GITTISHAM FLOWER & PRODUCE SHOW SCHEDULE

To be held at the Parish Hall on Saturday 7th August 2021

Potato bucket weigh in at 3:15pm

The show will open at 2:30pm

Teas and raffle

Admission: Adults 50p; Children 5-16 years 10p

Entrance fee Sections A,B,C  10p:   Children’s entries free

Special potato class £1 – payable when your seed potato is collected

Sections A,B,C no prize money.   Section D prizes 1st = £1, 2nd = 50p, 3rd = 25p

McCann Junior Cup for most points by a competitor age 12-16 in Sections A,B,C

Awards for Best in Show in Sections A and B

The show is open to all residents of Gittisham parish, which includes Gittisham

Vale and Hayne Farm estate.  We also welcome entries from those who no longer live in the parish, those who actively support the parish, and those with close links to the parish.

Children must be aged 3-11 on Saturday 31st July 2021

Juniors must be age 12-16 on Saturday 31st July 2021

Children are welcome to enter Sections A,B,C upon paying the entry fee. •         All exhibits must have been made or grown by the exhibitor

  • Entries must be made in writing on the Entry form enclosed by marking X in the appropriate box on the form
  • Entry forms must be accompanied by the correct entrance fees.
  • Entries must reach Sarah and Len Abbott, 4 Church Mead, Gittisham EX14 3AH by Saturday 31st July 2021

NO ENTRIES WILL BE ACCEPTED AFTER THIS DATE

  • Only one exhibit per person per class
  • The decision of the judges will be final and binding
  • Entries will be received at the Parish Hall between 0900 and 1045 on show day, and must remain staged until after the presentation of prizes.
  • No exhibit should be named (including children’s exhibits)

SECTION “A” VEGETABLES

  1. 3 White potatoes
  2. 3 Coloured potatoes
  3. 1 Cabbage (any variety)
  4. 1 Lettuce (any variety)
  5. 5 Spring Onions
  6. 5 Onion sets
  7. 6 Shallots
  8. 6 Sprays of Parsley
  9. 3 Beetroot
  10. 3 Carrots (any variety)
  11. 6 Pods of Broad beans
  12. 6 Pods of Peas
  13. A pair of Cucumbers
  14. 5 Tomatoes
  15. 5 Cherry tomatoes
  16. 3 Courgettes under 6”
  17. 6 Runner beans
  18. 2 Parsnips
  19. 3 Sticks of Rhubarb
  20. 4 different culinary herbs (not parsley) in a jam jar
  21. The longest runner bean

SECTION “B” FLOWERS

Classes 24-28 to be presented in a clear glass jar (NOT A VASE)

  • Any foliage plant (pot not exceeding 8”)
  • 5 pansy heads floating in clear water in a clear glass bowl
  • 1 Spike Gladioli
  • 3 Dahlias
  • 6 Stems of Sweet peas
  • 4 stems of different cut flowers
  • 1 Specimen Rose
  • An arrangement of garden flowers not exceeding 16” or 40cm in any direction.

SECTION “C” HOMECRAFT

  • Cherry cake in a round 8” or 20cm tin – as attached recipe
  • 5 Cheese Scones
  • 5 Chelsea Buns
  • Jar of Strawberry Jam
  • Jar of chutney (any variety)
  • A close up photo of a single flower (photo not exceeding 6”x8”)
  • A handmade knitted or crocheted garment
  • Homemade Child’s Toy
  • A Homemade Birthday Card
  • MEN ONLY – A Dundee Cake (recipe attached)

SPECIAL CLASS: Potatoes in a bucket – potatoes can be collected from Sue and David Fallows, Parkers East, Gittisham 01404

850922 on or after 1st April 2021

SECTION “D” CHILDREN’S CLASSES

Up to 6 years

  • A Painting or Drawing of a cat
  • A Decorated Hard-boiled Hens Egg
  • 4 Chocolate Crispy Cakes

6  – 11 years

  • A Photo of a Tree (max photo size 6”x8”)
  • A Garden on a Dinner Plate
  • A Gingerbread Family of Four

Cherry Cake

175 gm (6 oz) Self-Raising Flour                                     3 Large Eggs

175 gm (6 oz) Butter                                                         Pinch of Salt

175 gm (6 oz) Castor Sugar                                      Few Drops Vanilla Essence

110 gm (4 oz) Ground Almonds                                     A Little Milk to Mix

225 gm (8 oz) Glace Cherries

Cream butter and sugar, add the dry ingredients with the eggs and sufficient milk to make a medium soft consistency.  Add chopped cherries.

Cook in a 20 cm (8 inch) round tin at 160o C (Conventional) for 90 minutes.

Allow to cool in the tin for 30 minutes before turning out.

