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Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
townclerk@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
To All Members of Lewes Town Council
A Meeting of Lewes Town Council will be held online* on Thursday 30
th
July 2020, at 7:30pm which you
are summoned to attend.
*VIRTUAL ATTENDANCE: This meeting can be joined using computer video and audio using any
suitably equipped digital device (eg laptop; tablet or smartphone) or, by audio only, using a telephone.
To join this meeting either follow this link: https://zoom.us/j/91472188416
Or telephone 0131 460 1196 or +44 (0)330 088 5830. Use Meeting ID: 914 7218 8416
*Please also see the note below regarding password-controlled access to this online meeting
S Brigden, Town Clerk 23
rd
July 2020
AGEN DA
1. WELCOME, INTRODUCTION and MEETING PROTOCOL
2. QUESTION TIME
To consider any questions received regarding items on the agenda for this meeting.
3. MEMBERS’ DECLARATIONS OF INTERESTS
To note any declarations of personal or prejudicial interest in items to be considered at this meeting.
4. APOLOGIES FOR ABSENCE
To consider apologies tendered by Members unable to attend the meeting.
5. MAYOR’S ANNOUNCEMENTS
To receive any announcements from the Mayor.
6. MINUTES
To agree Minutes of the Council meeting held on 18
th
June 2020. (attached
page 4
)
7. WORKING PARTIES & OUTSIDE BODIES
To consider matters arising from working parties; members serving on outside bodies etc.
a) Buildings Working Party 23
rd
June 2020 (Minutes attached
page 10
)
b) Personnel Panel workshops 24
th
June and 6
th
July 2020 (Oral Report Cllr Wood)
c) Landport Bottom Management Committee 7
th
July 2020 (Minutes attached
page 13
)
d) Open Council Working Party 14
th
July 2020 (Minutes attached
page 16
)
e) Equality; Diversity & Inclusion Working Party 21
st
July 2020 (Minutes attached
page 18
)
f) “Reinventing Lewes Streets & Shops” symposium 15
th
July 2020 (Notes attached
page 20
)
8. INTERNAL AUDITOR’S REPORT
To receive the Internal Auditor’s final report iro year ended 31
st
March 2020 (attached
page 24
)
9. ANNUAL RETURN & ACCOUNTS Year ended 31
st
March 2020
To consider annual accounts and associated information (Report FC004/2020 attached
page 37
)
10. CORPORATE RISK ASSESSMENT 2020/21
To note the corporate risk assessment (Report FC005/2020 attached
page 55
)
11. COUNCILLORS INDIVIDUAL DUTIES
To note revisions to appointed duties of individual Members (Report FC006/2020 attached
page 59
)
12. RETENTION of INTERNAL AUDITOR
To agree retention of the Internal Auditor for 2020/21 (Report FC007/2020 attached
page 61
)
13. REVIEW of MODEL CODE of CONDUCT
To consider a response to national consultation (Report FC008/2020 attached
page 62
)
14. RECOGNITION of BLACK HISTORY MONTH
Proposal to recognize Black History Month annually (NOM005/2020 attached
page 63
)
15. RESPONSES to TRAVEL SYMPOSIUM
Proposal following the ‘Reinventing Lewes Streets & Shops’ event (NOM006/2020 attached
page 63
)
16. EAST SUSSEX COLLEGE ART FACULTY SUPPORT
Proposal to support Extended Diploma course students (NOM007/2020 attached
page 65
)
17. REMOBILIZATION of OPERATIONS
To note plans for restarting operations of staff and buildings (Report FC009/2020 attached
page 67
)
18. UPDATE ON MATTERS IN PROGRESS (oral report by TC & Annual Plan attached
page 69
)
19. NOTICE of ITEMS IN PROSPECT (oral report by Town Clerk)
For further information about items on this agenda please contact the Town Clerk BY E-MAIL at the above address
PUBLIC ATTENDANCE – Covid-19 emergency arrangements:
Members of the public have the right, and are welcome, to attend* this meeting of the Council – questions regarding
items on the agenda may be heard at the start of the meeting with the Mayor’s consent.
Questions or requests to address the Council must submitted by email to the Town Clerk at least 3 days in advance.
This meeting will be held online via Zoom Pro video link. To join the meeting follow the instructions above.
*Members of the public wishing to join this meeting must request a password by email at least 24 hours
before the published start time. Please submit your request to townclerk@lewes-tc.gov.uk
For guidance on joining online meetings please see the notes on the following page
Guidance on attending ‘virtual meetings’
LEWES
TOWN
COUNCIL
Joining a meeting:
1. Invitations to COUNCILLORS and officers to join a virtual meeting of the Council; a committee, or Working
Party will be included in an email accompanying the agenda, and will look similar to this (example only):
Lewes Town Council is inviting you to a meeting of ???????????????.
To join the meeting, use this link: zoom.us/j/99590643212?pwd=bTdvYnVZSWIzdzlIL1p
Meeting ID: 995 9064 3212
Password: 003091
OR dial by your location
+44 (0)131 460 1196 United Kingdom or +44 (0)330 088 5830 United Kingdom
The link (but not the password) will be also repeated at the head of the Agenda and can be accessed from either.
The password should not be shared, as PUBLIC attendees will be asked to request a password by email at least
24hrs before the scheduled start.
2. Using a digital device with camera and microphone (eg laptop; tablet, smartphone), access can be gained by
following the link. If audio-only is preferred (or problems interfere with video connection), telephone
connection can be made using either of the numbers and following the prompts. Meeting ID and Password
may be required dependent upon your chosen method.
3. If using computer audio and video a screen will open, similar to this:
4. If you cannot download the application (or choose not to), or cannot run it, you may join from your internet
browser by selecting that option.
5. On first connecting with the meeting you will be admitted to a virtual Waiting Room. Please follow any
prompts, whether on-screen or audible. Attendees will be admitted once the meeting starts and what you see
or hear after entry to the meeting may depend upon the equipment you are using.
6. To begin each meeting, the Chair will introduce some meeting protocols and all those attending will have live
audio connections but will be asked to ‘mute’ their microphone when not speaking. Those wishing to speak will
be asked to indicate by raising their hand and they will be invited to do so by the Chair. The Chair can mute all
attendees and selectively unmute individual speakers if there are interruptions or background noise issues.
7. While it is possible to use on-screen options to signify voting this will NOT be used. Should a vote be called
during any meeting the Chair will ask Members to signify by raising their hand or, if there are any voting members
attending by audio only, asking each in turn to voice their vote or abstention.
8. Attendees can send short ‘Chat’ messages to one another privately during the meeting.
9. Meetings will be recorded, but records kept only until the Minutes have been subsequently validated.
PLEASE NOTE:
Before connecting, it is good practice to ensure that your equipment is adequately charged; that you will not be
interrupted, and that your camera’s field of view or microphone do not capture anything you would prefer is not
seen/heard publicly. Functions will be available once you have entered the meeting to alter the background, and
your camera and microphone can be muted at will.
Please also ensure that other equipment nearby does not introduce audio ‘feedback’; that background noise is
minimal, and that you select appropriate levels of microphone sensitivity and speaker volume on your device.
To learn more, a number of helpful FAQ’s and video tutorials are available at www.zoom.us
3
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
info@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
M I N U T E S
Of the meeting of Lewes Town Council,
held on Thursday 18
th
June 2020, online via Zoom Meetings at 7:30pm.
PRESENT Cllrs J Baah; M Bird; R Burrows; S Catlin (Deputy Mayor); G Earl; R Handy; O Henman; J
Herbert; J Lamb (Mayor); I Makepeace; Dr W Maples; Dr G Mayhew; M Milner; R O’Keeffe; S Sains; J
Vernon; R Waring and K Wood.
D
In attendance: S Brigden (Town Clerk [TC]); Mrs F Garth (Assistant Town Clerk & Civic Officer)
Observing: Ms L Zeyfert (All Saints Centre Manager); B Courage (Town Ranger).
FC2020/11
QUESTION TIME: There were no questions.
FC2020/12
MEMBERS DECLARATIONS of INTERESTS: There were none.
FC2020/13
APOLOGIES FOR ABSENCE: There were none.
FC2020/14
MAYOR’s ANNOUNCEMENTS:
a) The Mayor noted the proceedings of the recent virtual Town Meeting and thanked those
who had participated. He was planning to host a Travel Symposium, as discussed during the
meeting, for the evening of 15
th
July and would release details when available.
b) Cllr Maples was invited to introduce a suggestion regarding support for the local PATINA
Moving-on initiative, whereby everyone was asked to hold up to their camera a sheet upon
which was written or drawn the word “Historic”. All were happy to do this and a few
moments were dedicated to capturing the various images for submission to PATINA’s online
project.
FC2020/15
MINUTES:
It was resolved that:
FC2020/15.1
Minutes of the Council meeting held on 14
th
May 2020 are received and agreed as
an accurate record.
FC2020/16
WORKING PARTIES AND OUTSIDE BODIES:
Members are reminded that anyone who may have attended a meeting of any recognized outside body which
has covered issues that deserve attention by the Council, should ensure that TC is aware of this before the
Council’s next meeting, and preferably before the agenda deadline. Reports on all activities of the organization
are not expected.
a)
Personnel Panel 4
th
June 2020
: Council considered the Minutes of this meeting (copy in
Minute book). Cllr Wood had been re-elected as Chair and elaborated as:
i. Update on TC appraisal programme: The Council’s consultant had provided some additional
analysis of the distribution of questionnaire ‘scores’, following the previous meeting,
which confirmed a principle that had been highlighted in that returns from Councillors
were notably different from those of staff and external partners. This effect had been
discussed with the consultant, who confirmed that it was common
across local
government, where the differing expectations of Members were a significant factor. It
was acknowledged that the scheme had been agreed during the previous administrative
term as a specific exercise, and that project was complete. With TC due to retire in 2021
it was accepted that continuation would involve time and cost that would be better
deployed in addressing the prospective retirements of TC and five of the twelve other
employees. There was general agreement on the introduction of appraisal as a contractual
obligation when recruiting a successor to TC and this would be included in any proposals
arising from that project.
ii. Matters re prospective retirement of staff: The Panel had been tasked with an assessment of
impacts on the Council arising from the number of staff eligible to retire in the next 2-3
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4
Minutes_Council_18th_June_2020_(Virtual) Page 2 of 6
years, and their roles. This was to begin with an assessment of the option to separate the
functions of TC and Responsible Finance Officer, which might offer some advantages in
simplifying recruitment of a successor to TC.
Some illustrative examples of job
descriptions for both models had been collected from comparator parishes and Members
considered that a separate informal ‘workshop’ meeting would be the most effective way
of dealing with these. It was accepted that there would probably be a need for some
specialist external support as the process developed; in particular to establish appropriate
salary grading for any revised roles.
TC had consulted with prospective retirees to enquire as to any firm plans for their
retirement; and related the positions they had described.
iii. Training: Council had resolved that the Panel’s mandate was temporarily extended to
look at training needs for 2020. There had been a general discussion on the topic, in
which Members considered the training needs self-
assessment form that was issued
following election. TC noted that this would normally be re-
issued once new
administrations were ‘settled’ and recommended that this was the most practical first-step
to address the task. It was agreed that the questionnaire would be updated and issued to
all Councillors and staff.
iv. Conclusions: The Panel would meet in informal workshops to consider various example
documents and working papers. TC would update and re-issue a training needs self-
assessment questionnaire, once converted for online completion.
It was resolved that:
FC2020/16.1 The Minutes of the meeting of the Personnel Panel (copy in minute book) held on
4
th
June 2020 are received and noted, and the Panel’s decisions are supported.
FC2020/17
FINANCIAL GRANTS SCHEME.
Councillors considered a motion NOM001/2020 (copy in minute book) proposing that its
‘normal’ miscellaneous financial grants programme (currently suspended in favour of the
Emergency Fund scheme) be re-opened, with
amendments to the scheme’s aims as
recommended by the Grants Panel.
Emergency grant applications had
covered specific needs arising from the extraordinary
circumstances of the ‘lockdown’, but it was said to be clear that the community was still in
need of support for things not related to Covid-19.
The prevailing guidance statement for the miscellaneous grants scheme stated:
Lewes Town Council values the community sector and will make financial grants available for its ongoing
work. The Council’s grants programme is designed to build up the capacity of small groups in the community
and to encourage the development of new groups
And the background to the scheme was described to applicants as:
The aim of our financial grants scheme is to help promote a vibrant and active local community. The Council
recognises and supports the valuable contribution made by many voluntary groups and organizations (often
very small) in the fields of arts; sport; culture; social care; services for children and young adults; services for
the elderly and people with disabilities; and many others who contribute to the wellbeing of the local community.
It will consider financial support for community organisations working for the benefit of residents, with the
intention of improving the range of services and activities in the town. It will not normally aid commercial
organizations.
The Grants Panel had discussed fine-tuning of how to frame the support on offer, to align it
more closely to Council’s stated principles. In January 2020, after the Visioning exercise,
Council had refined these to embody:
• Sustainable transport related: infrastructure & signage, cycling routes, bus transport
• Openness: engagement; consultation; partnership
• Trees and biodiversity; wildlife and the environment; Open spaces
• Support for foodbanks and the disadvantaged
It was resolved that:
FC2020/17.1 The Council’s general financial grant scheme shall restart as soon as practicable,
with the published fundamental principles of the scheme amended in line with proposals
considered at the council meeting on 18
th
June 2020, and;
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5
Minutes_Council_18th_June_2020_(Virtual) Page 3 of 6
FC2020/17.2 The Emergency Fund set up to address Covid-19 shall continue until the
reserved sum is exhausted, unless earlier closure is agreed by Council.
FC2020/18
EAST SUSSEX FIRE & RESCUE SERVICE
A motion NOM002/2020 (copy in minute book) was proposed, that Council should call upon
East Sussex Fire and Rescue Service (ESFRS) not to make proposed cuts affecting Lewes.
Other responses were proposed including a call upon central Government to make no more
cuts to local authority services; in the interests of doing all it can to preserve life.
It was stated that East Sussex Fire and Rescue Service was required to prepare an Integrated
Risk Management Plan (IRMP) covering 2020-2025 on which it was currently running a
consultation. The IRMP was required under the 2004 Fire Services Act, the aim of which was
to ensure that resources are properly allocated by the Fire Authority. It was primarily a safety
review. This review, however, also had to take account of a 7.5% cut in grant from central
government. In addition, this year, Secretary of State for Security at the Home Office, James
Brokenshire, had directed Fire Authorities to continue with their IRMPs and consultations
despite the effective state of national emergency brought on by the Coronavirus crisis.
There followed a debate in which several Members expressed concerns with regard to the
proposals: their scope, context, and alarming effects on the safety of the Lewes community.
The consensus was for a response to the consultation (ending the following day), describing
these concerns, and for appropriate letters to be written to the local Member of Parliament
and the Home Office Minister
A vote was called, and Cllr O’Keeffe declared an interest as a member of the Fire Authority
and did not vote. Subsequently, it was resolved, with no dissent or abstention,
that:
FC2020/18.1 Lewes Town Council calls upon East Sussex Fire and Rescue Services not to
make proposed cuts affecting Lewes. The Council is particularly concerned at the proposed
loss of one fire tender and six firefighters and that the proposal to replace full-time positions
with part-time, on-call staff is unlikely to meet the needs of the town and surrounding area
.
Councillors are dismayed that there is no consideration given to either the increase in size of
Lewes Town, or to the likely increasing effects of climate change.
FC2020/18.2 The Council asks our MP, Maria Caulfield, to pursue her recent public promise
that she can obtain additional funds from James Brokenshire, Minister for Security at the
Home Office, and therefore maintain the current level of funding of East Sussex Fire and
Rescue Services.
FC2020/18.3 The Council calls upon central Government to make no more cuts to local
authority services; in the interests of doing all it can to preserve life.
FC2020/19
PARTICIPATORY BUDGETING
Members considered a motion (NOM003/2020, copy in minute book) proposing that Council
undertake a participatory budget pilot in the coming financial year, with a budget element for
this included when the annual budget cycle was commenced.
It was explained that
participatory budgeting is a form of public engagement in the budget-making process and
falls broadly into two main types: a) consultation and public priority setting on ‘core’ budgets;
or b) a community grant approach, which sets a specific sum of the budget to be allocated to
community projects via a range of informative sessions and deliberative meetings to ensure a
spectrum of residents’ views are heard and balanced choices are reached.
It was recognized that Town Council budgets could be reduced in coming years and there
was need to think carefully about the Council's priorities. It was submitted that the best way
to ensure these are met was to listen to the Town when decision-making at every reasonable
opportunity. Introducing participatory budgeting (PB) could, it was claimed,
also help
materialize the goals divined through the Council’s ‘Visioning’ exercise;
expanding the
openness of the council and reassuring the community that their elected Councillors are
listening and engaged.
