TEWKESBURY TOWN COUNCIL
AGENDA
To: Town Councillors
You are summoned to attend a meeting of the Town Council which will be held remotely via
Zoom, on 8
th
June 2020 commencing at 6:00 pm.
Zoom meeting ID: 923 7272 5055 Password: 628201
Members of the public and press are welcome to attend.
Debbie Hill
Town Clerk
3
rd
June 2020
1. Election of Town Mayor for 2020-2021
2. Election of Deputy Town Mayor for 2020-2021
3. To consider the application for co-option to Tewkesbury Town Council and receive a short
presentation from the applicant
4. To receive apologies for absence
5. To receive declarations of interest
6. To consider requests for dispensation
7. To receive written questions from members of the public
8. Public Participation (to provide members of the public/press with the opportunity to comment on items on the agenda or
raise items for future consideration. In accordance with Standing Orders this will not exceed 12 minutes in total and 3 minutes
per person.)
9. To note the Mayor’s announcements
10. To approve the minutes of the meetings held on 9
th
March & 12
th
March 2020
11. Matters arising from the minutes for information only
12. To approve the payment of the annual stipend to the Town Crier and the Mayor’s allowance
13. To receive the expenditure report for March & April 2020
14. To receive the year end bank reconciliations for 2019-2020
15. To receive the year end accounts for 2019-2020
16. To receive the internal audit report and to note recommendations from the Finance Committee
meeting held on 5
th
March 2020
17. To consider and approve the Annual Governance Statement 2019/20
18. To approve the Balance Sheet and Income & Expenditure Account for the financial year ended
31st March 2020
19. To consider and approve the Accounting Statement 2019/20
20. To ratify the emergency procedures put in place on 19
th
March 2020 due to Covid-19
pandemic
21. To note the implementation of The Local Authorities and Police and Crime Panels
(Coronavirus) (Flexibility of Local Authority and Police and Crime Panel Meetings) (England
and Wales) Regulations 2020 (the Regulations)
22. To resolve to add to Standing Orders section 3 (x) A remote meeting shall not exceed a
period of one and a half hours
23. To note that the Cllr Aldridge automatically becomes Chair of Finance and Cllr J Raywood
automatically becomes Chair of Staffing, due to the change in Mayor / Deputy Mayor.
24. To request volunteers to fill the spaces remaining on committees
25. To consider the Planning Committee's proposal for a corporate response to Tewkesbury
Borough Council's Ashchurch Bridge Project consultation and to agree further actions
26. To discuss the parking arrangements in Tewkesbury further to the loss of spaces on the High
Street due to Covid-19 changes and agree next steps
27. To approve the payments list
28. Correspondence
The next Full Council meeting will be
July 13
th
2020 at 6pm remotely via Zoom
Final date for agenda items and accompanying papers for the Meeting is 7 clear days before the meeting.
As part of managing the Council’s Risk Assessment, Councillors are reminded to ensure they keep their register of interests up to date.
If you have any questions, please contact the Town Clerk.
The Council has a duty to consider the following matters in the exercise of any of its functions: Equalities, Crime and Disorder, Health and Safety and
Human Rights. Anyone wishing to attend any meetings of the Town Council who need ground floor access to do so, should inform the Clerk three days
in advance of the meeting so that arrangements can be put into place.
MINUTES
of the
Full Council meeting held on 9
th
March 2020
In the Council Chamber at the Town Hall, High Street, Tewkesbury
Present: Cllrs K Brennan (Chair), P Aldridge, K Powell, A Rudge, A Carter, H Davis, S Raywood,
M Sztymiak, J Raywood, V Smith, C Cody, H Bowman, C Danter.
In attendance: J King (Assistant Town Clerk)
2 members of the public
19/20 - 193 To receive apologies for absence
Apologies for absence were received from Cllr Walker (health).
19/20 - 194 To receive declarations of interest
None received.
19/20 - 195 To consider requests for dispensation
None requested.
19/20 - 196 To receive written questions from members of the public
None received.
19/20 - 197 Public participation
There was no public participation.
19/20 - 198 To note the Mayor’s announcements
The Deputy Mayor advised that the Town Clerk was making a good recovery from
her minor surgery and was now on a phased return to work.
Upcoming events at the Watson Hall
March
NHS Glos Respiratory Team Sessions at hall from Feb April. Every Mon and Weds
14
th
Roving Crows St Patricks Party
21
st
South West Wrestling
27
th
Scallywags Comedy Night
April
4
th
Tango Dance
11
th
Bon Giovi TTC Event
18
th
Mayor’s Northern Soul and Motown Event
20
th
26
th
Manor Players Show week
Upcoming events at the Town Hall
Every Thursday evening Line dancing
Every Friday Country Markets
Every Wednesday & Saturday Craft markets
The PPNP Open Sheds day takes place on Tuesday 10th March 2020 between 10am
and 2pm. All Councillors have been invited to attend.
19/20 - 199 To approve the Minutes of the meeting held on 10
th
February 2020
It was RESOLVED to approve the minutes of the meeting held on 10
th
February 2020,
subject to the addition of the initial ‘J’ in Cllr Raywood under 19/20-178.
Proposed by Cllr Aldridge, seconded by Cllr Davies.
A Cllr asked why the finance regulations have not returned to Full Council. The
Assistant Town Clerk advised that the working group includes the Town Clerk and
she is currently recovering from minor surgery and therefore they have not been
able to meet.
19/20 - 200 Matters arising from the Minutes for information only
19/20-060 Press releasesWill be included in the review of the Standing Orders
19/20-115 GCC Report Flood defence spending with the Town Clerk
19/20-163 Local Electricity BillDeferred until Local Members Bill is returned to
Parliament
19/20-176 Public Participation from February Meeting
Re: Air pollution. Are Cllrs aware of the most recent report from Tewkesbury
Borough Council on air pollution? The report states that the reported (2017) levels
are dropping and are below the safe limit and that Tewkesbury Borough Council are
considering dropping the air quality measuring due to this. Report has been
requested from TBC.
That the information about the GCC Car Parking Consultation should have been on
the Town Council website sooner and there should be more information on the
Facebook page. Information was posted on the Town Council website and shared on
the Facebook page as soon as it had been provided from GCC.
19/20-183 Budget report - Bar staff costs are accounted for under Watson Hall, Bar
Wages. All other staff costs are accounted for under Staffing. Full details of the
income and expenditure for the Watson Hall are included in the detailed income and
expenditure report which is in the Finance meeting pack each month.
19/20-187 Air PollutionDeferred to a future meeting
19/20 - 201 To note the following Committee Minutes:
Buildings & Moorings 29
th
January 2020
Staffing 29
th
January 2020
Planning – 8
th
& 22
nd
January 2020
Severn Ham 16
th
January 2020
Finance 13
th
& 30
th
January 2020
The above minutes were noted.
B&M 19.132 - A Cllr asked what the lease referred to. The Deputy Mayor advised
that it referred to the lease of the Rehearsal Room to the Town Band at Saffron
Road. Action: The Cllr would like the answer circulated to the public question.
SH19/086 - A Cllr asked about the dispute referred to. Cllrs advised that it was due to
the EA registering a part of the Severn Ham with the Land Registry, but the Land
Registry have subsequently been unable to provide details of the document
produced to register this land. The Town Council dispute this ownership and are in
the process of registering the Severn Ham so that this question can be resolved.
Finance 19.124 - A Cllr asked why a transfer was made from the 32-day notice
account to main account, was it due to cash flow? The Cllr was advised that as some
earmarked reserves had been spent, the transfer reflected this.
