Agenda for the East Hanney Parish Full Council Meeting – 2nd February 2021 at 7.30pm
To Members of the East Hanney Parish Council YOU ARE HEREBY SUMMONED to attend the full Council meeting commencing at 7.30pm on Wednesday 27th January 2021 to be held VITRUALLY, via the ZOOM program/application for the purpose of considering and resolving upon the business set out in the following agenda.
Press and members of the public: You are welcome to attend the meeting by following the link in the meeting notification. Note: only agenda items in bold require discussion and decision.
1. To receive apologies for absence. 2. To receive statements and questions from members of the public. (Participants are restricted to 3 minutes each.) 3. Members Declarations of Interest. 4. To approve the minutes of the meetings held on the following dates: a. 27th January 2020 P97-2020 5. To consider matters arising and questions as to the progress of any item on the agenda. 6. To note the Letcombe Brook Project 2020 report. P98-2020 7. To receive an update on the solar crossing beacons near the school. P108-2020 8. To receive the amended recreation field layout and consider plans for public exposure and consultation. P99-2020 9. To receive the Parish S106 report (12.01.2020) P100-2020 10. To receive the External Audit report for 2019-20. P101-2020 11. To receive the cashbook and bank reconciliation to 31.12.2020 P102-2020 12. To note the waiving of the annual fee by Hanney News for the Council’s monthly insertion. 13. To approve the annotated Council Risk Assessment & Management plan for Financial Year 2021-2022. P103-2020 14. To note the resignation of a member of the Council and process for replacement. P111/a-2020 15. To appoint a new cheque signatory. P112-2020 16. To consider the below listed grant requests: a. Citizen’s Advice Bureau P104/a-2020 b. Wantage Independent Advice Centre P105/a-2020 17. To consider path maintenance on Parish Council owned land. P106-2020 18. To consider the contractor for gang-mowing the Parish Playing fields. P107-2020 19. To receive the accessibility report for the Council’s website P108-2020 20. To consider East Hanney Parish Council’s social media presence. P109-2020 21. To consider the provision of websites for the Preschool, War Memorial Hall and the wider community. P110-2020
G Langton, Clerk 27th January 2021. 12 Brookside, East Hanney, Wantage, Oxfordshire. OX12 0JL Phone: 01235867403
Topic: Extraordinary meeting of the Council Time: Feb 2, 2021 07:30 PM London Join Zoom Meeting https://us02web.zoom.us/j/87891378868?pwd=bVQwZzc1dGR6V2RoOENiRDc5cWordz09 Meeting ID: 878 9137 8868 Passcode: 918996
12 Brookside, East Hanney, Wantage, Oxfordshire. OX12 0JL Phone: 01235867403
Item 11: P102a-d, account statements 31.12.2020
Elections account:
Current account:
12 Brookside, East Hanney, Wantage, Oxfordshire. OX12 0JL Phone: 01235867403
Item 15: P106-2020 To consider path maintenance on Parish Council owned land. Councillor Aram requested that this item be added to the agenda. Through the winter, regularly used paths across the village have been turned to mud. This has been exacerbated by the lockdowns imposed in response to Covid-19 limiting people to local exercise. The path alongside the allotments has recently been recovered in chipped Christmas trees. Recommendation: The Council consider the need for a more long term solution.
Item 16: P107-2020 To consider the contractor for gang-mowing the Parish Playing fields. The Council has been contracting Greenscythe Ltd of Wroxton to gang mow its fields at the cost of £107.50 per cut (in 2020). This included just the land owned by the Council, not the land the Council leases (Kings Leases). A local contractor has offered to cut the fields for a charge of £150, to include both the owned and the western portion of the leased land (to the west of the planted tree whips). Other work, such a hedge cutting, or verge maintenance would be charged at £25 per hour. The portion of Kings Leases to the east of the tree whips would remain cut for hay by the neighbouring farmer. Recommendation: The Council consider whether to retain the current contractor or move to a new tender.
Item 18: P109-2020 To consider East Hanney Parish Council’s social media presence. The Council’s Facebook page is a group attached to the current Clerk’s personal profile. With the Clerk’s imminent departure, consideration should be given to setting up the Council’s own Facebook page, not attached to any personal one. The Council has no Twitter or other social media presence. Recommendation: The Council agree to set up a dedicated East Hanney Parish Council Facebook page. The Council consider the need for other social media presence.
12 Brookside, East Hanney, Wantage, Oxfordshire. OX12 0JL Phone: 01235867403
Item 19: P110-2020 To consider the provision of websites for the Preschool, War Memorial Hall and the wider community. A number of years ago, East Hanney PC agreed to part fund the village website (https://thehanneys.uk/), along with West Hanney PC. This website hosts the Hanney News archive and other community wide pages. No invoices had ever been submitted, and in October 2020, East Hanney was asked to pay for the hosting. On scrutinizing the invoice, the Parish Clerk noted that the website included sub-sites for the Hanney War Memorial Hall and the Hanney Preschool. Given the relatively small amounts involved, which covered the years 2017-18 to 2020-21, the Clerk sought permission from the Chairman to pay the PC’s portion of the costs, at £274.05. The invoices cover the period to 5th Feb 2021. In the Clerk’s view, the Council should not be paying the bills of the Hanney War Memorial Hall or the Preschool. Both of these organizations receive income and grants and should be expected to meet their own costs.
Recommendation: 1. From Feb 2021 HWMH should pay for part of the invoice, if it cannot be itemised then a reasonable portion of the cost. (Given their level of use of the site, with calendar, advertising and booking, it is recommended the Hall pays 50% of the whole cost. 2. The Pre School, which has been incorporated into the St James from 01.09.2020 (despite many objections), should no longer be provided with a website by any organisation other than the Vale Academy Trust once the current license ends in Feb 2021.
12 Brookside, East Hanney, Wantage, Oxfordshire. OX12 0JL Phone: 01235867403 P98-2020
Letcombe Brook Project - 2020 Year End Report
Take a look at some of our work during the last year, including some of the funded projects, volunteering activities, fundraising, wildlife highlights, and looking at the year ahead.
Funded Projects LBP were successful in securing funding from the Environment Agency’s WEIF (Water Environment Improvement Fund) for 2 projects. Funding paid for the Lower Mill Fish Pass which has now been completed and improves fish passage along the Letcombe Brook as well as creating some excellent habitat and improving water conveyance.
Funding for the ‘Love the Letcombe Project’ has enabled us to carry out habitat improvement works at several sections along the brook. We have focused on pollarding bankside trees to allow more light to reach the brook and its banks which will encourage riparian habitat recovery which will in turn support water vole, brown trout and aquatic invertebrate populations.
Volunteering Activities Activities have been heavily impacted by Covid and fewer work parties took place this year for that reason. Riverfly monitoring was also reduced and no events were held since the Volunteer thank you event in February. We did manage to hold some work parties including habitat improvement work at Letcombe (Millennium Green), Wantage (Limborough Rd and Willow Walk) Grove (Grove Green, Mably Way, Kingfishers) and East Hanney (Poughley Farm). Huge thanks to all those volunteers that come out in all weather to help us look after the brook!
Many thanks to the youngsters that are continuing with river wardening surveys as part of their Duke of Edinburgh Award Scheme activities.
Fundraising In what has been a tough year LBP have managed to secure some additional funding which is great news. Aside from the EA funding mentioned above, Lesley has been able to secure funds from several private Trusts. This money can be used for additional project work and to purchase equipment for our volunteers. We also secured Section 106 funding for interpretation at Letcombe Regis and Councillor Priority Funding for improvement work at Willow Walk in Wantage.
Wildlife Highlights I don’t need to tell you that 2020 has been a strange year but as far as the wildlife on Letcombe Brook goes, it seems to have been a pretty good year. The brook is such a rare habitat and supports some quite rare and specialised species a few of which are mentioned below.
P98-2020
Water voles Water voles are still classed as Britain’s fastest declining mammal but seem to be doing OK on the brook. The population is surveyed every 3 years as part of BBOWT’s Water Vole Recovery Project and was due to be carried out this year but was cancelled, like many other things, due to Covid. I found time to get out though and do some ad-hoc surveying and the populations at Grove Green and Mary Green in Grove and Limborough Rd, Water vole feeding signs and droppings Wantage seem to be doing well. I managed to get some photos and video which was posted on Facebook and received lots of positive reaction. The only downside was the amount of disturbance at Grove Green particularly with lots of dogs in the water. One adult vole was found dead with what looked like a clear dog bite.
Vole activity was also identified at Willow Grange and Willow Walk in Wantage, Mably Way, Grove Bridge and the area downstream of Grove towards Williams F1 as well as at East Hanney downstream of the iron bridge. There is still a notable lack of voles in the Letcombes but one was spotted just upstream of the BBOWT reserve so fingers crossed that 2021 might see them recolonise that BBOWT reserve where there is some great habitat for them. We continue to monitor the brook for mink and some footprints were found in East Hanney during October so we will continue to do so.
Otter Following the sad death of a mature male otter on the road at Grove in late 2019, we were very excited to learn a new male had arrived on the patch by the start of 2020. We were even more excited in the spring to hear we had a female with 2 cubs using the brook, the first time we have been aware of cubs. Thanks to the riparian owner that alerted us to this fact and provided some wonderful video footage of the mother and cubs. By late 2020 the cubs seemed to be travelling solo and may well be driven from the territory by any resident male. During the year otter activity has been recorded along the full length of the brook and a few people have been lucky enough to get a brief Otter Prints at Mably Way glimpse with 3 sightings in the evening in the Wantage Mill/Betjeman Park stretch.
A few people have raised concerns about otters eating all the fish but this isn’t really an issue in a natural system like the Letcombe Brook. They will off course catch and eat some fish but also eat the signal crayfish, eggs, birds, frogs and anything else they can catch. Otters can be a problem in over stocked commercial fishing lakes as they act like honey pots and are easy fishing. Wild brown trout in a small brook are not an easy target. Otters are also territorial, on a small watercourse like the brook, that territory will be very large so any pressure they exert will be spread over a large area.
P98-2020
Birds Kingfishers also seemed to have a good year with at least one brook raised by a pair in Grove. I believe nesting also took place in Letcombe and East Hanney. Good spots to watch for them include the Cressbeds at Letcombe Bassett, around the lake area at Letcombe Valley Reserve, Grove Green and the iron bridge at East Hanney. Having said that I do see them regularly along most of the brook but it’s always a quick glimpse! Grey Wagtail at Letcombe Please remember they are a fully protected bird and it’s illegal to disturb nesting activity. If you do become aware of a nest (situated in a burrow in the bank) please move immediately and carefully away from the area and notify me of its location. The little egret continues to put in appearances along the brook. They seem most active at Letcombe but are now being seen more in Grove and East Hanney.
Grey wagtail is a red list species due to their declining numbers but can also be seen all along the brook. Please keep an eye out for yellow wagtail, a similar species but a summer visitor, much rarer in this part of the country and I am keen to collect records of this species along the brook. Spotted flycatcher are another one to look out for – seen in Letcombe Valley and Willow Walk during 2020 but a rare bird these days.
Reptiles Grass snake were seen at Letcombe Bassett, Grove Green and down near Wick Farm during 2020. They are great swimmers and can catch fish. Unfortunately, they are still killed as people mistake them for adders, our only poisonous snake. Adders are protected and should never be killed, not that you are likely to see one in Oxfordshire, there are concerns they are now lost to this County which is a great shame.
Common lizard is probably present more often than we realise. Sightings were made in Letcombe Bassett and Grove in the past year but they are another fast declining species. They have no special association to the brook, but the adjoining green corridor provided along its banks is important for many species.
Fish Brown trout are present all the way along the brook but populations are impacted by the many obstructions present which prevent movement to better spawning areas, mixing of populations and movement away from low-flow areas or pollution. Modification or removal of these obstructions remains a major aim of LBP and the EA.
Other fish present include the bullhead, 3 and 9-spinned stickleback, minnow, gudgeon, roach and stone loach. It is hoped that as obstructions are removed and connectivity improved these populations will increase and be joined by chub, dace, perch and perhaps even the odd pike, eel or barbel. Not all stretches of Letcombe Brook are deep enough to support these species but the lower sections certainly are and could provide great spawning habitat for them on the clean gravels and rich water plants present.
P98-2020
Dragonflies and Damselflies I have been excited to find both banded and beautiful demoiselle along the Letcombe Brook this year. Beautiful demoiselle are much more unusual but seem to be spreading. A few were seen in Wantage, Grove and Hanney and are worth looking out for next year. The males are very distinctive, the females much trickier! Please let us know if you see any!
Other species recorded on the Letcombe so far are:
Dragonflies- southern hawker, brown hawker, four-spot chaser, broad bodied chaser, emperor, common darter, ruddy darter.
Damselflies – azure, common blue, large red, blue-tailed, banded demoiselle, beautiful demoiselle
Banded demoiselle, male
Invasive Species Himalayan Balsam Himalayan (Indian) Balsam - We continue to remove this along the brook as its an invasive non-native and can lead to erosion of the banks and reductions in native species.
Please do remove any you find or let us know where it is if you are not able or willing. Many thanks to the Hanney volunteers for their many hours of hand-pulling balsam, it is paying dividends!
Mink – please let us know if you see a mink or any footprints with as exact location as possible. We are keen to eradicate mink from the Letcombe Brook so that water voles and birds can continue to recover. Field Studies Council (FSC) produce a great cheap guide to identifying mammal footprints, available online for about £4.
Signal Crayfish – these were first identified in the Wantage section of Letcombe Brook some years ago and the population in Wantage seems to be fairly high. Interestingly upstream and downstream seems to have much less signals, this would appear to indicate that this invasive species was introduced (accidentally or purposefully) to the brook at or near Wantage. No white-clawed (native) crayfish have been identified in the brook since approximately 2009 which is not a surprise. Once signal crayfish are present in a watercourse the native crayfish soon die out due to the crayfish plague carried by signals.
Other species Bats The brook is an important feeding corridor for several bat species including common and soprano pipistrelle and daubenton’s bat. No doubt other species such as brown long-eared, noctule and serotine are also present at times. The high levels of insects emerging from or attracted to the brook are an important food source and some of the larger trees along the brook act as roost sites. Good places to watch bats include the BBOWT reserve at Letcombe, Betjeman Park area and Willow Walk
P98-2020 in Wantage and the iron bridge in East Hanney. Its even more fun listening to them with a bat detector!
Water shrew are present on the brook but a very overlooked species and easily missed due to their small size. Do let me know if you spot one. They are very distinctive compared to other shrews with black fur and a silver- grey underside. The picture is of a dead one I found at Willow Walk in Wantage. Predators catch them but often do not eat them as they secrete a foul -smelling liquid from their glands.
Looking Ahead We will endeavour to return to normal volunteering activities as soon as it’s safe to do so. In the meantime, if you are kicking your heels the brook corridor makes a great place to take your exercise walk. Keep an eye out for wildlife and do let us know if you see anything exciting You can help us demonstrate the importance of Letcombe Brook as a wildlife corridor by reporting your wildlife sightings using the iRecord app – its free to download to your smartphone and easy to use.
Please do let us know if you spot a potential problem or something that concerns you such as dead fish or an obstruction in the brook that could cause a flood risk. If you would like to help with some litter picking during your exercise walks do let me know and I can provide you with some equipment.
2021 may prove to be a tricky year for event but if we get on top of Covid we will try and put on some small-scale events such as guided walks, river dipping or bat walks. We will be supporting BBOWT’s Wildlife Discovery day at Letcombe in July if it gets the go-ahead. Keep an eye on the Letcombe Brook Facebook Page, follow us on Twitter and keep an eye on the website for updates.
We will carry on with further tree work as part of the Love the Letcombe Project and hope to be able to get volunteers involved with that later in the year. We will also be carrying out further feasibility studies as part of this funding to assess removal or modification of other obstructions to fish passage.
We hope to take part in the next WaterBlitz survey organised by EarthWatch as we are keen to keep an eye on water quality in the Letcombe Brook and its tributaries.
Finally a huge thank you to all our funders, project partners, trustees, volunteers and riparian owners that enable us to care for this precious natural resource and community asset. You can be sure we are still working as hard as we can to look after our fabulous chalk stream. Thank you, keep in touch, be safe and enjoy the fabulous community green space provided along the brook!
