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Barton-under-Needwood
Parish Council
Finance Committee
Page last update on 19 November 2009
Chairman David Sherratt
Finance Committee Members
|
Committee Members |
Cllr. David Sherratt | Cllr. Vic Trigwell | Cllr. Adrian Wedgewood |
| Cllr. Brian Bartram | Cllr. Pauline Fisher | ||
| Co-opted |
Meeting Dates
| July 2009 | March 2010 | |
| September 2009 | July 2010 | |
| November 2009 | September 2010 | |
| November 2010 |
TERMS OF REFERENCE - Finance Committee
On December of each year, after taking into consideration the expected expenditure and income together with any proposed projects, prepare for recommend to the full Parish Council an annual budget and the precept to be levied for the following financial year.
Oversee the annual audit, in conjunction with the Parish Council Auditor, and on its completion, recommendation of its acceptance to the Parish Council for its subsequent submission to the Audit Commission.
Periodically to assess the Budget and make recommendations to the Parish Council on any amendments or alterations within the Budget that may be necessary.
Alert the Parish Council in any shortfall or overspend during any financial year.
Ensure that sufficient funds are available to
[a. Carry out the day-to-day work of the Parish Council;
[b. Evaluate proposed projects;
[c. Ring-fence monies for future projects or expenditure in future financial years.
To make recommendations on the pay rates and salary scales of Parish Council employees.
To evaluate and make recommendations on applications for grants, awards and donations.
The committee will include the Responsible Financial Officer of the Parish Council {Parish Clerk] as a permanent member of the committee and may co-opt any other person that the committee may consider of value in carrying out its duties.
Risk Management
|
Area |
Risk |
Level |
Control |
|
Assets |
Protection of Physical Assets in : - |
|
|
|
|
Holland Sports Club |
L |
Own Management Team with Parish Councillors regularly attending Committee Meetings |
|
|
Collinson Park Childrens' Play Area |
L |
Regular checks made on equipment plus Annual Inspection by ROSPA |
|
|
Fishpond |
M |
Bailiffs patrol with 'lifebuoy' available if required. Insurance cover. |
|
|
Ash Tree Road Open Space |
L |
Regularly patrolled by local Police Community Support Officer |
|
|
Village Hall |
L |
Own Management Team, Parish Council representatives on Committee. Own Public Liability Insurance. |
|
Finance |
Risk of consequential loss of income |
L |
Insurance cover, important documents in fire proof cabinet |
|
|
Financial Controls and Records |
L |
Quarterly reconciliation prepared by Clerk, three signatories on cheques. Internal and External Audit |
|
|
|
|
provides extra checks. |
|
|
Detailed Budgeting in line with annual Precept |
L |
Council agrees full budget late autumn. Precept agreed from this information. Income and Payments |
|
|
|
|
reported to P.C. each month. |
|
|
Borrowing |
L |
Current PWLB loan being paid off within Budget. |
|
|
Comply with Customs & Excise regulations |
L |
V AT payments claimed by Clerk. Internal Auditor provides check. |
|
Liability |
Risk to third party or individuals |
L |
Insurance cover. Risk Assessment carried out in the event of public activities |
|
Employer |
Comply with Employment Law |
L |
Membership of Staffordshire Parish Councils' Association. |
|
Liability |
Comply with Inland Revenue |
L |
Regular information and advice from Inland Revenue. |
|
|
Staff Safety |
M |
H. & S. Risk Assessments. Appropriate Insurance cover. |
|
Legal |
Ensuring activities are within legal guidelines |
L |
Clerk clarifies legal position if relevant. Professional advice sort when required. |
|
Liability |
Proper and timely reporting via Minutes |
L |
Council meets once per month with extra committee meetings as required. |
|
|
|
|
Minutes available upon request, or via the website. |
|
|
Proper document control |
L |
Data storage to comply with Data Protection Act |
|
Councillor |
Register of Interests and gifts |
L |
Register of Interests completed and stored in secure fireproof cabinet. |
|
Propriety |
|
|
Copies forwarded to East Staffordshire Borough Council, Legal Department |
Chairman’s report on meeting held at 10.30 am on Monday 26th October 2009.
The finance committee met at the committee room village hall on Monday 26th October 2009 at 10.30 a.m. Present were Cllrs. D. Sherratt, A. Wedgwood, P Fisher and Mr. G. Peck.
The Clerk to the Council presented the up to date reconciled accounts together with the 2009/10 budget. These were perused and accepted.
The Clerk asked that he go on an Excel course run by S.P.C.A. in November. This was accepted.
Monies that had agreed to be spent and not discussed at this committee:-
A, £430.00 – Collinson Park,
B, £102.00 – excess on speed watch project,
C, £276.00 on Main Street Notice Board,
D, £160 Ash Tree Road Notice Board,
were discussed and it was agreed these were to put against the Contingency Fund.
