2022-07 Parish Council agenda 5 July 2022

Ms Fiona Clampin

Clerk to the Council

Garlands

Gittisham

Honiton

EX14 3AJ

01404 851442

gittishamparishcouncil@gmail.com

29th June 2022

Members of Gittisham Parish Council

You are hereby summoned to attend the Parish Council Meeting to be held in Gittisham Village Hall on Tuesday 5th July 2022 commencing at 7.15pm to discuss items on the Agenda and to make resolutions as appropriate.

Prior to the start of the meeting a period of 15 minutes is allowed to permit any resident to bring appropriate matters to the notice of the Council.  Please contact the clerk if you would like to do this, preferably by email in advance of the meeting, with a question you wish to be raised with Councillors on your behalf. 

  1. To accept and approve apologies
  2. To confirm the Minutes of the meeting held on 9th June 2022
  3. To receive the Beat Manager’s report
  4. To receive declarations of interest
  5. To consider actions from last meeting not otherwise on the agenda
  6. To receive reports from County Council and District Council representatives
  7. To receive an update on Hayne Farm by Baker Estates
  1. To consider the following planning applications:
    • 22/1197/FUL Curlditch House Gittisham EX14 3AE Proposed siting of x5 Shepherd’s Huts in the field southeast of Curlditch House
    • 22/1322/MOUT Land At Hayne Farm Hayne Lane Gittisham Demolition of existing farm buildings and redevelopment for up to 37 dwellings, formation of access, associated infrastructure and open space (outline application seeking approval of details of access only)
  1. To receive a proposal from Gittisham Community Kitchen to support a weekly evening meal for residents
  2. To receive reports from councillors on areas of responsibility and actions since the last meeting:
  • To note the latest planning decision notices (Cllr Orchard)
  • To receive an update on highways (Cllr Orchard)
  • To consider plans for expenditure in the parish under the Community Infrastructure Levy and S106 (Cllr Orchard)
  • To receive an update on public transport (Cllr Orchard)
  • To consider the purchase of a defibrillator for the Hayne Farm development (Cllr Twist)
  • To consider climate change measures within the parish (Cllr Twist / Cllr Rowe)
  • To consider parish council support for scam awareness and security (Cllr Twist)
  • To consider limited residential development in the parish (Cllr Valentine)
  • To consider the refurbishment and maintenance of the village play area (Cllr Walker)
  • To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish (Cllr Walker)
  1. To receive a report from the Chair
  2. To approve the June payments and to note the current bank balance:

F Clampin £228.74 clerk’s salary & expenses (tbc)

F Clampin £228.74  clerk’s salary (July, as no August meeting)

Len Abbott lengthsman work, £tbc

Len Abbott expenses £tbc

Michael Poll play area grass cutting £65 (inv. 10161)

Michael Poll play area grass cutting £65 (inv. 10163)

Honiton Glass, telephone box repair £143.16

Gittisham Parish Hall, hire June 2022 £10

Gittisham Parish Hall, hire July 2022 £10

NEST (clerk’s pension) £22.86

NEST (clerk’s pension) £22.86 (as no August meeting)

  1. To update the parish council’s banking policy and the existing bank mandate
  2. To review the items highlighted in the annual internal audit report, 2021-22
  3. Clerk’s report
  4. For information only; items for the forward agenda
  5. To consider any late entry correspondence
  6. To note the date of the next two meetings, Thursday 1st September and Thursday 6th October 2022 at 7.30pm. 

F J Clampin – Clerk

2022-06 Parish Council meeting minutes 9th June 2022

GITTISHAM PARISH COUNCIL

MINUTES OF THE PARISH COUNCIL MEETING

HELD ON 9TH JUNE 2022

in Gittisham Village Hall

Present:

Village ward: Cllr D Valentine, Cllr A Rowe

Vale ward: Cllr J Twist (Vice Chair), Cllr P Orchard

In attendance: Cllr Phil Twiss (DCC), Cllr Jake Bonetta (EDDC), Fiona Clampin (clerk)

Apologies for absence: Cllr C Hall (Chair), Cllr J Fowles, Cllr M Walker, Cllr Alasdair Bruce (EDDC), PCSO Darren England

25/22        To accept and approve apologies

Apologies were received and accepted.

26/22        To confirm the minutes of the meeting held 12th May 2022

The minutes of the meeting held on 12th May 2022 were confirmed and signed by the Chair. 

27/22        To receive the Beat Manager’s Report

No crimes in the parish in April 2022.

28/22        To receive declarations of interest

Cllrs Rowe & Twist declared an interest in agenda item 10, as they are due to be reimbursed by the parish council.  Cllr Twist said she is now a member of Gittisham PCC.

29/22        To consider actions from the last meeting not otherwise on the agenda

Cllr Valentine said he was continuing to monitor EDDC’s strategic planning committee meetings, and he thought it would be late summer before EDDC would be assessing the land which has come forward in response to their call for new sites.   

The clerk reported that EDDC had agreed that moving one of the litter bins from the Vale to Hayne Farm might be an option to help reduce dog mess, but had not heard anything more.

The clerk said the parishioner whose home was due to be refurbished by Grainger had sadly died, but the council should monitor the situation with regard to the other person living there. 

30/22        Reports from County Council and District Council representatives

Cllr Bonetta said that following the Annual Council meeting of East Devon District Council on May 19th, the council continues to work on many policies and projects affecting the entire district. Cllr Paul Arnott (Democratic Alliance Group, Coly Valley) remains as council leader, having been elected by members of every political group. The Chair of the council also remains as Cllr Ian Thomas (The Independent Group, Trinity), achieving unanimous support alongside the continuing Deputy Chair, Cllr Val Ranger (Democratic Alliance Group, Newton Poppleford and Harpford).

Due to the ongoing Parliamentary by-election for Tiverton and Honiton and his affiliations to the Labour Party, although not a candidate, Cllr Bonetta said this report will be purely factual and based on the work of himself as a Ward member and the work of the wider council. He wished everyone a happy belated Queen’s Platinum Jubilee and said he was glad to hear of the successes of the village’s events.

Ukrainian refugee resettlement

As of the EDDC Annual Council meeting on May 19th, 95 sponsor households for Ukrainian refugees have come forward in East Devon, with an estimated 300 refugees to be housed in these properties. Following the meeting of Cabinet on 8th June, wraparound support is also beginning to be provided and funded by East Devon District Council alongside Citizens Advice, on top of the Environmental Health and other work the council has already been undertaking as per national Government guidance.  The Homes for Ukraine scheme is still open for applications, meaning potential sponsors are still able to come forward and record their interest in supporting the housing efforts. If you are interested in getting involved, please visit https://www.gov.uk/register-interest-homes-ukraine

Flood drain clearance

Following a meeting with the EDDC StreetScene Area officer, Barry Maher, on Tuesday this week, Cllr Bonetta reported that the flood drain on the border of the Vale ward by Cherry Close is due to be cleared and works carried out within the coming few weeks. These works will alleviate the pressures on the storm overflow drain, clear the blockages on the drain itself and will also see the clearing of dense overgrowth alongside the stream to help support drainage of flood water.  Cllr Orchard said he had reported this some time ago as a matter of urgency, as it is holding back the water level which is usually lower.  Cllr Bonetta said he would ensure this work is carried out in a timely manner.

