2023-09 Parish Council agenda 7th September 2023

1 September 2023 by Fiona

GITTISHAM PARISH COUNCIL

Ms Fiona Clampin

Clerk to the Council

Garlands

Gittisham

Honiton

EX14 3AJ

01404 851442

1st September 2023

Members of Gittisham Parish Council

You are hereby summoned to attend the September Parish Council Meeting to be held in Gittisham Parish Room on Thursday 7th September 2023 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.

To accept and approve apologies
To confirm the Minutes of the meeting held on 6th July 2023
To receive the Beat Manager’s report
To receive declarations of interest
To consider actions from last meeting not otherwise on the agenda
To receive reports from County Council and District Council representatives
To consider the following planning applications:

a) 23/1207/LBC – The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns

b) 23/1206/FUL – The Lodge Gittisham EX14 3AD – Demolition of internal wall, removal of roof to existing extension, construction of new extension with parapet and roof lanterns

c) 23/1631/MFUL Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD – development of 17no commercial units

d) 23/1632/MOUT Coastguard Road Ltd Devonshire Road Heathpark Industrial Estate Honiton EX14 1SD – outline application for class B2, B8 and E(g)(iii) development within two sites (Phase 2A and 2B) comprising total floor space of 4,000 sq.m. (all matters reserved)

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 climate change measures within the parish, including proposals for rewilding land off Old Elm Road (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 updating the parish emergency plan (Cllr Orchard)
To consider purchasing a dog waste bin and long term collection (Cllr Orchard)
To consider the creation of a footpath linking Hayne Farm with Gittisham village (all)
To consider the purchase of an electric car charger (all)
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)

To receive a report from the Chair
To consider the casual vacancy in Gittisham Vale
To consider updating the financial regulations
To approve the September payments and to note the current bank balance:

F Clampin £235.83 clerk’s salary

Len Abbott lengthsman work (inc bus shelter), £tbc

Len Abbott expenses £tbc

Michael Poll play area grass cutting £65 (inv. 10252)

Michael Poll play area grass cutting £65 (inv. 102xx)

NEST (clerk’s pension) £24.82

Clerk’s report
For information only; items for the forward agenda
To consider any late entry correspondence
To note the date of the next two meetings, Thursday 5th October and Thursday 2nd November 2023 at 7.30pm.

F J Clampin – Clerk

2023-07 Parish Council meeting minutes 6th July 2023

19 July 2023 by Fiona

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr M Walker, Cllr D Valentine, Cllr A Rowe

Vale ward: Cllr P Orchard

In attendance: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), Justin Lascelles (Combe Estate), Fiona Clampin (clerk)

Apologies for absence: Cllr J Twist (Vice Chair), PCSO Darren England

Before the meeting, Justin Lascelles spoke regarding the premises licence for Combe Farm Shop and Café. Mr Lascelles explained that the farm shop and café had been holding the occasional evening event, where food and alcohol were served. To do so, Combe Estate had applied for a temporary premises licence, but had been advised that if they wanted to hold regular events they should apply for a permanent licence.

48/23 To accept and approve apologies

Apologies were received and accepted.

49/23 To confirm the minutes of the meeting held on 1st June 2023

The minutes of the meeting held on 1st June 2023 were confirmed and signed by the Chair.

50/23 To receive the Beat Manager’s Report

April 2023: no reported crimes.

51/23 To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 14 (minute ref. 60/23), as they are members of the village fete committee.

52/23 To consider actions from the last meeting not otherwise on the agenda

The clerk said that Royal Mail had refused the application for a new postbox at Hayne Farm.

53/23 Reports from County Council and District Council representatives

Cllr Twiss reported that cheap toys could contain harmful chemicals. He said this subject comes up all too often as people seek out best value when shopping. Consumers across the region are being urged to ensure that the toys they buy display the UKCA mark, or the European CE equivalent on the packaging, following concerns that the cost-of-living crisis is driving people to buy cheaper but potentially dangerous products.

The warning, from the Heart of the South West Trading Standards Service which covers Devon, Plymouth, Somerset and Torbay, follows toy testing by national partners the Chartered Institute of Trading Standards (CTSI). Despite UK legislation to protect the public, recent testing on a toy bow-and-arrow set revealed that the product contained 100 times the legal limit of phthalates; while a fashion doll set was 300 times over the legal limit. Phthalates are plastic-softening chemicals that are used to make plastic more durable. The use of certain phthalates is tightly restricted in toys across Europe and toy products must contain no more than 0.1 per cent.

