UPTON PARISH COUNCIL
FINANCE COMMITTEE MEETING
Wednesday 15th October 2025, 8.00pm
Meeting Room, Upton Village Hall
Present
Cllr. David Beckles
Cllr. Matt Talbot
Cllr. Peter Head
Cllr. François Yates
In attendance:
Benjamin Shaw (Clerk & Responsible Financial Officer)
- Apologies for Absence
No apologies for absence were received. All members of the Finance Committee were present.
- Election of Chairman of the Finance Committee
Cllr. Matt Talbot was proposed as Chairman by Cllr. Peter Head and seconded by Cllr. David Beckles.
Vote: Unanimous.
Resolved: Cllr. Matt Talbot was duly elected Chairman of the Finance Committee for the 2025–26 municipal year.
- Declarations of Interest
No declarations of interest were made.
- Review of Terms of Reference
The Committee reviewed the existing Terms of Reference, previously approved by Full Council earlier in the year. The Clerk advised that the current document remains compliant and in line with governance requirements, recommending no changes at this time. Members agreed that the Terms of Reference are up to date and appropriate, with the next scheduled review to take place in April 2026.
Proposed: Cllr. Peter Head
Seconded: Cllr. Matt Talbot
Vote: Unanimous.
Resolved: The Committee agreed to retain the current Terms of Reference without amendment.
- To Review the Estimates of Receipts and Payments for 2024/2025
5.1 Receipts to Date & to End of Financial Year
The Clerk presented a consolidated financial spreadsheet containing all budget and bank statement information within a single document to improve clarity. The file included several linked tabs showing quarterly reporting, receipts, payments, and bank reconciliations. It was noted that Column C reflected the agreed budget, Column D showed actuals to date based on bank statements, and Column E represented variances. Columns G–I provided forward projections for the next three financial years. Members reviewed the receipts tab, which summarised income received to date and projected to year-end. The Committee noted that all receipts had been recorded accurately and linked to the relevant budget headings. The Clerk confirmed that monthly updates will now be maintained going forward.
5.2 Payments to Date & to End of Financial Year
The Clerk guided members through the payments section, showing actual expenditure compared to the agreed budget. Members noted that the spreadsheet reflected all payments to date, with each entry reconciled to the relevant bank statements. Variances between projected and actual spending were discussed, and members were satisfied that expenditure remains in line with expectations for the financial year. The Clerk confirmed that ongoing monthly reconciliation will provide clearer oversight of cash flow and budget adherence.
5.3 Priorities / Changes to the End of the Financial Year
The Committee discussed potential priorities and spending adjustments for the remainder of the 2024/25 financial year. No immediate changes were proposed, though members agreed that the consolidated reporting format would enable more informed financial planning as the year progresses.
Resolved:
- The Finance Committee received and noted the Clerk’s report and updated financial spreadsheets.
- The Committee agreed that no amendments to projected receipts or payments were required at this stage.
- The Clerk will continue to provide monthly reconciliations and maintain the linked reporting system.
- To Establish Estimates of Receipts and Payments for 2025/2026
6.1 Potential Income
- No new income sources identified.
- Existing income (e.g. recreation-ground receipts and hall hire) to continue as normal.
- Any underspend from 2024/25 to be transferred to reserves for key maintenance or training needs.
- Potential savings from lower-priority lines (e.g. inspections, footpaths) may be reallocated to priority works such as tree safety or equipment replacement.
6.2 Priority Tasks / Projects
Recreation Ground and Tree Management
- Tree report identifies several major/high-risk trees, particularly near the play area.
- Quotes (originally circulated by Brendan) exceed current budget by several thousand pounds.
- Officers to recirculate quotes for formal review.
- Agreed:
- Undertake highest-risk tree works this financial year.
- Increase tree-works/ad hoc budget for 2025/26 to complete remaining priorities.
- Expenditure expected to reduce by 2027/28 once backlog addressed.
- Priority remains public-safety mitigation.
Play Equipment and Inspections
- Under existing contract:
- Quarterly inspections ≈ £300 each.
- Annual inspection ≈ £265.
- Total ≈ £2,200 per year (five inspections).
- 2024/25 spend: £583 to date + ≈ £600 due.
- No separate emergency fund.
- Recommendation: Maintain £2,200 for 2025/26; transfer any underspend to inspection reserve; review 2026/27.
Play Equipment Repairs and Renewals (Line 12)
- 2024/25 spend: ≈ £6,894 (resurfacing works).
- Balance £806 insufficient for new capital items.
- Swing replacement (~£4,000) identified as priority.
- Existing £7,700 allocation insufficient.
