 SEPTEMBER 2025

The minutes were amended to include Cllr D FitzGerald as the Vice Chairman and noted.

C065//25        8.         TO NOTE THE MINUTES OF THE STAFFING AND POLICY  COMMITTEE OF 29 OCTOBER 2025

The minutes were amended to include Cllr L Watson as the Vice Chairman and noted.

 C066/25         9.         INTERNAL CONTROLS REVIEW  (appendix one)

As part of the Annual Governance and Accountability Return, members are required to confirm that the Council has appropriate internal controls in place and that these controls are operating effectively.  The Parish Clerk presented two internal control reports for members’ review.

The internal audit provides an independent and thorough review of the Council’s financial management and governance arrangements.

The Clerk presented the items covered by the interim internal audit, advising that assertion 10 strengthens requirements.  The Council’s current website failed accessibility compliance when tested by the auditor and the Clerk is investigating a designer who can check our website for compliance with 2.2AA.

RESOLVED: Members noted the internal control reports including the interim audit review and approved the investigation of means to  improve the website’s accessibility compliance.

C067/25         10.       THE PARISH CLERKS REPORT

1. Finance Report. Members received a report from the FO/AA on expenditure made and income received since the last meeting. This information will be placed on the Parish Council website. The bank reconciliation was presented and Members authorised that it should be signed     Appendix Two
2. Financial Performance for the end of financial quarter. Members received the report and noted the information. Appendix Three
3. Health and Safety Report. Members received the quarterly report for consideration, a copy of which is appended to these minutes. The FO/AA further advised members of recent incidents of vandalism to the roofs of two bus shelters. Members noted this with concern, as remedial works are likely to require the engagement of specialist contractors.

Members were informed that emergency repairs had been carried out to the pathway in Butlers Wood under the Clerk’s delegated authority, in consultation with the Chairman and Vice Chairman, due to health and safety concerns arising from the pathway presenting a trip hazard.  Appendix Four

RESOLVED: To approve actions required in the report including the approval of engagement of contractors for the repairs to the bus shelters and the retrospective approval of the repairs to Butler Woods pathways.

4.  Neighbourhood Plan. The workshop with the Residents Forum worked well.  Over 100 residents had been invited to attend and the comments we received will go towards the evidence required for the plan.  Advise is being obtained from our planning consultant as to whether we require further consultation before proceeding to next stage

5.  Budget Schedule 2026/27. The Parish Clerk set out dates for final budget discussions and budget setting.

Finance working group – 10 December 2025

Finance working group – 7  January 2025

Residents Forum – 14 January 2026

Parish Council – 21 January 2026

6.  Reserves Policy. (Appendix five)The Parish Clerk presented the Reserves Policy for approval. The policy sets out how the Council determines appropriate reserve levels, noting that funds should not be accumulated without a clear and identified purpose. National guidance recommends that general reserves be maintained at no less than three months’ and no more than twelve months’ annual expenditure. The Parish Clerk also reported on activity to date relating to the Council’s earmarked reserves. (Appendix six)

 RESOLVED:  1. Members approved the reserves policy.

2. Members noted the activity to date against earmarked balances.

C068/25         11.       Code of Conduct.  There is a requirement that the Council

adopts a code of conduct, this code of conduct has been considered during induction training and new members are aware of the inclusion of a special Choppington Parish Council protocol for communication with County Councillors about County Council concerns.

 RESOLVED: Members approved the Code of Conduct

Agenda – Part 2. 

 Members resolved that in consideration of standing order 3 and because of their special and confidential nature, the following items require discussion in

the absence of press and public.

C069/25         Grants:  Members agreed the award of £300 to the Toddle in for a Children’s Christmas party.

Appendix one Agenda 9. Internal controls review Parish Council 19 November 2025

Internal Control Report

Legal Authority

Choppington Parish Council has a duty under the Accounts and Audit Regulations 2015 to maintain a sound system of internal control. In accordance with Section 151 of the Local Government Act 1972, the Council is required to make proper arrangements for the administration of its financial affairs and to appoint a Responsible Financial Officer (RFO) to oversee and manage those affairs on its behalf.

Background

The Council acknowledges that a robust internal control framework is fundamental to ensuring transparency, accountability, and good governance. Internal controls are established by the RFO to safeguard public funds, ensure the accuracy and integrity of financial records, and facilitate the effective and lawful conduct of Council business. However, ultimate responsibility for ensuring the adequacy and effectiveness of these controls rests collectively with the elected Members of the Council, who must monitor and confirm that controls remain fit for purpose and compliant with legislative and regulatory requirements.