All the best,
Mark Bradfield, Project Officer www.letcombebrook.org.uk
Possible trim trail location Possible trim trail location
Football pitch 9v9 U11/U12
Possible trim trail location
Football pitch 11v11 Senior
Running path 2 Mown grass
Possible trim New trees trail location
Running path 2 Mown grass
Football pitch Path - mown grass 7v7 U9/U10
Outdoor Gym Wildflower area
Rugby pitch Existing path Football pitch 5v5 U7/U8
Running path 1
Running path 1 Mown grass
Cricket pitch
New pavilion Informal football Socketed football goals
Football pitch 7v7 U9/U10
Cricket nets
Table tennis Existing Allotments Skateboard - BMX Existing octagon Football pitch shelter 11v11 Senior Play area
Emergency shelter MUGA
Car Park extension Existing Tennis Courts
Car Park extension
Shop (lat er phase)
N 0m 10 25 50 100
East Hanney Recreation Ground MASTERPLAN ASA-610-DR-001 D5 Drawn by MLM Checked by AS Date 11/01/2021 P100-2020
Contributions secured relating to developments in East Hanney. Updated 07 January 2021 Status Colours Spent/Allocated Secured - no Over 5 years 2-5 years remaining Less than 2 years payments received remaining remaining
P13/V0381/FUL (13V41) - Land to east of A338 Crown Meadow East Hanney (Agreement dated 21 June 2013) Trigger Secured Amount Towards Received Date Received Spend By Spent Amount Spend Status Spend Recipient Balance Occupations £1,560.00 Cricket Pitch Provision Within the Parish £1,610.62 14/04/2015 14/04/2025 £1,610.62 Spent East Hanney Parish £0.00 Council Index linked. Repay: 10 years of payment Occupations £3,843.00 Football Pitches within the Parish £3,967.69 14/04/2015 14/04/2025 £3,967.69 Transferred 23/09/15 East Hanney Youth £0.00 FC Index linked. Repay: 10 years of payment Occupations £856.00 Improvements to East Hanney village hall and playgroup £883.78 14/04/2015 14/04/2025 £883.78 Transferred 20/01/16 East Hanney Parish £0.00 equipment in the Parish Council
Index linked. Repay: 10 years of payment Occupations £920.00 Rugby Pitches Within the vicinity (4 miles) £949.85 14/04/2015 14/04/2025 £949.85 Reserved East Hanney Parish £0.00 Council Index linked. Repay: 10 years of payment Occupations £10,480.00 Community Recreation Facilities. Provision or enhancement of £10,820.03 14/04/2015 14/04/2025 £3,150.86 Reserved East Hanney Parish £7,669.17 a MUGA and/or tennis courts within the Parish Council
Index linked. Repay: 10 years of payment Occupations £9,080.00 Swimming Pool provision in the vicinity (within 4 miles) £9,374.61 14/04/2015 14/04/2025 £0.00 £9,374.61
Index linked. Repay: 10 years of payment Commencement £7,500.00 Selection and provision of the work of art:: sculpture, statue or £7,929.86 13/02/2015 13/02/2025 £7,929.86 Spent Public Art £0.00 other artistic representation including street furniture, paving, hard and soft landscaping or architectural detailing, either on site or off site in a position as agreed between the Council and the Developer in writing
Index linked. Repay: 10 years of payment Occupations £1,608.00 Artificial all weather sports pitch £1,660.17 14/04/2015 14/04/2025 £0.00 £1,660.17 Index linked. Repay: 10 years of payment Occupations £9,223.00 Provision or enhancement of clubhouse or pavilion facilities £9,522.25 14/04/2015 14/04/2025 £0.00 £9,522.25 associated with sports pitches in the Parish
Index linked. Repay: 10 years of payment Occupations £11,740.00 A Sports Hall within the vicinity (4 miles) £12,120.91 14/04/2015 14/04/2025 £0.00 £12,120.91 Index linked. Repay: 10 years of payment P13/V2608/FUL (14V69) - land to the rear of Saxon Gate East Hanney OX12 0FA (Agreement dated 8 October 2014) Trigger Secured Amount Towards Received Date Received Spend By Spent Amount Spend Status Spend Recipient Balance Other £15,547.00 No spend by date in agreement. Parish council contribution - £16,421.44 20/04/2015 £16,421.44 Transferred East Hanney Parish £0.00 towards the provision of facilities in the parish of East Hanney Council
Index linked.
Occupations £7,032.00 Clubhouse contribution towards the provision of a Club House/ £7,571.07 25/08/2015 £0.00 £7,571.07 Pavilion in the parish
Index linked. Occupations £998.00 Cricket pitch contribution for provisions in the vicinity ( within 10 £1,074.51 25/08/2015 £1,074.51 Spent East Hanney Parish £0.00 miles from site) Council
Index linked Occupations £2,721.00 Football pitch contribution- to be used for football pitch £2,929.59 25/08/2015 £2,929.59 Transferred East Hanney Parish £0.00 provision in the vicinity (within 10 miles from site) Council
Index linked Occupations £3,261.00 Health and Fitness contribution - towards gym equipment in the £3,510.99 25/08/2015 £0.00 £3,510.99 vicinity (within 10 miles from site)
Index linked. No spend by date. Occupations £3,487.00 MUGA contributions- towards multi games areas in the Parish £3,754.31 25/08/2015 £3,754.31 Reserved East Hanney Parish £0.00 Council Index linked. No spend by date. Occupations £6,833.00 Sports Hall contribution- towards the sports hall provision in the £7,356.82 25/08/2015 £0.00 £7,356.82 vicinity ( within 10 miles from site) Index linked. No spend by date.
Occupations £5,922.00 Swimming Pool contribution- towards the swimming pool £6,375.98 25/08/2015 £0.00 £6,375.98 provision in the vicinity ( within 10 miles from site) Index linked. No spend by date.
Occupations £3,470.00 Tennis contributions-towards outdoor tennis facilities in the £3,736.01 25/08/2015 £3,736.01 £0.00 vicinity ( within 10 miles from site)
Earmarked for White Horse Leisure Centre Replacement Outdoor Tennis Surface
Index linked. No spend by date. Occupations £637.00 Rugby Pitch contribution-towards the provision of rugby pitches £685.83 25/08/2015 £685.83 Reserved East Hanney Parish £0.00 in the vicinity (10 miles from site) Council
Index linked. No spend by date. Occupations £969.00 Artificial Pitch contribution- towards artificial grass pitch in the £1,043.28 25/08/2015 £0.00 £1,043.28 vicinity ( 10 miles from site) Index linked. No spend by date. P15/V0898/O (15V67) - Steventon Road Nurseries Steventon Road East Hanney OX12 0HS (Agreement dated 23 October 2015) Trigger Secured Amount Towards Received Date Received Spend By Spent Amount Spend Status Spend Recipient Balance Occupations £8,676.00 Outdoor Tennis Contribution - towards the provision of outdoor £9,793.21 12/03/2020 11/03/2030 £0.00 £9,793.21 tennis within the Parish
Index Linked. 10 Year Spend Occupations £17,580.00 Clubhouse Contribution - towards the provision or £19,843.78 12/03/2020 11/03/2030 £0.00 £19,843.78 enhancement of clubhouse of pavilion facilities associated with sports in the Parish
Index Linked. 10 Year Spend Occupations £2,495.00 Cricket Pitch Contribution - towards cricket pitch provision in £2,816.28 12/03/2020 11/03/2030 £0.00 £2,816.28 the Parish
Index Linked. 10 Year Spend Commencement £12,000.00 Public Art Contribution - towards the provision of a Work of Art £13,201.86 30/12/2018 30/12/2028 £0.00 £13,201.86 on the Site as agreed between the Developer and the District Council
Index Linked. 10 Year Spend Occupations £6,803.00 Football Pitch Contribution - towards the provision or £7,679.02 12/03/2020 11/03/2030 £0.00 £7,679.02 enhancement of football pitches in the Parish
Index Linked. 10 Year Spend Occupations £8,719.00 MUGA Contribution - towards the provision or enhancement of £9,841.75 12/03/2020 11/03/2030 £0.00 £9,841.75 MUGA provision in the Parish
Index Linked. 10 Year Spend P15/V2175/FUL (16V38) - Land West of Nursery Steventon Road East Hanney OX12 0HS (Agreement dated 26 April 2016) Trigger Secured Amount Towards Received Date Received Spend By Spent Amount Spend Status Spend Recipient Balance Occupations £4,669.00 Play Contribution - towards play equipment provision in East £4,912.20 04/12/2017 04/12/2027 £0.00 £4,912.20 Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £19,640.00 Health & Fitness Contribution - towards health and fitness £20,933.79 15/06/2018 15/06/2028 £0.00 £20,933.79 provision at Mably Way Wantage Occupations £10,000.00 Church Contribution - towards the renovation of the Church of £10,658.75 15/06/2018 15/06/2028 £0.00 £10,658.75 St James the Great
Index Linked to month preceding date of payment 10 Year Spend Occupations £1,283.00 Cricket Pitch Maintenance Contribution - towards the £1,367.52 15/06/2018 15/06/2028 £0.00 £1,367.52 maintenance of cricket pitched in East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £1,812.00 Rugby Pitch Maintenance Contribution - towards the £1,931.37 20/06/2015 15/06/2028 £0.00 £1,931.37 maintenance of rugby pitches in East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £16,288.00 Swimming Pool Contribution - towards a new swimming pool at £17,360.97 15/06/2018 15/06/2028 £0.00 £17,360.97 Mably Way Wantage
Index Linked to month preceding date of payment 10 Year Spend Occupations £6,701.00 Football Pitch Maintenance Contribution - towards football pitch £7,142.43 15/06/2018 15/06/2028 £0.00 £7,142.43 maintenance in East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £7,782.00 Tennis Contribution - towards tennis courts in East Hanney £8,187.34 04/12/2017 04/12/2027 £0.00 £8,187.34
Index Linked to month preceding date of payment 10 Year Spend Occupations £1,473.00 Rugby Pitch Contribution - towards rugby pitch provision in £1,549.72 04/12/2017 04/12/2027 £0.00 £1,549.72 East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £11,700.00 Public Art Contribution - towards public art projects and their £12,309.42 04/12/2017 04/12/2027 £12,309.42 Allocated Public Art £0.00 maintenance in East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £12,297.00 Clubhouse Contribution - towards a clubhouse in East Hanney £13,107.07 20/06/2015 15/06/2028 £0.00 £13,107.07
Index Linked to month preceding date of payment 10 Year Spend Occupations £11,439.00 MUGA Contribution - towards a new MUGA at the Memorial £12,034.83 04/12/2017 04/12/2027 £12,034.83 Reserved East Hanney Parish £0.00 Ground East Hanney Council
Index Linked to month preceding date of payment 10 Year Spend Occupations £5,899.00 Football Pitch Contribution - towards football pitch provision in £6,206.26 04/12/2017 13/12/2027 £0.00 £6,206.26 East Hanney
Index Linked to month preceding date of payment 10 Year Spend Occupations £2,885.00 Cricket Pitch Contribution - towards cricket pitch provision in £3,035.27 04/12/2017 04/12/2027 £3,035.27 Spent East Hanney Parish £0.00 East Hanney Council
Index Linked to month preceding date of payment 10 Year Spend P15/V0343/O (16V37) - Land North of Summertown East Hanney Oxon (Agreement dated 29 April 2016) Trigger Secured Amount Towards Received Date Received Spend By Spent Amount Spend Status Spend Recipient Balance Occupations £3,825.00 Changing room Contribution - towards refurbishing sports £4,324.36 04/09/2020 04/09/2025 £0.00 £0.00 changing rooms in the Parish
Index Linked to Due Date 5 Year Spend By Occupations £8,925.00 Outdoor Tennis - towards the replacement floodlighting and an £10,090.18 04/09/2020 04/09/2025 £0.00 £0.00 additional court at the tennis courts in the Parish
Index Linked to Due Date 5 Year Spend By Occupations £3,362.00 Artificial Grass Pitch Contribution - towards the provision of £3,800.92 04/09/2020 04/09/2025 £0.00 £0.00 Artificial Grass Pitches in the Parish
Index Linked to Due Date 5 Year Spend By Occupations £21,012.00 MUGA and BMX Trail in the Parish £23,755.17 04/09/2020 04/09/2025 £0.00 £0.00
Index Linked to Due Date 5 Year Spend By Occupations £1,752.00 Cricket contribution - Towards the refurbishment of the cricket £1,980.73 04/09/2020 04/09/2025 £0.00 £0.00 nets in the Parish
Index Linked to Due Date 5 Year Spend By Occupations £3,736.00 Pavilion & Fencing - towards the replacement of fencing and £4,223.74 04/09/2020 04/09/2025 £0.00 £0.00 pavilion refurbishment and extension at the outdoor tennis courts in the Parish
Index Linked to Due Date 5 Year Spend By Occupations £8,504.00 Football Contribution - towards the cost of addressing winter £9,614.22 04/09/2020 04/09/2025 £0.00 £0.00 flooding issues at the football pitches in the Parish
Index Linked to Due Date 5 Year Spend By P101-2020 Section 3 - External Auditor Report and Gertificate 2019120
ln respect of East Hanney parish council
1 Respective responsibilities of the body and the auditor This authority is responsible for ensuring that its financial management is adequate and effective and that it has a sound system of internal control. The authority prepares an Annual Governance and Accountability Return in accordance with Proper Pracilces which: . summarises the accounting records for the year ended 31 March 2020; and . confirms and provides assurance on those matters that are relevant to our duties and responsibilities . 3s external auditors, Our responsibility is to review Sections 1 and 2 of the Annual Governance and Accountability Return in accordance with guidance issued by the National Audit ffice (NAO) on behalf of the Comptroller and Auditor General (see note below), Our work does not constitute an audit caried out in accordance with lnternational Standards on Auditing (UK and lreland) and does not provide the same level of assurance that such an audit would do. 2 External auditor report 2O19l2O @onthebasiSofourreviewofSections1and2oftheAnnualGoVernanceandAccountabiIityRetUrn,inouropinion the informalion in Sections 1 and 2 of the Annual Governance and Accountability Return is in accordance with the Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
(*delete as appropriate)
Other matters not affecting our opinion which we draw to the attehtion oflhe authority: The Council originally submifted Section 2 of the Annual Governance and Accountability Return for inspection with a transposition error and trivial rounding errors. ln future the Council should ensure the figures on the Return sum to the total provided and agree to the supporting accounting documentation prior to approving it for public inspection and submission for audit review. The originally submitted Annual Govemance and Accountability Return did not lnclude all of the required signatures. The Council provided the fully completed pages on request. In future, the form should be submitted with all the required boxes and signatures completed. This is also the form required to be provided to the public for their inspection.
3 Externai auditor" certifieate 2L]1Si2* Wecefiify/ee@*thatwehavecompletedourreviewofSections1and2oftheAnnual Governance and Accountability Return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for the year ended 31 March 2020.
