Minutes of Choppington Parish Council 20 November 2024

PARISH COUNCIL MEETING

6.00PM WEDNESDAY 20 NOVEMBER 2024 AT

STAKEFORD AND BOMARSUND SPORTS AND SOCIAL WELFARE CENTRE

Agenda – Part 1

1. To accept apologies for absence and to remind members 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.
2. Members will identify any declarations of disclosable pecuniary and other registerable interest(s).
3. Public Questions (Please read the note below)
4. Any planning matters for consideration.
5. To receive and adopt the minutes of the Parish Council held on 18 September 2024
6. Any matters arising.
7. To receive and note the minutes of the Allotment Committee 25 September 2024
8. To receive and note the minutes of the Staffing and Policy meeting on 30 October 2024
9. Internal Controls Review – Members are requested to review the report.
10. Parish Clerk’s Report including
11. Finance Report. Members will receive a report from the PC/RFO on expenditure made and income received since the last meeting of the Parish Council and the bank account reconciliation for signature of the Chairman. This information will be placed on the Parish Council website. 2.Financial Performance to the end of the financial quarter.  Members are asked to receive this report at this meeting. It would be referred to the Finance Committee however budget setting will delay the meeting of the finance committee.

3.Health and Safety report.  Members will receive a quarterly report for consideration and advise if further action is required.

4. Neighbourhood Planning. To receive an update on the progress of the Neighbourhood plan
5. Budget Preparation 2024/25. Parish Clerk/RFO will ask members to give direction on the process for preparation and adoption of a budget and setting of precept for 2024/25

6.Reserves Policy.  Members will consider the reserves policy that informs the budget setting process.

Agenda – Part 2.  Members will be asked to consider if there are matters that in consideration of Standing Order 3d and because of their special and confidential nature, require the exclusion of press and public.

1. Consideration of any matters referred from Agenda Part 1.
2. Members will consider requests for grants from community groups.

  Angela Brindley

  Parish Clerk

11 November 2024

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 20 NOVEMBER 2024.

THOSE ATTENDING:

Cllr K Burn

Cllr J Foster

Cllr G Huntley

Cllr J Rowell

Cllr Vaughan (Chair)

Cllr L Watson

IN ATTENDANCE:

Mrs A Brindley, Parish Clerk/Responsible Finance Officer, Mr D L Nicholson, Deputy Parish Clerk, Mr D Iley Admin/Finance Officer, County Councillor Mary Murphy

AGENDA PART 1

CO60/24        1.         APOLOGIES FOR ABSENCE.

Cllr A Hart (work) Cllr H Allsopp (medical appointment) The meeting accepted these as proper reasons for non-attendance.

CO61/24        2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(s).

None

CO62/24        3.         PUBLIC QUESTIONS.

Cllr Murphy asked when the Christmas lights would be switched on.  For information, the Parish Clerk confirmed that this would occur without any ceremony in the first week of December.

A written request  from a member of the public received by Cllr Rowell was to tether poppy wreaths together around the Guide Post memorial to prevent them blowing loose across the green.  This was accepted as a sensible option and Parish officers would investigate methods to do this.

C063/24         4.         PLANNING MATTERS FOR CONSIDERATION.

The Parish Clerk advised that the Council had been contacted by a resident who expressed concerns regarding some of the activities during the construction of the houses behind Stakeford Crescent.  The Council has informed Northumberland County Council planning enforcement to follow up.

C064/24         5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 18 SEPTEMBER 2024.

The meeting agreed the minutes represented a true record of the meeting with the corrections as below and signed as such by the Chairman and placed in the public domain.

P3 correction of time in meeting Cllr J Foster joined from item 9.5 to 9.3.  C052/24 addition of planning number.

C065/24         6.         MATTERS ARISING.

CO58/24.  The Parish Clerk explained that one item for the LTP, repainting of markings on Morpeth Road, had been removed due to the work already being undertaken, and replaced with another item that had been discussed at meeting.

C066/24         7.         TO RECEIVE AND NOTE THE MINUTES OF THE ALLOTMENT COMMITTEE HELD ON 25 SEPTEMBER 2024.

