MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 23rd NOVEMBER 2022
Cllr H Allsopp
Cllr A Iley
Cllr J Rowell
Cllr Vaughan (Chair)
Cllr L Watson
Mrs A Brindley, Parish Clerk/Responsible Finance Officer, Mr D L Nicholson, Deputy Parish Clerk
AGENDA PART 1
C043/22 1. APOLOGIES FOR ABSENCE.
Apologies were received from Cllr K Grimes (illness) and Cllr J Foster (prior County Councillor commitment) and Cllr G Huntley (prior commitment). The meeting accepted these as proper reasons for non-attendance.
C044/22 2. DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER
C045/22 3. PUBLIC QUESTIONS.
The Parish Clerk reported no questions have been submitted.
C046/22 4. PLANNING MATTERS FOR CONSIDERATION.
The Parish Clerk reported that the application concerning Paddock Hall (Tea in the Paddock) has been approved.
C047/22 5. TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH
COUNCIL MEETING HELD ON 5 OCTOBER 2022.
The meeting agreed the minutes represented a true record of the meeting, signed as such by the Chairman and placed in the public domain.
C048/22 6. MATTERS ARISING.
C041/22-3 Play area safety reporting. The Parish Clerk shared concerns about the number of small defects on play area equipment supplied by KOMPAN. These are being pursued with KOMPAN and progress will be reported to a future meeting.
C041/22-4 Neighbourhood Plan. The Parish Clerk reminded members that the Neighbourhood Plan working group would meet on 28 November at 15:30.
C049/22 7. TO RECEIVE AND NOTE THE MINUTES OF THE STAFFING AND POLICY
DEVELOPMENT COMMITTEE HELD ON 26TH OCTOBER 2022.
Members received and noted the minutes.
C050/22 8. TO RECEIVE AND NOTE THE MINUTES OF THE PLANNING COMMITTEE
HELD ON 9TH NOVEMBER 2022.
Members received and noted the minutes.
C051/22 9. TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY
DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 9TH
Members received and noted the minutes, commenting on damage caused to litter bins by arson, the Parish Clerk confirmed that we were obtaining quotes for metal bins. Also commenting on the proposed meeting to discuss cycleways with the Leader of Northumberland County Council.
C052/22 10. ANNUAL REVIEW OF INTERNAL CONTROLS.
The Parish Clerk explained 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.
The Parish Council’s governance and financial procedures are audited by internal and external auditors, who are appointed in accordance with legal and best practice requirements. In addition to internal and external audit members receive reports of expenditure made and income received on a quarterly basis and review audit trails and recording.
Evidence of the authority’s internal auditor’s independence, competence and experience was presented to members, together with details of those areas examined as part of the internal audit.
RESOLVED: Members approved arrangements for internal control and audit.
C053/22 10. PARISH CLERK’S REPORT.
- FINANCE REPORT. Members received a report from the PC/RFO detailing all expenditure made and income received since the last meeting of the Parish Council. This information will be placed on the Parish Councils website. Observing the costs for leaflet distribution that had been reported as being patchy this year, the Parish Clerk reported that this had taken this up with the longstanding supplier who had apologised for any houses that had been missed. The Parish Clerk confirmed that the driver that collided with the bus shelter by Alex Scotts Garage has identified his insurance details and a claim has been made by the Parish Council for replacement. We are awaiting NCC highways investigation into speed reduction or safety measures along the road before replacing the bus shelter in case a better site is identified for the shelter.
- FINANCIAL PERFORMANCE TO THE END OF THE FINACIAL QUARTER This item was referred to the Finance Committee for detailed consideration.
- INTERNAL AUDITORS REPORT. The report from the internal auditor was presented, and it was noted that there were no issues requiring the attention of the parish council.
- HEALTH AND SAFETY REPORT. The quarterly report on health and safety was presented to members, who noted there were no required actions other than those contained in the report.
- NEIGHBOURHOOD PLANNING. Members were updated on progress being made and preparations for the member’s working group.
- BUDGET PREPARATION. Members were advised that the budget preparation for the next year was at the stage for the finance working group to consider current and anticipated year end activity against each budget heading. The Parish Clerk detailed the on-going process over December and January.
- BUS SHELTER REPLACEMENT UPDATE. The Parish Clerk advised that an order has been placed for a new shelter at Guide Post Clinic which will afford additional protection for users. A claim has been made in respect of the shelter damaged in a vehicular accident, and we are awaiting details of the replacement shelter being provided by the developers Ascent Homes. The Parish Clerk detailed further damage to bus shelters and the need to replace glass with mesh and the separate requests by residents for a seat in a bus shelter
RESOLVED: Members approved the purchase of additional mesh sheets and two bus shelter seats.
There being no further business the meeting closed at 19:55.