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NOTICE OF MEETING
Date: 25 April 2021.
To all members of Lydiate Parish Council.
You are hereby summoned to the online Annual Meeting of Lydiate Parish Council to be held on Tuesday 4 May 2021, commencing at 6.00pm.
Carol Farquhar – Parish Clerk
AGENDA Any members of the public wishing to access the Annual General Meeting of the Parish Council, and/or contribute to the meeting under Agenda Item 9 “Public Participation” should contact the Parish Clerk in advance to secure the login details and discuss the issue to be raised. The Clerk can be contacted via Email on [email protected] or by telephone on 07394 566154.
1. ELECTION OF CHAIR
• To elect a Chairperson to hold office until the next Annual Meeting and to receive their Declaration of Acceptance of Office by signing the Acceptance of Office book at the earliest opportunity.
2. ELECTION OF VICE CHAIR
• To appoint a Vice Chairperson to hold office until the next Annual Meeting and to receive their Declaration of Acceptance of Office by signing the Acceptance of Office book at the earliest opportunity.
3. COMMITTEES
• To consider the requirement for any committees to be established and appoint members and a Chair, if applicable.
4. OUTSIDE ORGANISATIONS To appoint representatives to outside organisations:
a. John Goore’s Trust
b. Bowling Federation c. Youth Liaison
d. Village Centre user group liaison e. Press liaison
5. TO RECEIVE APOLOGIES FOR ABSENCE
6. MINUTES OF MEETINGS
• To approve the minutes of the Parish Council meeting held on 23 March 2021 and authorise the Chairman to sign as a correct record.
7. UPDATE ON MATTERS ARISING FROM MINUTES (FOR INFORMATION ONLY)
8. TO RECEIVE DECLARATIONS OF INTEREST
9. PUBLIC PARTICIPATION
• Adjournment for public participation.
10. REPORTS OF MEETINGS (FOR INFORMATION ONLY)
11. ANNUAL RETURN – INTERNAL AUDITORS REPORT
• To receive the annual Internal Auditors Report for the year ended 31 March 2021.
12. ANNUAL RETURN - GOVERNANCE STATEMENT SECTION 1
• To approve the annual Governance Statement for the year ended 31 March 2021 and authorise the Chairperson to sign Section 1 of the Annual Return
13. ANNUAL RETURN – ACCOUNTING STATEMENT SECTION 2
• To approve the Accounting Statements for 2020/21 and authorise the Chairperson to sign Section 2 of the Annual Return.
14. EXERCISE OF PUBLIC RIGHTS
• To note the dates set for the Exercise of Public Rights: Monday 14 June 2021 – Friday 23 July 2021.
15. PARISH COUNCIL MEETING DATES
• To approve the dates for the Annual Calendar of Meetings for 2020-21
16. STANDING ORDERS AND FINANCIAL REGULATIONS a. To note the assessment of the Parish Council Standing Orders and
Financial Regulations.
b. To note these documents can be found on the Parish Council Website under Policies.
c. To note that a full review of the Standing Orders and Financial Regulations will take place in 2022 or before if required by law or best practice.
17. SEFTON COUNCIL SERVICE LEVEL AGREEMENT– BUILDING MAINTENANCE
a. To consider the 2021/22 Service Level Agreement for the provision of Building Maintenance Services.
b. To approve expenditure of £1,356 to enter into the Service Level Agreement with Sefton Council for the provision of Building Maintenance Services.
18. ISSUES REPORTED TO COUNCILLORS
To discuss and agree any actions relating to issues reported to Councillors since the last meeting.
• Wildflower Projects
• Waste collection bin locations
• Sponsorship
19. PLANNING MATTERS
• To consider planning applications received as detailed in the table below.
• To consider any additional planning application received after dispatch of the Agenda.