  Members received and noted the minutes.

C067/24         8.         TO RECEIVE AND NOTE THE MINUTES OF THE STAFFING AND  POLICY COMMITTEE OF 30 OCTOBER 2024

Members received and noted the minutes.

C068/24         9.         INTERNAL CONTROLS REVIEW.  

RESOLVED: After reviewing the evidence members confirmed that our internal auditor had the qualifications and experience matching the JPAG list of criteria.

C069/24         9.         PARISH CLERKS REPORT.

1. Finance Report. Members received a report from the Finance Officer on expenditure made and income received since the last meeting of the Parish Council. Members examined the report and noted the items brought to their attention by the FO. This information will be placed on the Parish Council website.
2. Bank Reconciliations. Members examined the bank reconciliations for October and authorised the Chairman to sign it.
3. Financial Performance to the end of the financial quarter. Members received the budget report and noted the items brought to their attention by the FO.  This information will be placed on the Parish Council website 
4. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes. Member were furnished with images of some of the persistent yet low risk play area problems. Members were advised that these problems were monitored for any changes.
5.  Neighbourhood Planning. Officers attended Social Saturday at the West Sleekburn Village Hall to gather evidence of memories from those in attendance. The team will be attending other groups in the future.
6. Budget Preparation 2025/26. Members agreed a schedule setting  the budget by 17 January 2025.
7. Reserves Policy.
8. i. Members reviewed and agreed the Reserves Policy which guides the level of reserves that the council should hold sufficient to ensure the financial stability and sustainability of the Council, yet not be so high that tax payers are precepted unnecessarily.

ii     The Parish Clerk presented current earmarked balances for review by Members

            RESOLVED: Members approved the reserves policy and the tenet that the level of general reserves should be between 3 to 12 months of total expenditure.

Agenda – Part 2.  Members can resolve that in consideration of Standing Order 3 and  because of their special and confidential nature, items may require

 consideration after the exclusion of press and public.

No matters required consideration in Agenda Part 2

 There being no further business the meeting closed at 19:05.

 Chairman                                                                             Date

Agenda Item 5 

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 18 SEPTEMBER 2024.

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster (Arrived at the commencement of agenda item 9.5)

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, Mr D L Nicholson, Deputy Parish Clerk, Mr D Iley Admin/Finance Officer.

AGENDA PART 1

 C049/24         1.         APOLOGIES FOR ABSENCE.

Cllr K Burn (leave) The meeting accepted this as a proper reason for non-attendance.

C050/24         2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER

REGISTERABLE INTEREST(s).

Cllr J Foster previously indicated a registerable interest in Agenda item 4 should she be in attendance.

 C051/24         3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted.

C052/24         4.         PLANNING MATTERS FOR CONSIDERATION.

Members were advised that the Parish Clerk had informed residents of changes made to the planning application, reporting concerns they raised, which broadly reflect the comments made by the Parish Council to NCC. The Parish Clerk was requested to include residents’ comments in the final response to a consultation request from the planning authority.

C053/24         5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 10 JULY 2024.

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

C054/24         6.         MATTERS ARISING.

C044/24 3. The Parish Clerk reported that all actions have been undertaken.

C055/24         7.         TO RECEIVE AND NOTE THE MINUTES OF THE FINANCE COMMITTEE HELD ON 24 JULY 2024.

  Members received and noted the minutes.

C056/24         8.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 11 SEPTEMBER 2024.

Members received and noted the minutes.

C057/24         9.         PARISH CLERKS REPORT.

1. Finance Report. Members received a report from the RFO on expenditure made and income received since the last meeting of the Parish Council. Members examined the report and noting the items brought to their attention by the Parish Clerk.  This information will be placed on the Parish Council website.
2. Financial Performance to the end of the financial quarter. Members received the budget report and referred this item to the Finance Committee for detailed consideration.
3. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes. Members were advised that woodland paths were subject to 6 monthly joint inspections together with NCC with monthly debris checks performed by CPC.
4. External Audit. Results of AGAR, The Parish Council has received the results of the audit and this has been placed on the Website. Two items to bring to the attention of the Council.  The date of publishing the notice of public rights on the website that was given to the auditor was incorrect, we had published as we should have the day before this date.  In addition the auditor had suggested that the Parish Council should move to .gov.uk email address, which we are in the process of doing.

