AGENDA FOR MEETING TO BE HELD ON THURSDAY 21 MAY …

POLSTEAD PARISH COUNCIL Clerk: Dave Crimmin, Cragston, Sudbury Road, Newton, Sudbury, Suffolk CO10 0QH

Tel: 01787 375085 email: [email protected]

AGENDA FOR MEETING TO BE HELD ON THURSDAY 21st MAY 2015 AT 7.30pm

1. Election of Chairman and to receive Declaration of Acceptance of Office from Chairman 2. Apologies for absence 3. Confirmation of Declaration of Office from Councillors and set deadline for those not received 4. Election of Vice Chairman 5. Receive declarations of interests and request for dispensation from Councillors 6. Consider adoption of the General Power of Competence 7. Agree minutes of Polstead Parish Council meeting held on 13th April 2015 8. To appoint members to the HR and Standards Committees 9. To appoint representatives to outside bodies:

a. Suffolk Association of Local Councils (SALC) b. Traffic Liaison c. Village Hall d. Layham Pit.

10.To consider appointment of Heelis & Lodge as Internal Auditors for 2015 / 2016 11. To consider payment of annual subscriptions to SALC, Suffolk Wildlife Trust, Community

Action Suffolk, Society of Local Council Clerks and the Suffolk Preservation Society. 12.Receive reports from County Councillor, District Councillor and Suffolk Constabulary 13.To receive reports and questions from Councillors and Chairman’s report 14.To receive reports and questions from Parishioners (contributions to be limited to 2 mins) 15.Agree actions following the review of the Clerk’s Report 16.Agree actions required on Correspondence Received and emails circulated by the Clerk to

councillors since the last meeting 17.Planning

a. Consider Planning Application B/15/00306/FHA Rye House, Hadleigh Heath - Erection of single-storey extension and pitched roof to existing dwelling.

b. Consider Planning Application B/15/00403/FUL Sharline, White Street Green - Erection of 1 no. dwelling & 1 No. replacement dwelling (following demolition of existing property).

c. Consider Planning Application B/15/00533 Brewery Farm, Bower House Tye - Notification under Part 3 of the Town and Country Planning (General Permitted Development) (England) Order 2015. Prior approval under Class M(a) Change of use from Animal Food Sales (Class A1 shops) to Dwelling house(s) (C3).

d. Consider any planning application received since the agenda was posted e. Status of Planning Applications previously reviewed by Parish Council.

18.Finance a. To consider Heelis & Lodge Internal Auditor’s report for 2014 / 2015 and agree

actions on any matters arising b. To approve Sections 1 and 2 of Annual Return for the year ending 31st March 2015 c. From the RFO Report authorise payments made since last meeting and to be made;

note income received since last meeting; review the Reconciliation of Accounts against Bank Statements and the Statement of Accounts vs Budget

d. Consider request for funding towards memorial to Brian 19.Consider any issues raised regarding Highways and Footpaths including to find a new

footpath warden from 1st June 2015 20.Update on new allotments including 2 new requests for an allotment and 2 requests to site a

greenhouse on allotment plots received from tenants 21.Consider any asset, playground or playing field issues including issue raised by Polstead

Projects in relation to the playing field 22.Consider councillors requiring SALC’s Councillor Briefing training in June

Issued by D. F. Crimmin, Clerk, Polstead Parish Council Page ! of !1 2

POLSTEAD PARISH COUNCIL Clerk: Dave Crimmin, Cragston, Sudbury Road, Newton, Sudbury, Suffolk CO10 0QH

Tel: 01787 375085 email: [email protected]

23.Consider representatives for Babergh Liaison Meeting on 11th June 2015 24.Review the schedule for the co-option of a councillor 25.Future Agenda Items 26.The date of the next scheduled PPC meeting is Thursday 18th June 2015 at 7.30pm.

Issued by D. F. Crimmin, Clerk, Polstead Parish Council Page ! of !2 2

Associated Papers for PPC Meeting to be held on 21st May 2015

Prepared by: Dave Crimmin Page 1 of 9

Agenda Item 17e Planning Status

Application Reference

Address Planning Details PPC Minute

Parish Council Comments

Babergh DC Comments

APP/D3505/Q/14/2222976

The Brambles, Holt Road Appeal against refusal of Planning Application B/14/00162/ROC

14/158d Nothing to add.

