July-Agenda-Pack.pdf
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1
Hi
Kc HELLESDON PARISH COUNCIL
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 Hellesdon Parish Council
Held on Tuesday 22"4 June 2021 at Hellesdon Community Centre
PRESENT:
Cllr D King, Chair
Cllr B Johnson, Vice Chair Cllr S Gurney
Cllr K Avenell Cllr D Fahy
Cllr L Douglass Cllr G Diffey
Cllr R Sear Cllr R Forder
In attendance: Mrs N Carver, Clerk
4 Members of the public
WELCOME -The Chairman welcomed Councillors and members of the public.
1. Apologies and acceptance for absence
Apologies of absence were received from Cllr Fulcher, Cllr Britton, Cllr Franklin, Cllr Potter and Cllr
Britcher
these were ACCEPTED.
2. Declarations of Interest and Dispensations
No further declarations were receive. Cllr Johnson requested a dipensation from Agenda Item
12c. This was AGREED
3. Minutes from Full Council meeting held 18'* May 2021
The Minutes of the Full Council zoom meeting held on 18" May 2021 were circulated, proposed by
Chair and seconded by Cllr Avenell that they are accepted as a true record of the meeting held, and
it was
RESOLVED TO ACCEPT
4 Public Participation
Graham Moore Treasurer of Hellesdon Bowls Club spoke regarding the letter in agenda item 12c.
Hellesdon Bowls club are looking to help obtain additional funding for the club to be able to
continue in the forthcoming year. Mr. Moore spoke regarding the lack of facilities currently at the
bowls green which can help provide a socially interactive club, having additional facilities can help
the club get additional funds . The bowls club are struggling to attract new members as many are
going to other areas where they have the additional facilities. For the past few years Hellesdon
Bowls Club have been struggling for new membership, and even after advertising in the local
magazine, this has led to withdrawal from league games due to low member numbers.
The committee have discussed seeking sponsorship from businesses in the area to help towards
Green fees, the approx. cost for next years fees before the start of season is around £2100.
Cllr Gurney asked for additional information to clarify the request the club have made.
CONT. AGENDA ITEM 4.
Mr Moore responded that the signs would be permanent, and to be placed along the hedge on
the left hand side as you go into the bowls area facing into the bowling green, they would look to
be around 1m high off the ground around 1 x 2 min size.
The club have not as yet approached any businesses as they would like to be clear as to whether
the Council will allow this to go ahead. The Chair asked to set a further meeting with the bowls
club to discuss the matter in detail, before a decision is made.
A resident of Middleton’s Lane spoke regarding the cars speeding down in Hellesdon,
Middleton’s Lane in particular. The question was asked “Could the council look at the possibility
of speed cameras or what can be done, Cllr Gurney spoke with regards to the item raised, there
are currently no plans for speed cameras, or speed restrictions”. Cllr Gurney has requested for
further speed checks to be carried out in Hellesdon, she noted that speeding is enforced by the
police. Unfortunately, the speed watch group in Hellesdon has disbanded due to a lack of
members, they have not been able to recruit any new volunteers. However, If volunteers do
come forward to recommence the community speed watch group in Hellesdon, the Parish Council
will fully support.
Reports from
a) Parish Clerk
The Parish Clerk’s report was previously circulated. It was
RESOLVED TO ACCEPT THE REPORT
b) County and District Councillor
Cllr Gurney gave a verbal update, items relating to highways matters are raised as an agenda
item. She stated it was disappointing that no conclusion came from the white paper relating to
the cap on charges for social care in later life .
Cllr Gurney was disappointed in Broadland District Councils new phone system and a letter will be
sent to the portfolio holder as it is inadequate for the users.
Cllr Gurney updated on current homeless matters in the parish, there is an officer at the District
Council to refer homeless matters to.
Verbal update from Chairman was given. The roof works on Community Centre are planned to
start Monday 28" June, with the main structural works to start on 12" July. The next meeting of
the Full Council will be held in the Council Chambers with any Covid measures required put in
place.
qd) Police Report
The report was previously circulated to all Councillors and NOTED.
Financial Matters
It was RESOLVED TO NOTE THE FOLLOWING REPORTS
Bank Reconciliation —- May 2021
The document was previously circulated, it was agreed by Cllr Gurney, seconded by Cllr Johnson
RESOLVED TO ACCEPT
Earmarked reserves summary.
The document was previously circulated, it was agreed by Cllr Gurney, seconded by Cllr Sear
RESOLVED TO ACCEPT
c) Approval of Payments — May 2021
The document was previously circulated, it was agreed by Cllr Gurney, seconded by Cllr Sear
RESOLVED TO ACCEPT
CONT AGENDA ITEM 6
d) Approval of Receipts — May 2021
The document was previously circulated, it was agreed by Cllr King, seconded by Cllr Gurney
RESOLVED TO ACCEPT
e) Detailed Income and Expenditure 1% April 2021 — 31t May 2021
The document was previously circulated, it was agreed by Cllr King, seconded by Cllr Gurney
RESOLVED TO ACCEPT
f) To Note and Agree Detailed List of Regular Payments 2021/2022
The document was previously circulated, it was agreed by Cllr Gurney, seconded by Cllr Sear
RESOLVED TO ACCEPT
To receive and Accounts Summary for end of year 2020/2021
The documents were previously circulated and NOTED. Thanks were given to the finance officer
for the work put into producing the reports for the financial year end.
To complete and sign Annual Governance Statement (s.2 of AGAR)
The Chairman presented the Statement previously signed by the Clerk It was
APPROVED AND AGREED and signed by the Chairman
To approve and sign Accounting Statement for Accounts for 2019/20
The Chairman read the statements under s.1, which were all
APPROVED AND AGREED AS AFFIRMATIVE and signed by the Chairman and RFO
To note the current total amount of $106 contributions available to the Parish Council.
It was NOTED that the Total amount available, £1949.28.
The Chair asked if there were any suggestions as to how the monies can be used. A number of
suggestions were discussed including using the money for a defibrillator, equipment for the yard.
Money has been allocated in an earmarked reserve that can be used for the Yard. A formally
proposal from Cllr Gurney seconded by the chair to purchase a Defibrillator with box for outside
at the Recreation Ground was
RESOLVED TO ACCEPT THE PROPOSAL, Noted Cllr Sears abstained
Councillor Training
A report from the Clerk was previously circulated to all councillors. The report was discussed. It
was proposed by the Chair and seconded by Cllr Avenell to go with Option 2 for one full day. It
was
RESOLVED TO ACCEPT The clerk will contact the training provider to look at options for dates
end July to Mid August and will circulate to all.
Community Apiary and Allotments Working Group
Cllr Gurney gave a verbal update to the council. The apiary now has 5 bee hives on site where
weekly visits are taking Place by the group. With the current number of volunteers the site will
operate up to a maximum of 8 hives, as more people join the capacity will increase.
The recent decisions made at the working group for allocation of funds to purchase equipment
was presented to Council in their Minutes of the working group.
