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MINUTES OF THE SPECIAL MEETING OF INGLEBY BARWICK PARISH COUNCIL, HELD AT ST. FRANCIS OF ASSISI CHURCH CENTRE, BARWICK WAY, INGLEBY BARWICK, ON WEDNESDAY 5TH JULY 2006, COMMENCING AT 7.15 P.M.

 

PRESENT:

 

Chairman: Councillor Mrs I. Machin;

 

Vice-Chairman: Councillor T.W. Bowman;

 

Councillors:  W. Feldon and N. Morrison;

 

Clerk/Responsible Financial Officer:  Paula M. Hall;

 

No members of the public were present at the meeting.

 

 

APOLOGIES FOR ABSENCE.

Apologies for absence were received from Parish Councillors Ms J. Morrison, R. Patterson, Mrs S. Rouse, D. Scott and Ward Councillors K. Faulks, D. Harrington, A. Larkin (Ingleby Barwick East), K. Dixon, L. Narroway, R. Patterson (Ingleby Barwick West).

 

37. CODE OF CONDUCT – DECLARATION OF INTERESTS.

 

No interests were declared.

 

38. PUBLIC PARTICIPATION.

 

No members of the public were present at the meeting.

 

39. FINANCE:

 

(a) End of Year Accounts for the Financial Year 2005/2006.

The year-end Accounts for the financial year 2005/2006 prepared on an Income and Expenditure basis, where laid before the Parish Council for approval.  The balance at 31st March 2006 is £ 12,077.17.

 

RESOLVED that the Accounts be approved and were signed by the Chairman of the Parish Council accordingly.

 

Chairman……………………………………

 

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(b) BDO Stoy Hayward LLP - Annual Return 2005/2006.

 

The Clerk confirmed that 11h August 2006 is the appointed date on or after which local government electors for Ingleby Barwick may exercise their rights under the Accounts and Audit Regulations 2003 and the Audit Commission Act 1998, in respect the accounts of Ingleby Barwick Parish Council for the financial year ending on 31st March 2006.

 

The Clerk informed that she has displayed the Notice advertising the audit, as required.   A copy of the ‘Summary of Your Rights’ information is also displayed.

 

It is noted that the records are to be made available for inspection from 10th July 2006 to 4th August 2006.

 

The Clerk outlined the requirements for completion of the Annual Return.

 

(i) Section 1 – The Statement of Accounts – this section was duly completed using the income and expenditure figures from the year-end accounts (excluding VAT).

The Clerk noted that the Parish Council is required to submit to the auditor a brief explanation of significant variations from last year to this in Section 1; and bank reconciliation as at 31st March 2006.

 

RESOLVED that the Parish Council approves the information provided in Section 1, accompanying explanations and bank reconciliation.  The Chairman signed Section 1 of the Annual Return accordingly.

 

(ii) Section 2 – Statement of Assurance/Annual Risk Assessment – this section was duly completed in accordance with the requirements.

 

The Clerk noted that it is a requirement for Risk Assessments to be completed to ensure that the council has considered all the risks it faces, both financially and otherwise.  Risk Assessments should be carried out annually or whenever there are significant changes to the Council.

 

RESOLVED that having completed the Statement of Assurance on the Annual Return, Ingleby Barwick Parish Council has duly carried out its annual Risk Assessment, hence complying with this requirement.

 

RESOLVED that the Parish Council approves the information provided in Section 2, the Chairman signed the document accordingly.

 

Chairman…………………………………..

 

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(iii) Section 3 – External Auditor’s Certificate and Opinion – to be completed by the External Auditor.

 

(iv) Section 4 – Annual Report by Internal Auditor – it was noted that the independent internal audit of the Parish Council’s accounts for the financial year ending 31st March 2006 was undertaken by Mrs H. Rennison, Clerk to Egglescliffe Parish Council.  Section 4 has been duly completed by Mrs Rennison, signed and dated accordingly.

 

An explanation to be submitted for the ‘n/a’ response in Point F, reviewing petty cash records.  It is noted that the Parish Council does not hold petty cash; all financial transactions are carried out using the cheque book.

 

RESOLVED that the Clerk forwards the completed Annual Return and additional information required, to BDO Stoy Hayward by 11th August 2006.

 

 

 

 

 

 

                                                                                   

 

Chairman…………………………              Clerk………………………………

 

 

 

Date……………………….                          Date………………………….

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

MINUTES

 

OF

 

SPECIAL

MEETING

 

OF

 

 

INGLEBY BARWICK PARISH COUNCIL

 

HELD ON

 

WEDNESDAY 5TH JULY 2006

 

AT

 

ST. FRANCIS OF ASSISI CHURCH CENTRE,

BARWICK WAY,

INGLEBY BARWICK.

 

 

 

 

 

 

PREPARED BY

PAULA M. HALL

CLERK TO THE PARISH COUNCIL