Restricted phthalates are carcinogenic and can cause reproductive problems and can affect child growth and neuro-development. Pregnant women are vulnerable, as are young children, who are prone to putting things in their mouths. Other items that failed safety tests include a desktop fan heater with a counterfeit fuse and inadequate safety guards, and an adaptor plug on a set of children’s LED lights. The latter was found to have no breakdown isolation between the input and output, which is a fire hazard.

CTSI’s product safety campaign sought to explore the link between the cost-of-living crisis and whether consumers were being forced to buy cheaper products, and if that was putting consumers at risk from substandard and unsafe goods. They visited local high streets and found that the top products shoppers are seeking to save money on are ‘phone chargers, toys, hair straighteners, washing machines, toasters and kettles.

Overwhelming majority of councils want hybrid meeting powers

Cllr Twiss explained that a new survey by the Local Government Association has found that there is still overwhelming support for councils to be allowed to use virtual options for council meetings. As it stands, legislation says voting must take place in person. Ninety-five per cent supported the return of powers to councils to decide for themselves whether or not to use virtual and hybrid technologies for council meetings. In addition, one in 10 councils had had a councillor voluntarily step down because of the in-person meeting requirement and nine in 10 councils said they have disabled councillors who would use virtual attendance as a way to attend. The majority also said they have councillors who would use virtual attendance to manage clashes with work, childcare and other care commitments.

DIY waste collection

Cllr Twiss said that while outwardly looking like good news, the Government stating their intention to stop councils charging for DIY waste at Household Waste Recycling Centres like Sutton Barton will come at a price. DCC introduced charges for some DIY waste in 2011, in response to swingeing cuts to local council funding. The Government’s decision will mean that DCC will lose around £1 million income, money used to maintain the comprehensive service across all of 19 Household Waste Recycling Centres in the county. If the plans go ahead and stop councils charging for DIY waste, it will make it harder for DCC to maintain the Household Waste Recycling Centres service as it is, and could mean it will consider reducing opening hours.

Highways

Cllr Twiss circulated several documents outlining the county council’s current position on road maintenance. These documents explain that due to the financial position of the local authority, decline of some roads is unavoidable in future. The service has developed a sliding scale of maintenance strategies ranging from ‘improved condition’ through to ‘safety only’. For example, unclassified roads fall under the approach of safety and routine maintenance only. This will result in uneven surfaces, where the carriageway has “multiple localised repairs and defects of a non-safety nature.” Roads such as these will only be suitable for use by farm vehicles or similar.

New wave of skills boot camps launched

A £3 million investment in skills across Devon and Cornwall has been announced with the launch of the latest wave of Train4Tomorrow Skills Bootcamps https://www.train4tomorrow.org.uk/ More than 50 boot camps are now recruiting learners with more than 1,000 places available, and demand continues to grow for the training provided through this successful scheme. Courses are open to adults aged 19 or over who are looking to improve their skills and employability. For those seeking new employment, a guaranteed interview is offered. Courses DCC are delivering (in partnership with Cornwall Council) offer a range of fully-funded training courses of up to 16 weeks across a variety of sectors: digital, technical, construction, green skills, healthcare, hospitality and professional services. The latest Skills Boot camps being provided include: modern construction methods, regenerative farming, data analyst, digital skills for the workplace, cloud computing, digital marketing, marine engineering, welding, civils and groundworks, electrical vehicles, retrofit, floating offshore renewables, clinical pathways, long-term health conditions, project management, coaching and mentoring, hospitality management and many more.

Broadband

Cllr Twiss said he wanted to reassure members that Jurassic would be tying together agreed routes, settling payments in the schedule and then it would be ready to go with the roll-out. Justin Lascelles said the estate had issued Jurassic with information on the underground structure to get the process moving, as the estate does not wish to see any new overhead poles erected.

Justin Lascelles left the meeting.

Cllr Bruce pledged to contact EDDC about the jubilee oak which has died, as he had heard of similar problems in other parishes. He also promised to enquire when the river dredging scheduled for April would be taking place. Cllr Walker said there was some confusion among residents over the proposed access to Church Mead bridge, and Cllr Bruce said he would seek clarification from EDDC.

Cllr Valentine expressed his disappointment over the content of the latest discussions he’d attended on EDDC’s Local Plan. There will be a planning strategy meeting on 21^st July.

Cllrs Bruce & Twiss left the meeting.

54/23 To consider the following planning applications:

23/1199/MFUL Land at Weston Park Devonshire Road Heathpark Industrial Estate – construction of new industrial units (Use Class B2)
23/1221/FUL Shermans Farm EX14 3AU – roofing over silage clamp 1
23/1222/FUL Shermans Farm EX14 3AU – proposed roofing over silage clamp 2

Parish councillors resolved to have no objections to a), b) or c).

