/ Parish Council / Finance Sub Committee / Minutes 27th January 2020


Minutes of the Meeting of the CSM PC Finance Sub Committee
held at 7.00pm on Monday 27
th January 2020

in the Cartwright Cttee room of CSM Village Hall.

Present PCllrs P Brown, N Davidson and S Hutchings. S Altria (Parish Clerk). No public attended.

Fin 20/1. Welcome. PCllr P Brown chaired the meeting.

Fin 20/2. Apologies for absence. None.

Fin 20/3. Declarations of Interests. ND declared an interest re Canal Carpark and left the meeting for item 20/5 (2)

Fin 20/4. Minutes – to approve the Minutes of the meeting held on 29th October 2019.

(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 20/5. Matters arising from the minutes of the 29th October 2019 Mtg. The Clerk reported that;

19/46. Risk Assessments are now being led by CC.

19/47. Canal Carpark Purchase. Clerk reported that he had sought clarification from the PC Solicitor on some points and is awaiting her reply. Several reminders had been given. He distributed copies of papers.

19/49. Budget (2020/2021). The Clerk had raised management issues with Rec Park Panel and SG re caretaker. At the Jan meeting the PC had agreed to vire £2000 to provide a provision for the website and £800 to the Salaries budget from the current year dog bin emptying budget. The Clerk had also presented a draft budget to PC at its Dec mtg for consideration and that had been agreed at the Jan Meeting.

19/51. Annual Risk Assessment of Assets. The Clerk reported that the annual audit had been completed. He had yet to sell the conference equip on ebay as he was waiting for some pictures to use.

Fin 20/6. Accounts (2019/2020). The reconciliation and report were examined in detail for the three quarters of the year. The Council’s receipts for the period 1st April 2019 to 31st December 2019 is £588,831.57 and the expenditure for the same period is £548,825.98 and is in line with expectations albeit enhanced by S106 funds, reclaimed VAT and payments for the Rec Park works which have now been completed. It was noted that the S106 monies being held by SWTC cover the retention payment due in spring 2020. The Chair checked the bank rec back to the three original bank statements and then signed each to confirm £ balances. It was noted that the SWTC annual grant for burial ground/playing field had now been received after much chasing. Clerk also updated on CIL funding.

SH had spent a week having volunteered to put down a base for a storage container, ducting for water and power to the ticket booth and a gate to the side of the u5 area.

Action. Clerk to ask SG if PIP is to fund some of the Park Works.

Fin 20/7. PIP 2020. A discussion took place on the financial arrangements for PIP2020. A debit card had been provided to SG on the online Lloyds account. This gives transparency of transactions and will avoid cash receipts being held/being used net. An advance will be needed nearer the event for the main shop as the card limit is £700 (with no cash withdrawal). The Clerk reported that he had researched taking card payments but whilst the readers are cheap the % charges levied were prohibitive. As a result, cash would still be used for ticket sales but it had been agreed with the PIP Treasurer that this would be banked more frequently via the Clerk. PIP had asked for the Unity Acc to be closed and this is in hand.

Fin 20/8. Banking.

The new Lloyds Acc is now working and online payments are being made. Three additional signatories had been agreed and a signed mandate had been sent to Lloyds to authorise them. Use of the HSBC Acc is now down lottery proceeds only and this will be switched to Lloyds shortly.

Forms have been obtained for a Nationwide deposit A/C now the Rec Park Project is completed and this will be taken forward. PIP had asked for the Unity Acc to be closed and this is in hand.

Fin 20/9. Insurance Claim. The agreed Sum of £7,319.35 had now been received. With the exception of the Refuse Bin for Bull Street and damage the contents lost were PIP items so the sum had been split £6309.14 PIP and £1010.21 PC. Cover had been extended to include £1k for youth club items and £2000 for staging gifted by the Village Hall Cttee.

It was agreed to cover the storage container for £2000. Agreed that the PC Insurance is to be retendered for 3 years this summer.

Action. Clerk to extend Insurance Cover to include storage container now and retender PC Insurance in the summer.

Fin 20/10. Budget (2020/2021). The Chair and Clerk had met with SWTC Parks the previous week and had discussed services to the PC. Last years dog bin emptying bill is overdue and their years grass cutting invoice is due in March. Park’s had informed the PC there would be price increases. In response the PC had advised that the Park and pitches had been out of commission for much of this year as a result of the play equipment works and expected a much-reduced bill for this year. It was also noted that the PC had decided at its Jan meeting to create a budget of £500 pa for accessible gates.

Fin 20/11. Internal Auditor. It was agreed to recommend the reappointment of Bryan Howe as IA.

Fin 20/12. Dates of next meeting/s; To be agreed in due course (April).

Fin 20/13. Meeting closed to consider Staff Matters.

The meeting closed at 8.20pm.

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