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The Council Office Diamond Jubilee Lodge Wood View Road Hellesdon Norwich NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the Annual Meeting of Hellesdon Parish Council
held on Tuesday 10th May 2022 at 7pm
at The Council Chambers, Diamond Jubilee Lodge
PRESENT:
Cllr D King (Outgoing Chair) Cllr S Gurney
Cllr D Fahy Cllr D Britcher
Cllr W Johnson Cllr U Franklin
Cllr S Bush-Trivett Cllr G Britton
Cllr P Sparkes Cllr R Forder
Cllr M Fulcher Cllr G Diffey
Cllr L Douglass
In attendance: Mrs F LeBon, Clerk
District Cllr S Prutton
One member of the public
WELCOME – Cllr King welcomed Councillors and members of the public to the meeting.
1. Nominations for and Election of Chairman of the Council and Declaration of Acceptance of
Office
There was one nomination for the position of Chairman. Cllr Gurney was nominated by Cllr King
and seconded by Cllr Bush-Trivett. The nomination was accepted and the motion was carried.
Cllr Gurney signed the declaration of acceptance of office.
2. Nominations for and Election of Vice Chairman
There was one nomination for the position of Vice Chairman, Cllr Johnson was nominated by Cllr
Gurney and seconded by Cllr Britton. The nomination was accepted and the motion was carried.
3. Apologies and Acceptance for Absence
Apologies for absence were received from Cllr R Potter and Cllr K Avenell and were ACCEPTED.
4. Declarations of Interest and Dispensations
No declarations or dispensations were declared.
5. To Receive Written Report for 2021/2022 from the Outgoing Chairman
A written report was provided to the meeting. Cllr King added his appreciation of recent efforts
by the Parish Council, local volunteers and members of the public in donating and sorting goods
for Ukrainian refugees. This report was ACCEPTED by the meeting.
6. To Appoint Signatories to Orders for Payment
It was AGREED to update the signatories so that they are Cllr Gurney, Cllr Johnson, Cllr Douglass,
Cllr King and Cllr Bush-Trivett.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
1
7. Committees, Working Groups and Panels
a) To Appoint Members and Chairman to Standing Committees
i) Hellesdon Community Centre
It was AGREED that Cllr Forder should Chair the Community Centre committee and Cllr King
should become Vice Chair. Additional members will be Cllrs Gurney, Johnson, Franklin and
Sparkes.
ii) Playing Fields, Amenities and Allotments
It was AGREED that Cllr Johnson should Chair the Playing Fields, Amenities and Allotments
committee. Additional members will be Cllrs King, Avenell, Douglass, Franklin and Diffey.
iii) Staffing
It was AGREED that Cllr Douglass should Chair the Staffing committee and that Cllr Gurney should
become Vice Chair. Additional members will be Cllrs Johnson, Britton, Franklin, King and Avenell.
iv) Planning
It was AGREED that Cllr Britton should Chair the Planning committee and that Cllr Fulcher should
become Vice Chair. Additional members will be Cllrs Johnson, Bush-Trivett, Franklin and Sear.
Substitutes will be Cllrs Avenell, Douglass, Sparkes and Fahy.
v) Events
It was AGREED that Cllr Douglass should Chair the Events committee. There were two
nominations for Vice Chair, Cllr Johnson and Cllr Forder. Cllr Johnson was not prepared to stand,
therefore the nomination was withdrawn. It was AGREED that Cllr Forder should become Vice
Chair. Additional members will be Cllrs Gurney, Johnson, King, Bush-Trivett and Britcher.
b) To confirm Membership of Property, Policy & Resources Committee as all above Committee
Chairman plus up to 2 members appointed by the Council, to bring the total to 7 members.
It was AGREED that Cllr King should Chair the Property, Policy and Resources committee and that
Cllr Johnson should become Vice Chair. Additional members will be Cllr Forder, Cllr Douglass, Cllr
Fulcher, Cllr Britcher and Cllr Gurney.
c) To Appoint Members to Working Groups and Panels
Working Groups
i. Acquisition of Land
It was AGREED that members of the Acquisition of Land Working Group should be Cllrs King,
Gurney, Fulcher and Britcher.
ii. Community Apiary and Orchard
It was AGREED that members of the Community Apiary and Orchard Working Group should be
Cllrs Bush-Trivett, Franklin and Douglass.
Panels
iii. Staff Appeals Panel
It was AGREED that members of the Staff Appeals Panel should be Cllrs Fahy, King and Johnson.
iv. Complaints Panel
It was AGREED that members of the Complaints Panel should be Cllrs Gurney, Bush-Trivett,
Potter, Forder and Britcher.
v. Staff Interview Panel
It was AGREED that members of the Staff Interview Panel should be Cllrs Gurney, Douglass and
Britcher.
vi. Grievance, Capability and Disciplinary Panel
It was AGREED that members of the Grievance, Capability and Disciplinary Panel should be Cllrs
Avenell, Franklin, Potter, Bush-Trivett and Sparkes.
d) To appoint members to local bodies/groups (including substitutes if applicable)
i. Airport Consultative Committee
It was AGREED that the representative for the Airport Consultive Committee will be Cllr Sear, with
Cllr King as a substitute.
ii. Safer Neighbourhood Action Panel
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
2
Group now disbanded.
iii. Western Link Project
It was AGREED that the representative for the Western Link Project will be Cllr Britcher.
e) To Agree the Terms of Reference for the Committee (Standing Order 5. J. vi)
i) Planning
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for the Planning Committee were AGREED.
ii) Playing Fields, Amenities and Allotments
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for the Playing Fields, Amenities and
Allotments Committee were AGREED.
iii) Property, Policy and Resources
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for the Planning Committee were AGREED.
iv) Hellesdon Community Centre
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for Hellesdon Community Centre
Committee were AGREED.
v) Staffing
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for the Staffing Committee were AGREED.
vi) Events
Subject to the removal of the reference to the election of the Chair and Vice Chair, which were
already agreed by full council, the terms of reference for the Events Committee were AGREED.
f) To Appoint Council’s Internal Scrutineer, in accordance with Financial Regulation 2.2
It was AGREED that Cllr Diffey would be the council’s Internal Scrutineer for the forthcoming year.
8. To Review the Following Policies
a) Standing Orders
The Standing Orders were reviewed and AGREED.
b) Financial Regulations
The Financial Regulations were reviewed and AGREED.
c) Members’ Code of Conduct
The Members’ Code of Conduct was reviewed and AGREED.
d) Scheme of Delegation to the Clerk and Responsible Financial Officer including Emergency
Delegation
The Chair drew attention to the delegation limits to ensure that Members were satisfied with the
amounts. The Scheme of Delegation was reviewed and AGREED.
e) Statement of Internal Controls
The Statement of Internal Controls was reviewed and AGREED.
f) Financial Reserves Management
The policy on Financial Reserves Management was reviewed and AGREED.
A query was raised about the review of the General Power of Competence, particularly in light of
a new clerk being in place. The Clerk advised that the General Power of Competence should only
be reaffirmed at the annual meeting after an ordinary election and that the Clerk held the Level 5
in Community Governance which met the eligibility criteria for qualification of the Clerk.
9. Minutes from Full Council meeting held 12th April 2022
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
3
The Minutes of the Full Council meeting held on 12th April 2022 had been previously circulated.
Subject to the correction of a typographical error, it was RESOLVED TO ACCEPT these minutes as a
true and accurate record of the meeting.
10. To Receive Proposal that all Budget Setting Meetings to be Held in the Evening
Cllr Britcher presented this item, which was initially raised at the Annual Parish Meeting. He
advised that that not only budget meetings, but all committee meetings should be held in the
evening so that working councillors and members of the public can attend. Cllr King put forward
an amendment that ‘all budget meetings, and as many committee meetings as practicable, should
be held outside of normal working hours’. The amendment was accepted by Cllr Britcher and
AGREED by council.
11. Public Participation
A member of the public advised that the Meadow Way Chapel is not closing but merging with the
Gateway Vineyard Church. It will be known in the future as ‘the Gateway Vineyard at the Chapel’.
The Chair thanked the member of the public for all his work with the Meadow Way Chapel.
A member of the public advised he attended meetings to support the council and the work it
does.
12. Reports
a) Clerk’s Report
This had been previous circulated. A query was raised about the utilisation of Teams rather than
Zoom should online meetings be required. The Clerk advised that a link is sent with the meeting
details and councillors will have the option of using the Teams software or connecting to the
meeting via their existing browser. This report was ACCEPTED.
b) Verbal Report from District and County Councillors
Verbal updates were provided as follows:
• Cllr Britcher reported that additional parking had been made available for the Queen’s
Jubilee event at Blickling, therefore there may be more tickets made available. He further
advised that full council will be making a decision on the future accommodation of the
council on 12th May.
• Cllr Gurney felt that the money spent on the Blickling event would have been better used
by giving grants to parish and town councils, in a similar manner to the South Norfolk
Council grant scheme. More people would then benefit from the funding. Concerns were
raised about the way tickets were distributed and advertised.
• In capacity of Norfolk County Councillor, Cllr Gurney reported that the NCC Annual
Meeting had been held and Cllr Karen Vincent had been elected as Chair. The theme for
the forthcoming year is Covid recovery and services for young people. She has arranged a
meeting with the highways engineer and the residents of the property recently damaged
by a vehicle on the junction of the Low Road and Hospital Lane to discuss improving the
highway safety in this area. She has also been working with the highways engineer
regarding pavement repairs, in particular Neylond Crescent. This is on the forward plan
for a full resurface in 2023/24 but she is trying to expedite this. The Swift Response
project has been relaunched, which is a service for residents that may need urgent
assistance but do not meet the criteria for the emergency services (such as a fall). In
response to a query about the re-opening of the Sweet Briar bridge, Cllr Gurney advised
that the latest correspondence she had received advised of a reopening at the end of
May. In response to a query about the 20mph speed limit on Meadow Way, she advised
that this is with the legal team to create the relevant Traffic Regulation Order. Cllr Forder
raised concerns about the copper cables to properties being replaced with fibre, as this
will affect some personal alarm systems.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
4
• A written police report had been circulated to councillors.
c) Verbal Update form Chairman
There were no further matters to report.
13. Financial Matters
a) Bank Reconciliation – April 2022 (Abbreviated report as year end will be closed down on
completion of the Internal Audit).
It was AGREED to accept this report
b) Earmarked reserves summary
It was AGREED to accept this report
c) Payments – May 2022
The payments were AGREED after a proposal from Cllr Forder and a second from Cllr Johnson.
d) Receipts – May 2022
The receipts were AGREED after a proposal from Cllr Forder and a second from Cllr Johnson.
A query was raised about which account the VAT income credits. The Clerk advised that the
balance between the net accounted for and the amount paid sits on the VAT control account as a
debtor, and then the VAT reclaimed clears the control account.
14. Planning Committee
The minutes and decisions arising from the Planning Committee meetings held on 12th and 26th
April had been circulated to councillors. It was RESOLVED TO NOTE THE MINUTES AND THE
DECISIONS MADE.
15. To Consider Request to Extend Opening Hours of Parks on Sundays and Bank Holidays
The Clerk presented correspondence from a parishioner about Mountfield Park being closed early
on Sundays and Bank Holidays. It was noted that previous discussions with the police and local
businesses had resulted in the area being closed at night to prevent crime and antisocial
behaviour.
It was AGREED that the Clerk should write to B&Q to request a meeting between them and Cllrs
Diffey and Johnson, on behalf of the Playing Fields, Amenities and Allotments Committee, to
discuss solutions to securing the southern area of the park at night.
It was further AGREED that, whilst the offer of the residents to hold a key for the area was
appreciated, it should be declined on the grounds of security.
16. To Receive Progress Report on Building Works to the Community Centre
The Clerk provided a verbal report, advising that the M&E works were on programme to finish
week commencing 30th May. Certain amounts of building remedial works were being done whilst
the main contractor was onsite. When the M&E contractor has finished then the building
contractor will have free reign of the building to complete the contracted and remedial works.