• Prior notification procedure for the erection of an agricultural building for the storage of wheat, straw, and agricultural
machinery and equipment Land Off Eager Lane Lydiate Ref. No:
DC/2021/00959 | Validated: Fri 09 Apr 2021 | Status: Registered
•
• Erection of a single storey extension to the side of the
dwellinghouse 3 Barnes Drive Lydiate Liverpool L31 2LNRef. No:
DC/2021/00918 | Validated: Tue 20 Apr 2021 | Status: Registered
•
• Erection of 325 dwellings together with new vehicular accesses off Liverpool Road and Kenyons Lane, public open
space, children's play area and ancillary infrastructure Land North Of Kenyons Lane Kenyons Lane Lydiate Ref. No:
DC/2021/00887 | Validated: Mon 19 Apr 2021 | Status: Registered
•
• Erection of single storey extension at the rear and erection of a pitched roof to the existing front and side extension involving the conversion of part of the existing side extension to
habitable space to the dwellinghouse 75 Clent Avenue Maghull Liverpool L31 0AURef. No: DC/2021/00846 | Validated: Mon 29
Mar 2021 | Status: Registered
•
• Erection of single storey extensions to the side and rear of the
dwellinghouse. 1 Tyrers Avenue Lydiate Liverpool L31 4LDRef.
No: DC/2021/00808 | Validated: Wed 24 Mar 2021 | Status: Registered
20. CLERK’S REPORT
A TO AGREE ANY ACTIONS REQUIRED IN RESPECT OF: -
a. The Sandy Lane Project.
• Approve expenditure for water supply works £2,800 + VAT.
• Approve expenditure for a Plant Room in the new changing room facilities £3,210.
b. Playground Repairs.
• Bucket Swing at Ridgway Park £1,080 + VAT. c. Refurbishment of Ridgeway Park Basketball Court.
• Approve expenditure of up to £500 + VAT for materials. d. Bowling Green Works
• Note expenditure of £680 + VAT for repairs. e. Renewal of Gas and Electricity contracts with Total Gas and Power to
June 2024. f. Parish Council Activities. g. Staffing.
B CORRESPONDENCE
a. To consider any issues brought to the attention of the Clerk since the last meeting.
b. To agree any actions required.
Item From Issue
1 Sefton Council
Use of Sandy Lane for Election on 6 May 202. 6am – 10 pm.
2 Resident I am unsure if this is a parish council issue but when coming to the junction from Sandy Lane to Lambshear Lane looking right you cannot see oncoming traffic as the bushes are too high. This is really dangerous and would appreciate your help.
3 Champion News Paper
Champion Newspapers are back and once again distributing the Champion Newspaper directly to the door. With this in mind and as previously you ran adverts with ourselves, I was enquiring if you have any plans or campaigns coming up in the near future that Champion Newspapers may be of assistance with, also in addition to the newspaper we will also be running various special features over the next couple of months that may be of interest to you. If you would like further information on any of these forthcoming features or would like to discuss advertising further please do not hesitate in giving myself a call on the numbers below or email [email protected]
4 Resident Dumping of garden waste on Client Gardens. The parish council do a really good job of keeping the field well looked after and we appreciate it. But my worry is that if rubbish is being dumped, then litter will be next and then dog poo etc and when the field is clean and tidy those who use it are more likely to keep it that way!
5 Resident The red bin has been removed from the corner of the path on the back entrance on coronation park. We need another bin. Can you please put one back?
C FINANCE
i) Accounts Payable a. To consider the accounts payable in April 2021 as detailed in the table
below. b. To consider and accept any further accounts payable received after dispatch
of the agenda. c. To agree that accounts payable can be approved by email by at least three
Parish Councillors when it is not possible to hold a Parish Council Meeting during in a particular month, including August and December.
d. To agree to the annual contractual and statutory payments for staffing costs, office costs, fuel, and premises cost, as detailed in the approved budget.
