July 2024 F & GP Minutes
Minutes of Cherry Willingham Parish Council’s
Finance & General Purposes Committee held on Monday 08th July 2024 at 19:00 in the Millennium
Chair of the Committee Cllr A Burge
Vice-Chair of the Committee Cllr M Palmer
Present Cllr A Burge (Chair), Cllr M Palmer (Vice-Chair), Cllr K Mellor, Cllr J Robinson, Cllr J Trahearn, Cllr R Houghton.
-
To note and record apologies and absences.
Apologies received from Cllr R Pitchford.
-
To record declarations of interest by any member of the council in respect of the agenda items listed below.
Members declaring interests should identify the agenda item and type of interest being declared
To note dispensations given to any member of the council in respect of the agenda items listed below.
NONE
-
To receive notes of the F&GP Committee Meeting held on the 16th April 2024 and approve as Minutes.
RESOLVED unanimously to approve the minutes from the F&GP meeting on the 16th April 2024 as a true record.
-
To receive the End of Quarter Summary from the RFO and review Income and Expenditure and Variances from Budget.Consider any budget changes to recommend to Full Council.
The RFO explained that after the first quarter it appeared as though the budget under Training (A4) may not be enough at £500. This will depend upon the amount spent on Playground Inspections
Courses. The budget for VIC Maintenance (E5) is too low at £1500 given the planned spending but
more income is coming from LCC Repay for grass cutting so it was proposed to use Virement to
increase E5 to £3500 and increase E1 to -£4997. RESOLVED to use Virement from E1 to E5.
-
To review the Internal Auditor’s Report and resolve to approve any actions needed.
The document was reviewed and the necessary actions have been or will be implemented to
to ensure the correct procedures and documents are in place as recommended by the auditor under
Transparency.
-
To Review the following policies to recommend to Full Council :
-
Financial regulations. A new model has been received from NALC and requires personalising to CWPC. Suggested changes are shown in blue. Members went through the new Financial Regulations in detail and RESOLVED to recommend to the Full Council to accept the document.
-
Accounts Procedures. This was carried forward from the previous meeting as many changes are needed to bring it up to date. Members reviewed the document and RESOLVED to recommend it to the Full Council.
-
Retention Policy RESOLVED to recommend it to the Full Council.
-
Access Request Procedure RESOLVED to recommend it to the Full Council.
-
Security Compliance RESOLVED to recommend it to the Full Council.
-
-
To note the software used for Payroll i.e.12 Pay, is no longer available and the HMRC Basic PAYE Tools system is now being trialled. The RFO explained the HMRC system is free of charge and will be used going forward.
-
To review the current £10 hourly rate paid as expenses to Councillors and Volunteers for the use and fuel of their Plant/Machinery. This amount was agreed in July 2022 and was to be reviewed after 2 years.Any change to be subject to Full Council approval. Members RESOLVED to recommend to the Full Council to leave the amount at £10 and review it again in 12 months.
-
To review the monthly sim card payment for the office mobile phone. It was RESOLVED to leave any change to the provider to the discretion of the Clerk.
-
To consider any applications from village groups for Grant Aid from CWPC. There were no applications to consider although an enquiry had been made.
-
To note the correct procedure for re-claiming VAT on purchases made by The Council. The RFO had been on a training course and reported that all purchases which were eligible for VAT recovery had to be made by The Council ( defined as Clerk, RFO or other employee) and from the Council funds.
-
Matters to report for inclusion in the next agenda.
Office equipment - Ipad/ Laptop
-
Next meeting date.
Next meeting date will be held on the 4th November 2024 at 7pm.
_____________________________ _________________
Cllr A Burge - Chairman Date