Rich Dundee Cake 110g (4oz) self raising flour.                            

3 Eggs beaten

175g (6oz) unsalted butter softened        Pinch salt.

110g {4oz) plain flour.                                      1tbsp milk

450g (1lb) mixed dried fruit                               1 tsp mixed spice.

175g (6oz) soft light brown sugar                 25g(1oz) blanched whole almonds

  1. Preheat oven to fan 160o C, conventional 180o C gas 4.
  2. Grease and line the base of a deep 20cm (8in) cake tin with baking parchment.
  3. Sift the flours, salt and mixed spice into a bowl and set aside.
  4. Using an electric whisk, cream sugar and butter together until light and fluffy.
  5. Gradually add the beaten eggs and milk with a little of the flour after each addition.
  6. Whisk in the remainder of the flour until all the ingredients are combined, and then stir in the dried fruit.
  7. Pour the mixture into the tin and level the surface 8     Decorate the surface of the cake with almonds.
  8. Bake for 1 hour, and then reduce oven temperature to fan 130o C conventional 150o C, gas 2. Bake for a further hour.
  9. Cool on a wire rack.

Gittisham Flower & Produce Show

Saturday 7th August 2021 ENTRY FORM

Please place an X in the square showing the number of class(es) you intend to enter.

When completed please return this Entry Form, with the correct Entry Fees, as shown on the schedule to:  Sarah and Len Abbott, 4 Church Mead, Gittisham EX14 3AH  on or before Saturday 31st July 2021

No entries will be accepted after this date

Each entrant must complete a separate entry form

Please do not name any exhibit – even the children’s

12345678910
11121314151617181920
21222324252627282930
31323334353637383940
4142434445     

Entrant’s name………………………………………………………………………

Address………………………………………………………………………………….

Total entry fee enclosed………………………….

Or, if child, state child’s age………………………

Additional entry forms available, if required, from Sue Fallows, Parkers East,

Gittisham, EX14 3AS     01404 850922 or sfsuefallows@gmail.com

GPC-BANK-RECONCILIATION-17-18

GITTISHAM PARISH COUNCIL  
INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDING 31 MARCH 2018
INCOME  
Precept7997 
CTG163 
VAT (15-16)155.99 
Other1581.83 
net interest (on business reserve a/c)1.8 
Gross income 9899.62
EXPENDITURE  
Administration110.55 
Salaries2485.16 
S1370 
VAT payments132.23 
Maintenance740.25 
Lengthsman1976.61 
Other3269.69this doesn’t include £3,000 moved to business reserve, see below)
Total expenditure 8714.49
Excess of income over expenditure 1185.13
BANK RECONCILIATION  
Balance b/fwd 1 April 2017 13,511.39
Gross Income current and reserves accounts (includes the £3,000 moved12899.62
less total expenditure 8714.49
Cashbook Balance 17,696.52
Bank balance as at 31 March 2017Current Acc10,691.84
 Reserves Acc7,004.68
  Bank Account Balance   17,696.52
    Fiona Clampin     D Fallows
Responsible Financial OfficerChairman
9th May 2018 

GPC-explanationof-variances-2017-18

Explanation of variances 

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 22016/17 £2017/18 £Variance £Variance %Detailed explanation of variance (with amounts £)
Box 2 Precept or Rates and Levies    76307997-367-4.8     
Box 3 Total other receipts      29641903106135.7RECEIPTS DECREASED AS TAX REBATE NOT CLAIMED IN TAX YEAR 17-18      
Box 4 Staff costs         2457    2485-28-1.13   
Box 5 Loan interest/ capital repayments      NIL    NIL    NIL    NIL     
Box 6 All other payments      6167    6229-621     
Box 9 Total fixed assets & long term investments & assets15,585  15,58500     
Box 10 Total borrowings      NILNILNILNIL     
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:        

</div>

GPC-exercise of public rights 2017-18 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:

  • 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; 
  • the Annual Governance Statement (i.e.
    • the Certificate of Exemption (i.e. Page 3 of the AGAR Part 2); and 
    Section 1 of the AGAR Part 2); and

(b) a statement that sets out—

  • the period for the exercise of public rights;
    • details of the manner in which notice should be given of an intention to inspect the accounting records and other documents;
    • the name and address of the local auditor;
    • 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
    1. 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 4 June – Friday 13 July 2018. (The latest possible dates that comply with the statutory requirements are Monday 2 July – Friday 10 August 2018); and 
    1. 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 2018