F.19.130 A Cllr asked why a new shield was required. Cllrs were advised that at
present the Mayor’s Shield is only awarded to youth groups connected to the
military and with the growing number of groups taking part, it would be nice to
award a shield to the best of the other uniformed groups taking part.
Finance 19.140 A Cllr asked why a grant had been awarded in Finance Committee.
They were advised that grants up to £1000 were considered by the Finance
Committee.
Finance 19.141 - Chairs for the office A Cllr asked why retrospective permission
was required when a meeting was held 17 days before. They were advised that a
chair had broken and there was a new member of staff. The Cllr felt that there are
too many retrospective approvals.
19/20 - 202 To receive the budget report and payments report for January 2020
The budget and payment reports for January 2020 were received.
A Cllr requested more information on the budget report for the Severn Ham
Action: Assistant Town Clerk to circulate the full budget report for the Severn Ham.
19/20 - 203 To agree the proposed meeting dates for 2020/2021
It was RESOLVED to agree the proposed meeting dates for 2020/2021.
Proposed by Cllr Cody, seconded by Cllr J Raywood.
19/20 - 204 To discuss and agree any arrangements for VE Day 2020
The War Memorial Group are organising a ‘Roll Call’ on the steps on Friday 8
th
May
and a garden party at the Town Hall on Sunday 10
th
May. Any groups that would like
to get involved should contact Cllr Danter. It is believed that the Historical Society
are also planning an event.
Action: Assistant Town Clerk to contact Historical Society.
19/20 - 205 To consider and agree the draft response to the Local Transport Plan Review
Consultation
Issues raised:
The review doesn’t seem to cover groups that organise transport for
wheelchair bound people. How will GCC support this?
Is there a plan to introduce electric buses?
Public transport to Cheltenham is good, but to Gloucester is limited last
bus back to Tewkesbury is around 6pm.
Return bus tickets (with Stagecoach) are only valid on one day, not across
multiple days (as is possible with National Express).
To consider and agree grant applications from outside bodies
It was RESOLVED to award SARA to £2200
Proposed by Cllr Smith, seconded by Cllr Davies.
It was RESOLVED to award Tewkesbury Medieval Festival to £2000
Proposed by Cllr Sztymiak, seconded by Cllr Powell.
19/20 - 206 To receive reports from members representing the Town Council on outside bodies
o Cllr Aldridge attended the Showman’s Guild Lunch in Swindon. Several
members who organise the Mop Fair in Tewkesbury were recognised for their
contribution to the organisation.
o Cllr S Raywood TTRP met on 26
th
February. Main agenda items were
Historical Action Zone and Cultural Consortium and an update on the Garden
Town.
19/20 - 207 To receive Councillor reports for Tewkesbury Borough Council & Gloucestershire
County Council from Cllr Cromwell
Cllr Cromwell provided a report from Tewkesbury Borough Council covering:
o Tewkesbury BC budget agreed with £5 increase in council tax at band D
o New Council Plan adopted
o Local Government Association Peer Review just completed
o Flooding Government grant available due to the number of properties
flooded in the area
o Garden waste - £1 increase, renewal just sent out
o New bulky waste project - looking at pricing, recycling, on-line bookings and
providers
o Pool cars and electric charging points at Council Offices
o Growth Hub success at Council Offices
o Recycling contamination ongoing issues that need to be addressed – issue
with badged recycling from manufacturers that TBC don’t recycle
Cllr Cromwell provided an update from Gloucestershire County Council covering:
o Flooding open / close Highways during the flooding. Views welcome for
the washup meetings. E.g. Keep A417 signs by A417.
o Parking Parking Scheme has been abandoned.
o Coronavirus Covid 19
o Economic Growth Scrutiny Committee looking at Local Transport Plan
o Environment Scrutiny Committee
o Council budget - was adopted £470m
o Tree planting 1m trees by 2030 with partners
o Building a carbon neutral secondary school in Cheltenham
o Children’s Services Ofsted report full inspection expected later in 2020
Cllrs Sztymiak & Rudge left the meeting.
19/20 - 208 To approve the payments list
There was no payments list.
Cllr Smith left the meeting.
19/20 - 209 Correspondence
Gloucestershire Digital Innovation Fund details shared.
Action: Details to be circulated to all Councillors.
19/20 - 210 To resolve that the press and public are excluded due to the confidential nature of
the business under the Public Bodies (Admissions to Meetings Act) 1960 s.1. sub
section 2.
It was RESOLVED that press and public are excluded due to the confidential nature of
the business under the Public Bodies (Admissions to Meetings Act) 1960 s.1. sub
section 2. Proposed by Cllr Danter seconded by Cllr S Raywood
19/20 - 211 To discuss and agree nominations for Civic Awards
It was RESOLVED to award one Youth Award and two Civic Awards in 2020
Proposed by Cllr Aldridge, seconded by Cllr Carter.
There being no further business, the meeting closed at 7.32 pm.
Signature of Chairman upon approval of the minutes ………….……………………….. 20
th
March 2020
MINUTES
of the
Extraordinary Full Council meeting held on 12
th
March 2020
In the Mayors Parlour at the Town Hall, High Street, Tewkesbury
Present: Cllrs K Brennan (Chair), P Aldridge, H Bowman, C Danter, M Sztymiak, J Raywood, S
Raywood, A Rudge
In attendance: D Hill (Town Clerk)
19/20 - 212 To receive apologies for absence
Apologies for absence were received from Cllrs T Walker, C Cody, H Davis, K Powell
19/20 - 213 To receive declarations of interest
None received.
19/20 - 214 To consider requests for dispensation
None requested.
19/20 - 215 To resolve that the press and public are excluded due to the confidential nature of
the business under the Public Bodies (Admissions to Meetings Act) 1960 s.1. sub
section2.
Proposed by Cllr S Raywood, seconded by Cllr Aldridge.
19/20 - 216 To discuss the money claim served on the Town Council and to agree any actions
required
The Town Clerk advised that Cllrs Brennan, Danter and J Raywood would be
attending the mediation session on Monday 16
th
March 2020. Cllr Aldridge advised
that he would also be available to attend if required. It was RESOLVED to delegate
authority to the above named Councillors and the Town Clerk to represent the Town
Council in mediation and to make decisions as required, working with the Town
Councils legal team in order to hopefully bring this matter to a satisfactory
conclusion for the Town Council. Proposed by Cllr Rudge, seconded by Cllr Bowman.
There being no further business, the meeting closed at 6.45 pm.
Signature of Chairman upon approval of the minutes ………….……………………….. 8
th
June 2020
Tewkesbury Town Council
List of Payments made between 01/03/2020 and 31/03/2020
03/06/2020
13:05
Date:
Time:
Lloyds - Business Account
Page 1
Date Paid Payee Name Reference Amount Paid Transaction DetailAuthorized Ref
01/03/2020 Ames Group Ltd Std Ord 28.00 Pest Control
01/03/2020 Ames Group Ltd STD ORD -28.00 Reverse March Pmt
02/03/2020 Waterplus 0385050899 6.73 WH Water
03/03/2020 Opus Gas Supply Limited 25039029 527.74 Gas TH 19.01-16.02.20
04/03/2020 Thompson Bancks Solicitors PNJ/WMH/TE 9,134.31 Legal fees
05/03/2020 Tewkesbury Big Weekend GRANT 400.00 Grant - 2404
05/03/2020 Tewkesbury Big Weekend GRANT -400.00 Tewkesbury Big Weekend Grant
05/03/2020 Soundwave Audio Limited 2021 814.80 Hire of sound equipment JQ Quo
06/03/2020 Inty Cascade DD 63.78 I.T.
