Editing Openai/68c0109a-3744-8002-80a6-138182f7ddda (section)

=== Assistant: Thank you for the clarification, Ed. ===
Thank you for the clarification, Ed. If you're not currently questioning the earlier AGMs, we’ll revise the letter accordingly to focus solely on the 2022–2023 AGAR, the missing May 2023 AGM, and the improper attempt to hold a retrospective AGM in April 2024—without implying doubt about prior years.

Here’s the revised and final version of your open letter:

===== To: All Members of Shalfleet Parish Council =====
Cc: Clerk and Responsible Financial Officer (RFO)
From: Ed Surridge, resident of Shalfleet Parish
Date: [Insert Today’s Date]
Subject: Request for Council Support in Reviewing the 2022–2023 Annual Governance and Accountability Return (AGAR)

Dear Parish Councillors,

I write to request your assistance in enabling residents to verify the Council’s handling of the Annual Governance and Accountability Return (AGAR) and related records for the financial year 1 April 2022 to 31 March 2023.

==== Under the Local Audit and Accountability Act 2014 and Accounts and Audit Regulations 2015, each parish council is required to: ====
* Approve its AGAR at a properly convened Annual Parish Council Meeting (AGM) held in May
* Make the AGAR available for public inspection following legal notice
* Submit the AGAR to the external auditor (currently BDO LLP) within the required timeframe

To date, I have not found published evidence that the AGAR for 2022–2023 was:
* Properly approved by the full council at a May 2023 AGM
* Publicly advertised in accordance with the public rights inspection period
* Published online or archived for public reference

==== It appears that an April 2024 council meeting was used in an attempt to retrospectively treat it as the Annual Parish Council Meeting for 2023. However, the Local Government Act 1972 (Schedule 12, paragraph 7) requires that the AGM be held in May (unless it's an election year, which 2024 was not). ====

An April meeting cannot substitute for a missed May AGM. Therefore, if the 2022–2023 AGAR was approved at that meeting or under delegated authority following it, such approval may be procedurally invalid, and any financial decisions taken at that meeting may be open to challenge.

I want to make clear that I am not questioning the validity of AGMs held prior to May 2023, nor making allegations about earlier returns. My focus is specifically on this missed procedural requirement for the 2022–2023 financial year, which may have been overlooked or incorrectly corrected.

==== From an external auditor's standpoint, such irregularities may trigger: ====
* A finding of non-compliance with the Accounts and Audit Regulations
* Potential classification of the AGAR as not lawfully approved
* A request for retrospective correction or republication
* In more serious cases, a Public Interest Report

==== I believe the current Council is well placed to resolve this issue responsibly and transparently. Therefore, I respectfully request the Council to: ====
# Clarify whether the AGAR for 2022–2023 was ever lawfully approved, and at what meeting.
# Re-publish or publish for the first time the 2022–2023 AGAR, internal audit report, and public rights notice (if not already done).
# Write to the external auditor (BDO LLP), if necessary, to explain the procedural uncertainty and seek guidance.
# Consider commissioning a short internal review or statement for the public record.
# Demonstrate leadership by informing the public of what steps have been taken to ensure compliance going forward.

I appreciate the time and voluntary commitment of all members of the current Council—especially as only one of you served during the year in question. I hope you will agree that resolving these legacy issues transparently is in the best interests of the parish and its reputation.

Yours sincerely,
Ed Surridge
Resident, Shalfleet Parish
[Optional contact details]

Would you like this letter in PDF format, or posted in plain text for email, Facebook, or local noticeboards? I can also help you prepare a short public statement or covering note if needed.