/ Parish Council / Finance Sub Committee / Minutes 26th October 2020



CREECH ST MICHAEL PARISH COUNCIL

Minutes of the Meeting of the CSM PC Finance Sub Committee
held on Zoom at 7.00pm on Monday 26
th October 2020

Present PCllrs P Brown, Neil Davidson and S Greenhalgh (PC Chair). S Altria (Parish Clerk). No public attended.


Fin 20/50. Welcome. PCllr P Brown chaired the meeting.


Fin 20/51. Apologies for absence. PCllr S Hutchings.


Fin 20/52. Declarations of Interests. ND declared an interest re Canal Carpark.


Fin 20/53. Minutes – to approve the Minutes of the meeting held on 2nd September.

(These had been previously circulated to Cllrs). The minutes of the meeting were agreed without any amendments being made. These were then signed and dated by the Chair as an accurate record of the meeting.


Fin 20/54. Matters arising from the minutes of the 2nd September Mtg. All the actions identified and agreed had been completed other than the PC annual Asset Review which is underway. No matters remain to be reported.


Fin 20/55. Accounts (2020/2021). The reconciliation and report were examined in detail for the 1st half year. The Council’s receipts for the period 1st April 2020 to 30th September 2020 is £66,103.56 and the expenditure for the same period is £37,188.70; these are in line with expectations albeit amended by Covid impacted expenditure and income.

PB as Chair had checked the bank rec back to the bank statement and then signed each to confirm the bank balance.

It was agreed to show security costs separately in future from other Rec Park operational expenditure. Clerk also updated on CIL funding. The Clerk confirmed that he had briefed the Dist. Cllrs re requesting a review of the SWTC Maint Grant which has been fixed at £2,155 since 2007 (and probably earlier) and had asked Kelly Durdan to contact Katherine Edwards, Finance Case Manager at SWTC. He had also submitted a general enquiry via Firm Step to SWTC so it will be in the system ready to be served when the time comes.

Fin 20/56. Budget (2021/2022+2 following years). The Clerk provided an early report on next year’s budget and a wide-ranging exchange took place on the areas of pressures and flexibility. This included a discussion on how best to meet the appointment of Parish Lengthsman within the PC future budgets.

Action. The Clerk to provide further modelling for the Finance Sub Cttee ahead of presenting a draft budget to PC at its Dec mtg for consideration and agreement at the Jan PC Meeting.


Fin 20/57. Banking. The Clerk reported that he has yet to apply to open a Deposit Acc with Nationwide Bdg Soc as he has been prioritising getting add signatories on Lloyds on line account. A new form had been submitted as it had been established that Lloyds had added the additional 3 signatories to the cheque signing but not online authorisations.


Fin 20/58. Grants. A grant for St Michael Church (Burial Ground) was considered and is to be recommended to the PC at £685.


Fin 20/59. External Audit. As anticipated PKF Littlejohn have charged £1300 rather than the usual £300. This is due to last year’s higher than normal income/expenditure as a result of the Rec Park Equipment project; this triggered a more in-depth audit. This was budgeted for.

They are happy with the PC books and had signed them off with two notes; The first that in putting up a notice advising Parishioners’ of the audit dates the Clerk had calculated a 28-day period rather than 30 days in error.

The second is that the papers were sent to them later than they would have expected. As the PC was given a later deadline (in recognition of Covid) the papers were sent off well before the extended deadline.  Interestingly (also due to Covid) the Auditors themselves were given later deadlines to undertake their audits beyond the normal one – it was noted that though they too had utilised their later deadline this had not been mentioned.

Fin 20/60. Routine Payments. The Clerk had reviewed the listing and reminded the Sub Ctte that the Fin Regs require an annual PC review of the list. He only proposed one addition - paying the Parish Lengthsmans wages. He had made some deletions in red to depersonalise the list. These were agreed. A copy of the proposed changes is below.

Action Clerk to take to PC Nov mtg for agreement.


Fin 20/61. Dates of next meeting/s; To be agreed in due course.



The meeting closed at 9pm.


Steve Altria, Clerk to Creech St Michael Parish Council. Tel 01923 666295. Email clerk@creechstmichael.net





CSM PC Financial Regulations – Payments Authorisation

The PC Financial Regulation provide for the PC to agree a list Annually of payments that can be made (normally online) and reported to the next PC meeting. Payments NOT on the agreed list [see Nov minute 19/216 (7i)] or specifically agreed are put to a full PC meeting for authorisation. ALL payments are signed off by three signatories.

Routine payments agreed that can be paid on receipt; (Legend Red – to be deleted Blue an add from last year)

Clerks Wages

 

 

 

 

 


Caretakers Wages

Parish Lengthsman Wages

 

 

 

 


HMRC Tax

 

 

 

 

 


Som Pension Fund Acc

 

 

 

 


Clerks routine Expenses

(copy sent to Finance Sub monthly)


Caretakers Cleaning and H&S Mats Exps

 

 


Bibby Factors (3d Security) - contracted payments

 


EDF DD Engine Shed Electricity Supply

 

 


EDF DD Pavilion Electricity Supply

DD Pavilion Gas Supply

 

 

 


CSM VHall Lettings

 

 

 

 


K Signs (SW) Ltd (Annual update of banners)

 


Nigels Window Cleaning Charges

 

 

 


B Howe (Int Audit) Fees

 

 

 

 


Membership Fees (SALC/NALC/SLCC/ALCC)

 

 

 


Lloyds A/C charges

 

 

 

 


Unity Trust Bank Acc charges

 

 


Greg Coles (Termly Septic Tank Empty)

 

 


CPRE (Membership)

 

 

 

 


water2business (Water at Rec Park supply)

 

 


Som Playing Fields Assoc (Ann Play Equip Insp)

 


Community Youth Project (Contracted and Grant Payments only)


J Miller Allotments Rent

 

 


Devon and Somerset Fire Protection (pavilion fire ex insp)


PKF Littlejohn (Ext Audit Fees)

 

 

 


Somerset PFAssoc (Membership)

 

 

 


Components/Parts for Play Equip repairs

 

 


PIP Payments per Agreed Budget

 

 

 


(Payments specifically agreed)

Any specifically payment preagreed by the PC

Clerk