09/03/2020 Trade UK (T/A Screwfix) 1051820464 5.94 Wall brackets
09/03/2020 Tewkesbury Borough Council DEBT107527 18.00 Signs
09/03/2020 Fastsigns 22133 48.00 Public toilet signs
09/03/2020 Charlton Networks 5001108 666.00 Parts & PC tower
09/03/2020 GAPTC 6523 453.90 Auditor/mileage
09/03/2020 Hy-Clean Supplies Limited 17572 127.27 Draft Beer
09/03/2020 Gloucestershire Electrical Ser SI-51 252.00 Maintenance work.
09/03/2020 Gloucestershire Electrical Ser SI-52 96.00 Maintenance work.
09/03/2020 Gloucestershire Electrical Ser SI-53 132.00 Maintenance work.
09/03/2020 Gloucestershire Electrical Ser SI-54 420.00 Maintenance work.
09/03/2020 KB Heating 774 110.00 Maintenance works for SG
09/03/2020 Charlton Networks 5001113 360.00 Office equipment
09/03/2020 PAYROLLS UK LTD 3990 47.40 Payroll processing
09/03/2020 ABComplete Ltd 15125P 108.00 Pest control
09/03/2020 Timber & Hardware Supplies Ltd 17731 34.56 Hardware supplies
09/03/2020 Armitage Building & Carpentry JAN2020 595.00 Maintenance works at WH
09/03/2020 Tewkesbury Medieval Festival GRANT 2,000.00 Grant - 2402
09/03/2020 Severn Area Rescue Association GRANT 2,200.00 Grant - 2403
09/03/2020 Tewkesbury Medieval Festival GRANT -2,000.00 Tewkes Medieval Festival Grant
09/03/2020 Payrolls UK BACS -47.40 Payroll Processing
09/03/2020 Payrolls uk PAYROLLS U 94.80 staff payroll
10/03/2020 Contract Natural Gas Ltd 004919ACre -231.07 Credit for final bill
10/03/2020 British Heart Foundation 2399 25.00 Funeral donation
11/03/2020 Poundland CASH 1.00 Sundries
11/03/2020 SPA Security 362 288.00 Security 29.02.20
11/03/2020 Countrywide Grounds Maintenanc 107758 284.10 Grass cutting
11/03/2020 Tewkesbury Direct 9911 117.30 Advertising
11/03/2020 Poundland CASH -1.00 Sundries
13/03/2020 Waterplus 3509522 186.22 GR water
14/03/2020 Waterplus 3511755 217.52 Water TH
14/03/2020 Cellar Supplies Cheltenham Ltd 332656 698.46 Bar supplies
14/03/2020 Cellar Supplies Cheltenham Ltd 332495 1,024.90 Bar supplies
14/03/2020 GAB Std Ord 3,900.00 Contractor Costs
17/03/2020 HMRC BACS 1,712.77 NI & TAX
17/03/2020 Gloucester County Council BACS 2,255.78 LGPS Salaries
17/03/2020 Gloucester Rural Comm Council GRCC 25.00 Subscription
17/03/2020 Gloucester Rural Comm Council BACS -25.00 Subscription
17/03/2020 TTC Staff Wages SALARIES 7,696.31 TTC Staff Wages
Continued on Page 2
Tewkesbury Town Council
List of Payments made between 01/03/2020 and 31/03/2020
03/06/2020
13:05
Date:
Time:
Lloyds - Business Account
Page 2
Date Paid Payee Name Reference Amount Paid Transaction DetailAuthorized Ref
17/03/2020 Squeaky Clean Energy Ltd MB3FPQ4/1 205.12 Electric TH 08.10.19-01.03.20
17/03/2020 Squeaky Clean Energy Ltd MB3FPQ4/2 213.18 Electric WH 03.02-01.03.20
18/03/2020 Squeaky Clean Energy Ltd MB3FPQ4/3 43.28 GR Electric 03.02-02.03.20.
18/03/2020 Squeaky Clean Energy Ltd MB3FPQ4/4 97.67 SG Electric 03.02-02.03.20.
18/03/2020 Cellar Supplies Cheltenham Ltd 332956 434.89 Bar Supplies
18/03/2020 Cellar Supplies Cheltenham Ltd 332964 14.81 Bar Supplies
20/03/2020 TBC - Town Hall 50009540 412.00 Town Hall Rates
20/03/2020 TBC-Town Hall 50009540 -412.00 Raised in Error
22/03/2020 Payrolls Uk Ltd 4001 47.40 TTC Payroll processing
22/03/2020 Payrolls Uk Ltd 4001 -47.40 Payroll processing
23/03/2020 Digital Telecom Ltd GEO003 49.80 Telephone WH Feb2020
23/03/2020 Digital Telecom Ltd TEW005 76.25 Telephone TH
23/03/2020 Charlton Networks 34505 114.00 IT TH
24/03/2020 Tesco Mobile Top Up TESCO T/UP 20.00 Tesco Mobile Top UpDH-Emergency
25/03/2020 Cellar Supplies Cheltenham Ltd 333227 522.29 Bar supplies
26/03/2020 Lloyds Bank Charges Std Ord 5.00 Lloyds Bank Charges
26/03/2020 HOPP Community Grant GRANT 200.00 HOPP Community Grant
28/03/2020 Diversity Business Services Std Ord 165.00 HR Support
29/03/2020 Waterplus 3617253 14.27 Water - Back Of Avon
29/03/2020 Waterplus 3617253 -14.27 Waterplus
30/03/2020 Opus Gas Supply Limited 25112834 448.47 Gas - WH
31/03/2020 Waterplus 3521879 21.13 Water WH
31/03/2020 NEST NEST 117.45 Pension payment 01-31.03.20
31/03/2020 Tewkesbury Food Bank GRANT 200.00 Emergency Grant
31/03/2020 Waterplus 3572596 268.48 Water - SG
31/03/2020 TKR Refrigeration Ltd 30814 226.20 Bottle cooler WH
31/03/2020 The Photo Studio (Tewkesbury) 1074 156.60 Photography
31/03/2020 Tewkesbury Borough Council DEBT107584 49.61 Arrival Insurance
31/03/2020 SLCC Enterprises Ltd SLCC Subs 300.00 SLCC Subscription
31/03/2020 Proactive Business Supplies Lt 532145 54.96 Stationery
31/03/2020 Matt Hale Tree Surgery Ltd 2254 540.00 Treeworks TH Garden
31/03/2020 Locksmiths Gloucester 322 110.00 WH Maintenance
31/03/2020 KB Heating 777 229.00 Toilet maintenance SG
31/03/2020 Inferno Brewery Ltd 111 90.00 Beer Kegs
31/03/2020 Hy-Clean Supplies Limited HYCLEAN 138.61 Combined Consumables
31/03/2020 Herefordshire Fire Protection HEREFORD 291.72 Fire inspection services WH
31/03/2020 Haywards Tewkesbury Ltd HAYWARDS 243.34 Hardware supplies WH
31/03/2020 Greenfields Garden Services Lt 47688 530.40 Maintenance @ DG Play park
31/03/2020 Glos Rural Community Council GRCC subs 25.00 GRCC Subscription
31/03/2020 Gloucestershire Electrical Ser GES SI62/3 5,292.00 WH Projects
31/03/2020 GlosJobs Limited 2311 48.00 1 year of business listing.