APP/D3505/D/15/3004011

Wildacres, 4 Heath Close Appeal against refusal of Planning Application B/14/01243/FHA

15/082b Noted Appeal Dismissed

B/15/00315/FHA Christobel, White Street Green

Erection of 1 and 1/2 storey rear extension and roof extension to existing dwelling to create first-floor accommodation (following demolition of existing conservatory and utility room), and application of painted timber weatherboarding to exterior of dwelling.

15/082a No objection REFUSED 01/05/2015



Agenda Item 18a Internal Auditor’s Report

HEELIS&LODGE Local Council Services • Internal Audit

Internal Audit Report for Polstead Parish Council – 2014/15 Income: £20,877 Expenditure: £14,096 Reserves: £29,408 Annual Return Completion: Section One: Yes - draft Section Two: No Section Four: Yes The following Internal Audit was carried out on the adequacy of systems of control. The following recommendations/comments have been made: Proper book-keeping Cash Book, regular reconciliation of books and bank statements.

Supporting vouchers, invoices and receipts All were found to be in order. LGA1972 s137 and VAT payments are

tracked and identified within the year end accounts. The cashbook is referenced providing a clear audit trail. Supporting paperwork is in place and well referenced.

Financial regulations Standing Orders and Financial Regulations Tenders Appropriate payment controls including acting within the legal

framework with reference to council minutes Identifying VAT payments and reclamation Cheque books, paying in books and other relevant documents Standing Orders in place: Yes Reviewed: 20/11/2014 (Ref: 14/208) Financial Regulations in place: Yes Reviewed: 23/10/2014 (Ref: 14/194b) VAT reclaimed during the year: Yes (14/4/2015 - £341.67

Registered: No General Power of Competence: No

Financial Regulations and Standing Orders in place.



Risk Assessment Appropriate procedures in place for the activities of the council Risk Assessment document in place: Yes Data Protection registration: Yes Insurance was in place for the year of audit. The Risk Assessment was

reviewed on 22/1/2015. All was in order. Insurance and a comprehensive Risk Assessment is also in place for the

Polstead Cherry Fayre. Fidelity Cover: £150,000 The level of Fidelity cover is within the recommended guidelines of year

end balances plus 50% of the precept. Budgetary controls Verifying the budgetary process with reference to council minutes and

supporting documents Precept: £17,810 Date: 16/1/2014 (Ref:

14/020d) Good budgetary procedures are in place. The precept was agreed in full

council and the precept decision and amount has been clearly minuted. The Clerk ensures the council are aware of responsibilities, commitments, forward planning and the need for adequate reserves. Budget papers are prepared to ensure councillors have sufficient information to make informed decisions.

Income controls Precept and other income, including credit control mechanisms All were found to be in order. Income controls were checked and income

received and banked cross referenced with the Cash Book and bank statements.

Petty Cash Associated books and established system in place A satisfactory expenses system is in place with supporting paperwork. Payroll controls PAYE and NIC in place where necessary. Compliance with Inland Revenue procedures Records relating to contracts of employment PAYE System in place: Yes The Council are operating RTI in accordance with HMRC regulations.

Regular payments have been made to HMRC and a P60 produced as part of the year end procedures. Detailed pay slips are produced.



Asset control Inspection of asset register and checks on existence of assets Cross checking on insurance cover A separate asset register is in place. The cost value/purchase price of

assets are recorded in the asset register and in Box 9, Section 1 of the Annual Return.

Bank Reconciliation Regularly completed and cash books reconcile with bank statements All were in order. The bank statements reconciled with the end of year

accounts and bank reconciliations for all accounts. Year-end procedures Appropriate accounting procedures are used and can be followed

through from working papers to final documents Verifying sample payments and income Checking creditors and debtors where appropriate. End of year accounts are prepared on a Receipts and Payments basis

and were all in order. Sample audit trails were undertaken and all were found to be in order.

Sole Trustee The Council has met its responsibilities as a trustee The Council is not a sole trustee. Internal Audit Procedures The Council have good internal financial controls in place. Cheque

stubbs are initialled by signatories. However, it is noted that on occasions this does not happen: Cheques 101724-101729,101734-101741 and 101749-101757 have not been initialled. The Clerk provides financial reports to council meetings. Councillors are provided with information to enable them to make informed decisions.

