MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 8 DECEMBER 2021.

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster

Cllr K Grimes

Cllr A Hart

Cllr G Huntley

Cllr A Iley

Cllr J Rowell

Cllr Vaughan (Chair)

Cllr L Watson

IN ATTENDANCE:

County Councillor G Sanderson, Leader of Northumberland County Council, Mrs A Brindley, Parish Clerk/Responsible Finance Officer, Mr D L Nicholson, Deputy Parish Clerk, Mr D Iley FAO.

Prior to the start of the meeting the Chairman welcomed Cllr Sanderson, inviting him to address the council. Cllr Sanderson detailed the emergency response to Storm Arwen and his request to the Prime Minister to initiate a enquiry into Northern Power Grid’s response to the damage caused by Storm Arwen which has left households without electricity for over a week.

Cllr Sanderson invited an open discussion on Choppington Parish Council’s partnership with NCC and future projects.

The Chair and members of the Parish Council expressed their grateful thanks to Cllr Sanderson for his presentation.

AGENDA PART 1

C051/21      1.         APOLOGIES FOR ABSENCE.

All members in attendance.

C052/21      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(s).

No declarations made.

C053/21      3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted.

C054/21      4.         PLANNING MATTERS FOR CONSIDERATION.

The Chair and Vice Chair confirmed there were no applications requiring consideration by the Parish Council.

C055/21      5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH COUNCIL MEETING HELD ON 22 SEPTEMBER 2021.

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.

C056/21      6.         MATTERS ARISING.

None.

C057/21      7.         TO RECEIVE AND NOTE THE MINUTES OF THE FINANCE COMMITTEE  HELD ON 13 OCTOBER 2021.

Members received the minutes.

C058/21      8.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 10 NOVEMBER 2021.

Members received the minutes.

C059/21    9.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 17 NOVEMBER 2021.

Members received the minutes

C060/21    10.       ANNUAL REVIEW OF INTERNAL CONTROLS

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’.  Properly audited financial and governance records contribute to the evidence available to the Council for confirming the assertions in the Accounting Governance and Accountability Report.  It is therefore important that the Council has confidence in the internal auditor and internal audit procedures.

RESOLVED:  Members reviewed the arrangements for internal audit, noting that the Council internal auditor is suitability qualified for the appointment.

C061/21      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 approved this report for display on the Parish Council website.
2. Financial Performance to the end of the financial quarter. Members referred this item to the Finance Committee/Budget Working Group for detailed consideration.
3. Health and Safety report. Members received the quarterly report for consideration, a copy of which is attached to these minutes. The Parish Clerk reported on:
4. Improvements to play area inspections undertaken each week by NCC under the service level agreement. The improvements were agreed at a meeting with NCC officers and to date have resulted in a marked reduction of reporting inconsistencies contained in NCC inspection reports.
5. The Parish Council as employer.

• Equipment and premises.

1. Additional Health and Safety inspections.

The full report is attached to these minutes.

4. Internal Audit Report. Members received the interim internal audit report, detailing the areas covered and confirming that at this stage there are no matters to be brought to the attention of the Parish Council.
5. Budget Preparation 2022/23. The Parish Clerk/RFO asked members to confirm arrangements for the preparation of the budget for 2022/23, and for the setting of the precept. Members discussed the procedure for 2021/22, which provided for detailed discussion by all members through a budget working group, and public direction through the Residents Panel.
6. Community Award. Members considered that the Parish News should be used to recognise residents who make a outstanding contribution to our community.

RESOLVED:

1. The Parish Council thanked the Parish Clerk for the report,

agreeing all actions be taken subject to delegated authority

and financial regulations.

2. Members noted a meeting of the budget working group is scheduled for 10 December 2021.

Agenda – Part 2.  Members resolved that in consideration of Standing Order 3d and because of their special and confidential nature, the following items require consideration after the exclusion of press and public.

1. C062/21 Consideration of any matters referred from Agenda Part 1.

There were no items to be considered under Agenda Part 2

There being no further business the meeting closed at 19:50.

Chairman                                                                              Dated

Item 5

MINUTES OF THE CHOPPINGTON PARISH COUNCIL MEETING HELD ON WEDNESDAY 22 SEPTEMBER 2021.