TC advised that there was a need to carefully assess the impact of Covid-19 on the budget,
with a prospect of a potential six-figure loss in estimated income for the current year due to
closure of the Town Hall and All Saints Centre. Whilst there were some associated savings,
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6
Minutes_Council_18th_June_2020_(Virtual) Page 4 of 6
there remained the fact that the Council’s General Fund balance was, prior to the current
emergency, nearly £200,000 below the recommended level. Measures to address this were in
place but left little flexibility in re-allocating funds. The following year’s Council Tax precept
would be set against a backdrop of many households having a reduced ability to pay following
the Covid-19 crisis. The present situation meant that an immediate decision to allocate funds
for PB would be unwise. A Workshop to review the principles of the Councils budget, and
seek areas where some flexibility may be possible, was proposed.
A debate ensued, and it was resolved that:
FC2020/19.1 Lewes Town Council agrees to consider the inclusion of a participatory budget
for future financial years, and asks the Finance Working Party; Audit Panel and Open Council
Working Party to jointly conduct a feasibility study on the subject, to inform the budget
process with a view to introducing this as soon as possible.
FC2020/20
SUPPORT FOR ‘PRIDE’
Council received a motion (NOM004/2020, copy in minute book) proposing that it show support
for its LGBTQ+* community and its allies by obtaining and flying a Pride flag on various
relevant occasions during the year.
It was noted that the recognized ‘Pride’ flag falls into a category where no specific Planning
permission is required for it to be flown from a public building. A flag suitable for attachment
to the Town Hall flagpole could be obtained for less than £100 and, other than one or two
single days when national flag protocols must be observed, there were no apparent conflicting
requirements. It was suggested that similar recognition might be appropriate in several other
contexts, and that this might be considered by the Commemorations & Events Committee.
A brief debate followed, and it was resolved that:
FC2020/20.1 Lewes Town Council will show support for its LGBTQ+* community and its
allies by obtaining and flying a Pride flag on three occasions during the year: in June, which is
recognised as national pride month in the UK; February, which is LGBT history month; and
for Brighton Pride weekend in August.
*
generally accepted as “Lesbian; Gay; Bisexual; Transgender; Queer; Questioning; Intersex; Allies; Asexual; Pansexual”
FC2020/21
PELLS POOL
A report (FC003/2020, copy in minute book) was presented, proposing that a request by Pells
Pool Community Association (PPCA), for approval to re-open the Pells Pool under restricted
operational conditions, be approved.
(Cllr O’Keeffe declared a potentially prejudicial interest, and took no part in this debate, as she serves as a
Trustee of the PPCA – a registered Charity)
The pool is managed on behalf of the Council each season by the PPCA under an annually-
renewed management agreement. Whilst the pool remained closed under Covid-19
emergency rules, the PPCA had been closely following government proposals for easing of
restrictions. Swim England, the national governing body, were due to release detailed
guidance for safe re-opening of pools, potentially from early July with o
ther public facilities.
PPCA were confident that they could
make all the recommended changes and amend
operational procedures appropriately. Further: The Royal Life Saving Society, who regulate
lifeguards, had published detailed guidance for operators and revised training plans; and these
had already been built-in to a series of revised operational control protocols
by the PPCA.
Following the government’s relaxation on closure of ‘non-essential’ categories of shop on
15th June, PPCA hoped to re-open the kiosk for passing trade in ice creams, drinks snacks
etc working within the appropriate guidelines with respect to social distancing and hygiene.
PPCA had provided copies of a range of revised operating plans, including First-aid and pool
rescue protocols, and detailed assessment of infection risks associated with clothing and
equipment. These were considered to be to the Association’s usual professional standard and
had been carefully prepared. The Association sought Council’s agreement to the re-opening
of the kiosk and pool (subject always to overriding government restrictions) as soon as this
was permitted. TC stated that , in his opinion the approach to ‘remobilization planning’
undertaken by PPCA was thoughtful and sensible and there was no reason to withhold
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7
Minutes_Council_18th_June_2020_(Virtual) Page 5 of 6
permission. Council was assured that its interests were adequately protected by standard
elements of the annual Agreement.
It was resolved that:
FC2020/21.1 The Pells Pool Community Association is authorized to re-open the kiosk and
swimming pool at The Pells when government emergency restrictions allow this, subject to
the terms of the annual license agreement and observance of all relevant guidance issued and
revised by HM Government; Swim England, and the Royal Life Saving Society.
FC2020/22
UPDATE ON MATTERS IN PROGRESS
In response to questions from Members, TC gave answers related to
a) Major Items Plan:
item 1- Town Hall repairs and boiler system replacement. This was to be discussed in detail at a
meeting of the Buildings Working party the following week, but a general point was that
the diversion of the project towards the most desirable sustainable heating plant would
use the entire budgeted amount and other elements would need to be deferred.
Item 4 Malling Community Centre refurbishment project. This would also be discussed in detail
by the Buildings Working Party, but salient points were that: despite delays due to Covid-
19, it was still possible that work would be complete by October, which represented a
very short extension to the original timescale. Planning consent was expected shortly for
an amended design to roof extraction vents. Ten local companies had been sub-
con
tracted, and a Building Regulations inspection was expected shortly, and no
contentious issues were anticipated.
item 6 Devolution of assets & services by Lewes District Council. Lewes District Cabinet were
understood to have considered devolution matters the previous week and contact was
expected to follow from their lead officer. An LTC Devolution Working Party would be
convened when required.
Item 7 – Retirement of key staff. The Personnel panel were scheduled to meet shortly in
workshop sessions to begin examination of job descriptions etc with regard to a successor
to the Town Clerk and to discuss 6 other posts affected by eligibility for retirement.
b) Project to address Ash die-back disease. A report (copy in the Minute book) by the Specialist
Advisor (Arboriculture),Lewes District Council & Eastbourne Borough Council was
included with the Agenda. Members were advised that the contracted work was
completed on 11
th
March 2020 at a final cost of £32,610 (nett) for LTC’s share. There
would be some additional costs to be shared, including additional traffic control measures
and associated equipment hire, and surveys by specialist ecologists.
No significant problems or complaints were reported, during or after the felling
operations. There were some complaints about traffic control and rolling adjustments
were made to try and mitigate the worst of these issues as far as practicable. There
appeared to be a good level of awareness by the public of the reasons and scope of the
works, with little dissent or disagreement, and a degree of sympathy for the Council and
its officers was perceived.
The clear felling of woodland would have a profound impact on local flora and fauna,
but there would be both gains and losses. Loss of high canopy will result in a reduced
habitat and foraging area for fauna (eg
birds and insects) which might have been
predominantly dependent on the woodland environments. Conversely; newly exposed
woodland floor, subsequent regrowth and associated regeneration will provide a rich and
diverse environment for existing and also for an influx of new flora and associated
fauna.
This was a natural process known as secondary ‘ecological succession’: the series of
community changes which take place on a previously colonized, but disturbed or altered
habitat. A change in the plant species present would drive changes in animal species,
because each plant species will have associated animal species which feed on it. As plant
communities change, so do the associated micro-organism, fungus and animal species.
The issue of replanting had generated much interest and some confusion. Despite the
felling, woodland remained and it was still populated with trees, albeit small ones at this
time. No immediate replanting was planned, as it was important to see if any Ash, with
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8
Minutes_Council_18th_June_2020_(Virtual) Page 6 of 6
natural resistance to Ash Dieback Disease, survive. Only about 5% of Ash throughout
the UK were expected to have congenital resistance to the disease and it was likely that
resistance to ash dieback would further evolve in the UK ash population over time
through natural selection. It wa
s important, therefore, to ensure that any potential
survivors are allowed to establish and for this reason re-planting the areas of felled
woodland is not recommended by the Forestry Commission. A review in 4-5 years was
proposed, when it may be decided whether there is a case for ‘enrichment-planting’.
ESCC Highways were dealing with the remainder of the trees lining the Offham Road
(amongst a large number of other sites throughout the East Sussex area).
c) Emergency Grants Fund status TC advised the status of the fund, with six grants paid and
another two currently under evaluation by the Grants Panel. There remained an available
balance of £5,816, assuming these two were granted in the full amounts requested.
Remobilization’ planning. TC gave a brief overview of the position regarding operations under
continuing restrictions. The government had indicated prospective relaxation of these in
some areas and this evolving situation was routinely monitored. He described alterations
planned, when office operation was remobilized, to aspects such as patterns of office hours
balanced with home working for some days each week, where practical long-term. This
would maintain some of the positive effects of reduced travel and the associated benefit to
the environment; and reduce the number of individuals at any point in time sharing very
compact office accommodation, kitchens and WC’s, and narrow corridors. Public reception
had been maintained so far through email; telephone messaging, and website referrals and
the very low number of contacts had highlighted the true nature of demand insofar as the
‘traditional’ visitors to Reception were most often not there for Town Council business.
There had been no perceived reduction in service related
to ongoing Council work or
connections with local partners. Physical measures would be put in place for offices and
hireable spaces, with provision of signage; segregated access routes; anti-
viral cleaning
products; personal protective equipment, and contactless payment facilities alongside a high-
frequency cleaning programme. The priority was to provide as safe an environment as
possible, with the health and wellbeing of staff and all visitors to the buildings of paramount
importance. As hall-hire restrictions eased, regular and prospective customers would be
advised as to what was allowed; and with any booking proposals would be required to confirm
they were aware of Council measures, and accepted them, and to submit their own event-
specific risk-assessments.
FC2020/23
NOTICE of ITEMS IN PROSPECT
Members, asked to consider items arising from this meeting worthy of a Press Release, indicated:
the position regarding East Sussex Fire & Rescue Service proposals
resumption of the ‘normal’ grants programme.
Dates to note were given as:
The next Council meeting would take place on Thursday 30
th
July 2020 at 7:30pm, with
a deadline for agenda items to reach TC by noon on Monday 20
th
July.
Meetings were scheduled as:
o Buildings Working party 11:00am Tuesday 23
rd
June
o Personnel Panel Workshop #1 11:00am Wednesday 24
th
June
o Personnel Panel Workshop #2 11:00am Monday 6
th
July
o Landport Bottom Management Committee 7:00pm Tuesday 7
th
July
o Open Council Working Party 7:00pm Tuesday 14
th
July
o Mayor’s “Reinventing Lewes Streets & Shops” symposium 7:00pm Weds 15
th
July
o
Equality; Diversity & Inclusivity Working Party 7:00pm Tuesday 21
st
July
There being no further business the Mayor closed the meeting; and thanked everyone for their contributions.
The meeting ended at 10.15pm
Signed: ........................................................................ Date: ……………………………………………
Draft
9
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
info@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
M I N U T E S
of the meeting of the Working Party established to oversee repairs to the Council’s buildings,
held on Tuesday 23
rd
June 2020, online via Zoom Meetings at 11:00am.
PRESENT Cllrs Bird; Catlin; Earl; Lamb; Dr Mayhew and Waring.
In attendance:
S Brigden (Town Clerk [TC])
BRepWP2020/01
ELECTION of CHAIRMAN: Cllr Dr Mayhew was elected to chair the working
Party for the 2020/21 year.
BRepWP2020/02
QUESTIONS: There were none
BRepWP2020/03
APOLOGIES FOR ABSENCE: Apologies had been received from Cllr Milner,
who was working.
BRepWP2020/04
DECLARATIONS OF INTEREST: There were none.
BRepWP2020/05
MINUTES: it was resolved that
BRepWP2020/05.1 The Minutes of the meeting held on 20
th
September 2019 are
received and signed as an accurate record.
BRepWP2020/06
REMIT of the WORKING PARTY
Members noted the remit of the working Party, which is:
The Buildings Working Party is tasked with oversight of maintenance of the Town Hall; All
Saints Centre, and Malling Community Centre and other buildings/structures, meeting ad hoc.
Currently mandated to administer the refurbishment of Malling Community Centre, and
authorized to act for Council in that regard,
the Working Party will otherwise formulate
recommendations for Council as appropriate with regard to repairs; non-
routine maintenance
matters, or replacements/refurbishments of major plant and equipment.
BRepWP2020/07
EXCLUSION of the PRESS & PUBLIC
At this point the Chairman moved, and it was resolved:
BRepWP2020/07.1
That in view of the confidential nature of the business to be
transacted during the remainder of the meeting, pursuant to the Public Bodies
(Admission to Meetings) Act 1960 etc any members of the press or public present be
excluded and instructed to withdr
aw. The nature of that business is to consider
commercially sensitive detail related to proposed works and contracts.
BRepWP2020/08
TOWN HALL HEATING SYSTEM REFURBISHMENT:
1. The meeting considered a second report
submitted by Delta Green
Environmental Design, providing more detail on feasible options offered by air-
source heat pump (ASHP) and photovoltaic panel (PV) technologies in replacing the
Town Hall’s existing heating system. Members welcomed James Porter and Ben
Campbell of Delta Green; attending to present the report and advise.
2. Air Source Heat Pumps consist of an outdoor condenser or heat exchanger unit,
which extract ambient air and transfer the heat through refrigeration pipework to
indoor plant. A system would be capable of providing 100% of heating demand
within the building during mild temperatures (eg Autumn/Spring), but it was
highlighted that the flow temperatures which they generate (around 55̊°C) is
considerably lower than required (around 80°C) to adequately ‘drive’ the existing
internal heating system during colder periods, when the system would need topping-
up by an additional boiler. As the existing heating system (cast iron radiators and
distribution pipework) is to be retained, it was proposed to install a hybrid heating
system, comprising an air source heat pump supplemented by boiler plant.
Comparisons were shown between the capital and running costs, and emissions, of
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Minutes_Buildings_repairs_W-pty_23rd_June_2020_(Virtual) page 2 of 3
both gas and electric boilers based upon the Air Source Heat Pump providing
approximately 75% of the heating requirements.
3. There were a number of variables to consider in the fi
nal selection of the
equipment, including physical size, access requirements, noise break-out and system
efficiency. There we
re also different refrigerants to consider; proposals where
refrigerants have a Global Warming Potential (GWP) greater than 2500 had been
dismissed on both environmental grounds but also the future availability of the
refrigerant (for maintenance).
Members were advised that the noise generated
would be a significant consideration, given the proximity of nearby homes.
4. When reviewing several potential locations for the outdoor equipment, three
areas in and around the rear service yard, were favoured. Other options had been
considered and dismissed on various grounds, such as distance and routing of
pipework from the outdoor unit to the basement plant room.
The meeting
considered these three and accepted DG’s recommendation that option 2 (as
presented) was the best choice. This allowed a larger, more efficient, unit which was
quieter and uses a more sustainable refrigerant. The location would involve the loss
of 3 car parking spaces, but this was considered acceptable. Further investigation
would be needed into electrical loading and pipework routing options.
5. The report showed estimates of capital cost and running costs, and emissions,
for combinations of ASHP and boiler with any remaining subsidies or incentives
factored in. The cost estimates were said to be robust but expected to prove
reasonably accurate. The capital costs ranged from £91,000 for simple replacement
of gas boiler to over £240,500 for an ASHP-only design.
6. There was a detailed discussion as to the use and future availability of gas, and
the experts recommended it as the most viable option at present, when considered
against the likely service life of a new system; said to be around 15 years, and in the
context of it being needed only for topping-up during coldest periods if associated
with an ASHP.
After deliberation on the options presented, the Working party
agreed that it would recommend the option shown as “Air Source Heat Pump with
Gas-fired Boiler”, and accepted the suggestion that around £70,000 of the total cost
could be deferred to a second year if the installation were to be planned in two
stages. Members were keen to ensure that this would not involve duplication of any
cost and were assured that it would not if the system is designed with this in mind.
7. The project was estimated to take a total of 16 weeks, technically, but would be
subject to external factors such as Planning and Listed Building consents. The
Working party would recommend to Council an immediate start on the agreed
option, with the second phase in 2021/22 committed at the outset. Mr Porter and
Mr Campbell were thanked for their report and extremely helpful advice.
BRepWP2020/09
REFURBISHMENT of MALLING COMMUNITY CENTRE:
8. The meeting received a briefing from TC on progress of the building works,
which were proceeding well and had suffered only a short closure due to Covid-19
although work was slowed by distancing restrictions and supply-chain disruption.
9. Members welcomed Duncan Kerr, Managing Director of Wave Leisure Trust;
Council’s preferred choice for future management of the building. Mr Kerr related
the position Wave found itself in due to lockdown restrictions and described the
effects as “devastating”. When the main centres of Wave’s operations (indoor
gymnasia and swimming pools) were eventually allowed to reopen they would face
such severe limitations on customer numbers that the costs would be
disproportionate to the income.
There had been tentative suggestions that some
supporting funds for Leisure Trusts may be made available through Sport England
but this was speculative, and in all probability would be
very limited in effect.