East Devon Together month

EDDC is currently running a month-long event celebrating the work of environmental volunteers across the district, representing the first time such an EDDC event has been organised to support the work of various groups and projects across East Devon. As part of this month, events have been organised across the district relating to plastic reduction, plant growth and rewilding, and energy advice to name a few.  If you are interested in getting involved with the various projects being organised across East Devon, or just want to know more about the month-long project, please visit the council website here: https://eastdevon.gov.uk/climate-change/east-devon-together/ Cllr Bonetta thanked the EDDC Climate Change Officer, Catherine Causley, for her tireless work in organising this fantastic celebration.

Community Buildings Fund

A new round of EDDC’s Community Buildings Fund is open for applications to help fund capital projects or refurbishments for village halls, shared community spaces or community shops. The scheme has proven to be very successful across the district, with schemes funded in the last financial year in Branscombe, Lympstone and Northleigh.  The closing date for the current round of applications is Monday 27th June 2022. If you would like to know more about the scheme and how to apply, please visit the following website: https://eastdevon.gov.uk/community-buildings-fund/

Cllr Twist said letters had gone out to those residents who do not pay their council tax by direct debit to explain how the energy bill rebate will be paid to them.  Around 80% of households in East Devon already pay their council tax by direct debit and will have received the payment into their bank account without needing to take any action.  But those who do not currently pay their council tax through this arrangement will need to go through a claims process for the rebate.  Councillors agreed the wording of the letter could be confusing, and urged anyone struggling to understand the process should call East Devon’s Customer Service Centre on 01404 515616.  The clerk reported that finding that number on EDDC’s website was not obvious, and members agreed this was a concern for those needing to speak to somebody.

ACTION: Clerk to write to EDDC chief executive to express the PC’s concern over a lack of telephone numbers on the council’s website.

Holiday Activities & Food Fund 2022

Cllr Twiss said he was very pleased to say the Holiday Activities & Food programme for summer has been published on the DCC website, where there are 61 approved providers across Devon delivering 44,000 places across the county for children on benefit-related free school meals [FSM] and they all include a hot meal. See https://www.devon.gov.uk/educationandfamilies/family-support/haf-programme  

The aim of the scheme is to support children to eat more healthily, be more active over the school holidays and have a greater knowledge of health and nutrition as well as be more engaged with school and other local services.  The children who take part will enjoy fun and enriching activities in a safe and sociable environment and have the opportunity to develop new skills or knowledge and try out new experiences. This could include physical activities such as football, table tennis or cricket; creative activities, for example, putting on a play, junk modelling or drumming workshops or other experiences like a nature walk or visiting a farm.  At least one meal per day will be included and the children will improve their knowledge and awareness of healthy eating. The scheme aims to help families develop their understanding of nutrition and food budgeting.  There is an extended criteria so 15% of the fund can be used for children outside of the FSM criteria.

The fund is for children aged 5-16 across Devon and £1.8 million is allocated from the DFE to deliver this project.

Fostering in Devon

Part of the services DCC operates is the county-wide fostering service, which is often and quite unintentionally overlooked by many people, unless they have some sort of involvement with fostering.

DCC needs more foster carers across Devon for the 800+ children in the council’s care. They are particularly keen to hear from people with the knowledge and skills to care for teenagers and young people with complex and challenging needs.  All foster carers receive exceptional support and training as well as competitive rates of pay. Fostering is a big commitment for any household, but DCC is confident that the right people will find the rewards worth it. If you think you have or anyone you know has the skills and compassion needed, please get in touch for an informal, in confidence chat on 0345 155 1077 or email foster@devon.gov.uk  

Below is an example of how mainstream fostering works: this is the most common form of fostering and means giving a child or young person a safe place to stay, perhaps for a night or two whilst their family are helped to resolve their problems, through to a longer-term or even permanent arrangement.  You can also be asked to offer on-going support to a family or another foster carer by looking after a child on a regular basis, say one or two weekends a month. If you have the space, you can look after brothers and sisters who would otherwise be separated.  In some cases the child will wish to stay in touch with their birth family, you will be providing the safe and stable environment which makes this possible.  Some foster carers provide round-the-clock care, helping children with the most challenging behaviour to find a safe haven, a supportive family, and a place in society. This level of foster care comes with additional support, training and higher rates of pay.  There are times when you may be asked to provide respite care.  Respite care helps ease situations where a parent has a long-term illness, or it can give families time to repair relationships before a permanent breakdown occurs, or it can provide support to another foster carer as required.

Post-Covid Economic Recovery

The economy looking forward for Devon is a potentially mixed picture, with ongoing Covid-19 impacts on the economy, rises in the cost of living and the Russian invasion of Ukraine creating global uncertainty, particularly in energy markets.  There has, however, been some recent good news over the past two years, some of which are in the wider Exeter area ‘sub-region’ not far from us, said Cllr Twiss. Below are a few highlights in a wider Devon context where the positive economic effect is likely to be felt county-wide as we continue to recover:

 • Irish-owned Exeter Aerospace taking over Flybe’s aircraft maintenance facility at Exeter Airport and immediately advertising for 100 aircraft mechanics, engineers and aviation professionals

 • Designation of Plymouth and South Devon as one of eight Freeport sites. Plymouth and South Devon Freeport is to begin operating in 2022 and has the potential to generate 3,500 jobs and add £400 million GVA into the local economy. The Freeport contains three main sites: Langage Energy Park, Sherford Employment Zone and South Yard in Devonport, areas where businesses will benefit from more generous tax reliefs, customs benefits and wider government support

• Government infrastructure funding including £60m upgrading the A361 North Devon Link Road, improvements to the A303 route into Devon, £40m of funding reinstating passenger services on the Okehampton to Exeter line (implemented ahead of time and under budget), and £38m of funding to upgrade the A382 between the A38 and Newton Abbot

• Further £5m of development partnership funding over 3 years towards re-opening stations in Cullompton and Wellington in Somerset to help reconnect local communities and support regional growth with potential for the projects to be completed during 2025

 • The sector specific Airport and Ground Operations Support Scheme (AGOSS) was extended 6 months to 31 March 2022 with domestic air passenger duty reduced from £13 to £6.50. Exeter airport has fully restarted operations and currently expects about 500,000 passengers in 2022, compared with 1m in 2019 before the pandemic.

In his absence, Cllr Bruce sent the following report: “I hope all your jubilee events were not disrupted by weather and went as planned.

Since requesting that EDDC officer contact with the parish committee also includes me, l believe it is now working better than before, and allows me the opportunity to contribute in real time with both the officers and parish. This also means l can fulfil one of the requests made of me from one of my other parishes to update the committee in between meetings rather than include it in my monthly report. It may still take time to bed in, but I’m confident this will generate a better flow of information in both directions between us.

It seems jubilee events and planning at EDDC have meant that l have little to report this month.  Not directly linked to Gittisham, but worthy of note is an update on the flooding works in Feniton.  It was great news to hear we now have a firm time frame for the flood alleviation scheme to get underway. Let’s hope these works will bring to a close a very stressful and damaging chapter in the history of Feniton.

Finally, and with some sadness, l feel l have to point the committee in the direction of a link from a recent press story from Radio Exe http:/www.radioexe.co,uk/news-and-features/local-news/east-Devon-council-bust-up-at-top/  I say sadness because l feel that it’s not relevant whether you are in power or in opposition regarding your district council being portrayed in this way. You are free of course to make up your own minds, but it may go some way to underlining the difficulties and frustrations I am experiencing trying to discharge my duties as your councillor.”