THOSE ATTENDING:

Cllr H Allsopp

Cllr J Foster

Cllr K Grimes

Cllr A Hart

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 and County Councillor M Murphy.

AGENDA PART 1

C040/21      1.         APOLOGIES FOR ABSENCE.

All members in attendance.

C041/21      2.         DECLARATIONS OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(s).

Cllr G Huntley and Cllr L Watson and declared interest in the agenda part 2 item discussing a grant application for the Scouts, advising each would withdraw from the meeting.

C042/21      3.         PUBLIC QUESTIONS.

The Parish Clerk reported no questions have been submitted. Cllr Hart asked what arrangements are made to advertise meetings and to encourage attendance, suggesting more use of social media. The Parish Clerk detailed current arrangements and said this item will be added to the agenda for the Parish Council’s Strategic Review meeting.

C043/21      4.         PLANNING MATTERS FOR CONSIDERATION.

Cllr Foster advised the council that the owners of Watson Yard have not responded to a request for a liaison meeting following approval of their recent planning application.

C044/21      5.         TO RECEIVE AND ADOPT THE MINUTES OF THE PARISH

COUNCIL MEETING HELD ON 14 JULY 2021.

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.

C045/21      6.         MATTERS ARISING.

In response to a question from Cllr K Grimes the Parish Clerk/Responsible Finance Officer explained that a credit of £2,500 contained in May expenditure figures and noted as a ‘grant’ referred to a local member improvement award from Cllr Gobin made in respect of safety rails at West Sleekburn Village Hall.

C046/21      7.         TO RECEIVE AND NOTE THE MINUTES OF THE FINANCE COMMITTEE  HELD ON 24 JUNE 2021.

Members received the minutes.

C047/21      8.         TO RECEIVE AND NOTE THE MINUTES OF THE COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 15 SEPTEMBER 2021.

Members received the minutes.

C048/21      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 approved this report for display on the Parish Council website.
2. Financial Performance to the end of the financial quarter. Members 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. The Parish Clerk reported on:
   1. The inspection play area regime being undertaken by NCC the F&AO, expressing concern at inconsistencies contained in NCC inspection reports.
   2. The Parish Council as employer.
   3. Equipment and premises.
   4. Additional Health and Safety inspections.

The full report is attached to these minutes.

4. External Audit. Members received a report from the Parish Council’s external auditor PKF Littlejohn for 2020/21, stating there are no matters requiring further attention. This has been placed on the Parish Council website.

RESOLVED: The Parish Council thanked the Parish Clerk  for the report, agreeing all actions be taken subject to delegate authority and financial regulations.

Agenda – Part 2.  Members resolved that in consideration of Standing Order 3d and because of their special and confidential nature, the following items require consideration after the exclusion of press and public.

3. C049/21 Consideration of any matters referred from Agenda Part 1. There were no items referred from part 1.
4. C050/21 Grants. A grant request for a further contribution towards building improvements made by Stakeford Scouts was considered by members.

RESOLVED: Members resolved not to make a grant at this time, instructing the Parish Clerk to direct the applicant to NCC Community Chest where larger funds for this type of project are available.

There being no further business the meeting closed at 19:50

Chairman                                                                              Dated

Item 9.1

Item 9.3

Health and Safety report to Parish Council meeting 22 September 2021

Health and Safety items covered in this report relate to:

1. Parish council as an employer
2. The following equipment/premises

• Play areas
• Bus shelters (not for the ground it stands on)
• Allotments (Site at Bomarsund)
• 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

 No change to report.  When working from the office staff are maintaining social distancing.  The welfare is observing covid safe practices so when staff enter the building, they are required to take a temperature test.  Moving around the public area staff are required to wear masks.

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.

Issues to note 

Liddells Field – soft pore damage has been repaired

Additional – welding corrosion on climbing frame, small piece out of see-saw seat identified as minor which requires monitoring.

The Weekly Inspection w/c 13 September assessed the smashed concrete base on the teen shelter as red, high risk of an occurrence of an accident with a high risk of a severe accident.  CPC officers attended the same day.  We observed areas of the base were cracked and one corner had been picked up and dropped a metre from the shelter.  In addition 4 or 5 smaller pieces were lying around the shelter.  We removed the concrete from the site, placed hazard tape on the edges base of the teen shelter and forwarded pictures to NCC’s green team leader to confirm with the inspector that this was the hazard he had identified.  He confirmed this today and will be making his re-assessment of the teen shelter w/c 20/9/21.