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

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

NOTICENOTES
    Date of announcement_Friday 29 June 2018____________________(a)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 2018, these documents will be available on reasonable notice by application to:   (b)  _Fiona Clampin, Clerk to Gittisham Parish Council, Garlands, Gittisham,         Devon      EX14     3AJ     clerk@gittisham.eastdevon.gov.uk      01404      851442                _______________________________________________________                _______________________________________________________   commencing on (c) __Monday 2 July 2018 _______________________      and ending on (d) ___Friday 10 August 2018 ________________________    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.   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) 1 Westferry Circus Canary Wharf London E14 4HD (sba@pkf-littlejohn.com)   This announcement is made by (e) _Fiona Clampin    Insert date of placing of the notice which must be not less than 1 day before the date in (c) below                     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   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   The inspection period between (c) and (d) must be 30 working days inclusive and must include the first 10 working days of July.                                               Insert name and position of person placing the notice – this person must be the responsible financial officer for the
(clerk)________________________________  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 2-13 July 2018 for 2017/18 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 pubic 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  If you wish to contact your authority’s appointed external auditor please write to the address in
guide to your rights are available from the NAO website.paragraph 4 of the Notice of Public Rights and Publication of Unaudited Annual Governance & Accountability Return.  

GPC-all-payments-above-£100-2017-18

DATE

PAYMENT – Vendor

PAYMENT – Description

Payment Type

ITEM

AMOUNT

INC VAT

VAT

 

 

 

 

 

 

 

05.04.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

8

£166.00

0

05.04.2017

Devon Assoc of Local Councils

Annual membership

Memberships

10

£118.23

£15.23

03.05.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

16

£166.41

0

03.05.2017

Community First

Annual insurance policy

Play area

18

£345.55

0

13.06.2017

Clerk

Clerk salary & expenses

Clerk salary & expenses

27

£185.94

0

13.06.2017

Len Abbott

Lengthsman work

Lengthsman

29

£114.75

0

13.06.2017

Clerk

Clerk salary 

Clerk salary 

31

£165.85

0

02.08.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

34

£174.44

0

02.08.2017

Len Abbott

Lengthsman work

Lengthsman

38

£255.00

0

02.08.2017

Len Abbott

Lengthsman work

Lengthsman

40

£102.00

0

06.09.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

46

£170.01

0

06.09.2017

Len Abbott

Lengthsman work

Lengthsman

50

£216.75

0

02.10.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

53

£166.21

0

02.10.2017

Clerk

Clerk salary 

Clerk salary 

55

£165.85

0

02.10.2017

Community Heartbeat Trust

Defibrillator

General administration

56

£1,775.00

0

02.10.2017

Len Abbott

Lengthsman work

Lengthsman

58

£210.38

0

15.11.2017

Len Abbott

Lengthsman work

Lengthsman

63

£102.00

0

06.12.2017

Clerk

Clerk salary & expenses 

Clerk salary & expenses

66

£179.80

0

03.01.2018

Clerk

Clerk salary 

Clerk salary

69

£165.85

0

03.01.2018

Gittisham PCC

Parish gazette printing

General administration

70

£180.00

0

13.02.2018

Clerk

Clerk salary & expenses 

Clerk salary & expenses

75

£197.91

0

13.02.2018

Arthur G Gallagher Ins.

Public liability insurance (lengthsman)

Lengthsman

78

£218.81

0

13.02.2018

Creative Solutions Ltd

Vale noticeboard

General administration

79

£605.68

£100.95

07.03.2018

Clerk

Clerk salary 

Clerk salary

81

£165.85

0

 

 

Certificate of Exemption – AGAR 2018/19 Part 2

Certificate of Exemption – AGAR 2018/19 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 2019, 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 2019 and a completed Certificate of Exemption is submitted no later than 30 June 2019 notifying the external auditor.

Gittisham Parish Council

certifies that during the financial year 2018/19, 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

£16,055

£13,635

Total annual gross income for the authority 2018/19:

Total annual gross expenditure for the authority 2018/19:

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 2014

    In relation to the preceding financial year (2018/19), 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 2019.  By signing this certificate you are also confirming that you are aware of this requirement.

Signed by the Responsible Financial Officer, Fiona Clampin Clerk Signature                                       Date: 08/05/2019

                                                                                                

 

 

Signed by Chairman, Russel Hayman Chairman Signature                                                         Date: 08/05/2019

                                                                    

 

                                                                                                        

Generic email address of Authority                                                                                                      Telephone number

clerk@gittisham.eastdevon.gov.uk

 

01404 85144

*Published web address

www.gittisham.org.uk

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 2019. Reminder letters incur a charge of £40 +VAT

Annual Internal Audit Report 2018/19

Gittisham Parish Council

www.gittisham.org.uk

During the financial year ended 31 March 2019, 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 2018/19 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.

