Longstanton Parish Council. Meeting Papers. FINANCE Meeting, 17th July LongstantonPC

Transcription

1 Longstanton Parish Council Meeting Papers FINANCE Meeting, 17th July 2018 LongstantonPC

2 MINUTES OF THE LONGSTANTON PARISH COUNCIL FINANCE COMMITTEE MEETING HELD ON TUESDAY 26 th JUNE 2018 AT LONGSTANTON VILLAGE INSTITUTE AT 8.06pm Those Present Cllr Street (Chairman), Cllr Burns, Cllr McPhater, Cllr delamare Lyon Parish Clerk Mrs Libby White Members 6 Vacancy 0 (Quorum 3) Parishioners /25 To Receive and Approve Apologies for Absence Power Apologies were received and approved from Cllr Ms Ness and Cllr Sinclair (work commitments) 18 19/26 Councillors Declarations of Interest for items on agenda Declarations of interest from Councillors on items on the agenda: None Requests to Speak: No requests received to speak on any items as declared above. To receive requests for dispensations: None Grant of dispensations: None 18 19/27 Open Forum for Public Participation (10min) None 18 19/28 Approval of Minutes It was proposed by Cllr delamare Lyon, seconded by Cllr Burns and RESOLVED by a unanimous that the minutes of the 22 nd May 2018 are approved and signed /29 Clerk s Report (for information only) It was noted that the agenda had been sent to all council members and no questions have been raised with respect to any payments. Information on longer term investments has been received from Cambridgeshire Clerks. The majority use the CCLA Property fund but there are a couple with only a little money to invest who use Santander or Cambridge and Counties Bank. The telephone and broadband contract with BT has come to an end but a better option has been sought with TalkTalk and will be sorted as necessary /30 CCLA It was proposed by Cllr McPhater, seconded by Cllr delamare Lyon and RESOLVED by a unanimous vote that the redemption form for CCLA be completed to transfer 7,500 into the Unity Current Account. Action: Clerk to send completed form to CCLA /31 Bank Reconciliation Bank reconciliations were provided for bank accounts as at 31 st May 2018: Current Account 12, Home Farm Bank Account 180, Section 106 Bank Account 3, Optimum Pre Paid Card CCLA Current Account 217, CCLA Home Farm Account 100, CCLA Section 106 Account 60, CCLA Reserves Account 75, , It was proposed by Cllr delamare Lyon, seconded by Cllr McPhater and RESOLVED by a unanimous vote that the bank reconciliations for the month of May be approved and signed. ~18/8~

3 18 19/32 Approval of Payments It was noted that Cllr McPhater and Cllr delamare Lyon attended the offices prior to the meeting to double check the figures on invoices were correct and that the payments have been set up accurately. It was proposed by Cllr delamare Lyon, seconded by Cllr McPhater and RESOLVED by a unanimous vote that the invoices and payments as listed in appendix 1 in the sum of 18, are approved and paid. Online payments to be authorised by Cllr Burns and Cllr McPhater. Action: Cllrs McPhater and Cllr Burns to authorise online payments /33 To Note Monies Received Members noted money received since the May meeting has been as follows: Paid by Description Amount Account Stmt OAC Cancelled Open Air Cinema Tickets REFUNDED Current 87 OAC12 Open Air Cinema Tickets Current 87 OAC13 Open Air Cinema Tickets Current 87 OAC15 Open Air Cinema Tickets Current 87 OAC16 Open Air Cinema Tickets Current 87 OAC17 Open Air Cinema Tickets Current 87 OAC18 Open Air Cinema Tickets Current 87 OAC19 Open Air Cinema Tickets Current 87 OAC20 Open Air Cinema Tickets Current 87 OAC21 Open Air Cinema Tickets Current 87 OAC22 Open Air Cinema Tickets Current 87 OAC14 Open Air Cinema Tickets Current 87 OAC23 Open Air Cinema Tickets Current 87 OAC26 Open Air Cinema Tickets Current 87 OAC27 Open Air Cinema Tickets Current 87 OAC28 Open Air Cinema Tickets Current 87 OAC29 Open Air Cinema Tickets Current 87 OAC30 Open Air Cinema Tickets Current 87 OAC1 and OAC2 Open Air Cinema Tickets Current 87 OAC31 Open Air Cinema Tickets Current 87 OAC32 Open Air Cinema Tickets Current 87 OAC33 Open Air Cinema Tickets Current 87 OAC34 Open Air Cinema Tickets Current 87 OAC35 Open Air Cinema Tickets 8.00 Current 87 OAC39 Open Air Cinema Tickets Current 87 OAC40 Open Air Cinema Tickets Current 87 OAC51 Open Air Cinema Tickets Current 87 OAC41 Open Air Cinema Tickets Current 87 OAC42 Open Air Cinema Tickets Current 87 OAC43 Open Air Cinema Tickets Current 87 OAC44 Open Air Cinema Tickets Current 87 OAC45 Open Air Cinema Tickets Current 87 OAC46 Open Air Cinema Tickets Current 87 OAC52 Open Air Cinema Tickets Current 87 OAC47 Open Air Cinema Tickets Current 87 OAC48 Open Air Cinema Tickets Current 87 OAC49 Open Air Cinema Tickets Current 87 ~18/9~