Cambridge Road

One of 5 way seats has been damaged slightly, but does not pose a hazard.  A screw on the see saw had ‘worked loose’ and was protruding from the seat.  CPC Officer attended and screwed it back into the seat.

Church Avenue

The grass under the burnt out swing has grown over the matting now.  The swing is being replaced this week by the Kompan contractors working at Eastgeen.

 Bus Shelters

The Parish Council has 33 bus shelters.  DI undertakes monthly inspections of bus shelters, noting the condition and stability of the frame, that the glass is intact and the conditions of the ground around the shelter.  (Any problems on the ground are reported to NCC).

Outstanding repairs

Bus shelter on opposite side of road to Bridge View home has lost one pane of glass. This is being targeted by vandals and we would suggest replacing the back panes with metal panels.

Bus shelter opposite East Farm Park has lost 2 front panes which again is repeatedly vandalised and would suggest replacing with metal panels

Guide Post library RHS pane of glass has been vandalised and would suggest replacing with metal panel

Stakeford Lane rear pane of glass vandalised, this is not a repeated target and we could replace with glass.

Actions:  We are in discussions with a bus shelter supplier for the metal panels.  In addition we have purchased matching paint and will be covering the worst offending graffiti on bus shelters.

Allotment site

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

Issues to note

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

Parish Office

 No change to report

Covid measures are in place, signing in at the front door, temperature is taken of all staff and visitors.  Hand sanitisers are available at the doors to the Welfare and on the stairs to the Parish Offices.  No-one other than staff are able to access the Parish Offices unless they have business there.

 Stakeford and Bomarsund Welfare

 Premises as above.  During the summer holiday play we used our heras fencing along the field perimeter as a safety barrier between the car park and for those children playing on the field

West Sleekburn Hall

 The Council have risk assessments for all areas, including Covid risk assessments by location and activity.

DI performs monthly hard surface inspections.

Issues to report

The tree in the grounds which required removing has now been removed.

Actions to be considered

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

A Brindley

Parish Clerk

15 September 2021

Item 7

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 13 OCTOBER IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Grimes

Cllr A Hart

Cllr G Huntley

Cllr J Rowell

Cllr P S Vaughan

IN ATTENDANCE:

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

AGENDA PART 1

F008/21         1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr J Foster and Cllr L Watson (funeral) and Cllr A Iley (dental appointment). The meeting agreed that these were proper reasons for absence.

F009/21         2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

 No declarations were made.

F010/21         3.        Public Questions.

 There were no questions from the public

F011/21         4.         TO RECEIVE AND AGREE AS A TRUE RECORD THE MINUTES OF THE MEETING OF THE 21^ST JULY 2021

 The minutes were received, accepted as a true record with authority given to the Chairman to sign as such.

F012/21         5.         MATTERS ARISING

There were no matters arising from the minutes.

F013/21         6.         TO AGREE  TERMS OF REFERENCE

The meeting agreed the terms of reference with an amendment to point 4 to read ‘…unless an extraordinary meeting is required’               

F014/21         7.         FINANCIAL PERFORMANCE TO THE END OF THE FINANCIAL QUARTER.

 The Parish Clerk reported on expenditure and income undertaken during the period to the End of September.  The PC/RFO had provided explanations for variances.  The variance against the budget heading Community Services will be corrected to read £10654

RESOLVED:  Members thanked the officers for their report and resolved that no additional actions were required.

 FO15/21. 8.         REPORT FROM THE PC/RFO:

 Festive lighting:  Details of the quotation for the one off cost had been circulated to members and had now has been placed with Northumberland County Council.

Internal Auditor: The Parish Council has been fortunate to secure Gillian Turner as our Internal Auditor, she served as the Parish Clerk to Morpeth Town Council until her retirement and brings a wealth of experience to this position.

RESOLVED:  Members noted the placing of the order and agreed the appointment of Gillian Turner as the Internal Auditor to be approved at the next Parish Council meeting.

AGENDA – PART 2. 

FO16/21. GRANTS  – request from Scotland Gate over 60’s Club

The Parish Clerk advised Members that the additional information requested to support this grant request has yet to be received and is therefore unable to be determined in this meeting

RESOLVED: To defer until the full information is received.