 

 

Y(Not used)

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 2019/20, it met the exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance review of its 2017/18  AGAR tick “not covered”)

Y

 

 

L. During summer 2018 this authority has correctly provided the proper opportunity for the exercise of public rights in accordance with the requirements of account and audit regulations.

 

 

 Y (N/A)

 

M. (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).

H. Asset Register not in order- Being updated Currently

* Website does not comply with transparency code- Being Addressed

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

16/05/19                                                                                          Alison Marshall

                                                                                                                        

Date                                                                                                         Signature of person who carried out the internal audit

 

16/05/19

Auditor Signature

 

 

*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 2018/19

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 2019, 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.

Yes

No

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.

 

 

Y

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

This Annual Governance Statement is approved by this Authority and recorded as minute reference:

Signed by Chairman and Clerk of the meeting where approval is given

19/19

Dated:    08/05/2019

Chairman: Russel Hayman

Chairman Signature

 

 

Clerk Fiona Clampin

 

Clerk Signature

 

 

                                                            

Section 2 – Accounting Statements 2018/19 for

Gittisham Parish Council

 

Year ending

Notes and guidance

31 March

2018

£

31 March

2019

£

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

16,512

17,698

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

7,997

8,016

Total amount of precept (or for IDBs rates and levies) received or receivable in the year. Exclude any grants received.

3. (+) Total other receipts

1,903

8,039

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

2,485

2,583

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

NIL

NIL

Total expenditure or payments of capital and interest made during the year on the authority’s borrowings (if any).

6.  (-) All other payments

6,229

11,052

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

17,698

20,118

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

17,698

20,118

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

15,585

15,585

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

NIL

NIL

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 2019 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

Fiona Clampin

Clerk Signature

 

Date 12/06/2019

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

12/06/2019

 

as recorded in minute reference:

43/19

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

Russel Hayman

Chairman Signature

Gittisham Parish Plan 2010

 

                 

Written and produced in 2010 by Gittisham Parish Council, with acknowledgement and thanks to Carol Hall and her team, who produced the 2005 draft.

 

Gittisham Parish Council

David Fallows (Chair and Parish Plan Working Group)

Russell Hayman (Vice-Chair and Parish Plan Working Group)

Sara Trumper (Parish Plan Working Group)

Gary Anderton

Rita Bennett

Edward Underdown

Maggie Walker

Philip Higginson (Clerk)


Introduction

This plan is a profile of our parish and an analysis of our current and future needs and desires. It was produced from research conducted by the Parish Council in the Winter of 2009-10, together with an earlier survey carried out in 2005. By collecting the views of parishioners in a questionnaire and analysing the results, we have come up with a number of actions that, if implemented, will make Gittisham an even better place to live. The survey, and the plan, takes account of the differing nature of the two main settlement areas in the Parish: the Village and its surrounding small clusters of dwellings, and Gittisham Vale, a 1980’s development contiguous with Honiton.

 

The plan was formally adopted by Gittisham Parish Council at its meeting in July 2010.

It will influence local government (parish council, East Devon District Council and Devon County Council) – for example, through supplementary planning guidance which gives the parish a bigger say in how it wants the village and surrounding areas to develop.

 

We hope that it will help to attract funding for projects that the parishioners support.

 

And it will provide information for residents, visitors and prospective residents.

 

We would like to thank all of those who helped us produce the final report and of course everyone who completed a questionnaire.

 

***

 

Within the questionnaire, there were opportunities for respondents to describe what they liked and didn’t like about the parish by choosing options or by entering free text in spaces provided. It is a combination of statistics and the many comments received that forms the basis of this report and actions outlined.

 

                 

The Survey

We received 122 forms covering a total of 260 respondents. The response rate was 47% for the proportion of households and nearly 45% for the population as a whole. The responses were divided fairly equally between the Village and the Vale.

 

The majority of households are small with 48% of respondents having two members in the household and 31% only one person. Households in the Vale tended to be smaller than those in the Village with 54% consisting of two people and 32% of one person.

 

The age profile of respondents was high with over 43% of all respondents aged 65 years or over. In the Village 15% were under the age of 16 and 24% over 65 whereas in the Vale there were 2% under 16 and 60% over 65. These figures are consistent with those of the 2001 census.

 

The population appears fairly static with fewer than 10% of respondents reporting that a household member had moved away in the last 5 years and an overwhelming 88% stating that they had no intention of moving within the next 5 years.

 

What were the best things about the parish?

 

       The countryside which provides recreational activities and contributes to the beauty of the area.

 

       The community spirit and the events that it brings about.

 

       The Location: it is well situated in the country with good road rail links. There is also an active regional airport.

 

What were the worst things about the parish?

 

       Lack of maintenance of roads and verges.

 

       A lack of facilities i.e. shop and/or cafe etc. within the village.

