AGENDA
You are summoned to a Meeting of the
COUNCIL
to be held at 8.00 p.m.
on
Tuesday 16
th
June 2020
Via zoom,
South Woodham Ferrers.
Local residents are welcome to attend this meeting. At the meeting, your
elected Councillors will take decisions affecting YOU, the Community and the
Town. At the beginning of the meeting there is an opportunity for you to make
representations, answer questions and give evidence in respect of items within
the remit of the Town Council and not delegated to a committee. The public may
participate for up to 15 minutes for this purpose. If you have any queries,
please telephone the Town Clerk on 01245 321817. Please join us.
If you wish to view the meeting please contact the Town Clerk on 01245 321817 by 12
noon on 15
th
June 2020 for the Zoom meeting ID
Karen Hawkes BSc (Hons)
South Woodham Ferrers Town Clerk
10
th
June 2020
Any member who is unable to attend the meeting should send their apologies and reason to the
Town Clerk prior to the meeting.
1
2
1.
Apologies for Absence
To RECEIVE and ACCEPT any apologies for absence.
2.
Dispensation considerations
To consider any dispensations, as required. Standing Order 12. Dispensation
requests shall be in writing and submitted to the Town Clerk as soon as
possible before the meeting, or failing that, at the start of the meeting for
which the dispensation is required.
3.
Declarations of Interest
Any Member declaring an interest is asked to state whether this is a pecuniary
or non-pecuniary interest. Clarification, if required, can be sought prior to the
meeting with the Chairman or the Town Clerk.
4.
Confirmation of Minutes
To APPROVE the minutes of the Council meeting held on 12
th
May 2020 as a
true record of the meeting, these will be signed at a later date due to social
distancing measurers.
5.
Public Questions
In accordance with Standing Order 3.e to allow up to 15 minutes for members
of the public to make representations, answer questions and give evidence in
respect of any item within the remit of the Town Council and not delegated to a
committee. At the close of this item members of the public will no longer be
permitted to address the Council; Members with pecuniary interests will also
not be permitted to speak, address the Council on those interests and must
leave the meeting when the item in relation to their interest is being discussed.
6.
Casual Vacancies
Councillors to consider the application attached to the agenda for co option.
6.1 1 Collingwood Ward Application to consider
7.
Election of Co-opted member to Council Committees / Sub
Committees and working parties for 2020/2021
7.1
Environment and Open Spaces Committee
7.2
Leisure and Community Committee
7.3
Planning Committee
7.4
7.5
Neighbourhood Plan Committee
Masterplan Committee
7.6
Community Resilience Team
8.
Reports from Committee and Working Party Chairman
8.1
Environment and Open Spaces Committee
No meeting held since last Council meeting.
8.2
Leisure and Community Committee
A meeting was held on 26th May 2020.
8.3
Planning Committee
A meeting was held on 26
th
May 2020.
8.4
Policy and Resources Committee
8.5
A meeting was held on 9
th
June 2020.
Masterplan Committee
No Committee meetings have been held, although verbal update to be
provided by Masterplan Chairman Councillor OBrien
2
3
8.6
Neighbourhood Plan Committee
A meeting was held on 2
nd
June 2020
9.
10.
Annual Report from the Health and Social Care Group
To receive the Annual Report from the South Woodham Ferrers Health and
Social Care Group, Chairman Peter Blackman available to answer pre-
submitted questions.
Neighbourhood Plan
As agreed at the Neighbourhood Plan meeting on the 2
nd
July, please find
attached the tracked changes South Woodham Ferrers Neighbourhood Plan.
Once approved by Council this can be submitted to Chelmsford City Council,
Chelmsford City Council will carry out a further consultation and an external
examiner will be appointed to test the soundness of the plan.
11.
Internal Audit Report
To note the internal audit was completed on Monday 8
th
June, report attached.
This document has been reviewed and agreed by the Policy and Resource
Committee on 9
th
June 2020. AGAR Internal Audit report also attached
12.
Annual Governance Statement
12.1 To approve Section 1 of the Annual Return Annual Governance
Statement 2019/2020 as recommended by Policy and Resource Committee,
this has also been verified by Internal Auditor, see attached.
12.2 Council to approve the Chairman and Town Clerk to sign and date Section
1 of the Annual Return, due to social distancing measurers signature will take
place outside of a meeting.