55/23 To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Councillors understood the reason to have an alcohol licence for on-site sales at such events as outlined by Justin Lascelles, but objected to the proposed licence terms which would allow for off-site alcohol sales during extended opening hours until 11pm. It’s understood that restricting a licence to on-site sales only is possible. EDDC’s Licensing & Enforcement sub-committee will discuss the licence at a hearing on 12th July.

56/23 To receive reports from councillors on areas of responsibility and actions since the last meeting:

To note the latest planning decision notices

23/0436/FUL – Proposed storage building for timber Blamphayne Sawmill EX14 3AN – Approval.

To receive an update on Highways

There was no update to report.

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

There was no update to report.

To receive an update on public transport

Cllr Orchard reported that after a period with no books in the Vale bus shelter, a small stack had crept in on 2nd July.

To consider climate change measures within the parish, including proposals for rewilding land in the parish

Cllr Rowe said EDDC had requested parish council help with tree planting along the strip of land that backs onto Ferndale Close later this year.

To consider parish council support for scam awareness and security

There was no update to report.

To consider limited residential development in the parish

Cllr Valentine explained that the project’s preferred housing association partner, the East Boro Housing Trust (EBHT), is still assessing the scheme for viability before deciding whether or not to become involved. The loss of the previous HA has had further knock-on effects and the solicitor has decided to stand down.

To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

To consider purchasing a dog waste bin and long term collection

The clerk said she was waiting for up to date figures for a standard waste bin and collection from EDDC.

ACTION: Clerk to chase up information.

To consider the creation of a footpath linking Hayne Farm with Gittisham village

Members discussed the path, and the Chair said it would be necessary to present a formal proposal.

To consider the refurbishment and maintenance of the village play area

Cllr Walker said someone had stolen the black sacks and hand sanitiser stored in the bin. Members heard that the new goal post had been well received, and no issues raised about noise.

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

Members chose forest green for the bus shelter redecoration.

ACTION: Len Abbott to be reimbursed for paint.

57/23 To receive a report from the Chair

The Chair said there was nothing to report this month.

58/23 To consider the casual vacancy in Gittisham Vale

The clerk reported that she had been in touch with EDDC to see if they needed to set the ball rolling.

59/23 To approve the July payments and to note the current bank balance

F Clampin £24?? Clerk’s salary & expenses (travel)

Michael Poll £65 Grass cutting (inv. ref. 10232)

Michael Poll £65 Grass cutting (inv. ref. 10238)

Michael Poll £65 x2 Grass cutting July 2023 (inv. ref. tbc)

Redlynch Leisure £3,079 (+VAT) net for table tennis table

F Clampin £235.? Clerk’s salary (August)

Gittisham Fete £500 fete start-up costs

DD NEST £24.82 Clerk’s pension (July)

DD NEST £24.82 Clerk’s pension (August)

Members were informed that the current bank balance stands at £16,810.33 (which includes approximately £7,000 in the business reserve account).

Cllrs Walker & Rowe left the meeting.

60/23 To consider parish council support for the village fete

Members heard that 500 publicity leaflets had been printed for distribution.

Cllrs Walker & Rowe returned to the meeting.

61/23 To consider decorating and / or refurbishing the parish bus shelters

CF minute ref. 56/23 l.

62/23 Clerk’s Report

ACTION: Clerk to write to Jurassic Fibre, inviting them to a parish council meeting.

63/23 For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm, financial regulations.

64/23 To consider any late entry correspondence

None.

65/23 Date of next two meetings

Thursday 7th September and Thursday 5th October 2023 at 7.30pm.

There being no further business, the meeting closed at 2105 hrs.

Chair…………………………………….

7th September 2023

2023-07 Parish Council agenda 6th July 2023

1 July 202330 June 2023 by Fiona

GITTISHAM PARISH COUNCIL

Ms Fiona Clampin

Clerk to the Council

Garlands

Gittisham

Honiton

EX14 3AJ

01404 851442

30th June 2023

Members of Gittisham Parish Council

You are hereby summoned to attend the July Parish Council Meeting to be held in Gittisham Parish Room on Thursday 6th July 2023 commencing at 7.30pm to discuss items on the Agenda and to make resolutions as appropriate.