External Auditor Name {Y MooRE 1611112020 External Auditor Signature Date
"Note: the NAO issued guidance applicable to external auditors'work on limited assurance reviews in Auditor Guidance Note AGN/02. The AGN is available from the NAO website (www.nao.org.uk)
Annual Governance and Accountability Return 2O19l2O Pan 3 Local Councils, lnternal Drainage Boards and other Smaller Authorities* Page 6 of 6 P102-2020 CASHBOOK 2020-21 Name: East Hanney Parish Council Current Account
Expenses Current Account gl Details Income a VAT S106 Landscape From n Parish Parish Grants and Community COVID-19 To Long Term To General To Earmarked Date Description Cheque no / reference Ref Precept Receipts reclaimed and Total VAT and Easement Payroll Projects Election Other Subtotal Total out Total in Balance gt Administration Amenities memberships (S137) Costs (S137) Deposit Reserve Reserves & refunds Grants Maintenance £2612 carried o n Payment (Cost Centre (Cost Centre (Cost Centre (Cost Centre (Cost Centre (Cost Centre 01.04.2020 (Cost Centre EH01) (Cost Centre EH04) Nationwide Unity Unity Opening Balance: 23,603.47 /receipt EH02) EH03) EH05) EH05) EH05) EH06)
01.04.20 1 Precept 2020/21 1st half 12172 R1 19,635.00 19,635.00 19,635.00 43,238.47
02.04.20 2 Transfer to earmarked reserves 344206982 E1 1,181.47 1,181.47 42,057.00
03.04.20 5 VAT Reclaim (01.01.20 - 31.03.20) - R4 2,027.34 2,027.34 2,027.34 44,084.34
03.04.20 4 SIDS Grant 1st half 12172 R3 506.00 506.00 506.00 44,590.34
06.04.20 9 Barclaycard DD E4 7.56 194.33 201.89 44,388.45
14.04.20 3 SSE Wayleave 2020/21 Freepost Slip 000022 R2 10.25 10.25 10.25 44,398.70
14.04.20 8 S/O to shop for street light electricity. SO E3 30.00 30.00 44,368.70
15.04.20 6 I&CL Green (31.03.20) BACS210679400 E2 547.50 547.50 43,821.20
17.04.20 13 VWHDC Cllr COVID-19 Grant - R6 1,000.00 1,000.00 1,000.00 44,821.20
20.04.20 14 Pet Waste Solns (March 2020) BACS287844492 E8 20.15 100.75 120.90 44,700.30
21.04.20 7 Allotment Rent Freepost Slip 000023 R5 130.00 130.00 130.00 44,830.30
27.04.20 15 The Flying Press Leaflets BACS84504547 E9 80.00 80.00 44,750.30
27.04.20 16 Covid-19 Sim Card BACS433026217 E10 6.00 6.00 44,744.30
27.04.20 18 Guy Langton - payment in error - Z1 27.50 27.50 27.50 44,771.80
27.04.20 17 Guy Langton - return of payment in error BACS904037838 Z2 27.50 27.50 44,744.30
27.04.20 19 WatRes LLP BACS532786529 E12 100.00 500.00 600.00 44,144.30
30.04.20 10 Salary April 2020 BACS623513481 E5 412.08 412.08 43,732.22
30.04.20 11 PAYE April 2020 BACS403541084 E6 103.00 103.00 43,629.22
30.04.20 12 Working from Home Allowance April 2020 BACS812910781 E7 18.00 18.00 43,611.22
07.05.20 20 Barclaycard (12.04.20 Statement) DD E13 54.08 109.94 154.40 318.42 43,292.80
04.05.20 21 Transfer to earmarked reserves 94679940 E14 5,000.00 5,000.00 38,292.80 Hanney Flood Group 11.05.20 22 BACS552746040 E15 1,000.00 1,000.00 37,292.80 2020-21 donation 04.05.20 23 Hanney 66 subs (2019-20) - R7 150.00 150.00 150.00 37,442.80
26.4.20 24 Biffa 28/3/20 to 24/4/20) DD E16 11.40 57.00 68.40 37,374.40
11.05.20 25 RPA Interim 2 BACS567770556 E17 470.00 2,350.00 2,820.00 34,554.40
11.05.20 26 Artisan Screen HiVis BACS161728621 E18 34.00 170.00 204.00 34,350.40
11.05.20 27 2Commune (Website to 09.07.2021) BACS871841600 E19 99.00 495.00 594.00 33,756.40
11.05.20 29 OCC Grass Cutting Grant 14056 R8 918.30 918.30 918.30 34,674.70
11.05.20 30 Paddock care - rolling Kings Leases BACS676005511 E21 75.00 75.00 34,599.70
13.05.20 31 Zoom for WHPC BACS662428240 E22 143.88 143.88 34,455.82
13.05.20 32 I&CL Green (30.04.20) BACS E23 683.75 683.75 33,772.07
13.05.20 33 Bower & Bailey (Lease - Kings Leases) BACS962125042 E24 170.00 890.00 1,060.00 32,712.07
13.05.20 34 Green Scythe (Gang mowing) 03 & 17.04.20 BACS836853131 E25 43.00 215.00 258.00 32,454.07
26.05.20 28 Biffa (25/04/20 to 22/05/20) DD E20 11.40 57.00 68.40 32,385.67
Working from Home Allowance Adjustment 29.05.20 39 BACS63234129 E30 2.80 2.80 32,382.87 April 2020
29.05.20 36 Working from Home Allowance May 2020 BACS853704796 E29 26.00 26.00 32,356.87
29.05.20 37 Salary (May 2020) BACS68879749 E27 412.07 412.07 31,944.80
29.05.20 38 PAYE (May20) BACS599706051 E28 103.00 103.00 31,841.80
31.05.20 39 Wood treatment Tower Slide - Handy Guy BACS99382544 E29 296.00 296.00 31,545.80
08.06.20 35 Barclaycard (12.05.20 statement) DD E26 39.48 84.92 353.85 478.25 31,067.55
05.06.20 41 Pet Waste Solns (April 2020) BACS317127814 E31 20.15 100.75 120.90 30,946.65
05.06.20 42 Pet Waste Solns (May 2020) BACS72366188 E32 20.15 100.75 120.90 30,825.75
05.06.20 43 Paddock Care - Watering saplings BACS428237319 E33 144.00 144.00 30,681.75 Green Scythe (Gang mowing) 01, 15 & 10.06.20 44 BACS582452428 E34 64.50 322.50 387.00 30,294.75 29.05.20 Scottish and Southern Grant (Covid-19 12.06.20 49 Dep R9 1,000.00 1,000.00 1,000.00 31,294.75 resilliance) 16.06.20 47 Parish Online Mapping 2020-21 BACS749047358 E37 6.00 30.00 36.00 31,258.75
Venners Arboriculture, tree survey Kings 16.06.20 48 Leases, Memorial Ground and land at Iron BACS158183730 E28 935.50 935.50 30,323.25 Bridge
21.06.20 50 I&CL Green May 2020 BACS 86019000 E40 774.75 774.75 29,548.50
21.06.20 40 Biffa (23/05/20 to 26/06/20) DD E30 14.25 71.25 85.50 29,463.00
21.06.20 51 I&CL Green May 2020 (Highways) BACS 267389965 E41 450.00 450.00 29,013.00 Surrey Hills Solicitors LLP (S106 21.06.20 52 BACS 349388695 E42 100.00 500.00 600.00 28,413.00 P19/V0910/FUL Evolis SIDs Devices (Elan City) INV SAJ- 25.06.20 54 BACS 95055110 E44 779.43 3,897.17 4,676.60 23,736.40 UK/2020/00212 OALC Councillor Fundamentals (DG 25.06.20 55 BACS 859347056 E45 7.00 35.00 42.00 23,694.40 23.07.20) OALC Chairmanship Training (SM 25.06.20 56 BACS 788081931 E46 7.00 35.00 42.00 23,652.40 09.09.2020) 25.06.20 57 Arrow Accounting (Internal Audit 2019-20) BACS 646851104 E47 300.00 300.00 23,352.40
26.06.20 58 Came & Co (Insurance 2020-21) BACS E48 683.32 683.32 22,669.08 Salary (June 2020 plus overtime 27.04.20- 30.06.20 45 BACS539418504 E35 860.11 860.11 21,808.97 31.05.20) PAYE (June 2020 plus overtime 27.04.20- 30.06.20 46 BACS73890913 E36 264.97 264.97 21,544.00 31.05.20) 30.06.20 49 Working from Home Allowance June 2020 BACS7392616 E39 26.00 26.00 21,518.00
30.06.20 49a Bank Service Charge (01.04.20 - 30.06.20) - E39a 18.00 18.00 21,500.00 24.12.2013.12.20 122 29.11.20 121 12029.11.20McKechnie) (Cllr Training 11929.11.20Kirk) (Cllr Training 11820.12.20Cornish) (Cllr Training 11706.11.2025/12/20) to Biffa(21/11/20 11606.11.20Debit Direct Fraudulent 11519.10.20 BACS589548136 Debit Direct Fraudulent 11422.11.20VATrepayment HMRC 11322.11.20 BACS151235009 (9.10.20) Gangmowing Greenscythe BACS818399131 11222.11.202019-20 Audit SA External Moore 11107.12.20 DD Street Main at Oak - Surgery Tree 11027.11.20 BACS929592 Statement) (12.11.20 Barclaycard 10927.11.20 - 2020 PAYENovember BACS544738861 15.11.20 108 - BACS845835617 10715.11.20 - (31.10.2020) Green I&CL 10608.11.20bench memorial CHerman - Anchors Earth DD 08.11.20 105 BACS217976628 08.11.20 104 BACS132061771 10322.11.20accessibility and refresh Website 2Commune 10224.10.20 BACS667129074 20/11/20) to (24/10/20 BIFFA BACS671636838 10124.10.20signs dismount Cyclists - Externiture 06.11.20 100 30.10.20 99Statemement 12Oct Barclaycard 30.10.20 98 BACS794578567 2020 PAYEOctober 25.10.20 97OT) 50mins 22hr (inc DD 2020 October Salary 11.10.20 9623/10/20) to (26/09 BIFFA 04.10.20 95 BACS8953374 (30.09.20) Green I&CL 04.10.20 94 DD Services Architectural ASALandscape 04.10.20 93 04.10.20 92 BACS658599921 07.10.20 BACS781323327 91for printer) (toner TMDS 30.09.20 89 DD statement) Sept (12 Barclaycard BACS165092548 90a27.09.2030.09.20)- (01.07.20 Charge Service Bank 20.09.20 90 & Sept) (Aug Waste Pet Solns 20.09.20 88 20.09.20 87 - BACS750202909 (31.08.20) Green I&CL 30.09.20 86 DD 25/9/20) to (22/8/20 BIFFA 30.09.20 85 BACS560838515 2020 PAYESeptember 17.09.20 84 83A11.09.20 OALC Refund11.09.20 83half 2nd Grant SIDS BACS155896809 07.09.20 82half 2nd 2020/21 Precept 25.08.20 81 DD BACS803632274 statement) Aug (12 Barclaycard 25.08.20 80(31.07.20) Green I&CL 25.08.20 79Inspection ROSPA Playground Playsafety 23.08.20 78 31.08.20 77 BACS631869884 21/8/20) to (25/7/20 BIFFA 31.08.20 76 DD - 2020 PAYEAugust - - 09.08.20 75OT) 30mins 28hrs (inc 2020 August Salary BACS968946512 06.08.20 742020) (July Waste Pet Solutions 23.07.20 72 BACS901463785 statement) (12.07.20 Barclaycard 20.07.20 73 20.07.20 71 DD 31.07.20 70 BACS297541926 BACS681929979 (30.06.2020 Green I&CL 31.07.20 69 15.07.20 68 DD 1.6-29.6.20) Overtime (inc 2020 July Salary 15.07.20 67 15.07.20 66 BACS407738028 (07.09.20) S Stephenson Training OALC 08.07.20 65 BACS944145716 Packs Driver's 19 Covid 06.07.20 63 BACS237618444 62b06.07.2030.06.20)- (01.04.20 VATReclaim E59 62a05.07.202020 July-Oct Charge Field for Sport Serious 05.07.20 62letterhead) and (logo Creative Pixel Little 26.07.20 61 BACS906830875 Survey Tree Jenks 05.07.20 60 - BACS782946892 24/07/20) to Biffa(27/06/20 07.07.20 - 592020) (June Waste Pet Solns 53statement) (12.06.2020 Barclaycard BACS232623562 BACS32720367 DD DD overtime) 50mins 11hrs inc. 2020 (December Salary 2020) Nov & (Oct WastePet Solns - emptying bin Dog OT) 10mins 30hrs (inc 2020 November Salary WHPCcost of forthe 2/3 to payment - Web hosting Hanneys The & 25/09/20) (11/09/20 INV12466 Gangmowing Greenscythe Lane Snuggs surface road - Council Borough Reading CH(5a) rent 2020 (Sept) Michaelmas Leases Kings AP(10a) rent 2020 (Sept) Michaelmas Leases Kings 28/8/20) to (7/8/20 INV12343 Gangmowing Greenscythe OT) 50mins 10hr and backpay (inc 2020 September Salary 24/7/20) to (10/7/20 INV12217 Gangmowing Greenscythe Assessment Character for N-Plan Group History Hanney to Donation keys) w10 padlock Leases Kings (new Services Lock Bryans 29.6.20) 1.6- Overtime (inc 2020 July PAYE&NI 26.06.20 & 12.06.20 (gangmowing) Scythe Green 21 2020- Charge Access Field FC Youth Hanney BACS878904451 BACS752227339 BACS428813224 BACS673487846 BACS289899690 BACS801423709 BACS834405742 BACS775701191 BACS916219652 BACS189997042 BACS470343079 E60 BACS947020639 BACS20911291) BACS52532127 BACS96354819 - E108 E107 E106 E105 E104 E103 E102 E101 E100 E77a R16 R15 R14 R13 R10 R12 R11 E99 E98 E97 E96 E95 E94 E93 E92 E91 E90 E89 E88 E87 E86 E84 E83 E85 E82 E81 E80 E79 E78 E76 E77 E75 E74 E67 E73 E72 E68 E71 E70 E69 E66 E65 E64 E61 E62 E63 E58 E57 E56 E55 E54 E52 E51 E50 E49 E43 19,635.00 150.00 40.00 2,147.42 487.43 120.00 24.90 506.00 19,635.00 19,635.00 37,156.27 2,147.42 2,147.42 22,484.93 487.43120.00506.00150.00 487.43 20,090.07 120.00 506.00 37,782.27 37,662.27 150.00 22,634.93 24.9040.00 24.90 20,090.07 40.00 20,337.51 136.60150.00125.69571.01 628.44 2855.07 750.00 504.54 683.00 223.23 1116.14 2522.71 40.3020.00 201.50 10.0010.0014.25 71.25 21.5060.00 100.00 107.50 50.00 28.18 50.00 37.2043.00 300.00 37.98 215.00 11.40 57.00 35.5311.40 57.00 21.87 30.7441.9840.30 63.77 43.00 201.50 215.00 147.02 14.25 71.25 53.34 47.7018.6043.00 93.00 11.40 215.00 57.00 20.15 429.0033.51 100.75 26.57 132.87 43.00 215.00 39.93 251.92 59.00 129.9211.40 295.00 20.15 57.00 68.87 100.75 59.02 49.99 83.69 96.65 64.18 243.43 7.000.78 35.00 18.70 880.00 188.75 290.50 529.50 751.00 626.50 554.66 100.00 140.00 18.00 204.51 731.72 173.47 665.76 237.96 803.69 162.94 641.94 197.17 716.25 274.05 250.00 500.00 24.90 3,426.08 25,359.80 3,027.251,339.37 30,197.30 33,974.55 554.66241.80120.00 18,968.11 19,522.77 19,764.57 129.00360.00880.00189.00204.51 19,602.64 731.72 19,731.64 188.75 20,091.64 819.60 20,971.64 274.05 21,160.64 258.00 21,365.15 900.00 22,096.87 22,285.62 754.13 23,105.22 23,379.27 213.29 23,637.27 173.47665.76 24,605.67 290.50 28,785.88 28,999.17 250.00 29,172.64 500.00 29,906.80 293.90 33,224.55 241.80 33,474.55 258.00529.50 35,313.92 237.96 35,625.82 803.69 35,867.62 36,125.62 36,740.62 580.03 36,978.58 751.00111.60258.00 17,521.27 162.94 18,101.30 641.94 18,852.30 120.90 18,963.90 300.01100.00 19,290.30 159.44 19,453.24 626.50 20,095.18 197.17 20,216.08 716.25 20,516.09 258.00 20,616.09 20,775.53 21,402.03 21,599.20 22,315.45 140.00354.00120.90519.19 20,297.51 20,437.51 20,859.91 20,980.81 60.0060.0085.5024.90 19,884.57 19,944.57 20,004.57 20,065.17 68.40 24,537.27 68.40 29,838.40 18.0085.50 35,607.82 36,655.12 68.40 19,221.90 42.0019.48 22,573.45 22,615.45 68.40 20,791.51 payments/rece number of 31.12.20 124a20.12.20Charge Service Bank 12424.12.202020) (November Green I&CL 1232020 PAYEDecember BACS111833181 - BACS237063497 ipts Unmade debits Unmade account Current reserves Earmarked Reserve General date) (to variance month)(12 budgettedfigures TOTALS RECONCILIATION PlayingFields Election costs Election Playground Total fundsavailableTotal Difference £60,142.65 balance Cashbook Reconciliation Total unmade debits £18,591.06 Total Deposit/Reserve deposit on Total 31.12.2020 £9,823.82 £1,657.05 £8,613.12 £18,591.06 £18,591.06 £41,551.59 £20,093.99 £21,457.60 E110a E110 E109 39,270.0039,270.00 1,426.05 6,848.62 3,012.00 39,270.00 - 9512.00 10956.00 4500.00 6181.00 50,556.67 4,801.18 9349.68 7391.78 6181.47 24.90 19,263.38out Budget in Budget diff Budget - 220.25 18183.00 14566.22 3616.78 162.32 3564.22138.80 4500.00 -0.47 -24.90 22,903.94 22,903.94 18.00 15900.00 10271.92 5628.08 5457.91 8243.00 2785.09 Note: 29.03.20 Note: BACS507014782 Solopress (Covid-19fliers) 18,787.90 73,475.00 73,475.00 39,270.00 220.25138.80 18,609.06 18,829.31 18.00 18,591.06 -22,903.94 -22,903.94 -34,205.00
P103-2020
Risk assessment and management for the period 1 April Commented [GL1]: This paper has been produced by me, 2021 to 31 March 2022 the Parish Clerk. It has not yet been put to the Council but will be before the end of the 2020-21 FY. The greatest risk faced by a Parish Council is not being able to deliver the activities or The Council is asked to review its risk management annually. services expected by the community. In previous years, the scheme has been focused on financial risk only. This year the scheme has been expanded to cover all activities of the Council. The failure to manage risks Risk management is the process the Council may methodically address the risks effectively can be expensive in terms of reputation (and even associated with what it does and the services it provides. litigation), and can impact on the Council’s ability to achieve what it wants to.
The focus of this paper is to identify what may go wrong, take reasonable and Both the authority generally and members individually are responsible for risk management. proportionate steps to avoid this or successfully manage the consequences. In turn the community and others will have increased confidence in the authority’s Commented [GL2]: Risk is an uncertain event that, should it occur, will effect the Council’s ability to achieve its governance and ability to deliver its priorities. objectives.
Risk management is the process used to methodically This document has been produced to enable the Parish Council to assess the risks address the risks associated with what the Council does and that it faces and satisfy itself that it has taken what it provides. adequate steps to minimise them. In conducting this exercise, the following The focus of this Risk Assessment & Management paper is to approach was taken: identify what can go wrong and ensure proportionate steps are in place to avoid or successfully manage the ➢ Identify the areas to be reviewed consequences. ➢ Identify what the risk(s) may be ➢ Evaluate and record the management and control of the risk ➢ Review, assess and revise if required.
Overleaf are the tables assessing the risk for each area of Council activity, covering: ➢ Finance and Management ➢ Council Assets ➢ Liabilities ➢ Councillors’ property.
Agreed at meeting (date): Signature of Chairman Date
Signature of Clerk Date
Finance and Management Topic Risk Identified Risk Level Management of Risk Review/Assess/Revise H/M/L Commented [GL3]: Risk management is an ongoing activity that comprises four Business Continuity Risk of Council not being able to L All files and recent records are kept at the Clerk’s home. The Existing procedures adequate. elements: continue its business due to an Clerk makes regular back-ups of files to an external hard drive. In Review when necessary. ➢Identifying the risk ➢assessing the risks unexpected or tragic the event of the Clerk being indisposed the Chairman to contact ➢addressing the risks circumstance the Oxfordshire Association of Local Councils for advice. ➢reviewing and reporting.
Precept Not submitted to VWHDC L The Council reviews the Precept requirement annually at the Existing procedure adequate. All risks are categorised as High (H); Medium (M); or Low (L). Not paid by VWHDC L December Adequacy of precept L meeting and reviews the presented budget update information, Risk is unavoidable and the Council needs to determine including whether to: ➢Continue with the risk, where mitigating it would be actual position and projected position to year end and estimated disproportionate, or the risk unavoidable figures for the next financial year. With this information the ➢Impose internal controls to mitigate the risk, where Council then agrees the amounts set for the specific budget proportionate and possible headings for the following year, the total of which is resolved to ➢Transfer the risk to a specialist service provider, such as an Insurance Provider be the precept amount to be requested from Oxfordshire ➢Stop carrying out the risky activity, or do not start it. Council. This figure is submitted by the Clerk in writing to Shropshire Council. The Clerk informs Council when the monies are received (approx. April & September). Financial records Inadequate records L The Council has Financial Regulations that set out the Existing procedure adequate. Financial irregularities L requirements. Review the Financial Regulations annually and revise if necessary.
Bank and banking Inadequate checks L The Council has Financial Regulations that set out the Existing procedure adequate. Commented [GL4]: The Council makes use of the NALC Bank mistakes L requirements for Review the Financial Regulations provided template (July 2019 version) to ensure it complies with legislation and expectations in the sector. Loss L banking, cheques and reconciliation of accounts. and bank signatory list annually Charges L Occasional banking errors in processing cheques discovered by and L the Clerk upon reconciliation are dealt with immediately by After an election. informing the bank and awaiting their correction. Monitor the bank statements The Clerk reviews the Councils banking arrangements regularly. Monthly. Commented [GL5]: ‘Regularly’ should not be longer than a 12-month period.