Cllrs Bonetta and Twiss left the meeting.

31/22        To receive an update on Hayne Farm from Baker Estates

The clerk said there had been a delay in Baker Estates submitting the planning application, and they would provide an update once this has been sent to EDDC.

32/22     To receive reports from councillors on areas of responsibility and actions since the last meeting:

  • To note the latest planning decision notices

22/0195/VAR | Removal of Condition No. 2 and 3 of Secretary of State’s Appeal Decision ref: APP/U1105/C/16/3146168-73 dated 14/07/2017 (East Devon ref: 13/1661/FUL dated 04/02/2014) to allow for permanent use of the land for the siting of a mobile home and touring caravans and their use for residential purposes. | Land SW Side Of Weston Lane Road From Weston Cross To Cherry Bridge Weston EX14 3NY.  Approval with conditions.

  • To receive an update on Highways

Cllr Orchard reported that the grill on Old Elm Road balancing pond has still not been cleared. 

Although outside the parish, people should be aware that a portion of the A35 going out of Honiton towards Axminster would be completely closed 27th June – 11th July.  Cllr Orchard also reported that some work would be taking place on the road past Pomeroy Lodge, 26th –28th July, but there was no information yet as to what kind of work this will be.

  • To consider plans for expenditure in the parish under the Community Infrastructure Levy & S106

ACTION: Cllr Orchard to check time scales for spending S106 contributions.

  • To receive an update on public transport

Cllr Orchard said the Vale bus shelter was once again full of discarded items.

  • To consider the purchase of a defibrillator for the Hayne Farm development

Cllr Twist said the new defibrillator had been installed but was not yet live.  There will be a photo opportunity with Baker Estates and Sovereign Housing on Monday 13th June, accompanied by a press release.  Cllr Twist added that the leaflets were ready to be circulated, and future residents will receive a leaflet in their welcome pack. 

  • To consider climate change measures within the parish

Cllr Twist reported that EDDC is planning to install 15 EV charging points in public car parks across the district.   

  • To consider parish council support for scam awareness and security

Cllr Orchard said he had personally experienced two scams recently, but he was not taken in by them.

  • To consider limited residential development in the parish

Cllr Valentine said the Gittisham Community Land Trust would be holding an AGM on Thursday 16th June at 7.30pm in Gittisham Village Hall.

  • To consider the refurbishment and maintenance of the village play area

The clerk reported that she had contacted three local tradespeople to quote for work to the damaged fence, but had not received any bids so far.  Members suggested other tradespeople to contact.  Cllr Rowe said he had looked at the work needed to the telephone box, and felt that it was beyond what he could provide.  Members resolved to ask Honiton Glass to repair the telephone box, as the most cost-effective quote at £143.16 inc VAT. 

ACTION: Clerk to contact three other suppliers for fence repairs.

  • To consider work to be carried out by the lengthsman to maintain ditches and drains in the parish

In her absence, Cllr Walker sent a report to say that she would check the Gittisham Vale and Hayne Farm walk ways.  She was aware of a few stinging nettles overhanging the walk through by the locked gate, opposite Hayne Farm.  Len Abbott has been busy strimming grass banks. 

33/22     To receive a report from the Chair

In her absence the Chair sent the following report: “Sorry to be missing the meeting this month. Thank you Janet for taking over.  I have no news or updates, just a big thank you to all those involved in the jubilee events last weekend. There was a good turnout from the Vale and Hayne Farm and it was lovely to see so many people enjoying themselves. The first of many parish social gatherings at the hall this summer, hopefully. The Village Hall Committee are very short of members and are in desperate need of a hall bookings clerk and a treasurer. Neither are onerous roles, but due to resignations the positions do need to be filled ASAP. Please spread the word.

Can I also add that we need to sort out our village playground a bit. The plastic fence replacement, corner fence and various safety report works should be done soon, preferably this month, before the school holidays.”

Cllr Rowe asked if the Gittisham Fete was likely to be scheduled this year.  Members agreed it was short notice to try arranging a fete for September, so Cllr Rowe agreed to get the ball rolling for next year by setting up a working group.

34/22     To approve the June payments and to note the current bank balance

Members resolved to approve the following payments:

1167       Carol Hall             £442.74 Jubilee weekend food & associated items

Cllr Rowe left the meeting.

1168       Alex Rowe            £50 Jubilee weekend disco

Cllr Rowe returned to the meeting.

1169       F Clampin             £231.73 Clerk’s salary & expenses (stamps)

1170       DALC                    £18         Being a Good Councillor, 1 x session @£18 each inc. VAT       

Cllr Twist left the meeting.  Cllr Valentine took the chair.

1171       Janet Twist            £171       Reimbursement for payment to Sidmouth Print for x500 defib leaflets 

Cllr Twist returned to the meeting and resumed the Vice Chair.

1172       Michael Poll          £65         Grass cutting, inv. ref. 10149

1173       Michael Poll          £65         Grass cutting, inv. ref. 10157

1174       Len Abbott           £58         Lengthsman work, 4xhrs April 2022 @£14.50 / hr      

1175       Len Abbott           £58         Lengthsman work, 4xhrs May 2022 @£14.50 / hr      

1176       Len Abbott           £33.54   Lengthsman expenses, petrol & nylon line      

1177       Alison Marshall    £150       Internal audit 2021-22

DD          NEST                     £22.86   Clerk’s pension (5% employer, 5% employee)

Members resolved to approve the clerk’s request to readdress cheque no. 1166 to her, as she will pay for the bus shelter solar lights by personal credit card.  (Following the meeting the clerk circulated details of this payment to members.)   Cheque number 1165 for £500 made out to Gittisham Village Hall will be cancelled, and instead £442.74 will be paid to Carol Hall to reimburse her for the jubilee weekend food and sundry items, and £50 to Alex Rowe for the jubilee disco.  Members were informed that the current bank balance stands at £22,807.46 (which includes approximately £7,000 in the business reserve account). 

35/22     To receive and note the annual internal audit report

Members noted the annual internal audit report.

36/22     To approve the annual governance statement 2021-22

Members resolved to approve the annual governance statement 2021-22.

37/22     To approve the 2021-22 accounting statements

Members resolved to adopt the 2021-22 accounts.  Prior to the meeting, the clerk circulated the accounting statements.  The parish council ended the financial year on 31st March 2022 with a balance of £21,942.80 (inc. £7,031.06 in business reserve, with £0.70 interest accumulated this year).  There is VAT to be recovered of £609.40. 

ACTION: Clerk to draw up list for the next meeting of items to be addressed by the audit report.

38/22     To consider the criteria for meeting exemption from the annual limited assurance review 2021-22, and approve the exemption certificate

Members agreed the criteria had been met, ie that during the financial year 2021-22 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

39/22     To set and approve the period for the exercise of public rights 2021-22

Members approved the period for the exercise of public rights to extend from 13th June to 22nd July 2022.

40/22     To consider changes to the parish council’s banking policy

Members resolved to change the banking mandate to remove David Fallows and Russell Hayman, and add Janet Twist as an authorized signatory.

ACTION: Clerk to enquire how Nat West manages payment authorization for online banking.