To accept and approve apologies
To confirm the Minutes of the meeting held on 1st June 2023
To receive the Beat Manager’s report
To receive declarations of interest
To consider actions from last meeting not otherwise on the agenda
To receive reports from County Council and District Council representatives
To consider the following planning applications:

a) 23/1199/MFUL – Land at Weston Park Devonshire Road Heathpark Industrial Estate – Construction of new industrial units (Use Class B2)

b) 23/1221/FUL Shermans Farm Gittisham EX14 3AU Roofing over silage clamp 1

c) 23/1222/FUL Shermans Farm Gittisham EX14 3AU Proposed roofing over silage clamp 2

To consider the following licensing application:

Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

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 climate change measures within the parish, including proposals for rewilding land off Old Elm Road (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 updating the parish emergency plan (Cllr Orchard)
To consider purchasing a dog waste bin and long term collection (Cllr Orchard)
To consider the creation of a footpath linking Hayne Farm with Gittisham village (all)
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)

To receive a report from the Chair
To consider the casual vacancy in Gittisham Vale
To approve the July payments and to note the current bank balance:

F Clampin £235.83 clerk’s salary & travel expenses (card, audit) £4.50

Len Abbott lengthsman work, £tbc

Len Abbott expenses £tbc

Michael Poll play area grass cutting £65 (inv. 10232)

Michael Poll play area grass cutting £65 (inv. 10238)

Michael Poll play area grass cutting July tbc £65 x 2

Redlynch Leisure £3,079 + VAT for table tennis table

Gittisham Fete £500 Start-up costs

F Clampin £235.83 (August salary)

NEST (clerk’s pension) £24.82 (July)

NEST (clerk’s pension) £24.82 (August)

To consider Parish Council support for the village fete
To consider decorating and / or refurbishing the parish council’s bus shelters
Clerk’s report
For information only; items for the forward agenda
To consider any late entry correspondence
To note the date of the next two meetings, Thursday 7th September and Thursday 5th August 2023 at 7.30pm.

F J Clampin – Clerk

2023-06 Parish Council meeting minutes 1st June 2023

5 July 20237 June 2023 by Fiona

Held in Gittisham Parish Room

Present:

Village ward: Cllr C Hall (Chair), Cllr M Walker, Cllr D Valentine, Cllr A Rowe

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

In attendance: Faye Cross (Airband), two members of the public, Fiona Clampin (clerk)

Apologies for absence: Cllr Alasdair Bruce (EDDC), Cllr Phil Twiss (DCC), PCSO Darren England

24/23 To accept and approve apologies

Apologies were received and accepted.

25/23 To confirm the minutes of the meeting held on 11th May 2023

The minutes of the meeting held on 11th May 2023 were confirmed and signed by the Chair.

26/23 To receive the Beat Manager’s Report

March 2023: no reported crimes.

27/23 To receive declarations of interest

Cllrs Rowe & Walker declared an interest in agenda item 19 (minute ref. 42/23), as they are members of the village fete committee.

28/23 To consider actions from the last meeting not otherwise on the agenda

Members approved Cllr Valentine’s suggestion that he attend EDDC’s Local Plan webinar on 15^th June, where the district council is expected to discuss the draft Local Plan in the context of the government’s Levelling Up bill which is making its way through parliament.

Cllr Walker explained that EDDC staff and contractors had visited Church Mead on 31^st May to meet residents and assess the state of the bridge. A pedestrian footbridge will be installed with disabled access, and the existing bridge will be dismantled while repairs take place. Residents and visitors will have to park elsewhere during this period, which is expected to last approximately one month. EDDC has approached households in Church Mead regarding garage rental.

29/23 Reports from County Council and District Council representatives

Cllrs Bruce and Twist did not send a report this month.

30/23 To receive a presentation from Airband

Faye Cross, one of Airband’s Community Liaison Officers, explained that the company is joining forces with Connecting Devon and Somerset to bring superfast broadband to previously excluded communities. The company plans to install new infrastructure, which would likely include poles. The aim is to complete this work in Gittisham by the end of 2024. Members welcomed the proposals, but felt the timescale might be too ambitious based on previous experience, combined with the challenges presented by the village setting, AONB, listed buildings and land owner negotiations. Ms Cross agreed to send the clerk the plans for her to circulate to members.

Faye Cross left the meeting.

31/23 To consider the following planning applications:

23/1056/FUL Unit B Weston Park Devonshire Road Heathpark Industrial Estate – installation of vents and flues on north, west and east elevations, removal of window on north elevation
23/1009/FUL Landscores Cottage EX14 3AU Single storey extension to dwelling and general purpose agricultural barn
c) 23/0110/LBC Charlies Cottage 1 Beaumont Cottages EX14 3AG – Replace all windows to match existing with slim line double glazing; gas central heating; Install underfloor heating system to the entire ground floor; Block up doorway on north elevation; New window on north elevation to kitchen.; New internal doorway between dining room and created bedroom/office.; New window on east elevation to create bedroom/office; new conservation roof window to the new bedroom/office on east elevation; Open up the fireplace for an investigation, reinstate fireplace. Radiators at first floor.

Parish councillors had no objections to a), b) or c). Regarding c), they expressed support for the commitment in the application to mitigating the effects of climate change through the proposed installation of double glazing and underfloor heating.