Cash Loss through theft or dishonesty L The Council has Financial Regulations that set out the Existing procedure adequate. requirements. Review the Financial Cash received is banked as appropriate. Regulations when necessary. No Petty Cash is held. Ensure Fidelity Insurance is The Council’s insurance policy has a Fidelity Guarantee. adequate. Commented [GL6]: Employee dishonesty is covered up to Credit Card Overspend M Limited users to Chairman and Clerk. Existing procedure adequate. £150,000, the same cover would apply to a Councillor or voluntary helper. Direct Debit to clear full balance monthly. Commented [GL7]: The Local Government Act 2003, Sch1, Oversight of spending by Clerk. Para2 enables the Council to borrow money without Spending reported as part of reconciliation exercise. approval so it can carry out its lawful activities. The Reporting Information communication L A budget monitoring statement is produced before each Existing communication borrowing is temporary and small scale, with the balance being repaid in full each month. The Parish Clerk is the and auditing Compliance Council meeting with the agenda and discussed and approved procedures adequate. named person holding the account. at the meeting. A full list of payments and receipts is provided at the meeting and the financial records including a breakdown of receipts and payments balanced against the bank statement
are presented and checked by the Council at each appropriate
meeting. M Council annually to appoint a Council should regularly audit internally to comply with the Councillor to check financial Fidelity Guarantee. records for Fidelity compliance Commented [GL8]: The Council’s insurance stipulates that a loss of Money must be discovered within 14 days of the Direct Costs Goods not supplied but billed L The Council has Financial Regulations that set out the Existing procedure adequate. loss. requirements. Overhead Incorrect invoicing L Review the Financial Regulations Commented [GL9]: Annually, in May, the Council appoints expenses Cheque payable incorrect L Weekly, list of invoices awaiting approval is distributed to when one of its members who is not a cheque signatory to Debts Loss of stock L Councillors, and considered for approval. necessary. undertake internal compliance checks of a random sample of payments. Unpaid invoices L The Council has minimal stocks, these are checked and monitored by the Clerk. Unpaid invoices to the Council for access to the playing fields and where possible, payment is obtained in advance. Grants and Power to pay L All such expenditure goes through the required Council process Existing procedure adequate. The support to Approval of Council to pay of approval, minuted and listed accordingly if a payment is Clerk advises the members as to community made using the S137 powers. the S137 rules annually and as Commented [GL10]: A separate account is kept of S137 required. payments and is monitored against the nationally set level. Grants Receipts of Grant L The Parish Council receives an annual grant from Oxfordshire Existing procedures adequate. received County Council towards maintaining the highway verges. Receipt is reported to the Council at the next meeting of the Council. Any one-off grants awarded would come with terms
and conditions to be satisfied.
Rentals receivable Receipt of lease and /or rentals M The Parish Council has two longstanding lease agreements, in Existing procedures adequate. Insurance implication both of which the lease holder is due to meet insurance costs. Reconcile to budget Commented [GL11]: The Council may need to take out Ensure payment and copy of insurance Reconcile to receipts insurance for the buildings rented, or pass the risk in the document received. Monitor remainder of lease(s) details of the lease to the lease-holder. The Parish Council has no rental agreements. and review as appropriate Commented [GL12]: If the risk is passed to the lease- Existing procedures adequate. holder, the Council needs to be satisfied its asset is Rentals payable Payments of leases and rentals M The Parish Council holds a lease for amenity land in the village. protected by seeing a copy of the lease-holder’s insurance Insurance implication Reconcile to budget for the property. Reconcile to payments
Best value Work awarded incorrectly L As per Financial Regulations normal Parish Council practice Existing procedure adequate. Overspend on services M would be to seek, if possible, more than one quotation for any Review Financial Regulations substantial work required to be undertaken or goods. regularly. For major contract services, formal competitive tenders would be sought. Commented [GL13]: The Council must have a standing If a problem is encountered with a contract the Clerk would order to show how it makes contracts for the supply of investigate the situation, check the quotation/tender, research materials or execution of works (Local Government Act 1972, S135). the problem and report to Council. Salaries and assoc. Salary paid incorrectly L The Parish Council authorises the appointment of all employees Existing appointment and payment It must also comply with the Public Contracts Regulations costs Wrong hours paid L at Council meetings. Salary rates are assessed annually by the system are adequate. 2015. Wrong rate paid L Council and increments approved applied on 1st April each year. Commented [GL14]: In compliance with the employee’s contract. False employee L Salary is paid quarterly by cheque. Wrong deductions of NI or Tax L The Tax and NI contributions due are reported to the Council as part of the bank reconciliation. Unpaid Tax & NI contributions to The Tax and NI is worked out using an Inland Revenue computer the L program updated annually. All Tax and NI payments are Commented [GL15]: The Council makes use of HMRC’s Inland Revenue submitted in the Inland Revenue Annual Return. PAYE tools so as to not incur the additional expense of a Clerk/Other workers Loss of Clerk L The Parish Council has sufficient reserves to enable training for Existing procedure adequate. third-party payroll provider. This would be reviewed should the staff numbers grow much beyond 1. (voluntary/casual) Fraud L the CiLCA qualification in the event of the Clerk resigning. Purchase reference books where Commented [GL16]: The requirements are set out in the Actions undertaken L The requirements of the Fidelity Guarantee insurance to be necessary. policy wording and made available to the Council in the case adhered to with regards to Fraud. Health & Safety L Membership of the SLCC. of a claim needing to be made. The Clerk should be provided with relevant training, reference Monitor working conditions, safety Commented [GL17]: The Council must satisfy itself that books, access to assistance and legal advice required to requirements and insurance any work undertaken is covered by comprehensive and new undertake the role (Included in financial statement when setting regularly. or reviewed risk assessments.
precept as appropriate).
Councillor Councillors over-paid L The Chairman has a budgeted annual allowance that is used as Existing procedure adequate. allowances Income tax deduction necessary for sundry items and expenses incurred in activities Review allowances annually as part associated with the role, approved as part of annual budget of budget setting. setting process. Any expenses are claimed according to the Financial Regs. Expenses are monitored to ensure the budget is not exceeded and expenditure reported to the Council along with other spending. Commented [GL18]: Claimed expenses are on the No allowances are allocated to other Parish Councillors, though standard form used by the Council and accounted in the travel expenses incurred as part of their duties, such as attending Cashbook. training events, is payable according to the Financial Regulations. Election costs Risk of an election cost M Risk is higher in an election year. Existing procedure adequate. The Parish Council make provision by contribution to an Election Reserve Fund. Commented [GL19]: The costs are included in the budget annually, preparing for the possibility of a contested VAT Re-claiming/charging L The Council has Financial Regulations that set out the Existing procedure adequate election. requirements. Commented [GL20]: VAT is accounted for separately and Annual return Submit within time limits L Employer’s Annual Return is completed and submitted online Existing procedures adequate. is reclaimed quarterly. and to the Inland Revenue within the prescribed time frame by the Clerk through the HMRC program. AGAR is completed and signed by the Council, submitted to the internal auditor for completion and signing then checked and Commented [GL21]: Regulation 5 of the Accounts and sent on to the External Auditor within time limit. Audit Regulations 2015 A new internal auditor is sought every 3 years, or as necessary. The scope of the audit is approved by Council. Commented [GL22]: The scope of the Internal Audit is Legal powers Illegal activity L All activity within the powers of the Parish Council to be All activities minuted. agreed by the Council in advance of the audit taking place. resolved and minuted at Council Meetings. All payments outside specific budget allocation are resolved and All such payments minuted. minuted at Council Meetings.
Council records Loss through: The Parish Council records are stored at the home of the Clerk Damage and theft are unlikely. (paper) theft L and is a designated place in the War Memorial Hal, to which the Provision adequate. fire L Clerk holds the key. flood/water damage L Records include historical correspondence, minute books and copies, documents for ownership of property, records such as personnel, insurance, salaries etc. Recent materials and older more historical records are in metal filing cabinets (not fireproof). Council records Loss through: The Parish Council’s electronic records are stored on a Council Existing procedure adequate. (electronic) Theft L computer at the Clerk’s home. Back-ups of the files are taken at Fire M regular intervals on to external hard drive. damage M Corruption of computer M
Insurance Adequacy L An annual review is undertaken (before the time of the policy Existing procedure adequate. Cost L renewal) of all insurance arrangements in place. Employers and Review insurance provision Compliance L Employee liability insurance is a necessity and must be paid for. annually. Commented [GL24]: The Council must have adequate Fidelity Guarantee M Ensure compliance measures are in place. Review of compliance. insurance cover. The Clerk reviews provision annually and as necessary to ensure cover remains adequate Ensure Fidelity checks are in place. Data protection Provision L The Council holds no personal data. Existing procedure adequate. Commented [GL23]: To ensure that financial loss through fraud or dishonesty is covered by the Council’s insurer. Policy
Freedom of Policy L The Council needs has a Publication Scheme based on the model Monitor and report any impacts of Information Act Provision M publication scheme for Local Councils in place. requests made under the FOI Act. Commented [GL25]: The Council’s publication scheme The Council is able to request a fee for any information clearly sets out the way to acquire/request information and requested to cover the cost of consumables and the clerk’s time. the costs. https://www.easthanneyparishcouncil.org.uk/access-to- Meeting location Health & Safety L The Parish Council Meetings are normally held at the War Existing location adequate. information1.html Adequacy M Memorial Hall. The premises and the facilities are adequate for the Clerk, Councillors and Public who attend from Health & Safety and comfort aspects. Commented [GL26]: Then Council has seen the Hall’s risk assessment and is satisfied. Street Lighting Risk/injury to third party L The Council has one streetlight, which illuminates the War Existing procedure adequate. Memorial Hall car park. It is included in the Council’s insurance. Review when necessary.
Assets Commented [GL27]: The Council submits it’s asset
register to its insurers annually to ensure cover is up to date Topic Risk Identified Risk Level Management of Risk Review/Assess/Revise and inclusive. Assets purchased or acquired through the year H/M/L are provided to the insurer to ascertain any increase in cover, if necessary. Street Furniture, Loss or Damage L Internal checks undertaken weekly by trained member of the Council Existing procedure adequate. Play Area Risk/damage to third L or staff. Review insurance requirements Equipment and party(ies)/property External checks undertaken by expert body (ROSPA) annually. annually. Open Spaces Noticeboards Risk/damage/injury to L The Parish Council has one notice boards sited on the wall of the Existing procedure adequate. third parties Community Shop, approved by the relevant party at installation. The board is included in the insurance and inspected regularly by the Clerk, with any repairs/maintenance requirements brought to the attention of the Parish Council. Keys held by the Clerk.
Liability
Topic Risk Identified Risk Level Management of Risk Review/Assess/Revise H/M/L Legal Powers Illegal activity or payments L All activity and payments made within the powers of the Parish Existing procedure adequate. Council (not ultra vires) and to be resolved and clearly minuted. Monitor on a monthly basis. Ensure Working Parties are established with clear terms of reference. Working Parties taking L Commented [GL28]: Legal refs for this? decisions Minutes/Agendas/ Accuracy and legality L Minutes and agenda are produced in the prescribed method by the Existing procedure adequate. Notices/Statutory Business conduct L Clerk and adhere to the legal requirements. Guidance/training to Chair should Commented [GL29]: Legal ref documents Minutes are approved and signed at the next Council meeting. be given (if required). Members to Minutes and agenda are displayed according to the legal requirements. adhere to Code of Conduct. Commented [GL32]: Legal ref Business conducted at Council meetings should be managed by the Commented [GL30]: Legal ref Chair. Commented [GL31]: Lregal ref M Public Liability Risk to third party, property or Insurance is in place. Existing procedures adequate. Commented [GL33]: Note what’s included in ins individuals Risk assessments regularly carried out to comply with requirements. Ensure risk assessments are carried out.
Employer Liability Noncompliance with L Undertake adequate training and seek advice from the Oxfordshire Existing procedures adequate. employment law Association of Local Councils.
Legal Liability Legality of activities M Clerk to clarify legal position on proposals and to seek advice if Existing procedures adequate. Proper and timely reporting via L necessary. Minutes Council always receives and approves minutes at meetings. Commented [GL35]: Legal; ref Proper document control L Commented [GL34]: Need a Retention of document policy in place.
Councillors Propriety
Topic Risk Identified Risk Level Management of Risk Review/Assess/Revise H/M/L Members interests Conflict of interest M Councillors have a duty to declare any interests at the start of the Existing procedure adequate. Register of Members interests M meeting. Members to take responsibility Register of Members Interest forms to be reviewed annually by to update their Register. Councillors. Annual request made by the Clerk. Commented [GL36]: Legal ref?
East Hanney Parish Council E H P C
P104-2020
East Hanney Parish Council Grant/Donation Application Form
Please note that this application may not be considered unless it is accompanied by a copy of the latest set of accounts, showing the organisations income, expenditure and level of balances. If the organisation does not prepare annual accounts, copies of the bank statements covering the previous six months must be enclosed.
By signing this form you are confirming that you are consenting to East Hanney Parish Council holding and processing your and your organisation’s data relating to the grant application for as long as required.
Details Description
Name of the organisation/group. What does your organisation do? 1. Oxfordshire South & Vale Citizens Advice
Name of person completing this application Name of second person if required. form.
2.
Sarah Purdie Jon Bright
Your role within the organisation/group.
3. Administrator
Contact details Organisation/Group address or your address:
Abbey House, Abbey Close, Abingdon
4. Post code: OX14 3PB
Tel: 01235 550553
Email: [email protected]
EHPC, 12 Brookside East Hanney, Wantage, Oxfordshire OX12 0JL Phone: 01235867403 E-Mail: [email protected]
Description Details
Is your organisation/group a registered Charity no: 1150766 charity? 5.
If yes, please provide the charity number. Please provide details on how your grant will be used.
We are seeking a grant to contribute to the costs of recruiting, training, supporting and supervising all the volunteers that operate from our Abingdon Advice Centre in Abbey Amount of grant/donation are you House. We have 50 volunteers working requesting? in this centre; we used to recruit and train about 8-10 each year to replace £___ We would very much appreciate the those who leave and to meet the same amount of grant aid as last year increasing demand for advice. This
Please provide your bank details which we year, as a result of Coronavirus, we 6. will use if your grant is successful. need to double the number of new volunteer advisers. We have already Sort Code:40-52-40 seen an increase in demand for our
Account No:00023048 service and the FCA has predicted that the number of people in debt will Name of Bank: CAF Bank increase by 60% over the coming year.
What is the total cost of the project, activity How will any shortfall be met? Please 7. or provision of service or any other reason include details of any other grants for applying for a grant? you have received and the amount.
East Hanney Parish Council Grants Policy
2
£ ____684.00______We will be applying to most town and parish councils
How will your beneficiaries benefit by you receiving a grant from the Parish Council?
Many local residents rely on our advice. In 2019/20, we advised 11,209 people from South and The Vale in face-to-face meetings or by phone. This total included 19 residents from East Hanney.
Each advice session costs on average about £36 so the total cost of our service for your parish was an Who are your main beneficiaries? estimated £684.00. About 50% of this
amount is covered by District Council
grant but this is reducing year on year.
We therefore need to secure funding How many people will benefit? 8. from a wider range of sources – including
Town and Parish Councils, local
charities and fundraising.
How many parishioners of East Hanney will You can be confident that contributing to benefit? Citizens Advice makes a difference. We help over three quarters of our clients (78%) resolve their problems and 86% in total to find a way forward. Our support prevents some from losing their home or job and for many has a beneficial effect on their mental health.
Furthermore, our clients give us high satisfaction scores. We provide value for money with a low ‘cost per case’ figure. Until Covid-19, our 100 skilled (unpaid) volunteer advisers worked from 4 Advice Centres and 4 outreach locations across
East Hanney Parish Council Grants Policy
3
the 2 districts, supported by just 10 FTE paid staff.
When Covid struck, we closed our advice centres and equipped our 100 advisers and staff to work from home on our Advice Line service. This was a major undertaking requiring us to provide new ICT to advisers and ensure security, confidentiality and connection to Citizens Advice systems from their homes. We were able to complete this shift quickly.
In the 6 months from April to September 2020, we advised 3,753 people from South and Vale communities. During this period, we were told we were one of the 5 strongest local Citizens Advice performers in the country. In September, we partially reopened our 4 main advice centres.
To give a flavour of our work and its impact, I attach some case studies.
We are very grateful for your past support. I do hope you will be able to help us on this occasion. Your support is more vital than ever. We expect to see an increase over the next year in the number of local residents affected by debt and other financial issues as a result of the pandemic.
All residents from East Hanney will benefit from the Citizens Advice Service
Signed: 9.
Digitally Signed
East Hanney Parish Council Grants Policy
4
Date:18/01/2021
Please provide any other information to support your application on a separate sheet.
East Hanney Parish Council Grants Policy
5 P104a-2020
REGISTERED COMPANY NUMBER 8322240 (ENGLAND AND WALES REGISTERED CHARITY NUMBER 1150766
Report of The Trustees and Financial Statements
for the year ended 31st March 2020
Of
Oxfordshire South & Vale Citizens Advice Bureau
OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
CONTENTS OF THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31st MARCH 2020
Page
Report of the trustees 2 - 15
Independent Examiner’s Report 16
Statement of Financial Activities 17
Balance Sheet 18
Notes to the Financial Statements 19 - 25
2 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
The Trustees present their annual report together with the financial statements for the year for the year ended 31st March 2020.
REFERENCE AND ADMINISTRATIVE DETAILS
Directors & Trustees
The Directors of the charitable company are also Trustees for the purpose of charity law.
The Trustees and officers who served during the year to 31st March 2020 and since the year end were as follows;
Directors & Trustees Jane Richardson (Chair) Ivor Middleton (Treasurer) Paul Tams resigned 21/5/19 Afshan Ahmed Eleanor Hards Susan Edwards David Gibbons resigned 20/11/19 Michael Mitchell resigned 20/05/20 Andrew Nott appointed 21/01/20 resigned 18/6/20 Lucy Ring resigned 9/4/19 Emily Savell appointed 19/11/19 Sian Roberts appointed 21/01/20 Pauline Yates appointed 15/09/20
Principal Address and Abbey House Registered Office: Abbey Close Abingdon Oxon OX14 3JD
Independent Examining Accountants: Stuart Bates FCA Wenn Townsend Chartered Accountants Broad Street, Abingdon
Bankers: CAF Bank 25 Kings Hill Avenue Kings Hill West Malling Kent ME19 4JQ
Company Registration number 8322240, limited by guarantee
Charity Commission Registration number 1150766
Authorised and regulated by the Financial Conduct Authority FRN Number 617692
3 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
OBJECTIVES AND ACTIVITIES
Oxfordshire South & Vale Citizens Advice Bureau (OSAVCAB) is a registered charity and a company limited by guarantee governed by its Memorandum and Articles of Association. OSAVCAB was incorporated as a company limited by guarantee on 7th December 2012 and commenced operations on 1st April 2013. On that date it acquired the assets and undertakings of the Citizens Advice Bureaux at Abingdon, Didcot (including Wallingford), Henley-on- Thames and Thame, which were dissolved following their Annual General Meetings.