It was proposed by Cllr King and seconded by Cllr Forder to allocate the funds from the Earmarked
Reserve for the Community Apiary and Orchard. It was
RESOLVED TO APPROVE Cllr Gurney abstained
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HPC Full Council Mins 22" June 2021
9. Office IT Audit
A report from the Clerk was previously circulated to all Councillors. The Clerk gave a verbal
overview of the system currently in place. The report and update was discussed. It was proposed
by Cllr Gurney and seconded by Cllir Avenell to accept the Quotation from Osiris to be funded
through the budget allocated for IT. It was
RESOLVED TO ACCEPT
10. Highways Matters
The following Highways matters were discussed by the Council
Cromer Road Bus Lane
Cllr Gurney gave a verbal update on the recent consultation and the outcome from this. The
proposal put forward has been approved. Cllr Gurney said that not all information was given at
the meeting and many areas were missed including the Parish Councils response. Cllr Gurney said
she felt demoralized at the meeting as the proposal was discussed as part of Greater Norwich
local area, and not as an individual Parish which Hellesdon is in its own right. The Buses that will
use the 24h lane do not directly service Hellesdon Residents. Cllr Gurney asked that the Parish
Council consider a formal complaint to be made to Andrew Proctor at Norfolk County Council on
the dissatisfaction that no consideration was given to the response from both the Community and
Parish Council and did not form part of the report presented. Cllr King proposed a letter to be
sent from the Parish Council seconded by Cllr Johnson and Agreed. Cllr Gurney abstained
b) First Bus Service for Cromer Road
This will be looked at to help service the residents of Hellesdon.
Proposed Cycle Lane/Footpath from Airport to NDR
Cllr Gurney gave a verbal update that as part of the Cromer Road works they had discussed the
link up from the NDR Cycle way to the Airport. Cllr Gurney welcomes the opportunity of the cycle
path way.
d) Planned Works for B&Q Junction
The works have not been justified, they are currently looking at reorganisation of the junction.
e) Highways improvements for Drayton Road/Middletons Lane Junction
The Council NOTED the planned road works.
Road Resurfacing in the Parish
Cllr Gurney has spoken with the Highways Engineer regarding the recent resurfacing in the Parish
and has noted the areas raised.
8) Highway Parking
The letter received in the Parish Office regarding the issues on highway parking on Brabazon Road
were NOTED.
Cllr Gurney will speak with highways to look at adding linage in this area in conjunction with the
Cromer road planned works.
With regards to the additional cars being parked on the road due to a property of multiple
occupancy this will need to be dealt with by Licensing at the District Council.
Other areas are being affected by inconsiderate parking and this is being looked at with Highways
Officer.
11. Planning
The recent planning decisions made by the Planning Committee on 18'" May & 8" June 2021 were
NOTED.
Approved...
HPC Full Council Mins 22"¢ June 2021
12. Playing Fields, Allotments and Amenities
a) The next meeting ofthe Playing Fields, Allotments and Amenities committee will be on 29" June
2021. It was NOTED
The locking of the park by a separate contractor has now been in place for a few weeks and is
working well, with no complaints.
c) Awritten request from Hellesdon Bowls Club for formal advertising was received and circulated
to all councillors, this was discussed at agenda item 4 and it was AGREED to arrange a meeting
with the Bowls Club to discuss in more detail and to take to a future meeting of PA&A.
. Property, Policy and Resources
The Minutes of the Property, Policy and Resources committee meetings held on 25" May and 1*
June 2021. Were NOTED
There were no matters arising from the Minutes.
It was NOTEDa letter of intent was sent to project contractor and the onsite start date will be 30"
June 2021.
13. Community Center Committee
No matters to consider
14. To consider a resolution under the Public Bodies (Admission to Meetings) Act 1960 to exclude
the press and public for the duration of the following items in view of the confidential and
personal nature of the business to be transacted. If resolved, such items to be dealt after the
item that confirms details of the next meeting. There were no staffing updates to be
considered under the resolution.
15. Staffing Update
The Minutes of the Staffing Committee meeting on 8" May 2021 were NOTED
16. Exchange of information only.
No further information
17. Time and Venue of next Council meeting.
The next meeting of the Full Council will be on 13" July 2021 at 7pm in the Council Chambers
The meeting closed at 10:01pm
APPIOVed .........ceecceneeneeeeeceseeseseeeeeeeeeeeeeeeeeeeeeeees
Date...
1024
AGENDA ITEM 5a
CLERK'S REPORT FOR COUNCIL MEETING 13.07.21
ITE! COMMENTS
Community Centre The planned works to the community centre roof have started, with the main
part of the work commencing on 12" July.
All items internally have been protected and there will be weekly site meetings
Car Park — Community Centre Whilst the work to the roof is taking place the community centre car park will
have a limited capacity, a sign will be put on the gates to ask only those using
the facilities are to use the car park. Staff will park in the overflow carpark duing
the duration of the works.
Parish Council Offices The updated IT equipment agreed at last Full Council will be installed week
Diamond Jubilee Lodge commencing 12" July
Recreation Ground including AGENDA ITEM
Children’s Play areas
Skate Park & MUGA
Meadow Way
Mountfield Park
Cottinghams Park
Allotments The deer on the allotments are still on site, allotment holders are taking extra
precautions to cover produce. We are continuing to check each day to help
move them on.
Community Orchard
Community Apiary There are now5 hives on site, the working group has 5 active members
Cemetery Car Park
Persimmons Homes
Public Toilets The toilets are now closed during the work on site for the Community Centre.
Litter & Dog Waste Bins
Bus Shelters The bus stops are scheduled to be cleaned during July.
Benches the keyworkers bench is now in place.
War Memorial
Highway Rangers The Highway Rangers are Norfolk County Council Highway gang who visit the
town ona regular basis to undertake minor road repairs e.g. sign cleaning, small
potholes etc.
Please let the office no of any such areas and we will add it to the schedule we
send them
We have sent a number of requests to the
Highway Verges
Staffing Lateral flow work place testing is now being carried out. Caretakers are now
carrying out additional tasks whilst the community centre is non operational.
AGENDA ITEM
Mobile Phones Street Lighting Cromer Road/Aylsham Road No further update Transport for Norwich Consultation Gas Works Allotment Site No current update
Events We have our Norfolk Day Event on 27" July, poster attached to report.
AGENDA ITEM
Meeting Dates Community Centre — Meeting to be scheduled
PP&R — Next meeting to be scheduled
— 7" September and 19" October 2021
PA&A
Staffing — Next meeting to be scheduled
— Date to be confirmed for 2022
Annual Parish Meeting
Parish Partnership Funding We have now been contacted by Norfolk County Council who will be offering
2022/2023 the Parish Partnership Scheme again for 2022 and 2023, letter attached to
report. This will be discussed at Full Council in September. Could councillors
give thought as to a proposal for this.
Items for Parish Council to consider/note —-
‘Norfolk County Council Environment, Transport, Pen en
at your service Martineau Lane
Norwich
NR1 2SG
NCC contact number: 0344 800 8020
Textphone: 0344 800 8011
cc Local Members
Your Ref: My Ref: HI/12/GEN/DH/KT
Date: June 2021 Tel No.: 0344 800 8020
Email: martin.wilby@norfolk.gov.uk
From the Cabinet Member for Highways, Infrastructure & Transport
Dear Sir/Madam
Delivering local highway improvements in partnership with Town and Parish Councils
| am delighted to inform you that due to the success of working in partnership with Parish/Town
Councils for the last eight years the Parish Partnership Scheme Initiative will again be repeated in
the financial year 2022/23. Further supporting information, including possible funding sources for
your share of the bid, is available on our website (click on this link).
The County Council has again provisionally allocated £300,000 on a 50/50 basis (There is an
upper limit on Norfolk County Council funding support of £25,000 per bid) to fund schemes put
forward by Town and Parish Councils to deliver projects that are priorities for local communities.
We are particularly keen to encourage and support first-time bids.