Accounts payable APRIL 2021
Contractual/ Statutory payments made – For information (FIXED)
METHOD PAYEE DETAILS AMOUNT £ STATUTORY PROVISION
DD Unity E-Payment Salaries - April 2021 5819.80 LGA 1972 s.111
DD N.E.S.T Pensions - April 2021 665.61 LGA 1972 s.111
DD Unity Trust Bank Bank Charges - Salary Processing 19.07 LGA 1972 s.111
DD Unity Trust Bank Lloyds Corporate Card Fee 3.00 LGA 1972 s.111
Total 6507.48
Contractual / Statutory payments made – For information (VARIABLE)
DD Unity E-payment Salaries – April 2021 2750.19 LGA 1972 s.111
DD Virgin Media April 2021 - Telephone and Broadband 92.39 LGA 1972 s.111
DD O₂ April 2021 - Mobile Phone Charges 34.90 LGA 1972 s.111
DD Allstar March 2021 Fuel Charges 113.08 OSA 1906 s.10
DD Total Gas and Power LVC- GAS 626.64 OSA 1906 s.10
DD Total Gas and Power LVC - ELECTRICITY 163.57 OSA 1906 s.10
DD Total Gas and Power Bowls - ELECTRICITY 57.96 OSA 1906 s.10
DD Water Plus LVC 125.47 OSA 1906 s.10
DD Water Plus Bowls 67.73 OSA 1906 s.10
Total 4031.93
Contractual/ Statutory payments – For approval
METHOD PAYEE DETAILS AMOUNT £ STATUTORY PROVISION
BACS HMRC Tax/NI 2245.21 LGA 1972 s.111
Total 2245.21
Invoice payments- For approval
BACS Community worker 56 hrs 560.00 LGA 1972 s.111
BACS Total Timber = £166.13
Ground’s maintenance Supplies 72.90 OSA 1906 s.10
Treated timber & screws 61.76 OSA 1906 s.10
Treated timber, instant road repair and brown plugs 31.47 OSA 1906 s.10
BACS PPL/PRS Music Licence 28.18 LGA 1972 S.145
CC Hivis Hi vis vests for litter pickers 171.83 OSA 1906 s.10
BACS TCA Payroll 90.00 LGA 1972 s.111
BACS Rigby Taylor supplies 18.00 OSA 1906 s.10
BACS Trade UK B&Q grinder and supplies 128.20 OSA 1906 s.10
BACS Massams fine sand & bungee cord and hooks 47.97 OSA 1906 s.10
BACS Maintenance Person reimbursement of items bought for sandy lane 27.09 OSA 1906 s.10
BACS Master Lock and Safe = £45.50
bracket, jobber drill 25.34 OSA 1906 s.10
supplies 20.16 OSA 1906 s.10
BACS Amazon = £211.16
Printer Paper 19.88 LGA 1972 s.111
Wallets 8.94 LGA 1972 s.111
Tipex 6.31 LGA 1972 s.111
Stanley handsaw 17.38 OSA 1906 s.10
Printer ink - colour 19.73 LGA 1972 s.111
Office Labels 7.29 LGA 1972 s.111
Tube Lights for LVC 54.80 OSA 1906 s.10
Printer ink - Black 23.94 LGA 1972 s.111
Cleaning gloves 18.99 OSA 1906 s.10
nitrile gloves 33.90 LG(MP)A 1976 s.19
Total 1494.06
SUMMARY
Contractual Fixed 6507.48
Contractual Variable 4031.93
Contractual for Approval 2245.21
Invoices 1494.06
Total 14278.68
ii) Bank Balances
Bank Reconciliation as at March 2021 Unity Trust Balance at end of February 2020 £74,756.17
plus income March £7,652.00
less expenditure March £40,159.03
Equals Balance at end of February £42,249.14
Bank balance per statements: Unity Trust Bank £47,254.45
less unpresented £5,005.31
Equals bank balance at end January 2020 Unity Trust £42,249.14
Barclays Bank Balance at end January £70,816.01
Barclays bank income £244.54
Transfer to Nationwide £0.00
expenditure Barclays Balance end February £71,060.55
Nationwide £50,167.30
interest 2.13
Total Bank Balance £50,169.43
Total Bank Balance March 2020 £163,479.12
21. DATE OF NEXT MEETING
Tuesday 22 June 2021 - Parish Council Meeting at 6:00 pm
Lydiate Parish Council Minutes of meeting held on Tuesday 23 March 2021 at 6.00pm
Via Zoom due to COVID-19
LYDIATE PARISH COUNCILLORS PRESENT: Councillor J Bailey (Chair) Councillors T Robertson, A Wilson, N Spencer, I Wilson, N Carlin, E
Pope, V Kelly IN ATTENDANCE: Carol Farquhar (Parish Clerk) 31/2021 APOLOGIES FOR ABSENCE Councillors, J Jimenez Armas, 32/2021 MINUTES OF MEETINGS
It was resolved that the minutes of the Parish Council meetings held on 23 February 2021 be approved and authorise the Chairperson to sign as a correct record.
