Clerk: Mrs. L Rampton

Parish Council Office,

Winscombe Community Centre,

11 Sandford Road, Winscombe,

North Somerset BS25 1JA

Tel: 01934 844257   Fax: 01934 844292

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A meeting of the Finance Committee was held on

Monday 28th April 2008,  7.30 p.m.

The Amesbury Room, Winscombe Community Centre

 

Present:    Mrs. A Brading, Mr S Bridges, Mrs P Cram, Mr A Forbes, Mr G Lloyd, Ms D Powell, Miss B Roper, Mr. C Sampson (chairman), Mr. J Westlake, Mr M Williamson.

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Clerk:                          Mrs L Rampton

Finance Assistant:    Mrs N Flint

Members of the public:        none

 

Apologies for absence:         None

 

 

1.       DECLARATIONS OF INTEREST – no interests were declared.

 

2.       PUBLIC PARTICIPATION – as there were no members of the public present, there was none

 

3.       MINUTE UPDATE FROM THE PREVIOUS MINUTES DATED 10TH JANUARY 2008

Parish Office Telephone Costs (Min 4) An annual capped tariff rate has been entered into with British Telecommunications plc and a telephone answering machine purchased. The new equipment is shortly to be set-up to enable the call divert between office lines to be removed.

Bristol Water Main Pipe at the Ilex Lane Cemetery (Min 5) Representatives of The St Monica Trust have arranged to source the actual pipeline at no cost to the Parish Council. The Parish Council will be informed when trial pits are to be dug and Bristol Water technicians will be present to record the pipeline.

 

4.      REPORT ON INTERNAL AUDIT POSITION TO 31ST MARCH 2008

Following his sudden illness, a verbal conversation has taken place with our appointed Internal Auditor, Mr Reynolds. A meeting is to be scheduled between the Clerk, Finance Assistant and Internal Auditor for end May/early June when it is anticipated that the Internal Audit for the last quarter of the 2007/08 financial year will be completed and the statement required by the external auditor signed. It will be necessary following this meeting, that an additional meeting of the Finance Committee be scheduled to enable Parish Council Accounts for the 2007/08 financial year to be approved by this committee before submission to the full Parish Council at the June meeting. This timescale will still allow accounts to be submitted to the external audit within the specified period.

An additional meeting was agreed 12th June 2008 to consider the Statement and Approval of Accounts & Statement of Assurance along with the Internal Audit Report.

(i)      Purchase of publication for Internal Audit – In light of min 4 above, it is no longer necessary to consider the purchase of a publication to assist our temporary internal auditor.

 

5.       2007/2008 BUDGET SUMMARY TO 31ST MARCH 2008 Annex 1

The budgets for the 3 month period to 31st March, budget summary and bank reconciliation were detailed to the meeting. Anticipated expenditure v actual expenditure was examined and surplus funds agreed.

In response to invited questions:

a)                  Calculations methods within the spreadsheets were explained.

b)             The considerable amount spent annually on Parish street lighting maintenance and electricity supply was discussed. There was general agreement from the committee that the cost of electricity supply and maintenance to the street light in St James Church car park would seem to be minimal in relation to the number of street lights serviced by the Parish Council.

 

(i)                 Consideration of Small Grant Applications received by deadline date of 7th Jan 2008.

Details of small grant applications made had previously been circulated to committee members. All successful applications were considered to be from voluntary organisations that benefit members of this Parish.

A sum of £75 each should be awarded to the MS Therapy Centre, Age Concern N Somerset & Woodspring Association for the Blind.

Proposed:      Mrs A Brading                       Seconded:     Mr A Forbes                           All in favour

 

6.       BUDGET PLANNING & PRECEPT 2008/2009 Annex 2

(I)      To consider a request for the introduction of a ‘petty cash’ account

          After referral to Parish Council Risk Assessments,

          It was proposed by Mrs A Brading, seconded by Mrs P Cram that the Parish Council do not introduce a ‘petty cash’ account. 8 in favour, 1 against.

          Cllr Williamson explained that a ‘petty cash’ account is usual in most small businesses and can lead to reduced bank charges as reimbursement by a number of ‘small cheques’ is avoided.