This letter provides more information on the process, invites you to submit bids, and explains how
the County Council can support you in developing your ideas. The closing date will be the 10
December 2021. Please contact your local Highway Engineer based at the local Area Office for
agreement and any advice in developing your ideas, especially around the practicalities and cost
estimates.
Once all bids have been received, we will assess them and inform you of our decision in March
2022 following approval by the Norfolk County Council Cabinet.
Continued .../
YyN INVESTORS
vy
www.norfolk.gov.uk Xv IN PEOPLE
Continuation sheet Dated : June 2021 -2-
To encourage bids from Town and Parish Councils with annual incomes (precepts plus any
another income) below £2,000, we are offering the following support;
e 75% County Council contribution e £5,000 maximum bid value e Offer available only once to any bidder
We will also accept bids from unparished County Council Wards. Such Wards can always opt to
becomea formal Parish Council, but otherwise we are offering support on the basis that the Ward
raises the required 50% funding. Kings Lynn Borough Council, Great Yarmouth Borough Council
and Norwich City Council have kindly indicated their willingness to consider proposed schemes
and potential funding for them. Further details are in the relevant committee report on our website
(click on this link).
What sort of schemes would be acceptable?
e Small lengths of formal footway
e Trods (a simplified and low-cost footway),
e Improved crossing facilities
e Improvements to Public Rights of Way.
§ Flashing signs to tackle speeding. We would encourage you to consider Speed Awareness
Mobile Signs (SAM2) - which flash up the driver's actual speed rather than fixed signs
(VAS) - which flash up the speed limit. The number of VAS in Norfolk has grown, and
checks show that speed reduction benefits can be minimal. Whilst we will still consider bids
for fixed VAS, we will need to be satisfied that they will be effective in reducing speed. We
consider that SAM2 mobile signs, which are moved around on an agreed rota, are better at
reducing speed; SAM2 can be jointly purchased with neighbouring Parishes and
would be owned and maintained by the Parish/Town Council.
e Part-time 20mph signs with flashing warning lights, outside schools. The County Council
generally supports these as they do show a moderate reduction in average speeds during
peak times.
e “Keep Clear’ carriageway markings outside schools. Applications will be considered for
new school keep clear carriageway markings (which must be supported by the local school)
however, these will not be enforceable without a Traffic Regulation Order which is outside
the scope of the Parish Partnership Scheme. If you wish to enforce the Order, it would
have to be wholly funded by the Parish or the Local Member.
New Bus Shelter or Shelter Lighting. A copy of Norfolk County Councils guidance for new
bus shelters is available on our web site (click on this link). Any new shelter would be
owned and maintained by the Parish/Town Council.
Schemes can be within or immediately adjacent to the highway. If they are off highway the future
responsibility for the maintenance will fall to the Parish or Town Council.
Schemes should be self-contained and not require other schemes or works to make them
effective.
Continuation sheet Dated : June 2021 -3-
Schemes that support the Local Transport Plan (LTP) objectives will have a higher priority for
funding. The LTP can be found on our website (click on this link).
With the County Council’s agreement Parishes can employ private contractors to deliver schemes.
However, any works on the highway would be subject to an agreed programme, inspection on
completion, and the contractor having £10m public liability insurance.
Schemes which will not be considered
e Bids for minor traffic management changes which require a Traffic Regulation Order for
example;-
o Speed Limits
o Waiting restrictions
o Weight restrictions
e Bids for installation of low-energy LED lighting in streetlights to help cut energy bills and
maintenance.
Mirrors in the highway
Protection of private land from travellers
Information you must include in your bid
The objective of the scheme
Details of the scheme, its cost and your contribution.
A plan/map of the extents of the scheme
Who, and how many people will benefit.
Local support, particularly from your local Member, frontagers and land owners.
For ‘off highway’ schemes, your proposals for future maintenance.
Please find a simple bid application form attached to this letter. When assessing your bid, we will
consider the points above, but also:
e The potential for casualty reduction. e Any ongoing maintenance costs for the County Council.
Your bids should be emailed to ppschemes@norfolk.gov.uk (or posted for the attention of the
County Programme Engineer, Linda McDermott, at the above address). If you need further
information on the bid process please contact Linda, by email or by phoning 01603 228905. For
advice on the scheme practicalities and/or likely costs, please contact your local Highway
Engineer.
Yours sincerely
Martin Wilby
Cabinet Member for Highways, Infrastructure & Transport
Parish Partnership bid application form
Fund applied for: Parish Partnership Fund
Applicant details:
Submitted by/contact:
Phone Number:
Email:
Sum applied for:
Total project cost:
Project title:
Project detail: (please
include a plan/map of the
extents of the scheme):
plan/map attached: Yes |! No
Any other funding:
Precept Other Income Total Yearly Income
Parish Income:
Reason for works:
Any relevant supporting
documents (e.g.
supportive
correspondence) :
Discussed with:
Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 30 June 2021
Confirmed Bank & Investment Balances
Bank Statement Balances
30/06/2021 Active Saver 4401 336,327.52
30/06/2021 Business Current Account 2077 500.00
30/06/2021 Petty Cash 247.10
30/06/2021 Active Saver 7702 337,827.30
30/06/2021 Active Saver 4503 81,397.33
30/06/2021 Number 2 account 0958 752,490.20
4,508,789.45
Other Cash & Bank Balances
20.00
1,508,809.45
Unpresented Payments
53.74
1,508,755.71
Receipts not on Bank Statement
0.00
Closing Balance 1,508,755.71
All Cash & Bank Accounts
Current Bank Account 336,773.78
=ahwoN
Petty Cash 247.10
Active Saver 7702 337,827.30
Active Saver Emergency 4503 81,397.33
Number 2 account 752,490.20
Other Cash & Bank Balances 20.00
Total Cash & Bank Balances 1,508,755.71 02/07/2021 Hellesdon Parish Council Current Year Page 1 12:44 Earmarked Reserves
Account Opening Balance Net Transfers Closing Balance
320 EMR Play Equipment 7,490.71 7,490.71
321 EMR Site Fencing 257.40 257.40
322 EMR Machinery 10,400.00 2,250.00 12,650.00
323 EMR Hard Surface Area 14,000.00 1,000.00 15,000.00
324 EMR Premises/Furnishing 1,900.00 1,900.00
325 EMR CCTV 576.00 1,450.00 2,026.00
326 EMR Elections 2,903.70 2,903.70
327 EMR War Memorial 4,380.00 4,380.00
328 EMR Burial Ground Land 17,000.00 17,000.00
329 EMR Com Centre Contingency 15,739.68 15,739.68