Weekly meetings are being held with both contractors to keep up to date with progress, with the
next meeting being held on 11th May. This report was NOTED.
17. Events Committee
Cllr Douglass reported that the donations for Ukrainian refugees had been delivered to Support
Ukraine and two vans of supplies were on their way to Ukraine to support those in need.
She will be attending an event put on by Creative Arts East on 20th May to find out more about
how to create a local cinema in the community centre.
The Jubilee fayre is progressing well. The photo competitions we launched on 9th May, and the
next events meeting will be held on 11th May. This report was NOTED.
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
5
18. To Consider a Resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude
the press and public for the duration of item 19, in view of the confidential nature of the
business to be transacted, and item 20 in view that the item refers to terms and conditions of
employment. If resolved, such items to be dealt with after the item that confirms details of the
next meeting. This was AGREED.
19. To Consider Tender Prices for Improvements to Community Centre (Refurbishment of WCs and
Changing Rooms, Create a Referee’s Room and Additional Storage Space
It was AGREED to delegate this to the Property, Policy and Resources Committee for due
diligence.
20. To Receive Report from Staffing Committee Meeting held on 9th May 2022
The draft minutes had been circulated to council. The report and the decisions made were
NOTED. It was AGREED to delegate the review of the Pension Policy to the Property, Policy and
Resources Committee for further consideration.
21. Exchange of Information
None raised.
22. To Agree Time and Venue of Extraordinary Meeting to Consider Response to Planning
Application 20220391
It as AGREED to consider this planning application as a full council rather than the Planning
Committee. A venue is to be sought that can accommodate an increased number of members of
the public, in time for the deadline for response of the 25th May.
23. Time and Venue of Next Council meeting.
Confirmed the time and location of the next meeting of the Full Council as 14th June 2022 at 7pm,
in the Council Chamber.
The meeting closed at 10.05pm
Approved…………………………………………………
Date…………………………………………………….
Hellesdon Parish Council, Full Council Minutes 10th May 2022
6
The Council Office Diamond Jubilee Lodge Wood View Road Hellesdon Norwich NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the Full Council Meeting of Hellesdon Parish Council
held on Monday 23rd May at 7pm
at Firside School, Middletons Lane
PRESENT:
Cllr S Gurney (Chair) Cllr D Britcher
Cllr W Johnson Cllr L Douglass
Cllr G Britton Cllr R Forder
In attendance: Mrs F LeBon, Clerk
District Cllr S Prutton (left at 7.15pm)
Nineteen members of the public
WELCOME – The Chairman welcomed Councillors and members of the public to the meeting, and
thanked the Wensum Trust for use of their building.
1. Apologies for Absence
Apologies for absence were received from Cllr Franklin, Cllr King, Cllr Diffey, Cllr Fulcher and Cllr
Avenell. These were ACCEPTED.
2. Declarations of Interest and Dispensations
No declarations or dispensations were declared.
3. Public Participation
In accordance with Standing Orders, the time for public participation was extended to allow all
parties wishing to speak on the matter relating to agenda item 4.
Members of the public raised the following:
• The need for more cycle lanes on the proposed new development, and that there is not
even a footpath on some of the highways.
• Concern for the safeguarding of community facilities planned for the south of Drayton
High Road, should Persimmon decide not to develop in this area. Due diligence should
have been done by the applicant prior to purchase rather than raising concerns about
deliverability part way through the development. Concerns were also raised about the
additional pocket of dwellings being proposed, allegedly without which the project would
not be deliverable.
• The density of the development is out of keeping with the local area.
• The proposed development area has areas of high surface water flood risk.
• Concerns about safety, particularly for children, with an open surface water flow path and
3m high retaining walls. It was also noted that the proposed children’s play area was
located next to an attenuation pond.
• Trees that the applicant had assured the council and public would be retained have now
been removed, or proposed to be removed.
Approved…………………………………………………
Date…………………………………………………….
HPC Full Council Mins 23rd May 2022
7
• Properties on Pinewood Close and on Hercules Road will be significantly overlooked,
especially by the three storey dwellings being proposed, and as a result of the height of
the development land. This is in contradiction with the Design and Access Statement
provided by the applicant.
• Lack of a housing mix and the development being out of keeping with existing properties
(lack of bungalows).
• The requirement for piling of the land and the disruption and distress this is likely to
cause existing householders and possible damage to existing properties.
• The current tree line which could have screened the development is now due to be
removed.
• Newts, including great crested newts, have a habitat in ponds on Pinewood Close.
• The development is against the government’s recent statement on ‘successful
development’.
• No statement on Nutrient Neutrality, especially as Hellesdon falls within the Wensum
Valley.
• No provision for electric charging points.
4. To Consider Response to Broadland Council on Planning Application 20220391.
The Norwich Golf Club, Drayton High Road, Hellesdon, NR6 5AH
Reserved Matters application for appearance, scale, landscaping and layout following Outline
Planning Permission 20151770 (as amended by S73 Permission 20171514 (for up to 1000
dwellings)), for phase 3 comprising 138 dwellings and associated works including open space,
sustainable urban drainage systems, landscaping, infrastructure and earthworks (20181963
approved)
Cllr Britton advised that the Environment Act 2021 is now in place and there is a requirement for a
net biodiversity gain of 10% for new developments. This application has not demonstrated this.
Councillors concurred with the concerns raised and Cllr Gurney proposed that the Parish Council
strongly objects to the application. This was seconded by Cllr Britcher and the motion was carried
unanimously. The Clerk is to respond to Broadland Council with these concerns and the respective
non adherence to planning policy.
5. Time and Venue of Next Council meeting.
Confirmed the time and location of the next meeting of the Full Council as 14th June 2022 at 7pm,
in the Council Chamber.
The meeting closed at 9.20pm
Approved…………………………………………………
Date…………………………………………………….
HPC Full Council Mins 23rd May 2022
8
AGENDA ITEM 6a
CLERK'S REPORT FOR COUNCIL MEETING 14th June 2022
ITEM COMMENTS
Community Centre Agenda item
Car Park – Community No matters to report
Centre
Parish Council Offices No matters to report
Diamond Jubilee Lodge
Recreation Ground Parks in general – There has been a repeated incident by the PC’s contractors
including Children’s Play whereby the gates were not unlocked. The contractor’s Group Head of Security is
areas currently reviewing the incident on 2nd June whereby information which was given
to the control room both verbally and in writing, was not passed on to the
operatives due to attend site.
Skate Park & MUGA The clerk has been contacted by the Lawn Tennis Association with regards to
possible funding being available for the tennis courts. This is to be followed up
on 9th June.
Meadow Way No matters to report
Mountfield Park The repair of dilapidated fencing is being looked into.
Cottinghams Park Signage is required in this area.
Allotments 1) A query is currently outstanding with Broadland Council’s planning
department about the ability to park cars on the extension area of the
allotments (sent 29th April). Chaser email has been sent for escalation.
2) A query is outstanding with Broadland Council’s asset management team
about the street light on Bush Road. This was purchased by Hellesdon
Parish Council as part of the original allotment project and the electricity
feed comes from the toilet block on the allotments that Hellesdon Parish
Council funds. BDC also has the light as part of their asset register and
has confirmed that they can remove it from their side. A subsequent
query has been left with the finance dept for recompense for the double
taxation.
3) The defibrillator cabinet and defibrillator have now been received by the
parish office. An electrician is on standby to install this free of charge. A
request has been sent to the Allotment Association for their contribution
to the defibrillator.
Community Orchard No matters to report. First harvest expected in 2023
Community Apiary No matters to report
Cemetery Car Park No matters to report
Persimmons Homes 1) An exhibition was held at the parish office between 28th and 30th April. 40
parishioners signed in during this process. Thanks goes to the councillors
who manned the exhibition and answered parishioner questions.
2) A public meeting was been arranged at Hellesdon High School on 5th May.
Representatives from Persimmon and Broadland Council Planning were in
attendance to answer questions.
9
3) Additional council meeting held on 23rd May where councillors
unanimously agreed to strongly object to the application. The PC’s
response has been logged by BDC here
Public Toilets The emergency cord has been broken by vandalism. Empower has agreed to
replace when the power is put back on.
Litter & Dog Waste Bins A larger or additional dog waste bin has been requested on Meadow Way,
Hellesdon, situated in the alley behind Firside junior and alongside the park in
Hellesdon, as the current bin is so well utilised it is regularly over flowing before
collection.
Bus Shelters No matters to report
Benches No matters to report
War Memorial No matters to report
Highways 1) The original highway verge delegation agreement is being sourced to
check the amount of weedkilling permitted by contractors. A purchase
order has also been requested from NCC to secure the 2022/2023 funding.
No response to emails of 12th April and 3rd May. Escalation chaser sent.
2) It has been raised to highways that the new chevrons on the corner of Low
Road/Hospital Lane have been installed very close to where the
homeowner would need to install their new fence. Cllr Gurney has
arranged a meeting with the highways engineer to discuss not only this,
but the safety in general at this junction.
3) An approach has been made from The Milestone Society about the
possible refurbishment of the Milestone that Persimmon will be removing
temporarily as part of their highway works. NCC has been advised that
perhaps this would be a good time to refurbish this away from site.
Staffing Agenda item
Street Lighting No matters to report
Parish Partnership Agenda item
Events Agenda item
Meeting Dates Community Centre – Weekly update meetings being held with the project
manager and contractors.
PP&R – Next meeting to be scheduled – in discussions with Chairman
PA&A – Tuesday 5th July
Staffing – Next Meeting to be scheduled
Events – Next Meeting / Fayre Debrief to be scheduled
Annual Parish Meeting – Date to be confirmed for 2023
Health and Safety 1) Amendments to the proposed staff handbook and Hellesdon Parish
Council Health and Safety Policy have been sent to WorkNest for
amendment, to ensure the documents are personal to the Council.
Escalation email sent to Worknest to complete.
2) Training Courses through WorkNest are in the process of being reviewed
and allocated to relevant staff members.
Other Matters Barclays has sent a mandate change form to action the change of signatories
request as agreed last month. The Clerk will liaise with the relevant councillors
for completion.