Without some form of significant third-party funding Wave would be in a parlous
state. Given these unknowns, Mr Kerr
was unable to commit to undertaking a
management agreement for Malling Community Centre at this time, and Members
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11
Minutes_Buildings_repairs_W-pty_23rd_June_2020_(Virtual) page 3 of 3
were understanding and sympathetic.
10.
TC rehearsed the options for management of the Centre, as they had been
originally considered by Council, and the positive and negative factors for each. The
preferred option if Wave were unable to assist was direct management by Council
staff. It was noted that the building work may finish in October (at present
estimates) but the Centre could not immediately reopen as there would be a period
needed for final finishing and fitting-out. Given the present situation with
lockdown restrictions and prospects for relaxation it was unlikely that the Centre
could be operational before the New Year. Assuming that timescale to be fairly
pragmatic, it was possible to defer a decision until the end of August when Mr Kerr
may be in a position to give a definitive answer. This was agreed by all to be
practical, and meanwhile TC would draft a plan for LTC self-management which, it
was recognized, could be an interim solution or permanent. Mr Kerr was thanked
for his helpful contribution and offered Members’ best wishes for Wave’s speedy
return to stability.
BRepWP2020/10
ALL SAINTS CENTRE
11. Members had been provided with a copy of a recently completed surveyor’s
report on the building. This detailed report
comprehensively described various
items of repair that were considered to be needed. Councillors were pleased to note
the description of the Grade 2* heritage-listed building as:
“Overall, this building is in remarkably good condition considering the mixture of constructions and
ages and this reflects care in the ownership, renovations and extensions through the 19th and 20th
centuries until it was deconsecrated. Its condition also reflects high quality renovations during the
1980s followed by excellent care and maintenance since, together with further modernisations such
as for the heating system and west end lavatories. The level of maintenance repairs currently
identified is much less than would be expected for a previously-redundant building of this size and
complexity and reflects well on its management.”
12. This commendation notwithstanding; 20 areas of work and individual items
identified as necessary or desirable were shown in a table
with estimated costs
ranging from £2,000 to £59,000 -
in aggregate amounting to £450,000. It was
recognized that many of these were not immediate concerns, and that the schedule
would inform the drafting of a programme for future prioritized work. Several areas
would require further, specialized, surveys and these would also be prioritized.
Analysis would begin immediately, and the matter reviewed later in the year.
13. The Working Party also reviewed the proposal to install a public WiFi network
at All Saints, similar to that in place at the Town Hall. This project was started at
the same time but paused when other work on the building
became more urgent.
The cost was provided-for in the Centre’s operating budget for the year and the
contractor was able to install promptly as the building was closed for public use
during the Covid-19 emergency. Members recognized the advantages that such a
system might offer, including to several of the Centre’s regular hirers when devising
their post-lockdown strategies, and were pleased to agree the work.
BRepWP2020/11
RECOMMENDATIONS:
The Working party agreed to recommend:
a) That Council notes these Minutes.
b) That Council agrees the decisions regarding replacement of
the Town Hall
heating system, and commissions Delta Green Designs to design a system as
described in point 6 above.
c) That Council notes the position regarding future management of Malling
Community Centre as described in points 9; 10 above.
BRepWP2020/12
There being no further business, the Chairman declared the meeting closed, and
thanked everyone for their attendance. The meeting closed at 12:40pm.
Signed ..................................................................................... date .....................................................
Draft
12
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
info@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
M I N U T E S
of the meeting of the Landport Bottom Management Committee, held on Tuesday 7
th
July 2020,
online via Zoom Meetings at 7:00pm.
PRESENT Cllrs Bird; Burrows; Handy and Sains.
In attendance:
S Brigden (Town Clerk [TC]); B Courage (Town Ranger); Ms T Outram (Lewes District Council
Special Adviser; Downland & Reserves)
LBMC2020/01
ELECTION of CHAIRMAN: Cllr Bird was elected to chair the committee for
the 2020/21 year.
LBMC2020/02
QUESTIONS: There were none Two members of the Friends of Landport
Bottom were present.
LBMC2020/03
APOLOGIES FOR ABSENCE: Apologies had been received from Cllr Vernon,
who was working. No message had been received from Cllrs Henman or O’Keeffe
(belated apologies were received from Cllr O’Keeffe – who
had been unable to
connect).
LBMC2020/04
DECLARATIONS OF INTEREST: Cllrs Bird and Handy declared that they live
adjacent to Landport Bottom.
LBMC2020/05
MINUTES: it was resolved that
LBMC2020/05.1 The Minutes of the meeting held on 25
th
September 2019 are
received and signed as an accurate record.
LBMC2020/06
REPORT on SITE MANAGEMENT
Members received a brief update report on operational matters from Ms Outram,
which covered:
Grazing: Southdown sheep had been introduced, with young lambs, as lockdown
started. There had been sheep-worrying incidents and one lamb death - the
shepherd considered this was due to stress. More strongly-worded
notices were
posted. The Southdown breed lambs were very popular. They had been weaned and
replaced by Tegs (a non Southdowns breed, in their second year). A second sheep
death (a Teg) due to a dog attack had occurred on 25/26 June. Plumpton College
had been reimbursed for the cost of the sheep. It was acknowledged that there had
been an unusually short lead time between posting of warning notices this year and
the arrival of the lambs – this would be prioritized for future occasions. The sheep
had
grazed the pond field and the tumuli field over the spring and summer. The
orchids had flowered in the pond field, and all fields looked attractive and
floristically diverse.
Infrastructure: The water supply had failed temporarily due to nearby
work by
Southern Water. Supply had been reinstated with a new meter. New signs to inform
the public of the presence of sheep in each field had replaced those broken some
months ago. Fence repairs had taken place where needed.
Community Engagement: There had been no walks or community wildlife events over
the spring and summer so far, and none were planned. There had been some
conflict observed between the dog walking community and those keen to allow the
skylarks space to nest undisturbed. Members of the public had added their own
signs to those erected by the ranger. These were left in place
due to the special
circumstances of Covid-19 but would be removed shortly.
“Changing Chalk project”: A consultant has been appointed by Lewes District Council
and Eastbourne Borough Council, for development work on this project, and it was
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13
Minutes_Landport_Bottom_Mgt_Cttee_7th_July_2020_(Virtual) page 2 of 3
hoped that there would be funding for a community ranger to develop community
nature engagement across the Downs;
based on Lewes and Eastbourne councils
sites. This would include Landport Bottom and hopefully include some work on
responsible dog ownership. If the final bid is successful, a 4-year post should be in
place at the beginning of 2022.
Lewes District Council Staff: One of the two Specialist Advisor for Downland and
Reserves (SADR) had left the LDC and is not to be replaced.
Thyone Outram
(SADR) remained and anticipated an increased work load, but would continue to
spend the time contracted with LTC on Landport Bottom work. This may mean a
slight reduction in work
around volunteering or community engagement since
SADR work tended to exceed the agreed monthly hours.
Stewardship agreement extension:
The Rural Payments agency has advised that
extensions to Higher Level Stewardship agreements were usually not offered until
two or three months before the end of the agreement (current agreement ends April
2021). Government consultation on changes to the programme had been halted due
to Covid-19 and, although pilot studies were in place around the country, it was
thought unlikely that the scheme would change before 2024. It was also unlikely
that current agreements would be extended for that long. It may be possible to apply
for Countryside Stewardship (a newer scheme). Applications for Countryside
Stewardship 2021 open in February so this would be reviewed at the turn of the year
to establish the situation.
Woodland: The woodland at the lower part of the slope beside the Nevill Road was
mostly felled due to ash dieback. There was dying ash remaining in the upper part of
the woodland. A risk assessment was needed to establish how much of this part of
the woodland may need to be be felled.
Members thanked Ms Outram for her helpful and informative report.
LBMC2020/07
UPDATE to SITE MANAGEMENT PLAN
The committee considered a discussion draft of an update to the Site Management
Plan, which would represent the third major revision since the original Plan was
adopted and was designed to cover a five-year period.
There followed a lengthy discussion on various points of detail, and submissions
were noted for a second draft, which would be prepared for review in Mid-
September. Members asked if the meeting to
conduct that review could be
preceded by an escorted site visit, and it was agreed that this would be arranged.
There was a brief discussion on the proposed treatment of Ragwort, and Ms
Outram advised that it was recommended good manage
ment to remove this,
particularly when growing close to areas frequented by horses and other animals
vulnerable to its toxic effect.
LBMC2020/08
BENCH SEAT
Members considered a request to install a bench seat, proposed to
benefit a
nonagenarian who regularly walks on the land. The applicant had been advised that
as a general principle, man-made structures were only installed at Landport Bottom
if essential to the management of the land eg
. water troughs for livestock. Such
things as bench seats and litter bins were not considered in-keeping with the land's
natural state and its management within environmentally-sensitive land programmes.
It had been agreed that the Management Committee would consider the request,
nonetheless, as it may be felt appropriate to allow a suitably natural-looking bench
at a particular location where the impact was minimal. Councillors discussed these
principles at length and agreed that a clear policy statement might helpfully be
included in the revised Site Management Plan. The immediate request was refused,
for the reasons stated, although there was interest in the possibility of an ‘invisible’
structure such as a stone-filled and grassed gabion which could be constructed so as
to blend with natural contours of the land.
This would be investigated for
discussion at the next meeting.
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LBMC2020/09
HISTORIC RACECOURSE SIGN
Permission had previously been agreed for the Lewes Racecourse History Group to
site a commemorative wrought-iron sign on Council land. There had recently been
some contention in social media as to the ownership of the sign, but TC advised
that he had been provided with sufficient detail of the history of its origination that
he was satisfied it was the Group’s property. The sign was understood
to be
awaiting some re-finishing and delivery of a new mounting post; and could then be
placed as agreed with the Group.
LBMC2020/10
There being no further business, the Chairman declared the meeting closed, and
thanked everyone for their attendance. The meeting closed at 8:45pm.
Signed ..................................................................................... date .....................................................
Draft
15
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
info@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
M I N U T E S
of the meeting of the Open Council Working Party, held on Tuesday 14
th
July 2020, online via
Zoom Meetings at 7:00pm.
PRESENT Cllrs Bird; Catlin; Henman; Herbert; Dr Maples; O’Keeffe; Sains; Vernon; Waring and
Wood. Also (not appointed to the Working party) Cllr Burrows;
In attendance:
S Brigden (Town Clerk [TC]); Mrs F Garth (Asst TC and Civic Officer); Ms L Zeyfert
(Manager; All Saints Centre)
OCWP2020/01
ELECTION of CHAIRMAN: Cllr Dr Maples was elected to chair the committee
for the 2020/21 year.
OCWP2020/02
QUESTIONS: TC answered a number of questions related to the current position
with regard to ‘lockdown’ measures and prospective easing of restrictions.
OCWP2020/03
APOLOGIES FOR ABSENCE: Apologies had been received from Cllr
Makepeace, who had a family commitment.
OCWP2020/04
DECLARATIONS OF INTEREST: There were none.
OCWP2020/05
MINUTES: it was resolved that
OCWP2020/05.1 The Minutes of the meeting held on 26
th
September 2019 are
received and signed as an accurate record.
OCWP2020/06
REMIT of the WORKING PARTY
Members noted the remit of the Working Party, which is:
To
identify methods for improved public engagement and greater provision of
information to residents of Lewes, to include:-
〉 A review of information sharing and the methods used to share key events and
policy developments
〉
Consideration of good practice on methods of online deliberation and social
media, such as on key town-wide issues
〉 Identifying ways to provide more joined-up support for community engagement
in and around Council-owned buildings
OCWP2020/07
BUSINESS of the MEETING
1. The matter of noticeboards in the town was raised, and TC advised that the
Council owned only the three small cases on the face of the Town Hall, and the case
at the All Saints Centre. It was sta
ted that there was currently conflicting
information displayed at the Town Hall, and TC would investigate and have this
corrected. The ‘heritage-style’ street-map case in the pedestrian precinct was cited
as potentially useful as a further location for Council information. TC advised that
it was part of a suite of street furniture provided by the Town Council when the area
was pedestrianized and dedicated to display of a town street plan for visitors,
produced in partnership with the Friends of Lewes. There were potential
implications to a change of use which would need to be clarified and TC undertook
to investigate this possibility. It was suggested that most visitors would, these days,
use digital maps on a smartphone, but other Members noted that this by no means
described everyone. Cllr Herbert offered to look at other noticeboards and bring
forward proposals.
2. There was a general discussion on the role of Facebook, and acknowledged that
whilst it now appealed mainly to an older demographic, with other services more
popular with younger people, it could compliment the Council’s website by also
carrying meeting agenda etc. TC noted that the planned post-Covid deployment of
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16
Minutes_Open_Council_W-pty_14th_July_2020_(Virtual) page 2 of 2
staff would offer more time than hitherto for an account to be administered.
3. The principles of Participatory Budgeting were brie
fly discussed, and it was
noted that all Councillors had been invited to an imminent workshop which would
include this topic.
4. Cllrs Catlin and Vernon left the meeting at this point
5. The Mayor was to host an informal travel-related symposium “Reinventing
Lewes Streets & Shops” the following evening, in response to the County Council’s
Active Travel proposals, and there was much discussion as to the format of this
.
The Mayor had stressed the priority for elected Members to listen to the views of
the various special-interest groups and individuals who were to attend. It was noted
that these
invitees would include representatives from outlying villages and
important that their opinions were to be heard. Some Member
s expressed firm
preferences for the form and conduct of the meeting, but it was acknowledged that
the Mayor would be the Chair.
6. There followed a general discussion and it was agreed that the Working Party
would meet quarterly in future.
OCWP2020/08
There being no further business, the Chairman declared the meeting closed, and
thanked everyone for their attendance. The meeting closed at 8:15pm.
Signed ..................................................................................... date .....................................................
Draft
17
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
01273 471469 Fax: 01273 480919
info@lewes-tc.gov.uk
www.lewes-tc.gov.uk
LEWES
TOWN
COUNCIL
M I N U T E S
of the meeting of the Equality, Diversity and Inclusion (EDI) Working Party, held on Tuesday
21
st
July 2020, online via Zoom Meetings at 7:00pm.
PRESENT Cllrs Baah; Bird; Catlin; Handy and Dr Maples. Also (not appointed to the Working party) Cllr
O’Keeffe
In attendance:
S Brigden (Town Clerk [TC]); Mrs F Garth (Asst TC and Civic Officer); Ms L Zeyfert
(Manager; All Saints Centre)
EDIWP2020/01
ELECTION of CHAIRMAN: Cllr Handy was elected to chair the committee for
the 2020/21 year.
EDIWP2020/02
QUESTIONS: There were none.
EDIWP2020/03
APOLOGIES FOR ABSENCE: Apologies were received as the meeting
progressed from Cllr Herbert, who had a work commitment.
EDIWP2020/04
DECLARATIONS OF INTEREST: There were none.
EDIWP2020/05
MINUTES: it was resolved that
EDIWP2020/05.1 The Minutes of the meeting held on 1
st
October 2019 are received
and signed as an accurate record.
EDIWP2020/06
REMIT of the WORKING PARTY
Members noted the remit of the Working Party, which is:
〉
identify and catalogue [over the forthcoming year] improvements and
moderations to the current policy
〉 meet annually to update and refresh council principles.
〉 demonstrate to the public that the Council is fully committed in developing
Equality, Diversity and Inclusivity
EDIWP2020/07
BUSINESS of the MEETING
1. The meeting considered whether the prevailing policy (adopted March 2019) was
still appropriate. It was noted that the title required updating (to add “Inclusion”)
.
TC advised that all Council policies were conventionally reviewed during the last
year of any administration, when all Members would have more than three years’
experience. Some policies were reviewed more often, such as to update values in
financial regulations, but most would await the periodic review unless circumstances
dictated
otherwise. Some Members commented that there were reasons for a
review, but it was generally held that the current policy was robust and appropriate.
2. It had been noticed that local social media posts were asking what the Council
could do about contentious presentations
during Bonfire. This had been the
prompt at the previous meeting to investigate the possibility of restrictive clauses in
Council building hire agreements. The recent “Black Lives Matter” movement
prompted further discussion
and it was remarked that there were many other
sections of the community (eg
the Jewish community) who should not be
overshadowed by such thinking.
3. Members attention returned to the existing hire agreements for the Town Hall
and All Saints Centre. No examples had been found at other Parish Councils that
offered the sort of wording envisaged by Members. It was understood that Lewes
District Council was investigating similarly but that their legal department had not
yet produced a draft. TC recounted legal advice received in 2017 on another matter
that had similar context. It had been advised then that Council should be extremely
careful to avoid fettering its discretion and to ensure balanced judgements taking
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18
Minutes_Equality,Diversity,Inclusion_W-pty_21st_July_2020_(Virtual) page 2 of 2
account of the personal and commercial rights of hirers. Some Members suggested
that it would be
inadequate to simply wait and follow the lead of the District
Council, even should that prove practical. Some also felt that previous mistakes or
failings on the part of regular hirers should be sufficient to allow the imposition of
restrictions on future bookings. Others asked whether written undertakings could be
demanded. TC elaborated on the inadvisability of these approaches. It was claimed
that the Council was not doing enough; but Working Party members were reminded
that they had undertaken several months earlier to research examples of solutions
they might find acceptable but had not, so far, achieved this goal.