 

       The concern that the increase of second homes will eventually lead to the loss of the community that makes the parish so special.

 

 

                 

The Parish

Most of the area of Gittisham Parish is situated within the East Devon Area of Outstanding Natural Beauty. The Village itself contains a large conservation area, described in the East Devon District Council appraisal of 1999 as:

 

       Gittisham Conservation Area, which was first designated in 1982, comprises almost the whole of the village apart from Pomeroy House and Lodge to the north, and the avenue of trees leading to Combe House Hotel to the southeast. This is part of the extensive park and gardens surrounding the hotel which is included in the Register of Parks and Gardens of special historic interest in England.

 

       The village has a near perfect setting in a slight hollow fed by a stream, and surrounded by largely pastoral countryside set against the wooded backdrop of Gittisham Hill (240m) and parkland setting of Combe House Hotel to the south and east.

 

       Within the existing conservation area are some 43 individually listed buildings giving 27 separate list entries.

 

There is also a large area of lowland heath, known as Gittisham Common, in the South East of the parish. This is maintained as a wildlife conservation area by the Combe Estate with help from funding by Natural England. Much of the land in the parish is owned by the Estate, which until recently owned most of the properties in the village as well.

 

In the early 1980s an area of agricultural land to the East of the parish at its border with Honiton was developed into residential properties, marketed under the brand of Gittisham Vale.

 

The Heath Park industrial estate is partly in the Parish, Combe House Hotel and a sawmill and timber retail outlet at Iron Bridge also provide employment opportunities. There is further employment on the farms and the Combe Estate has a small work-force. There is a Caravan Club site at Putts Corner, in the South-East corner of the parish. The site has room for 117 pitches and is very popular and also provides some employment. A farm shop operates in Hayne Lane and there are several craftspeople working in the Parish, including a blacksmith, a sculptor and an organ restorer. A well known artist has a studio at Town Farm buildings.

 

To the West by the River Otter is part of Bloody Meadow, the site of the battle of Fenny Bridges where, in 1549, Cornishmen protesting the introduction of Cranmer’s Prayer Book were halted in their march on London. A commemorative stone marks the field.

 

                 

Survey Findings

The majority of respondents appreciated the appearance of the parish and the countryside. The peace and quiet and quality of life were frequently mentioned, as was the location.

 

The vast majority of respondents want the village to retain its present character and develop as a balanced community. The responses indicated broad agreement that there should be some additional housing in the parish, but not in the area around the Vale. The Parish Council feels that there may be a case for the conversion of some of the dwellings in the Vale to sheltered housing to cater for the inevitable consequences of the aging population.

 

Housing development elsewhere should be strictly limited in number and directed to the provision of more affordable housing for local people to use as their main home. There was a strong agreement that any development must enhance the environment.

 

The survey was carried out in the middle of the coldest winter for more than 20 years. Ice on roads and pavements lingered for many days and there were complaints about the lack of gritting down the spine road in the Vale and in the access lanes to the village. There was also a lot of damage done to the lanes with many pot-holes persisting into early Summer. It was no surprise that the service with the worst ratings was the maintenance of roads, verges and gutters. However, most of the other services were rated as adequate or good by over 80% of the respondents. The postal service and recycling were particularly appreciated.

 

Some properties in the Village have been flooded in the recent past, indeed 12 of the 50 Village respondents reported properties affected by flooding. Much of this has resulted from exceptional downpours producing run-off unable to get into watercourses.

 

Respondents felt that the footpaths and bridleways are accessible. There were mixed views on the necessity for a Parish dog warden with more respondents agreeing in the Vale and disagreeing in the Village.

 

Actions:

       Continue to prioritise a sustainable natural and built environment to maintain the quality of life of the residents and the natural diversity of the Parish landscape.

       Support any initiatives to provide some sheltered accommodation for the Vale, without additional use of green-field sites.

       Support strictly limited housing development on brown-field sites elsewhere in the Parish and under strict planning and residency constraints.

       Continue to press Devon County to maintain the roads to acceptable standards and grit main access roads and bus routes in severe weather.

       Seek funding and agency support for small-scale measures to prevent flooding from field run-off.

       Publicise the availability of the East Devon District Council dog warden service.

 

                 

Employment

Nearly 60% of the population reported in the survey are not employed: of these threequarters are retired. Only one is seeking employment. Of the employed, 40% are selfemployed. 52% work at home, in the parish or within 5 miles. Occupational categories are mixed, with over half of respondents indicating that they are in managerial or professional occupations.

 

Respondents broadly agreed that there should be more opportunities for employment within the parish and that the council should seek to enhance tourism. There was less support for tourist accommodation or for small-scale light industry, with many respondents having some reservations about these.

 

Actions:

    Support initiatives to provide further sustainable employment consistent with the parish environment.