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 5,770.00 -1,500.00 4,270.00
333 EMR Interest on Prev 9m Depos 0.00 0.00
334 EMR HEL2** 54,910.14 -1,782.90 53,127.24
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 5,340.00 -200.00 5,140.00
347 EMR Land Acquisition account 69,752.17 69,752.17
348 EMR Community Engagement Reser 2,350.00 2,350.00
349 EMR IT Reserve 5,141.00 2,000.00 7,141.00
350 EMR Community Apiary & allotme 0.00 696.55 696.55
351 EMR Events 0.00 2,500.00 2,500.00
295,154.41 6,413.65 301,568.06
Hellesdon Parish Council Current Year
Bank - Cash and Investment Reconciliation as at 30 June 2021
Confirmed Bank & Investment Balances
Bank Statement Balances
30/06/2021 Active Saver 4401 336,327.52
30/06/2021 Business Current Account 2077 500.00
30/06/2021 Petty Cash 247.10
30/06/2021 Active Saver 7702 337,827.30
30/06/2021 Active Saver 4503 81,397.33
30/06/2021 Number 2 account 0958 752,490.20
1,508,789.45
Other Cash & Bank Balances
20.00
1,508,809.45
Unpresented Payments
53.74
1,508,755.71
Receipts not on Bank Statement
0.00
Closing Balance 1,508,755.71
All Cash & Bank Accounts
336,773.78
=aPRwond
Current Bank Account
Petty Cash 247.10
Active Saver 7702 337,827.30
Active Saver Emergency 4503 81,397.33
Number 2 account 752,490.20
Other Cash & Bank Balances 20.00
Total Cash & Bank Balances 1,508,755.71 02/07/2021 Hellesdon Parish Council Current Year Page 1
1243 Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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
1410 Community Centre Inc ML Room 65 929 0 (929) 0.0%
Community Centre :- Income 65 929 0 (929) 0 4150 Utilities 1,514 4,331 23,000 18,669 18,669 18.8%
4195 Keys/Locks 0 29 40 1 11 72.0%
4250 Sanitary Waste Disposal 0 0 2,180 2,180 2,180 0.0% 4295 Equipment - New/Replacement 0 0 1,000 1,000 1,000 0.0%
4300 Equipment-Repair/Maintenance 0 0 585 585 585 0.0%
4416 Water dispenser 0 11 345 334 334 3.3% 4435 Contingencies 0 143 1,300 1,157 1,157 11.0% 4450 Inspections 0 0 526 526 526 0.0%
4480 Memberships & Subscriptions 0 0 1,600 1,600 1,600 0.0% 4560 Property Maintain/Replacement 43 231 0 (231) (231) 0.0% 4630 Consumables te) 1) 625 625 625 0.0% 4635 cleaning agents/materials 100 239 2,310 2,071 2,071 10.4% 4695 community centre redevelopment 495 7,613 0 (7,613) (7,613) 0.0%
Community Centre :- Indirect Expenditure 2,152 12,597 33,511 20,914 0 20,914 37.6% 0
Net Income over Expenditure (2,087) (11,668) (33,511) (21,843)
110 Administration
1076 Precept 257,105 0 = (257,105) 0.0% 9,200 1085 Grants received 12,000 0 (12,000) 0.0%
Administration :- Income 269,105 0 (269,105) 9,200 4065 councillor training 0 1,000 1,000 1,000 0.0% 4465 External Audit 0 1,325 1,325 1,325 0.0% 4470 Internal Audit 330 1,270 2,380 1,110 1,110 53.4% 4475 Legal Fees 500 5,000 4,500 4,500 10.0% 4480 Memberships & Subscriptions 1,105 1,200 95 95 92.1%
4550 Insurance 0 9,687 9,668 (19) (19) 100.2%
Administration :- Indirect Expenditure 330 12,562 20,573 8,011 0 8,011 61.1% 0
Net Income over Expenditure (330) 256,543 (20,573) (277,116)
6001 less Transfer to EMR 9,200 9,200
Movement to/(from) Gen Reserve (9,530) 247,343
120 Staff
4000 Admin Staff 5,654 16,961 90,916 73,955 73,955 18.7% 4010 Groundstaff 4,105 12,315 64,663 52,348 52,348 19.0%
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page 2
1248 Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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
4020 Care Takers 3,144 11,622 81,042 69,420 69,420 14.3%
4040 PAYE 2,680 8,223 0 (8,223) (8,223) 0.0% 4045 Pension Scheme 3,350 10,828 40,841 30,013 30,013 26.5%
4055 Staff training 25 25 4,000 3,975 3,975 0.6% 4070 Profess Fees/Agency Personnel (0) 210 0 (210) (210) 0.0% 4080 Employer NI 1,243 3,877 17,510 13,633 13,633 22.1% 4090 Protective clothing/workwear 26 66 3,050 2,984 2,984 2.2%
Staff :- Indirect Expenditure 20,225 64,128 302,022 237,894 0 237,894 21.2% 0
Net Expenditure (20,225) (64,128) (302,022) (237,894)
130 Council Office
1360 Electricity FIT 141 141 500 359 28.1%
Council Office :- Income 141 141 500 359 28.1% 0
4112 Advertising 0 0 185 185 185 0.0%
4150 Utilities 750 2,169 12,365 10,196 10,196 17.5% 4195 Keys/Locks 12 12 50 38 38 25.0%
4250 Sanitary Waste Disposal 0 0 50 50 50 0.0%
4295 Equipment - New/Replacement (0) 0 150 150 150 0.0% 4400 Chairman's Budget 0 30 1,500 1,470 1,470 2.0% 4405 Expense/Mileage Members (0) 0 100 100 100 0.0% 4410 Expense/Mileage Staff (0) 0 100 100 100 0.0% 4415 Catering for Meeting 34 75 200 125 125 37.6%
4420 Telephone and Broadband 256 911 3,000 2,089 2,089 30.4%
4425 IT Support and Maintenance 212 636 2,900 2,264 2,264 21.9%
4430 Photocopier 156 807 2,260 1,453 1,453 35.7% 4435 Contingencies 0 i} 500 500 500 0.0% 4440 Stationery 0 30 670 640 640 4.5%
4445 Postage 0 0 150 150 150 0.0% 4450 Inspections 0 0 166 166 166 0.0%
4485 Other Licences/Fees 527 1,397 2,670 1,273 1,273 52.3% 4500 PWLB 0 8,945 43,826 34,881 34,881 20.4%
4560 Property Maintain/Replacement 0 192 2,000 1,808 1,808 9.6% 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 200 200 0 (200) (200) 0.0% 200 4635 cleaning agents/materials 10) 0 20 20 20 0.0%
Council Office :- Indirect Expenditure 2,148 15,404 78,112 62,708 0 62,708 19.7% 200
Net Income over Expenditure (2,007) (15,264) (77,612) (62,348)
6000 plus Transfer from EMR 200 200
Movement to/(from) Gen Reserve (4,807) (45,064)
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page 3
1243 Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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 (0) 2,000 2,000 0.0% 1090 Monthly Loyalty Rewards 1 2 35 33 5.2%
Investment :- Income A 2 2,035 2,033 0.1% 0
4060 Bank Charges 17 45 600 555 555 7.5%
Investment :- Indirect Expenditure 17 45 600 555 0 555 7.5% 0
Net Income over Expenditure (15) (43) 1,435 1,478
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 0 500 500 500 0.0% 4140 Defibrillator 0 0 300 300 300 0.0% 4295 Equipment - New/Replacement 0 0 150 150 150 0.0%
4630 Consumables 0 0 50 50 50 0.0%
Health and Safety :- Indirect Expenditure 0 0 1,000 1,000 0 1,000 0.0% 0
Net Expenditure 0 0 (1,000) (1,000)
180 Media and Communications
4100 Parish Council Promotion 0 0 1,500 1,500 1,500 0.0%
4105 Newsletter-Printing/Distributi 195 995 5,000 4,005 4,005 19.9% 4110 Website and Emails 0 851 1,000 149 149 85.1% 4155 IT Reserve 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 4,000 4,000 4,000 0.0%
Media and Communications :- Indirect Expenditure 195 1,846 14,950 13,104 0 13,104 12.3% 0
Net Expenditure (195) (1,846) (14,950) (13,104)
190 Stores
4150 Utilities 147 443 1,500 1,057 1,057 29.5%
Stores :- Indirect Expenditure 147 443 1,500 1,057 0 1,057 29.5% 0
Net Expenditure (147) (443) (1,500) (1,057)
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page 4
nets) Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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 314 946 3,213 2,267 2,267 29.4%
4450 Inspections 0 0 166 166 166 0.0% 4560 Property Maintain/Replacement 0 0 550 550 550 0.0%
Tractor Shed :- Indirect Expenditure 314 946 3,929 2,983 0 2,983 24.1% 0