 There being no further business the meeting closed at 10.00am

Signed by the Chairman: …………………………………………….               Date:  …………………..

Item 8

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL COMMUNITY DEVELOPMENT AND ENVIRONMENT COMMITTEE HELD ON 10 NOVEMBER 2021.

Members present:

 Cllr H Allsopp

Cllr K Grimes

Cllr G Huntley

Cllr A Iley

Cllr J Rowell

Cllr P S Vaughan

Cllr L Watson

In attendance:

Ms A Brindley Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk, David Iley and PCSO Rob Thompson Northumbria Police.

CD&E 049/21.1. APOLOGIES FOR ABSENCE.

Apologies were received from: Cllr A Hart (prior commitment) and Cllr A Iley (possible lateness)

CD&E 050/21.2.  MEMBERS’ DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

No declarations were presented.

CD&E 051/21 3. PUBLIC QUESTIONS.

The Parish Clerk advised that no questions had been submitted.

Cllr A Iley joined the meeting

CD&E 052/21 4. TO RECEIVE AND AGREE AS A TRUE RECORD THE MINUTES OF THE MEETING HELD ON 15 SEPTEMBER.

The minutes were accepted as a true record and the Chairman was authorised to sign as such.

CD&E 053/21 5. MATTERS ARISING.

It was confirmed that the draft policy on seating was awaiting approval from the Staffing and Policy Committee on 17 November 2021.

CD&E 054/21 6. REPORT FROM NEIGHBOURHOOD POLICE.

PCSO Rob Thompson reported that the police had attended a meeting with residents, landowner, Parish Council and Northumberland County Council staff at East Farm, regarding motorbike disorder and there had been agreement to monitor the situation.

There had been reports of motorbike disorder along Woodhorn Drive and Ashington Drive.

He reported that police had been out with a speed gun and had caught motorists speeding at Ashington Drive, West Sleekburn village and Morpeth Road.

There had been a number of shop burglaries in Bedlington and a similar incidents have occurred in a shops and a pub in our locality.

There had been an isolated arson attack and a life-saving incident from the Riverside Park.

The meeting thanked PCSO Thompson for its work and expressed its appreciation for the work undertaken by local PCSOs, complimenting their skills and dedication.

CD&E 055/21 7. BUS SHELTER TRIAL SUPPLIER

 The Parish Clerk presented a report proposing a trial for a supply of bus shelter and related spares.

RESOLVED: Members agreed the commissioning of 2 shelters plus spares as a trial and authorised the Parish Clerk to identify cost effective storage for these items.

CD&E 056/21 8. UPDATE FROM THE PARISH CLERK ON CURRENT ISSUES.

1. Public Seating. The Deputy Parish Clerk and one of the local green team have surveyed the Riverside Park and identified positions for seats. The seat by Stakeford Bridge has been removed as the legs were unstable.  This will be replaced within the programme.
2. Trees and Green Areas. The DPC reported on his meeting with managers of Revitailsing our Estuaries bid. The estuary plan concentrates on river upstream of the barrage which does not include our area of the river, however the improvement of paths in Butlers wood is included, whether this involves the provision of labour or materials is to be finalized and reported at the next meeting.
3. Youth Activities:
   1. The youth club at the Holy Family Church was due to start after the half term holidays in October, unfortunately, the leaders have had difficulties identifying youth support workers and the restart has been delayed until after the Christmas holidays.
   2. Half term football was trialed at West Sleekburn Village Hall, but we had been no participants. The Parish Clerk advised that there will be one more attempt moving the venue to the field behind Church Avenue.
   3. The Halloween event at West Sleekburn Village Hall, held as part of our school holiday programme, had been successful, with many people in attendance.
4. Play Areas:
   1. Work has been completed on the Eastgreen play area. In October there was an official opening by three of the local children with Councillors and Choppington Together in attendance.
   2. A letter, sent out to houses in the immediate vicinity of Liddells field play area, detailed the new play area, and asked residents their opinion on possible additional equipment on the field including a MUGA. 79% of the returns favoured a MUGA, with some returns requesting additional trees and seating. Land issues are yet to be resolved between CISWO and NCC, this will not prevent the Parish Council developing plans for submission for planning permission for the MUGA.
5. Festive Lighting: Festive lighting is being installed currently at Guide Post and the Half moon roundabout.  It had been impossible to procure uplighters for the centre of Guide Post roundabout in time, therefore festoon lighting is being placed on the roundabout trees for this year only.  This is a new venture and residents have been asked in the Parish News to provide their feedback
6. LTP Submission: The Parish Clerk confirmed the Parish Council’s three priorities submitted for inclusion for LTP money:
   1. Connecting the Parish to national cycle routes along the 1068 Sheepwash road to link with existing routes from Newbiggin, Asington, Pegswood and Morpeth.
   2. Reduction of speed limit from 50mph to 40mph along Morpeth Road Guide Post to Paddock Hall

