Longstanton Parish Council. Meeting Papers. FINANCE Meeting, 23 January LongstantonPC

Transcription

1 Longstanton Parish Council Meeting Papers FINANCE Meeting, 23 January 2018 LongstantonPC

2 MINUTES OF THE LONGSTANTON PARISH COUNCIL FINANCE COMMITTEE MEETING HELD ON TUESDAY 19 th DECEMBER 2017 AT LONGSTANTON VILLAGE INSTITUTE AT 7.54pm Those Present Cllr McPhater (Chairman), Cllr Sinclair, Cllr Burns, Cllr Mrs Cheung Johnson Parish Clerk Mrs Libby White Members 6 Vacancy 0 (Quorum 3) Parishioners /91 To Receive and Approve Apologies for Absence Power Apologies were received and approved from Cllr Dr Sastry (work commitments) and Cllr Street (personal) 17 18/92 Councillors Declarations of Interest for items on agenda Declarations of interest from Councillors on items on the agenda: None Requests to Speak: No requests received to speak on any items as declared above. To receive requests for dispensations: None Grant of dispensations: None 17 18/93 Open Forum for Public Participation (10min) None 17 18/94 Approval of Minutes It was proposed by Cllr Sinclair and seconded by Cllr Burns that the minutes of the 21 st November 2017 are signed as a true record of the meeting. CARRIED 1 abstention 17 18/95 Clerk s Report (for information only) It was noted that the agenda had been sent to all council members and no questions have been raised with respect to any payments. The clerk informed members that following the transfer of funds from the Community Project Reserves account to the Current account to allow the account to be closed, 20p has been deposited into the account as bank interest. A letter needs to be signed by two authorised signatories to transfer the 20p to the current account and for the account to be formally closed. It was noted that Cllr McPhater and Cllr Sinclair had authorised an update of bank account details for the accounts software provider before the payment could be entered for approval prior to the meeting. Information still to be obtained for longer term investments /96 Bank Reconciliation Bank reconciliations were provided for the following bank accounts as at 30 th November 2017: Current Account 33, Home Farm Bank Account 182, Section 106 Bank Account 3, Community Reserves Bank Account 0.00 Optimum Pre Paid Card CCLA Current Account 187, CCLA Home Farm Account 100, CCLA Section 106 Account 60, CCLA Reserves Account 75, , It was proposed by Cllr Sinclair, seconded by Cllr Burns and RESOLVED by a unanimous vote that the bank reconciliations for the month of November be approved and signed. ~17/32~

3 17 18/97 Approval of Payments It was noted that Cllr McPhater and Cllr Burns double checked the figures on invoices were correct and that the payments have been set up accurately, prior to the meeting. It was proposed by Cllr Burns, seconded by Cllr Sinclair and RESOLVED by a unanimous vote that the invoices and payments as listed in appendix 1 in the sum of 6, are approved and paid along with transfers. Online payments to be authorised by Cllr McPhater and Cllr Burns. Action: Cllrs McPhater and Burns to authorise online payments /98 To Note Monies Received Members noted money received since the November meeting has been as follows: Jar Jar Drinks Pavilion Rent Dennis Easton Funerals Interment Longstanton Village Institute Recharges CCLA Current Account Dividend CCLA Home Farm Account Dividend CCLA S106 Account Dividend CCLA Reserves Account Dividend Unity Bank S106 Interest 0.68 Unity Bank Home Farm Interest Unity Bank Community Proj. Interest /99 Reports The members noted and reviewed the reports produced for Income & Expenditure and Cash flow for each of the accounts /100 Budget Recommendations from the December meeting of the full council had been included in the budget prior to the meeting, updated by the Clerk, and were considered by councillors. A further update to ensure that Northstowe residents are considered in the budget has been included and will be taken back to Full Council in January for final approval in order to raise a Precept. Action: To be taken to full council in January /101 Date of Next Meeting Tuesday 23 rd January 2018 There being no further business, the meeting closed at 8.25pm. Signed:... Chairman Date:... ~17/33~

