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Minutes of a working group meeting held 25.3.25 to review and assess effectiveness of internal control measures

Minutes of a working group meeting held on Thursday, 25th March 2025 at 3.30 pm at Duchy Manor, Springfield Road, Mere.  BA12 6EW

 

Purpose of the meeting: To review and assess the effectiveness of internal control measures:

 

In attendance – Cllr. John Jordan (Chairman) + Cllr. Lesley Traves + Cllr. Sandra Catley + Lindsey Wood (Town Clerk & RFO).

 

Two draft documents had been presented to working group members prior to the meeting:

 

  • Statement of Internal Controls 2025
  • schedule for Internal Control Measures

 

It was pointed out that the Council’s Risk Management is still undergoing review with Guardian Advisors Ltd who the Town Council appointed in April last year.  The following aspects were covered during the year:

  • General Health & Safety training event for all Town Council staff was held in August
  • Fire Risk Assessment for the Andy Young Pavilion was carried out in August
  • Keith Roser of Guardian Advisors had visited all the Town Council assets and inspected the grounds compound with a view to analysing the Town Council’s needs and requirements to create a functioning Health & Safety management system
  • A First Aid At Work training course had been held for some Council staff in January
  • Some Draft Risk Assessments had been received but these are currently awaiting further discussion/review
  • A Draft Health & Safety Management Policy has been received but this is currently awaiting further discussion/review.

 

The Schedule for Internal Control Measures highlighted the Internal Control Measures & Risk Assessments that were likely to be reviewed in the next year.  Members were happy to present the Statement of Internal Controls to the Town Council for adoption and signature. (Draft Statement of Internal Controls 2025 attached)

 

 

In respect of recommendations made by the Internal Auditor from the current year audit – the Clerk confirmed that she would be:

  • drafting a policy for the use of the Town Council’s newly acquired business debit card.
  • Revising the Town Council’s Financial Regulations to reflect the changes introduced by NALC
  • Reviewing the Town Council’s insurance coverage, including a valuation of all properties and insurance quotations.

 

 

With the adoption of these new and/or amended documents, members of the working group recommended that the Town Council should confirm that it had made proper arrangements and accepted responsibility for safeguarding the public money and resources in its charge.  Members recommended that the Council should agree that they had considered and documented the financial and other risks the Council faces and dealt with them properly.  These assertions would enable the Town Council to agree ‘yes’ to assertions 2 and 5 in the Annual Governance & Accountability Report for the year ending 31.3.2025.