Parish
council meeting, July 2 2009
Northolme Community Centre
PLUS: (1) Risk management report
(2) Internal control statement
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BELMONT
RURAL PARISH COUNCIL
Parish
council meeting, July 2 2009 |
65/09 Declarations of Interest Councillor Edwards, as District Councillor, declared a personal interest in all matters relating to planning applications and noted that comments expressed are preliminary views taking account of information currently available to BRPC whilst reserving final views for decision taking by District Council Planning Committee where all relevant and final facts can be available prior to making a decision. 66/09 Minutes of previous meeting(s) Minutes of the Annual Parish Meeting held on 14th May had been circulated. It was agreed that the Chairman be authorised to sign the Minutes as a true record of proceedings at that meeting. Minutes of the Annual Parish Council meeting held on 14th May had also been circulated and it was agreed that the Chairman be authorised to sign the Minutes as a true record of proceedings at that meeting. (a) Notice Board It was noted that the notice board for Dorchester Way is taking much longer to fabricate than first anticipated. The Clerk has been in contact with the manufacturers but is unable to confirm a delivery date. It was agreed to request that the suppliers provide a clear indication of delivery date before the end of this month. 68/09 Report from West Mercia Police/Parish Watch It was noted that a representative from West Mercia Police was unable to attend the meeting. Under Parish Watch it was noted that there has been damage to walls in Flaxley Drive and Abbotsmead Road when bricks are removed from the walls. Anti social behaviour has also been reported in Glastonbury Close and there has been further damage to the fencing between Glastonbury Close and Macdonalds. Herefordshire Council’s anti social behaviour unit is pressing Macdonalds to repair the fencing. Further anti social behaviour was reported in Yarlington Mill where plant pots have been removed from front gardens and residents have been disturbed by drunken youths late at night going to and from Tesco. It was agreed that the Clerk be instructed to write to Herefordshire Council’s licensing officer to report the rise in anti social behaviour since the 24 hour licence was granted to Tesco. Finally it was reported that a resident of Tintern Close has contacted the Clerk regarding a disturbance from youths camping in the field next to the property. It was agreed that this be reported to the police and that Herefordshire Council be requested not to cut the grass next to the property in such a way as to imply right of access to the privately owned field. There were no further items raised during the period set aside for public participation. The following items of correspondence have been received since the last meeting: (a) Letter from the Herefordshire Partnership inviting nominations for the Pride in Herefordshire Awards. (c) Information about the Society of Local Council Clerk’s Regional Conference in December. It was agreed that the Clerk be authorised to attend this conference. (a) Payments In accordance with standing orders, it was noted that a payment, in favour of Herefordshire Council, in the amount of £80.00 had been made since the last meeting for the parish freighter bookings for July, August and September. Also, as agreed at the last meeting, a payment of £737.33 was made to Allianz Cornhill being the insurance premium for 2009-10. Members were reminded that two payments – the clerk’s salary amounting to £514.79 and the corresponding payment to the Inland Revenue amounting to £187.11 – are made at the end of each calendar month by standing order. An adjustment will to be made to the June and July payments to the Inland Revenue to reflect an incentive payment received from the Inland Revenue for filing the 2008-9 Annual PAYE Return online. Accordingly, there will be a nil payment to the Inland Revenue on 28th June and £87.11 in July with payments returning to £187.11 in August. Authority was given to meet the following payments: Northolme Community
Centre Association Dusk ‘til
Dawn Printers South Wye Community
Association Mr. R. Rose Cash (b) Receipts None since the last meeting. (c) Balances Current account:
£500.00 Reserves: Other commitments
Footpaths, bridges & notice board £20,815.11 (a) Applications received since the last meeting Ref: DCCW2009/1184/F Ref: DCCW2009/1283/F (b) Notification of decisions received since the last meeting Ref: DCCW2009/0517/F Ref: DCCW2009/0521/F The Parish Plan steering group has met to discuss the results of the two events to gather ideas for a further survey. Work will now commence to design/draft a survey which will be sent to all households. The recent Awards for All application having been rejected, the Clerk will re-apply as soon as possible. 74/09 Abbey View Park Footpaths and Bridges update Members noted that the order for the agreed works has been passed to Amey. A further site visit has been requested by Amey regarding the wet areas that require further work and there has been a suggestion that costs might increase. The Clerk and Chairman have reminded the company of the agreed costings. The procedure for booking the parish freighter has been revised and Clerks can only now book freighter slots for three months at a time. Accordingly, the Clerk has booked one slot in each of July, August and September, as follows: Saturday 25th July
2pm – 4pm A further opportunity to book for October, November and December will arise on 1st September. The system was not considered particularly user friendly. Notes from the working party to review the internal audit arrangements had been previously circulated and are attached to these Minutes. It was unanimously agreed that the recommendations contained therein be noted and agreed. Finally, it was agreed that the Statement of Internal Review as attached to this Minutes be signed on behalf of the Parish Council by the Chairman and Clerk/Responsible Financial Officer. 77/09 Risk Management Review Notes from the meeting held by the working party had been previously circulated, as attached to these Minutes. It was agreed that the report and recommendations contained therein, be adopted and it was noted that no changes were proposed to the Insurance Schedule. The Clerk was instructed to contact HALC with regard to the PAT testing of portable electrical equipment as recommended by the Working Party. 