The charity’s formal objects are to promote any charitable purpose for the public benefit by the advancement of education, the protection and preservation of health and the relief of poverty, sickness and distress in particular, but without limitation, for the benefit of the community in the administrative districts of South Oxfordshire and the Vale of White Horse, and surrounding areas.
Within these objects we have set ourselves the following aim:
We provide free, impartial and confidential advice to all members of the community to help them resolve problems and manage their affairs. We use the evidence we collect to inform policy makers so they can improve the practices that affect people’s lives.
We are an independent charity and most of us are trained and accredited volunteers. We value diversity, promote equality and challenge discrimination.
We review our aims and objectives and activities each year so we can develop our services to ensure they are relevant to local needs and make the best use of resources.
OSAVCAB receives no national core funding. We are very grateful to all our local funders, a full list of whom is set out on page 14.
Oxfordshire South & Vale Citizens Advice Bureau is a member of Citizens Advice
4 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
CHARITABLE ACTIVITIES CARRIED OUT IN 2019 – 2020
Our main objective is to deliver advice services across Oxfordshire South and Vale that meet community demand and maintain rigorous quality standards.
We provided an advice service based on face-to-face interviews and telephones from 4 main Advice Centres (Abingdon, Didcot, Henley and Thame) and from Wallingford until July 2019. All centres offer face to face appointments, drop in assessments, telephone appointments and assessments via the county-wide telephone service, Adviceline. During 2019/20 we continued to provide Webchat for those clients who find it easier to access our services that way. We also provide outreach services at RAF Benson, in Wallingford (since July 2019) and two in Faringdon, at the Town Council Buildings and in a health centre.
As a result of the Coronavirus regulations introduced at the end of March 2020, our advice centres had to be closed and staff and volunteers equipped to work from home on our Advice Line service. We expect that Coronavirus will have a longer-term impact on how we manage our advice service for the foreseeable future.
Part of the purpose of Citizens Advice is to be a stronger equality champion, to challenge discrimination through advice and value diversity as an employer, volunteer agency and service provider. During the past year, we continued to support clients who had experienced some form of discrimination. We maintained links with a number of specialist organisations: MIND, Connection, Turning Point, Christ’s Hospital, Refuge, Relate, NOMAD, all Food Banks in the districts, the Restorative Justice Service, Community Police and Riverside Counselling. Nearly all of these have also run training events for our staff and volunteer advisers in each of our 4 main centres.
Research and Campaigning is one of the twin aims of the Citizens Advice service; we are keen to influence the issues that lie behind the problems our clients bring to us. We have a huge amount of insight and data which is of value to central and local government. We collect this evidence from our Advice Centres and feed it back to (a) our local authorities and (b) the national charity which then engages with central government and others. This often results in positive changes to national policies and to the practice of organisations such as utilities and other suppliers. For example:
• Our detailed evidence of how the roll out of Universal Credit (UC) is progressing has contributed to Citizens Advice being contracted by Government to provide support for people to make an initial UC claim until April 2021.
• We have participated in National Consumer Week which focused on rights when buying online. We have also publicised Big Energy Saving week through local publications and social media and participated in the Energy Advice Programme (Sept 2019 –March 2020).
• We have highlighted Research and Campaigns work in our monthly e-newsletter which goes to all Parish, Town, District and County Councillors in our 2 districts; and in local papers.
We have used local and social media to raise awareness of who we are, what we do and the types of advice we give. We also provided local publications with information of interest to a broad readership.
5 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
ACHIEVEMENTS AND PERFORMANCE
Over the course of the year, 11,209 people from South & Vale received help by telephone or in person which is almost the same number as in the previous year. This suggests a ‘plateauing’ in client numbers after a 3 year increase of 30%. However, this may reflect the limit of our current workforce capacity rather than a reduction in public demand. South & Vale residents also made an estimated 120,000 visits last year to citizensadvice.org.uk, the national Citizens Advice website.
The main areas in which help was needed from OSAVCAB were:
● Benefits and Tax Credits ● Debt, bankruptcy and money advice ● Housing problems ● Employment problems ● Relationship and family issues
The proportion of clients seeking help for these issues was similar to last year with the exception of debt issues which increased by 3%. We have continued our extended hours service with at least one of our Advice Centres opening to 6.00pm or 6.30pm on one evening per week. The extended hours service has grown steadily in recent years and in some areas, this service has been supported by the local Friends Groups.
We were awarded three significant contracts: a Money Advice Service Debt Advice Project, Universal Credit Help to Claim and the Energy Advice Programme. This has involved hiring part time paid specialist advisers. From July 2019 we also participated in Citizens Advice National Adviceline Single Queue pilot designed to improve telephone response rates.
The Citizens Advice service has a rigorous process for ensuring advice is of good quality and we receive a Quality of Advice Assessment each quarter, based on an independent assessment of a sample of our case reports. Data from the National Citizens Advice survey of clients carried out 13-18 weeks after their advice sessions found that 78% of clients reported that their problem had been ‘completely, mostly or partly resolved’ and 89% of clients were satisfied with their overall experience of the service.
We have forged a number of productive relationships with other organisations to improve our service to clients and to improve our value for money and effectiveness. We have developed closer links with the SODC/VOWH Housing Needs Team and with the two main housing associations Sovereign and Soha. We participated in the Oxfordshire Consumer Empowerment Project and the Oxfordshire HMRC liaison programme. We also hosted Pension Wise and played a significant role in helping people apply for Universal Credit. We have also strengthened joint working with the three other local Oxfordshire Citizens Advice.
Drawing on our community profile, we know that several parts of our area experience relatively high levels of deprivation generally or high levels of children living in households below the poverty line (a separate measure). In April 2019, we researched this in more detail to better understand the implications for our service. However it is the Abingdon Caldecott and Didcot West (former All Saints) wards that have the greatest needs. In addition and in line with our equalities policy, we will be consulting the Council’s equalities team and other organisations about how best to make our service more accessible to people in other deprived areas.
6 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
We also
• scheduled bi-monthly meetings with the three Oxfordshire LCA Chief Officers to discuss cross county working including joint bids and planning for future challenges. In 2018, a Memorandum of Understanding was signed by all four Oxfordshire LCAs and a shared communications officer ensures consistency of communication to County agencies.
• met with the County Council’s CEO and leadership team to demonstrate our cross county coverage and contribution we can make to County Council objectives;
• kept in touch with the 2 Independent Advice Centres in our area and invited them to participate in our training events; and
• held an annual staff conference in July 2019 with an external speaker attended by staff, volunteers and invited guests from the organisations we work with.
New projects
As noted above, during 2019/20, we took on three new projects:
Money Advice Service Debt Advice Project (MASDAP)
We were invited by national Citizens Advice to participate in the MAS DAP project from April 2019. The aim of the contract is to improve the quality of debt advice. We recruited 4 debt caseworkers, based in 4 offices on part time hours (1.5 FTE) and a Project Manager for 7 hrs per week to performance manage this work.
The average target is 45 debt cases per month. There are also targets for reaching vulnerable groups, e.g. those with mental health problems, families with children, low income families and advising 60% of clients face to face. In the year end to 31st March 2020, we advised 521 clients on their debt problems set against an annual target of 554. The impact of Covid-19 during March 2020 reduced the number of cases we were able to take on that month and caused us to miss the annual target.
We provided training for the debt caseworkers and introduced the scheme to those volunteers who advise debt clients. We have also developed processes for recording clients’ cases in greater detail and producing confirmation of advice letters which can run to over 20 pages. Caseworkers are required to undertake 16 Core Professional Development points of training each year.
There has certainly been an improvement in the quality of debt advice because of the MAS DAP contract. However, it has been a very steep learning curve in terms of developing new processes and encouraging volunteers to adopt them in a time-pressured environment.
Universal Credit Help to Claim
The national project, funded by the Department of Work and Pensions, began in April 2019. Our local target was to support 600 clients a year with their initial claims for Universal Credit. As well as dropping in to our offices in the South and Vale, clients could also contact us by phone or webchat. Our final total for number of clients helped in 2019/20 was 602 (very slightly exceeding the target). 7 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
The contract has been renewed for 2020/21.
Energy Best Deal Extra (EBDX)
We provide advice on energy-related issues over the winter months. This includes helping people understand their bills, evaluate whether they could switch energy suppliers, improve their energy efficiency and manage debts. Clients are also helped to access charitable funding from Winter Fuel projects, whereby members of the public can donate their Winter Fuel allowance to those who are in greater need.
Contribution of Volunteers
We depend on our trained volunteers to advise the public. Volunteers also help to administer the charity, staff reception areas and provide IT support. During the year, 150 part time, skilled volunteers were supported by a small number of paid staff (11.5 full-time equivalent staff (26 individuals) across 4 main sites and several outreaches). Every client is met by a volunteer and advised by a volunteer. Volunteers are recruited from the communities that they serve and are trained locally according to Citizens Advice national standards.
The full range of volunteer roles in OSAVCAB include adviser, gateway assessor, IT specialists, administrators, receptionists, PR specialists, social policy specialists and advice supervisors. They receive high quality training that includes:
• what is advice • helping clients: face to face, phone, email and webchat • interview and negotiation skills • dealing with conflict • case recording • using advice and information websites • introduction to the law • benefits, employment, housing, immigration and consumer modules • dealing with debt • equalities and diversity • GDPR
Their enthusiasm, commitment and dedication define the culture of the charity. The commitment of our longest-serving volunteers was acknowledged by a presentation at our annual conference.
8 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
The value we add
The benefit in kind provided by our volunteers is estimated at about £750,000 pa.
Every pound invested in OSAVCAB leads to approximately
• £7 in fiscal benefit (savings to local and national government) • £28 in benefits to individuals (income gained through benefits and debts written off)
*Using a cost benefit model approved by HM Treasury, and the methodology set out in a CitA technical report ‘Modelling the value of the Citizens Advice Service 2014/15’
Public Benefit
All our charitable activities focus on providing the advice people need to resolve the problems they face and are undertaken specifically to provide public benefit. The Trustees confirm that they have complied with the duty in Section 17(5) of the Charities Act 2011 to have due regard to public benefit guidance published by the Charity Commission.
FINANCIAL REVIEW
OSAVCAB achieved a surplus on unrestricted activities of £27,028 in 2019/20 (2018/19 £25,977). This was thanks to larger than expected donations and contracts. The contracts are to provide debt advice and help to claim Universal Support.
Income has increased by £76,522 to £472,322 (2018/19 £395,800). The 5% reduction of income from the District Councils of £12,793 has been offset by increases in funds from contracts of £63,822 and an increase in donations of £26,424. Most of the donations are for restricted purposes with matched expenditure. Much this matched expenditure falls into 2020- 21 and the retained restricted funds increase reflects this.
Expenditure has increased by £52,923, to service the contracts and to reflect the restricted spending relating to donations.
Restricted Funds activity in the year consisted of the release of £1,571 deferred against the MASDAP contract in 2018-19, receipts of £29,998 and expenditure of £19,318 including IT equipment capitalised.
At the end of the year reserves stood at £220,453 (2018/19 £170,877 ) of which the unrestricted balance was £231,165 (2018/19 £202,432 ). The negative reserve for the OCC Pension Fund remains £41,000 in line with the 2018/19 actuarial review. We have a relatively strong balance sheet. The Sustainability reserve has been increased to £45,000, giving a small amount more security to face future uncertainty.
While this is an excellent result for the year, the trustees recognise that our sources of income are more unstable and less certain than before. Our grant from District Councils has been extended to 2021/22, but its future beyond that remains unclear. Contracts are finite, require labour intensive bids in a competitive market, are administratively burdensome (with consequent expense) and draw resources away from the more general advice that is such a valuable resource to the community. Our pilot project to raise funds from major donors will be significantly set back by the Covid outbreak. There is no immediate risk from Covid to existing reserves and we have received significant grants towards Covid related expenses. 9 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
Reserves Policy
The trustees believe that the charity should hold financial reserves in order to ensure that the charity can continue to operate and meet the needs of clients in the event of unforeseen and potentially financially damaging circumstances. It has taken into account the reliability and continuance of future funding, timing of cash flows and working capital requirements, cover for unplanned emergency repairs and potential liabilities relating to staff should there be closure of a particular activity.
Designated reserves Designated reserves are the portion of the unrestricted reserves set aside under the reserves policy.
Operating reserve - the trustees consider that it is prudent to set aside an amount equivalent to three months' operating expenditure. This would cover the cost of closing the bureau if the need arose. This also helps the charity to cover the funding gap from the end of the financial year until the payment of grants is received from District Councils.
Sustainability reserve - the current environment of reducing grants leaves the charity facing considerable difficulties in raising funds to replace the reductions. The trustees consider it prudent to set aside a sum to cover the possibility of replacement funding not being found, or being slow to materialise over the period of the three year reduction.
In addition, unrestricted funds have been designated for the following purposes:
Equipment reserve - a reserve to ensure that there is sufficient money to replace equipment when it becomes obsolete or beyond economic repair.
Contractual commitment reserve - a reserve to ensure that the charity is able to cover contracted payments to staff such as redundancy, provision of locum maternity cover, and the costs of any disciplinary and/or grievance procedures which may arise.
Premises - a reserve to provide for the cost of relocating to new premises either at the expiry of the current lease or if larger premises are deemed necessary, and for the cost of major repairs and maintenance of the charity for the next 3 years.
Development reserve - a reserve to allow the charity to undertake the development of new projects and areas of work and to conduct full feasibility studies on the advisability of such proposals.
Restricted reserves
Restricted reserves are funds provided for a specific purpose and not available for any other use, usually due to a legal obligation.
The main restricted reserve relates to the Local Government Pension Scheme. This negative reserve reflects the view that the long term provision for the pension deficit, to the extent that it ever crystalizes, can be met from projected future income and therefore should not impinge on existing unrestricted reserves.
10 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
Undesignated reserves
These are the balance of reserves after restricted and designated reserves have been taken into account. They are expected to fluctuate significantly above and below zero through the course of the year due to the effect of timing differences on working capital and the level at which the budget has been set. The balance is reviewed as part of the budget process.
STRUCTURE, GOVERNANCE AND MANAGEMENT
Risks and Uncertainties
A risk management strategy and risk register have been agreed by the Trustee Board and are reviewed annually to identify and mitigate the major risks facing the charity. The main external risks are loss of funding and the uncertain impact of the Coronavirus pandemic; we continue to seek to diversify our funding sources and we have initiated a fundraising pilot project with national Citizens Advice. Due to the pandemic, since the year end we have taken steps to change the way we provide advice and to obtain funding for additional set-up costs. Internal financial risks are minimised by the implementation of internal control procedures for authorisation of all transactions and projects. Quality standards are routinely monitored to ensure consistent quality of service delivery. Safeguarding policies and procedures are in place to protect clients, staff and volunteers and are reviewed regularly by the Trustees. No significant safeguarding issues have arisen during the year. These procedures are periodically reviewed to ensure that they still meet the needs of the charity.
The Trustees oversee the information security of all personal information of our clients, staff, funders and strategic partners that is processed. The local Citizens Advice hold joint responsibility for client data that is held in our case management system, with the national Citizens Advice Service. An information assurance management team exists to ensure the confidentiality, integrity and availability of all personal and sensitive data is maintained to a level which is compliant with the requirements of the General Data Protection Regulation and Data Protection Act 2018.
Governing Document
Oxfordshire South & Vale Citizens Advice Bureau is a company limited by guarantee incorporated in England and Wales and consequently does not have share capital. Each of the members is liable to contribute an amount not exceeding £1 towards the assets of the company in the event of liquidation. OSAVCAB is governed by its Memorandum and Articles of Association.
Governing Body
The Articles of Association provide for a minimum of three and a maximum of fifteen Trustees and Trustees are appointed by a resolution of its members at an AGM. The board has powers to co-opt members who shall retire at the following AGM and may offer themselves for re-election.
All the Trustees are members of the charitable company and a register of members’ interests is maintained at the registered office, and is available to the public. None of the Trustees has a beneficial interest in the charitable company. The Trustees who served during the year and since the year end are shown on page 2.
11 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
The Trustee Board is responsible for setting the strategic direction and policy of the organisation and carries the ultimate responsibility for ensuring that the charity satisfies its legal and contractual obligations. Trustees meet as a minimum quarterly and delegate the day-to-day operation of the organisation to the Director. The Trustee Board is independent from management and none of the Trustees have received remuneration.
OSAVCAB strives to maintain a Trustee Board with a broad range of skills and experience to match the requirements of running a multi-site service-based charity, who also reside within the areas served by the 5 Advice Centre locations. The Chair and Company Secretary oversee the elections process for trustee appointments. A separate process agreed by the trustees is followed for the election of the Chair.
We are looking at ways to increase the diversity of the Board.
Newly appointed Trustees receive a suitable induction and are offered mentoring by established Trustees. Board members are provided with opportunities for training and development according to their needs. The Board reviews its performance annually taking into account feedback it receives on its performance from staff and volunteers and periodically benchmarks itself against the Charity Governance Code.
We were sorry to lose Paul Tams, David Gibbons and Mike Mitchell who resigned after giving valuable service to OSAVCAB for a number of years and Lucy Ring and Andrew Nott who also resigned during the period. We were delighted to welcome Emily Savell and Sian Roberts as new trustees.
Related Parties
OSAVCAB is a member of Citizens Advice, the operating name of the National Association of Citizens Advice Bureaux, which provides a framework for standards of advice and casework management as well as monitoring progress against these standards. Operating policies are independently determined by the Trustee Board of OSAVCAB in order to fulfil its charitable objects and comply with the national membership requirements.