RESOLVED: Members expressed their appreciation of the work of Parish Council staff, particularly that undertaken by the Parish Clerk and the Admin/Finance officer in preparing AGAR returns.

C058/24         10.       CONSIDERATION OF THE SUBMISSION TO THE LOCAL TRANSPORT PLAN 2025/26.

Northumberland County Council has requested that the Parish Council submit 3 priorities for the LTP 2024/25 programme. Members considered requests submitted by residents and known safety problems.

RESOLVED: The Parish Council proposed the following schemes be suggested to Northumberland County Council for inclusion in the Local Transport Plan 2025/26 after consultation with Highways in the next week.

1. Road safety measure along Stakeford Lane
2. Road safety measures to improve pedestrian safety Ashington Drive and associated areas.
3. Surface improvements to Stakeford Crescent, Cambridge Road and Oxford Road

CO59/24         11.       AUTHORISED SIGNATORIES

 The Parish Clerk invited members to review signatories to current and investment accounts.

RESOLVED:  Members agreed the following persons be authorised signatories:

PSV, JR, GH, AI, HA, AB and DLN

Agenda – Part 2.  No matters for consideration.

 Chairman                                                                             Date

 Item 9.1  18 September 2024 receive and adopt

Item 9.2 18 September 2024 receive and adopt

Item 9.3 18 September 2024 receive and adopt

Health and Safety report to Parish Council meeting 11 September 2024

Background

Health and Safety items covered in this report relate to:

 Parish council as an employer

The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)
3. Allotments (Site at Bomarsund)
4. Parish Office

 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

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. 

Updated Report

Play Areas

Outstanding issues and actions arising from NCC inspections, CPC inspections and ROSPA

Liddells Field – out of action until soft pore is replaced

The climbing frame is identified as a low risk with rusting and missing tabs, we have painted the underside bolts.  The ladybird rocker is missing a decorative bolt on the tail which has left a whole which needs to be covered. The goalposts require painting and perhaps require moving along to better grassed surface as the goal mouth is on well worn grass.  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.

Currently replacing soft pore across all areas.

Cambridge Road

Caps missing that cover bolts on seesaw but no risk, rope on activity fraying but it is something to keep a watch on.   One of the 5 swings has been removed due to vandalism and requires a new shackle. General point that there is bird fouling on swings, which we are going to put cable ties on the apex.

Church Avenue

ROSPA made the comment that we should speak to Kompan regarding carousel which has a ground clearance of less than 400mm minimum clearance.  Parish Clerk has emailed for comment.  There is a cut in the rope which has been taped over and is to be monitored.

Morpeth Road

The stand and spin repair has been made.  The gate gets caught on the ground if it is opened wider than 90 degrees, however it closes correctly if this does not happen.  Matting is exposed under swing which will require replacing or reseeding.  Contractor has been advised of the work.

Eastgreen

There is a slight cut in the soft pore which needs monitoring.  Gate is not closing completely which requires oiling.  Swing has spare links which requires removing, pavement is cracked that requires removing.  The seat is damaged and requires replacing, we are researching smaller seats for this area to move away from perimeter fence.

Milburn Grange

Soft pore under swing and around roundabout is wearing but no risk.  Bird fouling over swing requires cable ties on apex.  The rocker bird has rusty spring which we will overpaint with hammerite.

All bins without lids have now been replaced

Allotment site

Issues to note

No change – Still awaiting plainings for pot holes to entrance of site

Water boxes require repair, DPC has had a template prepared.

Parish Office – No change

Stakeford and Bomarsund Welfare – the spectator barrier along the perimeter of the field is no longer used but it has concrete uprights strengthened with metal spikes.  As the uprights crumble the metal is exposed and it requires us to cut them down so that it is not a hazard.

West Sleekburn Hall – There is evidence of slight damage to the left had side of the external entrance.