78/09 Annual Accounts for the Year Ended 31st March 2009 A copy of the draft Annual Accounts for the year ended 31st March 2009, prepared on an income and expenditure basis, had been previously circulated. There being no questions raised by Members, it was unanimously agreed that the Annual Accounts for the year ended 31st March 2009, as attached to these Minutes, be approved and that the Clerk and Chairman be authorised to sign the accounts on behalf of the Parish Council. The Clerk presented the Annual Return for 2009 and reported that the Internal Auditor, Ray Rose, has examined the Annual Return and Draft Annual Accounts and although unable to attend the meeting, had signed the Annual Return to indicated that he was happy with the accounts and had no issues that he felt Members should be aware of. Members then considered the Statement of Assurance contained within the Annual Return and, considering each statement separately, agreed responses as attached to these Minutes. Finally, it was agreed that the Clerk and Chairman be hereby authorised to sign the Annual Return and accompanying schedules on behalf of the Parish Council. It was noted that the period for public scrutiny of the accounts and supporting documents will commence soon. A copy of the audit notice will be placed on notice boards next week. (a) Members noted that the walkway between the Belmont Medical Centre and Yarlington Mill needs sweeping and a weed spray. The Clerk was instructed to write to Herefordshire Council requesting these. (b) Concern was expressed that the vehicle exit from Yarlington Mill onto Waterfield Road is becoming hazardous due to overhanging vegetation along Waterfield Road obstructing the line of sight. (c) Vehicles parking in the road close to the roundabout between Dorchester Way and Northolme Road were considered hazardous. The Chairman volunteered to speak to the nearby householders. (d) A manhole cover opposite the junction with Stanbrook Road has become loose. (e) Fencing around the Tesco site has been vandalised with the result that wires have been left protruding into the footpath. Tesco has been advised but the Clerk was instructed to report this to Herefordshire Council. (f) The Chairman provided a brief report on his actions as District Councillor, including: · Reporting
damaged kerbing on the junction of Ruckhall Lane · Requesting more frequent grass cutting and for hedging to be cut back.
Working party meeting on risk management, June 25 2009 Present: Councillor
D. Cook Apologies: Councillor S. Taylor 1. Risk Review The working party considered risk associated with the work of the Parish Council in accordance with the attached risk schedule and confirmed that unless specified otherwise on the attached sheet, current arrangements are considered adequate for BRPC purposes:
In accordance with
the terms of reference for the working party, the recommendations identified
as attached are to be put to the Parish Council at its next meeting.
Belmont Rural Parish Council (the Council) is responsible for ensuring that its business is conducted in accordance with the law and proper standards, and that public money is safeguarded and properly accounted for, and used economically, efficiently and effectively. In discharging this overall responsibility, the Council is also responsible for ensuring that there is a sound system of internal control which facilitates the effective exercise of the Council’s functions and which includes arrangements for the management of risk. 2. THE PURPOSE OF THE SYSTEM OF INTERNAL CONTROL The system of internal control is designed to manage risk to a reasonable level rather than to eliminate all risk of failure to achieve policies, aims and objectives; it can therefore only provide reasonable and not absolute assurance of effectiveness. The system of internal control is based on an ongoing process designed to identify and prioritise the risks to the achievement of the Council’s policies, aims and objectives, to evaluate the likelihood of those risks being realised and the impact should they be realised, and to manage them efficiently, effectively and economically. The system of internal control has been in place at the Council for the year ended 31 March 2009 and up to the date of approval of the annual report and accounts and, except for the details of significant internal control issues at section 5, accords with proper practice. 3. THE INTERNAL CONTROL ENVIRONMENT The Council: The Council has appointed a Chairman who is responsible for the smooth running of meetings and for ensuring that all Council decisions are lawful. The Council reviews its obligations and objectives and approves budgets for the following year at a meeting held in the autumn of each year. That meeting of the Council also approves the level of precept for the following financial year. The Council carries out regular reviews of its internal controls, systems and procedures. Clerk to the Council / Responsible Financial Officer: The Council has appointed a Clerk to the Council who acts as the Council’s advisor and administrator. The Clerk is the Council’s Responsible Financial Officer and is responsible for administering the Council’s finances. The Clerk is responsible for the day to day compliance with laws and regulations that the Council is subject to and for managing risks. The Clerk also ensures that the Council’s procedures, control systems and polices are adhered to. Payments: All payments are reported to the Council for approval. Two Members of the Council must authorise every cheque. Risk Assessments / Risk Management: The Council carries out regular risk assessments in respect of actions and regularly reviews its systems and controls. Internal Audit: The Council has appointed an Independent Internal Auditor who reported to the Council on the adequacy of its: •
Records The effectiveness of the internal audit is reviewed annually. External Audit: The Council’s External Auditors, The Audit Commission, submit an annual Certificate of Audit, which is presented to the Council.
The Council has responsibility for conducting an annual review of the effectiveness of the system of internal control. The review of the effectiveness of the system of internal control is informed by the work of: • The full
Council; 5. SIGNIFICANT INTERNAL CONTROL ISSUES No significant internal control issues were identified during the financial year. Whilst no significant internal control issues were identified during the year the Council strives for the continuous improvement of the system it has adopted for internal control and has addressed all the minor issues and weaknesses raised and reported during the review process. ____________________ ____________________ Chairman Clerk/Responsible Financial Officer
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