OSAVCAB also co-operates and liaises with a number of other advisory services, local charities and social services departments on behalf of clients. Where one of the trustees holds an official position in another charity or organisation, they may be involved in discussions regarding that other organisation but not in the ultimate decision-making process.
Principal Funding Sources
The Trustees extend their gratitude to South Oxfordshire District Council, the Vale of White Horse District Council and Abingdon, Didcot, Henley, Thame and Wallingford Town Councils who continued to support the core operating capacity of the charity. Thanks also go to all parish councils and other organisations and individual donors who have supported our work. In particular we would like to recognise the work of the various Friends groups who have paid for premises improvements and equipment and some local services.
PLANS FOR THE FUTURE
It is impossible to know how the Coronavirus pandemic will affect our future plans. By April 2020, we had closed our advice centres and equipped 90 advisers and staff to work from home on our Adviceline service. This has proved very successful and by June 2020, we were advising a similar number of clients as in June the previous year (about 900 per 12 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______month). It is likely that a proportion of our workforce will work from home for the foreseeable future.
In September 2020, we partially re-opened our 4 Advice centres to complete the training for new advisers and prepare for the introduction of limited face to face appointments in October. This will only be available for clients that cannot be advised in any other way. Coronavirus will have longer term impacts on how we manage our advice service and support our workforce over the next year or so. Fundraising from major donors for the first 3 quarters of 2020/21 has been badly affected but we have been fortunate to secure additional grants from other sources to support our activities. When lock down regulations ease we expect that demand for advice will increase, particularly for debt and we are applying for funding to set up a Coronavirus Recovery team.
We are particularly grateful to South Oxfordshire and Vale of The White Horse district councils for extending our main grant through to the end of 2021/22.
Changes to the way local government is funded and possible changes to the structure of local government in the county may have considerable implications for OSAVCAB. Coronavirus is also likely to add pressure to local government finances. However, we have negotiated a Memorandum of Understanding with the three other local Oxfordshire Citizens Advice so we can bid for county wide contracts and adapt our services to best meet the needs of our clients.
During the first half of 2020-21, we will be commissioning a strategic review of our structure and systems to ensure that our service is aligned with the needs of our clients and National Citizens Advice Future of Advice Strategic Framework. This Framework was introduced in April 2019 and involves offering advice to people in new ways, making more use of technology and becoming a stronger voice nationally.
During 2020/21, we will continue to manage several contracts (including MASDAP and Universal Credit), participate in the national Advice Line Single Queue Pilot Project to improve the phone service response rate, and we will be working to ensure that our quality of advice is assessed as ‘Good’. We will continue to strengthen our performance management systems.
We will be taking steps to recruit more volunteers by advertising proactively in each of our main towns. This is necessary to respond to increasing demand, managing the additional processes associated with our contracts and respond to an increasing number of phone calls.
A specific challenge will be identifying permanent arrangements for providing the service in Wallingford.
Although our two districts have low levels of deprivation overall, the 2019 Index of Multiple Deprivation reveals there are 10 Local Super Output Areas (an LSOA is roughly the same as a neighbourhood) which are relatively deprived, scoring 2, 4 or 5 (with the lower number reflecting a greater level of deprivation).
There are 26 LSOAs with relatively high levels of income deprivation affecting children (IDACI), scoring 2, 3, 4 or 5. This measures the proportion of children aged 0-15 living in income deprived families. Furthermore, there are 8 LSOAs in the 20% most deprived in England in terms of the skills and education of young people. They are in Didcot (5), Berinsfield (2), and Thame (1).
We will want to consider whether we can do more to support these areas and are keen to build links with community organisations in the most deprived wards.
13 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
We want to be more proactive in supporting victims of domestic abuse and hate crime. We have trained staff in the Citizens Advice ASK* routine enquiry but have not yet rolled it out because of the many other additional pressures on staff and volunteers during the year. We have become a third party hate crime reporting centre to help victims report crime to the police.
*The ASK Programme is a service-wide initiative, training and supporting advisers to ask a routine enquiry of unaccompanied face to face clients with debt or benefit enquiries about whether they have in the past experienced, or are currently experiencing, any form of gender violence and abuse (GVA).
14 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
Our Funders 2019/20 District and Town Councils Parish Councils Other Funders Vale of White Horse DC Appleton with Eaton PC Abingdon Friends South Oxfordshire DC Bix & Assendon PC Abingdon Lions Club Abingdon TC Checkendon PC Alistair Cooper Didcot TC Chilton PC Charity Checkout Wallingford TC Cholsey PC Christ's Hospital Thame TC Cumnor PC Damascus Henley TC Dorchester PC Doris Field Charitable Trust Faringdon TC East Hagbourne PC Dorothy Holmes Trust East Hanney PC Every Click Eye & Dunsden PC Friends of Henley CAB Garsington PC The public via Give As you Live Highmoor PC Great Legal Bake - Boardman, Hawkins Horspath PC & Osborne Solicitors, Abingdon Kennington PC Heinz, Anna and Carol Kroch Foundation Kidmore End PC Henley Lions Club Lewknor PC Henley Probus Club Little Milton PC Invesco Long Wittenham PC John Hodges Trust Longworth PC Kate Tiller Mapledurham PC Len Chapman Marcham PC London Legal Support Trust Moulsford PC Lord Faringdon Trust Nettlebed PC Mercers Solicitors North Moreton PC Mr & Mrs Pye Trust Nuffield PC Mr & Mrs Sheehan Radley PC Nick Hards Rotherfield Greys PC Radley PCC Sandford-on-Thames PC RAF Benevolent Fund Shrivenham PC Relate Berkshire South Hinksey PC SO Charitable Lottery St Helen Without PC South Oxfordshire Housing Stanton St Johns PC Association (SOHA) Steventon PC Sovereign Housing Association Stoke Row PC Stanton Ballard Trust Sutton Courtenay PC Tesco (Henley) Swyncombe PC Thame Friends of CAB Sydenham PC Waitrose (Abingdon) Tetsworth PC Waitrose (Henley) Watchfield PC Wallingford Quakers Watlington PC West Hagbourne PC Watlington PC West Hagbourne PC Wheatley PC Woodcote PC Wootton PC
15 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
REPORT OF THE TRUSTEES FOR THE YEAR ENDED 31ST MARCH 2020 ______
STATEMENT OF TRUSTEES’ AND DIRECTORS’ RESPONSIBILITIES
The Trustees are responsible for preparing the Trustees’ Annual Report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company law and Charity Law require the Trustees to prepare financial statements for each financial year, which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that period. In preparing these financial statements the trustees are required to:
1. select suitable accounting policies and apply them consistently:
2. observe the methods and principles in the Charities SORP (FRS 102);
3. make judgements and estimates that are reasonable and prudent;
4. state whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements.
5. prepare the financial statements on a going concern basis unless it is inappropriate to presume that the charitable company will continue in operation.
6. The Trustees are responsible for keeping proper accounting records that are sufficient to show and explain the charity’s transactions and disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Companies Act 2006 and the Charities Act 2011. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
This report was approved by the board of Directors and Trustees on 16th October 2020 and signed on its behalf by:
……………………………….. …………………………… Jane Richardson Trustee Ivor Middleton Trustee
16 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
INDEPENDENT EXAMINER’S REPORT TO THE TRUSTEES OF OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU FOR THE YEAR ENDED 31ST MARCH 2020
I report to the charity trustees on my examination of the accounts of the Oxfordshire South & Vale Citizens Advice Bureau for the year ended 31st March 2019 which are set out on pages 17 to 25.
Responsibilities and basis of report
As the charity trustees of the company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (‘the 2006 Act’).
Having satisfied myself that the accounts of the company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your company’s accounts as carried out under section 145 of the Charities Act 2011 (‘the 2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
Independent examiner's statement
Since the company’s gross income exceeded £250,000 your examiner must be a member of a body listed in section 145 of the 2011 Act. I confirm that I am qualified to undertake the examination because I a member of the Institute of Chartered Accountants in England and Wales, which is one of the listed bodies.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
1. accounting records were not kept in respect of the company as required by section 386 of the 2006 Act; or
2. the accounts do not accord with those records; or
3. the accounts do not comply with the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination; or 4. the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities [applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102)].
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Stuart Bates FCA Wenn Townsend Victoria House 10 Broad Street Abingdon OX14 3LH
………………………….. 17 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
STATEMENT OF FINANCIAL ACTIVITIES (INCORPORATING AN INCOME AND EXPENDITURE ACCOUNT) FOR THE YEAR ENDED 31ST MARCH 2020 ______
Unrestricted Restricted 2020 2019 Funds Funds Total Funds Total Funds Notes £ £ £ £ INCOME Donations 11,889 29,998 41,887 15,463 Charitable activities 4,11 300,408 128,890 429,298 378,269 Other income 1,137 - 1,137 2,068 ______Total Income 4 313,434 158,888 472,322 395,800
EXPENDITURE Charitable activities 5,11 286,406 136,340 422,746 369,823 ______
NET INCOME (EXPENDITURE) 27,028 22,548 49,576 25,977
Transfers between funds 1,705 (1,705) - - ______
Net movements in funds 28,733 20,843 49,576 25,977 ______
RECONCILIATION OF FUNDS Total funds brought forward 11 202,432 (31,555) 170,877 144,900 Total funds carried forward 231,165 (10,712) 220,453 170,877 ______
18 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
BALANCE SHEET FOR THE YEAR ENDED 31ST MARCH 2020 ______
Unrestricted Restricted 2020 2019 Funds Funds Total Funds Total Funds Notes £ £ £ £
FIXED ASSETS 7 - 11,015 11,015 0
CURRENT ASSETS Debtors 14,906 - 14,906 26,461 Cash at bank 265,043 19,273 284,316 222,151 ______279,949 19,273 299,222 248,612 CREDITORS Amounts falling due within one 8,11 (48,784) - (48,784) (36,735) year ______
Net current assets 231,165 19,273 250,438 211,877
Amounts falling due after one year 9 - (41,000) (41,000) (41,000) ______
TOTAL ASSETS 231,165 (10,712) 220,453 170,877 ______
REPRESENTED BY: Unrestricted Funds 10 231,165 - 231,165 202,432 Restricted Funds 11,12 - (10,712) (10,712) (31,555) ______
231,165 (10,712) 220,453 170,877 ______
The charitable company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 31st March 2020.
The members have not required the charitable company to obtain an audit of its financial statements for the year ended 31st March 2020 in accordance with Section 476 of the Companies Act 2006.
The trustees acknowledge their responsibilities for: (a) ensuring that the charitable company keeps accounting records that comply with Sections 386 and 387 of the Companies Act 2006 and (b) preparing financial statements which give a true and fair view of the state of affairs of the charitable company as at the end of each financial year and of its surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the charitable company.
These financial statements have been prepared in accordance with the special provisions of part 15 of the Companies Act 2006 relating to small charitable companies.
The financial statements were approved by the Board of Trustees on 16th October 2020 and were signed on its behalf by:
……………………………….. …………………………… Jane Richardson Trustee Ivor Middleton Trustee 19 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2020 ______
1. STATUTORY INFORMATION
Oxfordshire South & Vale Citizens Advice Bureau is a company limited by guarantee incorporated in England and Wales and consequently does not have share capital. Each of the members is liable to contribute an amount not exceeding £1 towards the assets of the company in the event of liquidation. The registered office is Abbey House, Abbey Close, Abingdon, Oxfordshire, OX14 3JD.
The financial statements are presented in Sterling (£), the company’s functional currency, and rounded to the nearest pound.
The charity’s principle activities and nature of the charity’s operations are to promote any charitable purpose for the public benefit by the advancement of education, the protection and preservation of health and the relief of poverty, sickness and distress in particular, but without limitation, for the benefit of the community in the administrative districts of South Oxfordshire and the Vale of White Horse, and surrounding areas.
The significant accounting policies applied in the preparation of these financial statements are set out below. These policies have been consistently applied to all years presented unless otherwise stated.
2. Basis of preparing the financial statements The financial statements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) ‘Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued in October 2019. Financial Reporting Standard 102 ‘The Financial Reporting Standard applicable in the UK and Republic of Ireland’ and the Companies Act 2006. The financial statements have been prepared under the historical cost convention.
Oxfordshire South & Vale Citizens Advice Bureau meets the definition of a public benefit entity under FRS 102. Assets and liabilities are initially recognised at historical cost or transaction values unless otherwise stated in the relevant accounting policy note(s).
Subsequent events and going concern The financial statements have been prepared on a going concern basis. Since the year end the global health crisis arising from Coronavirus has had an increasing impact on all aspects of life including the activities of the charity. The trustees have put in place measures to mitigate the financial and other risks involved and are working to control the impact on the charity. The charity continues to receive grants from local Parish, Town and District councils together with income received from contracted services enabling a range of support programmes to be continued. The Trustees are confident that Oxfordshire South and Vale Citizens Advice Bureau will be able to tailor service provision in line with the funding available and will look to obtain additional funding from a variety of sources. As a result the Trustees consider it appropriate for the financial statements to be prepared on a going concern basis.
3. ACCOUNTING POLICIES
Income All income is recognised in the Statement of Financial Activities once the charity has entitlement to the funds, it is probable that the income will be received and the amount can be measured reliably. Donations are recognised on a cash received basis. Grant and contractual revenue is recognised in the financial statements of the year for which it is receivable. Grants and funding received in advance are recognised as revenue in the same accounting period as the costs they fund are recognised. Income is only deferred if the donor specifies it must be used in future accounting periods or the donor has imposed conditions which must be met before the charity has unconditional entitlement.
Investment income is recognised on a receivable basis.
20 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______
Expenditure Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.
Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them.
Expenditure includes any VAT that has been charged as the charity is not registered for VAT.
Support costs are those costs that, whilst necessary to deliver an activity, do not themselves produce or constitute the output of the charitable activity. This includes governance costs which are those costs which are associated with meeting the constitutional and statutory requirements and costs linked to the strategic management of the charity.
Depreciation and amortisation Depreciation has been provided at the following rates in order to write off assets over their estimated useful lives : Office equipment 4 years, straight line
Financial instruments The charity only has financial instruments and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement value.
Debtors Trade debtors and other debtors are recognised at the settlement amount due after any trade discounts offered. Prepayments are valued at the amount prepaid net of any trade discounts due.
Creditors Creditors are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors are normally recognised at their settlement amount after allowing for any trade discounts due.
Fund accounting Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees. Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes. Further explanations of the nature and purpose of each fund are included in the notes to the financial statements.
21 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______
4. INCOME FROM CHARITABLE ACTIVITIES Unrestricted Restricted 2020 2019 £ £ £ £ Grants 289,438 - 289,438 299,137 Contracts 10,970 128,890 139,860 79,132 Donations and other income 13,026 29,998 43,024 17,531 ______313,434 158,888 472,322 395,800
Grants from District Councils 243,074 - 243,074 255,866 Grants from Town Councils 34,100 - 34,100 31,100 Grants from Parish Councils 12,264 - 12,264 12,171 ______289,438 - 289,438 299,137 INVESTMENT INCOME Included in other income above : Deposit account interest 525 - 525 176 ______525 - 525 176
Unrestricted income in 2019 amounted to £360,776 and restricted amounted to £35,024.
5. DIRECT COSTS OF CHARITABLE ACTIVITIES
Unrestricted Restricted 2020 2019 £ £ £ £ Employment 254,849 48,005 302,854 261,805 Premises 61,193 4,046 65,239 63,679 Office 32,905 14,935 47,840 27,025 Depreciation 0 719 719 0 Other costs 13,614 4,214 17,828 17,314 Assets capitalised 0 (11,734) (11,734) Reapportioned costs (76,155) 76,155 0 0 ______286,406 136,340 422,746 369,823
Employment costs include: Unrestricted Restricted 2020 2019 £ £ £ £ Salaries paid to 3 key management personnel 63,601 - 63,601 72,770 Salaries for remaining staff 172,707 46,830 219,537 169,536 Pension contributions 6,046 - 6,046 6,284 National insurance 12,495 1,175 13,670 13,215 ______254,849 48,005 302,854 261,805
No Trustee received any remuneration. The average number of employees during the year was 26, equivalent to 11.5 full time equivalent employees (2019 - 22 equivalent to 9 full time equivalent employees).
No employees received employee benefits (excluding employer pension costs) of more than £60,000.
Unrestricted direct costs in 2019 amounted to £340,432 and restricted amounted to £29,391. 22 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______
Governance costs 2020 2019 £ £ Miscellaneous costs 60 60 Legal & Professional Fees 385 685 ______Total 445 745
7. FIXED ASSETS Office Total Equipment £ £ Cost At 31 March 2019 0 0 Additions 11,734 11,734 ______At 31 March 2020 11,734 11,734 ______Depreciation At 31 March 2019 0 0 Charge for the year 719 719 ______At 31 March 2020 719 719 ______Net book value At 31 March 2019 0 0 ______
At 31 March 2020 11,015 11,015 ______
Fixed asset additions include £11,734 (2019 £0) purchased with funds donated specifically for the purpose. The donated funds have been recognised as income in full and a matching provision made for release against the depreciation of the funded assets. This prevents the accounts from overstating surplus funds due to unmatched costs.
8. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2020 2019 £ £ Grants received in advance 1,582 971 HMRC – PAYE & National Insurance 4,503 5,114 Accruals 38,067 28,845 Pensions 831 846 Other creditors 3,801 959 ______Total 48,784 36,735
23 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______
9. CREDITORS: AMOUNTS FALLING DUE AFTER ONE YEAR
2020 2019 £ £ Provision in respect of pension fund deficit 41,000 41,000
This relates to the Oxfordshire County Council Pension Fund deficit. See note 10 for further information.
10. NET FUNDS ANALYSIS
Unrestricted Restricted Total £ £ £ Grants received in advance (1,582) 0 (1,582) Pension fund deficit 0 (41,000) (41,000) Provision for funded assets 0 0 0 Fixed assets 0 11,015 11,015 Current Assets 14,906 0 14,906 Current liabilities (47,202) 0 (47,202) Cash 265,043 19,273 284,316 ______Total Funds 231,165 (10,712) 220,453
11. PRIOR YEAR ADJUSTMENT
Unspent restricted donations of £7,874 at 31 March 2019 (£6,969 at 31 March 2018) have been recategorized from creditors to retained restricted funds in the balance sheet. Related donations of £9,349 and expenditure of £8,444 have been recognised in the Income and Expenditure Account for the year ended 31 March 2019.