Net Expenditure (314) (946) (3,929) (2,983)
200 Residents’ Parties
4115 Consumable- Food/Beverage 655 655 655 0.0%
4120 Over 65 Entertainment 300 300 300 0.0% 4630 Consumables 50 50 50 0.0%
Residents’ Parties :- Indirect Expenditure 0 0 1,005 1,005 0 1,005 0.0% 0
Net Expenditure 0 0 (1,005) (1,005)
205 Events
4122 Events 0 0 2,500 2,500 2,500 0.0%
Events :- Indirect Expenditure 0 0 2,500 2,500 0 2,500 0.0% 0
Net Expenditure 0 0 (2,500) (2,500)
210 Grounds
1200 Football Hire Charges 0 358 1,050 692 34.1%
1210 Football Training Area Hire 176 719 3,000 2,281 24.0% 1215 Grass cutting agreement 0 13,213 13,057 (156) 101.2%
1270 Floodlights Income 0 20 750 730 2.7%
Grounds :- Income 176 14,311 17,857 3,546 80.1% 0
4195 Keys/Locks 0 0 30 30 30 0.0% 4205 Replacement Bins 0 0 1,000 1,000 1,000 0.0%
4210 Emptying Bins/Fresheners 0 0 3,520 3,520 3,520 0.0%
4215 Seats - Repair/Replacement 0 0 1,000 1,000 1,000 0.0% 4220 Signage - New/Replacement 0 90 0 (90) (90) 0.0%
4225 Floodlights Maintenance/Repair 1) 0 500 500 500 0.0% 4245 Highway grass verge cutting 1,392 4,175 13,057 8,883 8,883 32.0%
4255 Green Waste Removal 225 450 2,700 2,250 2,250 16.7%
4260 Shrub/Tree/Hedge 77 77 1,556 1,479 1,479 4.9%
4270 Fertilisers/)Weed & Moss Killer 10) 0 1,394 1,394 1,394 0.0% 4295 Equipment - New/Replacement 145 311 500 189 189 62.3%
4320 Small tools 18 18 500 482 482 3.6%
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page 5
12:43 Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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 4,000 4,000 4,000 0.0% 4385 Pegs & Bolts Purchase 0 0 90 90 90 0.0% 4390 Materials 0 0 2,590 2,590 2,590 0.0% 4435 Contingencies 0 0 4,335 4,335 4,335 0.0% 4630 Consumables 0 20 575 555 555 3.4%
4635 cleaning agents/materials 0 0 100 100 100 0.0%
Grounds :- Indirect Expenditure 1,857 5,141 37,447 32,306 0 32,306 13.7% 0
Net Income over Expenditure (1,681) 9,170 (19,590) (28,760)
220 Machinery and Vehicles
4160 Repairs/Maintenance 0 64 680 616 616 9.4% 4265 Fuel 181 422 1,200 778 778 = =35.1% 4290 Servicing 0 1,436 5,500 4,064 4,064 26.1% 4310 Hire of Machinery 675 2,024 9,098 7,074 7,074 22.3% 4680 Depreciation 0 0 2,250 2,250 2,250 0.0%
Machinery and Vehicles :- Indirect Expenditure 856 3,947 18,728 14,781 0 14,781 21.1% 0
Net Expenditure (856) (3,947) (18,728) (14,781)
230 Trees
4240 Emergency Work 0 0 1,500 1,500 1,500 0.0% 4450 Inspections 0 380 2,000 1,620 1,620 19.0% 4455 Work following Inspections 0 345 5,000 4,655 4,655 6.9%
Trees :- Indirect Expenditure 0 725 8,500 7,775 0 7,775 8.5% 0
Net Expenditure 0 (725) (8,500) (7,775)
240 Allotments
1100 Allotment Income 0 45 2,500 2,455 1.8% 1105 Allotment administration fee 13 50 ie) (50) 0.0% 1110 Water Charge 0 0 750 750 0.0% 1115 Pest control charge 0 0 735 735 0.0%
Allotments :- Income 13 95 3,985 3,890 24% 0
4145 Landowner Rent 0 857 1,900 1,043 1,043 45.1%
4150 Utilities 27 (462) 1,700 2,162 2,162 (27.2%) 4170 Pest Control 0 10) 735 735 735 0.0% 4175 Best Kept Allotm. Competition 10) 0 100 100 100 0.0% 4195 Keys/Locks 9 9 30 21 21 30.6% 9
4295 Equipment - New/Replacement 24 24 0 (24) (24) 0.0% 24
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page 6
12s Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 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:
4390 Materials 56 56 430 374 374 13.0%
4560 Property Maintain/Replacement 770 2,553 500 (2,053) (2,053) 510.6% 5,075
Allotments :- Indirect Expenditure 886 3,037 5,395 2,358 0 2,358 56.3% 5,109
Net Income over Expenditure (874) (2,942) (1,410) 1,532
6000 plus Transfer from EMR, 803 3,848
6001 less Transfer to EMR 0 1,261
Movement to/(from) Gen Reserve (70) (355)
250 Play Areas
4300 Equipment-Repair/Maintenance 0 0 2,750 2,750 2,750 0.0% 4450 Inspections 244 244 250 6 6 97.6%
Play Areas :- Indirect Expenditure 244 244 3,000 2,756 0 2,756 8.1% 0
Net Expenditure (244) (244) (3,000) (2,756)
255 Hard Courts and Car Park
1220 Tennis Hire Charges 93 128 650 522 19.7% 1230 Netball Hire Charges 60 193 760 567 25.4%
Hard Courts and Car Park :- Income 153 322 1,410 1,088 22.8% 0 4340 Surface - Repair 0 0 500 500 500 0.0%
4345 Surface Clean Chemicals 1) 0 178 178 178 0.0% 4390 Materials 0 0 352 352 352 0.0%
4560 Property Maintain/Replacement 0 0 2,350 2,350 2,350 0.0%
4580 Car Park/ Pathways 0 0 650 650 650 0.0%
Hard Courts and Car Park :- Indirect Expenditure 0 0 4,030 4,030 i} 4,030 0.0% i}
Net Income over Expenditure 153 322 (2,620) (2,942)
260 Bowling Green
1240 Bowls Hire Charges 1,800 1,800 0 (1,800) 0.0%
Bowling Green :- Income 1,800 1,800 0 (1,800) 0
4330 Repair Wooden Shuttering 0 0 250 250 250 0.0%
4390 Materials 0 73 1,000 927 927 7.3%
Bowling Green :- Indirect Expenditure 0 73 1,250 1,177 0 1,177 5.9% 0
Net Income over Expenditure 1,800 1,727 (1,250) (2,977)
Continued over page
02/07/2021 Hellesdon Parish Council Current Year Page7
12s Detailed Income & Expenditure by Budget Heading 30/06/2021 Month No: 3 Cost Centre Report
Actual Actual Year Current Variance Committed Funds %Spent Transfer
CurrentMth = ToDate = Annual Bud Annual Total Expenditure Available to/from EMR
265 Memorials
4360 Rose Renewal 0 51 25 (26) (26) 203.7%
4575 War Memorial 0 0 200 200 200 0.0%
Memorials :- Indirect Expenditure 0 51 225 174 0 174 22.6% 0
Net Expenditure 0 (51) (225) (174)
270 Traffic Highways/Environment
4645 Rolling maintenance programme 0 322 0 (322) (322) 0.0%
4650 SAM2 Weekly Move 75 225 920 695 695 24.5%
4655 Bus Shelters 0 0 500 500 500 0.0%
Traffic Highways/Environment :- Indirect 75 547 1,420 873 0 873 38.5% 0
Expenditure
Net Expenditure (75) (547) (1,420) (873)
Grand Totals:- Income 2,348 286,704 25,787 (260,917) 1111.8%
Expenditure 29,445 121,735 539,997 418,262 0 418,262 22.5%
Net Income over Expenditure (27,097) 164,970 (514,210) (679,180)
plus Transfer from EMR 1,003 4,048
less Transfer to EMR 9,200 10,461
Movement to/(from) Gen Reserve (35,293) 158,556
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Receipts June 2021
Date Income Amount Notes
02/06/2021 Football training £137.70 commercial hire 02/06/2021 Tennis court hire £233.28 commercial hire 03/06/2021 Tennis court hire £77.76 commercial hire 07/06/2021 Netball court hire £25.50 Net ball 07/06/2021 Tennis court hire £42.00 tennis x 3 hires 07/06/2021 Monthly Loyalty Reward £1.22 Barclays interest 08/06/2021 Football training £97.20 community hire 08/06/2021 Norfolk County Council £15,856.00 grass cutting 2021
09/06/2021 Tennis court hire £7.00 casual tennis hire 10/06/2021 Netball court hire £25.50 Net ball 14/06/2021 Football pitch hire £84.00 junior matches 16/06/2021 Football pitch hire £200.40 junior matches 22/06/2021 Bowling Green hire £900.00 final instalment 24/06/2021 Allotment income £45.00 Plot 52a 24/06/2021 Tennis court hire £56.00 casual tennis hire 24/06/2021 Football training £162.00 commercial hire 25/06/2021 HCC as polling station £414.72 6 May elections
28/06/2021 Tennis court hire £7.00 casual tennis hire
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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.
