LONGSDON PARISH COUNCIL.

Minutes of Meeting held on Thursday 11th March 2021 Remotely via Zoom.

Present  Councillor J. Sargeant (Chair).

Councillors T. Beastall, B. Bromley, C. Hawthorne, R. Lovell & D. Sargeant.

In Attendance: One Member of the Public.

John Bourne, Clerk to the Council.            

 

47/20 Apologies for Absence.

Apologies for absence were received from Councillor K. Shaw & District Councillor N. Hawkins.

48/20 Declarations of Interest.

There were no declarations of interest at this point.

49/20 Chairman’s Address.

The Chairman welcomed everyone to the meeting.

He stated that he had reported a dislodged warning sign in School Lane to Staffs. County Council.

50/20 Public Comments.

There was no business under this item.

51/20 Approval of Minutes of Last Meeting.

Two Notices of Motion under this item had been received:-

1. That a Councillor’s name be added to the end of Draft Minute No. 39/20.

2. That Draft Minute No. 40/20 should be re-worded and to show two Councillor’s names.

After a lengthy discussion both the Notices of Motion were withdrawn.

The minutes of the virtual meeting held on 14th January 2021 had been circulated and it was now agreed that they be signed as a true and correct record.

52/20 Matters Arising.

(a) Demolished Bus Shelter.

A quotation had been obtained for a similar replacement bus shelter at a cost of £2,100.00 excl. V.A.T. A quotation had also been received from EWH Construction for re-building and making safe the ends of the stone wall where the old shelter was removed and erecting the new shelter in the sum of £755.00. The total, therefore, was less than the total cost of the previously purchased shelter by over £600.00 and, as instructed at the last meeting, the new shelter had been ordered.

(b) The Old New Inn.

The Head of Planning & Development of Staffs. Moorlands District Council had been contacted to give the Parish Council’s views on the future of the old New Inn site mentioned at the last meeting.

 

(c) Planting of the Village Tubs.

The Council’s lengthsman had been contacted to see whether he would / could undertake the work involved with the planting of the village flower tubs. He had agreed to do the work and issue a separate invoice for the work involved. The Chairman had agreed that he should be employed and he had already emptied the tubs, drilled the bases for drainage purposes, refilled them with new compost and planted early flowering plants. This action was sanctioned and compliments for the work were expressed.

At this point it was suggested that enquiries be made into having name plates made with the Parish Council’s name on which would be attached to the new bus shelters and the village tubs to show that they had been provided by the Parish Council.

(d) Tree in Sutherland Road.

No replies had yet been received from the Tree Officer of Staffs. Moorlands District Council regarding the height of a tree in Sutherland Road. It was agreed to write to the Chief Executive of the Moorlands Council to complain of the discourtesy and unprofessionalism of the Officer involved by not replying since November 2020.

(e) Highway Complaints.

Communication had been sent to the Community Infrastructure Manager of Staffs. County Council regarding the long wait for replies to highway complaints. She had instructed the Highways Superintendant to contact the Parish Council on the matter. The Clerk had met with him and he explained the works involved etc but it was not in his remit to explain the usual three month delay in obtaining a reply. It was agreed to write again to the Manager asking for further information on this point.

(f) A further discussion took place on arrangements for future Remembrance Sunday activities. It was felt that the large poppies etc for roadside display etc could, after use, possibly be stored in the Memorial Hall. Costs of the large poppies would be obtained.

The Clerk pointed out that the cheque for £20.00 sent as a donation to the local branch of the British Legion in November had not been cashed. Enquiries would be made.

53/20 Other Business.

(a)Enquiries had been made as to why St. Chad’s Church clock was not working as the Parish Council had always paid for the annual maintenance. The Church Administrator had reported that a volunteer usually wound the clock up but an inspection had reported that extensive repairs were needed to the mechanism. She had been quoted a preliminary figure of £2,000.00 for the repairs but a further investigation was planned.

(b)Grants for Village Organisations were discussed but no applications for grants had been received.

(c)A report was given of a resident contacting the Parish Council regarding a broken drain flooding part of her land. She had contacted Staffs. County Council without success. She had been advised to contact Severn Trent due to the fact that it was not in the Parish Council’s remit.

 

54/20 Correspondence.

Staffs. Police Survey – Your Police. Your Voice.                                   ) Already Distributed

Staffs. Moorlands District Council Car Parking Strategy Consultation.  ) to Councillors.

A Road Closure Notice had been received for the closure of Sutherland Road / Park Lane during March 2021 and this had been forwarded to Councillors and published on the notice boards.