Internal Controls

In accordance with statutory obligations, the Council appoints an independent and competent Internal Auditor to review, assess, and report on the effectiveness of its internal control systems. The Internal Auditor’s findings form an integral part of the Council’s annual assurance process and are reported through the Annual Governance and Accountability Return (AGAR). The AGAR includes the Annual Governance Statement, through which the Council publicly confirms that it has maintained a sound system of internal control throughout the year and has complied with relevant laws, regulations, and proper practices.

This Internal Control Report outlines the framework and responsibilities in place to ensure that Choppington Parish Council’s financial management arrangements are adequate, effective, and proportionate to the scale of its activities, and that the Council continues to manage its risks efficiently, effectively, and economically.

The following lists the components of the internal controls that are included annually for Members to oversee to ensure transparency, accountability and good governance of the Parish Council

Agenda Item 9.2 19 November 2025

Internal Control Review

Review of the effectiveness of the Internal Audit Process for 2024/25

Background

The Council is required by Regulation 5(1) of the Accounts and Audit Regulations 2015 to ‘undertake an effective internal audit to evaluate the effectiveness of its risk management, control and governance processes, taking into account public sector internal auditing standards or guidance’

The Accounting Governance and Accountability Return is how the Council reports publicly on its arrangements for ensuring that its business is conducted in accordance with the law, regulations, and proper practices and that public money is safeguarded and properly accounted for.

Section One – the Annual Governance Statement is in the form of a number of statements known as assertions to which the Council should be able to answer ‘yes’.

Properly audited financial and governance records contribute to the evidence available to the Council for these assertions.  It is therefore important that the Council has confidence in the internal auditor and internal audit procedures.

Internal auditor

The practioners guide (JPAG) for Parish Councils identifies the following criteria for appointment of an internal auditor

• In addition to ensuring the appointed internal auditor has relevant knowledge of the public sector, there are two key principles an authority must follow in appointing an internal audit provider: independence and competence.
• There is no requirement for a person providing the internal audit role to be professionally qualified, however essential competencies to be sought from any internal audit service should include:
  • Understanding basic book-keeping and accounting processes; where an authority exceeds the £200,000 threshold, this understanding must include accrual accounting and balance sheets
  • Understanding the role of internal audit in reviewing systems rather than undertaking detailed checks that are more appropriately the responsibility of management:
  • Awareness of relevant principles and practice of financial and other risk management
  • Understanding proper practices in relation to governance and accounting requirements within the legal framework and powers of smaller authorities
  • Awareness of the most recent model Standing Orders and model Financial Regulations as published by NALC and how they are adopted by authorities
  • Awareness of relevance of VAT and PAYE/NIC rules as applied to the authority

Our internal auditor has provided the following information regarding the conduct of the audit. 

This is an excerpt from his appointment contract

The author offers to act for the council as a suitably qualified Internal Auditor whose competences and qualifications comply with the requirements of the Audit and Accounts Regulations 2015.

All work will be carried out in accordance with the guidance and instruction in the Practitioners Guide 2023 and any updated version issued during the council year.

This letter sets out terms on which Gareth Davies will act for the Council in relation to the internal audit if appointed.

Period of engagement

This agreement will start with the internal audit work to support the annual return and audit processes for the year ended 31 March 2026.

Responsibilities of the Council and the internal auditor

(i) As councillors, you are responsible for approval of the annual governance statement and the preparation of the annual return, including, inter alia, the maintenance of proper accounting records and an appropriate system of internal control.

(ii) Gareth Davies will work in accordance with the professional standards for such engagements. The work undertaken will consist of internal audit checks following the guidelines in the current edition of “Governance and Accountability for Smaller Authorities in England”. In particular, the internal audit will be carried out using the suggested approach contained therein.

Regulatory requirements

As internal auditor I reserve the right to disclose files arising from this work to regulatory bodies in the exercise of their powers.

For further information his interim audit performed 17 September undertook the following (report to follow)

Appendix Two Agenda 10.  Parish Clerks Report Parish Council 19 November 2025

Finance Report

Agenda item 10.1 19 November 2025

Appendix three Agenda Item 10.2 Parish Council 19 November 2025

Appendix four Agenda item 10.3

Health and Safety report to Parish Council meeting 19 November 2025

Background

Health and Safety items covered in this report relate to:

1. Parish council as an employer

1. The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)

• Allotments (Site at Bomarsund)

1. Parish Office

1. Addition health and safety inspections for:

1. Stakeford and Bomarsund Welfare Centre – the Council shares areas of the building has access to the car park and uses surrounding areas for sporting activities.
2. West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.

Employees

Parish council has duty of care to employees, to maintain safe working environment

Play areas

The Parish Council maintains the following play areas

            West Sleekburn

            Milburn Grange

            Eastgreen

            Cambridge Road

            Liddells Field

            Welbeck Road

Weekly reports are received from inspections by Northumberland County Council which are reviewed by DLN and DI.  The reports are colour coded to alert the seriousness of any damage or defects. 

