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

=== Assistant: Thank you for the correction — you're referring to the 2022–2023 financial year, not 2023–2024. ===
Thank you for the correction — you're referring to the 2022–2023 financial year, not 2023–2024. Here's your revised open letter with that update and improved clarity, while still focusing on the fake AGM in April 2023, the absence of a proper May 2023 AGM, and the current council’s opportunity to act transparently.

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

Dear Parish Councillors,

I am writing to respectfully request Shalfleet Parish Council’s cooperation in helping residents examine the Annual Governance and Accountability Return (AGAR) and associated financial records for the financial year 1 April 2022 to 31 March 2023.

===== The AGAR is a key public document required by law to: =====
* Be approved at a properly convened Annual Parish Council Meeting (AGM) each year
* Be submitted to the external auditor within deadlines
* Be made available for public inspection with proper notice

However, it appears that no legally valid AGM took place in May 2023, as required under the Local Government Act 1972, and that an attempt was made to treat an April 2023 meeting as the AGM.

This is not permitted in law. Only meetings held in May may serve as the Annual Meeting (unless it is an election year, which 2023 was not). This raises serious questions about:
* The validity of the AGAR approval for 2022–2023
* The legality of the Chair’s appointment
* Whether financial decisions made in April 2023 (or after) were properly authorised

===== - The AGAR and public inspection notice for 2022–2023 do not appear to have been published on the Council website, nor archived on the Wayback Machine. =====
* Only one member of the current council was also serving during the 2022–2023 year, which makes internal knowledge limited.
* The former Chair and Vice Chair, who did not re-stand in May 2024, appear not to have formally recognised or facilitated the democratic transition to the new council.
* The Responsible Financial Officer (RFO), Mr Gareth Hughes, was appointed after the period in question, in autumn 2024, and therefore cannot independently verify the approval process or financial decisions made for 2022–2023.

===== From the viewpoint of the external auditor (now BDO LLP), this situation could involve: =====
* A breach of statutory duty under the Accounts and Audit Regulations 2015
* A potentially invalid AGAR submission, if not lawfully approved
* Grounds to issue a Public Interest Report
* A potential finding that the council failed to comply with the Nolan Principles, especially regarding openness and accountability

If no lawful meeting approved the AGAR, or if the public inspection period was not properly advertised, the financial statements for 2022–2023 may be considered procedurally invalid. This would have a direct impact on the council's standing and public confidence.

===== I therefore respectfully request that the Council: =====
# Clarify whether the 2022–2023 AGAR was properly approved, and by whom.
# Publish or republish the AGAR, internal audit report, and public rights notice for 2022–2023.
# Write to the external auditor (BDO LLP) requesting guidance on how to regularise any procedural errors.
# Consider carrying out a simple internal review of financial reporting and record-keeping for 2022–2023.
# Issue a public explanation, so residents understand what happened and what steps are being taken to resolve any gaps in lawful governance.

This is a non-partisan concern, and an opportunity for the new Council to show it is committed to transparency, lawful process, and public accountability. I welcome your response and would be happy to assist in any way that supports resolution and trust.

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

Would you like a PDF version or printable poster of this letter for noticeboards, public meetings, or social media posts? I can also help you write a follow-up email to the Clerk or RFO, or draft a version for submission to the local press.