Parish Council Extraordinary Minutes 12th November 2019


Minutes of an Extraordinary Meeting held on 12th November 2019 at 19.30

Present:   Mr Ken Edward (KE), Mr D Hodson (DH), Mrs J Denyer (JD), Mr P Hitchcox (PH), Mrs A Jenkins (AJ), Mr R Kinchen (RK), Mrs Sandy Begy (SB)

There were no members of the public in attendance.

1.  Background

Greetham Parish Council is in receipt of a letter from the External Auditors of the Annual Governance and Accountability Return for 2018/2019 (PKF Littlejohn) which states:

            This letter constitutes a Public Interest Report using our powers for the 2018/19           reporting year under Schedule 7 of the Local Audit and Accountability Act 2014 (the             Act). Greetham Parish Council certified itself as exempt from a limited assurance             review for the year ended 31 March 2018 which meant that it was not required to     submit an AGAR or any of the necessary supporting documentation for that year. As   a result of figures reported within the AGAR submitted for 2018/19, information has             come to our attention in respect of the year ended 31 March 2018 to indicate the    criteria for certifying exemption were not all satisfied, as total income for the year            ended 31 March

            The Act requires the authority to consider this Public Interest Report at a public       meeting within one month of the date of this letter.

2.  Purpose of the Meeting

The purpose of the meeting is for the public to comment on the Public Interest Report so that Greetham Parish Council can take account of matters raised in their deliberation on the matter. The Parish Council to decide:

a)  whether the report requires the authority to take any action or whether the recommendation is to be accepted, and

b)  what, if any, action to take in response to the report or recommendation.

2.  Conclusion

When the Greetham Parish Council submitted an Annual Governance and Accountability Return for 2018/2019, they advised the External Auditors that, due to incorrect advice which had been received, the Parish Council had submitted a Part 2 return in 2017/2018 whereas it should have been a Part 3 return as the income for that year had exceeded £25,000.

The income had exceeded £25,000 due to the receipt of a grant for playground equipment, which was then paid entirely to the Greetham Community Centre for the work to be carried out. Rutland County Council had specified this procedure.

The Greetham Parish Council now appreciate that the advice they had received had been incorrect, and a Part 3 return should have been submitted.

In the absence of any public attending this meeting, no comments from the public were received.

No further action is required, other than to advise the External Auditors that a public meeting has been held and the response of the Parish Council.   DH to write to the External Auditors

3.  Consideration of the External Auditors Report on the 2018/2019 Governance and Accountability Report.

Section 1, part 3 of the report had been incorrectly completed.  The Internal Audit report has picked up on most of the issues raised.

It has been noted that further work is to be done by Greetham Parish Council in the following areas; and improvements are currently in progress:

a)  Risk Register and Asset Register (this is on the agenda for discussion at Parish Council meeting on 13th November)

b)  Bank reconciliation (improvements made with the process, involving joint responsibility.  New rules to be added in the standing orders)

c)  Transparancy code – a tidy up exercise if required, unable to comply 100% at present.

Members of the meeting thanked DH for all his hard work and time spent with the External auditors in resolving this matter.