Anything marked as a serious alert (red) may be dealt with by the NCC inspector, but this will trigger a visit by a Parish officer and a course of action agreed. 

Allotment site

DI undertakes monthly inspections of allotments noting the general condition of site, gates, locks, water taps and tracks and any general obstacles.

Parish Office

All members of staff have responsibility for health and safety on a daily basis

Stakeford and Bomarsund Welfare

DI undertakes monthly inspections of the external area noting the general condition of site, paths, and surfaces.  These are reported to the Welfare Secretary for action.

West Sleekburn Hall

DI performs monthly hard surface inspections. 

Bus Shelters

DI performs monthly hard surface inspections and bus shelter conditions

Updated Report of 17 September 2025

Play Areas

ROSPA inspection reported on 23 July and these outstanding issues and actions arise from NCC inspections, CPC inspections and the most recent ROSPA report

Liddells Field –

The ladybird rocker is missing a decorative bolt on the tail which has left a hole which is bigger than an adult’s finger therefore not considered a finger trap for a child.

Although not a health and safety issue we are still on lookout for larger set of goals that can be modified with a batten on back to stop ball going through completely.  The goalposts still require painting and perhaps require moving along to better grassed surface as the goal mouth is on well-worn grass.  We are buying spray paint and have a contractor looking at this.

A gap has occurred between the treads and the covered handrail of the slide which we have filled with tape.  A better solution is being sought from contractors. ROSPA has identified rusted areas.

Side gate does not close completely; this is an ongoing problem on most of the gates.

Cambridge Road

Rope on activity equipment is cut and is being monitored for deterioration.

One of the 5 swings has been removed due to vandalism and requires a new shackle, we are awaiting a bigger order with Kompan as there is a disproportionately large delivery charge.  We are rotating the missing swing to allow grass to grow underneath it.

Carousel matting has been repaired by CPC

RoSPA have found the seat to be in poor condition and fixings to concrete require repair.

Church Avenue

There is a cut in the rope which will be monitored.

MUGA has a crack in the tarmac.

Statutory sign is cracked, which is currently taped

Fence has foundations exposed

Rocker has foundations exposed

Rocker springs are rusted

Slight bend in toddler swing

Morpeth Road

Concrete lip around metal grid at gate is slightly proud of ground, we are looking for a means to level out the ground around it.

All matting has now been re-laid and seeded. There is some growth of grass coming through.

Eastgreen

There is a slight cut in the soft pore which needs monitoring.

Gates are both not closing completely which requires repair.

Pavement is cracked, whole paving surface may require relaying we are in discussions with contractor regarding repair.

The seat is damaged and requires replacing, we are researching smaller seats for this area to move away from perimeter fence.

Litter bin has had lining removed and front opening removed.  Contractor is being sourced to replace and repair.

3-way rocker requires sanding and rubber handle not in fixed position

Carousel requires painting and there is a loose fixing underneath which we are investigating.

There is a missing cap on the activity centre which requires replacing. This will be ordered once we have a large order due to the delivery charge.

Milburn Grange

Matting under the swings is exposed and may need relaying.

Wetpour has a crack which requires monitoring.

Bird fouling over swing requires cable ties on apex.

The rocker bird has rusty spring which we will overpaint with Hammerite however may require replacement.

Gate is closing too quickly

Flat swing is rusted internally and may need replacing.

GENERAL MAINTENANCE

Local services will regrass under exposed matting in spring

Swings on to be rotated – matting exposed under flat seats so we will swap cradle and flat seats to allow regrowth.

Annual contract to be obtained to inspect all gates and repair on rotation

Monitoring list to be compiled

All swings to have cable ties overhead to stop birds landing on frame

Allotment site

Issues to note

Overlay work on entrance completed

Local team have been into allotment to cut back grass and remove debris.

Maintenance work has been undertaken to bring back two allotments however there is rubbish to remove from the site

Parish Office – and Stakeford and Bomarsund Welfare

Worknest annual visit re health and safety.  Rob Delap with David Iley lead

Outstanding items:

PAT test required throughout building – has been undertaken

Electrical Assessment – Contractor has been identified

Fire Risk Assessment required – tests of equipment and alarms undertaken weekly however as assessment will formalise the arrangements

Legionella assessment required – showers are run weekly; however, this will advise on any further actions required. We have a contractor coming soon to investigate.

West Sleekburn Hall – Learning from Worknest will be passed onto Trustees.

There is evidence of slight damage to the left had side of the external entrance.

Outside lighting in disrepair.  West Sleekburn trustees have received grant funding towards this.

One of the slats on one of the recycled bench seats in the garden has been snapped off at the end.

Bus Shelters

Metal grills may require repainting as there are rust issues in some.

Shelters have been cleaned however roofs need further attention.