41/22     Clerk’s Report

The clerk said she was unlikely to make the meeting scheduled for 7th July, and would circulate possible dates.

42/22     For information only; items for the forward agenda

Internet banking policy. 

43/22     To consider any late entry correspondence

Members resolved to delegate the decision on planning application 22/1197/FUL – Curlditch House to the Chair, Vice Chair and one other councillor so that there is more time to consider the application and meet the deadline, which falls before the next parish council meeting.

44/22     Date of next two meetings  

July & August meetings 2022 tbc. 

There being no further business, the meeting closed at 2110 hrs.

Chair…………………………………….

5th July 2022

Explanation of variances 2021-22

Name of smaller authority: GITTISHAM PARISH COUNCIL

County area (local councils and parish meetings only: DEVON

Please provide full explanations, including numerical values, for the following:

  • variances of more than 15% between totals for individual boxes (except variances of less than £200);
  • a breakdown of approved reserves if the total reserves (Box 7) figure is more than twice the annual precept/rates & levies value (Box 2).
Section 22020/21 £2021/22 £Variance £Variance %Detailed explanation of variance (with amounts £)
Box 2 Precept or Rates and Levies    81608323-163-2n/a  
Box 3 Total other receipts      138357,1786,65748.18CIL receipts in the year 2020/21 were much higher, particularly as one payment had been carried over from a previous financial year. 
Box 4 Staff costs        33562,96938711.53n/a  
Box 5 Loan interest/ capital repayments      NIL    NIL    NIL    NIL    n/a  
Box 6 All other payments      199516,82213,12965.81In 2020/21 GPC spent CIL funding on major refurbishment to the village hall, which accounts for a large proportion of payments in that year.
Box 9 Total fixed assets & long term investments & assets2677428,862-2,088-7.8n/a
Box 10 Total borrowings      NILNILNILNIL    n/a  
Explanation for ‘high’ reserves      Box 7 is almost twice Box 2 because the authority held the following breakdown of reserves at the year end:   £7,031.06 Contingency  
£2,026.82 CIL
 

Gittisham Parish Council Annual Governance Report 2021-22

Certificate of Exemption – AGAR 2021/22 Part 2

To be completed by smaller authorities where the higher of gross income or gross expenditure did not exceed £25,000 in the year of account ended 31 March 2022, and that wish to certify  themselves as exempt from a limited assurance review under Section 9 of the Local Audit  (Smaller Authorities) Regulations 2015

There is no requirement to have a limited assurance review or to submit an Annual Governance and Accountability Return to the external auditor, provided that the authority has certified itself as exempt at a meeting of the  authority after 31 March 2022 and a completed Certificate of Exemption is submitted no later than 30 June 2022 notifying the external auditor.

Gittisham Parish Council

certifies that during the financial year 2021/22, the higher of the authority’s total gross income for the year or total gross annual expenditure, for the year did not exceed £25,000

Total annual gross income for the authority 2021/22: £15,501
Total annual gross expenditure for the authority 2021/22: £9,790

There are certain circumstances in which an authority will be unable to certify itself as exempt, so that a limited  assurance review will still be required. If an authority is unable to confirm the statements below then it  cannot certify itself as exempt and it must submit the completed Annual Governance and Accountability Return Part 3 to the external auditor to undertake a limited assurance review for which a fee of £200 +VAT will be payable.

By signing this Certificate of Exemption you are confirming that:

  • The authority was in existence on 1st April 2017
  • In relation to the preceding financial year (2020/21), the external auditor has not:
  • issued a public interest report in respect of the authority or any entity connected with it
  • made a statutory recommendation to the authority, relating to the authority or any entity connected with it
  • issued an advisory notice under paragraph 1(1) of Schedule 8 to the Local Audit and Accountability Act 2014 (“the Act”), and has not withdrawn the notice
  • commenced judicial review proceedings under section 31(1) of the Act
  • made an application under section 28(1) of the Act for a declaration that an item of account is unlawful, and the application has not been withdrawn nor has the court refused to make the declaration
  • The court has not declared an item of account unlawful after a person made an appeal under section 28(3) of the Act.

If you are able to confirm that the above statements apply and that the authority neither received gross income, nor incurred gross expenditure, exceeding £25,000, then the Certificate of Exemption can be signed and a copy submitted to the external auditor either by email or by post (not both).

The Annual Internal Audit Report, Annual Governance Statement, Accounting Statements, an analysis of  variances and the bank reconciliation plus the information required by Regulation 15 (2), Accounts and Audit Regulations 2015 including the period for the exercise of public rights still need to be fully completed and,  along with a copy of this certificate, published on the authority website/webpage* before 1 July 2022.  By signing this certificate you are also confirming that you are aware of this requirement.

*Published web address

ONLY this Certificate of Exemption should be returned EITHER by email OR by post (not both) as soon as possible after certification to your external auditor, but no later than 30 June 2022. Reminder letters incur a charge of £40 +VAT

Annual Internal Audit Report 2021/22

Signed by the Responsible Financial Officer

Clerk Signature

Date 09/06/2022

Signed by Chairman

Chair Signature

Date 09/06/2022

I confirm that this Certificate of Exemption was approved by this authority on this date: 09/06/2022

as recorded in minute reference: 38/22

Generic email address of Authority: gittishamparishcouncil@gmail.com

Telephone Number 01404 851442

Published Web address www.gittisham.org.uk

Gittisham Parish Council

www.gittisham.org.uk

During the financial year ended 31 March 2022, this authority’s internal auditor acting independently and on the basis of an assessment of risk, carried out a selective assessment of compliance with the relevant procedures and controls in operation and obtained appropriate evidence from the authority.

The internal audit for 2021/22 has been carried out in accordance with this authority’s needs and planned coverage. On the basis of the findings in the areas examined, the internal audit conclusions are summarised in this table. Set out below are the objectives of internal control and alongside are the internal audit conclusions on whether, in all significant respects, the control objectives were being achieved throughout the financial year to a standard adequate to meet the needs of this authority.

Internal control objectiveYesNo*Not covered** 
A.  Appropriate accounting records have been properly kept throughout the financial year.Y   
B.  This authority complied with its financial regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately accounted for.Y   
C.  This authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to manage these.Y   
D.  The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves were appropriate.Y   
E.  Expected income was fully received, based on correct prices, properly recorded, and promptly banked; and VAT was appropriately accounted for.Y   
F.  Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.  Not applicable 
G. Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI requirements were properly applied.Y   
H. Asset and investments registers were complete and accurate and properly maintained.Y   
I. Periodic bank account reconciliations were properly carried out during the year.Y   
J. Accounting statements prepared during the year were prepared on the correct accounting basis (receipts and payments or income and expenditure), agreed to the cash book, supported by an adequate audit trail from underlying records and where appropriate debtors and creditors were properly recorded.Y   
K. If the authority certified itself as exempt from a limited assurance review in 2020/21, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2020/21 AGAR tick “not covered”)Y   
L. The authority publishes information on a website/webpage, up to date at the time of the internal audit, in accordance with the Transparency code for smaller authorities.Y   
M. The authority, during the previous year (2020-21) correctly provided for the period for the  exercise of public rights as required by the Accounts and Audit Regulations (evidenced by the notice published on the website and/or authority approved minutes confirming the dates set).Y   
N. The authority has complied with the publication requirements for 2020/21 AGAR  (see AGAR Page 1 Guidance Notes).Y   
 O. (For local councils only)   Trust funds (including charitable) – The council met its responsibilities as a trustee.YesNoNot applicable
   
Y

For any other risk areas identified by this authority adequate controls existed (list any other risk areas on separate sheets if needed).

