Carnforth Town Council Minutes – May 2023

1)    Public Discussion:  A representative from Carnforth Cricket Club provided an update on the project to install cricket nets at the club and the crowdfunding arrangements being made to help with funding the project.  Councillors were informed that the Cricket Club intend to make an application for financial support through the community benefit fund in due course.  Councillors asked several questions about the project.

ACTION:  Any application received to be considered by the Finance and Governance Committee for recommendation to Carnforth Town Council in due course.

2)    Councillor updates / matters:  The Town Mayor reported on Carnforth Town Council’s the ‘tremendous achievement’ in bringing the Carnforth Big Coronation Weekend celebrations to the town, including a live screening of the Coronation on 6^th May; the excellent Big Coronation Lunch on 7^th May and the Coronation Big Help Out on 8^th May.  The Big Coronation Lunch and Big Help out had been well attended and received very positive comments from residents, businesses and visitors.

The Town Mayor acknowledged the collaboration and help of both Lancaster City and Lancashire County Council and community groups and thanked Councillors, staff and volunteers for their efforts over the whole weekend.

Councillors supported the Town Mayors comments and recognised that over the last few years the Town Council had built a positive reputation for delivering events in the town.

As this was the first meeting of the new Council following local elections, Councillors generally raised matters that as representatives of the Carnforth and Crag Bank Communities they would like the Town Council to consider in the coming year, such as:

Ø  Tackling potholes;

Ø  On-street and residents parking;

Ø  Protecting nature and the environment;

Ø  Ongoing delivery of the Carnforth Neighbourhood Plan

3)    Reports of Ward & County Councillors:  County Councillor Phillippa Williamson reported on the launch of the Lancashire Artist of the Year and Lancashire Choir of the Year in recent weeks.  She also commented on available funding for community projects from County Councillors and for culture or sports projects through Crowd Fund Lancashire where Lancashire County Council could pledge up to £20k towards projects as well as help raise funds through crowdfunding.

There was also a brief update on engineering works to be undertaken by Lancashire County Council and the Canal and Rivers Trust.

There followed some questions on the funding arrangements.

4)    Reports from outside bodies:  Councillor Parker reported on recent meetings of Carnforth Chamber of Trade and Carnforth & District Twinning Association.

Chamber of Trade are running an Arts and Craft Exhibition on 12^th August.

The Twining Association visit to Sailly sur la Lys is going ahead between 24^th and 29^th August.

Councillor Jones provided an update on the Carnforth Carnival on 1^st July at Carnforth High School.  Unlike previous years, there will be no parade this year.  Carnforth Town Council have been invited to the event, which will be opened by the Town Mayor.

ACTION:  Carnforth Town Council to set up a gazebo at the Carnforth Carnival.

It was then RESOLVED that reports of County, Ward and Town Councillors and Outside Bodies be noted

The Town Clerk presented a report setting out the statutory requirement to complete an annual review of their governance arrangements and submit and publish an annual statement, including the approved accounts, known as the Annual Governance and Accountability Return (AGAR).

The deadline for submission of the AGAR is 30th June 2023.

Links to the draft AGAR and all the supporting documentation as at 31^st March 2023 were appended to the report.  These included:

1)     Internal Auditor’s report for the year ended 31^st March 2023;

2)     Accounting Systems Reports:  Bank Reconciliation; Annual Return; Reserves; Explanation of Variances between year ended 31^st March 2022 and 2023

3)     Annual Governance & Accountability Return incorporating Annual Governance Statement (Section1) and Accounting Statements for 2022/2023

It was reported that the approved AGAR must be published following approval, providing a public right of inspection period of 30 working days.  The proposed timetable for the Council to meet the reporting requirements and statutory deadlines was as follows.

The draft AGAR contains the Annual Internal Audit Report for 2022/23 (essentially a checklist of the internal control standards) which is supported by a detailed report by the competent and independent Internal Auditor appointed by the Town Council.

The Internal Auditor had once again given a highly positive response to each of the 14 internal control standards set out in the statement and congratulated the Town Council on its high standards of governance and financial management during another challenging year and whilst taking on further operational responsibilities.

The Internal Auditor concluded that the ‘Council has established all the elements necessary to provide a sound system of internal control, and these have operated effectively to provide assurance as to the accuracy of the accounts’. 

The Town Clerk reported that reserves at the end of the financial year were £59.6k including £8.2k held in earmarked reserves.  This represents a reduction of circa £29k on the level of balances at 31/03/2022, the result of unanticipated levels of spending caused by sudden and increasing inflationary pressures during the year.  These inflationary pressures posed a significant financial challenge over the past 12 months and the Internal Auditor commented that it was to the Council’s credit that the ongoing risks were recognised and addressed in setting the 2023/24 budget and precept.

The Town Clerk advised that continuing inflation will inevitably place further pressure on the Council’s finances and its reserves making it increasingly important for effective financial monitoring and clarity about spending priorities and appropriate levels of general reserve.

The Town Mayor thanked Councillors and the Town Clerk for their management of the Council finances and governance during 2022/2023 whilst supporting the view that the Council must ensure that general reserves remain sufficient to cover any such unforeseen risks and costs.

After some general comments, it was then RESOLVED that: 

1)      The Internal Auditor’s report is accepted and recommendation noted and acted upon by the Finance & Governance Committee.

2)      That Section 1 of the AGAR – the Annual Governance Statement 2022/23 is approved.

3)      That Section 2 of the AGAR – Accounting Statements 2022/23 is approved.

4)      That the period for the exercise of public rights to inspect the accounts is set as Monday 19th June to Friday 28th July 2023 inclusive

The Town Clerk advised that he had checked the details of the Council’s insurance cover, including public liability and assets cover and found it be satisfactory for the Town Council’s needs following an extensive  review by Finance & Governance Committee prior to 2022/2023.

There being no questions, it was RESOLVED that renewal for 2023/2024 be approved. 

It was RESOLVED that that Planning Applications be supported in principle.