Fire Regulations:  Both West Sleekburn Village Hall and Welfare have had fire extinguisher checks in recent weeks and have purchased new extinguishers.

Actions to be considered

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

To approve the recommendations of the Liddells field working party to replace the soft pore surfacing at Liddells field play area.

A Brindley

Parish Clerk

11 September 2024

Agenda Item 10 18 September 2024 receive and adopt

Local Transport Plan Capital Programme 2025-26

 Northumberland County Council requests 3 priorities from each Parish and Town Council to be considered for inclusion in their capital programme of interventions.

Requests are assessed against the following criteria:

1. a) Overcome Inequality and Grow Our Economy
2. b) Carbon Neutral Transport
3. c) Healthier North East
4. d) Appealing Sustainable Transport Choices
5. e) Safe, secure network.

Other Criteria:

1. f) Part of a package of measures
2. g) Community Priority
3. h) Attracts External Funding or Synergy with other projects

Scoring

2 = contributes to the criteria

1 = makes some contribution

0 = no contribution

The potential cost of schemes is also considered when developing the programme. For instance, the total funding provided annually by central government for LTP highways improvements is approximately £1.7m.

In the guidance it does say that it is unlikely that individual schemes requiring significant funding will be included in the LTP capital programme (eg major junction improvements, extensive cycleways)

The following is the result of our previous submission

The following is a list of request from residents reported to NCC

Agenda item 7 Allotment Committee 25 September 2024 receive and note

MINUTES OF THE ALLOTMENT COMMITTEE OF CHOPPINGTON PARISH COUNCIL WEDNESDAY 25 SEPTEMBER 2024 AT THE PARISH COUNCIL OFFICES

 Members present:

Cllr H Allsopp

Cllr K Burn

Cllr J Foster, (Chairman)

Cllr A Iley

Cllr J Rowell

Cllr P S Vaughan

Cllr L Watson

In attendance:

Mrs A Brindley Parish Clerk, Mr D L Nicholson DPC, Mr D Iley FO, and 5 members of the public

A01/24           1.         APOLOGIES FOR ABSENCE

Cllr G Huntley (family commitments) The meeting agreed that these were proper reasons for absence.

A02/24           2.         MEMBERS’ DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE

INTEREST(S).

Cllr Vaughan declared he had a personal interest in the Bomarsund site as he maintained an allotment there and if, as the meeting progressed, there became a prejudicial interest he would withdraw from the meeting.

A03/24           3.         PUBLIC QUESTIONS

There were no non-allotment related questions from the public

A04/24          4.        APPOINTMENT OF CHAIRMAN FOR 2024/25

                                    Cllr J Foster being the sole nominee was appointed to serve as Chair for the council year 2024/25

 A005/2                       A05/24         5.          APPOINTMENT OF VICE CHAIR FOR 2024/25

Cllr K Burn being the sole nominee was appointed to serve as Vice Chair for the council year 2024/25

.A06/24           6.         TO RECEIVE THE MINUTES OF THE 24 APRIL 2024

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

A07/24        7.           MATTERS ARISING

The Parish Clerk updated the meeting on items discussed in the previous Tenants Open Forum A015/23.7:

1. The exit onto the A1147 has been eased due to the car that obscured traffic moving from the longstanding spot on the junction.
2. Willows: this had been progressed with a NCC senior cabinet member who had visited the site.
3. Uncultivated allotments: A regular reporting system had been set up.
4. Rats: The reported source of the problem had been relocated however the rat infestation continues.

A08/24          8.        PARISH CLERKS REPORT

1. There are 5 vacant allotments all unable to be let before work is done on them.

7 allotments have been identified as inactive and are being pursued.

2. Unadopted road to the main gate:

The Parish Council has accepted a quote from NCC highways to sweep and then overlay with tarmac the entrance outside the allotment main gate.

3. Break ins

No break ins have been reported since the last meeting.

4. Allotment Fires

Tenants were reminded that it is exceptional to require a garden fire on plots, however if it is required fire days are Wednesday and Saturday, noting the direction of the wind is not blowing over Liddells Field play area or neighbouring houses.