• Scheme for off road parking on roads within the Morpeth Road and Cleaswell Estates including Ashington Drive through a programme to replace grass verges with tarmac surfaces

7. Community Engagement
   1. Residents Panel. Residents are to be invited to attend Stakeford and Bomarsund Welfare Centre for an in person meeting on 30 November 2021. This will be the first time the Residents Panel has met since lockdown in 2020.  Members were concerned that some residents would not wish to return to in person meetings at this time and zoom meetings should be considered when meeting with large numbers of the public.
   2. Parish News. Members received the draft winter edition of the Parish News which will be printed w/c 15^th

Resolved: 

1. Members requested that planning permission for the MUGA at Liddells field should be advanced.
2. Members requested that the Parish Clerk discuss with Welfare Trustees the extension of WiFi coverage to the rooms in the Welfare to enable hybrid meetings with the public.

Agenda, Part 2.

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

CD&E 057/21 1. CONSIDERATION OF REQUESTS FOR GRANTS.

Grant request from Scotland Gate over 60’s Club.

RESOLVED: A grant of £225 was made to the Club

There being no further matters requiring consideration the meeting concluded at 11:45

Chairman………………………………………………………..Dated……………………

 Item 9

 MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL STAFFING AND POLICY COMMITTEE HELD ON WEDNESDAY 17 OCTOBER 2021 IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr H Allsopp (from item 8)

Cllr G Huntley

Cllr J Rowell

Cllr P Vaughan (Chairman)

Cllr L Watson

IN ATTENDANCE:

Ms A Brindley Parish Clerk, Mr D L Nicholson Deputy Parish Clerk.

AGENDA PART 1

S&P001/21   1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr Iley, Cllr Hart, Cllr Grimes (medical appointments), Cllr Foster (family commitment).  Cllr Allsopp advised she would be late due to medical appointment

S&P002/21   2. MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

   No declarations were made.

S&P003/21    3.         ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR

2020/21.

Cllr P S Vaughan was duly moved, seconded and elected to serve as Chairman of the Staffing and Policy Committee for the ensuing year.

S&P004/21   4.         ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL

YEAR 2019/20.

Cllr J Rowell was duly moved, seconded and elected to serve as Vice-Chairman of the Staffing and Policy Committee for the ensuing year.

S&P005/21   5.         MINUTES.

Members noted that all previous minutes have been reported directly to the Parish Council.

S&P006/21   6.         Terms of Reference for the Committee

Resolved: Members agreed the terms of reference

S&P007/21   7.         REVIEW OF POLICY DOCUMENTS.

The working group presented the policy for memorial benches

RESOLVED:  The meeting approved the policy

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.  

Cllr Allsopp in attendance

S&P08/21      Annual performance review of 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

S&P09/21      Annual performance review of members of staff.  The Parish Clerk reported that the annual performance reviews have been completed.

Resolved:  Members accepted the report and recommendations

S&P10/21      Capacity Management.  Report from the Parish Clerk regarding staffing resource.

Resolved:  Members accepted the report and recommendation of a working group.  The committee appointed Cllrs Allsopp, Hart, Rowell and Watson to the working group.

There being no further business the meeting closed at 10.30.

Signed by the Chairman: …………………………………………….               Date:  …………………..

Item 10

Internal Control Review

Review of the effectiveness of the Internal Audit Process 2021/22

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.

Appointment of an 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 new internal auditor has provided information for the Council that defines the scope of the audit and evidence of her independence, competence and experience and is attached to this report for your evaluation. (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
   2. to confirm that the Council’s internal auditor is suitably qualified for the appointment

                                                                                                            Angela Brindley

                                                                                                            PC/RFO

                                                                                                            30 November 2021

Appendix 1

Appendix 2

Areas of examination

Finance Report – Expenditure and Income

12.3 Health and Safety report to Parish Council meeting 08 December 2021

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:

• 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.

