Finance Committee meeting, 29/05/2018 – minutes

The minutes of the Finance Committee of the Council on Tuesday 29th May 2018 at 7.30pm at the Parish Council Office, 2 School Road, Wellesbourne

Present: Chairman: Cllr Shepherd Councillors: Barritt, Mrs Michael Clerk: Mrs Scriven RFO: Mr Thomas
Members of public: 0

1. Welcome by Chairman

2. Apologies for Absence – Cllrs: Mrs Prior. Mann

3. Declarations of Interest – none

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 10th April 2018 – Prop Cllr AS, 2nd Cllr RB – carried

6. Matters arising (not indicated as a separate agenda item) – none

7. Election of Vice Chairman – Cllr Barritt nominated, no other nominations received. Prop: Cllr AS, 2nd Cllr CM – carried

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

9. NEST/Pension Regulator – update Clerk – The papers had been submitted for the court hearing and outcome awaited

10. NEST Payroll – resolution of NEST payments through payroll software – update RFO/Clerk/Cllr AP
The RFO stated that the Finance Committee’s instruction to submit all NEST payments via the payroll software did not accord with the higher level of controls required by the Auditors for Local Government Authorities. To place all submissions through the payroll software would remove a tier from the control accounts and he believed this to be a retrograde action. As both the RFO and Finance Assistant who enter the statistics are beneficiaries, the Council have an obligation to hold a control account to show that all payments have been cross matched and are transparent. The payroll software whilst reliable to work out the HMRC submissions should not be relied upon for the NEST contribution submissions as the percentage paid was not always correct and manual adjustment was required. He said this was a matter of good practice for the Council and insisted that the Council must follow this process without which, the RFO would not guarantee the accuracy of the staff pension payments to NEST.
Action: Council reverts to the previous system for the submission of payments to NEST Prop Cllr AS, 2nd Cllr CM carried

11. Internal/External Audit – update Clerk
The second half year internal audit had been completed and the report was awaited.
Cllrs considered and agreed the End of Year figures and recommended they be approved at the next Full Council meeting for submission to the external auditor. Prop Cllr AS, 2nd Cllr RB carried

12. Insurance – update Clerk
Cllrs noted that the Council had approved a three year policy with Inspire through Came & Company.
12.1 Wellesbourne Sports and Community Centre – Insurance
Recommendation that Council seeks payment from Wellesbourne Sports and Community
Centre in respect of the insurance of the buildings and MUGA in accordance with the terms of
the lease granted to that charity Prop Cllr AS, 2nd Cllr RB

12.2 Wellesbourne Village Hall – Insurance
Recommendation that Council seeks payment from Wellesbourne Village Hall Management
Committee in respect of the insurance of the Village Hall building in accordance with the terms
of the lease granted to that charity Prop Cllr AS, 2nd Cllr CM

13. Management Accounts – 2017/18 & 2018/19 – moved to next meeting
SAGE – The RFO said the SAGE licence would be due on 1st August. It was agreed that WWPC should have its own SAGE software and the RFO had negotiated a discounted rate for the Council. As a credit note remained it was noted that there would be no charge for the first year and approximately 80% reduction in the second year.
The RFO recommended that WWPC accept the SAGE package as it would then own the software uploaded to the laptop/CLOUD.
Prop Cllr AS, 2nd Cllr RB carried

14. Section 106 monies
14.1 Update on current position Cllr AP – no update
14.2 Contract for Sec 106 from SDC Cllr AP – no update

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Recommendation for RFO to add new cost centre (Dept) in SAGE for all community facilities funded by Sec 106 Prop Cllr AS, 2nd Cllr CM

15. Risk Register – document update still in progress

16. Financial Regulations – consideration and revision Cllr AS/RFO – still in progress

17. Councillor & Clerk exchange of information
Cllr Mrs Michael noted the replacement bin had been installed at Mountford Close
Cllr Shepherd – the hedges at Wellesbourne Manor were once again overgrown
Cllr Barritt – noise during anti-social hours (4am) continued at the Distribution Park

Date of next Committee meeting 10th July 2018

There being no further business, the meeting closed at 9.50pm

Chairman Cllr Shepherd

Signed A Shepherd

Date 17 July 2018

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