Agenda Item 7 Representative In May 2015 Cllr Beckham was appointed as the Suffolk Association of Local Councils representative.

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1 Agenda Item 3 Councillors Request for Dispensation If there is an item on this agenda for which you have a pecuniary interest you will not be able to take part in any of the discussion or vote on a resolution. However, if you wish the council to consider your request for dispensation you need to write to the Clerk ahead of the meeting stating your reasons on why you should be given a dispensation. Agenda Item 6 Committees In May 2015 Cllrs Gore, Green and Shapley were elected to the HR Committee and Cllrs Edgeley, Hart and Reeve were elected to the Standards Committee. Agenda Item 7 Representative In May 2015 Cllr Beckham was appointed as the Suffolk Association of Local Councils representative. Agenda Item 8 Internal Auditor Heelis & Lodge has undertaken the role of Internal Auditor to CPC for the past 8 years. Agenda Item 11 Clerk s Report Minute Action Complete P 14/028 SCC are reviewing CPC request to lease / licence the Drive to Churchyard. How long has CPC maintained Drive? 16/005 Letter written to Colets Piling and no response received. 16/015 Health Centre do not consider that a dog bin is required on their site. P 16/026 Minutes updated on website. P 16/028 Frank Lawrenson asked for status regarding CPC being a formal partner for Chilton Woods S106 agreement. 16/030 a Newsletter issued P 16/030 a Response sent re Chilton Woods. P 16/031 a Payments made to suppliers. P 16/031 b Donations sent. P 16/041 Minutes updated on website. P 16/043 a Response sent re planning application. P Clerk Hours As at 27th March hours worked / hours paid. Agenda Item 12 Correspondence Apart from items in agenda no other correspondence has been received since the last meeting. Prepared by: Dave Crimmin Page 1 of 14

2 Agenda Item 13b Status of Planning Applications Application Reference Address Planning Details CPC Minute Parish Council Comments B/15/01718 Chilton Woods Outline application (with all matters reserved 16/030a Objected Mixed Use except for access) - Erection of up to 1,100 Development, dwellings (Use Class C3); 16.4ha of employment Land North of, development (to include B1, B2 and B8 uses, a Woodhall hotel (C1), a household waste recycling centre Business Park, (sui generis) and a district heating network); Sudbury village centre (comprising up to 1,000m2 Gross Floor Area (GFA) of retail floor space (A1, A2, A3, A4 and A5), village hall (D2), workspace (B1a), residential dwellings (C3), primary school (D1), pre-school (D1) and car parking); creation of new vehicular access points and associated works; sustainable transport links; community woodland; open space (including children's play areas); sustainable drainage (SuDS); sports pavilion (D2) and playing fields; allotments; and associated ancillary works. B/16/00218 Chilton Airfield Use of land for parking of vehicles, washing and 16/043a Objected cleaning of own vehicles, installation of anti-theft cabin. Babergh DC Comments Prepared by: Dave Crimmin Page 2 of 14

3 Agenda Item 14a Internal Auditor Report Prepared by: Dave Crimmin Page 3 of 14

4 HEELIS&LODGE Local Council Services Internal Audit Internal Audit Report for Chilton Parish Council 2015/16 The following Internal Audit was carried out on the adequacy of systems of control. The following recommendations/comments have been made: Income: 11,774 Expenditure: 6,726 Reserves: 29,247 Annual Return Completion: Section One: Yes to be signed Section Two: Yes to be signed Section Four: Yes Proper book-keeping Cash Book, regular reconciliation of books and bank statements. Supporting vouchers, invoices and receipts All were found to be in order. VAT payments are tracked and identified within the cashbook and the year end accounts. The cashbook is referenced providing a clear audit trail. Supporting paperwork is in place and well referenced. Financial regulations Standing Orders and Financial Regulations Tenders Appropriate payment controls including acting within the legal framework with reference to council minutes Identifying VAT payments and reclamation Cheque books, paying in books and other relevant documents Standing Orders in place: Yes Reviewed: 5/1/2015 (Ref: 15/004) Financial Regulations in place: Yes Reviewed: 4/11/2014 (Ref:14/136e) VAT reclaimed during the year: Yes Registered: No General Power of Competence: Yes Financial Regulations and Standing Orders in place. Standing Order 18 and Financial Regulation 11 are in need of updating to reflect the Public Contracts Regulations Recommendation: To review Standing Orders and Financial Regulations to reflect the Public Contracts Regulations Prepared by: Dave Crimmin Page 4 of 14