Date(s) internal audit undertaken                              Name of person who carried out the internal audit

27/05/2022                       Alison Marshall

Signature of person who carried out the internal audit  

                        

Auditor Signature
  Date09/06/2022
*If the response is ‘no’ please state the implications and action being taken to address any weakness in control identified (add separate sheets if needed). **Note: If the response is ‘not covered’ please state when the most recent internal audit work was done in this area and when it is next planned; or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).

Section 1 – Annual Governance Statement 2021/22

We acknowledge as the members of:

Gittisham Parish Council

our responsibility for ensuring that there is a sound system of internal control, including arrangements for the preparation of the Accounting Statements. We confirm, to the best of our knowledge and belief, with respect to the Accounting Statements for the year ended 31 March 2022, that:

Agreed
 YesNo‘Yes’ means that this authority:
1. We have put in place arrangements for effective financial management during the year, and for the preparation of the accounting statements. Y prepared its accounting statements in accordance   with the Accounts and Audit Regulations.
2. We maintained an adequate system of internal control including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.  Y made proper arrangements and accepted responsibility  for safeguarding the public money and resources in  its charge.
3. We took all reasonable steps to assure 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.  Y has only done what it has the legal power to do and has complied with Proper Practices in doing so.
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.  Y during the year gave all persons interested the opportunity to inspect and ask questions about this authority’s accounts.
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.  Y considered and documented the financial and other risks it faces and dealt with them properly.
6. We maintained throughout the year an adequate and  effective system of internal audit of the accounting  records and control systems.  Y arranged for a competent person, independent of the financial controls and procedures, to give an objective view on whether internal controls meet the needs of this smaller authority.
7. We took appropriate action on all matters raised  in reports from internal and external audit.  Y responded to matters brought to its attention by internal and external audit.
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.  Y disclosed everything it should have about its business activity during the year including events taking place after the year end if relevant.
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.N/Ahas met all of its responsibilities where as a body corporate it is a sole managing trustee of a local trust or trusts.
   

*For any statement to which the response is ‘no’, an explanation must be published

This Annual Governance Statement was approved at a meeting of the authority on:

09/06/2022

Signed by the Chairman and Clerk of the meeting where approval was given:

Chairman

Chairman Signature

       Clerk

Clerk Signature

and recorded as minute reference: 36/22

Other information required by the Transparency Code (not part of the Annual Governance Statement)
The authority website/webpage is up to date and the information required by the Transparency Code has  been published.YesNo
  

www.gittisham.org.uk

Section 2 – Accounting Statements 2021/22 for

Gittisham Parish Council

 Year endingNotes and guidance
31 March 2021 £31 March 2022 £Please round all figures to nearest £1. Do not leave any boxes blank and report £0 or Nil balances. All figures must agree to underlying financial records.
1. Balances brought  forward17,54516,233Total balances and reserves at the beginning of the year  as recorded in the financial records. Value must agree to Box 7 of previous year.
2. (+) Precept or Rates and Levies8,1608,323Total amount of precept (or for IDBs rates and levies) received or receivable in the year. Exclude any grants received.
3. (+) Total other receipts13,8357,178Total income or receipts as recorded in the cashbook less the precept or rates/levies received (line 2). Include any grants received.
4. (-) Staff costs3,3562,969Total expenditure or payments made to and on behalf  of all employees. Include gross salaries and wages,  employers NI contributions, employers pension  contributions, gratuities and severance payments.
5. (-) Loan interest/capital repayments00Total expenditure or payments of capital and interest made during the year on the authority’s borrowings (if any).
6.  (-) All other payments19,9516,822Total expenditure or payments as recorded in the cashbook less staff costs (line 4) and loan interest/capital repayments (line 5).
7. (=) Balances carried forward16,23321,943Total balances and reserves at the end of the year. Must equal (1+2+3) – (4+5+6).
8. Total value of cash and short term investments16,23321,943The sum of all current and deposit bank accounts, cash holdings and short term investments held as at 31 March – To agree with bank reconciliation.
9. Total fixed assets plus long term investments  and assets26,77428,862The value of all the property the authority owns – it is made up of all its fixed assets and long term investments as at  31 March.
10. Total borrowings00The outstanding capital balance as at 31 March of all loans from third parties (including PWLB).
11. (For Local Councils Only) Disclosure note re Trust funds (including charitable)YesNoThe Council as a body corporate acts as sole trustee for and is responsible for managing Trust funds or assets.
 NN.B. The figures in the accounting statements above do not include any Trust transactions.

I certify that for the year ended 31 March 2022 the Accounting

Statements in this Annual Governance and Accountability Return have been prepared on either a receipts and  payments or income and expenditure basis following the guidance in Governance and Accountability for Smaller  Authorities – a Practitioners’ Guide to Proper Practices  and present fairly the financial position of this authority.

Signed by Responsible Financial Officer before being  presented to the authority for approval:

Clerk Signature

Date 09/06/2022

I confirm that these Accounting Statements were approved by this authority on this date:

09/06/2022

as recorded in minute reference: 37/22

Signed by Chairman of the meeting where the  Accounting Statements were approved

Chairman Signature

Notice of public rights 2021-22 – exempt authorities

WHAT EXEMPT AUTHORITIES NEED TO DO TO ADVERTISE THE PERIOD DURING WHICH ELECTORS AND INTERESTED PERSONS MAY EXERCISE RIGHTS RELATING TO THE ANNUAL ACCOUNTS

The Local Audit and Accountability Act 2014 and the Accounts and Audit Regulations 2015 require that:

1. The statement of accounts prepared by the authority (i.e. the Annual Governance & Accountability Return (AGAR) Part 2), the accounting records for the financial year to which the audit relates and all books, deeds, contracts, bills, vouchers, receipts and other documents relating to those records must be made available for inspection by any person interested, during a period of 30 working days set by the smaller authority and including the first 10 working days of July.

2. The period referred to in paragraph (1) starts with the day on which the period for the exercise of public rights is treated as having been commenced i.e. the day following the day on which all of the obligations in paragraph (3) below have been fulfilled.

3. The responsible financial officer for an exempt authority must, on behalf of that authority, publish (which must include publication on the authority’s website):

(a) the Accounting Statements (i.e. Section 2 of the AGAR Part 2), accompanied by:

(i) a declaration, signed by that officer to the effect that the statement of accounts will not be audited on account of that authority’s self-certified status as exempt, unless either a request for an opportunity to question the auditor about the authority’s accounting records under section 26(2) or an objection under section 27(1) of the Act, results in the involvement of the local auditor;

(ii) the Annual Governance Statement (i.e. Section 1 of the AGAR Part 2); and

(iii) the Certificate of Exemption (i.e. Page 3 of the AGAR Part 2); and

(b) a statement that sets out—

(i) the period for the exercise of public rights;

(ii) details of the manner in which notice should be given of an intention to inspect the accounting records and other documents;

(iii) the name and address of the local auditor;

(iv) the provisions contained in section 25 (inspection of statements of accounts etc), section 26 (inspection of documents etc) and section 27 (right to make objections at audit) of the Act, as they have effect in relation to the authority in question;  

HOW DO YOU DO IT?