4. After further discussion, an interim solution was agreed: that all hirers booking
Council facilities would be provided with a copy of the Council’s EDI Policy with
their booking papers, accompanied by an explanatory statement drawing their
attention to the Council’s position and the importance it placed upon those
principles. TC would prepare a discussion draft of such a statement; for Members
to consider.
5. Suggestions that had been made in conversation with constituents, eg for events
or support for third parties, were described but these were considered to fall within
the remit of the Commemorations & Events Committee and would be passed-on.
L
EDIWP2020/08
There being no further business, the Chairman declared the meeting closed, and
thanked everyone for their attendance. The meeting closed at 8:05pm.
Signed ..................................................................................... date .....................................................
Draft
19
Page 1 of 4
NOTES – “Reinventing Lewes Streets & Shops” symposium
Between
Lewes Town Council (LTC); special interest groups; businesses and
residents
Reason for meeting
Emerging proposals to engage with government Active Travel fund
initiative
Venue
Online meeting using Zoom Meetings
Date
7:00pm Wednesday 15
th
July 2020
Attending
Cllr John Lamb Mayor
Cllr S Catlin Deputy Mayor
Cllr G Earl LTC
Cllr O Henman LTC
Cllr J Herbert LTC
Cllr I Makepeace LTC
Cllr W Maples LTC
Cllr R O’Keeffe LTC
Steve Brigden Town Clerk
A wide range of groups and individuals were in attendance; a full list of attendees is
attached to these Notes.
NOTES:
1.
Welcome
The Mayor welcomed everyone to the Meeting and talked about the recent Annual Town
Meeting where discussion had been
about factors driving Lewes to change including:
Climate Change, the Covid-19 Pandemic;
Pollution and renewed emphasis on Active
Travel which would look at reducing traffic in the town and more provision for cyclists
and pedestrians. The Government had made money available for Highway Authorities to
look at active travel. The Mayor stressed that any changes made should still allow
businesses in the town to trade effectively, to remain Covid-
safe and attract as many
visitors to Lewes as possible. He explained that this meeting was for all residents, groups
and
businesses in the town to look at ways improvements could be made. The Mayor
thanked all who had already made written contributions to the meeting and any further
comments/ideas would be welcome by 23
rd
July. It was
explained that the Town
Council’s ability to act in this area was limited as the responsible Highways Authority was
East Sussex County Council. The Town Council, however, was a voice that could speak
for the town and might provide limited funds to support projects. The Mayor thanked all
who had completed the pre-meeting survey with the outcome showing that the majority
would like a forum set up to develop a long-term strategy for a more sustainable town
centre; to support Active Mobility such as cycling, walking or scootering around the town.
2.
Presentation via Video by Cllrs James Herbert and Richard Waring
3.
Active Travel
The Mayor reported that the County Council would be spending just over half a million
pounds in East Sussex on the first tranche of the Active Travel initiative. Following an
application to the Department of Transport in early June the County Council was awarded
this sum to implement measures to support safe social distancing in areas where people
congregate such as town centres, high streets, transport hubs or bus stops. The funding
was also aimed at encouraging more people to walk and cycle where possible. To date
ESCC had installed 1300 ‘keep apart’ signs in towns and villages together with ‘keep apart’
footway markings at 200 priority bus stops. 40 Bicycle racks were also being provided at
key locations in East Sussex. In Lewes the locations for these bike racks were: the Cliffe
precinct, Little East Street car park and the Needlemakers car park. A number of
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temporary Highway Schemes were being implemented across the County subject to legal
constraints. There was a fairly tight time limit to implement these schemes. Localised
footway widening in key shopping locations (through temporary suspension of parking)
included School Hill/High Street, Lewes; and some temporary cycle routes. The speed at
which these will be implemented will depend on the type of statutory
Traffic Order
required; the level and outcome of local consultation; design and safety review, and
availability of necessary temporary facilities.
Tranche 2 would then follow which would involve a second round of funding
, and
approx.£1.96 million had been indicated for the whole of East Sussex. More information
was expected to follow in August.
The County Council was working with other partners
on a Local Cycling and Walking
Infrastructure programme. This would take a strategic approach to set out the ESCC’s
ambitions to provide a high quality, inclusive and integrated cycling network. The
consultation with key stakeholders had been completed and a public consultation would
start in Autumn 2020.
The District Council had helped facilitate
a District Walking and Cycling Forum. Two
cycle schemes were being looked at for Peacehaven and Lewes. District Officers were
working closely with the County Council.
4.
Walking
Concern had been raised by Lewes Area Access Group (LAAG) regarding the ability of
disabled people in the town. One-way walking in the town would need to be advertised
very clearly as would as any change to the environment i.e. obstacles on footpaths. Social
distancing for visually impaired would prove difficult as would mobility for the disabled
and this would have to be considered very carefully in any overall plan. Work needs to be
done with orientation i.e. guidance strips.
Wheelchair users in the town struggle with
narrow twittens and steep slopes and this often means that they have to use the roads
which proves extremely difficult as car drivers can be aggressive. The LAAG were
planning to carry out an Access Audit in Lewes. Several footpaths in the town were so
narrow that social distancing would also be impossible.
Last year with support from the Town and District Councils, Lewes Living Streets had
retained
a Highway Engineer to look at making Lewes streets more pedestrian friendly.
The report found that streets in Lewes could be widened together with adjusting kerbs to
try to slow drivers speed. This would be particularly helpful at junctions as last year a
‘Speedwatch’ survey was carried out in Lewes and found that 90% of car drivers in the
town drive faster than 25mph.
5.
Cycling
Transition Town Lewes together with Cycle Lewes and Lewes Living Streets have drawn
up a design for walking and cycling in Lewes and feel that cyclists and pedestrians should
have the equivalent access as cars do. There needs to be a reduction in speed limits in the
town as well as the volume of traffic. Motorised traffic has the lion’s share of space. It
was important to develop facilities for walking and cycling into Lewes town centre to try
and discourage the use of cars in that busy area. There was a call to complete the C90
cycle route through Lewes.
6.
Motor Vehicles
Taxis
A representative from a taxi firm stressed the importance of taxis for less able persons.
There was concern if more of the town was pedestrianised their clients would not be able
to access shops in pedestrian areas. It was suggested that a 10mph speed limit could be
established in these areas to facilitate taxi access.
Electric Cars
The use of electric cars was suggested, with shared ownership. However, there was no
infrastructure for the use of such cars at present. Charging points would need to be made
available in the town although not on pavements but as part of the road network. Lewes
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District Council (LDC) car parks could also be areas to site charging points. LDC were
also looking at potential use for E-bike sharing.
Outlying Parishes
There was concern raised about residents of outlying parishes. Many of the small villages
do not have a regular bus services serving them so residents who needed to shop in Lewes
had to use their motor cars to do this.
It was important to establish who the vehicle drivers were in the town for example those
making deliveries, traveling from outlying areas or using the town as a short cut during a
longer journey.
7.
Parking
The issue of the Station Car Park and the Phoenix car parks potentially being multi-decked
was raised. There was some progress on this although any changes to Station Car Park
were dependent on Network Rail.
Other sites might also be considered for such
extension of capacity.
Posters were needed throughout the town to discourage motorists/delivery drivers from
parking on pavements. Improved signage showing where car-parks are located in town
would help visitors to the town and notices showing that County Hall car park was free
after 6pm and on weekends could improve parking problems especially for visitors and
parking at the North Street Quarter should be made available before development there
takes place. Parking was more readily available at the bottom of the town with very little
provided at the top.
8.
Businesses
There was concern from the Lewes Chamber of Commerce that their views were not
being heard. It was stressed that views need to be sought
from retailers. Several
businesses in town had no rear access, so the only delivery point at their premises was the
front. There was support from individual businesses for cycling and pedestrians but there
was also a need to sustain a working town. Shops need provision for ‘out-of-towners’
who want to come and visit Lewes.
For many businesses a delivery ‘hub’ would not work for deliveries to a business; however
it could work for deliveries from a trader to residents.
9.
Residents
Several residents raised concerns about walking in Lewes as due to the
narrowness of
pavements some people walked on the roads. This also caused problems for pedestrians
at night together with some routes into town being poorly lit.
Rural residents did not feel safe cycling into Lewes, more so at night, because of speeding
traffic. Cycling was not accessible to all, nor always practical eg the less able, mothers to
be, or in emergency situations. Bus services would have to be frequent. Residents from
Friars Walk raised concerns about how a scheme would work, although sympathetic to the
need for a change. Their concerns were:
• Has any modelling been done?
• Will less cars parked on streets reduce traffic speed, or increase it?
• Will greater road width increase HGVs?
• Will fewer parked cars increase the speed and flow of traffic on Friars Walk and
Lansdown Place.
The issue of access to vehicles was also raised:
• Young children being carried or being left at home while parents unload/load cars
• Elderly people receiving meals
• Unloading heavy shopping
• Security
Local authorities have a duty to consult with groups and/or residents before removing
parking.
10.
Public Transport
The possibility of a Park & Ride scheme was discussed. Patrick Warner from Brighton &
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Hove Buses (B&Hb) had travelled to different parts of the country to see how other Park
& Rides operate. The consensus was that the public like a short journey from a Park &
Ride Park and the service needs to be a regular service throughout the day. Mr Warner
was asked if a Lewes ‘Shoppers discounted ticket’ could be considered and he said this was
something that could be considered by B&Hb.
Compass buses have the same objectives as larger bus companies (improving rural
services) however, these schemes need funding. Lewes Town Council supports Compass
but perhaps additional funding could be encouraged from LDC, ESCC and parishes.
Community Transport for the Lewes Area (CTLA) also works with multiple organisations,
(Chamber of Commerce, Local Councils etc.) and considered that usually if local
authorities contributed financially, services could be improved.
In other parts of the country larger supermarkets provided bus services for their rural
customers. This was wholly funded by the supermarket.
11.
Cliffe High Street
It was generally felt that the pedestrianised Cliffe High Street worked well and delivery
drivers/drivers recognised the 10mph speed limit. There were calls for access by delivery
vehicles be maintained at all times.
12.
The Mayor thanked everyone for their contribution and closed the meeting.
Meeting ended 9:05pm
23
MULBERRY & CO
Chartered Certified Accountants 9 Pound Lane t + 44(0)1483 423054
Registered Auditors Godalming e office@mulberryandco.co.uk
& Chartered Tax Advisors Surrey, GU7 1BX w www.mulberryandco.co.uk
Registered as auditors in the United Kingdom by the Association of Chartered Certified Accountants.
Partners: Mark L Mulberry BA (Hons) FCCA CTA Terri A McClure FCA
Our Ref: MARK/LEW001
Mr S Brigden
Lewes Town Council
Town Hall
High Street
Lewes
East Sussex
BN7 2QS
24
th
June 2020
Dear Steve
Re: Lewes Town Council
Internal Audit Year Ended 31
st
March 2020
Following completion of our interim internal audit on the 10
th
October 2019 and our final audit on the 24
th
June 2020
we enclose our report for your kind attention and presentation to the Council. The audit was conducted in
accordance with current practices and guidelines and testing was risk based. Whilst we have not tested all
transactions, our samples have where appropriate covered the entire year to date. Where appropriate
recommendations for future action are shown in bold text and summarised in the tables at the end of the report.
The recommendations from the interim visit have been answered in the table at the end of the report.
The Accounts and Audit Regulations 2015 require smaller authorities, each financial year, to conduct a review of the
effectiveness of the system of internal control and prepare an annual governance statement in accordance with
proper practices in relation to accounts. The internal audit reports should therefore be made available to all
members to support and inform them when they considering the authority’s approval of the annual governance
statement.
Interim Audit – Summary Findings
At the interim visit we reviewed and performed tests on the following areas:
Review of the Financial Regulations and Standing Orders
Review of the risk assessments
Review of the budgeting process
Proper bookkeeping – review of the use of the accounts package
Review of salaries
Review of fixed asset register
It is our opinion that the systems and internal procedures at Lewes Town Council are well established, and
followed. The Clerk is very experienced and ensures the council follows best practice regulations and has overseen
changes to the internal procedures as regulations and technologies have changed to maintain compliance.
Final Audit – Summary Finding
At the final visit we reviewed and performed tests on the following areas:
• Review of annual accounts & AGAR
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• Review of bank reconciliation
• Review of income
• Review of salaries
• Review of information for external auditor
I am of the opinion that the annual accounts and AGAR are ready to be signed off by council and the external auditor
and that the AGAR is a true and fair reflection of the financial transaction of that of the council for the year ended
31st March 2020. Accordingly, I have signed off the AGAR.
A. BOOKS OF ACCOUNT (INTERIM AUDIT)
Internal audit requirement
Appropriate accounting records have been properly kept throughout the financial year.
The Council continues to use Sage for recording the day to day transactions of the council. This is a tried and tested
financial reporting package and is augmented with Excel for reporting to Council and I make no recommendation to
change. My audit testing showed that supporting documentation could be easily located from records. I make no
recommendation to change in this system.
The council has a dedicated accounts function which is overseen by the Clerk. There is one individual Finance
Administration Officer responsible for the entire day to day finance function and entering all the finance details
onto the Sage system, while the Clerk/RFO also has access to the system.
I tested opening balances as at 1/4/19 and confirmed they could be agreed back to the audited accounts for
2018/19.
The Council is not VAT registered and has no requirement to do so. VAT refunds were agreed to underlying working
papers. There were no errors on the returns. VAT refunds are completed annually for year end, with the last refund
for the period up to March 2019. The council is up to date with its postings.
Overall, I have the impression that the accounting systems are well ordered and routinely maintained and as such I
make no recommendation to change.
At the interim audit date, I am of the opinion that the control assertion of “Appropriate accounting records have
been properly kept throughout the financial year” has been met.
B. FINANCIAL REGULATIONS, GOVERNANCE & PAYMENTS (INTERIM & FINAL AUDIT)
Internal audit requirement
This authority complied with its financial regulations, payments were supported by invoices, all expenditure was
approved and VAT was appropriately accounted for.
Interim Audit
Check the publication and minuting of the prior year audited AGAR and notice of conclusion of audit
The external auditors report was not qualified in 2018/19. This has been reported to council and the notice of
conclusion of audit and audited AGAR have been posted to the council website.
Confirm by sample testing that councillors sign statutory office forms
I confirmed by sample testing that Councillors sign “Acceptance of Office” forms and Register of Members
Interests, in line with regulations. Register of Members’ Interest forms are posted to the Town Council website.
The councillors have also signed acceptance to receive information by electronic means.
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Confirm that the council is compliant with the relevant transparency code
I note that the council is required by law to follow the 2015 Local Government Transparency Code. A review of the
web site the information required is posted as required by the Code. All councils are encouraged to follow the code
to provide greater transparency for the public and to reduce the potential of Freedom of Information requests.
Confirm that the council is compliant with the GDPR
The council is aware of GDPR and has undergone training. Since July, the Council has common email addresses for
Councillors, which is recommended because it gives a natural segregation between personal and councillor
business, so it is clear beyond doubt in what capacity a councillor is acting, gives control to the council, adds a
degree of professionalism and in the event of a FOI request limits access to personal computers. The council has
appointed an external Data Protection Officer (DPO) and has a Privacy Notice on its website.
Confirm that the Council meets regularly throughout the year
The Council has the following committees:
• Full Council - meets 10 times per annum
• Personnel Panel – ad hoc
• Audit & Governance Panel – 4 times per annum
• Planning Committee - meets 3 weekly
• Transport Committee – ad hoc
• Commemorations Committee – ad hoc
• Working parties as and when needed
Check that agendas for meetings are published giving 3 clear days’ notice
The Clerk was able to demonstrate that at least 3 clear days’ notice is given on both web site and hard copy
agendas. Whilst we have not tested every single committee and council meeting there was no evidence of non-
compliance in giving three clear days’ notice of the meeting. It was noted that the supporting documentation
referred to in the agendas is also posted to the website.
Check the draft minutes of the last meeting(s) are on the council’s website
Draft minutes are typically published on the Council website within 30 days of the meeting.
Confirm that the Parish Council’s Standing Orders have been reviewed within the last 12 months
The Standing Orders are based on the NALC model and adapted for the Town Council’s circumstances. They were
last reviewed and adopted by Council in April 2019.
Confirm that the Parish Council has adopted and recently reviewed Financial Regulations
Financial regulations are based on the NALC model and were last reviewed and adopted by Council in April 2019.