5. Change of meeting schedule

To fit in with the new payment year tenants will receive their invoice in January and will be asked to make payment on a new meeting date of 29^th January 2025.  The April meeting will be cancelled, and the September meeting will remain in the schedule.

A09/24           9.         TENANTS OPEN FORUm

                                    Issued discussed

Uncultivated allotments

Allotments that are uncultivated cause problems for neighbouring allotments.  The Parish Council agreed to chase up more quickly with those identified during inspections, through a new system had been put in operation after the previous meeting.

Clearance of tracks

The main tracks are kept in check by an external workforce, however internal tracks do get overgrown.  In general, that area directly outside each allotment is cleared by tenants themselves in order to access their own plots and ease access along the track for everyone.  One case, the Parish Clerk had been advised of, was a particularly difficult job to clear, and the Parish Council had undertaken to clear it.  The Deputy Parish Clerk had kept the allotment holder informed of the delay, however due to many circumstances this had been prolonged.  Members gave assurances that the work would be completed as soon as possible.

Water taps

It was brought to the attention of the meeting that the stand pipes were unprotected, and there was concern that during the winter they might freeze.  The Deputy Parish Clerk had purchased the materials and had made up the boxes himself, and asked for volunteers who could assist him in attaching them around the taps.

Tenants are requested to contact the office should they have any individual concerns.

There being no further items for discussion the meeting closed at 7.05pm

Chairman………………………………………………      Date………………………

Agenda Item 8 20 November 2024 Staffing receive only

 MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL STAFFING AND POLICY COMMITTEE HELD ON WEDNESDAY 30 OCTOBER 2024 IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Burn

Cllr G Huntley

Cllr J Rowell

Cllr P Vaughan (Chairman)

Cllr L Watson

IN ATTENDANCE:

Ms A Brindley Parish Clerk, Mr D Nicholson DPC

AGENDA PART 1

S&P012/24   1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr J Foster (illness), Cllr A Iley (declaration of interest) which were agreed as acceptable reasons for absence

S&P013/24   2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

 No declarations.

S&P014/24 3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted.

S&P015/24   4.         TO RECEIVE AND APPROVE THE MINUTES OF THE

                                      12^th June 2024

Members agreed the minutes

S&P016/24   5.         MATTERS ARISING

                                    No matters arising

S&P017/24   6.         ANNUAL PERFORMANCE REVIEW OF THE PARISH CLERK

Resolved: Members considered that in view of the confidential nature of the business to be transacted, this should be considered in Agenda Part 2

 S&P018/24    7.        ANNUAL PERFORMANCE REVIEW OF STAFF

Resolved: Members considered that in view of the confidential nature of the business to be transacted, this should be considered in Agenda Part 2

S&P019/24     8.       STAFFING CONSIDERATIONS 2025

Resolved: Members considered that in view of the confidential nature of the business to be transacted, this should be considered in Agenda Part 2

                        AGENDA – PART 2. 

Members considered that in respect of Standing Order 3a and in view of the special and confidential nature of the business to be transacted, that it was advisable in the public interest that the press and public be excluded and asked to withdraw.

Items referred from part 1 for consideration

The Parish Clerk left the meeting

 S&P020/24    9.        ANNUAL PERFORMANCE REVIEW OF THE PARISH CLERK

 The Chairman reported that he and the Vice Chairman had completed the annual performance review with the Parish Clerk

 Resolved:  Members accepted the report and recommendations

 The Parish Clerk returned to the meeting

 S&P021/24    10.      ANNUAL PERFORMANCE REVIEW OF STAFF

The Parish Clerk reported that the annual performance reviews have been completed.

Resolved:  Members accepted the report and recommendations

S&P022/24    11.      STAFFING CONSIDERATIONS 2025

The meeting discussed staffing issues, including the succession plan for the Clerks retirement.

RESOLVED:

• The Parish Clerk, in conjunction with a staffing working group, be delegated to recruit for a new managerial position, with the objective of future progression to the role of Parish Clerk. Members wishing to be included in the working group are to contact the Parish Clerk directly.
• The process to be initiated with a job advert for release no later than end of December 2024.