5 The Council confirmed its eligibility to continue using the General Power of Competence following the elections (12/5/2015 Ref: 15/059). Risk Assessment Appropriate procedures in place for the activities of the council Risk Assessment document in place: Data Protection registration: Yes Yes Insurance was in place for the year of audit. The Risk Assessment and Internal Controls were reviewed on 4/1/2016 (Ref: 16/013 and 16/014). The Council have good internal financial controls in place. Cheque stubbs are initialled by signatories (with the exception of cheques ). The Clerk provides financial reports to council meetings. Councillors are provided with information to enable them to make informed decisions. The Clerk provides comprehensive financial reports to the Council. Fidelity Cover (Employee Dishonesty): 25,000 The level of Fidelity cover is just below the recommended guidelines of year end balances plus 50% of the precept. Transparency Code Compliance for smaller councils with income/expenditure under 25,000. Smaller authorities should publish on their website from 1 April 2015: Smaller Council: Yes Website Address: a) all items of expenditure above 100 Information can be found in the minutes where the finance report is published. b) end of year accounts (By 1 July) The 2015 Annual Return is published, including the Notice of Audit. c) annual governance statement (By 1 July) The 2015 Annual Return is published on the website. d) internal audit report (By 1 July) The 2015 Internal Auditor s report is published on the website. e) list of councillor or member responsibilities A list of Councillors and their individual responsibilities is published on the website. f) the details of public land and building assets (By 1 July) The asset register is published on the website, and includes land in the ownership of the Council. The Council owns no buildings. g) Minutes, agendas and meeting papers of formal meetings All minutes and agendas are published on the website, draft minutes are marked as draft, agendas include supporting papers for the meeting. I would like to take the opportunity to commend the Clerk on the well organised and excellent presentation of the Transparency Code Prepared by: Dave Crimmin Page 5 of 14

6 documents on the website. Documents can be found easily and links are provided on a specific Transparency Code web page. Budgetary controls Verifying the budgetary process with reference to council minutes and supporting documents Precept: 7, Date: 5/1/2015 (Ref: 15/011-b.) Good budgetary procedures are in place. The precept was agreed in full council and the precept decision and amount has been clearly minuted. The Clerk ensures the council are aware of responsibilities, commitments, forward planning and the need for adequate reserves. Budget papers are prepared to ensure councillors have sufficient information to make informed decisions. Income controls Precept and other income, including credit control mechanisms All were found to be in order. Income controls were checked and income received and banked cross referenced with the Cash Book and bank statements. Petty Cash Associated books and established system in place A satisfactory expenses system is in place with supporting paperwork. No petty cash is held. Payroll controls PAYE and NIC in place where necessary. Compliance with Inland Revenue procedures Records relating to contracts of employment PAYE System in place: Yes The Council are operating RTI in accordance with HMRC regulations. Year end paperwork is in place. Quarterly payments have been made to HMRC in relation to Tax. Asset control Inspection of asset register and checks on existence of assets Cross checking on insurance cover A separate asset register is in place. Values are recorded at cost value. Bank Reconciliation Regularly completed and cash books reconcile with bank statements Year-end procedures All were in order. The bank statements reconciled with the end of year accounts and bank reconciliations for all accounts. It is noted that the Lloyds fixed term deposit has matured and the funds transferred into the Treasurer s Account on 21/10/2015. Monthly reconciliations are undertaken. Appropriate accounting procedures are used and can be followed through from working papers to final documents Verifying sample payments and income Checking creditors and debtors where appropriate. Prepared by: Dave Crimmin Page 6 of 14

7 End of year accounts are prepared on a Receipts & Payments basis. All was found to be in order. Sole Trustee The Council has met its responsibilities as a trustee The Council is not a sole trustee. Internal Audit Procedures The Council reviewed the effectiveness of the internal audit at a meeting held on 4/1/2016 (Ref: 16/014). An Audit Plan is in place. The Internal Audit report was considered by the Council at a meeting held on 12/5/2015 (Ref: 15/069-a.). Heelis & Lodge were appointed Internal Auditors on 12/5/2015 (Ref: 15/063). External Audit The External Auditor s report was considered by the Council at a meeting held on 7/9/2015 (Ref: 15/104-a.).. Additional Comments/Recommendations There were no matters raised by the External Auditor in relation to the External Audit. The Annual Town Council meeting was held on 12/5/2015, within the required timescale. The first item of business was the Election of Chairman, in accordance with Standing Orders. There are no additional comments/recommendations to make in relation to this audit. I would like to record my appreciation to the Clerk to the Council for his assistance during the course of the audit work Heather Heelis Heelis & Lodge 22 April 2016 Prepared by: Dave Crimmin Page 7 of 14

