3.2. 23.06.26
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Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of an Extra Ordinary meeting held on Tuesday 23 June 2026 at 7pm in The
Council Chamber, Diamond Jubilee Lodge Wood View Road, Hellesdon Norwich NR6
5QB
Present:
Cllr David Maidstone (Chair)
Cllr David Britcher
Cllr Nigel Barker
Cllr Ian Duckett
Cllr Roy Forder
Cllr Sue Holland
Cllr John Knowles
Cllr Mel Maidstone
In attendance
Jonathan Hall (Parish Clerk & Responsible Financial Officer)
Rebecca Larke (Deputy Clerk)
1. Apologies and acceptance for absence
Apologies were received and accepted from Cllrs Shelagh Gurney, David Fahy, Lacey
Douglass, Andrew Locke, Gemma Diffey and Bill Johnson. Cllr Robin Sear’s apology was noted.
2. Declarations of Interest and Dispensations
The Chair declared a non pecuniary interest as a member of the Chartered Institute of
Management Accountants (CIMA). In that regard the Chair advised that for all major voting
decisions within the agenda of the meeting he would request a recorded vote (see appendix A)
3. Public Participation
None
4. To receive a report from the Clerk and to note.
The Clerk’s report was circulated prior to the meeting. There had been no further developments
with regard to the staffing matter referenced in the report. The report was noted. The Chair
wished to record a vote of thanks to the Deputy Clerk for her diligence in getting the financial
data up to date within the new accounting software.
5. Annual Governance and Accountability Return
a) To Note Internal Auditor Statement on Annual Return
The Council received the Internal Auditor’s statement on the annual return and discussed the
contents. The statement had raised a large number of concerns and it was RESOLVED to set
up a working group, to which all councillors were included to form an action plan. Although
attendance at the working group was not mandatory, it was hoped as many councillors who felt
sufficiently motivated to resolve the issues would attend.
It was further RESOLVED to work with the Internal Auditor Larking Gowen as part of the
working group.
The Council RESOLVED to fully acknowledge the position stated by the Internal Auditor and to
note the issues raised and fully accept the recommendations.
b) To Agree the Annual Governance Statement 2025/2026
The council received the statement with suggested answers to the ten questions from the Clerk.
The Chair asked the Council each question in turn and voted accordingly. Given the statement
made by the Internal Auditor the Council RESOLVED that it could only answer yes to questions
3, 6,7 and 8. Question 9 was not applicable as this related to Trusts. A breakdown of the voting
is provided at appendix A of these minutes. The Clerk and Chair duly signed the statement for
submission to the External Auditors.
c) To Agree the Accounting Statements for 2025/2026
The Council RESOLVED to agree the Accounting statements presented and was duly signed by
the Responsible Financial Officer and the Chair for submission to the External Auditors.
6. Date and Time of Next Meeting
The Full Council meeting date and time was confirmed as 14 July 2026 at 7pm.
Appendix A to the minutes of the Extraordinary Full Council meeting held 23 June 2026.
Question 5a. To set up a working group to which all councillors are included to form an AGAR action
plan. Although attendance at the working group was not mandatory, it is hoped as many councillors who
felt sufficiently motivated to resolve the issues will attend.
Voting
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
Question 5a To work with the Internal Auditor Larking Gowen as part of the working group. The Internal
Auditor to form part of the working group.
Voting
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
Question 5a The Council resolves to fully acknowledge the position stated by the Internal Auditor and to
note the issues raised and fully accept the recommendations.
Voting
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For Question 5b Annual Governance Statement 2025/6
Question 1
We have put in place arrangements for effective financial management during the year, and for the
preparation of the accounting statements. Resolved to answer No.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
2.We maintained an adequate system of internal control including measures designed to prevent
and detect fraud and corruption and reviewed its effectiveness. Resolved to answer No
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
3.We have assured ourselves that there are no matters of actual or potential non-compliance with
laws, regulations and Proper Practices that could have a significant financial effect on the ability of
this authority to conduct its business or manage its finances. Resolved to answer Yes.
Member For Against Abstain Cllr David Maidstone Against Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett Abstain Cllr Mel Maidstone For 4.We provided proper opportunity during the year for the exercise of electors’ rights in accordance with the requirements of the Accounts and Audit Regulations. Resolved to answer No.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
5.We carried out an assessment of the risks facing this authority and took appropriate steps to
manage those risks, including the introduction of internal controls and/or external insurance cover
where required. Resolved to answer No.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
6.We maintained throughout the year an adequate and effective system of internal audit of the
accounting records and control systems. Resolved to answer Yes.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For 7.We took appropriate action on all matters raised in reports from internal and external audit. Resolved to answer Yes.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
8. We considered whether any litigation, liabilities or commitments, events or transactions,
occurring either during or after the year-end, have a financial impact on this authority and, where
appropriate, have included them in the accounting statements. Resolved to answer Yes.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
9.(For local councils only) Trust funds including charitable. In our capacity as the sole managing
trustee we discharged our accountability responsibilities for the fund(s)/assets, including financial
reporting and, if required, independent examination or audit.
Question not applicable the Parish Council has no trustee responsibilities. No vote.
10. We have put in place arrangements for the effective IT and data management in accordance
with proper practices during the year under review. Resolved to answer No.
Member For Against Abstain Cllr David Maidstone For Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For Question 5c. To Agree the Accounting Statements for 2025/2026 The Council resolves to agree the Accounting statements presented and that these should be duly signed by the Responsible Financial Officer and the Chair for submission to the External Auditors. Resolved to answer Yes.
Member For Against Abstain Cllr David Maidstone Abstain Cllr Nigel Barker For Cllr Roy Forder For Cllr John Knowles For Cllr David Britcher For Cllr Sue Holland For Cllr Ian Duckett For Cllr Mel Maidstone For
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