Fire Regulations:  Both West Sleekburn Village Hall and Welfare have had fire extinguisher checks and purchased new extinguishers last year.

Actions to be considered 

To consider the report and direct the Parish Clerk on any issue raised that require further action.

David Iley

FO/AO

19 November 2025

Appendix five Agenda item 10.6 19 November 2025

Choppington Parish Council

Reserves Policy

1. Introduction

This Reserves Policy sets out how Choppington Parish will determine and review levels of reserves held by the Council. Reserves are important to ensure the financial stability and sustainability of the Council, enabling it to meet unexpected expenses and fund day to day operations and future plans. The Local Government Finance Act 1992 requires local authorities to have regard to the level of reserves needed for meeting estimated future expenditure when calculating the budget requirement. This policy ensures that the reserves are properly maintained and managed in a transparent and accountable manner.

2. Purpose of Reserves

The Council holds reserves for key purposes, including:

• Managing cash flow: To ensure the Council can meet its financial obligations at any time without disruption.
• Funding for future projects: To support planned capital works or future initiatives, particularly where funding may not be available from other sources
• Long-term financial planning: To allow the Council to plan for and save for significant future expenditure, such as major repairs, infrastructure projects, or new initiatives.

3. Types of Reserves

The Council holds two types of reserves:

1. Earmarked Reserves: These reserves are set aside for specific purposes or projects. CPC earmarked balances include the repair and replacement fund which identifies the level of funds required to maintain and replace all assets.

Other earmarked reserves are intended to be used within a set time frame and any funds remaining unused can be reallocated or returned to general reserves.

Levels Unlike General reserves there is not a guide for upper or lower levels for earmarked reserves except that they must be held for ‘genuine and intended purposes’

2. General Reserves are funds which do not have any restrictions placed upon them as to their use, within the limits of legal authority. These can be used to smooth the impact of uneven cash flows, offset the budget requirement if necessary or can be held in case of unexpected events or emergencies.

Levels.  It is important that the Council adopts the level appropriate to the size and situation of the Council and plans the budget to ensure that the adopted level is maintained.  The Joint Panel on Accountability and Governance advises that for the size of our Council this should be between 3-12 months of  annual expenditure. Changes in activity levels and or range of services provided will require changes in the level of General Reserve in order to provide working capital for those activities.  Even at times when extreme pressure is put on the council’s finances the council must keep a minimum balance of General Reserves sufficient to administration costs such as staff salaries.   If, in extreme circumstances, General Reserves are exhausted due to major unforeseen spending pressures within a particular financial year, the Council will need to draw down from Earmarked balances to provide short-term resources.

Surplus funds from one year are placed into general reserves in the next

4. Principles for Holding Reserves

The Council will adhere to the following principles when managing its reserves:

• Adequacy: The amount held as reserves should be adequate to cover the risks of unforeseen circumstances or financial difficulties, including the ability to cover short-term cash flow shortages and emergency spending requirements.
• Transparency: Reserves will be reviewed regularly, and reported in the Annual Governance and Accountability Return and budget documents.
• Prudence: Reserves should be invested prudently to ensure they retain value and are available when needed. The Council will only invest reserves in low-risk, easily accessible accounts
• Renewal: Where reserves are used for specific purposes, they will be renewed over time, in line with the Council’s budget and financial planning process. The Council will aim to maintain reserves at levels that support its long-term objectives and financial stability.

5. Review and Monitoring of Reserves

The Council will undertake a formal review of its reserves at least once a year, as part of its annual budgeting and financial planning process. During this review, the Council will:

• Assess the adequacy of reserves based on anticipated risks and future expenditure needs.
• Determine whether any earmarked reserves can be reallocated based on changes in the Council’s priorities or completed projects.
• Ensure that the general reserve is sufficient to cover potential contingencies.

The Finance Committee will be responsible for reviewing the reserves policy and ensuring that reserves are managed in line with the overall financial strategy.

6. Guidelines for the Use of Reserves

Reserves will be used only for the following purposes:

• Emergency/Contingency Expenditure: When unexpected expenditure arises that is not accounted for in the current year’s budget.
• Specific Capital Projects: For major infrastructure projects or improvements that have been identified in the Council’s long-term planning.
• Maintaining Service Levels: In the event of a shortfall in expected income reserves may be used temporarily to ensure the continued delivery of essential services.

7. Maximum and Minimum Levels of Reserves

• General Reserve: The Council will aim to hold a general reserve between three to 12 months of annual expenditure. The exact amount will be reviewed annually based on projected expenditure and the Council’s financial needs.
• Earmarked Reserves: The amount in earmarked reserves will be determined by the specific requirements for each project or contingency, as identified in the Council’s financial planning process.