 

55/20 Planning Matters.

For Report.

   The following plans had been distributed to Councillors for comments:

SMD/2021/0036 Certificate of Lawfulness for the Existing Carport to Side Elevation, Glazed Porch to

Rear Elevation & New Timber Balcony to Bedroom at Rosebank Cottage, Dunwood

Lane. Longsdon.

While there were no objections in principle, some concern was expressed as to why no enforcement action has been taken after a planning application SMD/2019/0067 with these details was REFUSED two years ago. This lack of action has now allowed this detail to go through automatically.

SMD/ 2021/0037 Certificate of Lawfulness for an Existing Garden Office which was constructed over              

4 years ago at Rosebank Cottage, Dunwood Lane, Longsdon.

There were no objections in principle but mention was made that the building should not be used for domiciliary purposes.

SMD/2021/0018 Variation of Condition 2 relating to SMD/2018/0788 on Land adjacent to Prospect      

House Farm, Sutherland Road, Longsdon.

There were no objections.

SMD/2021/0092 Vary Condition 2 relating to SMD/2014/0748 on Land at Wyn Dene, Leek Road,

Longsdon.

There were no objections.

SMD/2021/0087 Proposed Single Storey Side & Rear Extension at Waterside, Denford Road,

Longsdon.

No objections to date.

A Notice of Appeal had also been received – Written Reps – App Ref SMD/2020/0211 but the Parish Council previously had had no objections in principle but mention had been made of the visual impact. These comments are automatically sent to the Inspector.

56/20 Finance Matters.

 

(a) For Report.

After further information had been requested and sent in, nothing further had been received from the Council’s bankers, T.S.B. so it is assumed that the mandate had now been accepted.

(b) Precept Requirement.

The request for the £5,000.00 precept for the year 2021/2022 had been accepted by Staffs. Moorlands District Council

(c)The half yearly Lengthsman Invoice had been submitted to Staffs. Moorlands District Council.

(d)Orders for Payment.

It was agreed that the following items be paid:

 

John Sargeant (Chair).

£    11.98

Paid to Ionos for Website – Two Monthly Charges

 

£    28.78

Paid to Zoom – Two Monthly Charges.

J. A. Gibson.

£  160.00

Agency Work.

 

£  117.80

Empty Flower Tubs, Drill Holes in Bases, Fill with Compost & Fill with Plants & Bulbs.

 

 

57/20 Public Comments.

The member of the public gave a report on how dangerous and near impossible it was to use the pedestrian crossing on the A53 Leek Road adjacent to the Sutherland Road / School Lane junctions.

This matter was originally raised at the November 2019 meeting and a report sent to the local Staffs. County Council office. A belated reply suggested that there was nothing wrong with the crossing and it suggested that pedestrians should study the Highway Code on the use of the crossing. Nothing has been done regarding the Parish Council’s improvement suggestions apart from a slight trimming of some nearby small roadside trees.

It was agreed to write to County Councillor Heath, with a copy to Karen Bradley M.P., to bring the matter to attention again with suggestions for the re-painting of the white markings of the crossing on the road, cleaning or renewing of the Belisha Beacon globes and the need for larger crossing warning signs on the approach from Leek.

58/20 Items for Inclusion in the Agenda for the Next Meeting.

It was agreed that Parish Councils’ responsibilities should be looked into and be on the agenda for the next meeting.

59/20 Date of Next Meeting.

The date of the next meeting was arranged for Thursday 6th. May 2021 at 7.00pm virtually hosted by Zoom. The meeting would include the A.G.M. and the Parish Meeting which did not take place last year after Government advice during Covid 19 restrictions.

LONGSDON MEMORIAL HALL

WEEKLY TIMETABLE

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  Boogie Bounce 5.45 pm 6.45 pm
  Badminton Club 7.00 pm 9.00 pm
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  Zumba 6.15 pm 7.15 pm
  Intermediate Vinyasa ( Yoga ) 7.30 pm 8.30 pm
 WEDNESDAY Active Wellbeing School 9.00 am 3.30 pm 
  Boogie Bounce 7.00 pm 8.00 pm
 THURSDAY Active Wellbeing School  9.00 am 3.30 pm 
  Boogie Bounce 6.30 pm 8.30 pm
 FRIDAY Active Wellbeing School  9.00 am 3.30 pm 
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 SUNDAY Victory Church 10.30 am  1.00 pm

For information phone Linda - 01538 385012 or 07966484331

For Boogie Bounce phone Steph - 01782 802659

Annual Internal Audit Report 2019/20

LONGSDON PARISH COUNCIL

This authority’s internal auditor, acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with relevant procedures and controls to be in operation during the financial year ended 31 March 2020.