10
Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 31 May 2022
Confirmed Bank & Investment Balances
Bank Statement Balances
31/05/2022 Active Saver 4401 436,618.99
31/05/2022 Business Current Account 2077 500.00
31/05/2022 Petty Cash 158.90
31/05/2022 Active Saver 7702 337,861.08
31/05/2022 Active Saver 4503 81,405.47
31/05/2022 Number 2 account 0958 91,068.94
947,613.38
Other Cash & Bank Balances
20.00
947,633.38
Receipts not on Bank Statement
0.00
Closing Balance 947,633.38
All Cash & Bank Accounts
1 Current Bank Account 437,118.99
2 Petty Cash 158.90
3 Active Saver 7702 337,861.08
4 Active Saver Emergency 4503 81,405.47
5 Number 2 account 91,068.94
Other Cash & Bank Balances 20.00
Total Cash & Bank Balances 947,633.38
11
06/06/2022 Hellesdon Parish Council Current Year Page 1
16:48
Earmarked Reserves
Account Opening Balance Net Transfers Closing Balance
320 EMR Play Equipment 12,190.10 12,190.10
321 EMR Site Fencing 257.40 257.40
322 EMR Machinery 11,701.00 11,701.00
323 EMR Hard Surface Area 15,000.00 -5,000.00 10,000.00
324 EMR Premises/Furnishing 1,900.00 1,900.00
325 EMR CCTV 2,026.00 1,370.00 3,396.00
326 EMR Elections 2,903.70 4,500.00 7,403.70
327 EMR War Memorial 4,380.00 4,380.00
328 EMR Burial Ground Land 10,000.00 10,000.00
329 EMR Com Centre Contingency 15,739.68 -10,000.00 5,739.68
330 EMR Parish Poll Provision 6,000.00 6,000.00
331 EMR Mountfield Park 43,026.99 43,026.99
332 EMR Good Causes in Hellesdon 4,270.00 4,270.00
333 EMR Interest on Prev 9m Depos 0.00 0.00
334 EMR HEL2** 53,127.24 -40,000.00 13,127.24
335 EMR Car Park/Paths at HCC 0.00 0.00
336 EMR Car Park Soakaway 0.00 0.00
337 EMR Driveway Sinkage 500.00 500.00
338 EMR Grit bins 1,203.62 1,203.62
339 EMR Outreach provision 0.00 0.00
340 EMR PF Ownership signs 2,500.00 2,500.00
341 EMR Precept Shortfall 13,190.00 13,190.00
342 EMR Staff contingency payments 10,000.00 10,000.00
343 EMR Privet Hedge Driveway 500.00 500.00
344 EMR Equipment & Storafe 0.00 0.00
345 EMR Bus shelter 323.00 323.00
346 EMR Green Grid 5,140.00 5,140.00
347 EMR Land Acquisition account 59,752.17 -30,000.00 29,752.17
348 EMR Community Engagement Reser 2,350.00 2,350.00
349 EMR IT Reserve 5,241.59 2,000.00 7,241.59
350 EMR Community Apiary & allotme 131.17 131.17
351 EMR Events 2,054.80 2,054.80
285,408.46 -77,130.00 208,278.46
12 Date Supplier Expenditure Amount paid 01/05/2022 Broadland District Council business rates stores £147.00 01/05/2022 Broadland District Council bus rates grounds shed £314.00 03/05/2022 TV Licensing TV licence £159.00 03/05/2022 PWLB repayment loan DJL £8,945.20 03/05/2022 Westcotec Ltd relocate SAM signs £90.00 03/05/2022 Screwfix deck oil, s/drivers, h/saw blades & brush £90.46 03/05/2022 Vodafone change in usage plan adjustment £0.62 04/05/2022 UK Fuels Ltd diesel 7 Apr - 19 Apr £220.81 10/05/2022 Empower Services Ltd MEP servs Application 3 £146,782.13 10/05/2022 Barclays Bank Plc charges 14 Mar - 12 Apr 2022 £9.70 12/05/2022 Viking Direct stationery & copier paper £67.09 12/05/2022 GJL Animal Feeds Ltd straw bales x 20 £83.50 12/05/2022 Redenhall & Harleston TC Lantra training x grds staff 21/22 Apr £1,500.00 12/05/2022 DD Health & Safety driving gloves £35.64 12/05/2022 Mayday Office Equip Servs copies Mar - Apr 22/maint support £258.62 12/05/2022 Garden Guardian Highway verge cutting instalment £1,949.40 12/05/2022 Norse Commercial Svs Ltd park locking/unlocking Apr 22 £1,008.00 12/05/2022 Pip Skips Ltd exhange 12 yrd skip £288.00 12/05/2022 Apple.com i pad cloud storage £0.79 12/05/2022 Printabanner selfie frame Jubilee fayre £54.74 12/05/2022 Norfolk Disclosures DBS check staff £63.00 13/05/2022 Sum Up card fee G B Plans stall rent fayre £0.25 17/05/2022 Highfield E learning food safety online course Jubilee fayre £18.00 18/05/2022 Refund allotment holder rent refund £18.30 18/05/2022 Anglian Water water chges Feb 22 £90.90 20/05/2022 Net salaries May payroll £13,100.41 20/05/2022 Norfolk Disclosures DBS check staff £63.00 20/05/2022 Sum Up card fees Raiders stall rent fayre £0.42 25/05/2022 Total Energies electricity allotments Apr 22 £35.34 25/05/2022 Broadland District Council business rates stores £624.00 26/05/2022 Allman Woodcock Ltd HCC repairs schedule prof fees £5,040.00 26/05/2022 Amazon.com stickers/ eggs Jub fayre & t/tennis set £45.19 26/05/2022 DD Health & Safety workwear,blue rolls, disp gloves £521.64 26/05/2022 DJ Designs design/procurement fees HCC £6,050.00 26/05/2022 E Fire digi fobs x 10 & labour charge £112.56 26/05/2022 IRIS HR monthly HR support £50.16 26/05/2022 Just Regional Advert Just Hellesdon 18 May £540.00 26/05/2022 Osiris Technologies mthly IT supp, cloud b/up, anti-vir lic; phone system & b/band £586.02 26/05/2022 Taverham Nursery Centre All purpose liquid feed; ant killer system £16.12 26/05/2022 VTS Event Medical Servs First aid cover Jubilee fayre £250.00 26/05/2022 Amazon.com ribbon for Jubilee fayre £9.89 26/05/2022 HMRC PAYE & EER NI May £4,253.02 26/05/2022 Norfolk Pension Fund May contributions £3,722.37 26/05/2022 Bookers refreshments/comsumables Jubilee fayre £49.05 26/05/2022 Sum Up card fee tennis court hire 26 May £0.12 27/05/2022 Audio East stage hire Jubilee fayre £240.00 27/05/2022 Connect Entertainments balance games hire Jubilee fayre £100.00 30/05/2022 Anglian Water water allotments 12 Feb - 11 May £13.24 30/05/2022 Drayton Farms Ltd land rent allotments £270.82 30/05/2022 Hitachi Capital Finance lease Boomer/hedgecutter £540.00 31/05/2022 Petty cash Jubilee café float £50.00
13 Date Nature of income Amount Notes 03/05/2022 Tennis court hire £28.00 court fees May 04/05/2022 Stall rent Jubilee fayre £25.00 stallholder rent 09/05/2022 Refund Norfolk Disclosures £63.00 refund employee DBS check 09/05/2022 Football pitch hire £126.00 Junior pitch hire 09/05/2022 Football training £151.20 hire training area 09/05/2022 Netball court hire £84.00 court fees Apr 10/05/2022 Interest £0.24 Monthly loyalty reward 11/05/2022 Total Energies £55.97 Feed in tariff payment 13/05/2022 Stall rent Jubilee fayre £15.00 stallholder rent 17/05/2022 Football pitch hire £84.00 Junior pitch hire 18/05/2022 Tennis court hire £7.00 court hire 20/05/2022 Stall rent Jubilee fayre £25.00 stallholder rent 20/05/2022 Stall rent Jubilee fayre £25.00 stallholder rent 20/05/2022 Stall rent Jubilee fayre £15.00 stallholder rent 24/05/2022 Bowling Green hire £900.00 2nd instalment 2022 fees 24/05/2022 Stall rent Jubilee fayre £25.00 stallholder rent 26/05/2022 Tennis court hire £7.00 court hire 26/05/2022 Tennis court hire £42.00 court fees June 30/05/2022 Tennis court hire £7.00 court hire 30/05/2022 Tennis court hire £25.92 court hire x 3 commercial hire 31/05/2022 Stall rent Jubilee fayre £15.00 stallholder rent 31/05/2022 Tennis court hire £7.00 court hire
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07/06/2022 Hellesdon Parish Council Current Year Page 1
14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
100 Community Centre
1400 Community Centre Income 0 0 15,000 15,000 0.0%
Community Centre :- Income 0 0 15,000 15,000 0.0% 0 4150 Utilities 91 0 24,060 24,060 24,060 0.0% 4250 Sanitary Waste Disposal 0 0 2,289 2,289 2,289 0.0% 4295 Equipment - New/Replacement 0 0 1,000 1,000 1,000 0.0% 4300 Equipment-Repair/Maintenance 0 0 500 500 500 0.0% 4416 Water dispenser 0 0 362 362 362 0.0% 4450 Inspections 82 220 624 405 405 35.2% 4480 Memberships & Subscriptions 0 0 1,680 1,680 1,680 0.0% 4560 Property Maintain/Replacement 0 0 1,500 1,500 1,500 0.0% 4630 Consumables 0 0 25 25 25 0.0% 4635 cleaning agents/materials 0 0 1,500 1,500 1,500 0.0% 4695 community centre redevelopment 133,618 190,035 0 (190,035) (190,035) 0.0%
Community Centre :- Indirect Expenditure 133,791 190,255 33,540 (156,715) 0 (156,715) 567.2% 0
Net Income over Expenditure (133,791) (190,255) (18,540) 171,715
110 Administration
1076 Precept 0 276,470 0 (276,470) 0.0% 7,870 1099 Community Infrastructure 0 6,171 0 (6,171) 0.0%
Administration :- Income 0 282,640 0 (282,640) 7,870 4065 councillor training 0 0 1,000 1,000 1,000 0.0% 4070 Profess Fees/Agency Personnel 0 950 0 (950) (950) 0.0% 4465 External Audit 0 0 1,365 1,365 1,365 0.0% 4470 Internal Audit 0 0 2,500 2,500 2,500 0.0% 4475 Legal Fees 0 500 5,000 4,500 4,500 10.0% 4480 Memberships & Subscriptions 0 1,225 1,540 315 315 79.5% 4550 Insurance 0 9,788 10,171 383 383 96.2%
Administration :- Indirect Expenditure 0 12,463 21,576 9,113 0 9,113 57.8% 0
Net Income over Expenditure 0 270,178 (21,576) (291,754)
6001 less Transfer to EMR 7,870 7,870
Movement to/(from) Gen Reserve (7,870) 262,308
120 Staff
4000 Admin Staff 6,172 12,344 147,638 135,294 135,294 8.4% 4010 Groundstaff 3,978 7,327 93,429 86,102 86,102 7.8% 4020 Care Takers 2,951 5,781 87,360 81,579 81,579 6.6%
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4030 Additional Staff 0 0 6,500 6,500 6,500 0.0% 4040 PAYE 2,871 5,707 0 (5,707) (5,707) 0.0% 4045 Pension Scheme 3,722 7,240 0 (7,240) (7,240) 0.0% 4055 Staff training 0 1,500 2,500 1,000 3,000 (2,000) 180.0% 4080 Employer NI 1,382 2,659 0 (2,659) (2,659) 0.0% 4090 Protective clothing/workwear 334 464 3,000 2,536 2,536 15.5%
Staff :- Indirect Expenditure 21,409 43,021 340,427 297,406 3,000 294,406 13.5% 0
Net Expenditure (21,409) (43,021) (340,427) (297,406)
130 Council Office
1360 Electricity FIT 0 55 358 304 15.2%
Council Office :- Income 0 55 358 304 15.2% 0 4112 Advertising 0 0 185 185 185 0.0% 4150 Utilities 596 1,364 13,924 12,560 12,560 9.8% 4250 Sanitary Waste Disposal 0 0 53 53 53 0.0% 4295 Equipment - New/Replacement 0 0 2,500 2,500 2,500 0.0% 4400 Chairman's Budget 0 0 1,500 1,500 1,500 0.0% 4405 Expense/Mileage Members 0 0 100 100 100 0.0% 4410 Expense/Mileage Staff 0 68 100 32 32 67.9% 4415 Refreshments 14 19 300 281 281 6.4% 4420 Telephone and Broadband 159 492 3,500 3,008 3,008 14.1% 4425 IT Support and Maintenance 394 538 4,954 4,416 4,416 10.9% 4430 Photocopier 20 734 2,500 1,766 1,766 29.3% 4435 Contingencies 0 0 250 250 250 0.0% 4440 Stationery 0 56 500 444 444 11.2% 4445 Postage (1) (1) 150 151 151 (0.6%) 4450 Inspections 94 232 624 392 392 37.1% 4485 Other Licences/Fees 260 1,198 2,914 1,716 1,716 41.1% 4500 PWLB 8,945 21,547 43,094 21,547 21,547 50.0% 4560 Property Maintain/Replacement 26 26 2,500 2,474 2,474 1.1% 4565 Elections/Parish Poll 0 0 4,500 4,500 4,500 0.0% 4570 Church Grass Cutting Contribut 0 0 750 750 750 0.0% 4595 Misc contributions 0 0 200 200 200 0.0% 4630 Consumables 8 8 25 17 17 33.4% 4635 cleaning agents/materials 45 45 20 (25) (25) 226.7%