33/2021 MATTERS ARISING FROM MINUTES (for information only)
None 34/2021 DECLARATIONS OF INTEREST
Cllrs. A Wilson, Robertson and Kelly as members of the Lydiate Litter Pickers.
35/2021 PUBLIC PARTICIPATION None 36/2021 REPORTS OF MEETINGS None
37/2021 ASSET REGISTER It was resolved to accept and approve the Parish Councils Asset
Register.
38/2021 RISK MANAGEMENT STRATEGY It was resolved to:-
a. accept and approve the Parish Council Risk Management Strategy and Emergency Plan for 2021/22
b. ratify that delegated powers remain in place for the Clerk during any period of restricted activity due to Covid-19. Such delegation will enable the Council to fulfil its responsibilities to its residents’.
39/2021 INTERNAL AUDIT TERMS OF REFERENCE
It was resolved to approve the councils internal audit review document for 2020/21.
40/2021 PAYMENT OF LOAN – LANCASHIRE COUNTY COUNCIL It was resolved to:-
a. approve the payment of the outstanding loan against Oakhill Park. b. agree expenditure of £4,360.01 to Lancashire County Council to
finalise the loan agreement against Oakhill Park, Lydiate.
41/2021 GRASS CUTTING It was resolved that:-
a. the Clerk discuss the long-term option for the management of grass cutting across Lydiate with the current contractor J Wright Landscape Service Limited.
b. a three-year contract with an extension for a further two years subject to satisfactory service delivery be negotiated.
42/2021 ISSUES REPORTED TO COUNCILLORS
a) Lydiate Litter Pickers It was resolved that: -
I. Lydiate Litter pickers are deemed Parish Council volunteers so fall within the remit of our insurance.
43/2021 PLANNING MATTERS
a) It was resolved to note the following planning applications: -
Certificate of lawfulness for the proposed erection of a single storey summer room to
rear garden 5 Clent Gardens Lydiate Liverpool L31 0BB Ref. No:
DC/2021/00513 | Validated: Mon 22 Feb 2021 | Status: Registered.
Erection of a single storey extension to the side and rear of the dwellinghouse 1 Coronation Road Lydiate Liverpool L31 2NE. Ref. No: DC/2021/00482 | Validated: Fri 19 Feb
2021 | Status: Registered.
Erection of a two storey extension to the side and erection of a part single, part two
storey extension with balcony at the rear of the dwellinghouse. 205 Liverpool Road Lydiate Liverpool L31 2LY. Ref. No: DC/2021/00404 | Validated: Tue 23 Feb 2021 | Status:
Registered
Prior approval submission for a proposed rear extension projecting 4.60 metres from the rear wall of the original dwellinghouse with a height of 3.40 metres at the eaves and a maximum height of 3.90 metres (valid 16/03/2021). Old Vicarage Church Lane Lydiate Liverpool L31 4HL Registered DC/2021/00774Tue 16 Mar 2021 PP-09631211
b) Kenyons Lane Lydiate development – Site layout Plan
It was resolved to:
I. note that this land has been included in the Sefton Local Plan as a site for housing development.
II. await the full details of the planning application when it is logged on Sefton Council planning application portal.
III. arrange a meeting with the agents for the site at the earliest convenience to discuss the application in detail.
IV. ensure that the development meets all the requirement of the Lydiate Neighbourhood Plan.
V. Discuss the full planning application at a future meeting of the Parish Council.
44/2021 CLERKS REPORT. (A) UPDATES
I. Update on Sandy Lane project. It was resolved to; -
a. note the progress made in delivering the project. b. approve additional expenditure of up to £492 for a waterproof
membrane and new pipe work in the current shower block. c. Note that there is insufficient water pressure to the new changing rooms
and quotes to be obtained to address this issue. d. Submit a grant application to Sport England to address the flooding at
the Park. Noting that only one contractor has provided a quote for the works at a cost of £9,400 + VAT.