32/23 To consider the following licensing application:

a) Combe Farm Shop, Hayne Farm, Gittisham, Honiton, EX14 3PD Ref.055816

Premises Licence Application to include

Premises Open Hours requested

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Activities – Times requested

Supply of alcohol for consumption On and Off the Premises

Monday to Saturday 09:00 to 23:00

Sunday 09:00 to 20:00

Members resolved to object to the application. They expressed serious reservations about the application, considering it an inappropriate location for a number of reasons, including access, lack of lighting, impact on adjoining residential properties, crime and disorder, and an increase in traffic and pedestrian movements (especially in the vicinity of Hayne Lane).

33/23 To consider the impact of the Truck Festival, May 2023

Members discussed the significant failures in organisation, contingency planning and traffic management for this event, and the lack of awareness beyond a licensing application of a large event in the parish. Roads surrounding the site and in Honiton were gridlocked for hours. The clerk agreed to contact EDDC with these comments, and to request that were the event to be reproduced in the parish, it needs proper traffic management and parking. And this needs to be the same for any future events at that site.

34/23 To receive reports from councillors on areas of responsibility and actions since the last meeting:

To note the latest planning decision notices

23/0462/FUL – Gittisham Farm Gittisham EX14 3AX – Construction of an earth banked slurry lagoon. Approval with conditions.

To receive an update on Highways

Cllr Orchard reported that DCC received 57 applications for 20 mph zones across the county. Six are being taken forward. DCC said average speed, the number of vulnerable road users in an area, speed-related collision history, and the level of support for a 20mph scheme were all factors it considered when allocating new schemes. Other factors include the presence of an active Community Speed Watch and the community’s deprivation index ranking.

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

There was no update to report.

To receive an update on public transport

Cllr Orchard explained that a new bus route X30 has been introduced by Stagecoach – Seaton to Honiton, then express to Exeter both ways. Journey time to Exeter 40 minutes from Job Centre at:

07:40 10:45 16:05

And Beggars Lane 3 minutes later. Full timetable: https://bustimes.org/services/x30-seaton-honiton-exeter

The £2 fare cap has been extended to the end of October.2023, and Cllr Orchard was pleased to report that no books had been deposited in the Vale bus shelter all month.

To consider climate change measures within the parish, including proposals for rewilding land in the parish

Cllr Rowe said EDDC had scarified and sown wildflower seeds at the bottom of Old Elm Road, with further plans to start tree planting along the strip of land that backs onto Ferndale Close later this year. EDDC has leafleted neighbouring properties to inform them. Members thanked Cllr Rowe for his work, especially as it fulfilled one of the parish council’s commitments towards mitigating the effects of climate change.

To consider parish council support for scam awareness and security

Cllr Twist reported that there are cold callers going round park homes in East Devon, to ask if people are interested in purchasing insulation. There has also been a rise in the online impersonation of brands. The advice is to type the address of a website you wish to use, rather than choose from a search engine.

To consider limited residential development in the parish

Cllr Valentine said there was nothing further to report.

To consider updating the parish emergency plan

Cllr Orchard agreed to convene all parties listed in the plan to make sure they were well informed of responsibilities before the onset of winter.

To consider purchasing a dog waste bin and long term collection

Members agreed the increased precept would allow for the purchase of a standard waste bin to be installed near the turning circle on Old Elm Road.

ACTION: Clerk to check 2023-24 prices for bin and collection.

To consider the creation of a footpath linking Hayne Farm with Gittisham village

To be discussed at the July meeting.

To consider the refurbishment and maintenance of the village play area

Cllr Walker said she would speak to the lengthsman about the items that need addressing in the annual play area safety inspection. Members resolved to purchase the net that goes with the goal post. Cllr Orchard reported that the jubilee oak tree was not doing too well, and it was agreed that Cllr Rowe should move the memorial sign away from the ailing tree.

ACTION: Clerk to ask Cllr Bruce for a new jubilee oak tree to be installed.

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

There was no update on this.

35/23 To receive a report from the Chair

The Chair said there was nothing to report this month.

36/23 To approve the June payments and to note the current bank balance

F Clampin £239.13 Clerk’s salary & expenses (card)

Michael Poll £65 Grass cutting (inv. ref. 10220)

Michael Poll £65 Grass cutting (inv. ref. 10228)

Fitness Sports £59.76 (inc. VAT) net for goal

Bluechip Payroll £145 annual internal audit

Gittisham Parish Hall £498.54 Coronation party expenses

DD NEST £24.82 Clerk’s pension

Members were informed that the current bank balance stands at £21,963.56 (which includes approximately £7,000 in the business reserve account).

37/23 To receive and note the annual internal audit report

Members noted the annual internal audit report.