8. Reporting

The Parish Clerk/RFO, will prepare a report on the reserves at each quarterly Finance committee including:

• The current balance of the general reserve.
• Expenditure against each earmarked reserve.
• Any proposals for the use of reserves, along with relevant financial justifications.

9. Policy Review

This policy will be reviewed by the Finance Committee annually and reported to the Parish Council, to ensure it remains fit for purpose and continues to align with the Council’s financial management and planning objectives.

Approved 20 November 2024

Reviewed 19 November 2025

Appendix Six Agenda item 10 Parish Council 19 November 2025

Appendix Seven Agenda Item 11 Parish Council 19 November 2025

Review 2025

Code of Conduct for Members

The Choppington Parish Council (“the Council”) has adopted the following code which sets out the conduct expected of elected and co-opted members of the Council when they are acting in that capacity.

This means the code applies whenever you (a) conduct the business of the Council (including the business of your office as an elected councillor or co-opted member) or (b) act, claim to act or give the impression you are acting as a representative of the Council.

‘Co-opted member’ means any person who is a member of any committee or sub-committee of the Council with a right to vote but is not one of its elected members.

The code is intended to be consistent with Nolan’s Seven Principles of Public Life, and should be read in the light of those principles, namely that Council Members will act with selflessness, integrity, objectivity, accountability, openness, honesty and leadership.  Those Principles are not part of this Code but are set out in full at Annex 1 for information.

Part 1 – General Conduct

1. You must treat others with respect, including Council officers and other elected members.
2. You must not bully any person (including specifically any Council employee) and you must not intimidate or improperly influence, or attempt to intimidate or improperly influence, any person who is involved in any complaint about any alleged breach of this code of conduct.
3. You must not do anything which compromises or is likely to compromise the impartiality of anyone who works for or on behalf of the Council.
4. You must not conduct yourself in a manner which could reasonably be regarded as bringing the Council, or your office as a member of the Council, into disrepute.
5. You must not use or attempt to use your position as a member improperly to confer on or secure for yourself or any other person any advantage or disadvantage.
6. You must comply with any Protocol adopted by the Council which seeks to regulate the conduct of its elected members or co-opted members and which the Council has specifically declared should fall within the provisions of this code of conduct and which is listed in Annex 4 to this Code.
7. When using or authorising the use by others of the resources of the Council, you must act in accordance with the Council’s reasonable requirements (as set out in such protocol as it may adopt from time to time for these purposes) and must ensure they are not used for party political purposes.
8. You must not prevent, or attempt to prevent, another person from gaining access to information to which they are entitled by law.
9. You must not disclose information which is given to you in confidence, or information which you believe or ought reasonably to be aware is of a confidential nature, unless:

(a)  You have the consent of a person authorised to give it; or

(b)  You are required by law to do so; or

(c)  The disclosure is made to a third party for the purpose of obtaining professional advice, provided that the third party agrees not to disclose the information to any other person; or

(d)  The disclosure is reasonable and in the public interest and made in good faith.

10. At all times, Members should treat equally and without discrimination all Members, employees, associates and members of the public.

Part 2 – Registration of interests

11. It is each members responsibility to complete the Register of Members’ and Co-opted Members’ Disclosable Pecuniary Interests and Other Registerable Interest form and forward such to the Monitoring Officer (at Northumberland County Council):

1. within 28 days of your appointment as a member of the Council
2. or any change taking place in your registerable interests.

In this code of conduct ‘your registerable interests’ means:

(a) any Disclosable Pecuniary Interest as set out in Annex 2;

or

(b) any other interest held by you as set out in Annex 3.

(Note: Failure without reasonable excuse to register a Disclosable Pecuniary Interest is a criminal offence under section 34 Localism Act 2011 as well as being a breach of this code)

12. Where you think that disclosure of any of these details could lead to you, or a person connected with you, being subject to violence or intimidation, the Monitoring Officer may at your request make a note on the Register that you have a personal interest, details of which are withheld.

Part 3 – Non-registerable interests (and when it becomes apparent during the meeting)

13. You will have a non-registerable personal interest when you attend a meeting of the Council or one of the committees or sub-committees, and you are, or ought reasonably to be, aware that a decision in relation to an item of business which is to be transacted might reasonably be regarded as affecting your wellbeing or financial position, or the wellbeing or financial position of a person described in paragraph 14 to a greater extent than most inhabitants of the area affected by the decision.
14. The persons referred to in paragraph 12 and 13 are:

(a)     a member of your family;

(b)     any person with whom you have a close association;

(c)     in relation to persons described in (a) and (b), their employer, any firm in which they are a partner, or company of which they are a director or shareholder.

Note:

(a)     “A member of your family” means: your partner (i.e. your spouse, civil partner or anyone with whom you live in a similar capacity); your parent or parent-in-law; any child, stepchild or sibling of you or your partner; your grandparent, grandchild, aunt, uncle, nephew or niece; and the partners of any of those people.

