Finance committee meeting, 23/5/2017 – minutes

The minutes of the Finance Committee of the Council meeting on Tuesday 23rd May 2017 at 7.30pm at the Parish Council office, 2 School Road, Wellesbourne

Present: Chairman: Cllr Shepherd Councillors: Heaton, Mrs Michael, Thomas
Clerk: Mrs Scriven Responsible Finance Officer: Mr Thomas Members of public: 0

1. Welcome by Chairman

2. Apologies for Absence – Cllr Mrs Prior

3. Declarations of Interest
Cllr Mrs Michael declared a non pecuniary interest in matters pertaining to the WSCC as a Director.

4. Confirmation of Agenda and identification of any items likely to be resolved to confidential session – agreed

5. Confirmation of minutes of the meeting of 18th April 2017 – agreed and signed as a true record by the Chairman

6. Matters arising – item 12, publication of the budgets on the website outstanding

7. Open session for members of the public to raise any matters of relevance to the Parish – none

8. Election of Vice Chairman
Cllr Mrs Michael was nominated, no other nominees received Prop: Cllr RT, 2nd Cllr BH carried. Cllr CM accepted

9. Internal Audit – Clerk
9.1 Internal Audit report – Cllrs reviewed the report and noted one minor error and one advice pointer It was acknowledged that the Council had not claimed Key-Person insurance during the Clerks sick leave.
Recommendation to note the Internal Audit Report Prop Cllr AS 2nd Cllr BH carried

9.2 Selection of Internal Auditor update – Cllrs considered the responses and quotes from other local auditors against the current auditor.
Recommendation to re-appoint the current Internal Auditor Prop Cllr AP 2nd Cllr BH carried

10. Year End
10.1 Year End reports RFO update – The Council kept within budget, the anticipated costs were absorbed with no erosion of the reserves. Budgeting was based on previous years and it was apparent where adjustments could be made in future budgets. It was noted there would be more grounds maintenance charges in the future related to leased land.
10.2 Annual Return Clerk/RFO update – the Annual Return had been completed ready for review and approval of the Council.
Recommendation to Full Council to approve the Annual Governance Statement Recommendation to approve the Accounting Statement

Recommendation to adopt the amended Asset Register including the written down values Prop Cllr AS 2nd Cllr BH carried
Prop Cllr AS 2nd Cllr BH carried

Prop Cllr AS 2nd Cllr BH carried

11. Insurance
11.1 Consideration of insurance update Clerk – Several insurers were contacted including the Council’s insurance broker.
Following consideration, Cllrs agreed with the insurance broker recommendation to go with AXA through Came & Company.
Recommendation to accept the three year insurance quote for 2017 Prop Cllr AS 2nd Cllr CM carried
11.2 Element of insurance cost of WSCC/MUGA – to be considered at next meeting.

12. Bank Account
12.1 RFO read only access to the Council’s Bank Accounts update Clerk – Following discussion, Cllrs agreed it would be useful for the RFO to have read only access to the bank accounts for occasions the Clerk is out of the office
Action: Arrange paperwork permitting the RFO be given read only access to the Council’s bank accounts By Clerk/Finance Assistant

12.2 Change of signatories update – Clerk
Action: To amend and update the bank signatories at the earliest time By: Clerk/Finance Assistant

13. Payroll software
13.1 Consideration of change to bespoke payroll software (HMRC compatible) – RFO
Recommendation to purchase payroll software “Moneysoft” Prop Cllr AS 2nd Cllr BH carried

Cllr R Thomas left the meeting

14. Grants
14.1 Consideration of the publication of the grants process – Cllr CM
Concern was raised relating to the misunderstanding of how Parish Council grants were allocated and the concern relating to transparency of the process recently expressed on social media. Cllrs agreed that it would be useful to prepare a document explaining the process for application and the terms of grants given.
Action: Cllrs to consider what rules for application would apply Review at 6 July

15. General/Late Correspondence – none

16. Councillor/Clerk ex-change of information – none

17. Date of next Committee meeting 18th July 2017

There being no further business to discuss, the meeting closed at 8.05pm

Chairman…Cllr Shepherd…..


Completed 5th June 2017