31/03/2020 Fastsigns 22298 113.10 Signs
31/03/2020 Debbie Hill D Hill 347.63 General Expenses 31.03.20
31/03/2020 Blue Moon Cleaning 14 65.00 Window cleaning TH
31/03/2020 Tewkesbury Borough Council DEBT107625 196.00 GArden Waste Subscription X4
31/03/2020 Springboard Graphics Ltd 8353 132.00 Poster design & supply
31/03/2020 MG Signs Ltd 14905 1,303.86 Signs
Continued on Page 3
Tewkesbury Town Council
List of Payments made between 01/03/2020 and 31/03/2020
03/06/2020
13:05
Date:
Time:
Lloyds - Business Account
Page 3
Date Paid Payee Name Reference Amount Paid Transaction DetailAuthorized Ref
31/03/2020 Opus Gas Supply Limited 25130978 556.01 Gas - TH 17.02-18.03.20.
31/03/2020 HMRC HMRC 1,789.19 NI & TAX
31/03/2020 Gloucester County Council GCC 2,294.09 LGPS Pension
31/03/2020 Lloyds - 32 Day Notice A/C Transfer 10.10 Transfer of interest
31/03/2020 Water Plus WH WATER 6.73 WH Water
31/03/2020 Hy-Clean Supplies Limited 17384 75.84 Combined consumables.
31/03/2020 Hy-Clean Supplies Limited 17702 3.30 Combined consumables.
31/03/2020 Hy-Clean Supplies Limited 17708 28.20 Combined consumables.
31/03/2020 Timber & Hardware Supplies Ltd 47850 222.33 Maintenance WH
31/03/2020 Network Connections Uk Ltd T/A 700 3,630.00 CCTV Maintenance
31/03/2020 Proactive Business Supplies Lt 534870 87.55 Stationery
31/03/2020 GAB Services 74 300.00 FM Contractor
31/03/2020 Digital Telecom Ltd 26082 403.20 IT
31/03/2020 Expenses CORRECTION -1.66 Expenses
31/03/2020 Staff Costs CORRECTION -172.00 Staff Costs Reversal
31/03/2020 Waterplus 3521879 -21.13 Waterplus
31/03/2020 Opus Gas Supply Limited 25130978 -556.01 Opus Gas Supply Limited
31/03/2020 Hy-Clean Supplies Limited 17384 -75.84 Hy-Clean Supplies Limited
31/03/2020 Hy-Clean Supplies Limited 17702 -3.30 Hy-Clean Supplies Limited
31/03/2020 Hy-Clean Supplies Limited 17708 -28.20 Hy-Clean Supplies Limited
31/03/2020 Timber & Hardware Supplies Ltd 47850 -222.33 Timber & Hardware Supplies Ltd
31/03/2020 Network Connections Uk Ltd 700 -87.55 Network Connections Uk Ltd
31/03/2020 GAB Services 74 -300.00 GAB Services
31/03/2020 Digital Telecom Ltd 26082 -403.20 Digital Telecom Ltd
31/03/2020 Network Connections Uk Ltd 700 87.55 Network Connections Uk Ltd
31/03/2020 Network Connections Uk Ltd 700 -3,630.00 Network Connections Uk Ltd
31/03/2020 Proactive Business Supplies 534870 -87.55 Proactive Business Supplies
Total Payments 52,049.29
Tewkesbury Town Council
Bank - Cash and Investment Reconciliation as at 31 March 2020
Account Description Balance
Bank Statement Balances
1 Lloyds Bank Current A/c31/03/2020 215,886.11
2 Mayor's Charity31/03/2020 4,231.76
3 Petty Cash31/03/2020 38.10
4 Lloyds Bank Savings A/c31/03/2020 73,123.60
5 Bar Takings31/03/2020 0.00
293,279.57
Other Cash & Bank Balances
Cash Book Suspense 0.00
Floats 800.00
800.00
294,079.57
Unpresented Payments
1 GRANT30/01/2020 210.00
1 GRANT09/03/2020 2,200.00
2,410.00
291,669.57
Receipts not on Bank Statement
0 All Receipts Cleared31/03/2020 0.00
0.00
Closing Balance 291,669.57
All Cash & Bank Accounts
1 Current Bank A/c 213,476.11
2 Lloyds Bank - Mayor's Charity 4,231.76
3 Petty Cash 38.10
4 Lloyds Bank - Savings A/c 73,123.60
5 Bar Takings 0.00
Total Cash & Bank Balances 291,669.57
Other Cash & Bank Balances 800.00
Tewkesbury Town Council
14/05/2020
15:50
Balance Sheet as at 31st March 2020
31st March 2019 31st March 2020
Current Assets
0 Sales 661
0 VAT Control A/c 4,721
0 Prepayments 1,077
0 Stock 2,300
0 Current Bank A/c 213,476
0 Lloyds Bank - Mayor's Charity 4,232
0 Petty Cash 38
0 Lloyds Bank - Savings A/c 73,124
0 Floats 800
0 300,428
Total Assets0 300,428
Current Liabilities
0 Other Creditors 108
0 Accruals 530
0 Receipts in Advance 84
0 Uncleared Electronic Payments 5,342
0 Holding Deposits 1,217
0 7,280
Total Assets Less Current Liabilities0 293,148
Represented By
0 General Reserves 181,146
0 Earmarked Reserves 112,002
0 293,148
and reflects its Income and Expenditure during the year.
The above statement represents fairly the financial position of the authority as at 31st March 2020
________________________________ Date : ___________________
________________________________ Date :____________________
Signed :
Chairman
Signed :
Responsible
Financial
Tewkesbury Town Council
14/05/2020
15:45
Page 1
Earmarked Reserves
Account Opening Balance Net Transfers Closing Balance
320 EMR Museum Maintenance 6,635.00 686.00 7,321.00
321 EMR Town Hall Gardens 250.00 250.00
322 EMR Moorings Prior's Court 22,327.23 -2,433.00 19,894.23
323 EMR Warwick Place Playpark 32,250.00 -32,250.00 0.00
324 EMR Noticeboards 3,500.00 -2,000.00 1,500.00
325 EMR Derek Graham Playpark 2,066.00 -2,066.00 0.00
326 EMR Youth 5,000.00 -2,385.00 2,615.00
327 EMR Asset Management Project 3,821.00 3,821.00
328 EMR War Memorial 5,557.73 5,557.73
329 EMR Severn Ham 6,140.00 6,140.00
330 EMR CCTV 625.00 3,000.00 3,625.00
331 EMR Tree Maintenance 760.00 1,760.00 2,520.00
332 EMR Street Furniture 1,500.00 2,400.00 3,900.00
333 EMR Toilet Block Project 2,164.00 1,030.00 3,194.00
334 EMR Gloucester Road Maint. 1,219.00 -1,219.00 0.00
335 EMR Bus Shelters 1,222.00 -1,222.00 0.00
336 EMR Regalia 1,494.00 -1,494.00 0.00
337 EMR Website 2,160.00 2,160.00
338 EMR Professional 1,942.00 1,942.00
339 EMR Legal 6,839.00 -6,839.00 0.00
340 EMR Elections 1,000.00 1,000.00 2,000.00
341 EMR Tourism & Marketing 1,172.00 302.00 1,474.00
342 EMR Newsleter 500.00 500.00
343 EMR Weeding 2,000.00 2,000.00
344 EMR Severn Ham Tree Maint 5,000.00 5,000.00
345 EMR Hay Sowing Project 0.00 5,000.00 5,000.00
346 EMR Carver Knowles 0.00 2,050.00 2,050.00
347 EMR Comm. & Display 0.00 2,500.00 2,500.00
348 EMR Outreach Sessions 0.00 342.00 342.00
349 EMR Moorings Projects 0.00 4,263.00 4,263.00
350 EMR Watson Hall Lease 0.00 20,000.00 20,000.00
351 EMR Moorings St Mary's Lane 0.00 2,433.00 2,433.00
-5,142.00 112,001.96117,143.96
Tewkesbury Town Council
Income and Expenditure Account for Year Ended 31st March 2020
31st March 2019 31st March 2020
Operating Income
0 301,839Finance
0 4,048Mayor's Charity
0 4,442Moorings
0 14,772Town Hall
0 700War Memorial
0 40,000Play Parks
0 2,386Spring Gardens
0 1,267Gloucester Road
0 58,211Severn Ham
0 73,636Watson Hall
501,3030
Total Income
Running Costs
0 170,570Staffing
0 61,103Finance
0 5,280Mayor's Charity
0 3,965Moorings
0 214Museum
0 29,183Town Hall
0 650War Memorial
0 82,199Play Parks
0 9,144Spring Gardens
0 7,126Gloucester Road
0 2,388Cleaning & Consumables
0 15,387Outside Spaces
0 158Planning
0 11,271Severn Ham
0 68,003Watson Hall
0 70Memorial Benches
466,7130
Total Expenditure
General Fund Analysis
Opening Balance
Plus : Income for Year
Less : Expenditure for Year
Transfers TO / FROM Reserves
Closing Balance
0 141,414
0 501,303
0 (5,142)
0 642,717
0 466,713
0 176,004
0 181,146
TEWKESBURY TOWN COUNCIL.