(b)     You have a “close association” with someone if your relationship is such that a reasonable member of the public might think you would be prepared to favour or disadvantage that person when deciding a matter which affects them.

14. When you attend a meeting of the Council or one of its committees or sub-committees, and you are aware that you have a non-registerable interest in an item of business (as defined in paragraph 12) you must disclose that interest to the meeting before consideration of that item begins or (if later) when you become aware of the interest.

Part 4 – Non-Participation in Council Business

15. When you attend a meeting of the Council or its committees or sub-committees, and you are aware that the criteria set out in paragraph 16 are satisfied in relation to any matter to be considered, or being considered at that meeting, you must:

(a)     Declare that fact to the meeting;

(b)     Not participate (or further participate) in any discussion of the matter at the meeting; and

(c)     Not participate in any vote (or further vote) taken on the matter at the meeting;

(d)     Leave the room whilst the matter is being discussed.

16. The criteria for the purposes of paragraph 15 are that:

(a)     You have a registerable or non-registerable personal interest in the matter which is such that a member of the public knowing the relevant facts would reasonably think it so significant that it is likely to prejudice your judgement of the public interest; and either

(b)     The matter will affect the financial position of yourself or one of the persons or bodies referred to in paragraph 13 or in any of your register entries; or

(c)     The matter concerns a request for any permission, licence, consent or registration sought by yourself or any of the persons referred to in paragraph 13 or in any of your register entries.

17. If a Council function can be discharged by you as a member acting alone and you are aware you have a registerable or non-registerable personal interest in any matter to be dealt with by in that way which meets the criteria set out in paragraph 16, you shall not deal with that matter in any way (except to enable it to be dealt with by someone else).

(Note: Failure, without reasonable excuse, to comply with paragraph 15 to 17 in relation to a Disclosable Pecuniary Interest is a criminal offence under section 34 Localism Act 2011 as well as being a breach of this code)

18. On a written request made to the proper officer of the authority, by a member or co-opted member of the authority, grant a dispensation relieving the member or co-opted member from either or both of the restrictions in section 31(4) in cases described by the dispensation. Requests for dispensations will be considered and, where appropriate, granted only in relation to the grounds and conditions set out in section 33 of the Localism Act 2011.  (See Annex 5)
19. Paragraphs 15 to 17 do not apply if (i) you have a relevant dispensation under section 33 of the Localism Act 2011 and/or paragraph 18 or (ii) the matter in question relates to any of the following functions of the Council:

(a)  an allowance, payment or indemnity given to members;

(b)  any ceremonial honour given to members; and

(c)   setting a precept under the Local Government Finance Act 1992.

20. Gifts and hospitality

Any person from whom you have received a gift or hospitality with an estimated value of more than £50 which is attributable to your position as an elected or co-opted member of the Council should be declared to the monitoring officer within 28 days of receipt

Annex 1 to Code of Conduct

Nolan’s Seven Principles of Public Life

Selflessness

Holders of public office should take decisions solely in terms of the public interest. They should not do so in order to gain financial or other material benefits for themselves, their family, or their friends.

Integrity

Holders of public office should not place themselves under any financial or other obligation to outside individuals or organisations that might influence them in the performance of their official duties.

Objectivity

In carrying out public business, including making public appointments, awarding contracts, or recommending individuals for rewards and benefits, holders of public office should make choices on merit.

Accountability

Holders of public office are accountable for their decisions and actions to the public and must submit themselves to whatever scrutiny is appropriate to their office.

Openness

Holders of public office should be as open as possible about all the decisions and actions that they take. They should give reasons for their decisions and restrict information only when the wider public interest clearly demands.

Honesty

Holders of public office have a duty to declare any private interests relating to their public duties and to take steps to resolve any conflicts arising in a way that protects the public interest.

Leadership

Holders of public office should promote and support these principles by leadership and example.

Annex 2 to Code of Conduct – (the exact wording is set out in the form from NorthumberlandCounty Council for the Register of Members’ and Co-opted Members’

Disclosable Pecuniary Interests and Other Registerable Interests)

Disclosable Pecuniary Interests 

(as defined by Regulations made by the Secretary of State under section 30 Localism Act 2011).

Please Note: The following interests are Disclosable Pecuniary Interests if they are an interest of either (a) yourself, or (b) your spouse or civil partner, or (c) a person with whom you are living as husband and wife, or (d) a person with whom you are living as if you were civil partners (all of whom are referred to as “relevant persons”):-

Employment, office, trade, profession or vocation – Any employment, office, trade, profession or vocation carried on for profit or gain.

Sponsorship – Any payment or provision of any other financial benefit (other than from the relevant authority) made or provided within the relevant period in respect of any expenses incurred by you in carrying out your duties as a member, or towards your election expenses.