II. Update on Parish Council activities. It was resolved to:-
a. note the name the café competition. b. note the lovely cards and letters from residents who received the
hampers. c. note that football will begin again on 30 March 2021 until the end of
June 2021. d. note that the sports changing rooms must still remain closed as directed
by Government Guidance.
III. Staffing. It was resolved to:-
a. note that the changes to Furlough Scheme from July onwards will result in the Parish Council having to evaluate the financial position and a further report will be presented to a future meeting.
(B) Correspondence
Item From Issue Action
1 SLCC Notification of renewal of membership
Noted
2 MAC containers Notification of insufficient water flow rate for the new changing rooms
Noted
3 Information Commissioners Office
ICO renewal confirmation Noted
4 Friends of the Abbey Notification of intent to submit a bid to Heritage Lottery and request of letters of support.
Letter of support to be provided
5 Lancashire Branch SLCC
New email address. [email protected]. Cancellation of AGM until June 2022
Noted
6 Sefton Council Notification of payment (Covid support) £177.34
Noted
7 Yates Playground Notification of work (insurance claim) completed on rotating swing at Ridgeway Park £1,950
Noted
8 Lancashire Branch SLCC
Training Survey Clerk to complete the survey
9 Sefton Council Notification of further Business Support Grant for 16 Feb – 31st March 2021
Noted
10 Sefton Council Oakhill Park Electrical inspection report, Satisfactory.
Noted
11 AEG Teachwall Partician Wall at Lydiate Village Centre. – showing some signs of wear but no Health and Safety Issues.
Noted
12 Lloyds Corp-Cards Notification of Unity Trust business Lloyds Bank Corporate Multi-Pay card has been set up.
Noted
13 Resident Conifer trees at Ridgeway Park causing damage to a fence.
Trees to be cut back
14 Resident Request to gain access to memorial at Oakhill Park Bowling Green.
Access agreed
(C) FINANCE
I. It was resolved to approve the following accounts payable in March 2021.
Accounts payable MARCH 2021
Contractual/ Statutory payments made – For information (FIXED)
METHOD PAYEE DETAILS AMOUNT £ STATUTORY PROVISION
DD Unity E-Payment Salaries - March 2021 5818.60 LGA 1972 s.111
DD N.E.S.T Pensions - March 2021 648.51 LGA 1972 s.111
DD Unity Trust Bank Service Charge Awaiting details LGA 1972 s.111
DD Unity Trust Bank Bank Charges - Salary Processing 19.07 LGA 1972 s.111
Total 6486.18
Contractual / Statutory payments made – For information (VARIABLE)
DD Unity E-payment Salaries – March 2021 2604.88 LGA 1972 s.111
DD Virgin Media March 2021 - Telephone and Broadband 92.39 LGA 1972 s.111
DD O₂ March 2021 - Mobile Phone Charges 34.90 LGA 1972 s.111
DD Allstar February 2021 Fuel Charges 128.18 OSA 1906 s.10
DD Total Gas and Power Bowls - Electricity 10.77 OSA 1906 s.10
DD Total Gas and Power OSA 1906 s.10
Total 2871.12
Contractual/ Statutory payments – For approval
METHOD PAYEE DETAILS AMOUNT £ STATUTORY PROVISION
BACS HMRC Tax/NI 2152.86 LGA 1972 s.111
Total 2152.86
Invoice payments- For approval
BACS Rigby Taylor Greenor 72.00 OSA 1906 s.10
Cheque TC Developments Vehicle service and MOT 420.00 OSA 1906 s.10
Cheque TC Developments Vehicle repairs new brakes 300.00 OSA 1906 s.11
BACS
Sefton Council Grounds Maintenance works on Sandy Lane 600.00 OSA 1906 s.10
Sefton Council Litter Pickers for the volunteer group 90.00 OSA 1906 s.10
Sefton Council = £1093.87 SLA security provision 883.87 LGA(MP)A 1976 s.19
