Minutes of a Finance Committee Meeting held on Monday 1st June 2009

in the Village Hall Strensall

 

 

 

1.     Attendance; Present P. Jesse (Chairman), K. Marquis, Miss E. Blacklee, J. Scott, R. Plant

 

2.     Apologies: None

 

3.     Declarations of Interest: None

 

 

4.     Approve the Year end statement of accounts for the External Auditor.

 

The accounts for the year ended 31st March 2009, as audited by Yorkshire Internal Audit Services, having previously been circulated were considered.  On the proposition of Cllr  Marquis, seconded by Cllr Plant, it was agreed that the accounts be accepted and recommended for approval at the full Parish Council Meeting on 9th June 2009.

 

 

5.     Consider the letter of recommendations received from the Internal Auditor and agree actions to be taken.

 

      The letter from Yorkshire Internal Audit Services, dated 14th May 2009, was discussed and actions taken as follow:

 

      Cash Book/Bank Account reconciliation: the cash book/bank account reconciliation was approved.

 

Bank Accounts: The auditor’s recommendation to close bank accounts was discussed. However, it was agreed that the Parish Council would prefer to keep open all bank accounts, as they could see no benefit in closing any of them, particularly the cemetery account which had been set up on the recommendation of a previous auditor, so that the Parish Council could easily identify the Cemetery funds, which are ring fenced for the Cemetery only. With regard to the Contingency Account this had again been set up on the recommendation of a previous auditor to mainly identify funds for contingent liabilities, i.e. Clerks gratuity.

 

Form of Accounts – The receipts and payments basis was discussed against income and expenditure basis.  It was agreed to adopt the receipts and payments basis as recommended by the auditor.

 

Spreadsheet system – Cllr Marquis reported on the spreadsheet system now and the spreadsheet system proposed. After some discussion it was agreed to adopt the spread sheet system recommended by the auditor and review progress.

 

Standing Orders and Chairmanship/Standing Orders as to Contracts/Financial regulations – With regard to Financial Regulations Cllr Marquis reported that these had been considered and approved at meetings held on the 18th December 2006, 13th December 2007 and 27th November 2008.

With regard to Standing Orders a copy of the latest edition of Standing Orders for Parish           Councils had been ordered from YLCA. With regard to Financial Regulations Cllr Plant and Cllr Blacklee agreed to produce a new set of regulations in line with YLCA’s tailored version    to meet Parish Council requirements and report back to the Parish Council meeting in July.

 

      Minutes – the numbering system has been changed in line with the Auditors recommendations.

 

      VAT – claims will be made at the end of each quarter, as recommended by the auditor.

 

Risk management – This was discussed in some detail.   It was agreed to purchase a Safe for the time being and consider the options of storage of back up information at a later date.

 

Clerk’s Gratuity – Cllr Marquis was to investigate this in the light of new legislation.

 

Separation of Duties – no action to be taken.

 

Internal Controls – no action.

 

6.   Consider the current Financial Regulations and recommend any alterations. – see above

 

7.       Approve the purchase of financial and other guides for the Parish Clerk and Councillors.

 

Cllr Plant proposed that 3 copies of the Governance and Accountability in Local Councils in England and Wales be purchased along with any other relevant publications for Committees as felt relevant by the Chairman, vice Chairman or Clerk, without further reference to the Council.   This was agreed.

 

8.       Consider grant application [Awards for All] for funding of additional electronic equipment to meet CoYC desire to transmit planning applications electronically.

 

Cllr Jesse reported on a meeting at City of York Council regarding electronic consultation with regard to planning applications. This was discussed at length and it was agreed that as we have a laptop and access to the screen at the Village Hall the Parish council should look into purchasing a projector. Cllr Scott agreed to investigate the possibilities of storing the projector at the Village Hall.

 

9.       Consider application for Telephone Banking.

 

It was agreed that Telephone Banking arrangements would be set up for the Parish Council.