Recommendation: To ensure all cheque stubbs are initialled by the

signatories signing the cheques. The Council reviewed the effectiveness of the internal audit at a meeting

held on 22/1/2015 (Ref: 15/018). An Audit Plan is in place. Heelis & Lodge were appointed Internal Auditors for the year 2014-

2015. External Audit There were no matters raised by the External Auditor in relation to the

2013-2014 External Audit.



Additional Comments/Recommendations ¾ The Annual Parish Council meeting was held on 15/5/2014, within the required timescale.

The first item of business was the Election of Chairman, in accordance with Standing Orders.

¾ Minutes are signed and dated. Loose leaf minutes are sequentially numbers and pages initialled by the presiding Chairman.

¾ There are no additional comments/recommendations to make in relation to this audit. ¾ I would like to record my appreciation to the Clerk to the Council for his assistance during

the course of the audit work and in particular the well presented accounts submitted for the audit.

Heather Heelis Heelis & Lodge 21 April 2015





Agenda Item 18b Annual Return





Agenda Item 18c Responsible Financial Officer (RFO) Report Receipts & Payments

Reconciliation

Budget v’s Actual

Date Details Ref Power Receipts Payments

02/04/15 Allotment rents 80.00 0.0007/04/15 BDC Precept & Grant 9,312.72 0.00

15/04/15 Allotment rents 20.00 0.0017/04/15 Anglian Water - Water Connection 757 Small Holdings & Allotments Act

1908 s 230.00 1,144.80

21/05/15 B Patrick - Footpath Mantenance 758 Highways Act 1980 ss 43, 50 0.00 62.50

21/05/15 B Patrick - Allotment Fencing & 758 Small Holdings & Allotments Act 0.00 237.5021/05/15 Michael Bradshaw - Allotment 759 Small Holdings & Allotments Act 0.00 1,226.4021/05/15 SALC - Coucillor Guide 760 LGA 1972 s 111 0.00 13.3021/05/15 SALC - Annual Subscription 760 LGA 1972 s 143 0.00 318.0021/05/15 CAS - Annual Subscription 761 LGA 1972 s 143 0.00 30.0021/05/15 Heelis & Lodge - Audit Fee 762 LGA 1972 s 111 0.00 108.00

AccountStatement

DateStatement Balance

Actual Balance

Unpresented Cheques

Credits not shown Difference

Community Account 30/04/15 £33,505.50 £31,509.80 £1,995.70 £0.00 £0.00Premier Account 30/04/15 £3,315.49 £3,315.49 £0.00 £0.00 £0.00Cash 30/04/15 £0.00 £0.00 £0.00

£36,820.99 £34,825.29 £1,995.70 £0.00

Budget Actual Reserves Budget ActualAssets Brought Forward

£29,408.07

Income ExpenditurePrecept £17,891.10 £8,945.55 Clerks Salary £4,315.00 £0.00Bank Interest £2.00 £0.00 Admin £1,860.00 £443.40Recycling £0.00 £0.00 Insurance £475.00 £0.00Grants £195.00 £0.00 Audit Inspections £190.00 £108.00Allotment Rent £200.00 £100.00 Donations £1,000.00 £0.00Wayleave £20.30 £0.00 Chairman's Allowance £60.00 £0.00QDJ £0.00 £0.00 Dog & Litter Bins £875.00 £0.00Donation £0.00 £0.00 Footpaths £1,400.00 £62.50Compensation £0.00 £0.00 Grass Cutting £2,250.00 £0.00Other £0.00 £367.17 Ditch Clearance £200.00 £0.00VAT Repayment £0.00 £0.00 Maintenance £1,140.00 £135.00

Village Hall £935.00 £0.00Projects £1,500.00 £2,893.72Contingency £500.00 £0.00VAT Paid £0.00 £352.88

Total £18,308.40 £9,412.72 Total £0.00 £16,700.00 £3,995.50

Assets Carried Forward £34,825.29Total £38,820.79 Total £38,820.79

AGENDA FOR MEETING TO BE HELD ON THURSDAY 21 MAY …

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