WESTERLEIGH PARISH COUNCIL FINANCE & GENERAL PURPOSES COMMITTEE MEETING Monday July 23 rd 2018 Manor Hall, Coalpit Heath 8pm

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1 Present: Cllr Lean, Cllr Taylor, Cllr Clark, Cllr Gibbs, Cllr Blackmore, Cllr King Clerk/RFO: S Simmons 87. Apologies for absence None all the Committee were in attendance 88. Declarations of Interest under the Localism Act 2011 None. Cllr Butler was in the audience in her role as Treasurer of Manor Hall. 89. To elect a Chair This is required as this is first meeting of F & GP Committee since Annual Parish Council meeting where Committees were reconfirmed. Cllr Taylor proposed that Cllr Lean continue as Chair and this was unanimously agreed. Cllr Lean accepted. 90. To approve the Minutes of the last F & GP meeting March 28 th 2018 The Minutes were unanimously approved and duly signed 91. Committee to meet the Licensee of Bitterwell Lake Fishing Rights to discuss breach of licence and resolution of issues The Licensee has informed the Clerk that they are unable to attend but that they are in a position to set up the payment on July 23 rd The Clerk will continue to monitor the account for the payment. The Council is keen to resolve issues and Cllrs Lean & Taylor offered to meet the Licensee along with the Clerk to discuss any problems and offer resolutions such as monthly payments. (Post meeting note - payment was made as promised on 23/7/2018 and showed in account on 24/7/2018) 92. Committee to receive Bank Reconciliations for April June 2018 The Committee had received these prior to the meeting and had no questions. 93. Committee to receive information on income for period April INCOME APRIL 1st - JULY 23rd 2018 Finance Interest E & L Total T Smith Chalet Rental Solar Farm Community Benefit 19, , SGC CIL 2017/18 3, , Natwest Interest HMRC VAT refund 10, , SGC PRECEPT 39, , Memorial bench E Bidwell donation T Smith Chalet rental Natwest interest T Smith Chalet Rental Natwest Interest T Smith Chalet Rental The Committee accepted this information and had no queries TOTAL 75, Page 1 of 6 Signed. Date..

2 94. Committee to review forecast for 2018/19 expenditure vs budgets Apart from an amendment required to Community Benefits money carried forward all expenditure is within budget levels. As Treasurer of Manor Hall Jean Butler provided a letter and invoices requesting that from the 7500 budgeted for work to the fabric of the building 1600 be paid immediately for works already done and that amounts for two fire doors and window pane repairs be expected imminently. The Committee approved the Clerk to release funds for the 1600 and against these additional invoices once received. 95. Committee to receive Community Benefit Income vs Expenditure statement The Clerk had prepared a statement from the start of the Community Benefit arrangement in 2014 to show expenditure versus benefit income from Says Court Farm. The final calculations showed that in a previous year the full amount outstanding had not been carried forward and that had been left in general current account funds. The updated Community Benefit statement is attached to these minutes. 96. Committee to discuss any additional expenditure items and review or revise 2018/19 budget a) The Committee agreed that the Clerk should issue a revised budget for 2018/19 allowing for the amount of to be put back into the Community Benefit fund part of the budget. Also the subsidiary Community Benefit surpluses after completion of some projects will be consolidated back into the headline Community Benefit amount. This means there are sufficient funds for the Wet Pour surface ( ) and work on Westerleigh Playing Field ( ). b) The CIL income which was unknown when previous budget compiled will now show as a separate line item. c) There will be a further separate line item for the Memorial Bench for which a 500 donation was received. The Clerk has issued a Revised Budget 2018/19 July 2018 and this is attached to these minutes 97. Committee to approve payment of accounts S Simmons July salary 1, HMRC PAYE Avon Pension Fund July pension contributions Manor Hall room hire Room hire June All approved and signed as were payment confirmations for previous approved invoices. 98. Committee to receive other finance information from the Clerk/RFO including: 98.1 Progress with External Audit by PKF Littlejohn PKF Littlejohn are still processing the accounts and asked for clarification on lower staff costs and higher expenditure. Documents explaining both have been sent to them by the Clerk Feedback on Period of Exercise of Public Rights (relating to 2017/18 published accounts) During the Period of Exercise of Public Rights (relating to 2017/18 published accounts) which was 4 th June th July 2018 there were no requests to view or discuss Parish accounts. 99. Committee to consider any planning applications needing attention PK18/3265/F Erection of a single storey front extension and two storey side extension to form additional living accommodation. 24 Mill Crescent Westerleigh BS37 8QS The Committee have no objections to this application. PT18/3345/F Erection of two front dormers to provide additional living accommodation. 4 Manor Close Coalpit Heath BS36 2RR The Committee have no objections to this application. Page 2 of 6 Signed. Date..