The following items for the 2010/11 budget were discussed and the committee’s initial recommendations are as follows.
|
Speedwatch equipment depreciation & running costs |
|
£ 500.00 |
|
Collinson Park maintenance costs for
equipment & surfaces. |
|
|
|
Cemetery. New fund for land acquisition/development |
|
£ 5,000.00 |
|
Fishpond. As per Cllr. Wedgwood’s report |
|
£ 4,500.00 |
|
Additional litterbins. To be funded from E.S.D.C. Street Cleaning budget & RISES monies |
|
|
|
Best Kept Village. Additional litter picking. To be funded from ‘Donations’. To be increased to |
|
|
|
Main Notice Board Map replacement |
|
£ 500.00 |
|
Conservation Area Management Plan. Ongoing costs |
|
£ 1,000.00 |
|
Open Spaces Management & Maintenance. The cost of upgrading from existing ‘grass cut only’ contract & to include spiking, scarifying and tree management. Increase from £2,000.00 to |
|
|
|
Potters Way. Continue with provision for resurfacing etc. |
|
£ 5,000.00 |
|
Crowberry Lane. Provision for signage & other works not covered by supermarket development |
|
£ 1,000.00 |
The Parish Council is asked to note this report and accept its recommendations.
Cllr. D.G. Sherratt.
Chairman.
Chairman’s report September 2009
Following the acceptance of the annual accounts and auditors report, the Parish Clerk has consulted with the auditor and myself and devised a new system of presenting the accounts to the Council.
As previously, a breakdown of income and expenditure will be presented to the Council at its monthly meeting for acceptance. There will not, however be an opening and closing balance as previously as this is not a meaningful exercise.
On a monthly basis a spreadsheet will be prepared which will show the current state of the accounts and will be reconciled with the current Bank statements. This will be perused by myself monthly, and our auditor and the Finance committee as and when required. This will make the finalising of the accounts at year end much easier as any minor errors will be picked up month by month.
Every quarter the Clerk will present to the Council a breakdown of its’ finances showing income and expenditure as taken against the annual budget. This will enable the Council to see whether or not we are staying within the budget we have set and if necessary take appropriate action or re allocate funds within the budget.
I feel that this will bring our accounting into line with our finance committee and auditors recommendations and better inform the Council of its financial state.
I would like to record my thanks to Gerry Peck for the work he has put into this. In coming up with this system it allows him to keep his spreadsheet method of bookkeeping as well as bringing it into line with our current requirements.
I ask that the Council note this report and accept it recommendations.
Chairman’s report on meeting held at 10.30 am on Monday 27th July 2009.
Present: D Sherratt, P. Fisher, G. Peck and D. Moore.
Apologies: B. Bartram, A. Wedgewood.
1. Parish Council Audited Accounts 2008/2009.
The committee received the audited accounts for the Parish Council for 2008/2009 together with the internal auditors report for that year.
Following a verbal report from D. Moore and discussion it was decided to pass the accounts and report to the Parish Council with the recommendation that they be accepted and forwarded to the Audit Commission. The Chairman signed the appropriate form confirming the accounts.
The committee also recommends that the Parish Clerk and the Auditor confer as to what the best method of keeping the accounts will be in the future. At present a spreadsheet is used but it is felt that the use of an accounts programme could be more efficient and effective in compiling and presenting the accounts. The introduction of a new system may result in a training requirement for our Clerk, but the benefits would negate any cost implications. This will be reported on in the near future.
It was also emphasised that the current accounts must in future be reconciled to the bank statements monthly and the deposit accounts quarterly. [See auditors report].
In future a report will be issued quarterly, comparing actual expenditure and income against budget. [See auditors report].
The Finance Schedule [the monthly income and expenditure presented to the Parish Council each month for approval] to be included in the minutes of the Parish Council meeting.
2. Risk Management Update.
The committee discussed the risk management areas and levels and agreed a schedule, which is attached and recommended that they be accepted.
3. Street cleaning
It is recommended that two replacement litterbins be purchased at a cost of £269.00 + vat.
The contract with ESDC has been continued with an increase to £17,581.38 which is an increase of 0.9% over last year figure.
4. Allotments
It was agreed that £1,000.00 be allocated to the project of removing soil etc from the allotment site. These monies can be directed from the ESDC Recycling Scheme revenue.
I ask that the Parish Council accept this report and adopt its recommendations.
Minutes of Finance Committee 3rd June2009
Chairman’s report on meeting held at 11.30 am 3rd June 2009.
Present: Cllrs. D.G. Sherratt, V. Trigwell, B.Bartram, P. Fisher, A. Wedgwood and Mr. G. Peck.
- Cllr D.G. Sherratt was elected as Chairman of the Committee.
- The ‘Terms Of Reference’ for the Committee were discussed and agreed upon.
- It was agreed that the Committee meet quarterly on the Monday of the week prior to the Parish Council meeting. To coincide with budget and audit commitments they will be in March, July, September and November. The Chairman will call ad hoc meetings as and when required.
- As part of the periodic assessment process it was agreed to look at individual aspects of the Budget [e.g. allotments, grave yard, cleaning] and evaluate their cost effectiveness.
- Cllr. A. Wedgwood gave an update on the Gilmour Lane project.
- The next meeting of the committee was set for 27th July 2009.
The Parish Council is asked to note the actions taken and adopt this report.
Page last update on 19 November 2009