DRAFT Minutes of Audit Committee meeting held on 17th June 2021

1.  Attendance and apologies
   Present: Cllrs H Evans (Chairman), S McGarroch and I Stone.

W Maynard-Light (Deputy Town Clerk) also attended.

2. To receive apologies for absence given in advance of the meeting
Apologies were received from Cllr M Storey.

3.  To consider the approval of reasons given for absence
The reason for absence was considered and approved.

4.  Declarations of Pecuniary and Other Interests
None were declared.

5.  To approve minutes of meeting held on 3/12/2020
The minutes of the meeting held on 23/12/2020 were approved as a true and correct record.

6.     To receive and consider Internal Auditor’s Report dated 24/5/21 (Final visit – financial year ended 31/3/21)

The information contained in the report dated 24/5/21 was noted.  No matters came to the internal auditor’s attention giving cause for concern.

Cllr Evans expressed the thanks of the Committee to K Oakley and W Maynard-Light for the work carried out during the year.

7.   To nominate Member to carry out ‘Annual Internal Control Review’ which includes ‘Review of Effectiveness of Internal Audit’ for 2020/218 with Deputy Town Clerk

Note: this review would need to be carried out as a matter of urgency in order for Full Council to approve the 2020/21 Annual Return and Accounting Statements.

It was proposed and agreed Cllr H Evans be nominated to carry out the review together with the Deputy Town Clerk.

8.   To consider any Other Records to be Examined and Any Other Audit Issues

No other issues were identified.

9.   Date and time of next meeting

To be arranged as and when necessary.

 

MINUTES of Audit Committee meeting held on Thursday, 3rd December 2020

In the absence of the Chairman, Councillor J Sanders, Deputy Chairman, chaired the meeting.

1.     To record attendance

Present: Cllrs J Sanders (Deputy Chairman), S McGarroch and I Stone.

2.     To receive apologies for absence given in advance of the meeting

There were no apologies for absence.

3.     To consider the approval of reasons given for absence

None to consider.

4.     Declaration of Disclosable Pecuniary and Other Interests

There were no declarations of interest.

5.     To approve minutes of meeting held on 23/10/19

The minutes of the meeting held on 23/10/2019 were agreed as a true and correct record.

6.     To receive and consider Internal Auditor’s Report dated 14/10/2020 (First Visit –

financial year ending 31/3/21) and note comments made under ‘Issues Discussed’ – see attached copy

(i)              It was proposed and agreed that the content of point (i) of the report be discussed in more detail at the 6th January 2021 Full Council meeting.

(ii)             The Town Clerk confirmed that both of the cheques as detailed, had been written back into the cash book.

The Internal Auditor’s report dated 14/10/2020 was received, considered and the content noted.

7.     To receive and note completion of External Audit for y/e 31/3/20 by PKF Littlejohn LLP.  Copy of Section 3 – External Auditor Report and Certificate 2019/20 and covering letter dated 5/11/2020 attached

The completion of the External Audit for y/e 31/3/20 by PKF Littlejohn LLP was received and noted.

8.     To consider any other records to be examined and any other audit issues

No further matters were raised.

9.     Date and time of next meeting

To be arranged as and when necessary.

 

 Minutes of Audit Committee meeting held on Wednesday, 23rd October 2019

1.  To Record Attendance
   Present: Cllrs J Sanders (Deputy Chairman), I Stone and S McGarroch. K Oakley – Town Clerk) also attended.

2.  To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance
Apologies were received from Cllr H Evans (Chairman) and reason for absence was approved.

3.  Declarations of Pecuniary and Other Interests
None were declared.

4.  To approve minutes of meeting held on 25/06/19
The minutes of the meeting held on 25/06/19 were agreed as a true and correct record.

5.     To receive and consider Internal Auditor’s Report dated 12/10/19 (First visit – financial year ended 31/3/20) and note comments made under ‘Issues Discussed’

A copy of this report had been sent out to members.  The content of the report was noted and a discussion was held regarding comments made under ‘Issue Discussed’.  Members suggested consideration be given to some larger Town Council projects.

6.  To receive and note completion of External Audit for y/e 31/3/19 b PKF Littlejohn LLP.  Copy of Section 3 – External Auditor Report and Certificate 2018/19 attached
Councillor McGarroch proposed a vote of thanks to the Clerks for the work involved in preparing and finalising the accounts.  The completion of the accounts for y/e 31/3/19 was noted.

7.     To consider any Other Records to be Examined and Any Other Audit Issues

None.

8.     Date and time of next meeting

To be arranged as and when necessary.

 

Minutes of Audit Committee meeting held on Tuesday, 25^th June 2019

1. To Record Attendance

Present: Cllrs H Evans (Chairman), J Sanders, I Stone and S McGarroch.  Cllr R Finnigan (late arrival) and W Maynard-Light (Deputy Town Clerk) also attended.

