Minutes of the meeting of the Helmdon Parish Council
Held on Wednesday 23rd November 2005
In the Reading Room, Church Street, Helmdon at 7:30 p.m.
Present: Councillors Burns, Brookhouse, Moody, Bearman, Spendlove,
Earl, England, Gittens and Parish Clerk
There were two members of the public present
1. Apologies:
Apologies received from Councillor Smith who was on annual leave
Before the meeting started, Cllr Burns advised the council that
he believed that the meeting had not been advertised for the full
three clear days required and that all decisions made in the meeting
could be illegal. Cllr Moody pointed out that the meeting could
go ahead with the councils agreement, but it would have to be
classified as an emergency meeting and all decisions noted in
the minutes as such. The council narrowly voted to postpone the
meeting until Friday 2nd December 2005.
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Minutes of the emergency meeting of the
Helmdon Parish Council
Held on Wednesday 23rd November 2005 at 7.45pm
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Cllr Moody proposed that we sign the audit forms as a matter
of urgency and was seconded by Cllr Gittens, all were in favour.
Finance: Signing of the audit papers
The council had already agreed the figures in the July meeting
and the Finance committee proposed that the Terms of Assurance
should be completed and signed with two answers being marked as
'NO'. These would then be qualified in writing before sending
of to the auditor. The council listened to all of the Terms and
agreed that the Finance committee's proposal was the best way
of completing the audit document. Question 4 and 6 were marked
as NO for qualification in writing. Question 4 related to proper
provision for the accounts to be reviewed by the public and although
this may have been done, the clerk could not be certain that it
had not been done correctly. All efforts will be made to ensure
that this does not happen again. Question 6 related to maintaining
adequate and effective systems of internal auditing and although
the clerks own processes were rigorous, the council found out
earlier in the year that their Internal Auditor should not be
from within the village. The council have since elected to use
a NALC Internal Auditor for the next audited accounts.
Date of next Parish Council Meeting
2nd December 7.00pm
Meeting closed at 8.00pm