Council Office :- Indirect Expenditure 10,561 26,328 85,143 58,815 0 58,815 30.9% 0
Net Income over Expenditure (10,561) (26,274) (84,785) (58,511)
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
150 Investment 1080 Bank Interest Received 0 1 900 899 0.1% 1090 Monthly Loyalty Rewards 0 0 8 8 3.0%
Investment :- Income 0 1 908 907 0.1% 0 4060 Bank Charges 18 38 180 142 142 20.9%
Investment :- Indirect Expenditure 18 38 180 142 0 142 20.9% 0
Net Income over Expenditure (18) (37) 728 765
160 Planning
4130 Hire of Rooms 0 0 300 300 300 0.0%
Planning :- Indirect Expenditure 0 0 300 300 0 300 0.0% 0
Net Expenditure 0 0 (300) (300)
170 Health and Safety
4135 Consultancy Fees 0 1,552 2,400 848 848 64.7% 4140 Defibrillator 0 (225) 300 525 525 (75.0%) 4295 Equipment - New/Replacement 0 0 150 150 150 0.0%
Health and Safety :- Indirect Expenditure 0 1,327 2,850 1,523 0 1,523 46.6% 0
Net Expenditure 0 (1,327) (2,850) (1,523)
180 Media and Communications
4105 Newsletter-Printing/Distributi 450 800 5,000 4,200 4,200 16.0% 4110 Website and Emails 0 694 3,000 2,306 2,306 23.1% 4155 IT Infrastructure 0 0 2,000 2,000 2,000 0.0% 4460 CCTV 0 0 1,450 1,450 1,450 0.0% 4685 Noticeboards 0 0 4,725 4,725 4,725 0.0%
Media and Communications :- Indirect Expenditure 450 1,494 16,175 14,681 0 14,681 9.2% 0
Net Expenditure (450) (1,494) (16,175) (14,681)
190 Stores
4150 Utilities 147 296 1,505 1,209 1,209 19.7%
Stores :- Indirect Expenditure 147 296 1,505 1,209 0 1,209 19.7% 0
Net Expenditure (147) (296) (1,505) (1,209)
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
195 Tractor Shed 4150 Utilities 314 632 3,213 2,581 2,581 19.7% 4450 Inspections 0 135 552 417 417 24.5% 4560 Property Maintain/Replacement 0 0 375 375 375 0.0%
Tractor Shed :- Indirect Expenditure 314 767 4,140 3,373 0 3,373 18.5% 0
Net Expenditure (314) (767) (4,140) (3,373)
200 Residents' Parties
4115 Consumable- Food/Beverage 0 0 500 500 500 0.0% 4120 Over 65 Entertainment 0 0 300 300 300 0.0% 4630 Consumables 0 0 50 50 50 0.0%
Residents' Parties :- Indirect Expenditure 0 0 850 850 0 850 0.0% 0
Net Expenditure 0 0 (850) (850)
205 Events
4122 Events 587 691 3,000 2,309 2,309 23.0%
Events :- Indirect Expenditure 587 691 3,000 2,309 0 2,309 23.0% 0
Net Expenditure (587) (691) (3,000) (2,309)
210 Grounds
1200 Football Hire Charges 0 175 350 175 50.0% 1210 Football Training Area Hire 54 160 2,415 2,255 6.6% 1215 Grass cutting agreement 0 0 13,213 13,213 0.0%
Grounds :- Income 54 335 15,978 15,643 2.1% 0 4195 Keys/Locks 0 0 290 290 290 0.0% 4200 Locking parks 696 1,536 0 (1,536) (1,536) 0.0% 4205 Replacement Bins 0 0 250 250 250 0.0% 4210 Emptying Bins/Fresheners 0 0 4,329 4,329 4,329 0.0% 4215 Seats - Repair/Replacement 0 0 500 500 500 0.0% 4220 Signage - New/Replacement 0 0 200 200 200 0.0% 4225 Floodlights Maintenance/Repair 0 0 525 525 525 0.0% 4245 Highway grass verge cutting 1,625 3,249 11,684 8,435 8,435 27.8% 4255 Skip hire 0 480 2,400 1,920 1,920 20.0% 4260 Shrub/Tree/Hedge 0 0 750 750 750 0.0% 4270 Fertilisers/Weed & Moss Killer 5 35 1,878 1,843 1,843 1.9% 4295 Equipment - New/Replacement 0 0 500 500 500 0.0% 4320 Small tools 0 0 1,575 1,575 1,575 0.0%
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4325 fence repairs 0 0 6,132 6,132 6,132 0.0% 4390 Materials 0 0 2,750 2,750 2,750 0.0% 4395 Wetting Agents/Preservatives 0 0 353 353 353 0.0% 4435 Contingencies 0 0 4,000 4,000 4,000 0.0% 4630 Consumables 0 0 262 262 262 0.0% 4635 cleaning agents/materials 68 68 310 243 243 21.8%
Grounds :- Indirect Expenditure 2,393 5,368 38,688 33,320 0 33,320 13.9% 0
Net Income over Expenditure (2,339) (5,033) (22,710) (17,677)
220 Machinery and Vehicles
4160 Repairs/Maintenance 35 35 714 679 679 5.0% 4265 Fuel 164 348 1,500 1,152 1,152 23.2% 4290 Servicing 0 1,436 5,800 4,364 4,364 24.8% 4310 Hire of Machinery 450 900 6,975 6,075 6,075 12.9%
Machinery and Vehicles :- Indirect Expenditure 650 2,720 14,989 12,269 0 12,269 18.1% 0
Net Expenditure (650) (2,720) (14,989) (12,269)
230 Trees
4240 Emergency Work 0 0 1,500 1,500 1,500 0.0% 4455 work & inspections 0 0 7,000 7,000 7,000 0.0%
Trees :- Indirect Expenditure 0 0 8,500 8,500 0 8,500 0.0% 0
Net Expenditure 0 0 (8,500) (8,500)
240 Allotments
1100 Allotment Income (11) (11) 3,299 3,310 (0.3%) 1105 Allotment administration fee 0 0 100 100 0.0% 1110 Water Charge (2) (2) 750 752 (0.2%) 1115 Pest control charge (2) (2) 625 627 (0.3%)
Allotments :- Income (15) (15) 4,774 4,789 (0.3%) 0 4145 Landowner Rent 271 857 1,243 386 386 68.9% 4150 Utilities 92 38 1,113 1,075 1,075 3.4% 4170 Pest Control 0 0 625 625 625 0.0% 4175 Best Kept Allotm. Competition 0 0 100 100 100 0.0% 4560 Property Maintain/Replacement 0 72 2,081 2,009 2,009 3.5%
Allotments :- Indirect Expenditure 363 967 5,162 4,195 0 4,195 18.7% 0
Net Income over Expenditure (378) (982) (388) 594
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
250 Play Areas 4300 Equipment-Repair/Maintenance 28 28 2,750 2,722 2,722 1.0% 4450 Inspections 0 0 250 250 250 0.0%
Play Areas :- Indirect Expenditure 28 28 3,000 2,972 0 2,972 0.9% 0
Net Expenditure (28) (28) (3,000) (2,972)
255 Hard Courts and Car Park 1220 No longer in use (22) 22 0 (22) 0.0% 1225 Outside courts 195 195 500 305 39.1% 1230 No longer in use 60 130 0 (130) 0.0%
Hard Courts and Car Park :- Income 233 347 500 153 69.4% 0 4340 Surface - Repair 0 0 1,570 1,570 1,570 0.0% 4345 Surface Clean Chemicals 0 0 419 419 419 0.0% 4390 Materials 0 0 289 289 289 0.0% 4560 Property Maintain/Replacement 0 0 2,200 2,200 2,200 0.0%
Hard Courts and Car Park :- Indirect Expenditure 0 0 4,478 4,478 0 4,478 0.0% 0
Net Income over Expenditure 233 347 (3,978) (4,325)
260 Bowling Green
1240 Bowls Hire Charges 0 1,800 1,800 0 100.0%
Bowling Green :- Income 0 1,800 1,800 0 100.0% 0 4160 Repairs/Maintenance 0 0 210 210 210 0.0% 4390 Materials 0 0 1,751 1,751 1,751 0.0%
Bowling Green :- Indirect Expenditure 0 0 1,961 1,961 0 1,961 0.0% 0
Net Income over Expenditure 0 1,800 (161) (1,961)
265 Memorials
4360 Rose Renewal 0 0 420 420 420 0.0% 4575 War Memorial 0 0 473 473 473 0.0%
Memorials :- Indirect Expenditure 0 0 893 893 0 893 0.0% 0
Net Expenditure 0 0 (893) (893)
270 Traffic Highways/Environment
1350 Bus Shelter Income 0 0 3,200 3,200 0.0%
Traffic Highways/Environment :- Income 0 0 3,200 3,200 0.0% 0
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14:37
Detailed Income & Expenditure by Budget Heading 31/05/2022
Month No: 2 Cost Centre Report
Actual Actual Year Current Variance Committed Funds % Spent Transfer
Current Mth To Date Annual Bud Annual Total Expenditure Available to/from EMR
4650 SAM2 Weekly Move 75 150 1,200 1,050 1,050 12.5% 4655 Bus Shelters 0 0 500 500 500 0.0% 4670 Parish Partnership Scheme 0 0 6,400 6,400 6,400 0.0%
Traffic Highways/Environment :- Indirect 75 150 8,100 7,950 0 7,950 1.9% 0
Expenditure
Net Income over Expenditure (75) (150) (4,900) (4,750)
Grand Totals:- Income 272 285,162 42,518 (242,644) 670.7%
Expenditure 170,787 285,912 595,457 309,545 3,000 306,545 48.5%
Net Income over Expenditure (170,514) (749) (552,939) (552,190)
less Transfer to EMR 7,870 7,870
Movement to/(from) Gen Reserve (178,384) (8,619)
21
Hellesdon Parish Council
Internal Audit Report
Year ended 31st March 2022
Draft report for Council – issued 07/06/2022
22
Contents
Section:
Key
1. Introduction and scope
2. Overall Assurance Opinion & Summary of Recommendations
3. Detailed findings
Appendix 1 Statement of responsibility
23
Key
Key to Overall Assurance Opinion in section 2
In section 2 of this report we give our overall opinion as to the level of assurance provided by the system reviewed in this report.
The five potential levels of assurance are.
Substantial A sound system of control is in place which should provide management and Trustees with assurance that risks are being appropriately managed
Significant A generally sound system of control is in place but with some weaknesses identified in specific areas which could, if not rectified, put the achievement of
objectives in those specific areas at risk
Adequate A generally sound system of control is in place but with several weaknesses identified which could, if not rectified, put the achievement of overall objectives
at risk
Limited Significant weaknesses have been identified which would, if not rectified promptly, place the achievement of objectives at serious risk
None A system of control and risk management is not present in the area reviewed.
Key to Recommendations in sections 2 and 3 of this report
In section 2 we also summarise all recommendations made in section 3 of this report (being the detailed findings section).
Our recommendations / points to consider are colour-coded as follows -.
Priority 1 We have identified a significant weakness or error and make a recommendation which requires your immediate attention Priority 2 We have identified a weaknesses or error and make a recommendation which requires your prompt attention Priority 3 We found no errors or control weaknesses but make a good practice suggestion, a point to consider, or suggest continuation of a new process (None) We found no errors or control weaknesses, therefore no recommendations made in this area (seen in section 3 only)
24
1 / Introduction and Scope
1.1. The Accounts and Audit (England) Regulations 2011 imposes a duty on local councils to ‘undertake an adequate and effective internal audit of its accounting records and of
its system of internal control in accordance with proper practices in relation to internal control’.
1.2. The purpose of internal audit is to review and assess whether the Council’s systems of financial and other controls are well designed and are operating effectively. It is
essential that the internal audit function is sufficiently independent of the other financial controls and procedures of the Council which are the subject of review. The Council
complied with the requirements in terms of independence from the Council’s decision-making process by appointing Larking Gowen, Chartered Accountants to provide an
internal audit function to the Council.