BACS Periodic testing - bowls 210.00 OSA 1906 s.10
BACS Lancashire County Council Final Payment for Loan Due 4360.01 LGA 2003 sch 1 para 2
BACS Yates Playgrounds Repairs of Vandalised seesaw equipment 1950.00 OSA 1906 s.10
BACS AGE Teachwall Partition Service 360.00 LGA(MP)A 1976 s.19
BACS Carol Farquhar Reimbursement for Howards inv. 70.58 OSA 1906 s.10
BACS Golden Hygiene Washroom & hygiene service charge 180.00 LGA(MP)A 1976 s.19
BACS Wray Bros Cleaning Supplies 238.21 OSA 1906 s.10
BACS GDPR Data Protection 35.00 LGA 1972 s.142
BACS PWLB Loan Repayment 4285.03 LGA 2003 sch 1 para 2
BACS Community Worker 56 hrs 560.00 LGA 1972 s.111
BACS Trade UK B&Q painting supplies for bowls 88.73 OSA 1906 s.10
BACS Davies Maintenance =
£10176.00
Shower room refurb 9684.00 OSA 1906 s.10
BACS Additional pipe works 192.00 OSA 1906 s.10
BACS Damp proof membrane 300.00 OSA 1906 s.11
BACS Joseph Wright Landscaping Tree works 2940.00 OSA 1906 s.10
BACS H. Roberts and Sons Ltd = £367.32
Fire extinguishers service - LVC 286.68 OSA 1906 s.10
Fire extinguishers service - Sandy 80.64 OSA 1906 s.10
BACS Calbarrie = £107.46 approved by Clerk Under delegated powers
PA Testing Bowls 9.66 OSA 1906 s.10
PA Testing LVC 97.80 OSA 1906 s.10
Total 28294.21
` SUMMARY
Contractual Fixed 6486.18
Contractual Variable 2871.12
Contractual for Approval 2152.86
Invoices 28294.21
Total 39804.37
ii Bank Balance It was resolved to note and approve the following bank balances.
Bank Reconciliation as at end February 2021 Unity Trust Balance at end of January 2021 £101,710.46
plus income February £7,335.00
less expenditure February £34,289.29
Equals Balance at end of February £74,756.17
Bank balance per statements: Unity Trust Bank £78,392.97
less unpresented £3,636.80
Equals bank balance at end January 2021 Unity Trust £74,756.17
Barclays Bank Balance at end January £ 70,816.01 Barclays bank income £0.00 Transfer to Nationwide £0.00
expenditure Barclays Balance end February £ 70,816.01
Nationwide £50,165.38
Interest 1.92
Total Bank Balance £50,167.30
Total Bank Balance February 2021 £195,737.56 45/2021 DATE OF NEXT MEETING Tuesday 27 April March 2021 at 6 pm Via Zoom.
• Annual Parish Assembly @ 6pm.
The meeting ended at 19.23 pm.
Agenda Item 11
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2021 Prepared by: Carol Farquhar, Clerk to the Council Subject: Internal Auditor Statement 2020/21 Purpose To note the Internal Audit Report for 2020/21. Background Members have a duty to ensure the Parish Council delivers its responsibilities within the legal framework. This includes on an annual basis: -
• Preparing an Annual Governance and Accountability Return,
• To approve and publish the Annual Governance and Accountability Return,
• To provide these for the exercise of public rights and to publish the Annual Governance and Accountability Return includes the signed external audit report by 30 September 2021.
Information The internal Auditor undertook their audit on the 20th and 22nd April 2021. Attached at Annex 1 is the auditor’s programme and 1a is the signed internal Audit Report for 2020/21. Members will note “that there are no matters that need to be brought to the attention of the Parish Council”. Members are now asked to note the Internal Auditor statement for 2020/21 that forms part of our Annual Governance and Accountability Return. Conclusion We are required by law to submit an Annual Governance and Accountability Return. This report relates to the Annual Internal Audit Report for 2020/21.