- Proposal: Increase to ≈ £10,700–£11,700 for 2025/26.
- Play area is high-use and must remain a funding priority.
Garage, Fencing and Boundaries
- Garage doors bent/insecure – repairs recommended but not urgent.
- Fencing mainly private; responsibility for one boundary may pass to Council following land purchase.
- Future works to be budgeted once ownership confirmed.
Salt Bin
- Currently compacted and unusable; clearing/refilling required but not a priority for 2025/26.
Drainage
- Main road drains: County Council responsibility.
- Internal drains: previously serviced; small maintenance allowance retained.
Village Footpath, Verge & Car Park Maintenance
- Tactical’s invoicing combines waste collection and grounds maintenance, obscuring true expenditure.
- ≈ £5,500 appears unspent but represents completed works.
- May be reapportioned to other priorities (e.g. tree works).
- Action: Request Tactical to itemise future invoices accurately.
- Note: Scofell (former contractor) provided higher-quality service – to be re-evaluated at renewal.
Village Upkeep / Grounds Maintenance
- Budget (~£9,900–£10,800) deemed appropriate for 2025/26.
- Volunteer support may offset future costs but not relied upon this year.
- Retain full allocation pending further review.
Nature Garden Project
- Ring-fenced fund from donations/grants, not Council revenue.
- Currently in maintenance phase.
- If ceased, area to revert to grass and mowing schedule.
- No change to budget required.
Insurance
- Public liability insurance: fixed contract; expected 5–10% increase for 2025/26.
Clerk’s Salary (CP 32)
- Contract start: March 2025 (not April).
- Rate: £11,190.40 pro rata (PO3 scale, 40 hrs/month).
- Regularly ≈ 8 additional hours monthly permitted without formal vote.
- Recommended budget: ≈ £13,300 (incl. uplift & minor NALC adjustment <2%).
- No pension obligation as earnings below £1,000/month.
PAYE & HMRC
- £100 fine under appeal (expected waived).
- PAYE reporting to resume with salary payments in March 2025.
- No future budget impact.
Clerk’s Expenses & Office Equipment
- Expenses claim (~£1,600) processed covering SurveyMonkey and office purchases.
- Clerk expenses: £100 line sufficient for petrol and minor items.
- Office equipment: £200 allocation retained.
- Underspend to remain in reserves for future replacements.
Clerk’s Training
- One major course completed this year.
- Future ILCA/FILCA/CiLCA training to be phased over multiple years.
- Maintain £1,000 annual budget; unspent funds to build a training reserve for CiLCA costs.
Councillor Training
- Budget: £750 retained for 2025/26.
- Typical course ≈ £100 per delegate via OALC.
- Enables each of six councillors to attend at least one course per year.
- Specific training needs: finance (Matt), planning (Peter), general/audit (new members).
- Training available online or at Benson Village Hall.
- No inflationary increase required.
Councillor Expenses (Line 30)
- Covers travel and subsistence for training and events.
- Few claims made to date; members reminded that mileage is claimable.
- Retain £400 allocation for 2025/26 (no increase).
IT Maintenance / Website (Communications and Hosting) – Updated
- Peter McLaughlin to step down after years of voluntary service; Council expressed thanks.
- External specialist continues for mandatory accessibility updates (for visually and hearing-impaired users).
- A councillor with IT background will maintain Microsoft accounts, DNS records, and hosting infrastructure; external developer handles content and compliance.
- Website migration to “.gov.uk” required by April 2025 – to be completed in-house with no extra budget.
- Microsoft 365 subscriptions:
- Two licences (active legacy/basic and enhanced for Clerk).
- Prices rose significantly this year.
- Budget 2025/26: increase line to £200 (from £150) to cover both accounts while legacy remains active; rationalise to one licence when possible.
- Apply an indicative +£50/year uplift for future planning.
- Budget: current £500 allocation for website/IT support adequate; no inflationary increase needed.
Meeting Room Hire – Clarification
- 2024/25 actual: £713 (including EGMs and ad-hoc sessions).
- Some non-meeting items (e.g. marquee posts) mis-coded to this line; to be reallocated to Equipment Maintenance.
- Normal use ≈ £10/hr × 3 hrs × 12 meetings = £360–£400 plus buffer.
- Retain £500 for 2025/26.
- Clerk to confirm billing with venue and seek community rate if possible.
- Alternative venues (church) unsuitable due to lack of Wi-Fi and power.
Equipment Maintenance (New Line)
- Create distinct line for Parish Council assets (marquee posts, tractor, community equipment).
- Initial allocation 2025/26: £200 (no inflationary increase).