12.3 To approve the Income and Expenditure and Balance Sheet for the
financial year 2019/2020
12.4 To approve Section 2 Accounting Statement 2019/20 as circulated with
the agenda, recommended for approval at Policy and Resources on 9
th
June
2020
12.5 To approve the Chairman to sign the document after the meeting
adhering to social distancing measurers, to note in line with new guidelines
Town Clerk will sign prior to circulating the agenda.
12.6 To note that due to the Covid 19 situation there is not a common period
for the period of the exercise of the public rights although this must be
completed by 1
st
September.
13.
Reports from Representatives of Outside Bodies by Lead Councillors
13.1
South Woodham Ferrers Village Hall Trust Management Committee
Councillor Roberts.
13.2
South Woodham Playing Fields Management Committee
13.3
Health and Social Care Group earlier agenda item.
14.
Town Mayor’s Announcements
The Town Mayor will provide a verbal report.
A list of recent events attended by the Town Mayor and Deputy Town Mayor
will be circulated at the meeting.
15.
Media Release
To consider whether any items on this agenda warrant a media release.
3
4
16.
Next Meeting
The next meeting will be held on 8
th
September 2020.
4
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5
6
Reports from Committee Chairman
8.1 Environment and Open Spaces Committee
No meetings to report
8.2 Leisure and Community Committee
It was noted that a meeting was held on 26/05/20
Youth Club will be under the jurisdiction of the Town Council until 3
months after the youth
club re starts at this time it will be decided whether the Youth Club will be
a separate trust.
Play in the Park / Summer at Champions Manor Hall will be proceed if the
lifting of social distancing measurers allow
Online entertainment for Youth and musical entertainment
Pursuing the Essex Shed Network
8.3 Planning Committee
It was noted that a meeting was held on 26/05/20
Report from the newly formed Bradwell B Consultation group.
Report from the scoping group considering the environmental impact of
the land north of the Burnham road.
8.4 Policy and Resources Committee
It was noted that a meeting was held on 09/05/2020
Postponing the next Policy & Resources meeting from 14th July until 21st
July to allow for government guidance.
Financial review of budgets in July
8.5 Masterplan Committee
No Committee meeting, verbal update of current situation from Councillor
O’Brien
8.6 Neighbourhood Plan Committee
Meeting held on 2nd June, Councillor O’Brien to provide verbal update but
to be discussed fully under item 10
7
Contact details : 1 Hembling Terrace, Mill Lane, Campsea Ashe, Suffolk, IP13 0PP
Tel: 07732 681125
Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy PILCM
Lynne
Lodge Dip HE Local Policy
HEELIS&LODGE
Local Council Services • Internal Audit
Internal Audit Report for South Woodham Ferrers Town Council 2019/2020
The following Internal Audit was carried out on the adequacy of systems of control and should be read in
conjunction with the Interim Internal Audit report. The following recommendations/comments have been
made:
Inco
me: £561,609 Expenditure: £536,502 Reserves: £380,934
AGAR Completion:
Section One: No
Section Two: Yesdraft figures
Annual Internal Audit Report 2019/2020: Yes
Certificate of Exemption: No
Proper book-keeping Cash Book, regular reconciliation of books and bank statements. Supporting
vouchers, invoices and receipts
The Council hold the General Power of Competence and LGAs137 does not
apply.
The
cashbook is referenced providing a clear audit trail. Supporting paperwork
is in place and well referenced. The RBS system provides clear and concise
reports.
Fina
ncial regulations Standing Orders and Financial Regulations
Tenders
Appropriate payment controls including acting within the legal framework with
reference to council minutes
Identifying VAT payments and reclamation
Cheque books, paying in books and other relevant documents
Standing Orders in place: Yes
Reviewed: 10/9/2019 (Ref: 42)
Financial Regulations in place: Yes
Reviewed: 10/9/2019 (Ref: 42)
VAT reclaimed during the year: Yes Registered: Yes (Reg: 805 764 519)
General Power of Competence: Yes (adopted 14/5/2019 item 11.2)
The
re were no tenders during the year that exceeded the £25,000 Public
Contract Regulations threshold.
8
Contact details : 1 Hembling Terrace, Mill Lane, Campsea Ashe, Suffolk, IP13 0PP
Tel: 07732 681125
Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy PILCM
Lynne
Lodge Dip HE Local Policy
Com
mittee Terms of Reference were reviewed and confirmed at a meeting held
on 14/5/2019 (Ref: 13).