You will meet statutory requirements if you fully and accurately complete the notice of public rights pro forma in this document; and publish (including publication on the smaller authority’s website) the following documents, the day before the public rights period commences:

  1. the approved Sections 1 and 2 of Part 2 of the AGAR; and
  2. the completed Notice of Public Rights and Publication of Annual Governance & Accountability Return (Exempt Authority). Please note that we have pre-completed it with the following suggested dates: Monday 13 June – Friday 22 July 2022. (The latest possible dates that comply with the statutory requirements are Friday 1 July – Thursday 11 August 2022); and
  3. the notes which accompany the Notice (Local authority accounts: a summary of your rights).

Smaller authority name: GITTISHAM PARISH COUNCIL

NOTICE OF PUBLIC RIGHTS AND PUBLICATION OF ANNUAL GOVERNANCE & ACCOUNTABILITY RETURN (EXEMPT AUTHORITY)

ACCOUNTS FOR THE YEAR ENDED 31 MARCH 2022

Local Audit and Accountability Act 2014 Sections 25, 26 and 27

The Accounts and Audit Regulations 2015 (SI 2015/234)

NOTICENOTES
    1. Date of announcement_12th June 2022____________________________(a) 2. Each year the smaller authority prepares an Annual Governance and Accountability Return (AGAR).  The AGAR has been published with this notice. It will not be reviewed by the appointed auditor, since the smaller authority has certified itself as exempt from the appointed auditor’s review. Any person interested has the right to inspect and make copies of the AGAR, the accounting records for the financial year to which it relates and all books, deeds, contracts, bills, vouchers, receipts and other documents relating to those records must be made available for inspection by any person interested. For the year ended 31 March 2022, these documents will be available on reasonable notice by application to:   (b)             Fiona Clampin (clerk, Gittisham Parish Council), Garlands, Gittisham EX14 3AJ  Tel. 01404 851442 email: gittishamparishcouncil@gmail.com   commencing on (c) __Monday 13 June 2022 _______________________     and ending on (d) ___Friday 22 July 2022 ________________________   3. Local government electors and their representatives also have:   The opportunity to question the appointed auditor about the accounting records; and The right to make an objection which concerns a matter in respect of which the appointed auditor could either make a public interest report or apply to the court for a declaration that an item of account is unlawful. Written notice of an objection must first be given to the auditor and a copy sent to the smaller authority.   The appointed auditor can be contacted at the address in paragraph 4 below for this purpose between the above dates only.   4. The smaller authority’s AGAR is only subject to review by the appointed auditor if questions or objections raised under the Local Audit and Accountability Act 2014 lead to the involvement of the auditor.  The appointed auditor is:   PKF Littlejohn LLP (Ref: SBA Team) 15 Westferry Circus Canary Wharf London E14 4HD (sba@pkf-l.com)   5. This announcement is made by (e) Fiona Clampin Clerk / Responsible Financial Officer Gittisham Parish Council      (a) Insert date of placing of the notice which must be not less than 1 day before the date in (c) below                     (b) Insert name, position and address/telephone number/ email address, as appropriate, of the Clerk or other person to which any person may apply to inspect the accounts   (c) Insert date, which must be at least 1 day after the date of announcement in (a) above and at least 30 working days before the date appointed in (d) below   (d) The inspection period between (c) and (d) must be 30 working days inclusive and must include the first 10 working days of July.                                               (e) Insert name and position of person placing the notice – this person must be the responsible financial officer for the smaller authority

LOCAL AUTHORITY ACCOUNTS: A SUMMARY OF YOUR RIGHTS

Please note that this summary applies to all relevant smaller authorities, including local councils, internal drainage boards and ‘other’ smaller authorities.

The basic position

The Local Audit and Accountability Act 2014 (the Act) governs the work of auditors appointed to smaller authorities. This summary explains the provisions contained in Sections 26 and 27 of the Act. The Act and the Accounts and Audit Regulations 2015 also cover the duties, responsibilities and rights of smaller authorities, other organisations and the public concerning the accounts being audited.

As a local elector, or an interested person, you have certain legal rights in respect of the accounting records of smaller authorities. As an interested person you can inspect accounting records and related documents. If you are a local government elector for the area to which the accounts relate you can also ask questions about the accounts and object to them. You do not have to pay directly for exercising your rights. However, any resulting costs incurred by the smaller authority form part of its running costs. Therefore, indirectly, local residents pay for the cost of you exercising your rights through their council tax.

The right to inspect the accounting records

Any interested person can inspect the accounting records, which includes but is not limited to local electors. You can inspect the accounting records for the financial year to which the audit relates and all books, deeds, contracts, bills, vouchers, receipts and other documents relating to those records. You can copy all, or part, of these records or documents. Your inspection must be about the accounts, or relate to an item in the accounts. You cannot, for example, inspect or copy documents unrelated to the accounts, or that include personal information (Section 26 (6) – (10) of the Act explains what is meant by personal information). You cannot inspect information which is protected by commercial confidentiality. This is information which would prejudice commercial confidentiality if it was released to the public and there is not, set against this, a very strong reason in the public interest why it should nevertheless be disclosed.

When smaller authorities have finished preparing accounts for the financial year and approved them, they must publish them (including on a website). There must be a 30 working day period, called the ‘period for the exercise of public rights’, during which you can exercise your statutory right to inspect the accounting records. Smaller authorities must tell the public, including advertising this on their website, that the accounting records and related documents are available to inspect. By arrangement you will then have 30 working days to inspect and make copies of the accounting records. You may have to pay a copying charge. The 30 working day period must include a common period of inspection during which all smaller authorities’ accounting records are available to inspect. This will be 1-14 July 2022 for 2021/22 accounts. The advertisement must set out the dates of the period for the exercise of public rights, how you can communicate to the smaller authority that you wish to inspect the accounting records and related documents, the name and address of the auditor, and the relevant legislation that governs the inspection of accounts and objections.

The right to ask the auditor questions about the accounting records

You should first ask your smaller authority about the accounting records, since they hold all the details. If you are a local elector, your right to ask questions of the external auditor is enshrined in law. However, while the auditor will answer your questions where possible, they are not always obliged to do so. For example, the question might be better answered by another organisation, require investigation beyond the auditor’s remit, or involve disproportionate cost (which is borne by the local taxpayer). Give your smaller authority the opportunity first to explain anything in the accounting records that you are unsure about. If you are not satisfied with their explanation, you can question the external auditor about the accounting records.

The law limits the time available for you formally to ask questions. This must be done in the period for the exercise of public rights, so let the external auditor know your concern as soon as possible. The advertisement or notice that tells you the accounting records are available to inspect will also give the period for the exercise of public rights during which you may ask the auditor questions, which here means formally asking questions under the Act. You can ask someone to represent you when asking the external auditor questions.

Before you ask the external auditor any questions, inspect the accounting records fully, so you know what they contain. Please remember that you cannot formally ask questions, under the Act, after the end of the period for the exercise of public rights. You may ask your smaller authority other questions about their accounts for any year, at any time. But these are not questions under the Act.

You can ask the external auditor questions about an item in the accounting records for the financial year being audited. However, your right to ask the external auditor questions is limited. The external auditor can only answer ‘what’ questions, not ‘why’ questions. The external auditor cannot answer questions about policies, finances, procedures or anything else unless it is directly relevant to an item in the accounting records. Remember that your questions must always be about facts, not opinions. To avoid misunderstanding, we recommend that you always put your questions in writing.