Memberships & Subscriptions (New Subsection)
- OALC (local): retain £200 (2025/26).
- NALC / SLCC (national):
- Membership essential for support and training; national fees set centrally.
- £400 adequate for 2025/26.
- Apply inflationary uplift to £440–£450 in 2026/27 (rather than £500 previously assumed).
- Note: OALC = local body; NALC/SLCC = national support and training providers.
Audit (Internal & External) – Update
- 2024/25 actual: ≈ £330 vs £400 budget (on track).
- External audit 2025/26: fees under review nationally; may rise.
- Recommendation: retain existing budget; if underspent, transfer to Audit Reserve to buffer future increases.
Donations & Grants – Update
- Village Fete support: retain £500 (seed loan normally repaid from proceeds).
- Remembrance (Poppy Wreath): ~£30 per annum (continue).
- Citizens Advice: allocate remaining balance from the £600 donations envelope (≈ £60–£70) based on annual support report.
- Total donations 2025/26: £600 retained.
- Note: generic Royal British Legion donations ceased; wreath purchase only.
6.3 Employee(s)
- Clerk’s paid contract to commence March 2025.
- £13,300 budget includes expected hours uplift and NALC pay adjustment (<2%).
- PAYE £100 fine under appeal (one-off, no future impact).
- No additional staff required; existing maintenance arrangements to continue.
- To Review All Banking Standing Orders & Direct Debits
7.1 Standing Orders (SOs) – Microsoft
- There are two active Microsoft 365 licences:
- One legacy/basic licence (older account, still active temporarily).
- One enhanced business licence used by the Clerk for full Word/Excel/Outlook functionality.
- Payment method: Standing Order / Direct Debit from the Parish Council account.
- Cost: approximately £15.20 per month per licence.
- Budget 2025/26: £200 allocated (previously £150) to cover both licences until the legacy account can be cancelled.
- Future plan: rationalise to a single licence when migration is complete, reducing long-term costs.
Standing Order confirmed active and appropriate. Reviewed and approved for continuation.
7.2 Direct Debits (DDs) – Tesco Mobile
- Purpose: Mobile phone line for the Parish Council (Clerk’s phone).
- Payment method: Direct Debit.
- Status: Active and functioning normally.
- Cost: modest monthly charge (exact figure not discussed but typically £10–£15/month).
- No change proposed for 2026/27.
Direct Debit confirmed active and appropriate. Reviewed and approved for continuation.
Summary:
- All existing standing orders and direct debits (Microsoft 365, Tesco Mobile) have been reviewed and are to remain in place for 2026/27.
- Budget allocations have been confirmed as sufficient, with Microsoft’s line increased to £200 to cover the dual licences until consolidation.
- To Review Other Obligations
8.1 Outgoing Grants
- The Council has no regular outgoing grants.
- Past contributions have included:
- Upton Summer Fete – annual contribution of £500 (operationally a seed loan; typically reimbursed after the event if profits allow).
- Citizens Advice – ad hoc contribution (usually £60–£70) based on annual report of assistance provided to Upton residents.
- Royal British Legion (Remembrance Sunday) – purchase of a poppy wreath (~£30) only; general donations ceased in previous years.
- Total 2026/27 grants budget retained at £600, covering all three potential items.
- No new or ongoing grant obligations identified.
No standing grant commitments; discretionary contributions reviewed annually.
8.2 Contractors
8.2.1 TFM (Tactical Facilities Management) – Grounds Maintenance Contract
- Current contractor responsible for mowing, verge, recreation ground and footpaths.
- Contract renewal: to be reviewed before 2026/27 renewal date; continue existing terms in the interim.
8.2.2 RoSPA – Annual & Quarterly Play Area Inspections
- Frequency:
- 1 × annual inspection (~£265)
- 4 × quarterly inspections (~£300 each)
- Total: approximately £2,200 per year.
- Contract: ongoing service agreement for play area safety inspections; mandatory for insurance and public liability compliance.
- Recommendation: maintain contract at current level; any underspend to be placed in an inspection reserve for emergency or ad hoc inspections.
Contract to continue unchanged; inspections remain a statutory safety obligation.
- To Review the Employee(s) Salary & Hours
- NALC Pay Award (2025/26): not yet finalised; historically confirmed in Sept/Oct each year; typically 1–2%, but may vary.
- OALC Recommendation: budget for minimum 5% overall increase allowing for NJC spine uplift (~4%) plus local flexibility (~1%).
- Current Employee Hours:
- Clerk contracted 40 hours/month, with provision for up to 8 additional hours/month without formal Council approval.