1.3. The internal audit function is not the detailed inspection of all records and transactions of a council in order to detect error or fraud. It is the periodic independent review of a
Council’s internal controls resulting in an assurance report designed to improve effectiveness and efficiency of the activities and operating procedures under the Council’s
control.
1.4. This report sets out observations on the areas examined during our interim audit in December 2021 and our financial year-end audit in May 2022. The report sets out the
testing we conducted in each specified area, our findings from those tests and any recommendations which have arisen from our testing.
1.5. As the UK’s lockdown restrictions in response to the Covid-19 pandemic had been scaled back, we were able to visit the Council’s offices in-person to carry out both our
December and May audits. This brought to an end a period where the Covid restrictions meant we had to conduct your internal audits remotely.
1.6. This report is provided on the basis that it is for your information only and that it will not be referred to, in whole or in part, without our prior written consent, and that we accept
no responsibility to any third party in relation to it.
Acknowledgements
1.7. We would like to take this opportunity to thank the staff of the Council, in particular Gavin Ellis and Faye LeBon, for their assistance during our audits.
Abbreviations used in this report
HPC Hellesdon Parish Council
2.
25
2 / Overall Assurance Opinion and Summary of Recommendations
Overall Assurance Opinion on the systems reviewed in this report:
Substantial A sound system of control is in place which should provide management and Trustees with assurance that risks are being appropriately managed.
See the key at the front of this report for an explanation of the range of potential assurance opinions.
2021/22 Annual Governance and Accountability Return, Form 3: The Annual Internal Audit Report
On the basis of the work we have undertaken during the course of the year, we signed off the 2021/22 Annual Governance and Accountability Return, Form 3 (the Annual Internal Audit
Report), assigning no negative assurances for any area.
Summary of recommendations:
The table below lists all recommendations made in the detailed findings sections of this report (section 3). See the key at the front of this report for priority colour coding explanations.
Report section Recommendation & priority level Management response Officer/Councillor Due date
Responsible
3.1 / The ‘Policies’ section of the HPC website holds copies of the Council’s
Ensuring current policies, protocols, and terms of reference. The Council has
internal policy already identified the need for the Clerk to prepare a renewals schedule for
and similar all such documents, and the new Clerk has updated, for example, all the
documentation committee Terms of Reference documents in May 2022 ready for Council
is up to date approval – so we saw work on this is in progress.
We agree that it is a good idea for the Clerk to collate a renewals schedule
for all the documents in the ‘Policies’ section of the website. This process
should also include checking that all documents in the ‘Policies’ section of
the website are the most up to date versions (i.e. that it’s not the case that
a policy has been renewed and approved, but the website still holds an
older version).
We suggest that once drawn up, the schedule of Policy renewals should
also be placed in the ‘Policies’ section of the website, to enable Councillor
to be able to easily monitor it at any time.
3.
26
2 / Overall Assurance Opinion and Summary of Recommendations
Report section Recommendation & priority level Management response Officer/Councillor Due date
Responsible
3.1 / The new Whistleblowing Policy was approved by the Full Council on 8
Whistleblowing March 2022, but as at 24 May did not yet appear to have been added to the
policy ‘Policies’ section of the HPC website. We suggest it be added to the
website as soon as possible.
Outstanding recommendations from our Y/E 31 March 2021 detailed report
There are no outstanding recommendations.
Follow up on recommendations in our post-December 2021 interim visit letter, dated 24 January 2022
Subject matter Recommendation Cleared prior to our May 2022 visit?
Reviewing the Risk Register By 31 March 2022, the Council or a delegated sub-committee should review the Yes, fully cleared, see chapter 3.1 of this report
before 31 March 2022 contents of the current Risk Register. The official minutes of the meeting
should record the Council’s review and approval of the Risk Register.
Committee Terms of Reference The ‘Committee Terms of Reference’ document should be reviewed and Yes, fully cleared as new ToRs were drafted at the time of
need updating updated during 2022, and the date of approval of any revised ToRs stated on our May 2022 visit and were approved by council
(at least) their front sheet. 10/05/2022 - see chapter 3.1 of this report.
ToRs for any committees which no longer exist should be deleted. We have noted in our year end recommendations above
that work to review all policies and protocols to ensure
they are up to date should continue.
Whistleblowing policy There is not currently a Whistleblowing Policy in place. (Although not a legal Yes, fully cleared in terms of developing and approving
requirement) one should be developed, based on NALC templates or guidance. such a policy – see chapter 3.1 of this report.
It should then be reviewed and approved by the Council, and made readily
accessible by staff and councillors. We have noted in our year end recommendations above
that it needs uploading to the Policies section of HPC’s
website.
4.
27
3 / Detailed findings sections
Section 3 contents:
3.1 Assessment and management of risk
3.2 Maintenance of accounting records
3.3 Budgetary control and reserves
3.4 Incoming resources
3.5 Outgoing payments
3.6 Bank and petty cash
3.7 Wages
5.
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3.1 / Assessment and management of risk
Objective: To ensure adequate arrangements are in place to identify and manage risks
Testing conducted Findings Recommendations We reviewed arrangements for Hellesdon Parish Council (HPC) originally used the LCRS (Local Council Risk Summary) risk register template No recommendations updating and reviewing the developed by the National Association of Local Councils (NALC). This Access database was updated by the Risk Register, to ensure that Parish Clerk and then reviewed either by the full Council or an appropriate Committee (which we would expect to risks are being appropriately be the Policy, Property and Resource Committee). This segregation of preparation and review and the use of identified and managed the LCRS template are consistent with good practice.
We confirmed that the (former) Parish Clerk Natasha Carver updated the LCRS risk register in November 2021.
It was then due to be reviewed by the Full Council at its November 2021 meeting, but the electronic version
proved too large to download electronically for Councillors to review before the meeting, and the hard copy
printout was so large that it was impractical to print out for all the Councillors to be able to review it. The
November 2021 Council meeting therefore merely “noted” that the LCRS Risk Register update had been
completed – this was good practice as the Council minutes were accurate in not stating that the Risk Register
had been reviewed by the Council meeting. Following the appointment of the new clerk, Worknest.com software
was used for the risk register as the clerk felt this was more user friendly.
Subsequent to the above, our post year-end visit confirmed that the 30 March 2022 meeting of the Policy,
Property and Resource Committee did review and accept the assessment in the updated Worknest.com Risk
Register. The Council’s Risk Register has therefore been appropriately updated and reviewed during the
2021/22 financial year. This March 2022 review also cleared the ‘good practice’ reminder we raised in our letter
after our December 2021 interim visit, noting that the Risk Register would need to be reviewed by 31 March 2022
by the Council or a Committee, to comply with the requirements of the Annual Internal Audit Report form.
We reviewed insurance We confirmed that HPC had insurance coverage in place with Zurich Municipal throughout the financial year to No recommendations
coverage 31 March 2022 and that this coverage was promptly renewed for the new financial year commencing
1 April 2022. The new coverage remains appropriate for the Council’s assets.
We confirmed that the Council’s finance staff had investigated other options to Zurich for providing the Council’s
insurance cover from 1 April 2022 onwards. Other options had been looked into, but Zurich provided the best
value for the level of insurance cover required, particularly as new providers were seeking higher payments than
before, as a result of the previous rain damage to the roof and inside contents of the Community Centre.
The Community Centre was professionally valued as at 1 April 2022 (by Allman Woodcock) for insurance
purposes, and Zurich were informed of the value ascribed.
We discussed GDPR All staff have been trained in GDPR and signed relevant consent forms. No GDPR breaches have been reported No recommendations compliance in the year.
6.
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3.1 / Assessment and management of risk
Testing conducted Findings Recommendations
We reviewed internal financial On 11 May 2022, we reviewed all the policies, protocols and terms of reference held in the ‘Policies’ section of The ‘Policies’ section of the
regulations and policy HPC's website. We found several that stated they were due for review in 2019 or 2020 but with no indication HPC website holds copies of
documentation to ensure they they had been reviewed in those years. It may be that they were not reviewed when due to be, or it may be that the Council’s current
are up to date they were reviewed but HPC’s website does not hold the most up to date version. Those are listed below. policies, protocols, and terms
of reference. The Council
Document Front page states due to be reviewed in has already identified the
- Complaints and compliments policy Sept 2019 need for the Clerk to prepare
- Customer Services policy June 2019 a renewals schedule for all
- Effectiveness of internal controls June 2019 such documents, and the
new Clerk has updated, for
- Filming, recording & photography at Council & Committee June 2020
meetings policy
example, all the committee
Terms of Reference
- Management of outdoor surfaces in severe weather conditions June 2020
documents in May 2022
- Media, communications and IT infrastructure policy June 2020 ready for Council approval –
- Recruitment and selection policy June 2019 so we saw work on this is in
- Retention of documents policy June 2019 progress.
- Unreasonably persistent, abusive or vexatious contacts or June 2020
behaviour policy We agree that it is a good
idea for the Clerk to collate a
renewals schedule for all the
There were also some policies / protocols which did not state a ‘due for review’ date on their cover but had not documents in the ‘Policies’
been reviewed for some time. These may benefit from a review to confirm they are still accurate and relevant: section of the website. This
process should also include
Document Front page states it was last reviewed in checking that all documents
- Financial Reserves Management December 2017 in the ‘Policies’ section of the
- Financial Risk Assessments December 2018 website are the most up to
- Grant Awarding Policy No approval date and says "Draft" throughout date versions (i.e. that it’s
not the case that a policy has
- Planning Protocol March 2020 (has Natasha Carver's name at the top)
been renewed and
approved, but the website
Although the Members Code of Conduct was last approved in May 2019 we understand there has been no new NALC
still holds an older version).
guidance since then, which provides a valid reason why not updated.
We suggest that once drawn
up, the schedule of Policy
Our review of the minutes of Full Council and Committee meetings in 2021/22 noted that the Clerk has been renewals should also be
tasked with coming up with a renewals schedule for policies, and during our May 2022 onsite visit the new Clerk placed in the ‘Policies’
had just updated the Terms of Reference for all Committees (which cleared the recommendation on this topic we section of the website, to
made in our letter following our December 2021 interim visit) - so we do see that progress is being made. We enable Councillor to be able
would suggest a systematic process of reviewing all documents in the ‘Policies’ section of the HPC website be to easily monitor it at any
carried out, as we recommend at right. time.
7.
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3.1 / Assessment and management of risk
Testing conducted Findings Recommendations
Whistleblowing policy Although it is not a legal requirement for a parish council to have a Whistleblowing policy in place, we suggested The new Whistleblowing
in our letter following our December 2021 interim visit that HPC may wish to introduce one as best practice. Policy was approved by the
Full Council on 8 March
The Council’s staff and Councillors implemented this good practice suggestion promptly, and HPC’s new 2022, but as at 24 May did
Whistleblowing policy was approved by the Full Council’s 8 March 2022 meeting, with the approval being not yet appear to have been
recorded in the meeting’s minutes. added to the ‘Policies’
section of the HPC website.
We checked the ‘Policies’ section of the HPC website on 24 May 2022 and couldn’t see the Whistleblowing We suggest it be added to
policy there. We make a good practice suggestion at right that it be added to that section of the Council’s the website as soon as
website, for ease of reference, as part of the overall review and refreshment of the ‘Policies’ section of the HPC possible.
website (see recommendation on previous page).
We discussed the ongoing HPC, in common with other parish and town councils, has not suffered a negative financial impact from Covid-19 No recommendations impact of COVID-19 and UK or Covid-19 restrictions in the 2021/22 year. HPC’s reserves actually increased in the year to 31 March 2022, Lockdown measures just as they did in the preceding financial year.
This is due in large part to having a guaranteed amount of precept income coming in, not being dependent upon
the fluctuating levels of business rates in the way the district councils / Norwich City Council are, and not being
responsible for the payment of benefits.