4 Appendix 1 19 th December 2017 item 17 18/97 Ref Supplier Inv No. Inv Date Cost Description Account Pymt Method Net Vat Total Power 17/185 Amazon.co.uk 24 Nov 17 Items for Christmas Lights Event Optimum Card i 17/186 Amazon.co.uk 24 Nov 17 Items for Christmas Lights Event Optimum Card ii 17/187 Booker Limited Nov 17 Items for Christmas Lights Event Optimum Card iii 17/188 Longstanton Post Office 29 Nov 17 Wrapping paper Optimum Card iv 17/189 Amazon.co.uk 29 Nov 17 REFUND Optimum Card /190 Little Crafty Bugs Limited 28 Nov 17 Items for Christmas Lights Event Optimum Card v 17/191 Co op 02 Dec 17 Mulled wine for Christmas Lights Event Optimum Card vi 17/192 Longstanton Post Office 06 Dec 17 1st Class Postage (LL) Optimum Card vii 17/193 South Cambridgeshire District Council Mar 17 Parish Office Business Rates Current DD viii 17/194 NEST November Pension Contributions Current DD ix 17/195 BT M057 KC 25 Nov 17 Telephone and Internet Current DD x 17/196 ICO Data Protection Registration Current DD xi 17/ /198 Staff Costs December Staff Costs Current BACS 2, , xii 17/199 17/200 Cllr John Street December Reimbursements Current BACS xiii 17/201 Screens & Graphics Nov 17 Advertising banners for Christmas Lights Current BACS xiv 17/202 Rialtas Business Solutions Ltd SM Nov 17 Alpha Accounting Software Subscription Current BACS xv 17/203 GDL Services Nov 17 Litter Picking November Current BACS xvi 17/204 ESPO Nov 17 Office Stationery Current BACS xvii 17/205 Konica Minolta Nov 17 Photocopier quarterly rental Current BACS xviii 17/206 Konica Minolta Nov 17 Photocopier copy charges Current BACS xix 17/207 Longstanton Village Institute Nov 17 Hall Hire Charges November Current BACS xx 17/208 Cambridgeshire Cricket Ltd 05 Dec 17 Fertiliser Application on Recreation Ground Current BACS xxi 17/209 Cambridge Marquees Dec 17 Marquee Hire Current BACS xxii 17/210 Brookfield Groundcare Dec 17 Village Grass Cutting 9 of 10 Current BACS , xxiii 17/211 Brookfield Groundcare Nov 17 Home Farm Grass Cutting 9 of 10 Current BACS xxiv Sub Total 5, , TOTAL 5, , ~17/34~

5 Key: DD=Direct Debit, BACS= Online payment, Chq=Cheque Transfers Description From To Amount T19 * Grass Cutting Home Farm Unity Home Farm Unity Current T20 Optimum Card Top Up Unity Current Optimum Card i LGA 1972, s.145(1)(a) ii LGA 1972, s.145(1)(a) iii LGA 1972, s.145(1)(a) iv LGA 1972, s.145(1)(a) v LGA 1972, s.145(1)(a) vi LGA 1972, s.145(1)(a) vii LGA 1972, s.150(2) viii Local Government Finance Act 1988, s.43 ix LGA 1972, s.112 x LGA 1972, s.150(2) xi LGA 1972, s.150(2) xii LGA 1972, s.112 xiii LGA 1972, s.145(1)(a) xiv LGA 1972, s.145(1)(a) xv LGA 1972, s.150(2) xvi Litter Act 1983, ss.5 6 xvii LGA 1972, s.150(2) xviii LGA 1972, s.150(2) xix LGA 1972, s.150(2) xx LGA 1972, s.150(2) xxi Public Health Act 1875, s.164 xxii LGA 1972, s.145(1)(a) xxiii Public Health Act 1875, s.164 xxiv Public Health Act 1875, s.164