A sound system of control is in place which should provide management and Trustees with assurance that risks are being appropriately managed
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
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
| Significant weaknesses have been identified which would, if not rectified promptly, place the achievement of objectives at serious risk
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 -.
We have identified a significant weakness or error and make a recommendation which requires your immediate attention
We have identified a weaknesses or error and make a recommendation which requires your prompt attention
We found no errors or control weaknesses but make a good practice suggestion, a point to consider, or suggest continuation of a new process
We found no errors or control weaknesses, therefore no recommendations made in this area (seen in section 3 only)
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2 / Overall Assurance Opinion and Summary of Recommendations
Overall Assurance Opinion on the systems reviewed in this report:
=" 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.
2020/21 Annual Governance and Accountability Return Part 3:
On the basis of the work we have undertaken during the course of the year, we signed off the 2020/21 Annual Governance and Accountability Return Part 3’s Annual Internal Audit
Report section 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.
3.1/LCRS We make a good practice recommendation that any review of the LCRS
Risk register | risk register by the full Council is recorded in the published meeting
minutes, including any matters arising from the Council's review.
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Testing conducted Findings
Recommendations
We reviewed internal financial The Clerk carried out a comprehensive review of the Council's
key standing documents during 2020. All such
regulations and controls documents were updated in 2020 and then re-a Pproved by
the Council, with this approval being recorded in the
documentation to ensure up to minutes.
date
This means the Councils’ key standing documents are now
up to date, with all having been reviewed and
approved within the past year / year and a half. This clears our
recommendation in this area made in our report
last year. The specific dates the updated documents were re-approv
ed were: -
- Financial Regulations March 2020
- Full Council Functions March 2020
- Members Code of Conduct January 2020
- Scheme of Delegation to the Parish Clerk March 2020
- Standing Orders April 2020
- Committees' Terms of Reference March 2020
- Internal Control & Review of Effectiveness March 2020
- GDPR Policy August 2020
- Handbook for The Clerk and Staff March 2020
- Health & Safety policy March 2020
- Safeguarding policy October 2020
We discussed the ongoing As last year, HPC, in common with other parish and town councils has
not suffered an overall negative financial No recommendations
impact of COVID-19 and UK impact from Covid-19 and lockdowns in the 2020/21 year. In fact, as we note
elsewhere in our report, reserves
Lockdown measures actually increased in the year to 31 March 2021.
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 also not
being responsible for the payment of benefis.
Covid-19 has impacted significantly on HPC in one respect
— the Community Centre has remained closed for
most of the 2020/21 year, with the commensurate loss of income — however
this has been balanced by reduced
Staffing costs that have resulted from this closure as well as the reduction
in grounds keeping work. The
Community Centre is due to remain closed until near the end of 2021 due to
the need to repair the roof.
HPC's office staff have been doing a mix of working in the office and home
working, and the lockdowns 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 remote online meetings rather
than face to face meetings.
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OWOJ4«=eay}Sos‘y}uau,lnaowsSgoioeAUueeydaUoIupey4lueYJsjEaBeBOuHNduorylHJjjOIolpoSpugUoedaOaSlsdgealymjyJSUeioauyOis}WnsaS!poyeuw}oysWsaajsseapseMsyewYWyoyUoOws}u!SEnSqsdiaeoAsJyjwnaHaAjAp|ulapaeO|ulawaopyiLu}y!eey}ueYoeyapynBe}NwmsoMolIJygHa}JulOjsrjUye!Ponae‘u0Iya}eDsowsn“s:sPue(eauduoeoeuljuep9d|4Aean})qusyI}asOyejUlmuNonAOmoyDsuaoeS$ydoHaeEdInsspuuoJdeyed
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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 Recommendations
We discussed the precept We confirmed that processes followed the usual expected timeline. No recommendations
process for the year ended
31/3/2021, and the new year The budget and precept for the 2021/22 financial year was agreed by the full Council at its 15 January 2021
ending 31/3/2022 meeting. The precept form was submitted to Broadland District Council (BDC) in time to meet BDC’s set
deadline, and the first 50% of the 2021/22 precept income was received by HPC from BDC in April 2021.
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 ofthe button straight from the RBS finance system.
Council.
Our review of the minutes of Council meetings noted that the full Council regularly reviewed the 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 There were significant variances in two inter-related areas - Community Centre income and staffing costs - but No recommendations
variances of actuals against both were explained by the impact of the Covid-19 restrictions.
budget for the 31 March 2021
financial year just ended? Community Centre income for the year was budgeted at £66k but was essentially £nil. This variance was
explained by the Community Centre being closed for most of the year due to the national Covid-19 restrictions
and also, work having to be done on the roof which will keep the centre closed until near the end of the year.
Staff costs for the year were budgeted at £326k, but were actually (£48k) lower, at £278k. This variance was
explained by the closure of the Community Centre, as well as Covid restrictions reducing other areas such as
grounds staff.
There were no unexplained significant variances against the budget.
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.
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3.4 / Incoming resources
Testing conducted Findings Recommendations
We reviewed precept income No recommendations
receipts
HPC has also received (in April 2021) the first half of its precept income for the 2021/22 year. The amount was
50% of the amount requested in the 2021/22 precept/ budget submission to BDC made in January 2021, 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 2020/21 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 2020/21 year. No recommendations
controls over cash are
adequate and effective Cash and cheques are taken promptly to the safe in the Community Centre 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 is that most payments by members of the public to HPC No recommendations
income are now made online direct to HPC’s Current Business Account. There is also a ‘square card’ facility in place
enabling payments to be made to the council by debit and credit card. This was 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 the year upon completion of the roof work.
