Finance and Administration Meeting October 2023

Members:         Cllrs E O’Neill, Cllrs C Hainsworth, L McShane and C Russell.

In attendance:  The Clerk S Grant

Approved and submitted to Parish Council 6th June 2023.

Reconciliation of half yearly accounts were submitted by the Clerk for scrutiny.         

These were reconciled to 30th September 2023:

1. Accumulative budgeted receipts of £25,749.56 - Actual receipts £29,680.34. Increase variance of £3,930.78 (+1197%) mainly due to: -

£773.62 (+47%) In Touch receipts following introduction of Colour Mag July 2023 – March 2024. 

£504.98 (+234%) Cemetery receipts increase due to grave and interment purchases. 

£356.64 (+2377%) Bank investment Interest receipt due to increased Bank Interest rate.

£207.50 (-27%) Allotment/ paddock rent down due to the annual renewals of 1st April being paid either side of the tax year.

£2,574.49 Grant income received to date.

Second precept instalment of £20,199.50 paid into the bank on 5 October 2023.

2. Accumulative budgeted payments £29,162.92. Actual payments £24,238.66. Variance mainly due to: -

£2,202.81 (+88%). Play area maintenance underspend due to Play area inspection completed October 2023. Repairs to be discussed at PC Meeting 7th November 2023.

£977.83 (+44%) HMRC underspend of due to timing of Q2 PAYE debiting bank account after reconciliation date.

£482.56 (+96%) Coronation underspend. This was covered by SKDC Grant. Only £17.44 spent from the Coronation budget.

£281.58 (+51%) Allotment/paddocks underspend due to no unexpected repair costs. PC Meeting 3rd October 2023 agreed for £176.98 incl vat for replacement gate post.

£926.16 Coronation Spend from SKDC Grant.

3. Summary of Receipts and Payments produced from SCRIBE accounting system to monitor budget control. Explanation of variances provided by the Clerk.

1. No findings from the External Audit Report submitted to Parish Council September 2023.
2. Internal Audit Recommendations: -

The Parish Council will keep the Internal Audit comments under review.

The Internal Auditor made the following statement: -

“There continues to be clear and comprehensive evidence of effective finance and governance procedures that should provide parishioners with confidence in the administration of their Parish Council. Minutes of both the Council and committees are very detailed and yet specific to the agenda item and posted to the website in a timely manner. All information is available for inspection if the reader drills down sufficiently.”

1. A discussion took place and draft budget agreed subject to receipt of the SKDC Precept Calculator for 2024-2025. Draft budget to be submitted to full council on 7th November 2023 for approval.

2. Resolve to agree an annual maintenance programme for both allotment sites.

Agreed for a maintenance programme of a minimum of 3 grass cuts per year based on the ad-hoc cuts during the 2023 growing season. To include: -

• The vehicular access and track at Woolsthorpe Road allotments.
• The area allotment side of the hedge on Stamford Road and the track to the paddock.
• Any vacant allotments requiring strimming will be considered when necessary.

Risk Management Policy – Risk Management Policy to be agreed by Parish Council at 7th November 2023 meeting.

Risk Register - Uploaded to the website monthly and working towards green.

Asset Register – Uploaded to the website.

1. Agreed the Clerks jobs fits with Local Councils Job Profile 2 - LC2 SP 20.

The Clerks salary agreed in the budget pending the Annual Review in December.

2. The Clerk conducted telephone appraisals on 10th October 2023 with the Community Cleaners Mark Robertshaw and Kevin Atter. The Clerk regularly sees the Community cleaners out litter picking and has regular telephone contact with them.
3. Risk assessments carried out and signed on 10th October 2023.
4. Both are happy in their job, time sheets are submitted at the end of each month and SKDC bags, equipment and dog waste bags supplied.
5. Minimum wage increase applied to Community Cleaners form 1st April 2023.

• Both SCRIBE and Excel report submitted by the Clerk.
• It was agreed to include in the reserves sufficient to pay 100% of 1 year of total annual Administration Expenses, including staff salaries, at all times = £30,000.

• None

To be confirmed.