Virtual Finance Committee meeting, 30/03/2021 – minutes

Minutes of a virtual meeting of the Finance Committee of the Council on Tuesday 30th March 2021 at 7.15pm via ZOOM online meeting facility
Present: Chairman: Cllr Mrs Bolton Cllrs: Blake, Jackson, Kendall, Prior, Shepherd
Members of the public: 1 Acting Clerk: Mrs Skinner

1. Welcome

2. Election of Vice-Chairman
Cllr Shepherd was proposed by RB, 2nd DK no other nominations were Carried Cllr votes: AB – yes, SJ – yes, AP – yes

3. Confirmation of the order of the agenda – agreed

4. Apologies for Absence – none

5. Identification of any items that might be resolved for confidential session – none

6. Declarations of interest
Cllr Mrs Prior declared a non-pecuniary interest in matters pertaining to WSCC as a trustee
Cllr Jackson declared a non-pecuniary interest in matters pertaining to WSCC as a trustee

7. Confirmation of the minutes of 26th January 2021
Prop DK 2nd SJ Cllr votes: AB – yes, RB – yes, AP – yes Cllr AS not present at meeting

8. Matters arising – none

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

10. Precept details
It had been confirmed that the precept of £240,000 had been accepted and it was noted this was lower than other similar sized councils.

11. Financial matters
11.1 Teams meeting outcome – Cllr RB
It was reported that areas of concern had been acted upon or were being reviewed. Bi-monthly meetings had been arranged to monitor issues which should start to be eliminated.
Action: Send out updated copies with corrections included By: RFO (Cllr RB to contact the RFO)
11.2 Consideration of latest monthly accounts (February) with regard to the likely situation at year-end
Budget spending was as expected; areas with underspend / overspend had been satisfactorily explained. Updated sheets would give a clearer view and committee chairs needed to look at designated reserves before year-end.
11.3 Addition of estimated percentage of use per budget item column to the report – Cllr SJ
The relevance and practicalities of this were discussed. To be discussed further with RFO.
11.4 Arrangements for internal audit completion
RFO and internal auditor had held a second preparatory meeting and would produce a report. The audit was due to take place on 23rd April 2021
11.5 Arrangements for external audit completion
RFO had a target date of June Full Council meeting to present figures to be signed off. Cut-off date was not yet known but would be later in the year. It was noted that April figures would be late being published while work was carried out on the year-end figures.

12. Consider review of financial regulations
These were last reviewed in May 2019 but had not been done in 2020 due to the pandemic. They should be done annually, and new ones had been introduced in July 2019. This should be done so Council knows what is different.
Action: Look at financial regulations to update By: Cllrs RB and AS
Action: Circulate useful article from newspaper to committee members By: Cllr AS


13. Cllrs & Clerk exchange of information
AB – no
RB – Need to update risk assessment. RFO had asked for software to create invoices – to be discussed at next Teams meeting
SJ – no
DK – no
AP – no
AS – no
Acting Clerk – no

14. Date of next meeting – 11th May 2021

There being no further business to discuss, the meeting closed at 7:52pm.

Chairman…..Cllr Alan Shepherd…….

Signed………A Shepherd…………………………..

Date………21 September 2021……………………………..
(Completed 31/3/21 KMS)