Covid-19 did impact significantly on HPC in one respect – the Community Centre closed for most of the 2020/21
financial year and all of the 2021/22 financial year due to social mixing restrictions, with a commensurate loss of
income (but also a decrease in some costs). Whilst the Community Centre remains closed, and is expected to
be until September 2022, this is now solely due to the need to continue the repair work on the roof and interior of
the building and is not due to any Covid restrictions.
HPC’s office staff continued with a mix of working in the office and home working in the 2021/22 financial year,
and the Covid restrictions have not negatively impacted on their ability to keep up with tasks and meet key
financial and reporting deadlines. Similarly, the Council and its committees have continued to function effectively
via a mix of remote online meetings and (increasingly as the 2021/22 year progressed) in-person meetings.
Adequate staffing levels Natasha Carver resigned as Parish Clerk in late 2021 but was promptly replaced on an interim basis by Russell No recommendations
Reeves, an experienced local council clerk who also worked for the Norfolk branch of the National Association of
Local Councils (NALC). HPC has now appointed a new Parish Clerk, Faye LeBon who has prior experience as a
local council clerk. The experienced Finance Officer remained in post throughout this period.
We therefore have no concerns over the adequacy of staffing levels in this period.
8.
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3.2 / Maintenance of accounting records
Objective: To ensure that books of account have been properly kept throughout the financial year.
Testing conducted Findings Recommendations We discussed the use of the RBS (Rialtas Business Solutions) is designed for local authorities and was brought into use at HPC from No recommendations RBS financial system 1 February 2017. RBS has been used now at HPC for more than five full financial years.
The Finance Officer reports that RBS continues to work effectively both in terms of entering data into RBS, and
the system’s ability to then produce appropriate, prompt and user-friendly output reports.
We tested whether RBS was up We confirmed that all data for the year ended 31 March 2022 was entered on RBS and reconciled at the time of No recommendations to date for receipts and our May 2022 audit. payments at our May 2021 audit
We discussed RBS backup We confirmed by discussion with officers that a backup of the data on RBS is taken each week. This is manually No recommendations procedures triggered by the Finance Officer clicking onscreen.
A copy goes to RBS's head office and a copy also goes to a virtual cloud. Additionally, a copy is taken weekly on
a memory stick and held in the fireproof safe at the Community Centre. Therefore, three remote backups are
held offsite - an effective backup method.
We tested whether the Council Each month, the Finance Officer prints from RBS a list of the preceding month’s cash payments, other payments No recommendations
verifies the accounting records (cheques, direct debits, transfers) and receipts for the full Council to formally review and approve at its monthly
each month meeting. The Council also reviews and approves at the same time the bank reconciliation, reserves summary
and income and expenditure statement for the preceding month.
We confirmed by review of the minutes that the full Council reviewed and approved all of the above for every
month of the 2021/22 financial year and each approval was duly recorded in the minutes for that meeting.
9.
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3.3 / Budgetary control and reserves
Objective: To ensure that the annual precept request is the result of a proper budgetary process and that the budget process has been regularly monitored.
Testing conducted Findings Recommendations We discussed the precept We confirmed that processes followed the usual expected timeline. No recommendations process for the financial year ended 31 March 2022, and the Financial year Full Council approval date Form submitted to Broadland DC on time? new financial year ending 31 March 2023 2021/22 15 January 2021 Yes & BDC acknowledged as such
2022/23 11 January 2022 Yes & BDC acknowledged as such
We verified whether actual The Finance Officer prepares a monthly analysis of actuals vs budget and passes it to the full Council to review. No recommendations
expenditure against budget is These show income & expenditure for the whole of HPC for the month and the cumulative year-to-date. The
reported regularly to the reports are produced by a touch of the button straight from the RBS finance system.
Council.
Our review of the minutes of Council meetings noted that the full Council regularly and promptly reviewed the
monthly reports and actively monitored actuals v budget. These reviews are clearly recorded in the Council
meeting minutes, which contained a specific reference to every month’s income and expenditure report having
been reviewed.
Were there significant Only one area of 2021/22 income or expenditure had a significant variance of actuals against budget – Caretaker No recommendations
variances of actuals against staffing costs, where actual costs of £40k for the year were £41k less than the budgeted costs of £81k.
budget for the 31 March 2022
financial year just ended? There was a satisfactory explanation for this variance from the Council’s Finance Officer. When the budget was
set in January 2021 the Community Centre was expected to re-open early in the 1 April 2021 to 31 March 2022
financial year and so the caretaker budget was set to cover two full time caretakers and one part-time caretaker,
supplemented by 3 pool / agency caretakers – mostly for the Community Centre.
However, as the Centre did not open at all in the 2021/22 year (and is only expected to re-open in September
2022), only one full time and one part time caretaker, plus another full time caretaker for part of the year, were
employed – and no pool / agency caretakers. Hence actual costs incurred were only half those budgeted for.
Thus there were no unexplained significant variances against the budget.
10.
33
3.3 / Budgetary control and reserves
Testing conducted Findings Recommendations
We discussed whether the The Finance Officer remains content that RBS is producing clearer (and easier to obtain) monitoring reports No recommendations
financial ledger allows for compared to its predecessor system Scribe. From our own review of the reports monitoring income and
effective budget monitoring expenditure against the budget, we concur with the Finance Officer that RBS produces clear reports, and from
our discussions, the reports are easily obtainable – essentially at the touch of a button.
The cost centre structure of the financial ledger (and therefore the monitoring reports) is clear and logical, with
separate costs centres for the Community Centre, administration, staff, and the HPC office, through to smaller
areas such as allotments, play areas and the bowling green. From our review of the cost centre structure it is
clear that HPC’s officers have been able to tailor the cost centre structure on RBS to make it appropriate to the
council’s recording and reporting needs.
We discussed arrangements Effective monitoring arrangements for reserves are in place. No recommendations
surrounding reserves
Each of the full Council’s monthly meetings receive an Earmarked Reserves summary from the Finance Officer
to review and approve, alongside their monthly approval of receipts, payments, bank reconciliations and
income/expenditure to date against the budget.
The Finance Officer also provides the Council with a quarterly report showing general reserves as a % of the
precept, with the recommendation that it be in the 50%-150% range. With the percentage for this year being
136% (2021: 114%) and thus within the approved range.
At 31/03/2022 reserves were in a healthy (and increasing) position being:
General reserves £698k (31/3/2021: £550k)
Earmarked reserves £286k (31/3/2021: £295k)
TOTAL RESERVES £984k (31/3/2021: £845k)
11.
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3.4 / Incoming resources
Objective: To ensure the correct price has been charged, income has been received, recorded and promptly banked and VAT is correctly accounted for.
Testing conducted Findings Recommendations
We reviewed precept income We confirmed that all £514,210 of expected precept income in relation to the 2021/22 financial year was received No recommendations
receipts from Broadland District Council (BDC). As usual, this income was received in two separate and equal payments,
the first in April 2021 and the second in October 2021. The precept income received matched the amount on the
annual precept forms submitted to BDC in January 2021.
HPC has also received (in April 2022) the first half of its precept income for the 2022/23 year. The amount was
50% of the amount requested in the 2022/23 precept / budget submission to BDC made in January 2022 and
was therefore consistent with expectations.
We tested a sample of 15 items For all 15 tested samples, the amount recorded on the bank reconciliation and the ledger matched the amount No recommendations
of non-precept income selected on the sales invoice or income receipt, VAT had been correctly recorded on the system, and all had been
from across the 2021/22 promptly banked.
financial year.
No issues or concerns arose from this testing.
We discussed whether security Security controls over cash have been adequate and effective during the 2021/22 year. No recommendations
controls over cash are
adequate and effective Cash and cheques are taken promptly to the Council’s safe and stay there until just before the Finance Officer
takes them to the bank. The Finance Officer pays them into the bank at least weekly.
We discussed any changes in A change brought about by Covid-related restrictions in the preceding financial year and continuing into 2021/22, No recommendations
income is that most payments by members of the public to HPC are now made online direct to HPC’s Current Business
Account. There also continues to be a card facility in place, but now with ‘SumUp’, enabling payments to be
made to the council by debit and credit card. This was again particularly useful for allotment receipts in the
period.
Cheques and cash receipts are currently few - but this may change with the easing of Covid restrictions and the
re-opening of the Community Centre later in 2022 upon expected completion of the roof and interior work.
We sought an update on CIL Only one CIL receipt came in from Broadland District Council in the 2021/22 financial year, that being for No recommendations income £56,951 on 29/10/2021, in relation to the Golf Course development by Persimmon Homes.
Adding the new receipt to the unspent £233,754 CIL balance brought forward at the start of the 2021/22 financial
year gave total CIL income funds available to spend of £290,705. This was all spent in the year, on the
Hellesdon Community Centre building work – as an asset for use by the local community, a suitable asset to
spend CIL income on.
12.
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3.5 / Outgoing payments
Objective: To ensure that the purchase and payments system and controls have been working effectively.
Testing conducted Findings Recommendations
We tested a sample of 20 We selected 20 payments at random from the ledger. These payments were then agreed to the corresponding No recommendations
payments selected at random invoice. All 20 samples had been recorded correctly on the ledger.
from the system across the
year, and cross checked the The purchases were then traced to the VAT returns to see if the VAT had been included and posted correctly.
resulting payments to an From our testing, the VAT for our samples was recorded correctly, and VAT correctly reclaimed.
invoice and traced to bank.
The payment of each invoice was then located and tested to confirm it had cleared through the bank account. All
tested purchases were seen coming out of the bank and in a reasonable time frame when compared to the date
of invoice.
Appropriate segregation of duty controls are in place over the actual outgoing payments, via the control whereby
the Finance Officer writes out cheques or sets up electronic payments, and posts the payment to the finance
system, but the cheques are signed (or the electronic payments dual authorised to trigger them) by two
councillors (out of the four who are approved cheque signatories) – not by the Finance Officer.
The further retrospective control, whereby at each full Council meeting, the Council approves the previous
month’s payments was also effective throughout the year – our minutes review confirmed that all payments from
April 2021 through to March 2022 were subsequently approved by the full Council and each approval was
recorded in the official minutes.
We tested a sample of fixed The total value of fixed assets at year-end 31 March 2021 was £2,961,380, and this included £45,730 of fixed No recommendations
assets additions in the year assets additions purchased in the year.
back to invoices
We sample tested the three largest additions back to purchase invoices. This confirmed the new assets had all
been correctly brought onto the assets register at cost (as per the invoice) excluding VAT, as HPC is able to
recover the VAT via its VAT claims to HMRC.
We reviewed the timeliness of Our review of HPC’s VAT submissions for all four quarters in the April 2021 to March 2022 period confirmed that No recommendations VAT returns submitted to HMRC all four were submitted in time to meet the HMRC submission deadlines.
An option to charge VAT on the transactions at the Community Centre became effective from 9 Feb 2021 – this
means HPC will be charging VAT on room hires at the centre when it re-opens in expected September 2022
(due to the pandemic and building work, there were no room hires between 9 Feb 2021 and the date of our audit
fieldwork in May 2022). This ‘option to charge’ will also allow all VAT incurred on the Community Centre to be
recovered. As this is a key change, we enquired last year (in our 2020/21 internal audit) whether expert advice
had been sought – it had, from The Parkinson Partnership, and the 1 February 2021 Community Centre
Committee meeting minutes recorded the committee’s discussions of the recommendations from this report.
13.
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3.6 / Bank and petty cash
Objective: To ensure that bank reconciliations are accurate and completed on a regular basis, and petty cash is appropriately used and monitored.
Testing conducted Findings Recommendations
Bank - we tested the year end Our testing confirmed that all HPC’s 31 March 2022 bank balances as per the nominal ledger had been fully No recommendations
bank reconciliations reconciled by the Finance Officer back to month-end bank statements. We confirmed that all HPC’s bank
accounts had been reconciled.
There were no unexplained balancing items at the year end. The year-end reconciliation was completed promptly
after year end.