2.  To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance

There were no apologies.

3.  Declarations of Pecuniary and Other Interests

None were declared.

4.  To approve minutes of meeting held on 12/6/19

The minutes of the meeting held on 12/6/19 were agreed as a true and correct record.

5. To consider and resolve to exclude Public Bodies by virtue of The Public Bodies (Admission to Meetings) Act 1960

No action taken.

6. To discuss content of anonymous letter received on 31/5/19 and determine action to be taken (if any)

A complaint was made regarding a Morley Town Councillor.

Cllr R Finnigan arrived at this point.

Following a discussion, the Committee concluded the allegations raised were not supported by evidence.  The Committee agreed it would be useful to remind all Councillors of their obligations to the Social Media Policy and Declarations of Interests.

7. Date and time of next meeting

The date and time of the next meeting to be advised.

 

Minutes of Audit Committee meeting held on Wednesday, 12^th June 2019 

1. To Record Attendance

Present: Cllrs J Sanders (Deputy Chairman), I Stone and S McGarroch. K Oakley – Town Clerk) also attended.

2.  To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance

Apologies were received from Cllr H Evans (Chairman) and reason for absence was approved.

3. Declarations of Pecuniary and Other Interests

None were declared.

4.  To approve minutes of meeting held on 7/11/18   

The minutes of the meeting held on 7/11/18 were agreed as a true and correct record.

5. To receive and consider Internal Auditor’s Report dated 9/5/19 (Final visit – financial year ended 31/3/19) and note comments made under ‘Issues Discussed’

A copy of this report had been sent out to members.  The content of the report was noted and particularly comments made under ‘item 2] Year End Balances – It is recommended that the Town Council prepare medium term action plans for this money.’  It was proposed that an item regarding this be included on the Full Council agenda for the 26/6/19 meeting.

6.  To nominate member to carry out ‘Annual Internal Control Review’ which includes ‘Review of Effectiveness of Internal Audit’ for 2018/19 with Town Clerk

Councillor H Evans was nominated to carry out this Review with the Town Clerk, and this was agreed.

Note: this will need to be carried out as a matter of urgency in order for Full Council to approve the 2018/19 Annual Return and Accounting Statements.

7. To consider any Other Records to be Examined and Any Other Audit Issues

None.

8. Date and time of next meeting

To be arranged as and when necessary

 

Minutes of Audit Committee meeting held on Wednesday, 7^th November 2018

1. Election of Chairman

Nominations were requested in respect of Chairman for 2018/19.   A nomination was received in respect of Cllr H Evans. There were no other nominations. Following a vote, Cllr Evans was elected as Chairman for 2018/19.

2.  Election of Deputy Chairman

Nominations were requested in respect of Deputy Chairman for 2018/19.  A nomination was received in respect of Cllr J Sanders.  There were no other nominations.  Following a vote, Cllr Sanders was elected as Deputy Chairman for 2018/19.

 3.  To Record Attendance

Present: Cllrs H Evans (Chairman), J Sanders, W Whitehead and S McGarroch (late arrival).  W Maynard-Light (Deputy Town Clerk) also attended.

4.  To Receive and Note Apologies for Absence and Consider Reasons Given for Non-Attendance

There were no apologies.

5.  Declarations of Pecuniary and Other Interests

None were declared.

6.  To approve minutes of meeting held on 8/5/18   

The minutes of the meeting held on 8/5/18 were approved as a true and correct record.

7. To receive and consider Internal Auditor’s Report dated 4/10/18 (First visit – financial year ended 31/3/19)

The information contained in the report dated 3/5/17 was noted.  No matters came to the internal auditor’s attention giving cause for concern.

 8.  To nominate member to carry out ‘Annual Internal Control Review’ which includes ‘Review of Effectiveness of Internal Audit’ for 2017/18 with Deputy Town Clerk

The Deputy Town Clerk stressed that this will need to be carried out as a matter of urgency in order for Full Council to approve the 2017/18 Annual Return and Accounting Statements.

Cllr H Evans was nominated, and it was agreed that Cllr Evans and the Deputy Town Clerk carry out the Review on 14/11/18.

Cllr S McGarroch arrived at this point.

9. To consider any Other Records to be Examined and Any Other Audit Issues

The Deputy Town Clerk explained the note by the External Auditor’s on the Annual Return re. interest on deposit account.  There were no further audit issues.

10. Date and time of next meeting

To be arranged as and when necessary

 

Minutes of Audit Committee meeting held on Tuesday, 8^th May 2018

1. Attendance and apologies

Present: Cllrs W Whitehead (Chairman), J Sanders, H Evans and S McGarroch.

K Oakley – Town Clerk also attended.

There were no apologies.

2.  Declarations of Pecuniary and Other Interests

None were declared.

3.  To approve minutes of meeting held on 21/11/17   

The minutes of the meeting held on 21/11/17 were approved as a true and correct record.