Risk Assessment Appropriate procedures in place for the activities of the council
Compliance with Data Protection regulations
Risk Assessment document in place: Yes
Data Protection registration: Yes
Data Protection
The General Data Protection Regulations have changed and the new Regulations
came into force on 25 May 2018. It is likely that this will affect the way in which
the Council handles its data. It is advised that, due to the financial risk
associated with the new Data Protection Regulations, this should form part of
the Council’s Risk Assessment.
Recommendation: To include reference to GDPR in the Council’s Risk
Assessment.
Privacy Policy published:
Yes
Insu
rance was in place for the year of audit. The Risk Assessment, including
Internal Controls were reviewed at a meeting held on 11/2/2020 (Ref: PR81.1 &
PR81.3).
The Council have effective internal financial controls in place. Cheque stubbs
and invoices are initialled by signatories. The Clerk provides financial reports to
council meetings. Councillors are provided with information to enable them to
make informed decisions.
The
Council have a comprehensive suite of policies in place.
Fidelity Cover: £1,000,000
The level of Fidelity cover is within the recommended guidelines of year end
balances plus 50% of the precept.
Trans
parency Under the Transparency code for smaller authorities, smaller councils with
income/expenditure under £25,000 should publish on their website from 1 April
2015:
Smalle
r Council: No
Website: www.southwoodhamferrerstc.gov.uk
9
Contact details : 1 Hembling Terrace, Mill Lane, Campsea Ashe, Suffolk, IP13 0PP
Tel: 07732 681125
Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy PILCM
Lynne
Lodge Dip HE Local Policy
Under The Accounts & Audit Regulations 2015 15(15) councils must
publish on their website:
a) external audit report
2019 Annual Return, Section Three Published Yes
Und
er The Accounts & Audit Regulations 2015 15(2b) councils must
publish on their website:
b) no
tice of period for the exercise of public rights
Published Yes
Per
iod of Exercise of Public Rights
Start Date 19/6/2019 End Date 30/7/2019
Budge
tary controls Verifying the budgetary process with reference to council minutes and
supporting documents
Pre
cept: £428,885 (2019-2020) Date: 8/1/2019 (Ref:369)
Precept: £428,187 (2020-2021) Date: 14/1/2020 (Ref: C82.2)
Effective budgetary procedures are in place. The budget was considered at a
meeting held on 4/12/2018 (Ref: PR376.1-3). The precept was agreed in full
council at a meeting held on 8/1/2019 (Ref: 369). The precept decision and
amount has been clearly minuted. The Clerk ensures the council are aware of
responsibilities, commitments, forward planning and the need for adequate
reserves. Budget papers are prepared to ensure councillors have sufficient
information to make informed decisions. Budgets are monitored during the year.
Income controls Precept and other income, including credit control mechanisms
All were found to be in order.
Income controls were checked and income
received and banked cross referenced with the Cash Book and bank statements.
Hall hire fees were reviewed at a meeting held on 22/10/2019 (Ref: PR44) and
on 3/12/2019 (Ref: PR60).
Petty Cash Associated books and established system in place
A satisfactory petty cash system is in place with supporting paperwork. Whilst
petty cash has not been used for a while, there is a nominal sum allocated in the
budget, but not drawn down yet, for refreshments.
Pay
roll controls PAYE and NIC in place where necessary.
Compliance with Inland Revenue procedures
Records relating to contracts of employment
PAY
E System in place: Yes
10
Contact details : 1 Hembling Terrace, Mill Lane, Campsea Ashe, Suffolk, IP13 0PP
Tel: 07732 681125
Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy PILCM
Lynne
Lodge Dip HE Local Policy
The Council continue to operate RTI in accordance with HMRC regulations.
Payroll is outsourced. All supporting paperwork is in place and P60s have been
produced as part of the year end process. The Council use the LGPS pension
scheme.
The
Council have completed their re-declaration of compliance.
Councillor allowances are paid and deductions made via PAYE.
Asset
control Inspection of asset register and checks on existence of assets
Cross checking on insurance cover
A separate asset register is in place and was reviewed on 16/4/2019 (Ref:
PR404.2). Values are recorded at cost value/insurance value. The total value of
assets are recorded at £2,951,273. The figure in the asset register corresponds
with the figure in Section 2, Box 9 of the AGAR.
Bank
Reconciliation Regularly completed and cash books reconcile with bank statements
All were in order. Bank Reconciliations are carried out regularly. The bank
statements reconciled with the end of year accounts and bank reconciliations for
all accounts.