Bank - we tested if bank Bank reconciliations were completed promptly by the Finance Officer throughout the 2021/22 financial year. No recommendations
reconciliations were completed Each month’s reconciliation was completed before the end of the following month.
promptly during the whole year
Each month’s bank reconciliation had been subsequently reviewed and approved by the full Council, and this
approval was recorded in the official minutes.
Petty cash - we tested ten The ten samples were picked from the petty cash book. We found that all ten entries were supported by a valid No recommendations
outgoing payments made from receipt whose value matched the petty cash book entry.
petty cash between April 2021
and March 2022 The petty cash book is reconciled monthly so we also checked that the amount at month end for our samples
agreed to the amount shown in that month’s bank reconciliation. In all ten cases, it did match.
14.
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3.7 / Wages
Objective: To ensure salaries are paid in accordance with Council approvals and that the PAYE and NIC requirements have been correctly applied.
Testing conducted Findings Recommendations
We discussed with the Finance We discussed payroll matters with the Finance Officer, and the discussions recorded that: No recommendations
Officer the ongoing payroll
procedures • The Finance Officer was not aware of any current problems relating to payroll, and there were no matters
that would require us to investigate further.
• HPC is up to date with payments to HMRC and to the Norfolk Pension Fund.
• HPC is also up to date and has met all recent deadlines for submission of data - both for RTI payroll
information to HMRC, and pension data to the pension fund.
• Wages for all staff are paid via electronic bank transfer since June 2018, with no recognised issues.
We sample tested three We tested three random employees’ pay and deductions for three different months. In all three cases, the No recommendations individual staff members’ pay employee was being paid the correct amount as per National Joint Council for Local Government (NJC) scales, from across the financial year and correct PAYE/NIC deductions had been made.
15.
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Appendix 1 – Statement of responsibility
It is the Council’s responsibility to develop and maintain sound systems of risk management, internal control and governance and for the prevention and detection of irregularities
and fraud. Internal audit work should not be seen as a substitute for internal responsibilities for the design and operation of these systems.
We endeavour to plan our work so that we have a reasonable expectation of detecting significant control weakness and, if detected, we shall carry out additional work directed
towards identification of consequent fraud or other irregularities. However, internal audit procedures alone, even when carried out with due professional care, do not guarantee
that fraud will be detected, and our examinations as internal auditors should not be relied upon to disclose all fraud or other irregularities which may exist.
The matters raised in this report are only those which came to our attention during our internal audit work and are not necessarily a comprehensive statement of all the
weaknesses that exist, or all of the improvements that may be required. Whilst every care has been taken to ensure that the information provided in this report is as accurate
as possible, based on the information provided and documentation reviewed, no complete guarantee or warranty can be given with regard to the advice and information contained
herein.
Our report is prepared solely for the use of the Council and senior management of Hellesdon Parish Council. Details may be made available to specified external agencies,
including external auditors, but otherwise the report should not be quoted or referred to in whole or in part without prior consent. No responsibility to any third party is accepted
as the report has not been prepared, and is not intended for any other purpose. Larking Gowen neither owes or accepts any duty to any other party and shall not be liable for
any loss, damage or expense of whatsoever nature which is caused by their reliance on our report.
©Larking Gowen 2022. All rights reserved.
Larking Gowen is registered to carry on audit work in the UK and Ireland by the Institute of Chartered Accountants in England and Wales. Details about our audit
registrations can be viewed at www.auditregister.org.uk under reference number C006357957.
Registered Office at: King Street House, 15 Upper King Street, Norwich, NR3 1RB
16.
39
Contact
T: 01603 624181 / 01473 833411
E giles.kerkham@larking-gowen.co.uk
E marc.cawthorne@larking-gowen.co.uk
larking-gowen.co.uk
@LarkingGowen
Larking Gowen LLP trading as Larking Gowen. Larking Gowen LLP is an Independent Member Firm of PrimeGlobal, a worldwide association of independent accounting firms.
17.
40
41
42
43
Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 31 March 2022
Confirmed Bank & Investment Balances
Bank Statement Balances
31/03/2022 Active Saver 4401 243,348.63
31/03/2022 Business Current Account 2077 585.70
31/03/2022 Petty Cash 44.50
31/03/2022 Active Saver 7702 337,861.08
31/03/2022 Active Saver 4503 81,405.47
31/03/2022 Number 2 account 0958 357,409.15
1,020,654.53
Other Cash & Bank Balances
20.00
1,020,674.53
Receipts not on Bank Statement
0.00
Closing Balance 1,020,674.53
All Cash & Bank Accounts
1 Current Bank Account 243,934.33
2 Petty Cash 44.50
3 Active Saver 7702 337,861.08
4 Active Saver Emergency 4503 81,405.47
5 Number 2 account 357,409.15
Other Cash & Bank Balances 20.00
Total Cash & Bank Balances 1,020,674.53
44
Hellesdon Parish Council Current Year
Supporting Reserves Reconciliation for ANNUAL RETURN 31 March 2022
Explains the difference between boxes 7 & 8 on the Annual Return
Code Description Last Year £ This Year £
Total Reserves 845,594.91 983,785.30
100 Debtors 0.00 581.20
105 VAT Control Account 10,126.69 49,329.50
110 Prepayments 17,032.60 16,105.98
115 Advanced payments 0.00 50.00
Less Total Debtors 27,159.29 66,066.68
100 Debtors 45.97 0.00
500 Creditors 23,549.90 100,078.74
510 Accruals 2,766.94 2,337.17
520 Prepaid income 54.00 0.00
555 Allotment deposit 240.00 540.00
Plus Total Creditors 26,656.81 102,955.91
Equals Total Cash and Bank Accounts 845,092.43 1,020,674.53
200 Current Bank Account 166,126.39 243,934.33 210 Petty Cash 55.47 44.50 220 Active Saver 7702 337,827.30 337,861.08 225 Active Saver Emergency 4503 81,397.33 81,405.47 230 Hello Cafe float 20.00 20.00 235 Number 2 account 259,665.94 357,409.15
Total Cash and Bank Accounts 845,092.43 1,020,674.53
45
OFFICIAL
T 020 7862 6610
E pwlb@dmo.gov.uk
www.dmo.gov.uk
PWLB lending facility
BALANCE OUTSTANDING AS AT 31 Mar 2022
6 April 2022
HELLESDON PARISH COUNCIL (NORFOLK)
LOAN REFERENCE REPAYMENT DATES LOAN REPAYMENT PRINCIPAL BALANCE
NUMBER TYPE METHOD OUTSTANDING (£)
PW501627 01 May - 01 Nov FIXED ANNUITY £214,316.24
326596 01 Apr - 01 Oct FIXED ANNUITY £492,772.75
TOTAL OUTSTANDING BALANCE: 707,088.99
TOTAL NUMBER OF LOANS: 2
This report reflects scheduled transactions only, as such, early or late repayments are not reflected. Please contact
pwlb@dmo.gov.uk if you have any queries.
46
The Council Office, Diamond Jubilee Lodge, Wood view Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the meeting of the Planning Committee held on
Tuesday 10 May 2022 at 6:15pm in
Hellesdon Community Centre, Wood View Road, Hellesdon
PRESENT:
Cllr Britton
Cllr Johnson
Cllr Fulcher
Cllr Franklin
Also In Attendance
Ms L Pointin – Senior Admin Officer
The Chair welcomed all to the meeting.
1. Apologies and acceptance for absence
There were apologies from Cllr Potter this was ACCEPTED.
2. Declarations of Interest and Dispensations
No declarations made
3. To receive approval of minutes of the committee meeting held on 26th April 2022 from those members
present at the held meeting.
Minutes were previously circulated and AGREED by those present at the meetings held
4. Public Participation (as permitted by Standing Order 3.d & 5.k. xiii)
No public in attendance
5. General Matters/Planning Outcomes
Applications Determined and awaiting Decision- This Information provided with the Agenda was NOTED.
6. Applications Considered
20220583 Support.
55 Low Road, NR6 5AF
Single storey extensions and conversion of garage.
20220333 No objection to revised plans.
34 Neylond Crescent, NR6 5QF
Proposed single storey rear extension.
20220660 No objection.
49 Links Avenue, NR6 5PF
Single storey rear extension.
20220606 No objection.
122 Woodland Road, NR6 5RQ
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 26th April 2022
47
Change existing dormer for larger flat roof dormer
and clad tiled area at front with cement board
cladding.
20220459 No objection.
B & Q Plc,Boundary Road, NR6 5JS
Illuminated and non-illuminated replacement fascia
and site signage
20220704 No objection.
74 Meadow Way, NR6 6XX
Proposed single storey rear extension extending
4.86m from the rear of the original dwellinghouse,
with a maximum height of 3m and an eaves height
of 2.1m.
20220736 No objection to rear extension, object to
53 Bush Road,Hellesdon,NR6 6UD additional bedroom on first floor, inadequate
Demolition of conservatory and erection of rear parking facilities.
extension.
20220662 No objection subject to garage being retained
1 Wood View Road, NR6 5QB for domestic purposes.
Single storey rear & side extension plus roof
alterations to garage including installation of solar
panels.
20220348 No objection.
92 Links Avenue,Hellesdon,NR6 5PG
Single storey extension to front and 2 storey
extension to rear of
dwelling
7. Exchange of Information
No further information exchanged
8. Date, time and venue of next meeting
Next meeting will be held on Tuesday 25th May 2022 at 6.15 pm.
The meeting closed at 6.55 pm.
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 26th April 2022
48
The Council Office, Diamond Jubilee Lodge, Wood view Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the meeting of the Planning Committee held on
Tuesday 10 May 2022 at 6:15pm in
Hellesdon Community Centre, Wood View Road, Hellesdon
PRESENT:
Cllr Britton
Cllr Johnson
Cllr Bush-Trivett
Also In Attendance
Ms L Pointin – Senior Admin Officer
The Chair welcomed all to the meeting.
1. Apologies and acceptance for absence
There were apologies from Cllr’s Sear and Franklin these were ACCEPTED.
2. Declarations of Interest and Dispensations
No declarations made
3. To receive approval of minutes of the committee meeting held on 10th May 2022 from those members
present at the held meeting.
Minutes were previously circulated and AGREED by those present at the meetings held
4. Public Participation (as permitted by Standing Order 3.d & 5.k. xiii)
No public in attendance
5. General Matters/Planning Outcomes
Applications Determined and awaiting Decision- This Information provided with the Agenda was NOTED.
6. Applications Considered
20220730 Approved,
Duff Morgan Seat, Jupiter Road, NR6 6SU
Advertisement Consent.
20220772 No Objection,
18 Cottinghams Drive, NR6 6PS
Demolition of existing garage & brick boundary wall. Erection of single
storey side extension & entrance porch. Erection of timber fence in
revised location
20220708 No Objection,
130 Plantation Road, NR6 5RH
Single storey rear extension. Removal of existing flat roofs.
Reinstatement of new pitched roof with rooflights (Revised Proposal)
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 24th May 2022
49
20220750 No objection subject to
80 Neylond Crescent, NR6 5QE adequate off-road
Side and rear extension to detached bungalow with revised driveway parking.
entrance and existing elevations re-modelled
Premise License No objection subject to
The Chestnut Tree, 197 Reepham Road, no adverse effect on the
Variation to the Premises License. neighbouring property.
7. Exchange of Information
No further information exchanged
8. Date, time and venue of next meeting
Next meeting will be held on Tuesday 14th June 2022 at 6.15 pm.
The meeting closed at 6.33 pm.
Approved…………………………………………………...…
Date………………………………………
HPC Planning Committee Mins 24th May 2022
50
Agenda Item 10
To Consider Additional Sites for SAM Signs under Parish Partnership Scheme
The Parish Council has been successful in its Parish Partnership application for 2 new SAM signs
(both of which collect speed and vehicular count data).