Meeting closed at 11am

Agenda Item 9 (page 18-24) 20 November 2024

Internal Control Review

Review of the effectiveness of the Internal Audit Process 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 information for the Council that defines the scope of the audit and evidences of her independence, competence and experience.   (See below appendix 1)

Appendix 2 details the areas that will be examined as part of the internal audit.

Members are requested

1. 1. to review and approve the arrangements for internal audit

 Audit specification (appendix 1)

Appendix 2 Areas for Testing by Internal Auditor (NB those in bold are additions to the audit)

 Agenda Item 10.1  20 November 2024

Income and Expenditure for the months September and October 2024

 Agenda item 10.3  20 November 2024

Agenda item 10.3 20 November 2024

Health and Safety report to Parish Council meeting 20 November 2024

Background

Health and Safety items covered in this report relate to:

 Parish council as an employer

 The following equipment/premises

1. Play areas
2. Bus shelters (not for the ground it stands on)
3. Allotments (Site at Bomarsund)
4. Parish Office

 Addition health and safety inspections for:

• 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.
• West Sleekburn premises and grounds on behalf of the Trustees of West Sleekburn Hall.

Employees

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. 

Updated Report

Play Areas

Outstanding issues and actions arising from NCC inspections, CPC inspections and ROSPA

Liddells Field

The climbing frame is identified as a low risk with rusting and missing tabs, we have painted the underside bolts.  The ladybird rocker is missing a decorative bolt on the tail which has left a whole too large for a finger to get caught in.  The goalposts require painting and perhaps require moving along to better grassed surface as the goal mouth is on well worn grass.  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.  There is a slight gap on the slide steps that CPC have filled with tape, this has been on successfully for many months, this is being reported as a coming away, by NCC weekly reports CPC is monitoring and will make repair as and when required.

Cambridge Road

Caps have been replaced on seesaw, rope on activity fraying but it is something to keep a watch on.   One of the 5 swings has been removed due to vandalism and requires a new shackle. General point that there is bird fouling on swings, which we are going to put cable ties on the apex.

Church Avenue

CPC has brought to the attention of Kompan the ground clearance of the carousel which is less than 400mm.  Kompan are to deal with this. There is a cut in the rope which was been taped over and is to be monitored. (image available at meeting).

Cradle swing has a bent bar which is one of a number recently believed to be caused by older children sitting on the top of the cradle swings.

Morpeth Road

The gate gets caught on the ground if it is opened wider than 90 degrees, however it closes correctly if this does not happen.  Matting is exposed under swing which will require replacing or reseeding.  There has been a recent repair on the cradle swings re bent bars.

Eastgreen

There is a slight cut in the soft pore which needs monitoring.  Gate is not closing completely which requires oiling it is only around an inch from the post.  Pavement is cracked and requires monitoring.  The seat is damaged and requires replacing, we are researching smaller seats for this area to move away from perimeter fence.

Milburn Grange

Bolt missing from fence next to left hand gate to be replaced, this is recurring problem

Bird fouling over swing requires cable ties on apex.  The rocker bird has rusty spring which we will overpaint with hammerite.  Slight soft pore problems requires monitoring.

Bus Shelters – No issues to note

 Allotment site

Issues to note

No change – CPC agreed with NCC to repair/overlay entrance to site

Water boxes require repair, DPC has had a template prepared.

Parish Office – No change

 Stakeford and Bomarsund Welfare – the spectator barrier along the perimeter of the field is no longer used but it has concrete uprights strengthened with metal spikes.  As the uprights crumble the metal is exposed and it requires us to cut them down so that it is not a hazard.

West Sleekburn Hall – There is evidence of slight damage to the left had side of the external entrance which occurred a few months ago.  2 Outside lights need to be repaired.

Fire Regulations:  Both West Sleekburn Village Hall and Welfare have had fire extinguisher checks in recent weeks and have purchased new extinguishers.

Actions to be considered

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

Angela Brindley

PC/RFO

 11 November 2024

Agenda Item 9.7 20 November 2024

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’ (JPAG 5.33)

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.

Angela Brindley

14 November 2024

For consideration by Parish Council 20 November 2024