                 

Environmental Issues

The survey asked for views about alternative energy. Most respondents did not support the installation of wind turbines, though the provision of turbines on the high ground of the Common was not put to the question. There was, however, broad support for solar cell energy generation.

 

Respondents were broadly against further communication masts being constructed, and most would support the placement underground of power and telegraph cables.

 

Actions:

    Support initiatives to provide further sustainable ‘green’ energy supplies consistent with the parish environment.

                 

Recreation and Community Facilities

The parish is small in population, and most facilities are located in Honiton and Ottery St Mary, both within 5 miles of the Village centre. There is a mediaeval Parish Church and a Village Hall. Both of these buildings are attractive, maintained in good condition and highly valued by the community. Apart from the Combe House Hotel, there are no licensed premises or eateries.

 

The Village has a playing field, including a play area. This land is owned by the Combe Estate, with the Parish Council owning the play equipment. The Council wishes to have a greater degree of security of tenure over the playing field, to enable it to enhance the facility and secure the amenity for the future. There are attractive open spaces within the Village which are owned and maintained by the Combe Estate.

 

What the Survey found

The use made of the Church and Hall varied between respondents in the Vale and the Village: many residents of the Vale never use either, whereas many in the Village often do.

The other geographically separated facilities were similarly different in their usage patterns.

 

There was strong support (86%) for the Parish Council to secure the ownership of the playing field and nearly as many respondents would support a project to upgrade the play area. Nearly all were happy with the maintenance of the open spaces and nearly 70% would support the Parish Council taking over responsibility for these areas.

 

Many felt that the playing field area could be enhanced to the benefit of the whole community; there was a call for some adult exercise and recreational facilities to be provided as well as more for the children.

 

40% of the respondents thought that Village signage could be improved. There was a call for a sign at the boundary of Gittisham Vale and Honiton on Old Elm Road.

 

Most respondents felt that Gittisham is a lovely place to live with some problems but is for the most part superior to many areas in the UK.

 

Actions:

       Complete an agreement with Combe Estate for a long lease on the Playing Field.

 

       Re-grade and Re-grass the playing field area.

 

       Upgrade children’s play equipment and consider more facilities for adults.

 

       Consider a new sign in the Vale and explore the replacement of the damaged sign on Honiton Lane.

 

 

 

                 

Communications

The local free newspaper is delivered to all. The church newsletter, the Gittisham Gazette is delivered in the village and to other members of the congregation who live in the Vale. The Parish Council owns two notice boards that serve the two communities. A web-site was set up a few years ago, but it needs refreshing and enhancing, and possibly a change of the supplier. The BT telephone box in the Village is listed, but the service has been discontinued through lack of usage. The Parish Council has bought the box from BT and is maintaining it as a feature of the Village centre. The police have extended their neighbourhood watch scheme to a community messaging service: forms were distributed to the households with the questionnaires.

 

What the Survey Found

 

The Midweek Herald is the printed media that was most read by respondents. Many in the Village, and some in the Vale, read the Gittisham Gazette. Parish notice-boards were consulted on occasion. The majority (75%) felt that the Parish should have an active website, but most did not want actively to contribute to it. 60% of the respondents had not heard of the police community messaging service.

 

Actions:

       Improve the Parish web-site service.

 

       Continue to support the Gittisham Gazette.

 

       Continue to publicise community messaging.

                 

Housing and other development

Since the development of the Gittisham Vale there has only been one (net) new residential building in the Parish. The light industrial estate at Heath Park extends from Honiton over the Parish boundary and plots there have been developed, thus providing employment opportunities. The redundant farm buildings at Iron Bridge on the A30 have been converted to a saw-mill and timber outlet, and a Nursery has opened on the link road. Hayne Farm has also opened a farm shop, which has been welcomed by the community, though it is nearly two miles form the Village Centre.

 

What the survey found:

Over 80% of respondents were against any extension of Heath Park or Gittisham Vale to the West of Hayne Lane. Many of those expressed strong disagreement.

 

Respondents were split in their view that the supply of housing is adequate for the community: the Vale agreed, but there was, generally, disagreement with the statement amongst Village respondents. Respondents felt that there should be more affordable housing for local people and there was a broad agreement that there should be more housing available for rent. They also felt that uses should be found for redundant buildings and there was a strong agreement that any new houses must be designed to enhance their surroundings.

 

Actions:

       Support new housing that is strictly limited in number and directed to the provision of more affordable and/or rented accommodation for local people to use as their main home.

 

       Any development must enhance the environment.

 

       Explore possible future provision of sheltered housing in Gittisham Vale.

 

       Continue to oppose any extension of Gittisham Vale or Heathfield West of Hayne Lane.