Annex 1
LYDIATE PARISH COUNCIL
INTERNAL AUDIT PROGRAMME
YEAR ENDED 31 MARCH 2021
Done by Comments
Year Ended
PROPER BOOKEEPING
1A Check that a cash book is maintained and up to date RWT Income and Expenditure spreadsheets maintained daily
1B Check the arithmetical accuracy of the cash records RWT Done by Excel formulas
1C Check that the cash book is regularly balanced RWT Reconciled to bank monthly
PAYMENT CONTROLS
2A Check that the Council has formally adopted standing orders RWT Copies of the standing orders and financial regulations
and financial regulations obtained and reviewed for completeness
2B Check that a Responsible Finance Officer has been appointed RWT Chief Clerk
2C Check that the Responsible Finance Officer has been given RWT Set out in contract of employment
specific duties
2D Identify the de minimus amount for expenditure RWT £500 if not covered by budget see Financial regs
2E Check that items or services above the de minimus amount RWT Quotes obtained and agreed by Council as shown in
have been competitively purchased minutes
2F Check that payments in the cash book are all supported by RWT All supported by invoices and properly authorised
invoices and authorised and/or minuted
2G Check that VAT on payments have been properly identified, RWT Returns reviewed and agreed to records
recorded and reclaimed
2H Check that s137 expenditure has been separately recorded RWT Confirmed by minutes. Relates to one off donations
and within statutory limits etc up to £5,000 in total per annum
RISK MANAGEMENT
3A Review the minutes and identify any unusual activity RWT Reviewed and none identified
3B Check that the minutes record that the Council have carried RWT Confirmed minute 83/2020
out a risk assessment
3C Check that the insurance cover is appropriate and adequate RWT Confirmed and summarised
3D Identify internal financial controls and check that they have RWT Recorded in financial regulations
been documented and regularly reviewed
BUDGETARY CONTROLS
4A Check that the Council have prepared an annual budget that RWT Confirmed by minute 55/2020 re 2020/2021 budget
supports its precept Copy on file
4B Check that actual expenditure against budget is regularly RWT Confirmed that each Council meetings the details are
reported to the Council reviewed
4C Identify any significant unexplained variances to budget RWT None identified
INTERNAL CONTROLS
5A Check that income has been properly recorded and promptly RWT Checked to hiring's control sheet
banked
5B Check that the precept recorded agrees to the Council Tax RWT Checked via budget calculations. See 4A above
authority notification
5C Identify the security controls over cash and near cash and RWT Covered by risk assessment and confirmed
check that they are adequate and effective
PETTY CASH
6A Check that all petty cash expenditure recorded is supported RWT Review of Petty Cash records
by VAT invoices or receipts
6B Check that petty cash expenditure is reported to the Council RWT Only done once a year as not material
at each meeting
6C Check that petty cash reimbursement is carried out regularly RWT As and when required and confirmed in Council
Annex 1a
Agenda Item 12
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2021 Prepared by: Carol Farquhar, Clerk to the Council Subject: Annual Governance Statement 2020/21 Purpose To consider and approve the Annual Governance Statement for 2020/21 and authorise the Chairperson to sign Section 1 of the Annual Return. Background Members have a duty to ensure the Parish Council delivers its responsibilities within the legal framework. This includes on an annual basis: -
• Preparing an Annual Governance and Accountability Return,
• To approve and publish the Annual Governance and Accountability Return,
• To provide these for the exercise of public rights and to publish the Annual Governance and Accountability Return including the signed external audit report by 30 September 2021.
Information Members will recall that the internal auditor finalised their annual audit of activities on 23 April this year, (agenda item 11). Members will note “that there are no matters that need to be brought to the attention of the Parish Council”. Members are now asked to consider the 2020/21 Annual Governance Statement attached at Annex 1 and subject to agreement approve the statement and authorise the Chair to sign section 1 of the Annual Return at the earliest convenience. Conclusion We are required by law to submit an Annual Governance and Accountability Return. This report relates to Section 1 of the Annual Governance and Accountability Return.