ACTION: Clerk to send the lengthsman a copy of the insurance policy.

38/23 To approve the annual governance statement 2022-23

Members resolved to approve the annual governance statement 2022-23.

39/23 To approve the 2022-23 accounting statements

Members resolved to adopt the 2022-23 accounts. Prior to the meeting, the clerk circulated the accounting statements. The parish council ended the financial year on 31st March 2023 with a balance of £21,934.64 (inc. £7,061.99 in business reserve, with £30.93 interest accumulated this year). There is VAT to be recovered of £414.76.

40/23 To consider the criteria for meeting exemption from the annual limited assurance review 2022-23, and approve the exemption certificate

Members agreed the criteria had been met, ie that during the financial year 2022-23 the higher of the parish council’s gross income or gross annual expenditure for the year did not exceed £25,000.

41/23 To set and approve the period for the exercise of public rights 2022-23

Members approved the period for the exercise of public rights to extend from 3^rd July to 11^th August 2023.

Cllrs Walker & Rowe left the meeting.

42/23 To consider parish council support for the village fete

The Chair outlined the breakdown of start-up costs to support the village fete:

Leaflets £100

Town band £90

Revamping signs £100

Fencing, gazebos & PA for dog show £100

Initial food costs £110

Members resolved to approve the expenditure.

Cllrs Walker & Rowe returned to the meeting.

43/23 To consider decorating and / or refurbishing the parish bus shelters

Members thanked Len Abbott for agreeing to carry out this work.

44/23 Clerk’s Report

Members heard that Cllr Valentine had taken on responsibility for the village defibrillator checks.

ACTION: Clerk to contact CHT to include Cllr Valentine on the online check system.

Members agreed the parish council would not meet in August 2023, unless there was a large planning application to consider.

45/23 For information only; items for the forward agenda

Councillor vacancy; footpath at Hayne Farm.

46/23 To consider any late entry correspondence

None.

47/23 Date of next two meetings

Thursday 6th July and Thursday 7th September 2023 at 7.30pm.

There being no further business, the meeting closed at 2125 hrs.

Chair…………………………………….

6th July 2023

GITTISHAM PARISH COUNCIL RECEIPTS AND PAYMENT ACCOUNT FOR YEAR ENDED 31 MARCH 2023

4 June 2023 by Fiona

RECEIPTS	2022	2023
Precept	£8,323.20	£0
VAT	£0	£0
Community Infrastructure Levy	£0	£566.85
DCC Locality Budget	£279	£0
Grants	£0	£2,142.45
Other	£125.40
Interest on business reserve		£30.93
TOTAL RECEIPTS	£8,727.60	£2,740.23

PAYMENTS	2022	2023
Clerk’s salary	£2,101.58	£686.22
Clerk’s expenses	£53.69	£3.38
Clerk’s pension	£205.36	£68.58
HMRC / PAYE	£0
Parish room / village hall hire	£92.50	£0
Subscriptions	£171	£40
Audit	£150
VAT incurred	£385.93	£28.83
Lengthsman	£628.75	£0
Lengthsman expenses	£53.76	£0
Maintenance	£1,340	£65
Donations S137	£0	£400
Website & related	£79.50	£0
Defibrillator (Hayne Farm)	£0	£0
Defibrillator annual maintenance x2	£270	£135
Insurance	£420.44	£0
Insurance (lengthsman)	£0	£275.54
Gittisham Gazette printing	£0	£0
Other miscellaneous expenditure	£2,775.40	£1,045.53
TOTAL PAYMENTS	£8,727.91	£2,748.08

TOTAL PROFIT / LOSS FOR THE YEAR

-£0.31

-£7.85

RECEIPTS AND PAYMENTS SUMMARY
Balance b/f	£18,942.80
Gross income and reserves	£14,467.83
Less total payment	£11,475.99
TOTAL	£21,934.64

BANK BALANCES 31.03.2023
Nat West Business Reserve	£7,061.99
Nat West Current Account	£14,872.65
Unpresented cheques	£0
TOTAL	£21,934.64