                 

Health

The health services are based in both Honiton and Ottery-St-Mary. Both have General Practice surgeries and GP hospitals, a primary health care team and dental surgeries. The services provided by the nearer hospital, at Honiton, are more comprehensive and include a 24 hour accident and emergency facility and a maternity unit.

 

The East Devon Primary Care Trust was amalgamated with other trusts to form the Devon PCT in October 2006. This amalgamation has been the cause of some concern locally with worries that the previous high level of service could be compromised, particularly for mental health and maternity care. The shortage of NHS dental care was highlighted as an issue in the 2005 survey. In 2010 there were 6 NHS dentists with places available within 12-15 miles, one of which is in Ottery-St Mary.

 

Action:

           Continue to monitor services and liaise with appropriate authorities.

                 

Education

The only education provision in the Parish is the Little Treasures play group. This has operated since 2004 from the Village Hall, which was upgraded and made more suitable nearly ten years ago. Children of primary school age in the Village are in the catchment area of Feniton CE Primary School and those of secondary age of The King’s School in Ottery-St-Mary. In the Vale the primary school is Littletown School and the secondary is Honiton Community College. Manor House School provided independent education for school-aged children, but was forced to close for economic reasons in 2010. FE College provision is available at Exeter and Tiverton with some specialist provision in Honiton.

 

The schools are very popular and have gained high grades in Ofsted inspections. Feniton was graded as outstanding; Littletown as good and improving; Honiton Community College as good, and improving rapidly; and the King’s School as good with outstanding features. Little Treasures was also inspected and considered satisfactory.

 

What the survey found

Respondents were happy with the quality of education and with the resources available for learning there.

 

                 

Fund-Raising

We realised that some of the projects identified in the survey will need funding, and we asked respondents about their preferences.

 

What the survey found

There was strong general support for the idea of community events to raise funds and for making funding applications to charities and other funding bodies. Respondents were less keen on using the Parish Precept to fund projects. The view around a small rise was very balanced, with a three-way split between support, reservations and disagreement. A once-only larger rise had less support.

 

Action:

           Consider a range of funding opportunities for the playing field projects.

 

                 

Actions

Overall Actions

       Continue to prioritise a sustainable natural and built environment to maintain the quality of life of the residents and the natural diversity of the Parish landscape.

 

       Support any initiatives to provide some sheltered accommodation for the Vale, without additional use of green-field sites.

 

       Support strictly limited housing development on brown-field sites elsewhere in the Parish and under strict planning and residency constraints.

 

       Continue to press Devon County to maintain the roads to acceptable standards and grit main access roads and bus routes in severe weather.

 

       Seek funding and agency support for small-scale measures to prevent flooding from field run-off.

 

       Publicise the availability of the East Devon District Council dog warden service.

 

Specific Actions

 

Employment

    Support initiatives to provide further sustainable employment consistent with the parish environment.

 

Other Environmental Issues

    Support initiatives to provide further sustainable ‘green’ energy supplies consistent with the parish environment.

 

Recreation and Community Facilities

       Complete an agreement with Combe Estate for a long lease on the Playing Field.

       Re-grade and Re-grass the playing field area.

       Upgrade children’s play equipment and consider more facilities for adults.

       Consider a new sign in the Vale and explore the replacement of the damaged sign on Honiton Lane.

 

Communications

       Improve the Parish web-site service.

       Continue to support the Gittisham Gazette      Continue to publicise community messaging.

 

                 

Housing and other development

       Support new housing that is strictly limited in number and directed to the provision of more affordable and/or rented accommodation for local people to use as their main home.

       Any development must enhance the environment.

       Explore possible future provision of sheltered housing in Gittisham Vale.

       Continue to oppose any extension of Gittisham Vale or Heathfield West of Hayne Lane.

 

Health

       Continue to monitor services and liaise with appropriate authorities.

 

Fund-Raising

       Consider a range of funding opportunities for the playing field projects.

                 

Map of the Parish

Map of ParishThe alt text for this image is the same as the title. In most cases, that means that the alt attribute has been automatically provided from the image file name.

 

GPC-Annual-Return-Governance-Statement-2017/18

Certificate of Exemption – AGAR 2017/18 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 2018, 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 2018 and a completed Certificate of Exemption is submitted no later than 30 June 2018 notifying the external auditor.

Gittisham Parish Council

certifies that during the financial year 2017/18, 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

£9899.62

£8714.49

Total annual gross income for the authority 2017/18:

Total annual gross expenditure for the authority 2017/18:

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 2014

    In relation to the preceding financial year (2016/17), 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 2018.  By signing this certificate you are also confirming that you are aware of this requirement.