8 Agenda Item 14b Bank Reconciliation and Accounts CHILTON PARISH COUNCIL Bank Reconciliation for Financial year ending 31st March 2016 Balances per Bank Statements as at 31st March 2016 Current Account 29, Instant Access Account Lloyds Fixed Term Deposit , Add any Unbanked Cash as at 31 March 0.00 Less Unpresented Cheques as at 31 March CASH BOOK , Total Cash 28, Opening Balance 22, Add Receipts in the year 11, , Less Payments in the year 6, Total Cash 28, Prepared by: Dave Crimmin Page 8 of 14

9 CHILTON PARISH COUNCIL Receipts & Payments Account for the year ending 31st March 2016 Receipts Precept 7, Bank Interest Churchyard Grants 2, Wayleave 9.20 Other VAT Repayment Payments Clerks Salary 2, Admin Expenses Annual Subscriptions Insurance Audit Inspections Donations Chairman's Allowance 0.00 Dog & Litter Bins Footpaths Churchyard / Memorial Community Warden Street Lighting 0.00 Projects Other VAT Paid , , Excess of Receipts over Payments 5, Add Balance Brought Forward 22, Balance Carried Forward 28, Represented by Current Account 28, Instant Access Account Lloyds Fixed Term Deposit , I have prepared these accounts from the books and records of the Chilton Parish Council and certify that they are a true record of the Parish Council's transactions Signed: Date: DF Crimmin RFO Chilton Parish Council Prepared by: Dave Crimmin Page 9 of 14

10 Agenda Item 14c Section 1 of Annual Return Prepared by: Dave Crimmin Page 10 of 14

11 Agenda Item 14d Section 2 of Annual Return Prepared by: Dave Crimmin Page 11 of 14

12 Agenda Item 14e Significant Variances Explanation to the quantified significant variances for boxes 2-6, 9 and 10 in Section 2 of the 2015 / 16 Annual Return Box 3 Total Other Receipts , ,116 Difference 1,898 86% Other Receipts Difference Burial Fees Bank Interest Grants 764 2,737 1,973 Other VAT Repayment ,899 Burial Fees and Bank interest were lower in CPC received a Grant of 2,237 towards the cost of a defibrillator, the invoice for which will be in 2016 / 17 once it is delivered and installed. CPC received a reduced Precept Tax Grant in 2016 of 126, down from 189 in 2015 and received no Bank Compensation ( 113) as it had in However, CPC collected donations of 485. Agenda Item 14f RFO Report Receipt & Payments Date Details Ref Power Receipts Payments 20/04/16 BDC Precept & Grant 3, /05/16 Community Heartbeat Trust LA 2011 ss 1 to , Defibrillator & Cabinet 09/05/16 GWVH - Hall Hire April to Nov LA 2011 ss 1 to /05/16 Heelis & Lodge - Audit Fee 747 LA 2011 ss 1 to /05/16 Suffolk Wildlife Trust - Ann Subs 748 LA 2011 ss 1 to /06/16 DF Crimmin - Salary April to June 749 LA 2011 ss 1 to /06/16 DF Crimmin - WFHA April to June 749 LA 2011 ss 1 to /06/16 HMRC - Clerk Tax 750 LA 2011 ss 1 to Reconciliation Account Statement Date Statement Balance Actual Balance Unpresented Cheques Credits not shown Difference Current Account 31/03/16 29, , , , , Instant Access Account 20/10/ , , , , Prepared by: Dave Crimmin Page 12 of 14

13 Statement of Accounts vs Budget Budget Actual Reserves Budget Actual Assets B/Forward 28, Income Expenditure Precept 7, , Clerks Salary 2, Bank Interest Admin Expenses 1, Churchyard Insurance Grants Annual Subscriptions Wayleave Audit Inspections Other Donations VAT Repayment Chairman's Allowance Dog & Litter Bins Footpaths Churchyard / Memorial Community Warden Street Lighting Projects 1, , Other VAT Paid Total 8, , Total , , Assets C/Forward 28, Total 32, Total 32, Agenda Item 15 Burial Authority CPC has received the following request from the Church Trustees via Adrian Beckham. Please find attached quotes for path and repair of the gate. To summarize: Earthworks have quoted = VAT for the kissing-gate and VAT for a path from one gate to the other Wiles have quoted VAT for the kissing-gate and VAT for a path from one gate to the other As the Church Trustees will stomach all of the costs of installing Electricity in the church, could Chilton PC cover all the costs of the above proposed works? Adrian has also obtained a third quote which I will forward when received. Prepared by: Dave Crimmin Page 13 of 14

14 Agenda Item 16 Letter from Ethan Head Agenda Item 17 BDC Meeting The next Town and Parish Liaison Meetings will take place on Tuesday 7 th June for Babergh (venues to be confirmed later). As usual start times are 10.00am for the morning meeting and 6.30pm for the evening session. Prepared by: Dave Crimmin Page 14 of 14