Agenda
COLSTERWORTH & DISTRICT PARISH COUNCIL
FINANCE AND ADMINISTRATION COMMITTEE
CONFIRMATION OF MEETING
Time Date and Venue: 7.30pm on Tuesday 20th April 2021 By Zoom Remote Video Meeting.
Members: Cllrs: A Bouvie, L McShane, C Hainsworth and Clerk: S Grant.
Members of the public wishing to join the meeting can do so by contacting the Clerk by email clerk@colsterworthanddistpc.co.uk or telephone; 01476 861888 (Office hours only please).
AGENDA
Agenda Item Supporting documents/Notes TOR
1 Apologies
2 Appointment of Chair and Vice Chair
3 Notes of 20th October 2020 Submitted and approved by Parish 3rd November 2020. -
4 Reconciliation of half yearly accounts (Oct 2020 – Mar 2021) To be provided by the Clerk. 2.2
5 Monitoring recommendations/ actions from internal and external audit Rental agreements see PC February Meeting 2021Minute Ref’s: 2020.126 & 2020.127
Internal Audit: To be provided by Clerk/RFO
Review The Annual Governance Statement 2020/20221
1. Approval of Annual Governance Statement section 1.
2. Annual Governance statement section 1 (to be signed at PC Meeting 04/05/2021)
3. Approval of Annual Governance Statement section 2.
4. Annual Governance statement section 2 (to be signed at PC Meeting 04/05/2021)
5. Approval of Accounting Statements 2020.2021
1.1.
2.1., 2.8. 2.11, & 2.13
6 Reserves Report To be provided by the Clerk 2.8
7 To annually review risk including COVID-19 restrictions and asset registers Asset Register to be provided by the Clerk.
Risk Register to be provided by the Clerk.
2.14.
8 • Projects and Grant applications Potential Funding schemes & criteria to be explored.
9 Any Other business Policies and procedures for review:
• Communications Policy Resolve to move into closed session in accordance with the Public Bodies (Admission the Public Meetings) Act 1960 due to the confidential nature of the business to be discussed in relation to the following matter.
• CAD Standing Orders - Next Review May 2021 (brought forward)
• CAD Financial Reserves Policy - Next Review July (brought forward)
• CAD Code of Conduct - Next Review July 2021(brought forward)
• CAD Social Media Policy - Next Review July 2021: (brought forward) -
10 Date and time of next meeting October 2021 day and time TBC. -
TERMS OF REFERENCE
1. RESPONSIBILITIES:
1. General financial oversight
2. Funding including grant applications
3. Financial planning and budgeting
4. Financial reporting to Council and the public
5. Banking, bookkeeping and record keeping
6. Control of fixed assets
2. TASKS:
1. To note the half yearly bank reconciliations (Q2: October and Q4: April)
2. To annually review the financial regulations (first meeting after appointment of committee)
3. Liaise with the council from October to produce a draft budget for the following year
4. Produce draft budget for council to review in November and agree in December
5. Submit budget for final approval in December
6. To consider grant applications and make recommendations to council
7. To consider necessary expenditure and make recommendations to council
8. To review rental agreements (February)
9. To manage employees of the council and conduct employee reviews including grievances and disciplinaries (including appeals)
10. To annually review risk and asset registers (October)
11. To review annually specifications and contracts for contractors (February)
12. To produce end of year accounts and necessary sign off
13. To provide council with half yearly reconciliation of annual budget (Q2: November & Q4: May)
14. To monitor implementation of recommendations from internal and external audits