Finance & Administration Meeting 29th May 2025

Agenda

 

COLSTERWORTH & DISTRICT PARISH COUNCIL

FINANCE AND ADMINISTRATION COMMITTEE

CONFIRMATION OF MEETING

 

Time Date and Venue:          Thursday 29th May 2025 at 7.00 p.m. @ Colsterworth Methodist Church

Members:                              Cllrs: E O’Neill, C Hainsworth, C Russell and M Childs

In attendance                        The Clerk: S Grant

AGENDA

 

Agenda Item

Supporting documents/Notes

TOR
  1.  

Apologies

 

 

-
  1.  

Appointment of Chair and Vice Chair

 

 
  1.  

Notes of previous meeting

(26.09.2024)

Submitted to Parish Council 1st October 2024)

Link to F&A Meeting Minutes 26.09.2025. See link f-a-meeting-minutes-26-09-2024

-
  1.  

To annually review the financial regulations (first meeting after appointment of committee)

Link to F&A Regulations.

financial-regulations-for-02-07-2024-next-review-july-2025

 

 
  1.  

To note the half yearly bank reconciliations (Apr – Sep & Oct - Mar)

 

To be provided by Clerk/RFO.

The Bank Accounts are reconciled monthly and uploaded to the CADPC Website –.See link SCRIBE Accounting Reports & Budget – Colsterworth and District Parish Council

 

 

2.1. & 2.13
  1.  

Monitoring recommendations/ actions from internal and external audit
  1. No recommendations from Final Internal Audit report 2024/2025 . See link  internal-audit-report-final-april-2025

 

 

  1. External Audit Auditor’s Report and Certificate 2023/2024 – No findings or recommendations. See link  section-3-external-auditor-s-report-and-certificate-2023-2024

 

  1. External AGAR 2024-2025 signed at PC Meeting 06th May 2025 and submitted to PKF Littlejohn Auditors on 09/05/2025.

 

  1. Policies to Review below. See Link  https://colsterworth.parish.lincolnshire.gov.uk/downloads/download/2/policies?downloadID=2

 

CAD Standing Orders and NALC Update 2025

 

  1. Resolve to update the HSBC Bank Account mandate with the removal of former Cllr A Bouvie and add Cllr M Childs.

2.14.
  1.  

To annually review risk and asset registers
  1. Risk Management Policy next review November 2025.

Risk exception Report items working towards status green. Link to Risk Report risk-report-20-05-2025

 

  1. Asset register to be provided by Clerk/RFO. See link  Fixed Assets and Long Term Investments

 

 

2.10.
  1.  

Reserves Report

Resolve to review Reserve Balances See link  Reserves Balance

 

1.3
  1.  

Projects and Grant applications

 

£1681.14

 

£3,000.00

 

£2,000.00

 

£To be agreed

 

 

 

 

 

£To be agreed

 

 

£To be agreed

Potential Funding schemes & criteria to be explored.

Ideas/Suggestions for new projects for 2025/2026

 

 

  1. Nature Trail Tree Works (Ash Die Back) 

 

  1. Community Car Park – Progressing with SKDC

 

  1. Neighbourhood Plan Review

 

  1. Old Post Lane Cemetery Extension
  1. Resolve to update the proprietor’s correspondence address on the Title Register.
  2. Resolve to enquire with SKDC if a Change of Use planning application will be required.

 

  1. North Witham Village Hall Grant request towards installing Three Phase Electricity.

 

  1. Highways and Footpaths – Traffic calming measures

 

1.2.

2.6.
  1.  

Matters requiring urgent attention.

 

-
  1.  

Date and time of next meeting

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
  1. Tasks:
  1. To note the half yearly bank reconciliations (Apr – Sep & Oct - Mar)
  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 (October)
  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 (October)
  12. To produce end of year accounts and necessary sign off.
  13. To provide council with quarterly reconciliation of annual budget (Q1: September (no meeting in August), Q2: November, Q3: February and Q4: May)
  14. To monitor implementation of recommendations from internal and external audits