The right to make objections at audit

You have inspected the accounting records and asked your questions of the smaller authority. Now you may wish to object to the accounts on the basis that an item in them is in your view unlawful or there are matters of wider concern arising from the smaller authority’s finances. A local government elector can ask the external auditor to apply to the High Court for a declaration that an item of account is unlawful, or to issue a report on matters which are in the public interest. You must tell the external auditor which specific item in the accounts you object to and why you think the item is unlawful, or why you think that a public interest report should be made about it. You must provide the external auditor with the evidence you have to support your objection. Disagreeing with income or spending does not make it unlawful. To object to the accounts you must write to the external auditor stating you want to make an objection, including the information and evidence below and you must send a copy to the smaller authority. The notice must include:

  • confirmation that you are an elector in the smaller authority’s area;
  • why you are objecting to the accounts and the facts on which you rely;
  • details of any item in the accounts that you think is unlawful; and
  • details of any matter about which you think the external auditor should make a public interest report.

Other than it must be in writing, there is no set format for objecting. You can only ask the external auditor to act within the powers available under the Local Audit and Accountability Act 2014.

A final word

You may not use this ‘right to object’ to make a personal complaint or claim against your smaller authority.  You should take such complaints to your local Citizens’ Advice Bureau, local Law Centre or to your solicitor. Smaller authorities, and so local taxpayers, meet the costs of dealing with questions and objections.  In deciding whether to take your objection forward, one of a series of factors the auditor must take into account is the cost that will be involved, they will only continue with the objection if it is in the public interest to do so. They may also decide not to consider an objection if they think that it is frivolous or vexatious, or if it repeats an objection already considered. If you appeal to the courts against an auditor’s decision not to apply to the courts for a declaration that an item of account is unlawful, you will have to pay for the action yourself.

For more detailed guidance on public rights and the special powers of auditors, copies of the publication Local authority accounts: A guide to your rights are available from the NAO website.  If you wish to contact your authority’s appointed external auditor please write to the address in paragraph 4 of the Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return.  

2022-06 Parish Council agenda 9th June 2022

Ms Fiona Clampin

Clerk to the Council

Garlands

Gittisham

Honiton

EX14 3AJ

01404 851442

gittishamparishcouncil@gmail.com

1st June 2022

Members of Gittisham Parish Council

You are hereby summoned to attend the Annual Council Meeting to be held in Gittisham Village Hall on Thursday 9th June 2022 commencing at 7.30pm to discuss items on the Agenda and to make resolutions as appropriate.

Prior to the start of the meeting a period of 15 minutes is allowed to permit any resident to bring appropriate matters to the notice of the Council.  Please contact the clerk if you would like to do this, preferably by email in advance of the meeting, with a question you wish to be raised with Councillors on your behalf. 

  1. To accept and approve apologies
  2. To confirm the Minutes of the Ordinary meeting held on 12th May 2022
  3. To receive the Beat Manager’s report
  4. To receive declarations of interest
  5. To consider actions from last meeting not otherwise on the agenda
  6. To receive reports from County Council and District Council representatives
  7. To receive an update on Hayne Farm by Baker Estates
  8. To receive reports from councillors on areas of responsibility and actions since the last meeting:
  • To note the latest planning decision notices (Cllr Orchard)
  • To receive an update on highways (Cllr Orchard)
  • To consider plans for expenditure in the parish under the Community Infrastructure Levy and S106 (Cllr Orchard)
  • To receive an update on public transport (Cllr Orchard)
  • To consider the purchase of a defibrillator for the Hayne Farm development (Cllr Twist)
  • To consider climate change measures within the parish (Cllr Twist / Cllr Rowe)
  • To consider parish council support for scam awareness and security (Cllr Twist)
  • To consider limited residential development in the parish (Cllr Valentine)
  • To consider the refurbishment and maintenance of the village play area (Cllr Walker)
  • To consider work to be carried out by the lengthsman to maintain drains and ditches in the parish (Cllr Walker)
  1. To receive a report from the Chair
  2. To approve the June payments and to note the current bank balance:

F Clampin £228.74 + £2.31 clerk’s salary & expenses (stamps)

Sidmouth Print defib leaflet copies, £171

Len Abbott lengthsman work, £tbc

Len Abbott expenses £tbc

Michael Poll play area grass cutting £65 (inv. 10149)

Alison Marshall internal audit inv ref 22/029 £150

DALC training course (Jan), £18

NEST (clerk’s pension) £22.86

  1. To receive and note the annual internal audit report
  2. To approve the annual governance statement 2021-22
  3. To approve the 2021-22 accounting statements
  4. To consider the criteria for meeting exemption from the annual limited assurance review 2021-22, and approve the exemption certificate
  5. To set and approve the period for the exercise of public rights 2021-22
  6. To consider changes to the parish council’s banking policy
  7. Clerk’s report
  8. For information only; items for the forward agenda
  9. To consider any late entry correspondence
  10. To note the date of the next two meetings, Thursday 7th July and August tbc 2022 at 7.30pm. 

F J Clampin – Clerk

Gittisham Parish Council Freedom of Information scheme

Approved: 3rd March 2022

The Freedom of Information Act 2000 requires Councils to supply information following a written request which provides the public with greater transparency in the operation of “Public Authorities”, which includes all Local (Town and Parish) Councils.

Obtaining Information and Information Held

The scheme lists who you need to contact to ask for information and gives their address and phone number, and where available, their email address. 

There are three ways to obtain the information:

Parish Council web site

The web site holds the type of information which the Council routinely publishes e.g. minutes and agendas. The information you want may already be included in the publication scheme – so please check the documents on the web site first.

Inspect Documents held by the Clerk

If you wish to view certain documents, you should contact the Clerk, either by email to gittishamparishcouncil@gmail.com or by telephone (01404 851442), or in writing. Some documents require some time to locate, so it may be necessary to make an appointment. Please note hours of work vary and the clerk works for the parish council part-time.

Individual Written Request

If the information is not included in the publication scheme or on the web site, you may send a written request to 

The Parish Clerk, Garlands, Gittisham, Honiton, Devon EX14 3AJ

Your request must include your name, address for correspondence, and a description of the information you require.  

Council’s Response to a Written Request

We will endeavour to answer your request in 20 days. We will keep you informed if this timescale cannot be met.

The FOIS created a general right of access to information. It also set out information that the Council does not have to make available for specific reasons, called exemptions. This is information that, if published, might prejudice the health, safety or security of the Council, its staff, systems, services or property or breached an individual’s Data Protection rights. If the information requested is covered by an exemption the Clerk to the Council will tell the applicant in writing why the Council has refused the request and quote the relevant exemptions. 

If the information requested is not disclosed, the applicant can ask the Information Commissioner to review the Council’s decision. The Information Commissioner’s Office is the Government department that overseas and enforces FOI. They can be contacted by the following link 

www.ico.gov.uk

Charges

We plan to make as much information available as possible without charging for it.

Free of charge on the website. For those without Internet access, a print out would be available from the Clerk who is responsible for the day to day operations. However multiple print outs or complete documents may attract a charge for cost of retrieval, photocopying and postage. 

We would let you know if a charge was involved at the time you make your request.