Bank
Balances at 31/3/2020 were confirmed as:
Curr
ent Account xxxx2312 £83,385.21
Deposit Account xxxx2723 £289,078.63
Petty Cash £nil
Rese
rves General Reserves are reasonable for the activities of the Council
Earmarked Reserves are identified
The Council have adequate general reserves (£204,839) and have identified
earmarked reserves (£176,095) in their year end accounts.
Year-end pro
cedures Appropriate accounting procedures are used and can be followed through from
working papers to final documents
Verifying sample payments and income
Checking creditors and debtors where appropriate.
End of year accounts are prepared on an Income & Expenditure basis. Creditors
and Debtors are identified within the year end accounts.
Sol
e Trustee The Council has met its responsibilities as a trustee
The Council is not a sole trustee.
11
Contact details : 1 Hembling Terrace, Mill Lane, Campsea Ashe, Suffolk, IP13 0PP
Tel: 07732 681125
Email: heather@heelis.eu
Heather Heelis Dip HE Local Policy PILCM
Lynne
Lodge Dip HE Local Policy
Internal Audit
Procedures
The 2019 Year End Internal Audit report was considered by the Council at a
meeting held on 18/6/2019 (Ref: 24).
A review of the effectiveness of the Internal Audit was carried out on 11/2/2020
(Ref: PR81.1).
External Audit
The External Auditor’s report was considered at a meeting held on 12/11/2019
(Ref: 66).
There were no matters arising from the External Audit.
Additional Comments/Recommendations
The
Annual Parish Council meeting was held on 14/5/2019, within the required timescale. The first
item of business was the Election of Chairman, in accordance with Standing Orders.
There are no additional comments/recommendations to make in relation to this audit.
I would like to record my appreciation to the Clerk to the Council for her assistance during the
course of the audit work
Heather Heelis
Heelis & Lodge
8 June 2020
12
13
14
*Please provide explanations to the external auditor on a separate sheet for each ‘No’ response and describe how the
authority will address the weaknesses identied. These sheets must be published with the Annual Governance Statement.
Section 1 – Annual Governance Statement 2019/20
We acknowledge as the members of:
ENTER NAME OF AUTHORITY
Page 4 of 6Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
our responsibility for ensuring that there is a sound system of internal control, including arrangements for
the preparation of the Accounting Statements. We conrm, to the best of our knowledge and belief, with
respect to the Accounting Statements for the year ended 31 March 2020, that:
1. We have put in place arrangements for effective nancial
management during the year, and for the preparation of
the accounting statements.
2. We maintained an adequate system of internal control
including measures designed to prevent and detect fraud
and corruption and reviewed its effectiveness.
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.
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.
6. We maintained throughout the year an adequate and
effective system of internal audit of the accounting
records and control systems.
7. We took appropriate action on all matters raised
in reports from 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 nancial impact on
this authority and, where appropriate, have included them
in the accounting statements.
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
nancial reporting and, if required, independent
examination or audit.
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 signicant nancial effect
on the ability of this authority to conduct its
business or manage its nances.
prepared its accounting statements in accordance
with the Accounts and Audit Regulations.
‘Yes’ means that this authority:Yes No*
Agreed
made proper arrangements and accepted responsibility
for safeguarding the public money and resources in
its charge.
has only done what it has the legal power to do and has
complied with Proper Practices in doing so.
during the year gave all persons interested the opportunity to
inspect and ask questions about this authority’s accounts.
considered and documented the nancial and other risks it
faces and dealt with them properly.
arranged for a competent person, independent of the nancial
controls and procedures, to give an objective view on whether
internal controls meet the needs of this smaller authority.
responded to matters brought to its attention by internal and
external audit.
disclosed everything it should have about its business activity
during the year including events taking place after the year
end if relevant.
has met all of its responsibilities where, as a body
corporate, it is a sole managing trustee of a local
trust or trusts.