To be able to purchase the SAM signs, a Memorandum of Understanding has to be agreed with NCC
as to where the signs can go. The current agreed locations are:
Middletons Lane
Outside No.74 on Lamp Post No.32 - Facing West
Opposite No.46 on Lamp Post No.37 - Facing East
Opposite No.118 on Lamp Post No.20 - Facing East
Outside No.113 on Lamp Post No.18 – Facing West
Reepham Road
Outside Police premises on new Lamp Post - Facing North
Outside No.257 on Lamp Post No.43 - Facing South
Mountfield Avenue
Opposite Sutherland Ave on Lamp Post - Facing East
Hercules Road
Outside No.105 on Lamp Post - Facing North
Outside No.100 on Lamp Post No.9 - Facing South
Woodland Road
Outside No.57 on Lamp Post No.6 - Facing toward Middletons Lane
Outside No. 57 on Lamp Post No.6 - Facing away from Middletons Lane
Low Road
Outside Drive of No.29 & 31 on Lamp Post No.1620 – Facing East
Drayton Wood Road
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Outside No.51 on Lamp Post No.7 - Facing West
Outside No.71 on Lamp Post No.10 - Facing East
In the PC minutes of November 2021, it was suggested that there be a site on the Low Road between
Wensum Valley Close and Wensum Mount Business Park. Would council like one site facing
northbound and one facing southbound to create 2 new sites? And are there any other sites that
the highways engineer can consider as part of the Memorandum of Understanding?
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TRAFFIC ANALYSIS REPORT
For Project: MOUNTFIELD AVENUE
Project Notes/Address: Outside Sutherland Ave on Lamp Post - Facing East
Location/Name: Incoming
Report Generated: 17/05/2022 12:41:19 PM
Speed Intervals = 5 MPH
Time Intervals = Instant
Traffic Report From 06/04/2022 11:00:00 AM through 13/05/2022 12:59:59 PM
85th Percentile Speed = 31.2 MPH
85th Percentile Vehicles = 20,716 counts
Max Speed = 60.0 MPH on 10/04/2022 17:05:00
Total Vehicles = 24,372 counts
AADT: 657.2
Volumes - weekly vehicle counts
Time 5 Day 7 Day
Average Daily 684 636
AM peak 08:00 to 09:00 59 49
PM peak 03:00 to 04:00 71 61
Speed
Speed limit: 30 MPH
85th Percentile Speed: 31.2 MPH
50th Percentile Speed: 26.1 MPH
10 MPH Pace Interval: 25.0 MPH to 35.0 MPH
Average Speed: 25.6 MPH
Monday Tuesday Wednesday Thursday Friday Saturday Sunday Count over limit 658 735 739 777 702 523 406 % over limit 21.6 20.1 18.3 17.7 17.4 17.3 18.8 Avg speeder 33.4 33.6 33.5 33.4 33.7 33.6 33.8
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TRAFFIC ANALYSIS REPORT
For Project: REEPHAM ROAD
Project Notes/Address: Outside Police Premises on New Lamp Post - Facing South
Location/Name: Incoming
Report Generated: 20/04/2022 12:40:59 PM
Speed Intervals = 5 MPH
Time Intervals = Instant
Traffic Report From 02/03/2022 12:00:00 PM through 06/04/2022 09:59:59 AM
85th Percentile Speed = 32.4 MPH
85th Percentile Vehicles = 110,326 counts
Max Speed = 70.0 MPH on 01/04/2022 22:10:00
Total Vehicles = 129,795 counts
AADT: 3717.3
Volumes - weekly vehicle counts
Time 5 Day 7 Day
Average Daily 3,787 3,620
AM peak 08:00 to 09:00 315 284
PM peak 03:00 to 04:00 273 258
Speed
Speed limit: 30 MPH
85th Percentile Speed: 32.4 MPH
50th Percentile Speed: 27.3 MPH
10 MPH Pace Interval: 25.0 MPH to 35.0 MPH
Average Speed: 27.2 MPH
Monday Tuesday Wednesday Thursday Friday Saturday Sunday Count over limit 4451 4163 3834 4580 4906 4967 4641 % over limit 23.3 21.3 20.8 22.8 24.0 27.8 32.7 Avg speeder 33.6 33.7 33.6 33.6 33.7 33.8 33.9
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Agenda Item 11
To Consider Official .gov.uk Councillor Email Addresses
The Joint Panel on Accountability and Governance (JPAG) is responsible for issuing proper practices
about the governance and accounts of smaller authorities. Its membership consists of sector
representatives from the National Association of Local Councils, the Society of Local Council Clerks
and the Association of Drainage Authorities. Together with stakeholder partners representing the
Department for Levelling Up, Housing and Communities, 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.
New guidance has been issues from JPAG which reads as follows:
The importance of secure email systems and GOV.UK
5.169. Almost all parish and town councils now have an official website, as well as official email
accounts. An increasing number of councils also provide official email accounts for their councillors
as well as for their Clerk and other officers. When choosing a domain name for the council's website
and emails, many local council websites are appropriately making use of the exclusive GOV.UK
domain (for example, ourparishcouncil.gov.uk), with email addresses being linked to that domain as
well. There are a number of important reasons why local councils of all sizes should ideally obtain an
appropriate GOV.UK domain name for their council, and equally importantly, a secure and centrally-
managed email system to sit behind it.
First and foremost, obtaining a GOV.UK domain for your council website and email accounts
demonstrates the council's official local government status. Members of the public are increasingly
cyber security aware, so a GOV.UK domain can also help to build trust, credibility and visibly
demonstrates authenticity. Many people will now reasonably expect a local council to have a
GOV.UK domain name. You can find out more information about obtaining a GOV.UK domain name
here. Your county association may also be able to offer advice and support in this area and you
should seek advice from them in the first instance. Some county associations even have local deals
with other tier authorities, offering GOV.UK email accounts with existing domains for example.
As well as building credibility for your website, a GOV.UK should also ideally then be used to support
your council's official email accounts as well, for both officers and councillors. Getting a GOV.UK
domain name is important in this regard - but it's not the only piece of the puzzle. It's also important
to have a secure, centrally managed email system. There are many popular systems on the market,
including Office 365 (which offers discounts for parish and town councils) and Google GSuite,
amongst others. Regardless of which system you choose, there are a number of key benefits to using
a commercial email system, rather than just a free email account. Almost all commercial email
systems provide a centralised 'dashboard' that gives the council the ability to add, edit and remove
users as appropriate. You can also immediately suspend user access in an emergency and, perhaps
most importantly, they offer centralised searching of all data contained within the system for
effective compliance with Data Subject Access Requests and Freedom of Information Requests.
As there is one central system sending email for all the registered accounts at the domain, regardless
of what computer or Internet connection is being used to access it, emails are less likely to be
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identified as spam and therefore more likely to be delivered. A business-grade email system with its
own spam filters built in is more likely to be able to learn the kinds of email received, and will reduce
the risk of
incoming emails being marked as spam or rejected entirely. There exists a myth that having a
GOV.UK domain together with a secure email system that sits alongside your website is expensive.
The reality is somewhat different, with an increasing number of publicly-available discounts and
inexpensive options available in the market, as well as existing deals in place with a number of
County Associations. It's also important to remember that the investment required to setup and
manage such systems is usually significantly less expensive than dealing the potential problems that
can sometimes arise with free systems that don't enable you to fully comply with your council's
GDPR, FOI or cyber security obligations, or one that can't be managed efficiently as councillors and
officers move in and out of the organisation.
The council’s IT contractor has made the following recommendations, should council which to
proceed with obtaining councillors emails:
The first option is Exchange Online, specifically Plan 1. This would be a cost of £3.00/user/month, a
cost of 16 x £3.00, totalling £48/month.
This is a limited plan with no access to office applications and no further features apart from email.
The second option is 365 Business Basic, this would be a cost of £4.50/user/month, a cost of 16 x
£4.50, totalling £72/month.
This option comes with Office applications and more features, a brief overview is below and can be
found here: Compare All Microsoft 365 Plans | Microsoft
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Agenda Item 12
Protecting a popular and well used asset for Hellesdon residents - Hellesdon Library.
Background for the motion.
The damage caused to the library building on the land owned by Hellesdon Parish Council by a motor
vehicle colliding into the front of the library building, could have been minimised or even totally
prevented. Damage to this widely used asset of Hellesdon has happened previously and with
common practise preventative measures could have been avoided this time. Sadly, if simple steel
barriers, had been in situ they would have prevented further public purse expense, that the council
taxpayers will have to ultimately have to pay at some point. The installation of steel barriers to
minimise the risk for another accident to the front of the library by a motor vehicle is urgently
required. Steel barriers, when positioned and installed with adequate distance from the library front
brick wall would also provide a safer route for pedestrians to the library entrance and the
community centre from the Woodview road entrance. Currently with a vehicle parked up close to
the library front wall and close to the adjacent concrete pillars, pedestrians must walk where
vehicles are in motion and then the vehicles make a right turn into the Community centre carpark.
Another benefit of providing a physical barrier in front of the library is to prevent black soot marks
on the wall from vehicle exhausts. It is noted that fortunately on both occasions when the library
front wall has been damaged, those entering the library, those inside the library, or those in the
motor vehicle at the time of the accident, no person(s) were seriously hurt. Next time this may not
be the case. Therefore:-
Motion to Council.
I Councillor David Britcher propose this council being minded to act on behalf of the residents of
Hellesdon to prevent further occurrences of motor vehicle(s) colliding into the front of the library
building and install at the front of the library, steel barriers of suitable design to minimise the risk of
damage to the library front wall from motor vehicles and to also provide a safer walkway route for
pedestrians to the library and the community centre from the Woodview road entrance as they turn
right into the Community centre carpark at the end of the library building. The steel barriers to be of
such a design to comply with DDA requirements, and of a sufficient height to be seen by motorists
while reversing up to the steel barriers in front of the library.
58
Agenda Item 13
To Consider Correspondence from Hellesdon pre-School with Regards to
School Parking
The Parish Office has received a call from Hellesdon Pre-school about drop off / pick up parking
around the school. They have been in contact with the police to seek a solution to dangerous
parking around the preschool. The police has encouraged them to ask drivers to park in
neighbouring estate roads, but the preschool would like to know if parents would be permitted to
park in the community centre at the drop off / pick up times?
Previous discussions have been had with in the past with Kinsale Junior School, and that parking at
the community centre was to be encouraged, but the idea was not well utilised by parents.
Confirmation of this request in writing is to follow.
Consideration should be given to whether this may adversely affect hirers of the community centre.
Whilst no confirmation has been sought for return bookings, the historic bookings at 9am and 3pm
are as follows:
Monday 9am = Zumba
Monday 3pm = W.I. Monthly meetings
Tuesday 9am = Stage One Café, Tuesday Tots, Mum & Toddler Group
Tuesday 3pm = Ballroom Dancing
Wednesday 3pm = Dancing School
Thursday 9am = Weight Watchers
Thursday 3pm = Over 60’s Social Club, W.I. Table Tennis
Friday 9am = Pilates
Friday 3pm = Zumba
Would school parking be utilised enough to affect bookings such as these, or residents using the
recreation ground?
Consideration should also be given to the effect on local residents, specifically pollution from idling
engines, or noise pollution from car radios.
If council were to agree to support the pre-school with parking at the community centre, should an
agreement be put in place with the school to control numbers/etiquette whilst using the community
centre car park?
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Agenda Item 15
Community Centre
Weekly meetings are continued to be held with our Project Manager and both contractors as to the
progress of works. A verbal report will be provided at the meeting, focussing on:
1) Completion of Roofing Contract Works
2) Completion of Mechanical and Engineering Contract Works
3) Remedial Works
Agenda Item 16
Staff Restructure
As of the date of this report, consultations with staff have been held, both as a group and individual
consultations. Feedback from these consultations is to be reviewed by a panel of three councillors
and as a result a recommendation will be made to council as to whether:
a) To proceed with the restructure
b) To proceed with the restructure, but with amendments.
c) To cease the restructure process
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This text was taken from the document automatically, so its layout may differ from the original and tables appear as plain text. If you need this document in another format, please contact the Parish Clerk.