24 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______
12. RESTRICTED FUNDS
Restricted funds comprise income for specific purposes and amounts set aside for specific objects, less amounts expended for those purposes. Restricted funds in 2019-20 relate to the Oxfordshire County Council Pension Fund, contracts with the National Association of Citizens Advice Bureaux and unspent restricted donations.
The main restricted reserve is a negative reserve and relates to the Oxfordshire County Council Pension Fund, a Local Government Pension Scheme. This negative reserve reflects the view that the long term provision for the pension deficit, to the extent that it ever crystalizes, can be met from projected future income and therefore should not impinge on existing unrestricted reserves.
Brought Transfers forward (to)/from Balance from last Resources unrestricted carried year Income expended funds forward £ £ £ £ £ Pension reserve (41,000) - - - (41,000) Contracts 1,571 128,890 (129,756) (1,705) - Restricted fixed assets - - (719) - 11,015 Henley Restricted 6,667 10,079 (10,302) - 6,444 Didcot & Wallingford restricted 696 2,626 (1,967) - 1,355 Sharing Warmth (350) 655 (280) - 25 Hagbourne Action Group 220 - - - 220 Citizens Advice Grant 141 - - - 141 Christ's Hospital 500 13,670 (15,289) - 8,881 Oxfordshire Councillors Priority - 1,190 - - 1,190 Confidential - 1,761 (761) - 1,000 Other - 17 - - 17 Transfers to fixed assets - - 11,734 - 17 ______(31,555) 158,888 (136,340) (1,705) (10,712)
Pension Costs
In 2019 - 2020, four former employees of Abingdon Citizens Advice Bureau were members of the Oxfordshire County Council Pension Fund, a defined benefit scheme, and of which the Company is an admitted body. The assets of the Fund are held separately from those of the Company, in independently administered funds.
The Company’s share of the Fund’s deficit is calculated triennially by qualified actuaries. The Company is also advised of deficit funding payments on a triennial basis.
Bureau staff are eligible to join a defined contribution pension scheme under which the Company matches each member’s contributions. The pension costs charged represent contributions by the Company to the scheme, which are recognised when they become payable.
There were no outstanding contributions at the balance sheet date under either pension plan.
Pension deficit
The Company is an admitted body to the Oxfordshire County Council Pension Fund, a defined benefit pension scheme. There are no active members of the Fund employed by the Company. The Company 25 OXFORDSHIRE SOUTH & VALE CITIZENS ADVICE BUREAU
NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31ST MARCH 2020
______obtained an actuarial valuation for accounting purposes as at 31 March 2019 from the actuaries, Hymann Robertson LLP. The valuation showed the Fund to be in deficit and the Company’s share of the deficit was assessed as £41,000. Accordingly the pension liability as at 31 March 2020 is shown as £41,000, in line with this most recent valuation. The Company has opted to hold a negative restricted reserve to free these funds for charitable use. The Company has agreed to continue to pay £710 per annum towards reducing this deficit.
13. FINANCIAL INSTRUMENTS 2020 2019 £ £ Financial assets Financial Assets that are debt instruments measured at amortised cost 299,222 248,612
Financial liabilities Financial liabilities measured at amortised cost 109,057 85,609
Financial assets measured at amortised cost comprise of cash, trade debtors and accrued income.
Financial liabilities measured at amortised cost comprise of trade creditors, accruals and pension liabilities.
14. RELATED PARTY TRANSACTIONS
The company received a donation of £1,200 from the spouse of a trustee during the year to 31st March 2020 ( 2019 – none).
P105-2020
P105a-2020
Charity Registration No. 1161144 Company Registration No. CE003831 (England and Wales)
WANTAGE INDEPENDENT ADVICE CENTRE
ANNUAL REPORT AND UNAUDITED FINANCIAL STATEMENTS
FOR THE YEAR ENDED 31 MARCH 2020 WANTAGE INDEPENDENT ADVICE CENTRE
LEGAL AND ADMINISTRATIVE INFORMATION
Trustees Mrs H Bailey Mr R Batstone Mr G Beith (vice chairman) Mr I Griffiths (treasurer) Mr G Hamer Mrs J T Hannaby Mr P Harbour (chairman) Mr W R Jestico Mr D Parry Mr K Robbins Ms A Rowe (vice chairman) Ms C Walters Mr C Warwick Dr. D Wise Ms K Morgan
Charity number 1161144
Principal address 16 Market Place Wantage Oxfordshire OX12 8AE
Independent examiner Chapman Worth Limited 6 Newbury Street Wantage Oxfordshire OX12 8BS WANTAGE INDEPENDENT ADVICE CENTRE
CONTENTS
Page
Trustees' report 1 - 4
Independent examiner's report 5
Statement of financial activities 6 - 7
Statement of financial position 8
Notes to the financial statements 9 - 18 WANTAGE INDEPENDENT ADVICE CENTRE
TRUSTEES' REPORT FOR THE YEAR ENDED 31 MARCH 2020
The trustees present their report and financial statements for the year ended 31 March 2020.
The accounts have been prepared in accordance with the accounting policies set out in note 1 to the accounts and comply with Wantage Independent Advice Centre Governance and Management Policies Manual, the Charities Act 2011 and “Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015)”.
Objectives and activities Mission Statement Wantage Independent Advice Centre works at the heart of the local community and is dedicated to serving those in need of Advice, Transport or Good Neighbour services. Consideration for volunteer and client welfare is the foundation of everything we do. We strive to be the best notwithstanding limitations of budget, space and other resources.
Object The object of the CIO is:
The relief of those in need, for any reason including but not limited to ill health, disability, financial hardship, social exclusion.
For the purpose of this clause ‘social exclusion’ means being excluded from society, or parts of society, as a result of one of more of the following factors: unemployment; financial hardship; youth or old age; ill health (physical or mental); substance abuse or dependency including alcohol and drugs; discrimination on the grounds of sex, race, disability, ethnic origin, religion, belief, creed, sexual orientation or gender re-assignment; poor educational or skills attainment; relationship and family breakdown; poor housing (that is housing that does not meet basic habitable standards; crime (either as a victim of crime or as an offender rehabilitating into society).”
The object will be met by the provision of services as set out below for the benefit of the Vale of White Horse area.
1. An advice and information service 2. A transport service 3. A Good Neighbour service 4. Other services, provided from time to time, which are deemed appropriate and in accordance with the stated charitable objective.
Nothing in this constitution shall authorise an application of the property of the CIO for the purposes which are not charitable.
During the year, Wantage Independent Advice Centre has carried out its public benefit duty and its duty with regard to the objectives of the charity. The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.
During the year, Wantage Independent Advice Centre has carried out its public benefit duty and its duty with regard to the objectives of the charity. The trustees have paid due regard to guidance issued by the Charity Commission in deciding what activities the charity should undertake.
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TRUSTEES' REPORT (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
Achievements and performance Plan 2020 - 2021
• Maintain the provision of free advice services, the volunteer transport and good neighbour schemes • Continue to explore the need of our services and deliver a tailored approach to the West of the Vale • Prepare our application to renew a grant from Oxfordshire County Council to support our transport service • Continue to work with our IT support company to make sure we stay up to date with technology • Carry out a quarterly client satisfaction survey. Results to be submitted to the Vale of White Horse District Council via SLA target reporting • Attend annual meeting with Grants Officer, review targets and performance to targets • Manage finances within budget and in accordance with the reserves policy • Maintain close contact with elected Councillors to ensure that the Advice Centre has a high profile • Support and train staff and volunteers to maintain continuous service improvement • Hold an Annual General Meeting in accordance with the Constitution • Maintain a safe working environment • Continue with the recruitment campaign for more volunteers in all areas including trustees. This to include identifying suitable candidates to serve as a replacement Chairman • Identify and explore additional funding avenues to include both core and project related revenue opportunities. This to include both local and national funders with increased focus on core funding • Continue to develop the tailored, in-house software (WIAConline) for all three services to manage future growth effectively • Keep paid staffing levels under review • Prepare our application to renew our grant with Vale of White Horse District Council • To investigate the impact on the three services of Covid-19 • To continue to work in partnership with South Central Ambulance Service
Achievements during 2019 - 2020
• We have maintained the provision of free advice services, the volunteer transport and good neighbour schemes • We have continued a fortnightly advice service in the Pump House in Faringdon • The client satisfaction surveys have taken place and the responses collated. The results will be submitted at our next funding meeting • Our Trustee Councillors are attending meetings and feedback to their relevant Councils • Volunteer training and face to face sessions have taken place throughout the year • The Volunteer Satisfaction Survey has taken place and the responses collated • We employed a Project Manager to set up and explore ‘Project West’ • We have completed the investigation into our IT structure and support. We will now be supported by a local company called Riverbank • We secured a contract to work in partnership with South Central Ambulance Service.
Plans for the future • We will continue our succession planning to recruit a new Chairman • Implement a structured Trustee recruitment process • To change our name to more suit all three services and to ensure people realise we are ‘In The Vale For The Vale’
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TRUSTEES' REPORT (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
Financial review The charity ended the year with a deficit of £5,433 due in part to a not being able to access S106 funds. At the end of the year the charity has achieved a level of reserves of £96,571 which includes restricted funds of £1,832. The Trustees aim to set aside an unrestricted reserve of 6 months running costs to be regularly reviewed and adjusted for any changing liabilities.
The Charity’s funds come largely from local government and performance related grants however donations are also received.
Structure, governance and management We are a Charitable Incorporated Organisation registered with the Charities Commission for England and Wales. The charity was established by a charitable trust deed on 1 stApril 2015. Wantage Independent Advice Centre commenced trading on the 1st January 2016.
The trustees who served during the year and up to the date of signature of the financial statements were:
Hon. Chairman Peter Harbour Hon. Vice Chairman Ann Rowe/Graham Beith (GB from September 2019)
Hon. Treasurer Ian Griffiths Hon. Secretary Keith Robbins
*David Parry *St John Dickson (resigned May 2019) Geoff Hamer *James Goodman (resigned May 2019) *Kiera Bentley (resigned May 2019) Bill Jestico Jenny Hannaby David Wise Helen Bailey Ronald Batstone (appointed June 2019) Christopher Warwick (appointed September 2019) *Kimberley Morgan (appointed September 2019) Christine Walters (appointed June 2019)
*Councillors representing local Councils.
Organisation Structure
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TRUSTEES' REPORT (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
The Trustees have assessed the major risks to which the charity is exposed and are satisfied that systems are in place to mitigate exposure to risks.
The trustees' r eport was approved by the Board of Trustees.
...... Mr P Harbour (chairman) Trustee
Dated: ......
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INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES OF WANTAGE INDEPENDENT ADVICE CENTRE
I report on the financial statements of the charity for the year ended 31 March 2020, which are set out on pages 6 to 18.
Respective responsibilities of trustees and examiner The charity’s trustees are responsible for the preparation of the financial statements. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.
It is my responsibility to: (i) examine the financial statements under section 145 of the 2011 Act; (ii) to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and (iii) to state whether particular matters have come to my attention.
Basis of independent examiner's report My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the financial statements presented with those records. It also includes consideration of any unusual items or disclosures in the financial statements, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the financial statements present a ‘true and fair view’ and the report is limited to those matters set out in the next statement.
Independent examiner's statement In connection with my examination, no other matter except that referred to in the previous paragraph has come to my attention: (a) which gives me reasonable cause to believe that in any material respect the requirements: (i) to keep accounting records in accordance with section 130 of the 2011 Act; and (ii) to prepare financial statements which accord with the accounting records and comply with the accounting requirements of the 2011 Act; have not been met or (b) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the financial statements to be reached.
A Chapman FCA Chapman Worth Limited 6 Newbury Street Wantage Oxfordshire OX12 8BS
Dated: ......
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STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 MARCH 2020
Unrestricted Unrestricted Restricted Total Unrestricted Unrestricted Total funds funds funds funds funds general de signated general d esignated 2020 2020 2020 2020 2019 2019 2019 Notes £ £ £ £ £ £ £ Income from: Donations and legacies 3 119,145 316 1,832 121,293 125,678 7,665 133,343 Charitable activities 4 55,379 - - 55,379 53,847 - 53,847 Investments 5 473 - - 473 419 - 419
Total income 174,997 316 1,832 177,145 179,944 7,665 187,609
Expenditure on: Raising funds 6 859 - - 859 1,811 - 1,811
Charitable activities 7 180,352 1,367 - 181,719 182,406 4,819 187,225
Total resources expended 181,211 1,367 - 182,578 184,217 4,819 189,036
Net (outgoing)/incoming resources before transfers (6,214) (1,051) 1,832 (5,433) (4,273) 2,846 (1,427)
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STATEMENT OF FINANCIAL ACTIVITIES (CONTINUED) INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 MARCH 2020
Net (outgoing)/incoming resources before transfers (6,214) (1,051) 1,832 (5,433) (4,273) 2,846 (1,427)
Gross transfers between funds 3,949 (3,949) - - 2,846 (2,846) -
Net (expenditure)/income for the year/ Net movement in funds (2,265) (5,000) 1,832 (5,433) (1,427) - (1,427)
Fund balances at 1 April 2019 98,836 5,000 - 103,836 100,263 5,000 105,263
Fund balances at 31 March 2020 96,571 - 1,832 98,403 98,836 5,000 103,836
The statement of financial activities includes all gains and losses recognised in the year.
All income and expenditure derive from continuing activities.
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STATEMENT OF FINANCIAL POSITION AS AT 31 MARCH 2020
2020 2019 Notes £ £ £ £
Current assets Cash at bank and in hand 99,668 105,031
Creditors: amounts falling due within one year 11 (1,265) (1,195)
Net current assets 98,403 103,836
Income funds Restricted funds 12 1,832 - Unrestricted funds - general Designated funds 13 - 5,000 Unrestricted funds 96,571 98,836
96,571 103,836
98,403 103,836
The financial statements were approved by the Trustees on ......
...... Mr P Harbour (chairman) Mr I Griffiths Trustee Trustee
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NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2020
1 Accounting policies
Charity information Wantage Independent Advice Centre is a charity registered with the Charities Commission in England and Wales.
1.1 Accounting convention The financial statements have been prepared in accordance with the charity's [governing document], the Charities Act 2011 and "Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)". The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin 1 not to prepare a Statement of Cash Flows.
The financial statements have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a true and fair view. This departure has involved following the Statement of Recommended Practice for charities applying FRS 102 rather than the version of the Statement of Recommended Practice which is referred to in the Regulations but which has since been withdrawn.
The financial statements are prepared in sterling, which is the functional currency of the charity. M onetary am ounts i n these financial statements are r ounded to the nearest £.
The accounts have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
The accounts (financial statements) have been prepared to give a ‘true and fair’ view and have departed from the Charities (Accounts and Reports) Regulations 2008 only to the extent required to provide a ‘true and fair view’. This departure has involved following Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) issued on 16 July 2014 rather than the Accounting and Reporting by Charities: Statement of Recommended Practice effective from 1 April 2005 which has since been withdrawn.
1.2 Going concern At the time of approving the financial statements, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees c ontinue t o adopt the going concern basis of accounting in preparing the financial statements.
1.3 Charitable funds Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.
Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Designated funds are reserves set aside by the trustees for a particular project.
1.4 Incoming resources Income is recognised when the charity is legally entitled to it after any performance conditions have been met, the amounts can be measured reliably, and it is probable that income will be received.
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
1 Accounting policies (Continued)
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Legacies are recognised on receipt or otherwise if the charity has been notified of an impending distribution, the amount is known, and receipt is expected. If the amount is not known, the legacy is treated as a contingent asset.
1.5 Resources expended Expenditure is recognised once there is a legal or constructive obligation to make a payment to a third party, it is probable that settlement will be required and the amount of the obligation can be measured reliably.
Charitable activities include expenditure associated with meeting the charitable objectives.
Support costs are those functions that assist the work of the charity but do not directly undertake charitable activities.
Governance cost include those incurred in the governance of the charity and its assets and are primarily associated with constitutional and statutory requirements.
1.6 Cash and cash equivalents Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
Basic financial assets Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future pa yment s discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of o perations f rom suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
Derecognition of financial liabilities Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
1 Accounting policies (Continued)
1.7 Employee benefits The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Termination benefits are recognised immediately as an expense when the charity is demonstrably committed to terminate the employment of an employee or to provide termination benefits.