Councillors considered that the introduction of a petty cash account is an added complication at the end of each financial year for little benefit.

(ii)               To consider a 10% contribution towards the Parish Plan as required by grant funding conditions

The Parish Council has agreed that a steering committee proceed with work towards a Parish Plan and therefore it is necessary that a 10% contribution of £280 to secure approved grant funding is required by Quartet. Funding is to be met from Parish Council Accounts. 

It was proposed that £280 be transferred from the Cemetery Extension budget into the grant allocation budget to enable funds to be released to the Parish Plan Steering Group.

Proposed:      Ms D Powell                          Seconded:     Mrs A Brading                       All in favour.

(iii)             Additional Drainage Works required to the apron in front of the WMRG Changing Rooms.

After much consideration by the WMRG committee over a number of years, a quotation has now been obtained to install two gullies that will connect into the existing surface water drain to take away the excess water that builds up in heavy rainfall.

It was proposed by Mr Bridges, seconded by Miss Roper, unanimously agreed by the committee that the quotation of £1,226 plus vat be accepted and works instructed.

It was proposed by Mr Bridges, seconded by Mr Williamson that finance for these drainage works be taken from the £4,000 set aside in the current budget for works to the car park extension. All committee members were in favour.

 

(iv)             Purchase of a container to store equipment for the Community Pay Back Team (CPB Team)

Daily charges for the Community Pay Back Team, as agreed by the Parish Council at the April meeting would be made with effect June 2008. As the team will be working in the Parish two days per week, a container to store their equipment and refreshments would be beneficial (a store cupboard within the changing rooms belonging to the rugby club is temporarily being used).

A second hand container with a roller door and a secure steel locking mechanism, 20ft x 8ft has been sourced at a cost of £450 and the WMRG Committee have agreed, if approved by the Parish Council, to this being positioned next to the current storage containers adjacent to the changing rooms.

A heated debate ensued. It was confirmed that the CPB Team carry their own insurance and are fully ‘risk assessed’. It was suggested that if the Strawberry Line Heritage Trail Committee agree to meet half the cost of the container, the Parish Council should be asked to pay the remaining £225 as the works will benefit the Council and voluntary organisations within the Parish. Should other organisations be required to contribute towards the cost of the container, agreement to this should be gained at the next partnership meeting to be held on 13th May 2008.

It was proposed by Mrs Brading that whilst supporting work of the CPB Team within the parish, a container for the storage of equipment should not be purchased. No second to the proposal was received and therefore the motion failed.

 

It was proposed that the purchase of the container be considered as an agenda item by the Parish Council after the next meeting of the Community Pay Back Team Parish Partnership.

Proposed:      Mr M Williamson                   Seconded:     Mr G Lloyd                 8 in favour, 1 against

Should sponsorship for the container be obtained, this may only be installed on site after agreement by the Parish Council at their next meeting.

 

7.         REVIEW OF CURRENT RISK ASSESSMENT FORMS

            Risk Assessment forms for Councillors, Employees & Finance had been updated by this committee at the meeting held 10.01.08. It was proposed by Mr Forbes, seconded by Mrs Brading that other risk assessment forms be considered by the relevant committee at their next meeting with results/amendments being submitted to the Parish Office. All risk assessments should then be considered and approved by the Parish Council at the meeting to be held September 2008. All committee members were in favour.

 

8.         MATTERS FOR INFORMATION

            Moot Account – information relating to this account will be returned to the Clerk by Mr Westlake.

            Staff Pension/gratuity Provision – this matter is currently being investigated by the Employment & Policies Committee & will require inclusion within the 2009/10 budget calculations.

            Knollys & Doolan Charity – a meeting had taken place at which Parish Council Trustees were present and a full report of this will be made at a future Parish Council meeting.

 

 

 

 

 

 

 

Meeting Closed:                   9.05 p.m.

Date of next meeting:          Thursday 12th June 2008

 

Minutes: LR

          Checked: DP

 

 

 

 

 

 

 

 

 

Signed _____________________________________ (Finance Committee Chairman)

Date ______________________