- Actual workload occasionally exceeds baseline due to statutory/admin duties.
- Council previously agreed a budget of £13,300 for 2025/26, inclusive of uplift and potential additional hours.
- Overtime Policy Review:
- Policy allows discretionary additional hours (up to 8/month) at standard hourly rate without a formal resolution.
- Recommendation: budget to include minimum 5% pay increase in line with OALC guidance pending NALC award; maintain current hours (40 + 8 per month) for 2025/26.
- Reserves
To review and agree the level of reserves needed for the next financial year
The Committee reviewed the current level of reserves and discussed the appropriate amount to be maintained for the 2025/26 financial year. The Clerk (as Responsible Financial Officer) advised that best practice recommends holding a minimum general reserve equivalent to six months of core expenditure to ensure operational continuity and financial stability. Members noted that this equates to approximately £13,000, which covers essential commitments such as the Clerk’s salary, insurance, and other statutory costs. It was agreed that this level provides sufficient resilience in the event of unexpected delays in precept payments or unforeseen expenditure. The Committee further discussed earmarked reserves, noting that specific funds such as the Chapel Furlong project allocation must remain ring-fenced and separately identified within the accounts. Other earmarked funds, including donations and grants from the Upton Village Fête and “Up to No Good,” will be recorded under general receipts and, if unspent, transferred to reserves at year-end. The RFO also advised that modest annual precept increases of 2–3% should be considered in future years to maintain reserves in line with inflation and avoid sharp rises when significant new costs arise.
Resolved:
- Maintain a minimum general reserve of £13,000 for the 2025/26 financial year.
- Earmarked reserves, including Chapel Furlong and other restricted funds, to remain separately identified within the accounts.
- Note the RFO’s recommendation that modest annual precept increases (2–3%) be considered in future years to sustain reserve levels and mitigate inflationary pressure.
- Earmarked Reserves & Transfers to Reserves (2025/26)
To review earmarked reserves, confirm the approach to VAT reclaim, and agree transfers to reserves for the next financial year
VAT Reclaim & Invoicing Process
The Clerk (RFO) recommended moving to regular VAT reclaims on a quarterly (or monthly) basis to improve cashflow and reduce administrative backlog. All supplier invoices are received and held by the Clerk; current-year invoices have been collated and will be used for the next reclaim before the prior-year items are processed.
Agreed: The Clerk and Chairman will implement quarterly VAT reclaims with immediate effect; invoicing and evidence retention to remain with the Clerk.
Earmarked Reserves — Position & Corrections
The Committee noted the working schedule (to April 2025) showing total allocated funds of £24,843, comprised of (inter alia):
- Garage maintenance – £1,500
- Bus shelter maintenance – £1,000
- Pump track resurfacing – £2,000
- Car park overflow (mesh renewal) – £6,000
- Recreation ground (fence/fronts) – £12,000
- Recreational facilities (playground) – £2,000
- Transparency Fund (IT) – balance to be reduced by £342.94 (printer/equipment)
Members further noted an earmarked sum for the storage container (marquee/events storage) of circa £3,000 that is not presently shown on the schedule. The Clerk will verify the minute reference and update the earmarked reserves list accordingly. The Committee also noted that the headline reserves balance (approx. £33,000, as discussed) will be reconciled against the earmarked schedule, with a corrected statement circulated.
Additions / Transfers to Reserves (2025/26)
The Committee discussed the scale of new transfers to reserves in the context of precept-setting and affordability. It was noted that £11,836 was transferred at the start of the current year and that a working proposal of £7,000 has been included for 2025/26 to continue building capacity for priority works (including car park overflow, garage doors/roof contingencies, playground renewals, and the storage container). Final allocation between headings will be confirmed when the updated reserves schedule is presented.
Income Generation — Playing Fields
Members discussed medium-term income generation via playing field marketing/hire (subject to car park overflow improvements). The Committee agreed to scope options and bring proposals to a future meeting.
Resolved:
- Adopt quarterly VAT reclaims with immediate effect; the Clerk to process the next claim using current-year invoices first.
- Approve the earmarked reserves schedule as noted above, subject to:
– Deducting £342.94 from the Transparency Fund for printer costs; and
– Adding the storage container earmark (≈ £3,000) once verified by the Clerk. - Approve in principle a transfer of £13,300 to earmarked reserves for 2025/26 under general reserves, with the detailed distribution across headings to be confirmed upon reconciliation of the reserves schedule and alongside the precept-setting item.
- The Clerk to reconcile and circulate an updated reserves statement (showing total reserves vs. earmarked totals) ahead of the precept decision.