The internal audit for 2019/20 has been carried out in accordance with this authority’s needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this authority.

Internal control objective Agreed? Please choose one of the following 
Yes  No*  Not covered**
A. Appropriate accounting records have been properly kept throughout the financial year  YES     
B. This authority complied with its financial regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately accounted for. YES     
C. This authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these. YES    
D. The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate. YES    
E. Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for  YES    
F. Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.       N/A
G. Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI requirements were properly applied. YES    
H. Asset and investments registers were complete and accurate and properly maintained.  YES    
I. Periodic and year-end bank account reconciliations were properly carried out.  YES    
J. Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded. YES    
K. If the authority certified itself as exempt from a limited assurance review in 2018/19, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2018/19 AGAR tick “not covered”) YES    
L. The authority has demonstrated that during summer 2019 it correctly provided for the exercise of public rights as required by the Accounts and Audit Regulations.      N/A
M. (For local councils only) Yes  No*  Not applicable
Trust funds (including charitable) – The council met its responsibilities as a trustee       

For any other risk areas identified by this authority adequate controls existed (list any other risk areas on separate sheets if needed).

Date(s) internal audit undertaken Name of person who carried out the internal audit
 30/06/2020  KAREN WRIGHT
Signature of person who
carried out the internal audit
 Karen Wright Date 30/06/2020  

*If the response is 'no' please state the implications and action being taken to address any weakness in control identified (add separate sheets if needed).

**Note: If the response is 'not covered' please state when the most recent internal audit work was done in this area and when it is next planned; or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).

 


Annual Governance and Accountability Return 2019/20 Part 2                      Page 4 of 6
Local Councils, Internal Drainage Boards and other Smaller Authorities

Annual Internal Audit Report 2020/21

LONGSDON PARISH COUNCIL

www.longsdonpc.org.uk

During the financial year ended 31 March 2021, this authority’s internal auditor acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with the relevant procedures and controls in operation and obtained appropriate evidence from the authority.

The internal audit for 2020/21 has been carried out in accordance with this authority’s needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this authority.

Internal control objective Yes  No*  Not covered**
A. Appropriate accounting records have been properly kept throughout the financial year  ü     
B. This authority complied with its financial regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately accounted for. ü     
C. This authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these. ü    
D. The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate. ü    
E. Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for  ü    
F. Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.       N/A
G. Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI requirements were properly applied. ü    
H. Asset and investments registers were complete and accurate and properly maintained.  ü    
I. Periodic bank account reconciliations were properly carried out during the year.  ü    
J. Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded. ü    
K. If the authority certified itself as exempt from a limited assurance review in 2019/20, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2019/20 AGAR tick “not covered”) ü    
L. The authority publishes information on a website/webpage, up to date at the time of the internal audit, in accordance with the Transparency code for smaller authorities. ü     
M. The authority, during the previous year (2019-20) correctly provided for the period for the exercise of public rights as required by the Accounts and Audit Regulations (evidenced by the notice published on the website and/or authority approved minutes confirming the dates set). ü    
N. The authority has complied with the publication requirements for 2019/20 AGAR (see AGAR Page 1 Guidance Notes). ü    
O. (For local councils only) Yes  No*  Not applicable
Trust funds (including charitable) – The council met its responsibilities as a trustee       

For any other risk areas identified by this authority adequate controls existed (list any other risk areas on separate sheets if needed).

Date(s) internal audit undertaken Name of person who carried out the internal audit
 22/05/2021  CHRISTOPHER NEUFELD
Signature of person who
carried out the internal audit
Christopher Neufeld Date 22/05/2021  

*If the response is 'no' please state the implications and action being taken to address any weakness in control identified (add separate sheets if needed).

**Note: If the response is 'not covered' please state when the most recent internal audit work was done in this area and when it is next planned; or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).

 


Annual Governance and Accountability Return 2020/21 Part 2                      Page 4 of 6
Local Councils, Internal Drainage Boards and other Smaller Authorities

Historical Minutes

As minutes age they become less frequently sought after but they are no less important.

This section is for those items

 

Older Minutes

Longsdon Parish Council minutes were carefully recorded in hardback minute books up until 2005.

Reports and financial statements relied heavily upon the clarity of the Clerk's hand writing.

Here we provide photographs of the pages from some of these books.

Subcategories