This includes any payment or financial benefit from a trade union within the meaning of the Trade Union and Labour Relations (Consolidation) Act 1992.

Contracts – Any contract which is made between the relevant person (or a body in which the relevant person has a beneficial interest) and the Council —

(a) under which goods or services are to be provided or works are to be executed; and

(b) which has not been fully discharged.

Land – Any beneficial interest in land which is within the area of the Council.

Licences – Any licence (alone or jointly with others) to occupy land in the area of the Council for a month or longer.

Corporate tenancies – Any tenancy where (to your knowledge)—

(a) the landlord is the Council; and

(b) the tenant is a body in which the relevant person has a beneficial interest.

Securities – Any beneficial interest in securities of a body where—

(a) that body (to your knowledge) has a place of business or land in the area of the Council; and

(b) either;

(i)      the total nominal value of the securities exceeds £25,000 or one hundredth of the total issued share capital of that body; or

(ii)     if the share capital of that body is of more than one class, the total nominal value of the shares of any one class in which the relevant person has a beneficial interest exceeds one hundredth of the total issued share capital of that class.

Note: In the above descriptions, the following words have the following meanings –

“body in which the relevant person has a beneficial interest” means a firm in which the relevant person is a partner or a body corporate of which the relevant person is a director, or in the securities of which the relevant person has a beneficial interest;

“director” includes a member of the committee of management of an industrial and provident society;

“land” excludes an easement, servitude, interest or right in or over land which does not carry with it a right for the relevant person (alone or jointly with another) to occupy the land or to receive income;

“securities” means shares, debentures, debenture stock, loan stock, bonds, units of a collective investment scheme within the meaning of the Financial Services and Markets Act 2000 and other securities of any description, other than money deposited with a building society.

Annex 3 to Code of Conduct (the exact wording is set out in the form from Northumberland County Council for the Register of Members’ and Co-opted Members’

Disclosable Pecuniary Interests and Other Registerable Interests)

Other Registerable Personal Interests

The other interests, which you must register under paragraph 10(b) of the code, are:

1. Any body of which you are a member (or in a position of general control or management) to which you are appointed or nominated by the Council;
2. Any body which (i) exercises functions of a public nature or (ii) has charitable purposes or (iii) one of whose principal purposes includes the influence of public opinion or policy (including any political party or trade union) of which you are a member (or in a position of general control or management);

Note: These mean only your interests and not those of your spouse or civil partner

Annex 4 to Code of Conduct

Associated Protocols/Policies

The Council has adopted the following Protocols/Policies which are intended to regulate the conduct of its elected members or co-opted members and which the Council has specifically declared should fall within the provisions of this code of conduct pursuant to paragraph 6 of the code:

1. Protocol on Parish and County Councillors communications. see Annex 6
2. Protocol on planning see Annex 7
3. Records and Information Management Policies – NB if councillors do retain personal information they are advised to discuss this with the Parish Clerk who might recommend individual registration with the Information Commissioners Office.
4. Equal Opportunities, Equality and Diversity Policy.
5. Social Media Policy. (under revision)
6. Protocol to guide the work of Parish Councillors see Annex 8

Annex 5 to Code of Conduct        

Localism Act section 33

33. Dispensations from section 31(4)E+W

This section has no associated Explanatory Notes

(1)       A relevant authority may, on a written request made to the proper officer of the authority by a member or co-opted member of the authority, grant a dispensation relieving the member or co-opted member from either or both of the restrictions in section 31(4) in cases described in the dispensation.

(2)       A relevant authority may grant a dispensation under this section only if, after having had regard to all relevant circumstances, the authority—

(a)       considers that without the dispensation the number of persons prohibited by section 31(4)  from participating in any particular business would be so great a proportion of the body transacting the business as to impede the transaction of the business,

(b)       considers that without the dispensation the representation of different political groups on the body transacting any particular business would be so upset as to alter the likely outcome of any vote relating to the business,

(c)        considers that granting the dispensation is in the interests of persons living in the authority’s area,

(d)       if it is an authority to which Part 1A of the Local Government Act 2000 applies and is operating executive arrangements, considers that without the dispensation each member of the authority’s executive would be prohibited by section 31(4) from participating in any particular business to be transacted by the authority’s executive, or

(e)       considers that it is otherwise appropriate to grant a dispensation.

(3)       A dispensation under this section must specify the period for which it has effect, and the period specified may not exceed four years.

(4)       Section 31(4) does not apply in relation to anything done for the purpose of deciding whether to grant a dispensation under this section.

Annex 6 to Code of Conduct

Protocol on Parish and County Councillor communications, see also Annex 8 Protocol to guide the work of Parish Councillors

The Parish Council has long held the view that close working between Parish and County councillors benefits the whole community.