The regulations being based on the NALC model contain provisions for the approval of spending, setting of budgets,
reconciliation of the bank and reporting to council.
Check that the council’s Financial Regulations are being routinely followed
Financial regulation 2.2 deals with bank reconciliations, the council is performing a monthly bank reconciliation for
all accounts and this is minuted at Council meetings in accordance with regulations.
Financial Regulation 5 deals with authorisation of payments. From sample checking of invoices from August 2019,
minutes show authorisation of payments lists in accordance with regulations and invoices are signed by a
councillor.
Financial regulation 6 deals with making payments. The council makes payments predominately online with
occasional cheque payments and some direct debit payments for utilities. Cheques must be signed by two
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individuals. The on-line banking system has a natural segregation of duties between the originator and authoriser
of transactions, with two councillors confirming authorisation between input and release of funds.
Financial regulation 7 deals with approval and authorisation of salaries, the minutes and files show evidence of
authorisation of changes and of wages generally.
Confirm all section 137 expenditure meets the guidelines and does not exceed the annual per elector limit of
£8.12 per elector
The Council has the General Power of Competence (GPC) and does not have s.137 expenditure.
Confirm that checks of the accounts are made by a councillor
The system noted above details internal review takes place and councillor, committee and council level. I am
under no doubt that council properly approves expenditure.
I am of the opinion the council is following its own regulations and that any changes to financial regulations are to
be considered minor and no indicative of errors in the system.
At interim audit date, I am of the opinion that the control assertion “This authority complied with its financial
regulations, payments were supported by invoices, all expenditure was approved and VAT was appropriately
accounted for” has been met.
Final Audit
I have reviewed the expenditure list which is broadly similar to the prior year after accounting for one of expenditure
items.
At the year-end date he council has £76,475 of creditors (2019: £28,559)
Purchase ledger £38,475 (2019: £22,861)
Receipts in advance £0 (2019: £3,698
Accruals £38,000 (2019: £0)
I am of the opinion that the control assertion “This authority complied with its financial regulations, payments were
supported by invoices, all expenditure was approved and VAT was appropriately accounted for”, has been met.
C. RISK MANAGEMENT & INSURANCE (INTERIM AUDIT)
Internal audit requirement
This authority assessed the significant risks to achieving its objectives and reviewed the adequacy of arrangements to
manage these.
Interim Audit
The Council undertakes a full risk assessment that covers operational and financial risks. This was last reviewed by
Council in June 2019 and this is noted in the Council minutes.
I have confirmed that the Council has a valid insurance certificate. The Council reviews its insurance requirements
as part of the renewal process. Employers’ Liability is set at £10 million, Public Liability £15 million and Fidelity
Guarantee £500,000. This amount should be kept under review to ensure it is maintained at an appropriate level.
At the interim audit date, I am of the opinion that the control objective of “This authority assessed the significant
risks to achieving its objectives and reviewed the adequacy of arrangements to manage these” has been met.
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Final Audit
We discussed assertion 8 of the AGAR and whether or not this had any impact on the council.
“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.”
I am of the opinion that the control objective of “This authority assessed the significant risks to achieving its
objectives and reviewed the adequacy of arrangements to manage these.”, has been met
D. BUDGET, PRECEPT & RESERVES (INTERIM & FINAL AUDIT)
Internal audit requirement
The precept or rates requirement resulted from an adequate budgetary process; progress against the budget was
regularly monitored; and reserves were appropriate.
Interim Audit
I confirmed that the 2020/21 budget and precept setting process is about to start. A visioning exercise is also being
planned to support this and prioritise projects. The budgeting process includes background papers illustrating
historic references and assumptions moving forward and is very detailed.
The Council has a general reserve of circa £135,000 in addition to earmarked reserves totalling circa £850,000. The
level of general reserve is lower than might normally be expected, but this has been recognised by the Council and
plans are in place to add £50,000 per year to the general reserve to return it to the £400,000 level the Council
normally works to.
At the interim audit date, I am of the opinion that the control objective of “The precept or rates requirement
resulted from an adequate budgetary process; progress against the budget was regularly monitored; and reserves
were appropriate” has been met.
Final Audit
The council has £1,712,251 (2019: £994,506) of total reserves of which £1,489,788 (2019: £858,653) are earmarked
and £222,463 (2019: £135,853) are general reserves. In respect of general reserves, rule of thumb calculations
would suggest that 50% of precept as adjusted for local conditions would be reasonable being circa £545k.
The council has robust cash flow reporting and I note the general reserve is much increased in the prior year but this
still remains low for a council of this size.
I am of the opinion that the control objective of “The precept or rates requirement resulted from an adequate
budgetary process; progress against the budget was regularly monitored; and reserves were appropriate.”, has been
met.
E. INCOME (INTERIM & FINAL AUDIT)
Internal audit requirement
Expected income was fully received, based on correct prices, properly recorded and promptly banked; and VAT was
appropriately accounted for.
Interim Audit
Other than the precept, the Council has the following streams of income:
Hire of halls/rooms at various sites
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Allotment rents
Flat rental
Other minor miscellaneous income
Hire and rental fees are reviewed annually as part of the budget setting process.
The precept has been fully received and verified to remittance advices and the bank statement. The Council Tax
Support Grant (CTSG) is appropriately accounted for.
At the interim audit date, I am of the opinion that the control objective of “Expected income was fully received,
based on correct prices, properly recorded and promptly banked; and VAT was appropriately accounted for” has
been met.
Final Audit
The precept income was tested to third party evidence supplied to the auditor and has been correctly shown in box
2. I have amended box 2 & 3 for £1 rounding that the external auditor would otherwise comment on.
At the year-end date he council has £56,496 of debtors (2019: £49,893)
VAT £48,624 (2019: £35,983) - error see note 14 not 16 page 11 of accounts
Sales Ledger £7,872 (2019: £13,910)
I am of the opinion that the control objective of “Expected income was fully received, based on correct prices,
properly recorded and promptly banked; and VAT was appropriately accounted for.”, has been met.
F. PETTY CASH (INTERIM AUDIT)
Internal audit requirement
Petty cash payments were properly supported by receipts, all petty cash expenditure was approved and VAT
appropriately accounted for.
The council has a small float of £500 balanced as necessary. It is used for small items which seem entirely
appropriate. The authorisation process is signed off by the Clerk.
At the interim audit date, I am of the opinion the control objective of “Petty cash payments were properly
supported by receipts, all petty cash expenditure was approved and VAT appropriately accounted for.”, has been
met.
G. PAYROLL (INTERIM & FINAL AUDIT)
Internal audit requirement
Salaries to employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE
and NI requirements were properly applied.
Interim Audit
The Council uses Sage payroll and completes all aspects of payroll internally. Employees are paid with reference to
NJC salary scales.
At the interim audit date, I am of the opinion that salaries are correctly stated on the AGAR and that the control
object of “Salaries to employees and allowances to members were paid in accordance with this authority’s
approvals, and PAYE and NI requirements were properly applied” has been met.
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Final Audit
The amounts shown on the AGAR, were reconcilable to the payroll records, there were no errors.
Monthly and year-end PAYE and NI deductions and returns have been submitted online, on time to HMRC. There
were no errors recorded or late payments to HMRC during the financial year under review. The PAYE and NI liability
for March 2020 was paid after date.
All Council employees are paid through the payroll for all Council work undertaken. No employees are paid
separately for any other Council work undertaken. Casual labour payments are correctly recorded via the payroll.
Councillors were paid allowances in June via the payroll.
I am of the opinion that salaries are correctly stated on the AGAR and that the control object of “Salaries to
employees and allowances to members were paid in accordance with this authority’s approvals, and PAYE and NI
requirements were properly applied.”, has been met.
H. ASSETS AND INVESTMENTS (INTERIM & FINAL AUDIT)
Internal audit requirement
Asset and investments registers were complete and accurate and properly maintained.
Interim Audit
The Council has a fixed asset register which documents its assets correctly stated as historic or proxy cost. The
register contains geo-tags for externally located assets along with other detailed information.
At the interim audit date, I am of the opinion that the control objective of “Asset and investments registers were
complete and accurate and properly maintained” has been met.
Final Audit
The loan interest and capital repayments were agreed to PWLB debt management letters and the closing balance to
the end of year statement letter. There were no errors.
The Council does not hold any long term investments i.e. over 1 year. Any addition to the asset register is normally
with a cost value greater than £1,000.
I am of the opinion that the control objective of “Asset and investments registers were complete and accurate and
properly maintained.”, has been met.
I. BANK & CASH (INTERIM & FINAL AUDIT)
Internal audit requirement
Periodic and year-end bank account reconciliations were properly carried out.
Interim Audit
At the interim audit date the council had a reconciled bank position which has been signed in accordance with
Financial Regulations and signed off at the Audit Panel meeting. I have reviewed the reconciliation and there were
no errors.
The Council reports quarterly on performance against budget. The confirmed quarter 1 information show the
Council on track against projected income and expenditure, and through discussion with the Clerk, it is anticipated
the quarter 2 position will be similar.
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At the interim audit date, I am of the opinion that bank and cash balances are properly shown on the AGAR and
that the control objective of “Periodic and year-end bank account reconciliations were properly carried out” has
been met.
Final Audit
At the year-end date the council had a reconciled bank position. I have reviewed the reconciliation there were both
outstanding payments and outstanding lodgements.
The council has two active bank accounts, together with petty cash. None of the accounts are long term investments
and as such do not need to be disclosed in box 9 of the AGAR.
I am of the opinion that bank and cash balances are properly shown on the AGAR and that the control objective of
“Periodic and year-end bank account reconciliations were properly carried out.”, has been met.
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J. YEAR END ACCOUNTS (FINAL AUDIT)
Internal audit requirement
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.
The council, at its meeting to sign off the year-end accounts, must discuss the Annual Governance Statement and
record this activity in the minutes of the meeting. Based on the internal audit finding, I recommend using the table
below as the basis for that discussion. THIS MUST BE A SEPARATE AGENDA ITEM TO THE SIGNING OF THE ANNUAL
ACCOUNTS.
Section 1 – Annual Governance Statement
Annual Governance Statement
‘Yes’ means that this authority
Suggested response based on
evidence
1
We have put in place arrangements for
effective financial management during the
year, and for the preparation of the
accounting statements.
prepared its accounting statements in
accordance with the Accounts and Audit
Regulations.
YES – income & expenditure
accounts follow latest
Accounts and Audit
Regulations and practitioners
guide recommendations.
2
We maintained an adequate system of
internal control including measures designed
to prevent and detect fraud and corruption
and reviewed its effectiveness.
made proper arrangements and accepted
responsibility for safeguarding the public
money and resources in its charge.
YES – there is regular
reporting of financial
transactions and accounting
summaries, offering the
opportunity for scrutiny.
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.
has only done what it has the legal power
to do and has complied with Proper
Practices in doing so.
YES – the Clerk is experienced
and advises the council in
respect of its legal powers.
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.
during the year gave all persons
interested the opportunity to inspect and
ask questions about this authority’s
accounts.
YES – the requirements and
timescales for 2018/19 year-
end were followed.
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.
considered and documented the financial
and other risks it faces and dealt with
them properly.
YES – the council has a risk
management scheme and
appropriate external
insurance.
6
We maintained throughout the year an
adequate and effective system of internal
audit of the accounting records and control
systems.
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.
YES – the council has
appointed an independent
and competent internal
auditor has completed two
audits during the year.
7
We took appropriate action on all matters
raised in reports from internal and external
responded to matters brought to its
attention by internal and external audit.
YES – where matters are
raised, action taken by council
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audit.
is recorded in the minutes.
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.
disclosed everything it should have about
its business activity during the year
including events taking place after the
year end if relevant.
YES – no matters were raised
during the internal audit
visits.
9
Trust funds including charitable – In our
capacity as the sole managing trustee we
discharged our accountability responsibilities
for the fund(s)/asset(s), including financial
reporting and, if required, independent
examination or audit.
has met all of its responsibilities where,
as a body corporate, it is a sole managing
trustee of a local trust or trusts.
Yes – the council has met its
responsibilities
33
«LMCLName» Internal Audit Report
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Section 2 – Accounting Statements
Agar Box Number
2018/19
2019/20
Auditor Notes
1
Balances brought
forward
761,420
994,506
Agrees to 2019 cfwd
2
Precept or Rates and
Levies
1,036,301
1,093,813
Agrees to third party evidence provided to auditor subject
to £1 rounding
3
Total other receipts
259,953
818,287
Agrees to underlying records - subject to £1 rounding
4
Staff costs
489,156
505,769
Agrees to underlying records
5
Loan interest/capital
repayments
10,056
10,056
Agreed no loans
6
All other Payments
563,956
678,530
Agrees to underlying records
7
Balances carried
forward
994,506
1,712,251
Casts correctly agrees to balance sheet (subject to £
rounding)
8
Total value of cash and
short term investments
938,081
1,724,477
Agrees to reconciliation
9
Total fixed assets plus
long term investments
and assets
3,236,060
3,236,060
Agrees to register
10
Total borrowings
44,577
636,437
Agrees to third party evidence provided to auditor
11
For Local Councils Only)
Disclosure note re
Trust funds (including
charitable)
YES
NO
Completed
The year-end accounts have been correctly prepared on the income & expenditure basis with the box 7 & 8
reconciliation properly completed.
The AGAR correctly casts and cross casts and the comparatives have been correctly copied over from the 2018-19
AGAR.
The variance analysis is required because there are variances greater than 15% and £500. This has been prepared on
a summary table basis.
I am of the opinion the AGAR will be ready for submission to the external auditor within statutory time scales and
that the control objective of “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.”,
has been met.
34
«LMCLName» Internal Audit Report
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K. LIMITED ASSURANCE REVIEW (FINAL AUDIT)
Internal audit requirement
IF the authority certified itself as exempt from a limited assurance review in 2018/19, it met the exemption criteria
and correctly declared itself exempt. (If the authority had a limited assurance review of its 2018/19 AGAR tick “not
covered”)
Not applicable.
L: EXERCISE OF PUBLIC RIGHTS - INSPECTION OF ACCOUNTS (FINAL AUDIT)
Internal audit requirement
The authority has demonstrated that during summer 2019 it correctly provided for the exercise of public rights as
required by the Accounts and Audit Regulations.
Due to the Covid 19 outbreak, the statutory deadlines have been changed as follows:
The publication date for final, audited, accounts will move from the 30 September to 30 November 2020 for all local
authority bodies. To give local authorities more flexibility, the requirement for the public inspection period to include
the first 10 working days of July has been removed. Instead, local authorities must commence the public inspection
period on or before the first working day of September 2020.
This means that draft accounts must be approved by 31 August 2020 at the latest. However, they may be approved
earlier, and we would encourage councils to do so wherever possible, to help manage overall pressure on audit firms
towards the end of the year.
Authorities must publish the dates of their public inspection period, and given the removal of the common
inspection period and extension of the overall deadlines for this year, it is recommended that all authorities provide
public notice on their websites when the public inspection period would usually commence, explaining why they are
departing from normal practice for 2019/20 accounts.
The regulations implementing these measures were laid on 7 April and are due to come into force on 30 April 2020.
The relevant dates as set by Lewes Town Council Parish Council are set out in the table below.
Inspection - Key date
2018/19
Actual
2019-20
Proposed
Accounts to approved at full council
20
th
June 2019
30
th
July
Date Inspection Notice Issued and how published
21
st
June
31
st
July
Inspection period begins
24
th
June
10
th
August
Inspection period ends
2
nd
August
21
st
September
Correct length
Yes
yes
Common period included?
Yes
yes
Summary of rights document on website?
Attached to inspection
announcement
Attached to inspection
announcement
I am satisfied the requirements of this control objective were met for 2019/20, and assertion 4 on the annual
governance statement can therefore be signed off by the Council.
M. TRUSTEESHIP (INTERIM AUDIT)
Internal audit requirement
Trust funds (including charitable) – The council met its responsibilities as a trustee.
35
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The Council has the Town Brook Trust, where it operates as the sole managing trustee. Where necessary separate
meetings are held and the Clerk monitors this. Accounts and returns are up to date with the charities commission.
Should you have any queries please do not hesitate to contact me, attention.
Kind regards
Yours sincerely
Mark Mulberry
36
Report FC004-2020 Annual Return & Accounts 2019-20 Year
Agenda Item No:
9
Report No:
FC004/2020
Report Title:
Annual Governance & Accountability Return 2019/20
Report To:
Full Council
Date:
30
th
July 2020
Report By:
S Brigden, Town Clerk
________________________________________________________________________________
Purpose of Report: To present the requisite accounting information and draft Annual Return for
approval, as required by the Local Audit and Accountability Act 2014 and The Accounts and Audit
Regulations 2015 (SI2015/234).
