Minutes of the Parish Council’s Finance Committee meeting held in the meeting room at the
Village hall on Wednesday 25th October 2023 at 7.30pm.
In attendance:-
Councillors Ben Shaw (BS)
Neil Thorp (NT)
David Beckles (DB)
Clerk Liz Cooper (EC)
Dep Clerk Lisa Morgan (LM)
- To note any apologies for absence
Apologies received from Brendon Heneghan (BH)
DB attended the meeting in place of BH.
- To elect a Chairman of the Finance Committee
BS was elected Chairman of this meeting.
- To hear any Declarations of Interest
BS declared an interest with Organised Grime.
- To review the of Terms of Reference
Any changes to be agreed by resolution of the Council.
The committee unanimously agreed to amend item 5.14 of the ToR to ensure that VAT is
reclaimed, at least, annually rather than quarterly, given the small amount of VAT to be
reclaimed. The date of the ToR will also be updated.
- To review the estimates of receipts and payments for 2023/2024
5.1 Receipts to date & to end of financial year
The Committee agreed it had no other expected income other than a small amount of
bank interest & the VAT reclaim for the year.
5.1.1 Football pitch rent from Blewbury Girls Football
It was discussed at a meeting with Blewbury Girls Football club that the club would
be prepared to make a donation towards the upkeep of the recreation ground.
The Committee agreed to advise the club of the cost of the grass cutting contract
and await Blewbury Girl’s donation offer. LM will write to the club.
5.2 Payments to date & to end of financial year
EC explained that Scofell & Organised Grime invoices were late being received so are not
yet showing on payments. This will all balance out by year end.
John Deere Mower Service invoice will also be received shortly.
5.3 Priorities / changes to the end of the financial year.
Salaries will change with the Clerk leaving on 31st October 2023.
A consultancy fee to be agreed with the outgoing Clerk to train the new Clerk (Dep Clerk)
EC will propose hourly rate to be agreed by council.
- To establish estimates of receipts and payments for 2024/2025
6.1 Potential income
The Committee acknowledged the precept as the only income the Council could rely on.
Other income is a small amount of bank interest & potential donations from
Uptonogood & Blewbury Girls Football team.
6.2 Priority tasks / projects
Woodchippings need to be topped up next April on play area.
Propose to install bollards and a chain link fence at entrance of recreation ground to stop
cars driving on the grass.
6.2 Employee(s)
Training for new Clerk
6.3 Regular contractors
Propose keeping existing contractors to maintain the grounds and play area
RoSPA & Organised Grime.
- To review all banking standing orders & direct debits
7.1 SOs – Microsoft
Agreed to continue
7.2 Council to consider the reintroduction of employees salary by SO, together with monthly
payment to HMRC.
It was agreed not to set up SO for salary. LM will email BS with payslip and BS will set up
payment and send to NT for authorising.
7.2 DDs – The Council does not have any direct debits
Confirmed no Direct debits.
- To review other obligations
8.1 Outgoing grants:
The Council has no regular outgoing grants, but has contributed to the Upton Summer
Fete, Citizens Advice & Royal British Legion in the past.
Propose contributing up to £500 to Upton Fete & continue possible grants to Citizens
Advice and Royal British Legion.
8.2 Contractors
8.2.1 Scofell – grounds maintenance contract
Propose getting updated quote for grounds maintenance for the coming
year together with quotes for one off jobs.
8.2.2 RoSPA – annual & quarterly play area inspections
Propose continuing with contract.
8.2.3 Organised Collection & recycling of waste from recreation ground.
Grime – Propose seeking new quotes in addition to quotes from Organised
Grime.
All of the above to be put to full council to agree in November UPC meeting
- To review the employee(s) salary & hours
- NALC pay award for 23/24 yet to be agreed.
- No details yet received.
- OALC recommend budget increase of min 5% (NJC spine + c4%)
- 10% uplift proposed to cover salary increases.
- Current employee hours per month
- Agreed to continue with current 5 hours per month for LM but will review early next year
- when monthly meetings begin.
- Overtime policy review
- Agreed with current overtime policy of 8 hours without prior approval.
- To review & agree the level of reserves needed for the next financial year.
Propose moving Nature Garden money into reserve account.
Agreed to increase levels of reserves for next financial year.
- Capital projects.
To establish reserves available for capital projects and to agree the budget for capital projects.
Propose using any remaining budget from this year to install bollards to the recreation ground carpark. Approx £10k estimated.
11.1 New projects
No new projects
11.2 Remedial works
New surround required for play area and refill of wood chippings. Approx £4k for surround &
£3k for wood chippings
- Precept for 2024/2025.
To agree the precept for the next financial year for recommendation to the full Parish Council.
The Committee agreed to recommend increasing the precept to £26112.00. This will be put to full council in the November meeting.
- To review & agree any amendments to the Council’s Financial Regulations
Last updated July 2023s
Any changes to be agreed by resolution of the Council.
None
- To review physical assets and liability
No changes required.
- To review the adequacy of the Risk Management Policy
NT changing the format of the Risk Management Policy but no changes to the actual policy other than NT’s previous recommendations.
- To review the adequacy of Council Insurance cover
Agreed Council Insurance cover is adequate.
- Date of next meeting:- Thursday 24th October 2024 7.30pm TBC
Next meeting confirmed Thursday 24th October 2024 7.30pm.
Meeting closed at 10.15pm