6 17 18/106 Clerk s Report Correspondence has been received from HMRC, stating that changes are being made to the VAT126 form used by parish councils at year end for refunds. Systems are being updated and new reference numbers will replace existing ones. Information being sought for longer term investments. It is hoped to bring this to the February meeting for consideration /107 Precept Following resolution to approve the budget for 2018/19 and the precept request, the relevant documentation has been completed for signature by the Chairman and Vice Chairman once agreed that the form has completed satisfactorily /108 Bank Reconciliations The bank statements along with the relevant bank reconciliations created by the accounting software have been provided for consideration and approval by the committee. (Appendix 1) 17 18/109 Approval of Payments The list of payments for authorisation is provided in Appendix /110 To Note Monies Received To note monies received since the December bank statement. Ref Date R'cvd Paid by Description Amount Account Stmt Invoice R17/ Dec 17 Unity Bank Interest Received 0.20 Com Proj 42 R17/ Dec 17 Event Income Income From Christmas Lights Current 82 R17/ Dec 17 Jar Jar Drinks Pavilion Rent Current /015 R17/ Jan 18 CCLA Dividend Reserves Deposit Fund Current 82 R17/ Jan 18 CCLA Dividend Current Deposit Fund Current 82 R17/ Dec 17 Unity Bank Interest Received 0.49 S R17/ Dec 17 Unity Bank Interest Received Home Farm 44 R17/ Jan 18 CCLA Dividend S106 Deposit Fund S R17/ Jan 18 CCLA Dividend Home Farm Deposit Fund Home Farm /111 Reports To note the reports prepared to detail the activities of the parish council accounts /112 Budget To consider the budget for the current financial year and look at the budget against actual spend for the first three quarters of the year. Appendix /113 Date of Next Meeting Tuesday 20 th February 2018

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25 Longstanton Parish Council Accounts for Payment 23rd January 2018 Ref Supplier Inv No. Inv Date Cost Description Account Pymt Method Net Vat Total Notes 17/212 Unity Bank Bank Charges Current DD Paid 17/213 South Cambridgeshire District Council Mar 17 Parish Office Business Rates Current DD /214 NEST January Pension Contributions Current DD /215 BT Telephone and Internet Current DD /216 17/217 Salary Costs January Salary Costs Current BACS 1, , /218 17/219 Brookfield Groundcare Dec 17 Fixing of fence on Eaton Way Current* BACS /220 SLCC Cambridgeshire 17/ Dec 17 Cllr Attendance at Data Protection Training Current BACS /221 Cambridgeshire County Council Dec 17 Youth Club Equipment Hire Current BACS /222 Cambridgeshire ACRE Dec 17 Payroll Services Current BACS /223 Brookfield Groundcare Dec 17 Village Verges 3 of 3 Current BACS /224 GDL Services Dec 17 December Litter Picking Current BACS /225 Waterbeach Brass 01 Jan 18 Christmas Lights attendance ( 100 discount) Current BACS /226 Longstanton Village Institute Jan 18 Hall Hire Charges December Current BACS /227 SLCC 02 Jan 18 SLCC Membership Charges Current BACS /228 NG Uttridge Jan 18 Pavilion Box Guttering Current BACS 1, , /229 Brookfield Groundcare Jan 18 Home Farm Grass Cutting 10 of 10 Current* BACS /230 Brookfield Groundcare Jan 18 Village Grass Cutting 10 of 10 Current BACS , /231 GDL Services Jan 18 General Village Maintenance Current BACS Sub Total 6, , TOTAL 6, ,706.98

26 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 1 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 101 Administration 1076 Precept 94,630 94,630 94,630 94, Interest Received Unity Bank CCLA Interest Received 0 1,257 1, Other Income , Northstowe Administration Inco 1,000 1,071 1, Total Income 95,830 97,438 97,130 99, , Parish Clerk Salary 17,000 16,713 22,000 16, , Staff Pensions RFO Salary 1, Payroll Charges Tax & NI 3,000 4,926 3,500 1, , Contingency 6,750 1,374 3, , Projects (next financial year) , Training Staff & Councillors 1,500 1,819 1, , Clerk's Expenses Staff Travel Councillor Travel Expenses Insurance 2,000 1,437 4,000 1, , Legal Fees 4, , , Bank Charges CAPALC Subsription ICO Registration Audit Fees 1,000 1,400 1, Continued on next page

