Burnham-on-Sea & Highbridge Town Council



Council official records:  
Signed MinutesPermanentlyLegal
Agenda4 yearsLegal
Acceptance of officePermanentlyLegal
Declarations of interestPermanentlyLegal
Members allowances register6 yearsLegal
Seal BookPermanentlyLegal
Scale of fees and charges5 yearsAudit
Capital expenditure (successful)PermanentlyAudit
Revenue expenditure (successful)Current plus 1 yearAudit
Ledger sheet10 yearsLegal
Annual depreciation3 yearsAudit
Employee Records:  
Accident reports5 years (2 more than legal)Legal
Payment changes6 yearsLegal
Amended code number notice6 yearsLegal
Contribution recordsPermanentlyLegal
Actuarial valuation reportsPermanentlyLegal
Records of ex-pensioners6 years after benefit endsLegal
Pension investment policies12 years after benefit endsLegal
Inland Revenue ApprovalsPermanentlyLegal
Staff personal records7 years after employment endsLegal
Expenses accounts7 yearsLegal
Staff overtime3 yearsAudit
Redundancy/long service awards7 yearsLegal
P45, P58, P48, P6, P607 yearsLegal
Income tax/pay details7 yearsLegal
Returned tax7 yearsLegal
Schedule of deductions7 yearsLegal
Pay advice2 years (current plus 1)Legal
Payroll7 years (current plus 6)Audit
Annual earnings summary13 years (current plus 12)Legal
Wages book12 yearsLegal
Time sheetsCurrent plus 1 yearLegal
Public and product liability policiesPermanentlyLegal
Certificate of Insurance40 yearsLegal
Cash Records:  
Bank paying in counterfoilsLast completed audit yearAudit
Bank/Giro account statementsLast completed audit yearAudit
Daily cash book7 yearsLegal
Banking returns7 yearsLegal
Unrepresented cheque list7 yearsLegal
Bank reconciliations7 yearsLegal
Petty cash, postage, phone records7 yearsAudit
Main cash bookPermanentlyLegal
Cash received/cheque payment sheets7 yearsLegal
Pension fund detailsPermanentlyLegal
Cheque stubs/remittance adviceLast completed audit yearAudit
Invoice7 years (revenue)Legal
Purchase requisitions2 yearsAudit
Purchase orders2 years (revenue) 3 years after expiry (capital)Audit
VAT records7 yearsVAT
Title Deeds, etc.:  
All title deeds and property-related documents12 years after expiry of interestLegal
Contract Agreements, etc.:  
Under seal12 years after expiryLegal
Others6 years after expiryLegal
Contractors time sheetsCurrent plus 6 yearsLegal
Invoices with no official ordersCurrent plus 6 yearsLegal
Donation and Subscription Records:  
Government grants if not now receiving6 yearsLegal
Government grants if still receivingPermanentlyLegal
Property Receipts:  
Leases12 years after lease endLegal
Architect builder agreements6 years after contract endsLegal
Planning permission12 years after interest endsLegal
Halls, Centres, Recreation Grounds:  
Applications to hire, lettings diaries, copies of bills to hirers, records of tickets issued.6 yearsVAT
Register and plansPermanentlyAudit, archive
Applications, Permissions, Refusals, Appeals (All papers)Current plus 1 yearFor information

Table of Contents

Records Retention Schedule

Financial Risk Management Policy - March 2023

Grant Application Kings Coronation Form

The Coronation of His Majesty King Charles III will take place on Saturday 6th May 2023, with an additional bank holiday on Monday 8th May 2023.

We are keen to hear from groups/organisations in Burnham-on-Sea and Highbridge that are looking to celebrate the Coronation. The Town Council has £1500 available to allocate to events being organised to celebrate the Kings Coronation. The maximum grant to be allocated per event will be £500.

You must meet the following criteria for your application to be considered:

– The event will be open to all members of the public

– The event will be free of charge

– The event will take place within the Coronation weekend

– The event will take place within Burnham on Sea or Highbridge


Applications will close on Monday 6th March at midday. 

Your organisation and contact details

What happens next....
Applications will be considered at the Finance and Resources Committee Meeting on Monday 13th March 2023. You will be notified after this date whether your application has been successful.
Burnham & Highbridge Town Council takes your privacy seriously and will only use your personal information for the purposes of contacting you about this grant. The Council’s privacy notice can be found here.

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