4. To receive and consider Internal Auditor’s Report dated 26/4/18 (Final visit – financial year ended 31/3/18)

The information contained in the report dated 26/4/18 was noted.  No matters came to the internal auditor’s attention giving cause for concern.

5. To nominate Member to carry out ‘Annual Internal Control Review’ which includes ‘Review of Effectiveness of Internal Audit’ for 2017/18 with Town Clerk

It was proposed and agreed that Cllr H Evans be nominated to carry out the review together with the Town Clerk.

6. To consider any Other Records to be Examined and Any Other Audit Issues

No other issues were identified.

7. To receive items of correspondence (for information only)

There were no items of correspondence.

8. Date and time of next meeting

To be arranged as and when necessary.

 

Minutes of Audit Committee meeting held on Tuesday, 21^st November 2017

1. Attendance and apologies

Present: Cllrs W Whitehead (Chairman), J Sanders and S McGarroch.  K Oakley – Town Clerk also attended.

Apologies were received from Cllr N Dawson.

2.   Declarations of Pecuniary and Other Interests

None were declared.

3.   To approve minutes of meeting held on 17/5/17   

The minutes of the meeting held on 17/5/17 were approved as a true and correct record.

4. To receive and consider Internal Auditor’s Report dated 17/10/17 (First visit – financial year ended 31/3/18)

The information contained in the report dated 17/10/17 was noted.  No matters came to the internal auditor’s attention giving cause for concern.

5. To consider any Other Records to be Examined and Any Other Audit Issues

No other issues were identified.

6. Date and time of next meeting

To be arranged as and when necessary.

 

Minutes of Audit Committee meeting held on Wednesday, 17th May 2017 

1.  Election of Chairman
   Nominations were requested in respect of Chairman for 2017/18.   A nomination was received in respect of Cllr W Whitehead. There were no other nominations. Following a vote, Cllr Whitehead was elected as Chairman for 2017/18.

2.   Election of Deputy Chairman
Nominations were requested in respect of Deputy Chairman for 2017/18.  A nomination was received in respect of Cllr H Evans.   There were no other nominations.  Following a vote, Cllr Evans was elected as Deputy Chairman for 2017/18.

3.   Attendance and apologies
Present: Cllrs W Whitehead (Chairman), J Sanders, S McGarroch and H Evans.   K Oakley – Town Clerk also attended.

4.   Declarations of Pecuniary and Other Interests
None were declared.

5.   To approve minutes of meeting held on 3/11/16
The minutes of the meeting held on 3/11/16 were approved as a true and correct record.

6.    To receive and consider Internal Auditor’s Report dated 3/5/17 (Final visit – financial year ended 31/3/17)

Correction to agenda. Internal Auditor’s Report is dated 3/5/17 not 27/4/16 as stated.

The information contained in the report dated 3/5/17 was noted.  No matters came to the internal auditor’s attention giving cause for concern.  However, members expressed concern about the current back-up procedures and the Town Clerk was asked to refer this matter to the Finance, General Purposes & Strategic Committee for further consideration.

7.   To nominate member to carry out ‘Annual Internal Control Review’ which includes ‘Review of Effectiveness of Internal Audit’ for 2016/17 with Town Clerk
The Town Clerk stressed that this will need to be carried out as a matter of urgency in order for Full Council to approve the 2016/17 Annual Return and Accounting Statements.  Cllr H Evans was nominated and it was agreed that Cllr Evans and the Town Clerk carry out the Review as soon as possible.

8.    To consider any Other Records to be Examined and Any Other Audit Issues

No other issues were identified.

9.    To Receive Items of Correspondence (for information only)

(i)            Email dated 10/1/17 from C Pilkington, YLCA re. ‘Auditor Appointments for Smaller Authorities for the 2017/18 – 2021/22 Financial Years’.

The above item of correspondence was noted.

10.  Date and time of next meeting

To be arranged as and when necessary.

 

Minutes of Audit Committee meeting held on Thursday, 3rd November 2016

1.  Attendance and apologies
   Present: Cllrs W Whitehead (Chairman), J Sanders, S McGarroch and H Evans. W Maynard-Light (Deputy Town Clerk) also attended.

Apologies were received from Cllr N Dawson.

2. Declarations of Pecuniary and Other Interests
None were declared.

3. To approve minutes of meeting held on 21/6/16
The minutes of the meeting held on 21/6/16 were approved as a true and correct record.

4. To receive and consider Internal Auditor’s Report dated 22/10/16 (First Visit – financial year ended 31/3/17)
The information contained in the report dated 22/10/16 was noted. No matters had come to the internal auditor’s attention giving cause for concern.

5.    To consider any Other Records to be Examined and Any Other Audit Issues

No other issues were identified.

6.    Date and time of next meeting

To be arranged as and when necessary.