Minutes of the Finance & Establishment Committee Meeting

Held on Monday 18th March 2013

At 7.30pm at St John’s Church Hall

F001/13 Attendance and Apologies for Absence

Those present: Councillors D Trangmar (Chairman), G Clark, M Curnock, V Edwards and J England. Also present Clerk - M Burroughs.

F002/13 Declarations of Interest and Notification of Change to Members’ Interests

There were no declarations of interest or changes notified to Members Interests.

F003/13 Minutes of the Finance & Establishment Committee Meeting held on 19th November 2012 were agreed and signed as a true record.

F004/13 Chairman’s Announcements - None

F005/13 Terms of Reference (TOR)

The Terms of Reference have been updated to reflect the following:

·  The Community Infrastructure Levy (CIL) spreadsheet to be updated (as and when required but at least annually);

·  5 year forecast and Replacement Schedule to be updated annually;

·  Staff Appraisal & Targets for the next year to be carried out.

It was agreed that no further changes are required.

F006/13 Standing Orders and Financial Regulations

The following changes are recommended:

Standing Orders

·  Section 7 c and d (Code of Conduct) to be changed to reflect the Members Code adopted by members in October 2012;

·  Section 25 - changes to be made to reflect the General Power of Competence instead of the Power of Well Being.

Financial Regulations

·  Contracts >£50,000 to mirror Standing Orders;

·  All committees to have delegated authority to spend up to £1,000.

F007/13 Internal Control/Audit

Bank Reconciliations and Investments

i.  Bank accounts - Following a review by Cllr. Trangmar and confirmation of the closing bank balances, it is recommended that the Parish Council approve the bank reconciliations to 31st March 2013 for Fixed Rate Deposits, Scottish Widows and 14 day account and to 28th February 2013 for the current account;

ii.  Investment accounts – it was agreed to review these accounts at the end of May when the first part of precept has been paid.

Internal Audit

i.  Internal Audit Appointment – the PC previously agreed to appoint Peter Frost as internal auditor for the year ending 31 March 2013. The audit will be carried out on the same basis as previous years with Mr Frost carrying out a detailed audit plan covering risk and control. The Clerk advised that the audit will be undertaken early in May;

ii.  Annual Governance Statement and Statement of Assurance – having reviewed these documents, it is recommended that the Chairman signs the appropriate documents to confirm that the Parish Council has complied with the requirements as detailed in the annual return.

F008/13 Accounts leading up to year end 31st March 2013

Following a review by the committee, it is recommended that the Parish Council approve:

i.  The review of receipts and payments;

ii.  The review of actual expenditure to budget;

iii.  The review of reserves;

iv.  Insurance requirements and Asset Register – a new spreadsheet is to be set up by Clerk and all assets recorded e.g. Litter Bins, Dog Bins etc.

v.  Risk Assessment – this will be completed by Clerk and reviewed by Cllr. Trangmar for subsequent approval by the PC.

F009/13 – Other Finance Matters

i.  Freedom of Information Model Scheme – a new scheme has been published by the Information Commissioner’s Office (ICO) but it differs very little from the one that was adopted in December 2008. It is recommended that some minor changes are made and that the PC adopts the updated scheme at the next meeting;

ii.  Real Time Information (RTI) – HMR&C are changing the reporting requirements for tax and NI 6th April 2013. Monthly real time returns will have to be submitted by the Clerk. The Clerk understands what is required and is currently checking payroll records;

iii.  CIL spreadsheet – a discussion took place around the current spreadsheet and how S106 monies are allocated from this for community facilities. Cllr. Curnock agreed to meet with HDC, Legal to establish what the process is for selecting items from the spreadsheet and agreeing the same and report back;

iv.  Tesco Voucher – the Clerk has a voucher for approximately £75 left over from the Big Lottery opening event at the Village Centre. Tesco agreed that the balance left could be used for community projects. It was agreed that this be given to HDC/Horsham Matters to be spent supporting the community youth worker project.

F010/13 – Staffing & Establishment

Confidential matters were discussed which will be put to the Parish Council Meeting on 8th April 2013.

F011/13 Next Meeting(s) - 29th April 2013

Meeting closed 10:00pm