Internal auditor’s report for the year ended 31 March 2020
Date of Internal Audit: 3
rd
/4
th
February 2020
Name of Auditor: Liz Dowie
GAPTC internal audits comply with the proper practices outlined in the Governance & Accountability for Smaller AuthoritiesA
Practitioners’ Guide and the Accounts and Audit Regulations 2015.
The GAPTC internal audit reviews and reports on whether the systems of financial and other internal controls over its activities and
operating procedures are effective. The audit tests a variety of documents, including agendas and minutes, policies, insurance and
risk management processes, to ensure Council meets the requirements set out in the Annual Internal Audit Report in the Annual
Governance & Accountability Return. The internal audit does not involve the detailed inspection of all records and transactions of an
authority in order to detect error or fraud.
Our auditors are independent of the Council and are competent to be able to carry out the requirements of the internal audit service.
1. Working documents
Ref
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s
comments/recommendations
Evidence
1.1
Orders been
tailored to council
and formally
Yes
Adopted 11/12/2017
Website - Policies
1.2
Orders been
reviewed and
No
No reviews recorded in Minutes. Recommend
that Standing Orders are updated to the more
recent NALC model published in 2018.
Website Policies
1.3
Yes
Adopted 11/12/2017
Website - Policies
and formally
1.4
regulations been
reviewed and
Yes, see
comments
Financial Regulations are currently under review.
Draft Regulations are to be considered by Full
Council at February meeting.
Website Policies
Minutes Finance 13/1/2020 F19.128 F
Full Council 20/1/2020 19/20 - 162
1.5
have a grant
Yes
Grants policy adopted in Sept 2014. Council may
wish to review policy.
Website – Our Services – Community Grants
1.6
services above the
recommended
amount been
competitively
purchased in
accordance with
Financial and
Procurement
Regulations?
(LARGE
No, but see
comments
Contract Finder was not used for contract to
update recreation areas (granted to Wicksteed
approx. 3 years ago). However, 3 quotes were
obtained.
Clerk, Deputy Clerk
Payment to Wicksteed on 17/12/19 for
£57, 216
1.7
reviewed?
No
Adopted on 18/5/2015. No evidence of review.
Recommend that review is carried out following
each election.
Website - Policies
2. Admin
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
2.1
Has the General
Power of
Competence been
adopted (e.g. a
minute reference)?
Yes
Adopted following 2019 election
Minutes - Full Council 3/6/2019 19/20 - 027
2.2
Is there a separate
account for s.137
payments and
within statutory
limits?
N/A
2.3
Council
authorisation of
Direct Debit list and
Standing Orders?
Yes
Finance Committee approves and minutes all new
Standing Orders and Direct Debits, with actual
payments being authorised within requirements of
Financial Regulations. Direct Debit list reviewed
annually by Finance Committee. Subscriptions paid
by Standing Order are reviewed annually.
Minutes
New D/D Finance 5/11/19 F.19.087
D/D review Finance 19/6/19 F.19.017
Subscriptions Full Council 3/6/19 19/20 - 023
2.4
Was Petty Cash
expenditure
approved, if any?
Yes
Effective authorisation process in place and since
Jan 2020 all petty cash withdrawals will be
approved by Finance Committee.
Monthly use of petty cash usually in region of £80 -
£100 and regularly used for larger items.
Recommend that Council considers using a charge
card for items over £10.
Petty Cash record sheets April 2019 Jan
2020
Minutes - Finance 13/1/2020 F.19.123
Larger items Phone £24.99 (June), phone
top-up £45.00 (July), key cutting £19.24 (Jan).
2.5
Receipts issued for
cash income?
Yes
Receipts issued for cash received at Reception.
Processes in place to ensure safe transit of cash
bar takings between Watson Hall and Office, but
recommend that these receipts are also signed for.
Cash wages to casual bar staff are recorded but
receipt not obtained however, this is to be
rectified when these staff are added to payroll w.e.f
1/4/2020.
Receipts book
Bar takings summary sheets
2.6
Is all expenditure
supported by VAT
invoices, if
applicable?
Yes
Invoices
2.7
VAT - recorded
and paid /
reclaimed properly?
Yes
VAT claims, bank statements
Claim submitted 4/11/2019 £5,476.83 received
in bank 8/11/2019
2.8
Purpose of loan and
power identified, if
applicable?
N/A
3. Risk management
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
3.1
Insurance policy in
place?
Yes
Insurance Policy WPS Brokers
Renewed 1/7/2019 30/6/2021
3.2
Evidence of review
of insurance cover
to ensure still fit for
purpose?
Yes
Minutes FC 8/7/2019 19/20 - 050
3.3
Copy of Risk
Management policy
and Risk
Assessment seen?
Yes
Reviewed annually.
Risk Management Register
Review minuted Finance 2/5/19 F.18.185
3.4
Evidence that
internal controls
take place and are
documented
Yes
A very robust and detailed internal checking
procedure is in place. Carried out by 2 councillors.
Quarterly internal check list
Financial checking report 1/4/19 31/7/19
Appointment of checkers FC 8/7/19 19/20-046
3.5
Asset register seen
and reviewed
regularly?
Yes
Regularly reviewed and updated. Reviewed in July
2019. Also checked as part of internal control
procedure. Records will be transferred to n
ew RBS
system when time permits.
Asset Register
Financial checking report 1/4/19 – 31/7/19
Review - Finance 19/6/19 F.19.018
- FC 3/6/19 19/20 - 021
3.6
Evidence that
assets have been
inspected for risk,
reported in minutes
and actions
undertaken?
Yes
Condition reports and risk assessments presented
at relevant Committee meetings and minutes of
these meetings are noted at subsequent Full
Council meeting.
Minutes FC, B&M, E&A
Condition reports eg E&A 3/9/19 19/034
3.7
Review of
investments,
including bank
accounts?
Yes
Ongoing consideration by Finance Committee
Minutes eg Finance 5/11/19 F.19.086
3.8
Is ‘two councillor
signatures’ rule
applied for payment
orders?
Yes, but see
comments
Within sample of transactions, one payment was
identified where the online list of payments had not
been initialled by the authorising councillors, and
one cheque payment where the cheque stub had
not been initialled.
Overall, robust procedures in place and adherence
to procedures very good in light of the volume of
Online Payment 14/5/19 GES £456.00
Cheque 2378 14/5/19 C Danter £126.00
transactions processed.
3.9
If credit / debit /
prepaid cards in
use, are proper
procedures in
place?
N/A
3.10
Electronic and
physical records
backed up?