3 The Clerk asked the Councillors to review an application sent out today and any others that may follow, in a personal capacity, due to the next meeting not being till September Items considered urgent or exempt by the Chair There are none Agenda items for next F & GP meeting Review of mid-year expenditure vs budgets Start of budget setting for 2019/ Date of next F & GP Committee meeting Moved to October 29 th 2018 Manor Hall 7.45pm for 8pm start (if new red brick annex available we may move to 7.15pm) The meeting closed at 8.30pm Page 3 of 6 Signed. Date..

4 Page 4 of 6 Signed. Date..

5 REVISED 2018/19 BUDGET July 2018 To allow for correction to Community Benefit carried forward INCOME 17/18 Closing EARMARKED TOTAL 18/19 I & E BUDGET 16/17 Closing EARMARKED TOTAL 17/18 FORECAST BUDGET 18/19 Funds ALLOCATION 17/18 Funds ALLOCATION ADJ I & E 17/18 31/03/2018 Bitterwell Lake - chalet rent/fishing rights , , Community Benefit - Says Court , , CIL PAYMENT for 17/ Interest/refund of charges/other , LTCR Grant 854 1, , Precept , , TOTAL INCOME , , , , , EXPENDITURE Finance & G P Committee Salaries & Costs Clerk , , JPCC Administration: 0 Office expenses/telephone/computer , , Councillor expenses/training , , Chairmans allowance Subscriptions/publications Room Hire Insurance , , Advertising Office equipment Audit fees GDPR Legal fees/consultancy Elections , , , Parish Initiatives , Parish Plan , CAB Manor Hall , , Website design/host S 137 Payments GRANTS , , Remembrance Day COMMITTEE TOTAL , Environment & Leisure Committee WPF play inspections , , repairs and maintenance/new , , Newman play inspections , , repairs and maintenance , , , Bins dog/litter bins , , Bus Servs night bus 0 0 1, , community transport Youth provision contribution , , Bus shelter repairs and maintenance Public seats repairs and maintenance Pansy Vale works The Pound works Mayshill works Ivory Wood works Westerleigh Cenotaph works Grass cut annual contract & SGC , , Environment improvements 0 1, , Bitterwell Loo/paths/access/car park tidy/aerator , , Lake Chalet CIL Benefit Community Benefit Projects 19, , , , , Manor Hall Toddler Area Bitterwell Lake - additional picnic table Newman Field - Trees, 2 picnic benches, signage Westerleigh Playing Field - replace trim trail, add play equipment Coalpit Heath War Memorial - footpath COMMITTEE TOTAL , , , TOTAL EXPENDITURE , , , , , , SUPLUS/DEFICIT , , NB All budget figures exclude VAT Page 5 of 6 Signed. Date..

6 INCOME & EXPENDITURE vs BUDGET 2018/2019 MONTH INCOME %age of BUDGET 18/1ADJ APRIL MAY JUNE JULY AUG SEPT OCT NOV DEC JAN FEB MAR TOTAL BUDGET Bitterwell Lake - chalet rent/fishing rights 9, % Community Benefit - Says Court 19, % CIL payment for 17/18 3, Interest/refund of VAT/other % LTCR Grant % Precept 78, % TOTAL INCOME 113, , % Earmarked carried fwd funds , EXPENDITURE Finance & G P Committee Salaries & CostsClerk 30, % JPCC % Administration: Office expenses:tel/computer/brdba 2, % Councillor expenses/training 1, % Chairmans allowance 0 0 #DIV/0! Subscriptions/publications % Room Hire % Insurance 2, % Advertising % Office equipment % Audit fees % GDPR 1000 Legal fees/consultancy % Elections 6, % Parish Initiatives 0 0 #DIV/0! Parish Plan 0 0 #DIV/0! CAB % Manor Hall 7, % Website design/host % S 137 PaymentsGRANTS 7, % Remembrance Day 0.00 COMMITTEE TOTAL 62, , , , , % Environment & Leisure Committee WPF play inspections 2, % repairs and maintenance/new 3, % Newman play inspections 2, % repairs and maintenance 3, % Bins dog/litter bins 5, % Bus Servs night bus #DIV/0! community transport 0 0 #DIV/0! Youth provisioncontribution 3, % Bus shelter repairs and maintenance % Public seats repairs and maintenance % Pansy Vale repairs to track % The Pound works % Mayshill works % Ivory Wood works % Cenotaph works 200 Grass cut annual contract & SGC 12, % Environment improvements 0 #DIV/0! Bitterwell Loo/paths/access/car park/aerat 3, % Lake Chalet % CIL money % Memorial Bench #DIV/0! Community Benefit 4, % Avon Wildlife Trust 5, Manor Hall toddler Area 18, % Bitterwell Lake picnic table % Newman Field trees, 2 picnic tables, signage 2, % Westerleigh Playing Field (wet pour & Drainage) 22, % Coalpit Heath war memorial temporary footpath % COMMITTEE TOTAL 95, , , , , % TOTAL EXPENDITURE 158, , , , , , % SUPLUS/LOSS -10, Page 6 of 6 Signed. Date..