GITTISHAM PARISH COUNCIL PAYMENTS OVER £100 1 APRIL 2022 TO 31 MARCH 2023

7 September 20234 June 2023 by Fiona

DATE	PAYMENT – Vendor	PAYMENT – Description	Payment Type	ITEM	AMOUNT INC VAT	VAT

07.04.2022	Clerk	Clerk’s salary & expenses	Clerk salary & expenses	6	£226.86	0
07.04.2022	Devon Assoc of Local Councils	Annual membership	Memberships	7	£193.32	£22.32
12.05.2022	Clerk	Clerk’s salary & expenses	Clerk’s salary & expenses	15	£231.73	0
12.05.2022	RosPA	Play area annual inspection	Play area	16	£109.20	£18.20
12.05.2022	Community First	Annual insurance policy	Play area & assets	20	£420.44	0
12.05.2022	Fiona Clampin	Reimbursement for solar lights	Assets	22	£139.98	0
12.05.2022	Carol Hall	Reimbursement for jubilee party costs	General administration	24	£442.74	0
09.06.2022	Clerk	Clerk salary & expenses	Clerk salary & expenses	26	£231.73
09.06.2022	Janet Twist	Reimbursement for printing of Hayne Farm defib info leaflet	General administration	28	£171	0
09.06.2022	Alison Marshall	Annual audit	General admin	35	£150	0
05.07.2022	Clerk	Clerk salary & expenses	Clerk salary & expenses	38	£230.10	0
05.07.2022	Honiton Glass	Repair of telephone box panes	General administration	41	£143.16	£23.86
05.07.2022	Clerk	Clerk salary	Clerk salary	45	£228.74	0
05.07.2022	Len Abbott	Lengthsman work	Lengthsman	46	£159.50	0
05.07.2022	Gittisham Parish Hall	Hire of village hall for weekly community kitchen	General administration	48	£250	0
16.08.2022	Michael Poll	Repair to play area fence	Maintenance	51	£560	0
01.09.2022	Clerk	Clerk salary	Clerk salary	52	£228.74	0
01.09.2022	Len Abbott	Lengthsman work	Lengthsman	54	£224.75	0
06.10.2022	Clerk	Clerk salary	Clerk salary	60	£228.74	0
15.11.2022	Community Heartbeat Trust	Defibrillator maintenance subscription	General administration	66	£324	£54
15.11.2022	Clerk	Clerk salary	Clerk salary	67	£228.74	0
01.12.2022	Clerk	Clerk salary	Clerk salary	69	£228.74	0
01.12.2022	Peter Orchard	Reimbursement for printing of EDDC Local Plan info leaflet	General administration	72	£125	0
01.12.2022	Sara Trumper	Reimbursement for Gittisham Community Kitchen food costs & sundries	General administration	74	£218.20	0
01.12.2022	Noticeboard Company	3 x notice boards for bus shelters	General administration / assets	75	£1,010.68	0
01.12.2022	Noticeboard Company	3 x notice boards for bus shelters VAT portion	General administration / assets	76	£0	£202.17
05.01.2023	Clerk	Clerk salary & expenses	Clerk salary & expenses	79	£229.42	0
05.01.2023	Sara Trumper	Reimbursement for Gittisham Community Kitchen food costs & sundries	General administration	80	£215.24	0
05.01.2023	Gittisham Parish Hall	Purchase of comfy chairs	General administration	82	£150	0
05.01.2023	Len Abbott	Lengthsman work	Lengthsman	83	£116	0
02.02.2023	Clerk	Clerk salary & expenses	Clerk salary & expenses	90	£231.44	0
02.02.2023	Sara Trumper	Reimbursement for Gittisham Community Kitchen food costs & sundries	General administration	91	£187.69	0
02.02.2023	Community Heartbeat Trust	Defibrillator (Hayne Farm) maintenance subscription	General administration	92	£162	£27
02.02.2023	Arthur G Gallagher Ins.	Public liability insurance (lengthsman)	Lengthsman	93	£275.54	0
02.03.2023	Clerk	Clerk salary	Clerk salary	97	£228.74	0
02.03.2023	Sara Trumper	Reimbursement for Gittisham Community Kitchen food costs & sundries	General administration	98	£199.82	0

Notice of public rights 2022-23 – exempt authorities

4 June 20232 June 2023 by Fiona

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:

the approved Sections 1 and 2 of Part 2 of the AGAR; and
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 5 June – Friday 14 July 2023. (The latest possible dates that comply with the statutory requirements are Monday 3 July – Friday 11 August 2023); and
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 2023

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

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

NOTICE

NOTES

1. Date of announcement_2nd July 2023____________________________(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 2023, 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: commencing on (c) __Monday 3 July 2023 _______________________ and ending on (d) ___Friday 11 August 2023 ________________________ 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 () 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 3-14 July 2023 for 2022/23 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.