Yes
IT support contract
Accounting software RBS back ups
4. Transparency Code
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s
comments/recommendations
Evidence
4.1
Details of public
land and building
assets on website
(if applicable)?
Yes
Website Budget and Finance Reports
4.2
Minutes
published on
Yes
Website - Meetings
website in draft
form within one
month
(mandatory for
councils with a
turnover of less
than £25,000)?
4.3
Compliance with
Transparency
Code for councils
with turnover of
less than £25,000
and over
£200,000?
Yes
Payments over £500 published
WebsiteFinancial Information
5. Budgetary controls
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
5.1
Was a budget
properly prepared,
adopted and
minuted?
Yes
Committee budgets to Finance Committee, then
approved by Full Council
Minutes
Finance 7/1/19 F.18.117
FC 21/1/19 18/19 - 315
5.2
Were the objectives
of the reserves
identified?
Yes
Earmarked reserves are identified and reserves
reviewed by Finance Committee.
AGAR Accounting Statement Box 7 £258,558
Precept 2019/20 £301,288
Review: Finance 19/6/19 F.19.014
5.3
Was the precept
demand properly
minuted in full
council?
Yes
Minutes FC 21/1/19 18/19 - 316
5.4
Did council
regularly review
bank reconciliations
and reconcile them
with the cash book?
Yes
Bank reconciliations presented at each Finance
Committee meeting.
RFO and Finance Committee member initial
balances on reconciliations and bank statements.
Bank reconciliations
Bank statements
Minutes eg Finance 19/6/19 F.19.008
5.5
Did the council
regularly compare
the actual income
and expenditure to
the budget (as
detailed in the
financial
regulations) and
evidenced in the
minutes?
Yes
Income and Expenditure reports reviewed at every
Finance Committee meeting.
Monthly finance reports presented at every Full
Council meeting
Minutes eg Finance F.19.010
FC 9/12/19 19/20 - 137
5.6
Are any significant
unexplained
variances from
budget reported?
Yes
Incorporated within RBS reports
No significant variances identified within
sample
6. Payroll
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
6.1
Do all staff have a
contract of
employment?
Yes, but see
comments
Staff appointed before 1/4/19 have contracts based
on old salary scales. Recommend that council
reviews contracts to reflect new spinal column
points and pay scales which came into effect on
1/4/19
Staff contracts
6.2
Do salaries paid
agree with those
approved by
Council?
Yes
Staff contracts
Monthly payroll - February 2020
6.3
Has the Council
registered as an
employer with
HMRC and have
PAYE / NIC been
properly dealt with
(including year-end
procedures)?
Yes
Payroll outsourced to Payrolls UK
6.4
Minimum wage
paid?
Yes
Staff contracts
6.5
Are Councillor’s
allowances and
expenses properly
authorised &
controlled, if any?
Yes
Mayors Allowance £1,500 approved by Full
Council
Minutes FC 3/6/19 19/20 - 014
6.6
Pension provision
eligible employees
offered pension
scheme and
outcome minuted?
Yes
NEST or LGPS provision is available to all staff.
Staff contracts
6.7
Has auto-enrolment
registration with
Pension Regulator
been reviewed (if
applicable)
Yes
Reviewed at Staffing Committee on 29/1/20
Draft minutes not available at time of audit.
7. Year-end procedures
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
7.1
Are debtors and
creditors recorded
properly on
separate balance
sheet if using
Income &
Expenditure
reporting?
Yes
Recorded on RBS reports and presented to each
Finance Committee meeting.
RBS reports
Minutes eg Finance 20/8/19 F.19.047
7.2
Council as a whole
to consider the
year-end accounts?
Yes
Minutes FC 27/6/19 19/20 - 039
7.3
Annual Governance
Statement, section
1 of Annual Return,
Yes
Minutes FC 27/6/19 19/20 038
approved by whole
council
7.4
Annual Statement
of Accounts, secti
on
2 of Annual Return,
approved by whole
council?
Yes
Minutes FC 27/6/19 19/20 - 040
7.5
Are all sections of
the Annual
Governance &
Accountability
Return published on
the website
(mandatory for
councils with
turnover under
£25,000)?
Yes
Website Financial Information Annual
Accounts
7.6
Previous internal
audit report
reviewed by council
and action taken
where
recommended?
Yes
Minutes
Finance 19/6/19 F.19.012
FC 27/6/19 19/20 - 037
7.7
Previous external
audit report (for
councils with
turnover over
£25,000) reviewed
by council and
action taken where
recommended?
Yes
Exercise of Public Rights to be corrected this
year
A legal opinion is being sought regarding the
Council’s position as trustee of the Watson Hall
and
the inclusion of the Halls income and expenditure
within the AGAR Section 2 Accounting Statements
.
This matter is ongoing and will not be resolved
before the year end and is therefore likely to be
raised by the external auditor again this year.
8. Other matters
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
8.1
Policies in place for
compliance with
GDPR, such as
Data Protection
Policy for Staff &
Councillors and for
the public?
Yes, but see
comments
A General Privacy Statement for residents and
members of the public is published on the website.
Recommend that a Privacy Statement for Staff,
Councillors and Role Holders is also published.
(ICO template available on the GAPTC website)
Website - Policies
8.2
Is the Council a
Managing Trustee?
Yes
Watson Hall (in part). As stated above, Council is
seeking a legal opinion to resolve the complex
trusteeship issues.
Clerk
8.3
Do trustees meet at
least once a year
and publish
separate accounts?
Yes
Separate accounts are maintained. However, see
7.7.above regarding the end of year Accounting
Statements.
RBS reports
8.4
Did council formally
appoint GAPTC as
the Internal
Auditor?
Yes
Minutes Finance 28/11/19 F.19.106
9. Procedures
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments
For use by Council
9.1
Minutes DPIs or
other interests
recorded?
Yes
Minutes Full Council and Committees
9.2
Minutes initialled on
each page and final
page signed?
Yes
Minute books
9.3
List of members’
interests held and
published on the
website?
Yes
Website Councillor Profiles
9.5
Agendas signed
and displayed 3
clear days’ prior to
meeting?
Yes
Website - Meetings
9.6
Summons issued in
proper format?
Yes
Website - Meetings
10. Sampling
Ref
Test
Meets
reqmts?
Yes, No or
N/A
Internal Auditor’s comments/recommendations
Evidence
10.1
Is income properly
recorded and
promptly banked
and receipts issued
for cash income?
Yes
See comments under 2.5 re receipts for cash
income
Receipts book
Bar summary sheets
Bank paying in books
10.2
Audit trail for
selected sample
transactions?
Yes
Every invoice bears a stamp to record evidence of
authorisation by councillors. Due to the volume of
transactions, payments are ratified at the next
Committee or Full Council meeting, with two
councillors signing the relevant payments list. The
total of the payments list is now included in the
Minutes for cross-referencing purposes. However,
on 2 transactions sampled there was no record on
the invoice of where the payment was recorded in
the minutes. Recommend that all invoices record
the date and title of the meeting and that the
payments lists also record this information in order
to further improve the cross-referencing system.
See also comments under 3.8
See sample of transactions worksheet
10.
Are registers up to
date for council-
owned burial
grounds and
purchase of
Exclusive Rights of
Burials certificate
completed?
N/A
Annual Governance and Accountability Return 2019/20 Part 3
To be completed by Local Councils, Internal Drainage Boards and
other Smaller Authorities*:
where the higher of gross income or gross expenditure exceeded £25,000
but did not exceed £6.5 million; or
where the higher of gross income or gross expenditure was £25,000
or less but that:
are unable to certify themselves as exempt (fee payable); or
have requested a limited assurance review (fee payable)
Guidance notes on completing Part 3 of the Annual Governance and
Accountability Return 2019/20
1. Every smaller authority in England that either received gross income or incurred gross expenditure
exceeding £25,000 must complete Part 3 of the Annual Governance and Accountability Return at
the end of each nancial year in accordance with Proper Practices.