We sought an update on CIL The impact of the Covid-19 lockdowns can be seen in the amounts of Community Infrastructure Levy (CIL) No recommendations
income income received for the 2020/21 year. CIL income is currently received from Persimmon Home in relation to the
Golf Course development. In the first half of the year, 1 April to 30 September 2020, £75,897 of CIL income was
received (but related to pre-Covid house sales). No CIL income was received in the 1 October 2020 to 31 March
2021 period. We do not see this as a concern, as HPC does not use CIL income for its day to day operations..
11.
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OaJAOaAIySsMI1upou,}qaUNsU8lyd]yoEdeOL.4jlqxd}ay|9UJJMeeojw}DEOAUNPIuOidZ1jIW0sseeMpSJwOdA}UooYWsLeaZidaeA)ujIysaWUynbHe0uI}1jJAlapda0eWuOeA|as9IYWeLop6}JNMpSOAHU}soaoiu,9JqseeYyOO}bedHDdUNqUoRpnsaWlumBsWHooiUSU4ayL1uIxeB!}OueLljgZyaWmsJlBJqeOSUsedAAsaOoZ1—J1j|sySt0Ie‘UyJ9joeaWAyjS}Is4YeuUjooOUA}ISIBuaeOjUyejWynsInsNmSuA}}eoSUaCpJCjeNObDA}sVOSmusJIUaEPe}jAL}MuMy]!NUaoUWqOsJa‘eHJGSSa)jsYpPeNnO~uiUWU}bSoqAJOeOacNSNa1JypdDGoU0IyWsYSAmOae}gP}IGoBsLnep|y}aNiaoseEJIG4nSuaNUyJe}]paYJblu1YOopeSUNly}kOaSDyupjrEey],oe}SuRsa0c2Je}WysudijaO|0s}a]¥IdyAo9p}0ny|aua}gLj9IJIsLe}ZWajO9us‘a0LU}iAeMePNsUKNZo0}q)yajbOWeOups—ouSDan0SJdoeUiyJ}ouaEOJdISAond}NU‘WdaDaMYOOjdJu|‘UyBeIi‘Nu}aB}SNnOlyOSauj|ssOJvY]oy|juNU(dsEUSepINyea1d'osYOjUdONSyLupBDAe}WIIe9pw!auSU0)NOAPEeIlpnIsOYZ'UgeouaewJDML)ZyOSd!binyWap}IZSdeIMB0duUnpujdA}pO]eoa0&iEeI}u}iolPpqa‘ueAYYSunEy}saPSonyn)U|jAio}eOsbyoeldWux|HeD‘YoUaYAEuysU1|PBwPbo‘evOya1nUeUuLneADpoZ(OSdyoWnCnpsOS“WiaIAjyWaZ‘e(ygddo}uJiwL}eUSeOonpZd!4aOeMj0omyDepZsOS19Al}Fuh|E4pZ}eUJbdL2sy}LaSoemdluH4I'zWspsoBeiUjSp6POjnnuL—gaA.elIeosLZpy|us‘ybiIu8i9Moywa1JeanSi0uIO9AniioyZ}wNJUp2gBodaPA}UoeeladsO—qy0soy“n}XoejWaUpSbyelIyIgoomluaUey4ld}ym}}eyo
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.
Findings Recommendations
Bank - we tested the year end Our testing confirmed that all HPC’s 31 March 2021 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 2020/21 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 2020
and March 2021 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.
13.
wh
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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 govemance 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 2021. 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
15.
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He HELLESDON PARISH COUNCIL
Minutes of the Meeting of Hellesdon Events Working Group
Held on Tuesday 29" June 2021 at 4pm at
The Community Centre, Wood View Road, Hellesdon
Welcome
The clerk welcomed the councillors to the first meeting being held.
To Elect Chairman for the working group
Cllr King nominated Cllr Douglass as the chair of the Events Working Group this was seconded by Cllr
Johnson and AGREEDby all
Apologies and acceptance for absence
No apologies received
To Confirm Terms of Reference
The terms of reference were NOTED
Operation London Bridge
Cllr King gave a update to the group on the guidance for Operation London Bridge, he confirmed the
group will need to meet every three months to discuss any updates, however conformation by email will
be ok if no updates are needed. Clerk to purchase a current picture of the Queen, this will replace the
one currently in the Community Centre. A further meeting will be needed to discuss a coronation and
how we will engage the community.
Cllr Gurney asked the Clerk to obtain prices for a flag pole to be put outside the Council Offices including
the relevant flags.
Cllr King asked for the current Operation London Bridge policy to be Re sent to the working Group.
Platinum Dimond Jubilee 2022
An update was given to the group that in 2022 there will be a 4 day bank holiday in June as a celebration
for the Queens Platinum Diamond Jubilee. The group discussed possible events that could take place
over this period. It was agreed to consider a traditional fair including stalls and food on the Saturday 4"
June at the Recreation Ground and community centre, it would be free for residence to attend. A further
meeting will be needed to discuss the event further.
Norfolk Day 27° July 21
The group discussed having a community Litter Pick on the 27" July 21. It was decided to hold the event
from 10am to 3pm from the recreation ground, anyone taking park will receive a Ice lolly and certificate
as a thank you for helping take pride in the Parish. Cllr Britcher
to source a freezer. The clerk to produce
a poster to advertise.
It was agreed Full Council to allocate funding for the event
Christmas Events 2021
Following on from the success of last years community hampers, it was agreed to do it again for 2021.
This year it would be for anyone in the Community as a Thank you or anyone who would benefit from
receiving one. Nominations for Hellesdon Residents will be open from 1* September, donations from
End October. This will be controlled again at the Parish Council Offices.
This year it was agreed to do Christmas Hamper bags for the older residents as they were well received in
2020. It was discussed that they would like to identify more of those who really need it/benefit from
receiving a hamper, it was AGREED to a smaller bag this will enable us to target more residents. It was
agreed to do this as an Appeal to the next door neighbour to help those who are lonely and isolated.
Early publicity for this was needed and the Clerk to put in the next addition of Just Hellesdon.
9. Ideas for Future Events
Cllr Douglass asked the group to consider future events in the parish.
6. To confirm the date, time and venue of the next meeting k Day.
zoom meeting to be held on 19" July at 4pm to discuss the arrangements for Norfol
Meeting Closed at 6:15pm
HE HELLESDON PARISH COUNCIL
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 22TM June 2021 at 6.15pm in
Hellesdon Community Centre, Wood View Road, Hellesdon
PRESENT:
Cllr Johnson
Cllr Sears
Cllr Franklin
Cllr King
Mrs. N Carver
— Clerk
Due to no chair or vice chair present, it was proposed that Cllr King takes the position of chair for the
meeting, it was accepted and AGREED.
The chair welcomed all to the meeting.
Apologies and acceptance for absence
Apologies were received from Cllr Britton, Cllr Potter and Cllr Fulcher these were ACCEPTED
Declarations of Interest and Dispensations
No further declarations of interest or dispensations were made
To Confirm the Acceptance of Vice Chair Following the Committee meeting held on 8" June 2021
Item deferred to the next meeting of the planning committee
To receive approval of minutes of the committee meeting held on 18" May and 8" June 2021 from those
members present at the held meeting.