27 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 2 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4080 Elections 4, , , Annual Report SLCC Membership Cambridgeshire ACRE Subscripti National Playing Fields Subs CCVS Annual Membership Publications Office Equipment 1,000 1,032 1, , Council Records Office Software and Support 1, Office Supplies Postage Document Storage Office Waste - shredding Telephone & Internet 1, Website Fees , Office Maintenance Parish Office Rent 2,640 2,860 2,640 1, , Public Consultation Costs 2, , , , Photocopier Non Domestic Rates 1, , LPC Meetings Hall Hire 1, Trade Waste Gravel Pit Costs , Northstowe , Continued on next page

28 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 3 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward Overhead Expenditure 56,180 39,061 63,585 33, , ,450 Movement to/(from) Gen Reserve 39,650 58,377 33,545 65,235 0 (55,933) 201 Burials 1200 Burial Income Total Income Burial Ground Maintenance 2,000 2,000 3,000 1, , St Michaels Churchyard Mainten 0 1,025 2,400 1, , Cemetery Business Rates Maintenance Cemetery Water Overhead Expenditure 2,160 3,178 5,560 3, , Movement to/(from) Gen Reserve (1,860) (2,811) (5,260) (3,211) 0 (5,256) 301 Parks & Open Spaces 1300 S106 Public Open Space S106 Community Facilities , Recreation Ground Income Total Income , Playground Maintenance 1, ,000 1, , Playground Refurbishment , Recreation Ground Maintenance 2,000 1,796 7,000 6, , S106 - open spaces 0 3, Continued on next page

29 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 4 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 4308 S106 - Community Facilities , Home Farm Maintenance 0 30, , Village Events 2,500 1,355 2,500 1, , Litter Collection , Tree Maintenance 4,000 3,820 4,000 1, , ,000 Overhead Expenditure 10,000 41,990 17,000 16, , ,000 Movement to/(from) Gen Reserve (10,000) (42,240) (16,225) (14,205) 0 (29,825) 401 Village Maintenance 1400 Grass Cutting Grant CCC 2,400 2,630 2,400 2, , Total Income 2,400 2,630 2,400 2, , Village Maintenance 10,000 7,675 10,000 5, , , Village Signage Street Lights 1,800 1,449 1, , Seasonal Maintenance 2, , Village Cleanup/Comm Litter Pi Highways Joint Project 15, , Highway Costs , Grass Cutting 8,700 8,000 2,400 1, , Empty Village Bins 1, , Overhead Expenditure 39,200 17,983 16,800 7, , ,750 Movement to/(from) Gen Reserve (36,800) (15,353) (14,400) (4,670) 0 (10,120) 501 Pavilion Continued on next page

30 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 5 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward 1500 Pavilion Income 4,500 4,474 4,500 2, , Total Income 4,500 4,474 4,500 2, , Pavilion Maintenance 3, ,000 2, , Pavilion Legal Expenses 4, , ,000 Overhead Expenditure 7, ,000 2, , ,000 Movement to/(from) Gen Reserve (2,500) 4,474 (500) (241) 0 1, Village Institute 1600 Village Institute Income Total Income Village Institute Hire Charges 2,000 1,404 1, , Village Institute F & F Overhead Expenditure 2,000 1,442 1, , Movement to/(from) Gen Reserve (2,000) (1,343) (1,440) (811) 0 (1,560) 901 S Poppy Wreath Donation Donations 11,000 1,786 5,000 1, , , Youth Provision 10,000 7,950 10, ,500 Overhead Expenditure 21,030 9,753 15,020 1, , ,500 Movement to/(from) Gen Reserve (21,030) (9,753) (15,020) (1,975) 0 (2,034) Continued on next page

31 Printed on 18/01/2018 at 12:10 Longstanton Parish Council Current Year Annual Budget - By Centre Page 6 Last Year Current Year Next Year Budget Actual Total Actual YTD Projected Committed Agreed EMR Carried Forward Total Budget Income 103, , , , , Expenditure 137, , ,465 67, , ,700 Movement to/(from) Gen Reserve (34,540) (8,648) (19,300) 40,122 0 (103,228)