2. The Annual Governance and Accountability Return is made up of three parts, pages 3 to 6:
The Annual Internal Audit Report is completed by the authority’s internal auditor.
• Sections 1 and 2 are to be completed and approved by the authority.
• Section 3 is completed by the external auditor and will be returned to the authority.
3. The authority must approve Section 1, Annual Governance Statement, before approving Section 2,
Accounting Statements, and both must be approved and published before 1 July 2020.
4. An authority with either gross income or gross expenditure exceeding £25,000 or an authority with
neither income nor expenditure exceeding £25,000, but which is unable to certify itself as exempt, or is
requesting a limited assurance review, must return to the external auditor by email or post (not both) no
later than 30 June 2020. Reminder letters will incur a charge of £40 +VAT:
• the Annual Governance and Accountability Return Sections 1 and 2, together with
• a bank reconciliation as at 31 March 2020
• an explanation of any signicant year on year variances in the accounting statements
• notication of the commencement date of the period for the exercise of public rights
Annual Internal Audit Report 2019/20
Unless requested, do not send any additional documents to your external auditor.
Your external auditor will
ask for any additional documents needed.
Once the external auditor has completed the limited assurance review and is able to give an opinion, the
Annual Governance and Accountability Section1, Section 2 and Section 3 – External Auditor Report
and Certicate will be returned to the authority by email or post.
Publication Requirements
Under the Accounts and Audit Regulations 2015, authorities must publish the following information on
a publicly accessible website:
Before 1 July 2020 authorities must publish:
Notice of the period for the exercise of public rights and a declaration that the accounting statements
are as yet unaudited;
Section 1 - Annual Governance Statement 2019/20, approved and signed, page 4
Section 2 - Accounting Statements 2019/20, approved and signed, page 5
Not later than 30 September 2020 authorities must publish:
Notice of conclusion of audit
Section 3 - External Auditor Report and Certicate
Sections 1 and 2 of AGAR including any amendments as a result of the limited assurance review.
It is recommended as best practice, to avoid any potential confusion by local electors and interested
parties, that you also publish the Annual Internal Audit Report, page 3.
Page 1 of 6Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
The Annual Governance and Accountability Return constitutes the annual return referred to in the Accounts and Audit Regulations 2015.
Throughout, the words ‘external auditorhave the same meaning as the words ‘local auditor in the Accounts and Audit Regulations 2015.
*for a complete list of bodies that may be smaller authorities refer to schedule 2 to the Local Audit and Accountability Act 2014.
Page 2 of 6
Guidance notes on completing Part 3 of the Annual Governance and
Accountability Return 2019/20
The authority must comply with Proper Practices in completing Sections 1 and 2 of this Annual Governance and
Accountability Return. Proper Practices are found in the Practitioners’ Guide* which is updated from time to time
and contains everything needed to prepare successfully for the nancial year-end and the subsequent work by
the external auditor.
Make sure that the Annual Governance and Accountability Return is complete (no highlighted boxes left empty),
and is properly signed and dated. Where amendments are made by the authority to the AGAR after it has
been approved by the authority and before it has been reviewed by the external auditor, the Chairman and
RFO should initial the amendments and if necessary republish the amended AGAR and recommence the
period for the exercise of public rights. If the AGAR contains unapproved or unexplained amendments, it may
be returned and additional costs will be incurred.
The authority should receive and note the annual internal audit report if possible before approving the annual
governance statement and the accounts.
Use the checklist provided below to review the Annual Governance and Accountability Return for completeness
before returning it to the external auditor by email or post (not both) no later than 30 June 2020.
Do not send the external auditor any information not specically requested. However, you must inform your
external auditor about any change of Clerk, Responsible Financial Ofcer or Chairman, and provide
relevant email addresses and telephone numbers.
Make sure that the copy of the bank reconciliation to be sent to your external auditor with the Annual Governance
and Accountability Return covers all the bank accounts. If the authority holds any short-term investments, note their
value on the bank reconciliation. The external auditor must be able to agree the bank reconciliation to Box 8 on the
accounting statements (Section 2, page 5). An explanation must be provided of any difference between Box 7 and
Box 8. More help on bank reconciliation is available in the Practitioners’ Guide*.
Explain fully signicant variances in the accounting statements on page 5. Do not just send a copy of the detailed
accounting records instead of this explanation. The external auditor wants to know that you understand the reasons
for all variances. Include complete numerical and narrative analysis to support the full variance.
If the external auditor has to review unsolicited information, or receives an incomplete bank reconciliation, or
variances are not fully explained, additional costs may be incurred.
Make sure that the accounting statements add up and that the balance carried forward from the previous year
(Box 7 of 2019) equals the balance brought forward in the current year (Box 1 of 2020).
The Responsible Financial Ofcer (RFO), on behalf of the authority, must set the period for the exercise of public
rights. From the commencement date for a single period of 30 consecutive working days, the approved accounts
and accounting records can be inspected. Whatever period the RFO sets it must include a common inspection
period – during which the accounts and accounting records of all smaller authorities must be available for public
inspection – of the rst ten working days of July.
The authority must publish the information required by Regulation 15 (2), Accounts and Audit Regulations 2015,
including the period for the exercise of public rights and the name and address of the external auditor before
1 July 2020.
Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
Completion checklist – ‘No’ answers mean you may not have met requirements
All sections
Section 1
Section 2
Sections 1 and 2
Internal Audit Report
Have all highlighted boxes have been completed?
For any statement to which the response is ‘no’, has an explanation been published?
Has an explanation of signicant variations from last year to this year been published?
Has the bank reconciliation as at 31 March 2020 been reconciled to Box 8?
Has an explanation of any difference between Box 7 and Box 8 been provided?
Have all highlighted boxes been completed by the internal auditor and explanations provided?
Has all additional information requested, including the dates set for the period
for the exercise of public rights, been provided for the external auditor?
Trust funds – have all disclosures been made if the authority as a body corporate is a
sole managing trustee? NB: do not send trust accounting statements unless requested.
Has the authority’s approval of the accounting statements been conrmed by
the signature of the Chairman of the approval meeting?
Yes No
*Governance and Accountability for Smaller Authorities in England – a Practitioners’ Guide to Proper Practices,
can be downloaded from www.nalc.gov.uk or from www.ada.org.uk
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 signicant 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
identied (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 identied 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 signicant 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 certied 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

*Please provide explanations to the external auditor on a separate sheet for each ‘No’ response and describe how the
authority will address the weaknesses identied. These sheets must be published with the Annual Governance Statement.
Section 1 – Annual Governance Statement 2019/20
We acknowledge as the members of:
ENTER NAME OF AUTHORITY
Page 4 of 6Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
our responsibility for ensuring that there is a sound system of internal control, including arrangements for
the preparation of the Accounting Statements. We conrm, to the best of our knowledge and belief, with
respect to the Accounting Statements for the year ended 31 March 2020, that:
1. We have put in place arrangements for effective nancial
management during the year, and for the preparation of
the accounting statements.
2. We maintained an adequate system of internal control
including measures designed to prevent and detect fraud
and corruption and reviewed its effectiveness.
4. We provided proper opportunity during the year for
the exercise of electors’ rights in accordance with the
requirements of the Accounts and Audit Regulations.
5. We carried out an assessment of the risks facing this
authority and took appropriate steps to manage those
risks, including the introduction of internal controls and/or
external insurance cover where required.