The Act only allows the Council to charge for answering Freedom of Information requests in the following circumstances:

Disbursement costs such as printing, photocopying and postage; and when estimated staff costs involved in locating and or compiling the information exceed £450. Under these circumstances, the Council can refuse the request on the grounds of cost, or charge the applicant £20 per hour, plus disbursements for the estimated work.

For the majority of requests, or a series of requests from the same applicant within a 12 month period, it is expected that the charge for locating and compiling information will be less than £450 and therefore, except for disbursement costs, no reimbursement can be sought. However, where costs are estimated to exceed £450 (based on an hourly charge-out rate of £20), the Council can decide to:

refuse the request; or

comply with the request and charge for allowable costs as prescribed in the regulations; or

comply with the request free of charge.

If the estimated cost of a request is more than £450, and it is decided to release the information and make a charge for the information then:

A fee notice will be sent to the applicant requesting the appropriate fee.

The request will not be answered until the fee has been received.

If the actual cost of completing the request is more than the estimate then the Council will incur the additional cost.

Where the cost is less than the estimated cost then the difference will be refunded to the applicant.

For disbursements costs, it is proposed that the Council will charge 10p per sheet for photocopying and printing documents, and recover the actual cost of postage or any other transmission costs from the applicant.

Complaints 

We would normally expect the Clerk to understand what information you have asked for and to tell you where you can find it. If the information you receive is not what you need, you should first contact the Clerk.

If the information you asked for is not available, the named officer will tell you why.

If you believe that we have dealt with your request fairly and cannot deal with it satisfactorily on an informal basis, you should follow our complaints procedure (copy available from the website)

If you have followed our complaint procedure and are still not happy with how we have dealt with your request, you may also contact the Information Commissioner to ask them to investigate the matter You can contact the Information Commissioners at Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF – phone 01625 545700 email: data@dataprotection.gov.uk 

 

 

GPC BANK RECONCILIATION 21-22

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDING 31 MARCH 2022

RECEIPTS

Precept£8,323.20 
CIL£3,829.87 
Other0 
VAT rebates£3,346.95 
net interest (on business reserve a/c)£0.70 
Gross income


PAYMENTS
 £15,500.72
Administration£100.09 
Salaries£2,698.32 
Pension£269.76 
S137 / Transport£0.00 
VAT payments£609.40 
Maintenance£785.00 
Lengthsman£817.37 
Other£4,510.53 this doesn’t include £3,000 moved to business reserve, see below)
Total payments£9,790.47
Excess of receipts over payments

BANK RECONCILIATION
£5,710.25
Balance b/fwd 1 April 2021£13,232.55

Gross Receipts current and reserves accounts (includes the £3,000 moved to the BR in 2017) £18,500.72

less total payments          £9,790.47

Cashbook Balance                                                                                                                       £21,942.80

Bank balance as at 31 March 2022      Current Acc                                             £15,034.14

Reserves Acc        £7,031.06

less unpresented cheques (992, 1149)               £122.40

Bank Account Balance         £21,942.80 as per cashbook balance

Responsible Financial Officer 

Fiona Clampin

Clerk Signature

 Chair         

Carol Hall

Chairman Signature

9th June 2022





GITTISHAM PARISH COUNCIL PAYMENTS OVER £100 1 APRIL 2021 TO 31 MARCH 2022

DATEPAYMENT – VendorPAYMENT – DescriptionPayment TypeITEMAMOUNT INC VATVAT
       
07.04.2021ClerkClerk’s salary & expensesClerk salary & expenses5£226.180
07.04.2021RosPAPlay area annual inspectionPlay area6£107.40£17.90
07.04.2021Devon Assoc of Local CouncilsAnnual membershipMemberships11£167.13£19.14
05.05.2021ClerkClerk salary & expensesClerk salary & expenses13£226.560
10.06.2021ClerkClerk salary Clerk salary18£224.86
10.06.2021Community FirstAnnual insurance policyPlay area & assets22£495.170
10.06.2021Alison MarshallAnnual auditGeneral admin23£1500
10.06.2021Len AbbottLengthsman workLengthsman24£1470
07.07.2021ClerkClerk salary & expensesClerk salary & expenses26£226.37
07.07.2021Websites AhoyHosting of website & maintenanceGeneral administration31£1950
04.08.2021ClerkClerk salary & expensesClerk salary & expenses34£243.510
04.08.2021Peter OrchardReimbursement of payment for replacement swing seatsPlay area36£666£111
04.08.2021Len AbbottLengthsman workLengthsman38£1190
07.09.2021ClerkClerk salaryClerk salary41£224.860
06.10.2021ClerkClerk salary & expensesClerk salary & expenses46£239.86
06.10.2021Len AbbottLengthsman workLengthsman49£1400
04.11.2021ClerkClerk salary & expensesClerk salary & expenses54£226.840
04.11.2021Len AbbottLengthsman workLengthsman57£2100
09.12.2021ClerkClerk salary & expensesClerk salary & expenses59£234.850
09.12.2021Community Heartbeat TrustDefibrillator maintenance subscriptionGeneral administration61£324£54
06.01.2022ClerkClerk salary & expensesClerk salary & expenses63£225.710
06.01.2022Community Heartbeat TrustDefibrillator (Hayne Farm)General administration65£2,088£348
06.01.2022Community Heartbeat TrustDefibrillator maintenance subscriptionGeneral administration66£162£27
06.01.2022Gittisham PCCParish gazette printing (2021)General administration70£2150
06.01.2022Arthur G Gallagher Ins.Public liability insurance (lengthsman)Lengthsman71£248.370
03.02.2022ClerkClerk salary & expensesClerk salary & expenses73£229.700
03.03.2022ClerkClerkClerk salary77£224.86

GITTISHAM PARISH COUNCIL RECEIPTS AND PAYMENT ACCOUNT FOR YEAR ENDED 31 MARCH 2022

RECEIPTS20212022
Precept£8,323.20 
VAT£749.17 2,597.78
Community Infrastructure Levy£3,829.87 
Interest on business reserve £0.70
TOTAL RECEIPTS£12,902.24£2,598.48
PAYMENTS20212022
Clerk’s salary£2,023.74£674.58
Clerk’s expenses£34.47£5.69
Clerk’s pension£172.44£67.44
HMRC / PAYE£0 
Parish room / village hall hire £60£20
Subscriptions£147.99 
Audit£150 
VAT incurred£226.40£383
Lengthsman£735£70
Lengthsman expenses£12.37£266.81
Maintenance£720£65
Donations S137£0 
Website & related£274.50£17.50
Defibrillator (Hayne Farm) £1,765
Defibrillator annual maintenance x2£270 £135
Insurance£495.17 
Insurance (lengthsman)£248.37
Gittisham Gazette printing £215
Other miscellaneous expenditure£764.31£55
TOTAL PAYMENTS£6,086.39£3,704.08
TOTAL PROFIT / LOSS FOR THE YEAR£6,815.85-£1,105.60
RECEIPTS AND PAYMENTS SUMMARY 
Balance b/f£13,232.55
Gross income and reserves£18,500.72
Less total payment£9,790.47
TOTAL£21,942.80
BANK BALANCES 31.03.2022 
Nat West Business Reserve£7,031.06
Nat West Current Account£15,034.14
Unpresented cheques£122.40
TOTAL£21,942.80