Recommendation(s):
1 That Lewes Town Council approves the Annual Governance Statement, and Accounting
Statements (shown at sections 1 & 2 of the statutory annual return) for the year ended 31
st
March 2020
2 That Lewes Town Council approves the statutory annual return for the year 1
st
April 2019 to 31
st
March 2020, for submission to Messrs PKF-Littlejohn LLP, the External auditors appointed by
the national sector-led body, with supporting documents as required.
Information:
1 The latest amendments to the statutory audit regime affecting local councils were introduced by the
Accounts & Audit (England) Regulations 2015. The changes directly affect the Council as it falls into a
category where the criteria have been revised. There have been some revisions to the Audit Code of
Practice made under these regulations, and these have been accommodated.
2 The regulations prescribe (among other detail) the form of the Statutory Annual Return, supporting
information, and the order in which Council must acknowledge its responsibilities. Lewes Town
Council has, for many years, recognized the benefits of operating its accounting system at a level of
sophistication higher than the minimum requirements, and is comparable to the commercial
Small/Medium Enterprise (SME) classification that the latest Regulations emulate. Under earlier audit
regimes, this approach has been commended by auditors as good practice, and will be continued.
3 Under powers set out in Regulation 3 of the Local Audit (Smaller Authorities) Regulations 2015,
Smaller Authorities Audit Appointments Ltd (SAAA) was appointed by the Secretary of State for
Communities and Local Government as the Sector Led Body (SLB) for smaller authorities. Smaller
authorities are those whose gross annual income or expenditure is less than £6.5 million. SAAA have
contracted PKF Litteljohn to provide the service for this region for five years 2017/18 to 2022/23
4 The statutory deadline for the Council’s formal “approval” of the Annual Governance &
Accountability Return (AGAR), for forwarding to the appointed external auditors is usually 30
th
June –
extended by two months in 2020 due to Covid-19. A booklet of accounts is appended. These
documents are posted on our website. The auditors also specify a range of sample documents each year
which will accompany the Return and accounts.
5 The relevant pages of the Annual Return are appended to this report. It is required that Council
resolves its approval of the Annual Governance Statement (section 1) prior to approval of the
Accounting Statements (section 2).
6 The Accounting Statements are certified by me in my capacity as Responsible Finance Officer.
7 The certificate by the Council’s independent Internal Auditor has been signed. He indicates that he
has no concerns, and his final report is also presented to this meeting. The Internal Auditor’s work;
regular reports of the Audit Panel, and occasional reports from other sources, are the instruments by
which the Council assures itself that all responsibilities are satisfied.
IMPORTANT NOTE: It is necessary to avoid potential conflict of interest that might affect the
auditor’s independence,
eg
Messrs. PKF Littlejohn LLP (our appointed external Auditor)
may
provide
personal accountancy or tax advice to a Councillor. Littlejohn’s attempt to identify such situations, but
it is important that Members advise the Town Clerk immediately if they become aware of potential
conflicts.
S Brigden 26
th
June 2020
37
This authority’s internal auditor, acting independently and on the basis of an assessment of risk,
carried out a selective assessment of compliance with relevant procedures and controls to be in
operation during the nancial year ended 31 March 2020.
The internal audit for 2019/20 has been carried out in accordance with this authority’s needs
and planned coverage. On the basis of the ndings 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 signicant respects, the control
objectives were being achieved throughout the nancial year to a standard adequate to meet the
needs of this authority.
Annual Internal Audit Report 2019/20
ENTER NAME OF AUTHORITY
Page 3 of 6Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
*If the response is ‘no’ you must include a note to state the implications and action being taken to address any weakness in control
identied (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).
For any other risk areas identied by this authority adequate controls existed (list any other risk areas on separate sheets if needed).
DD/MM/YYSIGNATURE REQUIRED
Date
Signature of person who
carried out the internal audit
DD/MM/YY DD/MM/YYDD/MM/YY
Name of person who carried out the internal auditDate(s) internal audit undertaken
ENTER NAME OF INTERNAL AUDITOR
A. Appropriate accounting records have been properly kept throughout the nancial year.
B. This authority complied with its nancial regulations, payments were supported by invoices, all
expenditure was approved and VAT was appropriately accounted for.
C. This authority assessed the signicant risks to achieving its objectives and reviewed the adequacy
of arrangements to manage these.
D. The precept or rates requirement resulted from an adequate budgetary process; progress against
the budget was regularly monitored; and reserves were appropriate.
E. Expected income was fully received, based on correct prices, properly recorded and promptly
banked; and VAT was appropriately accounted for.
F. Petty cash payments were properly supported by receipts, all petty cash expenditure was
approved and VAT appropriately accounted for.
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.
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.
H. Asset and investments registers were complete and accurate and properly maintained.
I. Periodic and year-end bank account reconciliations were properly carried out.
K.
IF the authority certied itself as exempt from a limited assurance review in 2018/19, it met the
exemption criteria and correctly declared itself exempt. (If the authority had a limited assurance
review of its 2018/19 AGAR tick “not covered”)
Yes No*
Agreed? Please choose
one of the following
Internal control objective
Not
covered**
L.
The authority has demonstrated that during summer 2019 it correctly provided for the exercise
of public rights as required by the Accounts and Audit Regulations.
M. (For local councils only)
Trust funds (including charitable) – The council met its responsibilities as a trustee.
Yes No Not applicable
38
LEWES TOWN COUNCIL
✔
✔
✔
✔
✔
✔
✔
✔
✔
✔
✔
✔
✔
10/10/2019
24/06/2020
Mark Mulberry BA (Hons) FCCA CTA
24/06/2020
*Please provide explanations to the external auditor on a separate sheet for each ‘No’ response and describe how the
authority will address the weaknesses identied. 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 conrm, 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 signicant 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
39
LEWES TOWN COUNCIL
✔
✔
✔
✔
✔
✔
✔
✔
✔
30/07/2020
www.lewes-tc.gov.uk
I certify that for the year ended 31 March 2020 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 nancial position of this authority.
I conrm that these Accounting Statements were
approved by this authority on this date:
Signed by Chairman of the meeting where the Accounting
Statements were approved
Signed by Responsible Financial Ofcer before being
presented to the authority for approval
as recorded in minute reference:
MINUTE REFERENCE
DD/MM/YY
DD/MM/YY
SIGNATURE REQUIRED
SIGNATURE REQUIRED
Date
8. Total value of cash and
short term investments
9. Total xed assets plus
long term investments
and assets
10. Total borrowings
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.
The value of all the property the authority owns – it is made
up of all its xed assets and long term investments as at
31 March.
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)
The Council, as a body corporate, acts as sole trustee for
and is responsible for managing Trust funds or assets.
N.B. The gures in the accounting statements above do
not include any Trust transactions.
Yes
No
1. Balances brought
forward
2. (+) Precept or Rates and
Levies
4. (-) Staff costs
5. (-) Loan interest/capital
repayments
6. (-) All other payments
7. (=) Balances carried
forward
3. (+) Total other receipts
Total balances and reserves at the beginning of the year
as recorded in the nancial records. Value must agree to
Box 7 of previous year.
Please round all gures to nearest £1. Do not leave any
boxes blank and report £0 or Nil balances. All gures must
agree to underlying nancial records.
Notes and guidanceYear ending
31 March
2019
£
31 March
2020
£
Total amount of precept (or for IDBs rates and levies)
received or receivable in the year. Exclude any grants
received.
Total income or receipts as recorded in the cashbook less
the precept or rates/levies received (line 2). Include any
grants received.
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.
Total expenditure or payments of capital and interest
made during the year on the authority’s borrowings (if any).
Total expenditure or payments as recorded in the cash-
book less staff costs (line 4) and loan interest/capital
repayments (line 5).
Total balances and reserves at the end of the year. Must
equal (1+2+3) - (4+5+6).
Section 2 – Accounting Statements 2019/20 for
ENTER NAME OF AUTHORITY
Page 5 of 6Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
40
LEWES TOWN COUNCIL
761,420
994,506
1,036,301
1,093,813
259,953
818,287
489,156
505,769
10,056
10,056
563,956
678,530
994,506
1,712,251
938,081
1,724,477
3,236,060
3,236,060
44,577
636,437
✔
30/07/2020
LEWES TOWN COUNCIL
FINANCIAL ACCOUNTS
for the year
1
st
April 2019 to 31
st
March 2020
SUBJECT TO AUDIT
41
Councillors
Council Information
For the Year ended 31 March 2020
Cllr Janet BAAH
Cllr Matthew BIRD
Cllr Richard BURROWS
Cllr Guy EARL
Cllr Robert HANDY
Cllr Oliver HENMAN
Cllr James HERBERT
Cllr John LAMB
Cllr Imogen MAKEPEACE
Cllr Dr Wendy MAPLES
Cllr Dr Graham MAYHEW
Cllr Merlin MILNER
Cllr Ruth O’KEEFFE
Cllr Shirley-Anne SAINS
Cllr Jonathan VERNON
Cllr Richard WARING
Cllr Stephen WISCHHUSEN (known as CATLIN)
Cllr Catherine WOOD
Town Clerk and Responsible Finance Officer
Steve Brigden
Auditors (external)
Littlejohn LLP
Ref: SBA
2
nd
Floor 1 Westferry Circus
Canary Wharf
LONDON E14 4HD
Auditors (internal)
Mulberry & Co
Chartered Certified Accountants,
Registered Auditors & Chartered
Tax Advisers
9 Pound Lane
GODALMING
Surrey GU7 1BX
Accounts 2019/20 page 2
42
LEWES TOWN COUNCIL
Explanatory Foreword
For the Year ended 31
March 2020
The Council’s statements of accounts for the year ended 31
st
March are set out on the
following pages. They consist of the following statements:
The Income and Expenditure Account
The Council’s revenue account, covering income and expenditure on all services.
The Balance Sheet
This sets out the financial position of the Council at 31
st
March, ie its assets and
liabilities at that date.
Statement of Total Movement in Reserves
This summarises the total gains and losses of the Council and their effect on the
Council’s reserves during the year.
Notes to the Accounts
These provide further information on the amounts included in the financial
statements.
This foreword provides a brief explanation of the financial aspects of the Council’s
activities and draws attention to the main characteristics of the financial position.
Further Information
Further information about the accounts, and the financial administration of the Council,
is available from the Town Hall, High Street, Lewes BN7 2QS. This is part of the
Council’s policy of providing full information about its affairs. Interested members of the
public have a statutory right to inspect the accounts before the audit is completed. The
availability of the accounts for inspection is advertised on the notice board outside the
Council Offices, and on the Council’s website (www.lewes-tc.gov.uk ). Other aspects of
the Council’s financial operations are published during the year on the website, and may
be obtained on request.
Accounts 2019/20 page 3
43
Responsibilities for the Statement of Accounts
Year ended 31
March 2020
The Council’s Responsibilities
The Council is required:
o to make arrangements for the proper administration of its financial affairs
o to secure that one of its officers has the responsibility for the administration of
those affairs. At this Council, that officer is the Town Clerk
o to manage its affairs to secure economic, efficient and effective use of resources
and safeguard its assets.
The “Responsible Finance Officer” Responsibilities
The R.F.O. is responsible for the preparation of the Council’s statement of accounts in
accordance with the ‘Code of Practice on Local Authority Accounting in Great Britain’ (the
code), so far as it is applicable to this Council, to present fairly the financial position of
the Council at 31
st
March and its income and expenditure for the year then ended.
In preparing the statements of accounts, the R.F.O. has:
o selected suitable accounting policies and then applied them consistently
o made judgements and estimates that were reasonable and prudent, and
o complied with the code.
The R.F.O. has also:
o kept proper accounting records which were up to date, and
o taken reasonable steps for the prevention and detection of fraud and other
irregularities.
Responsible Finance Officer’s Certificate
I hereby certify that the statements of accounts for the year ended 31
st
March 2020 required by
the Accounts and Audit Regulations 2015 (SI2015/234) are set out in the following pages.
I further certify that the statements of accounts present fairly the financial position of Lewes
Town Council at 31
st
March 2020, and its income & expenditure for the year ended 31
st
March
2020.
Signed:…………………………………… Date:………………………
Steve Brigden
Town Clerk and Responsible Finance Officer
Accounts 2019/20 page 4
44
Statement of Internal Control
Year ended 31
March 2020
Scope and Responsibility
Lewes Town Council (“the Council”) is responsible for ensuring that its business is
conducted in accordance with the law and proper standards, and that public money is
safeguarded and properly accounted-for, and used economically, efficiently and
effectively.
In discharging this overall responsibility, the Council is also responsible for ensuring that
there is a sound system of internal control which facilitates the effective exercise of the
Council’s functions and which includes arrangements for the management of risk.
Purpose of the System of Internal Control
The system of internal control is designed to manage risk to a reasonable level rather
than to eliminate all risks of failure to achieve policies, aims and objectives; it can
therefore only provide reasonable and not absolute assurance of effectiveness. The
system of internal control is based on an ongoing process designed to identify and
prioritise the risks to the achievement of the Council’s policies, aims and objectives, to
evaluate the likelihood of those risks being realised and the impact should they be
realised, and to manage them effectively and economically.
The Internal Control Environment
The Council’s systems:
o
Establish and monitor the achievements of the Council’s objectives
o
Facilitate policy and decision making
o
Ensure compliance with established policies, procedures, laws and regulations
o
Identify, assess and manage the risks to the Council, including how risk
management is embedded in the activity of the Council, how leadership is
given to the risk management process, and how staff are trained or equipped
to manage risk in a way appropriate to their role
o
Control the financial management of the Council and the reporting of
financial information
Accounts 2019/20 page 5
45
Review of Effectiveness
The Council has responsibility for conducting, at least annually, a review of the
effectiveness of the system of internal control, and of its arrangements for internal audit.
The review of the effectiveness of the system of internal control is informed by the work
of the internal auditor and the executive officers within the Council who have
responsibility for the development and maintenance of the internal control environment,
and also any comments made by the external auditor or other review agencies and
inspectorates.
Our review of the effectiveness of the system of internal control is completed by:
o
The work of officers within the Council
o
Routine oversight by our Audit & Governance Panel
o
The work of the internal auditor
o
The external auditors in their annual audit report
We have been advised on the result of the review of the effectiveness of the system of
internal control by our officers, and plan to address any weaknesses and strive for
continuous improvement of the systems in place.
We have reviewed the effectiveness of our Internal Audit operations, and have taken
account of guidance issued in this regard by the Joint Panel on Accounting Guidance
(JPAG). JPAG is responsible for issuing guidance on proper practices in relation to the
accounts of “smaller authorities” as defined in the Accounts and Audit Regulations.
Membership consists of sector representatives from the Society of Local Council Clerks,
the National Association of Local Councils and the Association of Drainage Authorities,
together with stakeholder partners representing the Department of Communities and
Local Government, the Department of Environment, Food and Rural Affairs, the
Chartered Institute of Public Finance and Accountancy, the National Audit Office, and a
representative of the external audit firms appointed to smaller authorities.
We are satisfied on all counts that our arrangements are effective and meet expected
standards.
Signed ........................................................ Signed ........................................................
Cllr John Lamb Steve Brigden
Mayor of Lewes 2019-21 Town Clerk & Responsible Financial Officer
Date ........................................................... Date ...........................................................
Accounts 2019/20 page 6
46
Subject to audit
2019 2020 2020 2020
Nett
Expenditure
Cost Centres Notes
Gross
Expenditure
Gross
Income
Nett
Expenditure
126,742 Corporate Admin 135,875 135,875
124,628
Civic Admin 103,421 452
102,969
48,291 Mayoralty 57,174 2,188 54,986
160,140 Town Hall 248,618 91,690 156,928
91,039 All Saints 151,941 57,860
94,081
26,771 Malling Community Centre 17 81,740 608,147 (526,407)
54,413
Pells 48,907 383
48,524
116,634 Open Spaces 162,828 655 162,173
24,808 Allotments 33,965 8,911 25,054
0 Election Expenses 18,040 18,040
26,480 S137/GPoC Expenditure 5 45,000 45,000
-15,519 Other Grants and Sponsorship 88,023 44,947 43,076
784,428 COST OF SERVICES 1,175,532 815,233 360,299
(1,036,301) Precept Received 1,093,814
(1,093,813)
(2,323) Interest and Investment Income 2 3,054 (3,054)
10,056 Loan Repayment 10,056 10,056
11,055 VAT Unclaimable 14 8,768
8,767
-233,086 1,194,356 1,912,100 (717,745)
(761,420) Balance Brought Forward (994,506)
(994,506) Balance Carried Forward (1,712,251)
638,439 Earmarked Reserve Balance B/F 18 858,653
348,035 Transferred from General Fund 881,170
(127,821)
Transferred to General Fund
(250,035)
858,653
Earmarked Reserve Balance C/F 1,489,788
122,981 General Fund Balance Brought Forward 135,853
(11,083) Surplus/(Deficit) for the Year 86,610
122,981 General Fund Balance C/F 222,463
994,506 Balance Carried Forward 1,712,251
NOTE: Totals may be affected by "rounding" convention
Lewes Town Council
Income and Expenditure Account
for the Year ended 31st March 2020
Accounts 2019/20 page 7
47
Subject to audit
Year Ended Year Ended
31 March 2019
Notes 31 March 2020
£ CURRENT ASSETS £
4,378 Stock 8
2,615
13,910 Debtors 9 7,872
30,713 Payment in Advance 5,138
35,982
VAT Recoverable 14 48,624
938,081 Cash in Hand 1,724,477
1,023,065 TOTAL ASSETS 1,788,726
CURRENT LIABILITIES
24,861 Creditors 10 38,475
3,698 Receipts in Advance
0 Accruals 38,000
0 VAT Payable
28,559 TOTAL LIABILITIES 76,475
994,506 NET ASSETS 1,712,251
Represented by: 18
135,853
General Fund 222,463
858,653 Earmarked funds 1,489,788
994,506 1,712,251
…………………………………………….. ………………………………….