4 OAC50 Open Air Cinema Tickets Current 87 SCDC Northstowe Admin Current 87 Jar Jar Drinks Pavilion Rent Current 87 OAC55 Open Air Cinema Tickets Current 87 OAC36 Open Air Cinema Tickets 5.00 Current 87 OAC37 Open Air Cinema Tickets Current 87 OAC38 Open Air Cinema Tickets Current 87 OAC3 Open Air Cinema Tickets Current 87 OAC4 Open Air Cinema Tickets 8.00 Current 87 OAC24 Open Air Cinema Tickets Current 87 OAC25 Open Air Cinema Tickets Current 87 HMRC VAT Refund 11, Current 87 OAC56 Open Air Cinema Tickets Current 87 OAC57 Open Air Cinema Tickets 5.00 Current 87 OAC60 Open Air Cinema Tickets Current 87 OAC59 Open Air Cinema Tickets Current 87 OAC71 Open Air Cinema Tickets Current 87 CCLA Dividend Reserves Account Current 87 CCLA Dividend Current Account Current 87 CCLA Dividend S106 Account S CCLA Dividend Home Farm Account Home Farm 49 12, /34 Reports The members noted and reviewed the reports produced for Income & Expenditure and Cash flow for each of the accounts /35 Date of Next Meeting Tuesday 24 th July 2018 There being no further business, the meeting closed at 8.28pm. Signed:... Chairman Date:... ~18/10~