Explanation of variances 2022-23

2 June 2023 by Fiona

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 2	2021/22 £	2022/23 £	Variance £	Variance %	Detailed explanation of variance (with amounts £)
Box 2 Precept or Rates and Levies	8323	8,323	0	0	n/a
Box 3 Total other receipts	7,178	3,145	4,033	56.2	CIL receipts in the year 2021/22 were much higher, and VAT for two consecutive years was reclaimed. No VAT claim was carried out in 2022/23 but this is pending.
Box 4 Staff costs	2,969	3,062	-93	-3.1	n/a
Box 5 Loan interest/ capital repayments	NIL	NIL	NIL	NIL	n/a
Box 6 All other payments	6,822	8,414	-1,592	-23.33	In 2022/23 GPC paid for large items such as noticeboards, repairs to the play area and contributed towards a major new venture in the parish, the Community Kitchen.
Box 9 Total fixed assets & long term investments & assets	28,862	30,308	-1,446	-5	n/a
Box 10 Total borrowings	NIL	NIL	NIL	NIL	n/a
Explanation for ‘high’ reserves	Box 7 is more than twice Box 2 because the authority held the following breakdown of reserves at the year end: £7,061.99 Contingency £5,769.39 CIL

RECEIPTS AND PAYMENTS ACCOUNT FOR THE YEAR ENDING 31 MARCH 2023

2 June 2023 by Fiona

RECEIPTS

Precept	£8,323.20
CIL	£566.85
Other	£2,546.85
VAT rebates	£3,346.95
net interest (on business reserve a/c)	£30.93
Gross receipts PAYMENTS		£11,467.83
Administration	£57.07
Salaries	£2,787.80
Pension	£273.94
S137 / Transport	£400.00
VAT payments	£414.76
Maintenance	£1,405.00
Lengthsman	£726.01
Other	£5,411.41 this doesn’t include £3,000 moved to business reserve, see below)
Total payments	£11,475.99
Excess of receipts over payments BANK RECONCILIATION	£-8.16
Balance b/fwd 1 April 2022	£18,942.80

Gross Receipts current and reserves accounts (includes the £3,000 moved to the BR in 2017) £14,467.83

less total payments £11,475.99

Cashbook Balance £21,932.64

Bank balance as at 31 March 2023 Current Acc £14,872.65

Reserves Acc £7,061.99

less unpresented cheques £0.00

Bank Account Balance £21,932.64 as per cashbook balance

Responsible Financial Officer

Fiona Clampin

Chair

Carol Hall

1st June 2023

Certificate of Exemption – AGAR 2022/23 Part 2

2 June 2023 by Fiona

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 2023, 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 2023 and a completed Certificate of Exemption is submitted no later than 30 June 2023 notifying the external auditor.

Gittisham Parish Council

certifies that during the financial year 2022/23, 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 2022/23: £11,468

Total annual gross expenditure for the authority 2022/23: £11,476

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 2019
In relation to the preceding financial year (2021/22), 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 2023. 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 2023. Reminder letters incur a charge of £40 +VAT

Annual Internal Audit Report 2022/23

Signed by the Responsible Financial Officer

Date 01/06/2023

Signed by Chairman

Date 01/06/2023

I confirm that this Certificate of Exemption was approved by this authority on this date: 01/06/2023

as recorded in minute reference: 40/23

Generic email address of Authority:

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 2023, 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 2022/23 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 objective	Yes	No*	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 2021/22, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2021/22 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 (2021-22) 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 2021/22 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.	Yes	No	Not 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

24/05/2023 – 26/05/2023

Trudie Jenkins

Signature of person who carried out the internal audit

Date

26/05/2023

*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 2022/23

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 2023, that:

Agreed
	Yes	No	‘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/A	has 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:

01/06/2023

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

Chairman

Clerk

and recorded as minute reference: 38/23

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.	Yes	No

www.gittisham.org.uk

Section 2 – Accounting Statements 2022/23 for

Gittisham Parish Council

	Year ending	Notes and guidance
31 March 2022 £	31 March 2023 £	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 forward	16,233	21,943	Total 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 Levies	8,323	8,323	Total amount of precept (or for IDBs rates and levies) received or receivable in the year. Exclude any grants received.
3. (+) Total other receipts	7,178	3,145	Total income or receipts as recorded in the cashbook less the precept or rates/levies received (line 2). Include any grants received.
4. (-) Staff costs	2,969	3,062	Total 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 repayments	0	0	Total expenditure or payments of capital and interest made during the year on the authority’s borrowings (if any).
6. (-) All other payments	6,822	8,414	Total expenditure or payments as recorded in the cashbook less staff costs (line 4) and loan interest/capital repayments (line 5).
7. (=) Balances carried forward	21,943	21,935	Total 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 investments	21,943	21,935	The 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 assets	28,862	30,308	The 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 borrowings	0	0	The 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)	Yes	No	The Council as a body corporate acts as sole trustee for and is responsible for managing Trust funds or assets.
	N	N.B. The figures in the accounting statements above do not include any Trust transactions.

I certify that for the year ended 31 March 2023 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:

Date 01/06/2023

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

01/06/2023

as recorded in minute reference: 39/23

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