Yes No N/A
AUTHORITY WEBSITE ADDRESS
Authority web address
Other information required by the Transparency Codes (not part of Annual Governance Statement)
Signed by the Chairman and Clerk of the meeting where
approval was given:
Chairman
Clerk
SIGNATURE REQUIRED
SIGNATURE REQUIRED
This Annual Governance Statement was approved at a
meeting of the authority on:
and recorded as minute reference:
MINUTE REFERENCE
DD/MM/YY
15
South Woodham Ferrers Town Council 2019/20
Income and Expenditure Account for Year Ended 31st March 2020
31st March 2019 31st March 2020
Operating Income
72,405 72,663
Champions Manor Hall
439,798 380,667
Policy & Resources General
9,004 66,218
Leisure General
630 370
Bandstand
3,377 3,243
Community Events
389 26,747
Environment General
10,457 11,701
Garden of Remembrance
561,609536,060
Total Income
Running Costs
75,256 65,854
Champions Manor Hall
52,769 52,034
Office Costs
409,841 314,675
Policy & Resources General
52,805 52,428
Leisure General
1,752 3,414
Bandstand
12,036 11,064
Community Events
23,449 20,892
Environment General
24,636 16,141
Garden of Remembrance
6,274 0
Neighbourhood Plan
7,519 0
Environment Project Fund
1,220 0
Leisure Project Fund
7,080 0
CMH Project Fund
536,502674,637
Total Expenditure
General Fund Analysis
Opening Balance
Plus : Income for Year
Less : Expenditure for Year
Transfers TO / FROM Reserves
Closing Balance
349,944 230,601
536,060 561,609
(19,234) 50,869
886,004 792,210
674,637 536,502
211,367 255,708
230,601 204,839
16
South Woodham Ferrers Town Council 2019/20
21/04/2020
12:23
Balance Sheet as at 31st March 2020
31st March 2019 31st March 2020
Current Assets
8,572
Debtors
8,808
8,016
VAT Control Account
12,982
144,662
Current Bank Account
79,216
195,572
Deposit Account
289,079
118
Petty Cash
0
356,941 390,084
Total Assets356,941 390,084
Current Liabilities
1,114
Creditors
9,151
1,114 9,151
Total Assets Less Current Liabilities355,826 380,934
Represented By
230,601
General Reserves
204,839
36,589
EMR Bowling Green Replacement
40,334
7,908
EMR Major Repair Fund CMH
7,908
5,242
EMR Leisure Projects
5,242
171
EMR Fenn Projects
171
0
EMR Marsh Farm Allotments
300
3,109
EMR Millenium Pace
559
1,599
EMR Christmas Lighting
1,599
1,439
EMR Christmas Fayre
1,439
0
EMR Neighbourhood Plan
17,519
1,000
EMR Playground Replacement
2,000
850
EMR Elections
1,700
67,319
EMR Projects Fund
83,001
0
EMR CIL Monies
14,323
355,826 380,934
17
South Woodham Ferrers Town Council 2019/20
ANNUAL RETURN - ENGLAND
FOR THE YEAR ENDED 31 MARCH 2020
SECTION 2 - THE STATEMENT OF ACCOUNTS
I certify that the accounts contained in this return present fairly the financial position of the council, are consistant with the underlying financial
records and have been prepared on the basis of Income and Expenditure.
Responsible Financial Officer
Date
I confirm that these accounts are
approved by the Council and recorded
as council minute reference
Signed on behalf of the above Council (Chair)
Dated
Date
Last Year £ This Year £ General Notes for Guidance
355,8261
Balances
brought forward
494,403
Total balances & reserves at the beginning of the year as recorded in the
Financial Records
428,8852
Annual Precept
420,476
Total amount of Precept income received in the year
132,7243
Total other
receipts
115,584
Total income or receipts as recorded in the cashbook minus the Precept
209,3874
Staff costs
228,639
Total expenditure or payments made to and on behalf of all employees.
Include salaries and wages, PAYE and NI (employees and employers),
pension contributions and expenses
22,8825
Loan
interest/Capital
repayments
23,626
Total expenditure or payments of capital and interest made during the year
on borrowings
304,2336
Total other
payments
422,372
Total expenditure or payments as recorded in the cashbook minus
employment costs (Line 4) and loan / interest expenditure / payments
(Line 5)
7
Balances
carried forwrd
380,934355,826
Total balances and reserves at the end of the year. [Must equal (1+2+3)-
(4+5+6)]
368,2948
Total Cash &
Investments
340,352
The sum of all current and deposit bank accounts, cash holdings and
investments held as at 31 March
2,951,2739
Total Fixed
Assets
2,948,721
The recorded current book value at 31 March of all tangible fixed assets as
recorded in the asset register
136,00010
Total Borrowings
152,000
The outstanding capital balances as at 31 March of all loans from third
parties (usually PWLB)
The following documents should accompany the accounts when submitted to the auditor:
* A brief explanation of significant variations from last year to this year in Section 2;
* Bank Reconciliation as at 31 March
19
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