2 Critical accounting estimates and judgements
In the application of the charity’s accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
3 Donations and legacies
Unrestricted Unrestricted Restricted Total Unrestricted Unrestricted Total funds funds funds funds funds general de signated general de signated 2020 2020 2020 2020 2019 2019 2019 £ £ £ £ £ £ £
Donations and gifts 29,145 316 1,832 31,293 32,928 7,665 40,593 Government grants 90,000 - - 90,000 92,750 - 92,750
119,145 316 1,832 121,293 125,678 7,665 133,343
Donations and gifts Donations from Parish Councils 2,385 - - 2,385 1,760 - 1,760 Other donations received 26,760 316 1,832 28,908 31,168 7,665 38,833
29,145 316 1,832 31,293 32,928 7,665 40,593
Grants receivable for core activities Vale of White Horse District Council 58,000 - - 58,000 58,000 - 58,000 Oxfordshire County Council 16,000 - - 16,000 16,000 - 16,000 Wantage Town Council 10,000 - - 10,000 10,000 - 10,000 Faringdon Town Council 2,000 - - 2,000 1,750 - 1,750 Grove Parish Council 4,000 - - 4,000 4,000 - 4,000 Sovereign - - - - 3,000 - 3,000
90,000 - - 90,000 92,750 - 92,750
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
4 Charitable activities
2020 2019 £ £
Transport reimbursements 53,406 51,454 Miscellaneous 1,973 2,393
55,379 53,847
5 Investments
Unrestricted Unrestricted funds funds general general 2020 2019 £ £
Interest receivable 473 419
6 Raising funds
Unrestricted Unrestricted funds funds general general 2020 2019 £ £
Fundraising and publicity Advertising 859 1,811
859 1,811
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
7
2020 2019 £ £
Staff costs 86,498 82,140 Good neighbour expenses 1,871 2,138 Volunteer and staff expenses 4,709 4,780 Driver reimbursements 36,439 38,643 Comet bus hire 1,367 4,819 Project west 2,169 - Hardship fund 50 - Other charitable expenditure 3,178 8,205
136,281 140,725
Share of support costs (see note 8) 45,438 46,500
181,719 187,225
Analysis by fund Unrestricted funds - general 180,352 182,406 Unrestricted funds - designated 1,367 4,819
181,719 187,225
For the year ended 31 March 2019 Unrestricted funds - general 182,406 Unrestricted funds - designated 4,819
187,225
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
8 Support costs Support Governance 2020 2019 Basis of allocation costs costs £ £ £ £
Rent 20,160 - 20,160 19,080 100% support costs Utilities 5,496 - 5,496 5,665 100% support costs IT support/upgrade 5,326 - 5,326 4,978 100% support costs Maintenance and repairs 2,633 - 2,633 3,934 100% support costs Photocopier 1,786 - 1,786 1,187 100% support costs Cleaner 3,110 - 3,110 2,772 100% support costs Bank charges 1,120 - 1,120 1,005 100% support costs Subscriptions 1,678 - 1,678 1,611 100% support costs Printing and stationery 1,464 - 1,464 2,098 100% support costs Insurance 1,800 - 1,800 1,981 100% support costs Miscellaneous items 865 865 296 100% support costs
45,438 - 45,438 46,500
Analysed between Charitable activities 45,438 - 45,438 46,500
There were no fees charged by the accountants for the independent examination of these or 2018 accounts.
9 Trustees
None of the trustees (or any persons connected with them) received any remuneration, expenses o r benefits from the charity during the year. Unrestricted donations from trustees totalled £110 (2019 - nil).
10 Employees
Number of employees The average monthly number of employees during the year was: 2020 2019 Number Number
6 6
Employment costs 2020 2019 £ £
Wages and salaries 86,498 82,140
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
11 Creditors: amounts falling due within one year 2020 2019 £ £
Other creditors 265 195 Accruals and deferred income 1,000 1,000
1,265 1,195
12 Restricted funds
The income funds of the charity include restricted funds comprising the following unexpended balances of donations and grants held on trust for specific purposes:
Movement in funds Balance at Incoming Balance at 1 April 2019 resources 31 March 2020 £ £ £
IT improvements - 1,832 1,832
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
13 Designated funds
The income funds of the charity include the following designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes:
Movement in funds Movement in funds Balance at Incoming Resources Transfers Balance at Incoming Resources Transfers Balance at 1 April 2018 resources expended 1 April 2019 resources expended 31 March 2020 £ £ £ £ £ £ £ £ £
Provision for replacement assets 5,000 - - - 5,000 - - (5,000) - Community bus service - 7,665 (4,819) (2,846) - 316 (1,367) 1,051 -
5,000 7,665 (4,819) (2,846) 5,000 316 (1,367) (3,949) -
14 Analysis of net assets between funds Unrestricted Designated Restricted Total Unrestricted Designated Total funds funds funds funds funds 2020 2020 2020 2020 2019 2019 2019 £ £ £ £ £ £ £ Fund balances at 31 March 2020 are represented by: Current assets/(liabilities) 96,571 - 1,832 98,403 98,836 5,000 103,836
96,571 - 1,832 98,403 98,836 5,000 103,836
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NOTES TO THE FINANCIAL STATEMENTS (CONTINUED) FOR THE YEAR ENDED 31 MARCH 2020
15 Related party transactions
There were no disclosable related party transactions during the year (2019 - none).
- 18 - P108-2020
East Hanney Website Content Audit Date 16/12/2020 Added Personalised Accessibility Statement
Test Result Fixes Applied Home Pass About The Council Pass The Council Pass Added alt text the the picture of the County Councillors Pass Cllr Stephen McKechnie Pass Cllr Paul Aram Pass Cllr David Kirk Pass Cllr David Blomley Pass Cllr Sarah Stephenson Pass Cllr Dickon Green Pass Cllr Oliver Cornish Pass Committees Pass Resources Committee Pass Added page description to the page. Hid photo on page. Planning Committee Pass Added page description to the page. Amenities Committee Pass Added page description to the page. Added alt text to the picture. Council Meetings Pass Agendas & Minutes Pass Access to information Pass Documents Pass Finance Pass Fault Report Form Pass Added page title. Contact Us Pass (map exempt) Members Area Pass Planning Pass MCHLG White Paper consultation - Planning for the future. Pass Added page description to the page. Added alt text to the picture. Added page title. Neighbourhood Plan Pass Added page description to the page. Planning Applications Pass Added page description to the page. Added alt text to the picture. Added page title. Parish Facilities Plan Pass Added page description to the page. Added alt text to the picture. Added page title. A-Z of Services Pass Community Pass News Pass What's On Pass Hanney News Pass Hanney History Group Pass Halls for Hire Pass Added page titles to sub pages and alt text to images on pages. Gallery Pass Directory Pass FAQs Pass Useful links Pass
Service pages Access for disabled people Pass Access to information Pass Advertising Pass Allotments Pass Animal fouling Pass Added alt text to the picture. Arts and entertainment venues Pass Bowls (game) Pass Added alt text to the picture. Bridleways Pass Burials Pass Added alt text to the picture. Bus stops and shelters Pass Car parks Pass CCTV surveillance Pass Added alt text to the picture. Cemeteries Pass Citizens Advice Bureau Pass Community centres Pass Added alt text to the picture. Community development Pass Community grants Pass Conservation areas Pass Added alt text to the picture. Council land and property Pass Councillors Pass Country parks Pass Crime prevention Pass Added alt text to the picture. Disabled parking Pass Dog litter bins Pass Entertainment and events Pass Added alt text to the pictures. Halls for hire Pass Leisure and culture Pass Litter Pass Litter bins Pass Added alt text to the picture. Local history Pass Added alt text to the picture. Markets Pass Nature reserves Pass Parks and gardens Pass Parks and grounds maintenance Pass Planning applications Pass Public meetings Pass Street furniture Pass Verge maintenance Pass Village greens Pass Added alt text to the picture. Woodlands Pass P111-2020
CASUAL VACANCIES IN THE OFFICE OF PARISH COUNCILLOR
Guidance notes for parish council clerks
This Guidance has been prepared in order to assist parish clerks with the legal process of filling a casual vacancy. It covers the following subjects:
Section 1: Overview of process Section 2: Reasons a vacancy can arise Section 3: Publishing a public notice Section 4: Co-option Section 5: Election called Section 6: Qualifications for becoming a councillor Section 7: Disqualifications for becoming a councillor
The following documents are also attached: • Declaration of acceptance of office. • Notice of casual vacancy. • Request for an election.
If you have any further queries or require assistance with casual vacancies please contact the elections office by emailing [email protected] or call 01235 422528.
Please remember that the elections team must be notified of any vacancies as soon as they arise. You can email [email protected] to notify a member of the team. We need to know the name, reason and date of vacancy.
SECTION 1: OVERVIEW OF PROCESS
This diagram gives an overview of the process to follow should a vacancy arise.
Vacancy arises within 6 Vacancy arises (see section 2) months of the next
ordinary election
Election is not held. Parish clerk produces a notice of casual Council may co-opt if it vacancy and publishes it. (see section 3) wishes.
Parish clerk to notify the elections team via email or in writing with the name, reason and date you published the notice.
After 14 working days… Check with elections team how many requests for an election have been made
Less than 10 requests 10 or more requests
Co-option Election called (see section 4) (see section 5)
Parish clerk to inform Returning officer
elections team the details commences election
of the Councillor they process
have co-opted and the date of co-option
In the case that a casual vacancy arises within six months of the date of the next ordinary elections, an election will not be held. The council is required to give a notice of the casual vacancy and the council may co-opt if it wishes. Any unfilled positions will be filled at the ordinary elections.
SECTION 2: REASONS A VACANCY CAN ARISE
Why Explanation Effective date
Failure to complete a This must be done before or at the first On the closing date declaration of acceptance to meeting of the parish council, unless the for completing the office (see copy at end of parish council permits otherwise, which acceptance to guidance) within the proper cannot be retrospective. office. time
Resignation A councillor may at any time resign by On receipt of the written notice delivered to the chairman of written notice. the parish council.
Note: There is no process for retracting a resignation once it is handed to the chairman.
Death Death of parish councillor Vacancy is deemed to have occurred on the date of the death.
Ceasing to be qualified This usually occurs if a parish councillor Parish council must has used their entry on the electoral declare the register as their qualification for nomination vacancy. The date and they cease to be on the register of of the declaration is electors. For more information on the effective date of qualification criteria please see section 6. vacancy.
Becoming disqualified This can occur through bankruptcy, office Parish council must holding, surcharge, conviction, court order declare the or being found guilty of corrupt practise of vacancy. The date law. For more information on of the declaration is disqualification criteria please see section the effective date of 7. vacancy.
Failure to attend meetings This occurs if a councillor fails throughout a Parish council must period of six consecutive months from the declare the date of their last attendance to attend any vacancy. The date meeting of the parish council, unless the of the declaration is reason for failure was approved by the the effective date of parish Council before the expiry of the six vacancy. month period.
Note: The meetings for attendance can include committees, sub-committees or as a representative of the parish council.
SECTION 3: PUBLISHING A PUBLIC NOTICE
The parish clerk should complete and publish a notice of casual vacancy (template attached). The parish clerk must display as soon as practicable after the date on which the vacancy has occurred.
Display the notice or notices for 14 working days in a conspicuous place or places within the area of the parish/ward, for example, on a village hall display board or a village notice board.
You may wish to place a copy of the notice in your parish magazine and on your parish council website.
Please send a copy of the notice to the elections office.
SECTION 4: CO-OPTION
Upon the expiry of the 14 days which the notice of vacancy has been displayed, the parish council may co-opt to fill a casual vacancy IF the returning officer has not received ten requests for an election. You will need to check with the elections team before you begin this process.
You may be contacted by interested persons whilst the notice of vacancy is displayed. These electors may not wish to call an election but maybe interested in standing via co-option. However, that person must be qualified to serve as a councillor (see section 6) and be co-opted by a quorate parish council.
The parish council's debate and vote on the co-option must be conducted in the public section of its meeting. It follows that the candidates, as members of the public, will be entitled to be present during the proceedings.
Provided that the meeting has a quorum, the decision must be made by an absolute majority of members who are present and voting. For example, where there is a council of eleven members and there are nine councillors present and voting, the absolute majority is five.
Where there are more than two candidates for the vacancy, it may be necessary to run a series of votes, each time removing the candidate who has the least number of votes until one candidate secures an absolute majority. Members must vote by show of hands unless the council has standing orders that provide otherwise.
Co-option must be completed within a period of 60 days beginning with the day of which the notice of vacancy was dated.
SECTION 5: ELECTION CALLED
If, within fourteen days from the publication of the notice, the returning officer receives a written request for an election signed by TEN electors within the parish area, an election must be held to fill the vacancy.
There is no prescribed form for this written request, a suggested template is attached at the end of this guidance. Please direct any requests to the elections team for further advice.
It should be noted that these requests can be written separately, an election will still be triggered if by the end of the 14 day period the returning officer has received ten signed requests from electors.
The returning officer will then set a date for polling day, within 60 days from the notice of vacancy, and the election process will begin, with the publication of a notice of election, copies of which will be supplied to the parish clerk.
That notice informs the electors where they may obtain nomination papers and the date by when they should be delivered. It gives the dates by which applications to vote by post or proxy must be made. It also gives the date of the election in the event of a contested election.
It is from this point that the parish council will start to incur the costs that will arise from staging an election, irrespective of whether it is contested or not, including poll cards (if requested) and postal votes.
An estimated cost of an election and election timetable will be available from the elections team on request.
SECTION 6: QUALIFICATIONS TO BE A COUNCILLOR
A person is qualified to be elected and to be a councillor if they are a British, Commonwealth, Irish or European Union citizen and on the relevant day (that is, the day of nomination or election) they are 18 or over. In addition, the person must meet at least one of the following criteria:
(1) On the relevant day and thereafter they continue to be on the electoral register for the parish, or
(2) During the whole of the twelve months before that day they have owned or tenanted land or premises in the parish, or
(3) During the whole of the twelve months before that day their principal or only place of work has been in the parish, or
(4) During the whole of the twelve months before that day they have resided in the parish or within three miles of it. Except for qualification (1), these qualifications then continue for the full term of office, until the next ordinary elections. Certain people are disqualified from standing, and these include paid officers (including the clerks) of the council, bankrupts and those subject to recent sentences of imprisonment.
SECTION 7: DISQUALIFICATIONS TO BE A COUNCILLOR
There are certain people who are disqualified from being elected to a parish or community council in England and Wales. You cannot be a candidate if at the time of your nomination and on polling day:
(1) You are employed by the parish/community council or hold a paid office under the parish/community council (including joint boards or committees).
(2) You are the subject of a bankruptcy restrictions order or interim order.
(3) You have been sentenced to a term of imprisonment of three months or more (including a suspended sentence), without the option of a fine, during the five years before polling day.
(4) You have been disqualified under the Representation of the People Act 1983 (which covers corrupt or illegal electoral practices and offences relating to donations). The disqualification for an illegal practice begins from the date the person has been reported guilty by an election court or convicted and lasts for three years. The disqualification for a corrupt practice begins from the date a person has been reported guilty by an election court or convicted and lasts for five years.
FOR FURTHER ASSISTANCE
Staff within the elections team are always ready to assist parish clerks who require advice. You should contact by email [email protected] or call 01235 422528.
For those parish councils who are members, the Oxfordshire Association of Local Councils will also provide advice.
DECLARATION OF ACCEPTANCE OF OFFICE
I ………………………………………………………………………………………………………….[1] having been elected to the office of ………………………………………………………………....[2] of …………………………………………………………………………………………...…………...[3]
declare that I take that office upon myself, and will duly and faithfully fulfil the duties of it according to the best of my judgment and ability.
Signed: ______Date: ______
This declaration was made and signed before me,
Signed: ______Date: ______
Designation: ______(Proper officer of the council)
(a) Under section 83(3) of the Local Government Act 1972, a declaration for members or elected mayors of a county, district or London borough council shall be made before two members of the council, its elected mayor, its proper officer, a justice of the peace or magistrate in the United Kingdom, the Channel Isles or the Isle of Man, or a commissioner appointed to administer oaths in the Supreme Court. A declaration for members of parish councils shall be made before a member or the proper officer of the council.
[1] Insert the name of the person making the declaration [2] Insert “member” or “chairman” as appropriate [3] Insert the name of the authority of which the person making the declaration is a member.
……………………………..………………………….. PARISH/TOWN COUNCIL
(………. WARD)
NOTICE OF CASUAL VACANCY
Public notice is hereby given that due to the resignation/death of:
……………………………………………………………………………………………
A vacancy exists in the office of Parish/Town Councillor for
……………………………………………….. (.……………………..……….) Ward
The vacancy will be filled by election if, within fourteen working days of the date of this notice, any ten local government electors for the said parish/town submit a written request to the Returning Officer, South Oxfordshire / Vale of White Horse District Council (delete as appropriate), 135 Eastern Avenue, Milton Park, Milton, Abingdon, OX14 4SB.
In computing these fourteen days mentioned above you disregard a Saturday or Sunday, Christmas Eve, Christmas Day, Good Friday or a bank holiday or a day appointed for Public Thanksgiving or Mourning.
A poll will not take place until 6 May 2021 in accordance with the Local Government and Police and Crime Commissioner (Coronavirus) (Postponement of Elections and Referendums) (England and Wales) Regulations 2020 and the Coronavirus Act 2020 or until such date or within such period as may be specified in any further regulations made under the Coronavirus Act 2020. The date of the poll will be specified in the notice of election published by the Returning Officer.
If no such request is made the vacancy will be filled by Co-option by the Parish/Town Council.
Dated …………………………………... Signed………………………………………………..… (Parish/Town Clerk)
REQUEST FOR ELECTION
We, the undersigned ten local government electors for the:
Parish/Town of………………………………………………………………………………………..
Ward……………………………………………………………………………………………………
hereby request that an election be held to fill the casual vacancy in the office of parish/town councillor caused by the resignation/death of …………………………………………..…………………… as published in the notice of vacancy dated……………………………………………………...
Signature Address on Register of Electors Electoral number 1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
DATED………………………………………….
The signatures of ten electors for the parish [ward] in which the vacancy is held are required. However, there is no limit on the number of signatories, and you may wish to add further signatories in case it is found that one of your signatories is not a registered elector for the parish [ward].
P111a-2020
…East Hanney... PARISH COUNCIL
NOTICE OF CASUAL VACANCY
Public notice is hereby given that due to the resignation of:
… David Blomley …
A vacancy exists in the office of Parish Councillor for
… East Hanney …
The vacancy will be filled by election if, within fourteen working days of the date of this notice, any ten local government electors for the said parish/town submit a written request to the Returning Officer, Vale of White Horse District Council, 135 Eastern Avenue, Milton Park, Milton, Abingdon, OX14 4SB.
In computing these fourteen days mentioned above you disregard a Saturday or Sunday, Christmas Eve, Christmas Day, Good Friday or a bank holiday or a day appointed for Public Thanksgiving or Mourning.
A poll will not take place until 6 May 2021 in accordance with the Local Government and Police and Crime Commissioner (Coronavirus) (Postponement of Elections and Referendums) (England and Wales) Regulations 2020 and the Coronavirus Act 2020 or until such date or within such period as may be specified in any further regulations made under the Coronavirus Act 2020. The date of the poll will be specified in the notice of election published by the Returning Officer.
If no such request is made the vacancy will be filled by Co-option by the Parish/Town Council.
Dated: 28th January 2021 Signed: (Parish Clerk) Guy Langton