Minutes were previously circulated and AGREED by those present at the meetings held
Public Participation (as permitted by Standing Order 3.d &5.k. xiii)
No public in attendance
General Matters/Planning Outcomes
Applications Determined and awaiting Decision- This Information provided with the Agenda was NOTED.
Applications for Consideration 21/00745/EIA2 No Objections, but further information on how the Norwich Airport Amsterdam Way, following items will be mitigated to be presented NR6 6JA to the council at the earliest convenience EIA Scoping Request for a total of 120,000sqm of 1. Residential Impact aviation and non-aviation related employment 2. Traffic
HlestsHaces 3. Intrusive lighting
7a) *] AO (- (0 Baperen erent ere ee eee ECCT eee O TT errr Cee TOTTCTTT CT Ce)
HPC Planning Committee Mins 22" June 2021
Norfolk County Council No Objections
A1067 Hellesdon Royal Norwich Golf Club $278 Letter Request to the officer to provide time scales
Persimmion Homes Scheme for works
20210848 As plans could not be viewed an extension was
108 Hawthorne Avenue, NR6 6LF requested to be discussed at the next meeting.
Erection of a single storey rear extension.
20210852 No Objection
1 Riverside Close, NR6 SAU
Erection of a two storey side extension and a
single storey rear extension including balcony.
20211067 No Objection
253 Reepham Road,NR6 5QH
Rear extension and minor alterations to roof.
20210923 No Objection
131 Links Avenue, NR6 5PQ
Alterations to roof to remove hip and form gable
end.
8. Exchange of Information
None Noted
Date, time and venue of next meeting
This was confirmed as Tuesday 13* July at 6.15pm in the Council Chambers.
The meeting closed at 6:45pm.
Approved
He HELLESDON PARISH COUNCIL
The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR65QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: clerk@hellesdon-pc.gov.uk
Minutes of the meeting of the Playing fields, Allotments and Amenities Committee held on
Tuesday 29* June 2021 at 7pm Via Zoom
Meetings are being held under The Local Authorities and Police and Crime Panels (Coronavirus) (Flexibility of Local
Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 for the purpose of transacting the
following business.
Present: Cllr D King— Chair of the Committee
Cllr U Franklin
Cllr S Gurney
Cllr K Avenell
Cllr Duglass
Cllr Diffey
— Clerk
N Carver
2 members of the public
The Chairman welcomed members of the committee and members of the public the meeting was
opened at 7pm.
1. Nominations for and Election of Chairman
It was AGREED at Full council for Cllr King to continue as Chair of the Committee, Cllr king confirmed
acceptance
2. Nominations for and Election of Vice Chairman
Cllr Gurney nominated Cllr Avenell for Vice Chairman, Cllr Avenell ACCEPTED it was AGREED by all
3. Apologies and acceptance for absence
There were no apologies received all committee were in attendance.
4. Declarations of Interest and Dispensations
Cllr Gurney declared interest in Agenda item 5, Community Apiary.
5. To Approve the Minutes of the Meeting 25" March 2021
The Minutes had been circulated from the meeting of 29" April 2021, Cllr King proposed to accept the
minutes. It was
RESOLVED TO ADOPT THE MINUTES
6. Public Participation
Two members of HAHA attended the meeting. Mark Vincent Vice Chairman of the group had emailed
the clerk regarding a number of items raised at their last committee meeting which had been circulated
to the committee under Agenda item 7b. Mr Vincent asked for an update on the following items.
i) Changing the tap in the toilet block to a push tap. The clerk had had a plumber onsite, who
advised that they would not change the tap as it is on a thermostatic controlled boiler. If the
tap was changed it would be approx. cost of £250.00. Mr Vincent asked if they could obtain a
price the Chair clarified that this must by a formal quote sent to the clerk.
1
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HPC Playing Fields, Amenities & Allotments Committee Mins 29" June 2021
ii) A member of HAHA had contacted ATC at Norwich Airport, regarding having a burn up day on
the allotments with incinerators, they had been advised by ATC that they could do this ensuring
the following information is provided; Date, Name of responsible supervisor, contact number
incase of emergencies.
Cllr Gurney spoke with regards to some allotment sites have one incinerator for the whole site,
and twice a year hold a Burn Up Day, it would not be for green produce but for dry roots. Cller
Gurney asked for he Clerk to contact the Civil Aviation authority directly to look further into this
and ask for agreement in writing.
It was Proposed from Cllr Gurney, not to pursue further unit full clarification has been received,
this was AGREED by all.
iii) Mr Vincent provided the clerk with information on an alternative post for access to the newer
allotments, this had costing of £1000, Cllr gurney suggested a post with a higher lock, which
may be a cheaper option. The clerk to look into this further.
Cllr Gurney updated the two committee members with regards to the Apiary and that the kit for the
bees is kept in the back of a vehicle, access to the site is needed due to the weight and they are
transporting livestock. HAHA are happy supporting this.
Bush Road Allotments
a) Awritten report was previously circulated on Deer at the allotment site. With no further questions the
report was NOTED.
b) Correspondence from HAHA was previously circulated including the response sent by the clerk. With
no further questions the report was NOTED.
Awritten report was previously circulated on the water leak at the allotment site on Bush Road. The
clerk confirmed the officers will continue to monitor this until October where it will be brought back to
committee. With no further questions the report was NOTED.
It was noted the new date 31° July was set by HAHA for their Summer BBQ. Cllr Gurney and Cllr King
confirmed they would be attending any other councillors wishing to attend to contact the Clerk.
Recreation Ground
The committee received a written report on youth area, the report along with the findings from the
consultation were discussed. It was Proposed by Cllr King and seconded by Cllr Gurney to purchase a
youth shelter and nest swing for the Youth totaling Approx. £12,000. It was AGREED by all
Cllr King proposed to allocate the EMR 320 £7490 towards the cost of the equipment. As there would
be a shortfall, Cllr King proposed moving £7000 from EMR 328 to EMR 320 and £10,000 of EMR 347 to
EMR 320. It was seconded by Cllr Gurney and
RESOLVED TO PUT TO COUNCIL FOR APPROVAL
b) A report to consider replacement benches on the recreation ground with family picnic benches was
previously circulated. It was AGREED to look at this is the next budget meeting for PA&A
Mountfield Park
a) The committee discussed the cutting of areas at Mountfield Park, and confirmed for grounds to
continue to cut the site as scheduled and once the wildflower area has reseeded a path can be cut in
place.
b) The council considered looking at a Friends of Mountfield Park group following a parishioner request.
The committee asked the clerk to contact the resident and ask for a meeting to discuss further.
10. Remembrance Rose
A report was previously circulated to update the council on the purchase of a Royal Rose in
remembrance of the Late Duke of Edinburgh. The report was NOTED.
Cllr Gurney proposed a rose is also purchased for Sir Captain Tom, this was seconded by Cllr King and it
was AGREEDby all
ADPIOVED cscccscsrssvessassnssocasavenosvasvssnscaveaseeesensenenescens
HPC Playing Fields, Amenities & Allotments Committee Mins 29" June 2021
11. Tree Maintenance
It was AGREED to appoint MJ Tree Surgeon to carry out the yearly tree inspection
12. Exchange of Information
No further information exchanged.
13. To confirm the date, time and venue of the next meeting
The next meeting of the committee will be on 7"" September 2021 at 7pm and 19" October 2021 7pm
MEETING CLOSED AT 09:25pm
AD DIOVEd secscissceececesrewereseceessaem ceuneeusteeseeareneseaieeeey
HPC Playing Fields, Amenities & Allotments Committee Mins 29" June 2021
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.