Annex 1
Agenda Item 13
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2021 Prepared by: Carol Farquhar, Clerk to the Council Subject: Annual Accounting Statement 2020/21 Purpose To consider and approve the accounting statement for 2020/21 and authorise the Chairperson to sign Section 2 of the Annual Return. Background Members have a duty to ensure the Parish Council delivers its responsibilities within the legal framework. This includes on an annual basis: -
• Preparing an Annual Governance and Accountability Return,
• To approve and publish the Annual Governance and Accountability Return,
• To provide these for the exercise of public rights and to publish the Annual Governance and Accountability Return including the signed external audit report by 30 September 2021.
Information Members will recall that the internal auditor undertook their annual audit of activities in April this year (agenda item 11). Members will note “that there are no matters that need to be brought to the attention of the Parish Council”. Members are now asked to consider the 2020/21 Accounting Statement, copy attached at Annex 1 and subject to agreement approve the statement and authorise the Chair to sign section 2 of the annual return at the earliest convivence. Conclusion We are required by law to submit an Annual Governance and Accountability Return. This report sets out section 2 of that return for consideration and authorisation.
Annex 1
Agenda Item 15
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2019 Prepared by: Carol Farquhar, Clerk to the Council Subject: Parish Council Meeting Dates 2021/22 Purpose To consider and approve the calendar of dates for Parish Council meetings during 2021/22. Information Lydiate Parish Council meetings have been held online during 2020/21 due to COVID-19. We are awaiting the outcome of a legal challenge to understand if online meetings can continue, and an update will be provided when the outcome is known. Meetings are held on the fourth Tuesday of every month (excluding August and December) and they usually commence at 6pm. The Annual Assembly is normally held on the fourth Tuesday in April, commencing at 6.00pm. Meeting dates 2021/22 Tuesday 27 April 2021 – Annual Assembly Tuesday 4 May 2021 - AGM Tuesday 22 June 2021 Tuesday 27 July 2021 Tuesday 28 September 2021 Tuesday 26 October 2021 Tuesday 23 November 2021 Tuesday 25 January 2022 Tuesday 22 February 2022 Tuesday 22 March 2022
Agenda Item 16
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2021 Prepared by: Carol Farquhar, Clerk to the Council Subject: Standing Orders and Financial Regulations Purpose
• To note that the Standing Orders and Financial Regulations have been assessed against the national standard as fit for purpose. They set out responsibilities and the practices of the Parish Council.
• To note that a thorough review of the Standing Orders and Financial Regulations will take place in 2022.
Information Members have a duty to ensure the Parish Council delivers its responsibilities within the legal framework. This includes ensuring that all responsibilities and activities are delivered in line with the Standing Orders and Financial Regulations. The Standing Orders were last updated in 2019 and the Financial Regulations in 2020. They were assessed in 2021 as fit for purpose in line with National Standards. Both. Standing Orders and Financial Regulations can be found on the Parish Council website under the policies section. A thorough review of the Standing Orders and Financial regulations will be undertaken in 2022 or before if required by Law or best practice. Conclusion Members are asked to read and digest the Standing Orders and Financial Regulations to ensure they are fully aware of their responsibilities in delivering Parish Council activities and responsibilities.
Agenda Item 17
Discussion Paper to: Lydiate Parish Council Meeting Date: 4 May 2021 Prepared by: Carol Farquhar, Clerk to the Council Subject: Sefton Council Service Level Agreement – Building Maintenance Purpose
• To consider the 2021/22 Service Level Agreement (SLA) for building maintenance from Sefton Council.
• To approve expenditure of £1,356 to enter into the Service Level Agreement Information Lydiate parish Council has been working with Sefton Council under an SLA for Building Maintenance. This relationship has been in place for some years and has proved to be beneficial. The 2021/22 agreement has been produced and Members are asked to consider this agreement with a view to approving £1,356 expenditure (£11 increase on the 2020/21 fees) to enter into the SLA for the period 2021/22. Conclusion Members are asked to consider approval of up to £1,356 to continue the SLA for building maintenance with Sefton Council.
