[ PC News ] [ PC Agenda ] [ PC minutes ] [ PC Annual Open ] [ Allotments ] [ Cemetery ] [ Finance ] [ Fishpond ] [ Planning ] [ Transport&Environment ] [ Outside Bodies ] [ other reports ] [ Human Resources H&S ]
Barton-under-Needwood
Parish Council
Finance Committee
Page last update on 11 October 2011
Chairman David Sherratt
Finance Committee Members
|
Committee Members |
Cllr. David Sherratt | Cllr. Jeff Pattison | Cllr. Lorraine Brant |
| Cllr. Ken Mosey | Cllr. Nigel Culbert | ||
| Co-opted |
Meeting Dates
| May 2011 | March 2012 | |
| July 2011 | July 2012 | |
| September 2011 | September 2012 | |
| November 2011 | November 2012 |
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 3rd October 2011.
At 7.30 pm on Monday 3rd October 2011 at Barton Village Hall a meeting of the Finance Committee took place. Present were Cllrs. L. Brant, K. Mosey, D. Sherratt and Parish Clerk Mrs. S. Rumsby.
The reconciled accounts as at 4th September 2011 were examined and found to be correct.
A proposed budget for 2012/2013, which had been prepared by the chairman and the clerk, was presented. Following detailed discussion it was recommended that it be accepted by the Parish Council as basis for the finalised budget.
It was noted that the figure of £5,000.00 for ‘Open Spaces Management & Maintenance’ was at this stage speculative, as the contract for mowing etc. was to go out to tender in the new-year. It is emphasised that should the cost of the £5,000.00 budget be exceeded, it must be found from within the monies available and not from provisioned monies. It is also clear that no capital projects can be undertaken from within the budget until the loan for the Village Hall extension is paid off.
No extra provisioned monies will be set aside. They will remain as follows:-
Green Machine £27,000.00
Potters Way £35,000.00
New Cemetery £26,000.00
Fishpond £2,000.00
Recommended Minimum Balance £36,545.00
It is not anticipated that the resurfacing cost of Potters way will take all of the £35,000.00 and that monies left over will revert back to the New Cemetery provision.
As ESBC will not be funding provision of autumn planting any more it is recommended that the £80.00 usually received from them is paid from our own budget.
The Council is asked to note this report and accept it recommendations.
The next meeting was set for 7.30 pm on Monday 31st October 2011.
Cllr. D.G. Sherratt
Chairman.
Attached is all documentation referred to in this report.
Page last update on 11 October 2011