5 Appendix 1 26 th June 2018 item 18 19/32 Ref Supplier Inv No. Inv Date Cost Description Account Pymt Method Net Vat Total Power 18/041 IDC Wristbands May 18 Cinema Wristbands Optimum Card i 18/042 Longstanton Post Office 14 May 18 Postage Optimum Card ii 18/043 Longstanton Post Office 16 May 18 Postage Optimum Card iii 18/044 Longstanton Post Office 05 Jun 18 Postage Optimum Card iv 18/045 SETON Jun 18 Safety tape Optimum Card v 18/046 South Cambridgeshire District Council 14 Jun 18 Application for event license Optimum Card vi 18/047 Churchill Security Limited Jun 18 Security for Open Air Cinema Current BACS vii 18/048 South Cambridgeshire District Council 09 Mar 18 Non Domestic Rates for Office 3 of 10 Current DD viii 18/049 BT M063 9& 25 May 18 Telephone and Internet Current DD ix 18/050 NEST June Pension Current DD x 18/ , /052 June Salary Costs June Salary Costs Current BACS 1, , xi 18/053 18/054 CAPALC Annual Membership Current BACS xii 18/055 GDL Services May 18 Graffiti Removal from Bus Shelters Current BACS xiii 18/056 ESPO May 18 Office equipment and stationery Current BACS xiv 18/057 ESPO May 18 Office equipment Current BACS xv 18/058 Acacia Tree Surgery Limited May 18 Tree Survey and report Current BACS , xvi 18/059 Konica Minolta May 18 Photocopier charges Feb May 18 Current BACS xvii 18/060 Konica Minolta May 18 Photocopier rental May Aug 18 Current BACS xviii 18/061 Play Inspection Company May 18 Annual Playground Inspection Current BACS xix 18/062 GDL Services May 18 Litter Picking for May Current BACS xx 18/063 Longstanton Village Institute Jun 18 Hall Hire for May Current BACS xxi 18/064 Longstanton Limpers Grant towards Coaching Training Current BACS xxii 18/065 Brookfield Groundcare Jun 18 Grass Cutting 3 of 10 Current BACS , xxiii 18/066 Brookfield Groundcare Jun 18 Home Farm Grass Cutting 3 of 10 Current* BACS xxiv 18/067 Brookfield Groundcare Jun 18 Verge Cutting 3 of 10 Current BACS xxv 18/068 South Cambridgeshire District Council DINV/ Jun 18 Uncontested Election Costs Current BACS xxvi 18/069 PlayMaintain Jun 18 Playground Maintenance as per order Current BACS 1, , xxvii 18/070 AR Aspinall & Sons Limited AI Jun 18 Materials for Youth Council Stocks Current BACS xxviii

6 18/071 Gravel Pit Charity Donation for Legal Advice (to be repaid) Current BACS 7, , xxix 18/072 LCR LCR Subscription Current BACS xxx Sub Total 16, , , TOTAL 17, , , Key: DD=Direct Debit, BACS= Online payment, Chq=Cheque Description From To Amount T18/004 Home Farm Maintenance Home Farm Current T18/005 Optimum Card Top Up Current Optimum , i LGA 1972, s.145(1)(b) ii LGA 1972, s.150 iii LGA 1972, s.150 iv LGA 1972, s.150 v LGA 1972, s.145(1)(b) vi LGA 1972, s.145(1)(b) vii LGA 1972, s.145(1)(b) viii LGA 1972, s.150 ix LGA 1972, s.150 x LGA 1972, s.112 xi LGA 1972, s.112 xii LGA 1972, s.150 xiii Local Government (Miscellaneous Provisions) Act 1953, s.4 xiv LGA 1972, s.150 xv LGA 1972, s.150 xvi Public Health Act 1875, s.164 xvii LGA 1972, s.150 xviii LGA 1972, s.150 xix Public Health Act 1875 s.164 xx Public Health Act 1875 s.164 xxi LGA 1972, s.133 xxii Local Government (Miscellaneous Provisions) Act 1976, s.19 xxiii Public Health Act 1875 s.164 xxiv Public Health Act 1875 s.164 xxv Highways Act 1980, s.96 xxvi LGA 1972, s.150 xxvii Public Health Act 1875 s.164 xxviii Local Government (Miscellaneous Provisions) Act 1976, s.19 xxix LGA 1972, s.139(1) xxx LGA 1972, s.150