Choppington Parish Council is covered by three County Council electoral divisions: Choppington and Hepscott (part of), Stakeford and Sleekburn (part of), which are each represented by a County Councillor.

It is the practice of the Parish Clerk to communicate with each County Councillor on a regular basis to discuss matters of joint interest.

To further strengthen working between Parish and County Councillors the following protocol is suggested:

• When a Parish Councillor has an issue raised with them by a member of the public that is within the responsibility of Northumberland County Council, the Parish Councillor should take contact details and advise the member of the public that they should contact the County Councillor.

• As a matter of courtesy these details should be passed to the County Councillor with a copy to the Parish Clerk. Parish Councilor should not retain these details.

• The County Councillor will acknowledge receipt within 5 days.

• Once the matter has been referred to the County Councillor, the problem is in their ownership and they are responsible for any required action.

• Any future contact by the member of the public to the Parish Councillor should be directed to the County Councillor with a copy to the Parish Clerk.

Annex 7 to Code of Conduct

Protocol on planning matters

The Parish Council is not a planning authority.  However, the Parish Council will be informed of all applications (relevant to the area) made to the planning authority and may make comment on planning applications.  Under certain circumstances the Parish Council will make representations on behalf of local residents and this might include addressing members of the planning authority directly.

The following protocol is suggested to be reviewed with the code of conduct:

1. The Chairman and Vice Chairman receive all planning applications with those highlighted by the Parish Clerk that may require further Council consideration.

1. Councillors can bring planning matters to the attention of the Parish Clerk and Chairman of Planning for Council consideration.

1. Any Councillor should be careful about expressing an opinion in public about a particular planning application before it has been considered by the Council.  When making a comment a Councillor should ensure that it is known to be a personal opinion and not the view of the Council.  Expressing such a personal opinion may exclude the Councillor from participating as a Councillor when the Council discusses the matter.

1. A Councillor may refer/invite residents to discuss an application made to the planning authority with the Parish Clerk.

1. The Parish Clerk is available to advise and support Councillors on any aspect concerning the procedures and protocols to be followed in respect of planning applications.

Annex 8 to Code of Conduct

Protocol to guide the work of Parish Councillors

The protocol gives guidance to Parish Councillors regarding

1. Service queries from residents
2. County Councillor liaison
3. Parish Council role ward/whole council responsibilities

1          Service Queries from Residents

See attached list of responsibilities on page 14

• If questioned about any service which has a Parish Council involvement (a tick in column 1), residents should be advised that in first instance the Parish Clerk should be advised, please obtain contact details and pass information onto the Parish Clerk who will discuss the issue with you. The Parish Clerk will subsequently advise:

1. Actions to be taken
2. Progress until resolution

• If questioned about NCC sole responsibilities, please advise:

• Request the resident contacts Northumberland County Council directly. NCC prefer to be contacted by the complainant directly rather than by a third party.  Contact details for NCC at foot of page 3.
• Always ask the resident to obtain a reference number for NCC to allow follow up.
• Advise the resident to contact the Parish Council office if they do not receive a response within a reasonable time. The Parish Clerk will then gain permission from resident to take the issue up with NCC officers or refer to County Councillor.

• The Parish Clerk will advise you of any further contacts and action taken.

• The Parish Clerk will liaise with County Councillor when appropriate.

2          County Councillor Liaison

It should be noted that individual Parish Councillors do not have the authority to speak on behalf of the council.  Any request to attend external meetings should be referred to the Parish Clerk who has delegated authority in consultation with the Chair and Vice Chair of the Council to determine parish council representation.

An informal bi-monthly liaison meeting between Parish and County Councillors will be convened by the Parish Clerk, where items of shared interest will be discussed.

3          Parish Council role – ward/whole council responsibilities

Since the Parish Council was established Councillors have resolved to work together, setting aside party differences, and working for the whole community.

• The rational way to organise the Parish Council is having Councillors work for the whole community rather than an individual ward.
• Councillors should work together as the Parish Council setting aside political affiliations.

However, Parish Councillors require a ward identity so that residents know their elected representative(s).  To this end

• Parish Council arranged or related activities within wards will include all Parish Councillors of that particular ward.
• Parish Councillors will be supported to establish positive relations with community organisations within their ward. (Schools, residents associations etc.)
• Serving the community can be achieved in many different ways and Parish Councillors are encouraged to actively engage in their community and promote the work of the parish council.

This protocol should be applied recognising the commitments and requirements of the code of conduct.  Councillors should be careful to present a positive image of the Parish Council and to avoid denigrating any other Parish Councillor or Parish Council decision.

Services provided by CPC and NCC

Delivered by

NCC contact 0345 600 6400

CPC 01670 858664

approved Annual Meeting 11 May 2022

approved Parish Council 19 November 2025