- Capital Projects
To establish reserves available for capital projects and to agree the budget for capital projects.
The Committee reviewed earmarked reserves relevant to capital works (ref. Item 10 & reserves schedule). It was noted that allocations currently include, inter alia: Car Park Overflow (mesh renewal) £6,000; Recreation Ground Fence £12,000; Recreational Facilities (Playground) £2,000; Pump Track Resurfacing £2,000; Garage Maintenance £1,500; Bus Shelter Maintenance £1,000; with a pending Storage Container (marquee/events storage) earmark of c. £3,000 to be confirmed by the Clerk. Members confirmed that capital allocations remain appropriate and that additional transfers in-year may be made from any confirmed underspend, subject to Full Council approval.
11.1 New Projects
Members discussed the potential boundary fence/posts associated with the prospective land acquisition (YCL Working Group). In order to progress planning and to leverage donations/grants, the Committee agreed to establish a new earmarked capital project line of £4,000 as an initial provision, recognising that final design and costs will be refined following engagement with user groups (e.g. Sustrans/cycling groups) and once land status is confirmed.
Resolved: Create a new capital project line “Far Field Boundary – Initial Provision” with £4,000 earmarked, to be topped up from donations/grants if secured.
Proposed: Cllr. François Yates
Seconded: Cllr. Peter Head
Vote: Unanimous. Resolved.
11.2 Remedial Works
The Committee noted the swing replacement as a priority remedial item (estimated ~£4,000). This will be funded from the existing play equipment budget and/or earmarked reserves, supplemented by grant applications where possible. Car Park Overflow (mesh) remains in plan as a capital remedial item, funded from the existing earmark. Garage doors/hinges will be monitored; no immediate spend required, but the earmark is retained.
Resolved: Approve the remedial works priorities as set out (swing replacement; car park overflow mesh), funded from relevant earmarks and/or the play equipment budget, with grant bids pursued where available.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.
- Precept for 2025/2026
To agree the precept for the next financial year for recommendation to the full Parish Council.
Having reviewed projected receipts, payments, and reserves movements, the Committee agreed to recommend a 2.5% precept increase for 2025/26. Based on the 2024/25 precept of £27,417.60, the recommended precept is £28,103.04 for 2025/26. On the current tax base assumption (229.9), this equates to an indicative Band D of approximately £122.24, remaining within previously discussed community expectations.
Resolved: Recommend to Full Council a 2.5% precept increase to £28,103.04 for 2025/26.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.
- To Review & Agree Any Amendments to the Council’s Financial Regulations
Last updated June 2025; any changes to be agreed by resolution of the Council.
The Clerk (RFO) confirmed the Financial Regulations were comprehensively updated in June 2025 and remain compliant. No amendments were recommended at this time.
Resolved: Retain the Financial Regulations (June 2025) without amendment.
Proposed: Cllr. David Beckles
Seconded: Cllr. Matt Talbot
Vote: Unanimous. Resolved.
- To Review Physical Assets and Liability
The Committee reviewed the current Asset Register and noted no changes since the last approval. Members noted that should the land acquisition proceed, the Register and liabilities schedule will be updated accordingly.
Resolved: Approve the current Asset Register with no changes.
Proposed: Cllr. François Yates
Seconded: Cllr. David Beckles
Vote: Unanimous. Resolved.
- To Review the Adequacy of the Risk Management Policy
Members noted the Risk Management Policy was last updated in April 2025 and remains adequate, covering operational risks including playground safety, events, volunteers, and statutory compliance. A scheduled review will be undertaken ahead of April 2026.
Resolved: Confirm the adequacy of the current Risk Management Policy and schedule a review for April 2026.
Action: Clerk to circulate the policy link and timetable the 2026 review.
Proposed: Cllr. Peter Head
Seconded: Cllr. François Yates
Vote: Unanimous. Resolved.
- To Review the Adequacy of Council Insurance Cover
The Committee reviewed current insurance arrangements. Members noted satisfactory service and cover breadth from the current provider (Gallagher), including responsive claims handling. Premiums previously increased following an incident but have stabilised. The Committee agreed to continue with the current provider, with the Clerk to obtain the annual renewal terms and benchmark against the market for value and cover.
Resolved: Confirm the adequacy of current insurance cover and renew with existing provider (Gallagher) subject to competitive renewal terms; Clerk to benchmark annually and report variances.
Proposed: Cllr. Matt Talbot
Seconded: Cllr. Peter Head
Vote: Unanimous. Resolved.
17 . Date of next Finance Meeting Wednesday 14th October 2026 7.00pm