7 18 19/40 Clerk s Report Due to a miscalculation some payments were not processed by Unity following last month s meeting. The money from the CCLA was paid in promptly but the payments out, seemed to leave even more quickly. Therefore payments to: GDL Services, SCDC and the Clerk have had to be set up again and authorised by Councillors between meetings. Correspondence has been received from Unity Bank confirming that there will be additional charges when more than 1,500 cash or 15 cheques are paid in during one month. This would not normally apply to Longstanton Parish Council except for months similar to May and June with the payments made for the cinema. Charges are 50p per 100 paid in in cash and 30p per cheque /41 CCLA To complete the Redemption Form in the sum of 6,500 to transfer money from the CCLA current account to the Unity Current Account to allow payments to be made and leave a little money in the account for any emergencies and/or direct debits to be completed /42 Long Term Investments It was noted some time ago that Longstanton Parish Council needs to look at protecting the Home Farm Current Account money held with Unity Bank as it exceeds the 85k threshold for FSA protection. The Clerk has spoken with other Clerks in the county and the majority of parish and town councils hold their money in the CCLA Property Fund. In order to invest in here, which ideally should be a minimum of 10years, the parish council needs to have an independent financial adviser make sure they feel the council is aware of the risks and is in a position to invest for this period of time. Unfortunately, there are not many who are prepared to carry out this service for a parish council. In addition to the one listed below, Streets Chartered Accountants have also been contacted (awaiting information). The only company who has previously confirmed they would be happy to carry this out, and have done it for other parish councils, is James Ryan Thornhill Limited. Their charge is Longstanton Parish Council also need to review their Investment Policy and complete an Attitude to Risk form /43 Bank Reconciliations (appendix 1) The bank statements along with the relevant bank reconciliations created by the accounting software have been provided for consideration and approval by the committee /44 Approval of Payments The list of payments for authorisation as detailed on the Agenda.

8 18 19/45 To Note Monies Received To note monies received since the June bank statement. Ref Date R'cvd Paid by Description Amount Account Stmt R18/ Jun 18 OAC65 Open Air Cinema Tickets 8.00 Current 89 R18/ Jun 18 OAC62 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC63 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC68 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC72 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC85 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC66 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC69 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC54 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC53 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC74 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC73 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC76 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC75 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC78 Open Air Cinema Tickets 3.00 Current 89 R18/ Jun 18 OAC5a Open Air Cinema Tickets change to adult 4.00 Current 89 R18/ Jun 18 OAC80 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC82 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC81 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC79 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC58 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC61 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC64 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC47 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC70 Open Air Cinema Tickets Current 89 R18/ Jun 18 Jar Jar Drinks Pavilion Rent Current 89 R18/ Jun 18 OAC83 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC89 Open Air Cinema Tickets 8.00 Current 89 R18/ Jun 18 OAC86 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC91 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC90 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC77 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC84 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC95 Open Air Cinema Tickets 6.00 Current 89 R18/ Jun 18 OAC94 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC93 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC97 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC100 Open Air Cinema Tickets upgrade 2.00 Current 89 R18/ Jun 18 OAC98 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC96 Open Air Cinema Tickets 8.00 Current 89 R18/ Jun 18 OAC99 Open Air Cinema Tickets 5.00 Current 89 R18/ Jun 18 OAC101 Open Air Cinema Tickets upgrade 2.00 Current 89 R18/ Jun 18 Youth Council fundraising Income from Picnic in the Park Current 89

9 R18/ Jun 18 OAC87 Open Air Cinema Tickets Current 89 R18/ Jun 18 OAC86 Open Air Cinema Tickets Current 89 R18/ Jul 18 CCLA Dividend Reserves Account Current 89 R18/ Jul 18 CCLA Dividend Current Account Current 89 R18/ Jun 18 Unity Bank Interest Interest 1.63 S R18/ Jun 18 Unity Bank Interest Interest Received Home Farm 50 R18/ Jul 18 CCLA Dividend S106 Account S R18/ Jul 18 CCLA Dividend Home Farm Account Home Farm /46 Quarterly Budget Review To note the reports prepared to detail the activities of the parish council accounts /47 Date of Next Meeting Tuesday 21 st August 2018

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45 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 1 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 101 Administration 1076 Precept 94,630 94, ,228 51, Interest Received Unity Bank CCLA Interest Received 1,400 1, Other Income 0 3, Youth Council Income Northstowe Administration Inco 1,000 1, Total Income 97, , ,643 52, Parish Clerk Salary 22,000 21,747 21,965 5, Staff Pensions Payroll Charges Tax & NI 3,500 1,875 1, Contingency 3, , Projects (next financial year) 11, Training Staff & Councillors 1, , Clerk's Expenses Staff Travel Councillor Travel Expenses Insurance 4,000 1,189 1,750 1, Legal Fees 0 5,585 4, Bank Charges CAPALC Subsription ICO Registration Audit Fees 1, Continued on next page