Steve Brigden
Cllr John Lamb
Mayor 2019-21
Responsible Finance Officer
Date:………………………………………. Date:…………………………….
Lewes Town Council
Balance Sheet
as at 31st March 2020
Accounts 2019/20 page 8
48
Lewes Town Council
Notes to the Accounts
Year Ended 31 March 2020
1. Principal Accounting Policies
Accounting Convention
The accounts have been prepared in accordance with The Code of Practice on Local
Authority Accounting in Great Britain (the Code), which is recognised by statute as
representing proper accounting practices.
Debtors and Creditors
The revenue accounts of the Council are maintained in accordance with the Code. Sums
due to or from the Council during the year are included whether or not the cash has
actually been received or paid in the year. Exceptions to this are payment of insurance
premiums and regular quarterly accounts (e.g. telephones, electricity). This policy is
applied consistently each year, and therefore, it will not have a material effect on the
year’s accounts or on the Council’s annual budget.
Leases
The Council has no commitments under finance leases. Rentals payable under operating
leases are charged to revenue on an accruals basis.
Earmarked Reserves
Earmarked Reserves are a means of building up funds to meet known or predicted
liabilities in the coming years.
2. Interest and Investment Income 2019 2020
£ £
Interest Income – General Funds 2,323 3,054
3. Agency Work
During the year the Council did not undertake any agency work on behalf of other
authorities or commission any agency work to be performed by other authorities.
4. Publicity
Section 5 of the Local Government Act 1986 requires the Council to disclose
expenditure on publicity. Details are shown under the following broad categories:
2019 2020
£ £
Recruitment Advertising 656 0
Marketing Advertising 266 300
Other Publicity 1,145 1,126
Community Cinema operating advertisements 160 0
TOTAL 2,227 1,426
Accounts 2019/20 page 9
49
Lewes Town Council
Notes to the Accounts
Year Ended 31 March 2020
5. S.137/General Power of Competence
Se
ction 137 of the Local Government Act 1972 (as amended) enables the Council to
spend a fixed amount per head on the electoral roll for the benefit of people in its area
on activities or projects not specifically authorised by other powers; known as a “power of last
resort” but this is not required so long as the Council remains eligible to use the General
Power of Competence (see below), which is a “first resort” power with no financial cap,
exercisable at the discretion of the Council.
General Power of Competence
Minute extract: Council meeting of 16
th
May 2019
Ref FC2019/14.1 “Lewes Town Council declares that it meets the conditions,
prescribed in Article 2 paragraph 2 of The Parish Councils (General Power of
Competence) (Prescribed Conditions) Order 2012 (SI2012/965), and hereby resolves to
adopt the General Power of Competence as provided in the Localism Act 2011 ss1-8.
This declaration has effect until the Council’s Annual Meeting 2023.”
All grants are listed on our website www.lewes-tc.gov
6. Employees and Members
The average weekly number of ‘full-time equivalent’ employees during the year was
11.57. The establishment is 14 (8 full-time; 6 part-time).
The government’s Code of Recommended Practice for Local Authorities on Data
Transparency promotes the following statement of senior employees’ remuneration:
2019 2020
£ £
Chief Executive Officer/Head of Paid Service (Town Clerk)
Gross salary received 65,933 66,263
Employer’s contribution to LGPS 11,375 11,602
This represents a multiple of 2.71 compared with the median of all salaries
Members’ Allowances paid in the year 4,252 4,965
7. Auditors remuneration
Fees due to Littlejohn LLP, external auditors, were £2,000 (2019: £2,000).
Fees paid to Mulberry & Co, internal auditors, were £447 (2019: £447)
8. Stock
2019 2020
£ £
Resale & civic items; protective clothing; materials 1,940 not available
Town Hall consumable stores 474
690
All Saints consumable stores 671 1779
Stationery *1,293
TOTAL 4,378
*146
2,615
* includes stock pre-printed items, at valuation
Accounts 2019/20 page 10
50
Lewes Town Council
Notes to the Accounts
Year Ended 31 March 2020
9. Debtors
2019 2020
£ £
Trade debtors (No debts were more than 3 months old) 13,910 7,872
VAT (see Note 14) 35,982 48,624
TOTAL 49,893 56,496
10. Creditors and Accrued Expenses
2019 2020
£ £
Creditors 24,861 38,475
Receipts in Advance 3,698 0
Accruals 0 38,000
TOTAL 28,559 76,475
11. Operating Lease Commitments
The Council had the following annual commitments under operating leases at 31 March.
2019 2020
£ £
Photocopier and doormats 2,450 2,694
12. Loans (amounts outstanding)
2019 2020
£ £
Public Works Loan Board (1999 – 2023) 44,577 36,437
Loan taken out on 18
th
January1999 for works to the Town Hall, in the sum of £150,000 at fixed
interest rate of 4.5%pa, with instalments payable half-yearly over 25years.
2019 2020
£ £
Public Works Loan Board (2020 – 2035) 0 600,000
Loan taken out on 20
th
February 2020 for works to Malling Community Centre, in the sum of
£600,000 at fixed interest rate of 2.53%pa, with instalments payable half-yearly over 15years.
13. Pe
nsions
For the year ended 31 March 2020 the Council’s contributions were 17.4% of
employees’ pensionable pay plus a fixed sum of £19,000. Scheme administrators have
notified employer contribution rates for the following year as: 2020/21: ‘Primary rate’
18.2%, plus a ‘Secondary rate’ of 3.9%.
Accounts 2019/20 page 11
51
Lewes Town Council
Notes to the Accounts
Year Ended 31 March 2020
14. Value Added Tax (VAT)
Subject to certain conditions, local councils may treat as “non-business” for purposes of
VAT some activities that would normally be “business”, even when charges are made
(Value Added Tax Act 1994 s33). It is possible to agree a “partial-exemption” formula,
whereby a proportion of an activity can be defined as “non-business” eg a building
containing both public halls and the council’s own offices offer a percentage of its floor
area as space available for exempt uses, and the rest is defined as its business base.
Expenditure and VAT paid on operation of the building can then be apportioned.
VAT paid (input tax) in relation to exempt activities can be reclaimed provided that the
total amount does not exceed £7,500 for the year (average £625 per month), AND
represents less than 5% of the total VAT paid on all goods/services in the year. These
values are unchanged since 1992.
The amount shown is the value of recoverable tax, ie owed to the Council by HM
Revenue & Customs.
15. Contingent Liabilities
The Council is not aware of any contingent liabilities at the date of these accounts.
It has accounted-for accrued commitments.
16. Other grants and sponsorship
These include items such as Council Tax Reduction Support Grant (CTRSG).
Government changes in 2012 gave Principal councils freedoms to remove/alter existing
exemptions and discounts from local council tax. The Government decided that Parish
tax bases would be lowered to reflect new local council tax support scheme discounts.
Funding provided included a specified amount attributable to parish areas and the
Government made clear the expectation that it would be used to mitigate the inflationary
effect of the tax base reduction on their notional Band ‘D’ equivalent charge.
Not all Billing Authorities in England have done this, but Lewes District Council has
passed-on the following payments of this grant:
2013/14: £89,271 2014/15: £73,534 2015/16: £62,504 2016/17: £53,128 2017/18 £45,159
2018/19: £37,190: 2019/20 £32,624 The support funding is now ended and there will be no
further payments of this grant.
The programmed reduction in the amount of CTRSG increases the calculated Band ’D’
equivalent value; regardless of any change in Lewes Town Council’s budget requirement.
This entry also includes receipts such as Community Infrastructure Levy, which is
received from the Planning Authority (South Downs National Park Authority). This was
£12,324 in 2019/20
17. Malling Community Centre
Lewes Town Council is regenerating the Malling (Bridgeview) Community Centre,
involving major alteration and refurbishment works. The newly renovated building will
offer a vibrant community space, with links to outdoor facilities, spaces for public hire,
sports changing rooms, and social area/café. The design includes a ground-source heat
pump to provide sustainable heating. Works commenced on-site in March 2020. Works
will be funded from accrued balances in Earmarked Reserves and a loan from the Public
Works Loan Board. This loan (£600,000) is included on our Income & Expenditure
account as gross income, which is the reason for the apparent high value. This value is
now held in the Earmarked Reserve and will be expended in 2020/21, as the project
reaches completion.
Accounts 2019/20 page 12
52
18
Opening
Balance
Transfer
from
General
Fund
Transfer
to General
Fund
Total
£ £ £ £
Earmarked Reserves
R1 Town Hall 52,000 60,000 0 112,000
R2 All Saints Centre 27,800 10,000 6,980 30,820
R3 Open Spaces 7,000 1,000 0 8,000
R4 Lewes Priory 280 280 0 560
R5 Pells Lake 11,929 20,000 0 31,929
R6 The Pells 123,239 10,000 0 133,239
R7 Commemorations Fund 2,092 2,000 0 4,092
R8 Environment Enhancement Fund 17,727 1,000 0 18,727
R9 Town Clocks 300 1,800 0 2,100
R10 Malling Community Centre 352,500 677,790 53,000 977,290
R11 Placeholder for future projects 0 0 0 0
R12 Neighbourhood road-salt bin grants fund 2,583 0 0 2,583
R13 Election costs reserve 11,805 11,000 17,805 5,000
R14 Devolution process 0 0 0 0
R14A
Devolution process (tranche 2 Prov'n) 66,600 0 0 66,600
R15 ICT Replacement 7,250 5,000 12,250 0
R16 Renewable Energy 30,000 10,000 0 40,000
Projects committed or in progress
P1 Our Pictures Project 0 1,000 0 1,000
P2 Historic plaques programme (with FoL) 28 300 0 328
P3 Magic Circle (with FoL) 36,000 0 36,000 0
P4 New Website 5,820 2,000 7,000 820
P5 Neighbourhood Plan 1,200 1,000 0 2,200
P6 Placesholder for future projects 0 0 0 0
P7 Bus service Suport 0 17,000 17,000 0
P8 Allotments improvements 0 0 0 0
P9 Pedestrian crossings (contribn to ESCC) 52,500 0 0 52,500
P10 General Fund Reinstatement 50,000 50,000 100,000 0
858,653 881,170 250,035 1,489,788
Movements this year relate to:
Budgeted contributions from income to reserve funds, and use of those reserves for their defined purpose.
General Fund*
Opening
Balance
Surplus
/Deficit
Closing
Balance
£ £ £
Brought Forward 135,853 86,610 222,463
* The "General Fund" is the amount not committed to projects or earmarked reserves, which permits day-to-day
liquidity and prudent allowance for unforeseeable demands.
It is maintained at a target level roughly equal to 50% of gross annual expenditure, although may fluctuate.
Lewes Town Council
Notes to the Accounts
31 March 2020
Accounts 2019/20 page 13
53
Information on Assets Held
31/03/2019
Movement
in the Year
Acquisitions
31/03/2020
Method of
Valuation
£ £ £
Operational Land and Buildings
Lewes Town Hall 1,925,926 0 1,925,926 *
All Saints Centre 362,727 0 362,727 *
Pells Swimming Pool 131,250 0 131,250 *
Non-Operational Land and Buildings
Malling Community Centre 85,000 0 85,000 **
Equipment
Computer Equipment 10,948 0 10,948 *
Franking Machine 472 0 472 *
Infrastructure Assets
Bus Shelters 42,193 0 42,193 *
Town Seats and Benches 21,707 0 21,707 *
Waste Bins 3,027 0 3,027 *
Town Signs 5,877 0 5,877 *
Community Assets
Lewes Priory site 24,000 0 24,000 **
The Pells Land 15,000 0 15,000 **
Allotments 26,500 0 26,500 **
The Town Plate 237,790 0 237,790 **
Works of Art 252,500 0 252,500 **
St. Michael's Town Clock 21,000 0 21,000 **
Civic Robes 35,670 0 35,670 **
Antique House Clock 2,370 0 2,370 **
Antique Books 2,100 0 2,100 **
War Memorial 1 0 1 ***
Land at Landport Bottom 1 0 1 ***
(50% share with Lewes District Council)
Love Lane Tree Belt 1 0 1 ***
Tom Paine Statue, Library terrace [private gift to town] 30,000 0 30,000 ****
3,236,060 0 3,236,060
* Valued at open market value less depreciation prior to 31/3/05 (depreciation not charged
subsequently, due to change in local councils' statutory accounting regime)
** Valued at open market value at 1/4/2004
*** Nominal value/community asset
**** Valuation for insurance purposes
Assets are insured at replacement cost values, except the Priory and War Memorial,
which are insured on a first-loss basis.
Lewes Town Council
Accounts
31 March 2020
Accounts 2019/20 page 14
54
Report FC005-2020 Risk Assessment 2020-21
Agenda Item No:
10
Report No:
FC005/2020
Report Title:
Corporate Risk Assessment 2020/21
Report To:
Full Council
Date:
30
th
July 2020
Report By:
S Brigden, Town Clerk
Purpose of Report: To apprise members of the results of the statutory annual risk assessment carried out
for the Council’s general activities and functions for the 2020-21 municipal year.
This does not account for the effects of Covid-19, as these will be addressed through specific,
separate, exercises as guidance and regulation evolves.
Recommendation(s):
1 That this report, and the summary table of assessed risks appended to it, be noted.
Information:
1 It is a requirement of the audit and corporate governance regime for parish councils that an annual
appraisal is carried out, of risks arising from council activities. This extends the familiar and long-
established concept of physical Health & Safety oriented risks to include such things as the likely effect of a
failure to observe a statutory deadline, or the omission of important clauses in contracts.
2 The Council utilizes a very simple computer software package (DMH Solutions LCRS system)
designed specifically for the parish council sector. This prompts an evaluation of all the required elements,
and allows the addition of local, specialized, risk elements unique to an individual Council. This covers all
known and anticipated legislation affecting parish council risk.
The principle of assessment is to award a score for the LIKELIHOOD of a risk element event, given current
controls and systems, and a score representing the likely IMPACT or EFFECT on the Council should there be
an occurrence of the event or failure. The system effectively multiplies these factors and highlights high-risk
elements for inclusion in a risk-reduction action plan. For example:
Example 1 an intangible risk might be associated with the statutory requirements for the
administration of Council meetings (agenda timetable, press and public access, minute-keeping etc.) - failure
to meet any or all the legal requirements is unlikely (score = LOW likelihood of event) and the probable
effect would be (relatively) minor; probably limited to public criticism, although could result in a legal
reprimand and/or “qualified” audit report (score = LOW impact on the business). This element would be
considered to be CONTROLLED, ie we are aware of the risk and run the organization’s day-to-day
functions in such a way as to minimize or avoid it.
Example 2 a tangible risk exists with the provision of amenities such as bus-shelters and street
furniture – this gives rise to an almost constant threat of vandalism and the associated repair costs, and
street seating carries the risk of liability claims if unrepaired faults result in damage to clothing or personal
injury to a member of the public. Example Score = MEDIUM/HIGH likelihood of an event and
MEDIUM impact on business (mainly financial, but includes the disruption of organizing and/or effecting
repairs). This element would be identified as UNCONTROLLED, and a plan demanded to address it.
Such risks are minimized by a programme of scheduled inspections by the Town Ranger; a policy to
immediately repair or remove potentially dangerous items; adequate budget provision to address regular
repair costs; appropriate public liability insurance provision etc…. and the risk becomes CONTROLLED.
3 This year’s review has taken account of 300 risk elements within 37 functions or areas of
operation. Not all elements are relevant to LTC, but scores have been recorded for 290 risk elements, and
no salient points present themselves. Mitigation of risk generally is addressed by management
practices/working routines; appropriate ‘offset’; appropriate and adequate insurance; training; routine
monitoring etc. Covid-19 related assessments are addressed separately according to evolving circumstances.
A summary report extract is appended; the full report (159 pages) is available on request to TC.