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

Employees

No change to report.  When working from the office staff are maintaining social distancing.  The welfare is observing covid safe practices so when staff are entering the building, they are required to take a temperature test.  Moving around the public area staff are required to wear masks.

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.

Issues to note 

Teen Shelter was removed

Additional – welding corrosion on climbing frame, small piece out of see-saw seat identified as minor which requires monitoring.

Cambridge Road

One of 5 way seats has been melted slightly, but does not pose a hazard.  Kompan will replace at same time as Liddells field play area installation

Church Avenue

The swing has been replaced.  Report that net is coming away from ring on Basket ball area.

Morpeth Road

Spinning Ring has indents in ring to be replaced at same time as Liddells field play area installation

Reports of soil infills required in front of bench seats at Milburn Grange and Church Avenue and overgrown bushes at Milburn Grange will be attended to during the winter maintenance cycle.

 Bus Shelters

The Parish Council has 33 bus shelters.  DI undertakes monthly inspections of bus shelters, noting the condition and stability of the frame, that the glass is intact and the conditions of the ground around the shelter.  (Any problems on the ground are reported to NCC).

Outstanding repairs

Bus shelter on opposite side of road to Bridge View home has lost one pane of glass. This is being targeted by vandals and we would suggest replacing the back panes with metal panels.

Bus shelter opposite East Farm Park has lost 2 front panes which again is repeatedly vandalised and would suggest replacing with metal panels

Guide Post library RHS pane of glass has been vandalised and would suggest replacing with metal panel

Sakeford Lane rear pane of glass vandalised, this is not such a target and we could replace with glass.

Actions:  New supplier will pilot 2 bus shelters one is the bus shelter opposite East Farm Park.  Stakeford Lane rear pane of glass to be repaired.  There was a request by a disabled resident for a seat in each of the bus shelters at the Half Moon which will be included in the pilot.

Allotment site

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

Issues to note

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

Gate at north end still awaiting attention by contractor

Water boxes require repair, one of the allotment holders has offered to do the work with our DPC.

Parish Office

One change to report

Social distancing measures are in place, although temperature is no longer taken of all staff and visitors, signing in at the front door remains.   Hand sanitisers are available at the doors to the Welfare and on the stairs to the Parish Offices.  No-one other than staff are able to access the Parish Offices unless they have business there.

Stakeford and Bomarsund Welfare

Premises as above.

West Sleekburn Hall

The Council have risk assessments for all areas, including Covid risk assessments by location and activity.

DI performs monthly hard surface inspections.  Recent outside tidy up by local team has removed leaves and trimmed willow arch.  Risk assessment was carried out for Christmas fayre

Issues to report

No issues

Actions to be considered

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

A Brindley

Parish Clerk

30 November 2021

Item 12.4

Gillian Turner – Local Council Audit Services

29^th November, 2021

Angela Brindley

Parish Clerk

Choppington Parish Council

Dear Angela,

Choppington Parish Council – Interim Internal Audit 2021/22

The audit was guided by the Council’s Financial Risk Assessment and Management Report.

I have completed the interim audit which consisted of a comprehensive examination of the Parish Council’s income and expenditure and financial statements to date including:

• All invoices and VAT where appropriate.
• The cheque book was examined and verified to number 302091
• Bank statements to 31^st October, 2021 were examined and reconciled.
• The quarterly Budgetary Control Reports (June and September) were examined.
• Income receipts and supporting vouchers were verified to the end of October – paying-in counterfoils to number 000155.
• The Insurance Policy was also examined noting the increased Fidelity coverage to £750,000.
• The Asset Register was inspected.
• The Minutes confirming the Precept for 2021/22 were produced, noting that Payroll is considered during the budget process.
• VAT returns – the amount owing from the financial year 2020/21 has been received.  The first interim claim for 2021/22 will be to 31^st December.
• The Review and Effectiveness of Internal Audit will be discussed at the December meeting of Council.

Any expenditure or income queries were resolved on the day.

I enclose my invoice for the interim audit and will carry out the year end audit during April/May 2022.

Yours sincerely,

Gillian Turner