46 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 2 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4080 Elections 2, , Annual Report SLCC Membership Cambridgeshire ACRE Subscripti National Playing Fields Subs CCVS Annual Membership Publications Office Equipment 1, , Council Records Office Software and Support Office Supplies Postage Document Storage Office Waste - shredding Telephone & Internet Website Fees 1, Office Maintenance Parish Office Rent 2,640 2,640 3, Public Consultation Costs 2, , Photocopier Non Domestic Rates , LPC Meetings Hall Hire Trade Waste Gravel Pit Costs 0 3, , Northstowe 0 0 8,80 0 Continued on next page

47 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 3 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward Overhead Expenditure 63,585 44,877 61,798 17, Movement to/(from) Gen Reserve 33,545 55,366 42,845 34, Burials 1200 Burial Income 300 1, Total Income 300 1, Burial Ground Maintenance 3,000 2,185 3, St Michaels Churchyard Mainten 2,400 2,000 2, Cemetery Business Rates Maintenance Cemetery Water Overhead Expenditure 5,560 4,394 5,556 1,28 Movement to/(from) Gen Reserve (5,260) (3,146) (5,256) (1,280) Parks & Open Spaces 1305 S106 Community Facilities 0 1, Recreation Ground Income Village Event Income Open Air Cinema Income 1, Total Income 775 2, , Playground Maintenance 3,000 2,733 3,000 2, , Playground Refurbishment 0 0 3, Recreation Ground Maintenance 7,000 8,585 13,500 1, Continued on next page

48 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 4 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4308 S106 - Community Facilities 0 1, Home Farm Maintenance 0 6, Village Events 2,500 1,351 8, Open Air Cinema 3, Litter Collection , Tree Maintenance 4,000 1,245 3, Overhead Expenditure 17,000 22,971 31,700 8, ,521 Movement to/(from) Gen Reserve (16,225) (20,721) (30,825) (6,470) Village Maintenance 1400 Grass Cutting Grant CCC 2,400 2,630 2,63 0 Total Income 2,400 2,630 2, Village Maintenance 10,000 6,585 6, Village Signage Street Lights 1, ,800 1, Seasonal Maintenance 1, Village Cleanup/Comm Litter Pi Highways Joint Project 0 0 1, Highway Costs 0 13,634 2, Grass Cutting 2,400 2,400 4,000 1, Empty Village Bins 1, Overhead Expenditure 16,800 23,031 16,500 3, Movement to/(from) Gen Reserve (14,400) (20,401) (13,870) (3,449) 0 0 Continued on next page

49 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 5 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 501 Pavilion 1500 Pavilion Income 4,500 4,500 4, Total Income 4,500 4,500 4, Pavilion Maintenance 3,000 4,146 3, Pavilion Legal Expenses 2, ,00 0 Overhead Expenditure 5,000 4,146 5,00 0 Movement to/(from) Gen Reserve (500) 354 (500) Village Institute 1600 Village Institute Income Total Income Village Institute Hire Charges 1,500 1,321 1, Village Institute F & F Overhead Expenditure 1,500 1,549 1, Movement to/(from) Gen Reserve (1,440) (1,321) (1,560) (373) S Poppy Wreath Donation Donations 5,000 1,882 4, Youth Provision 10, , Overhead Expenditure 15,020 2,356 8, Movement to/(from) Gen Reserve (15,020) (2,356) (8,534) (741) 0 0 Continued on next page

50 Printed on 13/07/2018 at 12:32 Longstanton Parish Council Current Year Annual Budget - By Centre Page 6 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward Total Budget Income 105, , ,948 54, Expenditure 124, , ,648 31, , Movement to/(from) Gen Reserve (19,300) 7,773 (17,700) 23,