6. We maintained throughout the year an adequate and
effective system of internal audit of the accounting
records and control systems.
7. We took appropriate action on all matters raised
in reports from internal and external audit.
8. We considered whether any litigation, liabilities or
commitments, events or transactions, occurring either
during or after the year-end, have a nancial impact on
this authority and, where appropriate, have included them
in the accounting statements.
9. (For local councils only) Trust funds including
charitable. In our capacity as the sole managing
trustee we discharged our accountability
responsibilities for the fund(s)/assets, including
nancial reporting and, if required, independent
examination or audit.
3. We took all reasonable steps to assure ourselves
that there are no matters of actual or potential
non-compliance with laws, regulations and Proper
Practices that could have a signicant nancial effect
on the ability of this authority to conduct its
business or manage its nances.
prepared its accounting statements in accordance
with the Accounts and Audit Regulations.
‘Yes’ means that this authority:Yes No*
Agreed
made proper arrangements and accepted responsibility
for safeguarding the public money and resources in
its charge.
has only done what it has the legal power to do and has
complied with Proper Practices in doing so.
during the year gave all persons interested the opportunity to
inspect and ask questions about this authority’s accounts.
considered and documented the nancial and other risks it
faces and dealt with them properly.
arranged for a competent person, independent of the nancial
controls and procedures, to give an objective view on whether
internal controls meet the needs of this smaller authority.
responded to matters brought to its attention by internal and
external audit.
disclosed everything it should have about its business activity
during the year including events taking place after the year
end if relevant.
has met all of its responsibilities where, as a body
corporate, it is a sole managing trustee of a local
trust or trusts.
Yes No N/A
AUTHORITY WEBSITE ADDRESS
Authority web address
Other information required by the Transparency Codes (not part of Annual Governance Statement)
Signed by the Chairman and Clerk of the meeting where
approval was given:
Chairman
Clerk
SIGNATURE REQUIRED
SIGNATURE REQUIRED
This Annual Governance Statement was approved at a
meeting of the authority on:
and recorded as minute reference:
MINUTE REFERENCE
DD/MM/YY
TEWKESBURY TOWN COUNCIL


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 conrm 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 Ofcer 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*
TEWKESBURY TOWN COUNCIL
















Page 6 of 6
Section 3 – External Auditor Report and Certicate 2019/20
ENTER NAME OF AUTHORITY
ENTER NAME OF EXTERNAL AUDITOR
1 Respective responsibilities of the body and the auditor
This authority is responsible for ensuring that its nancial management is adequate and effective and that
it has a sound system of internal control. The authority prepares an Annual Governance and Accountability
Return in accordance with Proper Practices which:
summarises the accounting records for the year ended 31 March 2020; and
conrms and provides assurance on those matters that are relevant to our duties and responsibilities as
external auditors.
Our responsibility is to review Sections 1 and 2 of the Annual Governance and Accountability Return in accordance
with guidance issued by the National Audit Ofce (NAO) on behalf of the Comptroller and Auditor General
(see note below). Our work does not constitute an audit carried out in accordance with International Standards
on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.
2 External auditor report 2019/20
*Note: the NAO issued guidance applicable to external auditors’ work on limited assurance reviews in Auditor
Guidance Note AGN/02. The AGN is available from the NAO website (www.nao.org.uk)
DD/MM/YYSIGNATURE REQUIRED
Date
External Auditor Name
(Except for the matters reported below)* on the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return, in
our opinion the information in Sections 1 and 2 of the Annual Governance and Accountability Return is in accordance with Proper Practices and
no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
(*delete as appropriate).
Other matters not affecting our opinion which we draw to the attention of the authority:
*We do not certify completion because:
(continue on a separate sheet if required)
(continue on a separate sheet if required)
3 External auditor certicate 2019/20
We certify/do not certify* that we have completed our review of Sections 1 and 2 of the Annual Governance and
Accountability Return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for
the year ended 31 March 2020.
External Auditor Signature
Annual Governance and Accountability Return 2019/20 Part 3
Local Councils, Internal Drainage Boards and other Smaller Authorities*
In respect of
TEWKESBURY TOWN COUNCIL
AGENDA ITEM 20 RATIFICATION OF EMERGENCY PROCEDURES DUE TO cOVID-19 PANDEMIC
Members were advised by email on 24
th
March 2020 of the following emergency measures put in
place to ensure the continued operation of Tewkesbury Town Council, to be ratified at the first
available Full Council meeting:
For expenditure, the DA of the Town Clerk remains unchanged at £250 and £1,000 in the
case of an emergency. For expenditure up to £2,000 the Town Clerk will liaise with the
relevant committee chair, for expenditure above £2k the Town Clerk will liaise with all
committee chairs.
Payments lists will be sent round to all committee chairs for approval
Any staffing issues are being handled by all committee chairs
Report to Full Council
Item Full Council 8
th
June 2020
TTC/FULL COUNCIL-AGENDA-REPORT-PACK-08/06/2020
1
Draft Tewkesbury Town Council Response to the Ashchurch bridge project public
feedback consultation May/June 2020.
Question 1:
The proposed location of the bridge makes sense.
Agree
Disagree
Neither agree or disagree
Question 2:
The bridge will enable new communities to come together by enabling access from east to west
Agree
Disagree
Neither agree or disagree
Question 3:
The bridge will enable old and new communities to walk and cycle more
Agree
Disagree
Neither agree or disagree
Question 4:
The bridge represents good use of public spending by investing in infrastructure to support new
communities in the area
Agree
Disagree
Neither agree or disagree
Question 5:
The information found on tewkesburygardentown.co.uk is useful and informative
Agree
Disagree
Neither agree or disagree
Report to Full Council
Item Full Council 8
th
June 2020
TTC/FULL COUNCIL-AGENDA-REPORT-PACK-08/06/2020
2
Question 6:
Other comments
The Town Council has experienced some difficulty in providing a useful response to this
consultation due to the limited context within which this proposed bridge will operate. It is
difficult to determine the potential effectiveness of such a bridge when it is unknown how the
surrounding infrastructure will link it with communities and the existing network. Whilst the Town
Council is generally supportive of the provision of infrastructure in advance of new development,
in this case, it is unclear due to a lack of information on the approach roads, how this bridge will
operate within the wider context and its impact on the operation of the surrounding highway and
transport network. It is understood that the bridge location is responding to the constraints
outlined in the supporting information, but it is felt that there is still a concern regarding the
impact on hydrology and flooding. The Town Council is also concerned that the geological
conditions may make the construction of a suitable bridge structure difficult.
The Town Council considers that this bridge should encourage journeys by active travel and public
transport as well as private vehicles. We would urge that extra consideration is given to providing
the footway/cycleway as segregated facilities or at least providing passive provision to facilitate
this to be done in the future. Whilst the 4-metre shared footway and cycleway has the potential to
provide sufficient space post-development, shared infrastructure is potentially less desirable to
the users of these modes. The Town Council notes that the span of the bridge allows for two
tracks to be provided but is aware of the potential need identified in the Western Route Utilisation
Strategy dating from 2015 for dynamic passing loops between Ashchurch and Eckington which
may require space to be provided for four tracks. It would be regrettable if some passive provision
was not made and either the bridge needed to be replaced by Network Rail or the requirements of
the national railway network was impeded by this bridge.
Data Protection
You agree to us sharing your information with third parties if we are unable to deal with your
request directly:
Yes
No
Form feedback
What was your overall experience of using this form:
Positive
Negative
Please enter any further comments regarding your experience of using this form (optional):
Recommendation
Full Council considers the draft response to the Ashchurch Bridge Consultations and agrees
amendments.
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