Agenda
COLSTERWORTH & DISTRICT PARISH COUNCIL
FINANCE AND ADMINISTRATION COMMITTEE
CONFIRMATION OF MEETING
Time Date and Venue: Tues 25th May 2023 at 7.30 p.m. @ Colsterworth Methodist Church
Members: Cllrs: C Hainsworth, L McShane, C Russell, E O’Neill and Clerk: S Grant
AGENDA
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Agenda Item |
Supporting documents/Notes |
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Apologies
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Appointment of Chair and Vice Chair |
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Notes of previous meeting (18th October 2022) |
Submitted to Parish Council 1st November 2022) Link to F&A Meeting Minutes 18.10.2022. See link https://colsterworth.parish.lincolnshire.gov.uk/downloads/file/672/f-a-minutes-october-2022 |
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To annually review the financial regulations (first meeting after appointment of committee) |
Link to F&A Regulations next review March 2024. cad-financial-regulations-next-review-mar-2024 (lincolnshire.gov.uk)
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Reconciliation of Q1 – Q4 accounts (Apr 2022 to March 2023)
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To be provided by Clerk/RFO. SCRIBE Q1 – Q4 Yr End. See link Summary (lincolnshire.gov.uk)
Account balances to be provided by the Clerk. |
2.1. & 2.13 |
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Monitoring recommendations/ actions from internal and external audit |
Recommendations from Internal Audit report. See link to Audit Page on website Audit – Colsterworth and District Parish Council (lincolnshire.gov.uk)
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2.14. |
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To annually review risk and asset registers |
Risk Management Policy next review November 2023. Risk exception Report items working towards status green. Link to Risk Report 19.04.2023 risk-report-april-2023 (lincolnshire.gov.uk)
Asset register to be provided by Clerk/RFO. See link Fixed Assets and Long Term Investments (lincolnshire.gov.uk) |
2.10. |
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Reserves Report |
To be provided by the Clerk. See link Reserves Balance (lincolnshire.gov.uk) |
1.3 |
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Projects and Grant applications
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Potential Funding schemes & criteria to be explored. Ideas/Suggestions for new projects for 2023/2024 Communications/Facebook/Speed signs/Benches
Nature Trail Tree assessment Project - South Kesteven Prosperity The URN 1048 application has now been successful and £1,200 awarded for tree survey.
Neighbourhood Plan Review
War Memorial Project – Grant Application agreed at PC Meeting 9th May 2023 received from Colsterworth Festival of Remembrance (CFoR) for up to £3,500 towards Restoration costs.
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1.2. 2.6. |
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Matters requiring urgent attention. |
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Date and time of next meeting |
TBC |
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TERMS OF REFERENCE
- RESPONSIBILITIES:
- General financial oversight
- Funding including grant applications
- Financial planning and budgeting
- Financial reporting to Council and the public
- Banking, bookkeeping and record keeping
- Control of fixed assets
- Tasks:
- To note the quarterly bank reconciliations (Q1: July, Q2: October, Q3: January and Q4: April)
- To annually review the financial regulations (first meeting after appointment of committee)
- Liaise with the council from October to produce a draft budget for the following year
- Produce draft budget for council to review in November and agree in December
- Submit budget for final approval in December
- To consider grant applications and make recommendations to council
- To consider necessary expenditure and make recommendations to council
- To review rental agreements (February)
- To manage employees of the council and conduct employee reviews including grievances and disciplinaries (including appeals)
- To annually review risk and asset registers (September/October)
- To review annually specifications and contracts for contractors (September/October)
- To produce end of year accounts and necessary sign off
- To provide council with quarterly reconciliation of annual budget (Q1: September (no meeting in August), Q2: November, Q3: February and Q4: May)
- To monitor implementation of recommendations from internal and external audits