Signed by the Responsible Financial Officer, Fiona Clampin                                        Date: 09/05/2018

Clerk Signature                                                                                               

 

 

Signed by Chairman, David Fallows                                                             Date: 09/05/2018

Chairman Signature                                                                   

 

                                                                                                        

 

Generic email address of Authority                                                   Telephone number

clerk@gittisham.eastdevon.gov.uk

 

01404 85144

*Published web address

www.gittisham.org.uk

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 2018. Reminder letters incur a charge of £40 +VAT

Annual Internal Audit Report 2017/18

Gittisham Parish Council

www.gittisham.org.uk

During the financial year ended 31 March 2018, 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 2017/18 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.

 

 

Y(Not used)

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. (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

24/05/18                                                                                          Alison Marshall

                                                                                                                        

Date                                                                                                         Signature of person who carried out the internal audit

 

24/05/18

Auditor Signature

 

 

*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 2017/18

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 2018, 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.

Yes

No

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.

 

 

Y

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

This Annual Governance Statement is approved by this Authority and recorded as minute reference:

Signed by Chairman and Clerk of the meeting where approval is given

16/18

Dated:    09/05/2018

Chairman: David Fallows

Chairman Signature

 

 

Clerk Fiona Clampin

Clerk Signature

 

 

 

                                                            

Section 2 – Accounting Statements 2017/18 for

Gittisham Parish Council

 

Year ending

Notes and guidance

31 March

2018

£

31 March

2018

£

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

14,542

16,512

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

7,630

7,997

Total amount of precept (or for IDBs rates and levies) received or receivable in the year. Exclude any grants received.

3. (+) Total other receipts

2,964

1,903

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

2,457

2,485

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

NIL

NIL

Total expenditure or payments of capital and interest made during the year on the authority’s borrowings (if any).

6.  (-) All other payments

6,167

6,229

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

16,512

17,698

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

16,512

17,698

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

15,585

15,585

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

NIL

NIL

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 2018 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

Fiona Clampin

Clerk Signature 

 

 

Date 09/05/2018

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

09/05/2018

 

as recorded in minute reference:

17/18

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

David Fallows

Chairman Signature

GPC-BANK-RECONCILIATION-18-19

GITTISHAM PARISH COUNCIL

INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDING 31 MARCH 2019

INCOME

Precept

£8,016.50

 

CTG

£143.50

 

VAT (16-17)

£120.59

 

Other

£5,607.19

 

Play

£2,160.00

 

net interest (on business reserve a/c)

£8.67

 

Gross income

EXPENDITURE

 

16056.45

Administration

26.66

 

Salaries

2433.05

 

Pension

123.09

 

S137

£100.00

 

VAT payments

748.06

 

Maintenance

776.23

 

Lengthsman

1141.4

 

Other

8286.29 this doesn’t include £3,000 moved to business reserve, see below)

 

Total expenditure

13634.78

Excess of income over expenditure

BANK RECONCILIATION

2421.67

Balance b/fwd 1 April 2018

14,696.52

Gross Income current and reserves accounts (includes the £3,000 moved 19056.45 less total expenditure           13634.78

Cashbook Balance                                                                                                                20,118.19

Bank balance as at 31 March 2019      Current Acc                                       13,259.84

Reserves Acc        7,013.35 less unpresented cheques (919)         155.00

Bank Account Balance                                                                                                         20,118.19

 

Fiona Clampin

name

 

Responsible Financial Officer

8th May 2019

Chairman

Russell Hayman

 

GPC-explanation-of-variances-2018-19

Explanation of variances 

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

2017/18 £

2018/19 £

Variance £

Variance %

Detailed explanation of variance (with amounts £)

Box 2

Precept or

Rates and

Levies

 

 

7997

8016

19

0.23

 

n/a

 

Box 3

Total other

receipts

 

 

 

1903

8039

6136

322.4

Receipt of CIL money £2,100.93; receipt of HMRC tax rebate

£1,154.76 (not claimed in 2017/18); receipt of DCC Locality Budget grant £2,000; receipt of Parishes

Together grant £1,586.50

Box 4

Staff costs 

 

 

 

 

2485

2583

 

 

98

 

 

n/a

 

Box 5 Loan

interest/ capital

repayments

 

 

 

NIL

 

 

NIL

 

 

NIL

 

 

NIL

 

 

n/a

 

Box 6

All other

payments

 

 

 

6229

11052

 

 

4823

77.4

DCC locality budget grant spent improving play area facilities (swings). Parishes Together grant spent on defibrillator in Gittisham

Vale; tax rebate for clerk

 

 

Box 9

Total fixed assets & long term investments & assets

15,585

14,803

 

782

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:

 

£7,013.35 Contingency & depreciation 

£2,100.93 CIL funds 

£1,000 S137 donations