S Brigden 25
th
June 2020
55
A
rea / Functio
n
Duty
No of
risks
Number
scored
No of
uncontrolled
Risks
LCRS 6. Overall risk summary
Your action
plan rank
Responsibility
Assessment year: 2020
Lewes Town Council
A
llotments
Duty to provide allotments.
Power to improve and adapt land for allotments, and to let graz
h
20
20
0
Bar Services
Powers to provide
8
8
0
Bonfire Celebrations
Powers to provide
4
4
0
Bus Services
Power to Provide
6
6
0
Bus Shelters
Power to provide and maintain shelters
7
7
0
Cemeteries/Churchyards
Power to provide
Power to acquire and maintain
19
9
0
Clocks
Power to
p
rovide
p
ublic clock
s
5
5
0
Code of Conduct
Duty to adopt a code of conduct
1
1
0
Community Centres
Power to provide and equip buildings for use of clubs having at
hletic, social or educational objectives.
16
16
0
Computing
Power to facilitate discharge of any function
3
3
0
Council Meetings
Power to meet
4
4
0
Council Property and Docume
nts
Duty to disclose documents and to adopt publication scheme
4
4
0
Crime Prevention - CCTV
Powers to spend money on crime detection and prevention mea
sures.
10
10
0
Data Protection
Duty of Notification and Duty to Disclose (subject access)
1
1
0
Employment of Staff
Duty to Appoint
8
8
0
Entertainment and the arts
Provision of entertainment and support of the arts
17
17
0
Financial Management
Duty to ensure responsibility for financial affairs
11
11
0
22 Jul 2020
1SheetLCRS (Local Council Risk System)
56
A
rea / Functio
n
Duty
No of
risks
Number
scored
No of
uncontrolled
Risks
LCRS 6. Overall risk summary
Your action
plan rank
Responsibility
Assessment year: 2020
Lewes Town Council
GDPR
Duty to comply with the regulations.
23
23
0
Gifts
Power to accept gifts
1
1
0
Investments
Power to participate in schemes of collective investment
4
4
0
Land
Power to acquire by agreement, to appropriate, to dispose of la
nd
14
14
0
Litter
Power to provide receptacles. Power to take enforcement actio
n against those that litter.
7
7
0
Meeting of the Council
Duty to meet
5
5
0
Newsletters
Power to provide information relating to matters affecting local g
overnment
7
7
0
Open spaces
Power to acquire land and maintain
13
13
0
Planning & Development Cont
rol
Rights of consultation
1
1
0
Play Areas
Power to provide
4
4
0
Provision of Office Accommo
dation
Power to provide
6
6
0
Provision of Website/Internet
A
ccess
Power to provide 'free resource'
2
2
0
Public buildings and Village h
all
Power to provide buildings for offices and for public meetings an
d assemblies
16
16
0
Shelters & Seats
Power to provide
6
6
0
Swimming Pool
Power to provide
16
16
0
Tourism
Power to encourage tourism to the councils area
2
2
0
22 Jul 2020
2SheetLCRS (Local Council Risk System)
57
A
rea / Functio
n
Duty
No of
risks
Number
scored
No of
uncontrolled
Risks
LCRS 6. Overall risk summary
Your action
plan rank
Responsibility
Assessment year: 2020
Lewes Town Council
Town and Country Planning
Right to be notified of planning applications
3
3
0
V
illage Signs
Power to erect (with Highway Authority approval)
4
4
0
W
ar memorials
Power to maintain, repair, protect and alter war memorials
3
3
0
W
eb Sites
Power for councils to have their own websites
19
19
0
300
290
0
Completed by:
Overall totals/s
cores
Date:
Position:
How to complete:
1. Review each area and the number of uncontrolled risks.
2. Decide which area is at most risk and should be actioned firstly mark this as number one.
3. Repeat on all areas until all uncontrolled areas are allocated.
22 Jul 2020
3SheetLCRS (Local Council Risk System)
58
Agenda Item No:
11
Report No:
FC006/2020
Report Title:
Change to Councillors individual duties
Report To:
Full Council
Date:
3
0th
July 2020
Report By:
S Brigden, Town Clerk
Purpose of Report: To advise Council of a change to appointed duties.
Recommendation(s):
1 That these changes be noted.
Information
:
Duties were originally allocated to individual Members at the Annual Meeting on 16
th
May 2019 and have
subsequently been amended.
A table of current appointments is appended, for information.
NB: Members’ attention is drawn to the statutory provisions (s85 Local Government Act 1972) regarding vacation
of office by failure to attend meetings: appointment to an organ of the Council, or to an Outside Body, is
qualification under these rules and attendance is taken into account in application of the six-months’ absence
regulation.
Members Individual Duties:
Planning Committee:
Cllr J Herbert has stepped down from this appointment.
This leaves 8 appointed members (Council has not established a complement for this committee.)
S Brigden
July 2020
59
Councillors individual duties 2020/21
Members individual duties 2020-21 Revised 30th July 2020
LEWES
TOWN
COUNCIL
Standing committees, Functional panels and active Working Parties
etc
Bank
Signatory
Grants panel
Planning
Commi
ttee
Audit Panel
(6)
Personnel
Panel
(6)
Finance
w/Pty (6)
ASC Steer
ing
Group
Commems
&
Events
Landport Bott
Mgt (8)
Transport
Committee
Buildings
Refurb’ nt
Pells land
exchange
UN sust’ y
goals W/pty
Open Council
W/p
Eqy;Divy;Incl
Devolution
W/pty
Janet Baah
Matt Bird
Richard Burrows
Stephen Catlin (Dep
y
Mayor)
Guy Earl
Rob Handy
Oli Henman
James Herbert
John Lamb (Mayor)
Imogen Makepeace
Wendy Maples
Graham Mayhew
Merlin Milner
Ruth O'Keeffe
Shirley-Anne Sains
Jonathan Vernon
Richard Waring
Kate Wood
60
Report FC007-2020 Retention of Internal Auditor page 1 of 1
Agenda Item No:
12
Report No:
FC007/2020
Report Title:
Retention of Internal Auditor
Report To:
Full Council
Date:
30
th
July 2020
Report By:
S Brigden, Town Clerk
Purpose of Report: To recommend retention of an Internal Auditor.
Recommendation(s):
1 That Mr Mark Mulberry, of Mulberry & Co., 9 Pound Lane, Godalming, Surrey, GU7 1BX be
retained as Internal Auditor to Lewes Town Council for the 2020/21 financial year.
Information
:
1. The Council is subject to a statutory audit regime defined by the Local Audit and Accountability
Act 2014 and The Accounts and Audit Regulations 2015 (SI2015/234).
2. All local councils are required at least once a year to confirm “in accordance with proper
practices”, a review of the effectiveness of their system of internal control including a review of
internal audit. Since 2003, when such regulations were first extended to Parish Councils, this has
been reported as part of Lewes Town Council’s published accounts booklet and consistently
been remarked as good practice by internal and external auditors.
3. It should be noted that the term internal auditor (IA) can be misleading, as this is an independent
external consultant, commissioned direct by a Council – contrasting with the external audit
currently carried-out by government-appointed contractors.
4. The IA has a role in reviewing the effectiveness of control measures that the council decides to
put in place and Lewes Town Council has been consistently fortunate to retain the services of
IA’s who were extremely experienced in high-level local government financial management. The
first was the (then) recently retired Director of Finance at Wealden District Council. Following
his untimely death in 2005, the Council retained another professional, recently retired from an
extended career with the District Audit Service (a division of the Audit Commission), who
subsequently fully retired at the close of the 2010/11 account year.
5. Both the Society of Local Council Clerks (SLCC) and The Sussex & Surrey Associations of Local
Councils (SSALC) maintain (short!) lists of “jobbing” internal auditors, but there is only one
prospect registered who offers experience and qualifications appropriate to the work of a larger
Parish: Mark Mulberry, of Mulberry & Co; principal of a professional accountancy and auditing
practice who, coincidentally, manages SSALC’s own finances and who also provides audit
services to other larger councils in Surrey and Sussex. Mr Mulberry has acted as IA for Lewes
Town Council since the 2011/12 financial year and has developed a thorough understanding of
our particular operating environment (LTC is one of only around 70 [out of circa 10,000] parish
councils in England with a precept of over £1million).
6. Mr Mulberry is a Chartered Certified Accountant, Registered Tax Advisor; and Registered
Auditor and principal of a private practice based in Surrey.
7. The practical plan for internal audit at Lewes is effected in two parts: the first concentrating on
systems and procedures and the second on financial aspects. These are carried out in the autumn
and spring respectively. As part of the process a written plan and other associated information
are provided to ensure the council can fulfil its obligations. At the end of the process a
comprehensive report is submitted to council, confirming that statutory declarations may be
made with confidence.
8. Fees are charged based on time spent and, as members of SSALC, Lewes enjoys a significant
discount off the normal commercial rate. In addition, there is a small charge for travel cost but
not for travel time. Mr Mulberry’s fee is considered extremely reasonable and compares very
favourably with other audit costs, such as the statutory external audit.
S Brigden 8
th
July 2020
61
Report FC008-2020 National review of Model Code of Conduct
Agenda Item No:
13
Report No:
FC008/2020
Report Title:
National review of Code of Conduct for Members - Consultation
Report To:
Full Council
Date:
30
th
July 2020
Report By:
S Brigden, Town Clerk
Purpose of Report: To prompt consideration of a corporate response to national consultation.
Recommendation(s):
1 That Council considers its response to the current consultation on the national Model Code of
Conduct for Members.
Information:
Further to email 11
th
June 2020
1. Eighteen months after the Committee on Standards in Public Life reported to the Prime Minister
on improving ethical standards in local government, the National Association of Local Councils
(NALC) has worked with the Local Government Association (LGA) to take forward the
recommendation to develop an updated national model Code of Conduct (CoC) for all tiers of local
government. This is an important measure NALC called for and proposed to the committee.
2. The LGA is now consulting on the proposed national model member code of conduct (consultation
draft available via this link), and NALC is urging all local (parish and town) councils and county
associations of local councils to consider the proposed code and respond to the LGA to share their
views. It has been developed in collaboration and is offered as a template for councils to adopt in
whole and/or with local amendments. The Local Government Association (LGA) is leading on this
and will undertake an annual review of the Code to ensure it continues to be fit-for-purpose,
particularly with respect to advances in technology, social media and any relevant changes in
legislation.
3. All councils are required to have a local Member Code of Conduct. Oversight and investigations
into reported breaches of the Code are the responsibility of an appointed Monitoring Officer who
is, for Lewes, the Assistant Director of Legal & Democratic Services for Eastbourne Borough and
Lewes District Councils. For consistency across Lewes District, and administrative efficiency in
this often-difficult area, parish councils in Lewes District have traditionally followed the same CoC
as Lewes District Council itself.
4. The report also recognised that current sanctions available to local authorities are insufficient, and
NALC is also calling on the government to take urgent action to introduce the recommendation in
the report for a new power for local authorities to suspend councillors for a period of up to six
months. NALC considers that failure to introduce this sanction alongside other measures will
defeat the effectiveness of wider steps that are being taken to improve ethical standards. Now
more than ever, high standards of conduct in government at all levels are needed to protect the
integrity of decision making, maintain public confidence and to safeguard local democracy. That is
why NALC is also calling for the Committee on Standards in Public Life to publish a timetable for
reviewing progress on the implementation of the report’s wider recommendations and best practice
to ensure this important issue continues to be a priority for action.
S Brigden
20
th
July 2020
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Notices of motions received for Council 30th July 2020
NOTICE OF MOTIONS PROPOSED
Notice has been received, as described below, of motions which are proposed for
consideration by Council at its meeting on Thursday 30
th
July 2020
NOM 005/2020 – received from Cllr Baah on 8
th
July 2020, in the following terms:
It is proposed that:
1 Lewes Town Council will organise an activity, annually in October, to acknowledge Black
History Month and celebrate the central role Black and Minority Ethnic groups (BAME) have played
in transforming the social, political and economic spheres in the United Kingdom.
Supporting Information:
October is set aside as “Black History Month”. The national curriculum for schools excludes Black
histories throughout, and omits the vast contributions Black people have made to the UK. As a
result, young people who learn from the national curriculum are not given a full or accurate version
of British history, which limits their opportunities and futures in an increasingly diverse social
landscape. Black History month was first launched in the 1980’s with the view of challenging racism
and educating society about the hidden Black history that was not taught in schools. Namely,
recognition of black people who have excelled, overcome, and made history.
An event suitable for the activity would:
1. Vary, depending on a particular year;
2. Have the potential to educate community members about the BAME group;
3. Be non-political but one that celebrates the varied, but rich, legacy of BAME; while challenging
the accepted narrative that limits the history of BAME people to slaves and colonial subjects.
An example of such an event this year could be a talk at the Depot by David Olusoga* (depending
on his availability), on the lives and experiences of migrants to and from Britain. This could be
accompanied by African drumming and dancing.
The BBC have collected films around Black History Month over the years and used as classroom
resources for schools. Video clips from such a talk could be relevant for local schools to explore and
feed-back on.
*David Olusoga OBE is an historian, writer, broadcaster, presenter and film maker. He is Professor
of Public History at the University of Manchester and has presented historical documentaries on the
BBC and contributed to The One Show and The Guardian.
Cllr J Baah
8
th
July 2020
______________________________________________________
NOM 006/2020 – received from Cllr G Earl on 16
th
July 2020, in the following terms:
It is proposed that:
1. Lewes Town Council will submit to East Sussex County Council, as the responsible authority, all
the findings in respect of the verbal and written submissions received for the symposium
“Reinventing Lewes Streets & Shops” hosted online by the Mayor on 15
th
July 2020, and
comments in respect of Active Travel scheme proposals for the town of Lewes.
2. The Council calls upon the County Council to observe all statutory procedures; legal duties and
operational guidelines and, in particular, all the necessary consultative surveys of the views and
preferences of local residents and businesses in streets and roads most directly affected by
current proposals.
3. The Council urges that technical and modelling surveys are carried out in respect of the
environmental and economic effects of the intended motor traffic reductions, and also in terms
of the maintenance of, or adjustments to, appropriate public transport routes and alternative
cycle routes; as well as the maintenance of adequate parking facilities for local residents, with due
regard to the topography of Lewes.
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Notices of motions received for Council 30th July 2020
4. The Council urges East Sussex County Council to:
a. Ensure that the transport and appropriate parking needs of elderly and disabled (including
visually impaired) residents requiring access to retail, medical and other facilities are fully
analysed and taken into account.
b. Ensure that the maintenance of efficient delivering facilities for retail and other businesses
and private households is considered alongside the environmental priorities of improved
facilities for pedestrians and cyclists.
c. Protect the retail economy of Lewes at this particularly difficult time, including due attention
to the needs of visitors (including tourists) and commuters to Lewes from the surrounding
area and further afield, on whom Lewes shops and businesses depend to a great extent.
d. Consider the establishment of delivery hubs, including the development of delivery services
to such from Lewes shops and businesses as well as online deliverers and from which local
shoppers can collect or receive purchased items, in order to reduce excessive motor traffic
through the town.
e. Consider, for the longer-term, development of a park and ride scheme; with full analysis of
its financial viability and public subsidy implications.
f. Capitalize on the opportunity to review speed limits and their enforcement throughout the
town and conduct an assessment of the volume of through traffic still passing through the
town and further measures to permanently reduce this.
g. Consider allowing members of the general public use of the car park at County Hall in Lewes
for the duration of the ‘Active Travel’ parking suspension, with the aim of supporting
visitors to the town and as additional parking for residents and businesses affected by the
parking suspension.
Supporting Information:
“Reinventing Lewes Streets and Shops”, an online symposium hosted by the Mayor on 15th July
2020, was attended by over 65 people representing a range of viewpoints surrounding traffic in
Lewes and the better integration of motor vehicles with the needs of cyclists, pedestrians, and
households.
A government fund of £250Million has been made available for the introduction of cycling and
pedestrian improvements in response to trends highlighted by the national lockdown, to:
• enable more people to walk and cycle where possible
• support safe social distancing in areas where people congregate, such as within town centres,
high streets or at transport hubs or bus stops
These funds are to be spent by Highway authorities, in collaboration with other councils and
stakeholders. In Lewes this is East Sussex County Council (ESCC).
Following an application submitted to the government’s Department for Transport in early June,
East Sussex County Council has been allocated £535,145 for phase l. ESCC have been advised that
a further provisional allocation of £1.96m will be available for phase 2 and work will commence on
the development of a programme once more details of the funding guidance are provided by DfT;
expected in August.
As part of the phase 1 measures, the County Council are now ready to introduce physical distancing
measures along Lewes High Street. To allow these measures to be introduced:
• on-street parking bays will be suspended, and barriers will be installed to widen the footway
on the south side of the High Street between Eastgate Street and the traffic lights at Westgate
Street.
• Loading bays will be retained as well as existing bus stops.
• With the exception of one bay outside No 60, all disabled bays will remain.
64