GREAT SANKEY PARISH COUNCIL Finance Committee

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1 Chairman: Present: In Attendance: Cllr P Watson Cllr S Watson Cllr P Jones Mrs K Carter 1. To receive and approve any apologies for unavoidable absence. Apologies were received from Cllrs T Williams, J Hart & D Price. 2. To approve the minutes of previous meeting 5/6/2018. The draft minutes were moved and accepted as a true record of the meeting and signed as such. FC/53/2018 That the minutes of the meeting held on 5 th June 2018 be approved as a correct record 3. To receive the report from the Internal Auditor relating to the financial year ending and consider any action required. The report from the Internal Auditor was considered and the following items noted and agreed: The annual return was amended to show the balance brought forward from 2016/17 as 182,990 and an explanation provided to the external auditor that this related to an incorrect VAT claim ( 1000 of VAT recorded in the cash book not reclaimed which should have been). Retrospective approval for payment to Red Tree Construction on 27/3/18 for 34,692 (originally agreed via between meetings due to delays in the construction, but not written into minutes) To review the fidelity cover with the Council s insurers. To ensure both the payments schedule and the FairFX statements are initialled by two Councillors to provide evidence of scrutiny FC/54/2018 To accept the report from the Internal Auditor and approve the actions listed 4. To consider options for a community defibrillator to be installed at Tim Parry Community Centre and Recreation Ground Various options had been considered from a variety of sources, including British Heart Foundation, Red Cross, Heart Start and NW Ambulance Service. The latter, whilst not the cheapest, was agreed to be the most suitable for installation at Tim Parry Community Centre the unit is fully automated and fits the requirements of the ambulance service for registering with them, has a cabinet locked with a keycode, has an 8-year warranty with replacement electrodes and has a self-monitoring program. FC/55/2018 To purchase a defibrillator as recommended by the NW Ambulance Service from Cardiac Science at a cost of VAT for installation at Tim Parry Recreation Ground. FC/2018/27

2 5. To consider budget in view of upcoming projects The Council has two main budgets for projects, the Community Projects fund ( 35,300) intended for new projects within the parish and the Facilities fund ( 50,000) intended for improvements to Parish Council centres and grounds. Some expenditure has already been approved from these budgets for the defibrillator, CCTV and improvements to the multisports area in Tim Parry Recreation Ground and the Council s garden areas; the remaining budget available totals 55,579. The Council also has 150,000 in reserves of which 50,000 could be released for a specific project. The main upcoming project is for improvements to the field adjacent to Parsonage Way; this will require some funding from the Parish Council, although at this stage the amount is unknown. Costs for the project will be clearer following the public consultation and final decisions on the improvements to be implemented. Additional funding will also be sought from WREN and WBC. The Community Projects Group will also be considering projects for Childs Wood Field, the Parish Playing Field as well as Bewsey Barn Community Centre and Whittle Hall Community Centre. Some of these are long-term projects and will not be completed within this financial year but may be started. It is anticipated that the Community Projects Group will prioritise projects for consideration along with estimated costs and will liaise closely with the Finance Committee regarding budgets and funding for these. 6. To scrutinise financial expenditure arising since the last meeting and approve payments to be made. It was agreed that the invoice from Elite Digital Systems for the installation of the CCTV would be paid in part. The CCTV has been installed successfully, but some ceiling tiles were damaged during the installation which are still to be replaced. It was agreed to pay VAT, retaining 924 +VAT until the damaged tiles are replaced. Using the Finance Committee s delegated authority, the following were authorised for signature: Presented By Description Amount EDR Landscapes Ltd Plants for Lingley Green Castle Computers Install Double Network points TP refurb B&B Hygiene Ltd Cleaning Supplies Impact Graphix Produce and supply signage boards JDH Business Services Ltd 2017/18 internal audit Trade UK Maintenance TP Trade UK Fun Day Stockley Birds of Prey Fun Day Steve Lewis Entertainments Fun Day Trade UK Maintenance 2.38 Office Depot Office Stationery Trade UK Centre Maintenance TP EDR Grounds Maintenance Steve Mahon Plumbing Installation of water tap LG FC/2018/28

3 Woodend Nursery Planters Re-fill EDR Landscapes Bark & top soil LG FairFX Business Top-up of pre-paid cards AJ Landscapes Ltd Grounds Maintenance Cheshire West Council Community Consultation Parsonage Way CHALC Subscription fee Superstars Sports Club Summer Play scheme Winwick Skip Hire Skip Hire Elite Systems CCTV - TP FC/56/2018 All cheques listed be authorised for payment (all under LGA 1976 s19 or LGA 1972 s101, 111, 112, 133, 142 or 137) The following direct debits were also checked: BT 01/05/2018 WIFI/Telephone WH - Hall BT 01/05/2018 WIFI/Telephone WH - Office Water Plus 01/05/2018 Water charges HM Water Plus 01/05/2018 Water charges WH Water Plus 04/04/2018 Water charges BB BT 02/05/2018 WIFI/Telephone TP BT 02/05/2018 WIFI/Telephone BB ICO 03/05/2018 Data Protection Registration Office SWALEC 03/05/2018 Electricity HL BT 08/05/2018 WIFI/Telephone HM KCOM Group plc 10/05/2018 hosting/microsoft office Office SWALEC 11/05/2018 Electricity WH SWALEC 11/05/2018 Electricity BB SWALEC GAS 11/05/2018 Gas WH SWALEC GAS 11/05/2018 Gas BB SWALEC 14/05/2018 Electricity TP SWALEC GAS 14/05/2018 Gas TP Water Plus 18/05/2018 Water charges TP Bagnall & Morris 21/05/2018 Waste Removal All Water Plus 21/05/2018 Water charges TP WBC Business Rates 30/05/2018 Rates for April TP WBC Business Rates 30/05/2018 Rates for April HM WBC Business Rates 30/05/2018 Rates for April HL WBC Business Rates 30/05/2018 Rates for April WH WBC Business Rates 30/05/2018 Rates for April BB BT 31/05/2018 WIFI/Telephone WH - Hall BT 31/05/2018 WIFI/Telephone WH - Office BT 31/05/2018 WIFI/Telephone HL Utility Warehouse 31/05/2018 Phone charges Office utilities To consider any quotes received and authorise or make recommendations to full Council where appropriate. Quote 1: for attendance of Clerk & Deputy Clerk at SLCC Cheshire branch conference, 50 approved FC/2018/29

4 FC/57/2018 Approve attendance at SLCC branch conference for Clerk & Deputy Clerk 27/9/18, at 25 each. 8. To consider requests for financial assistance; to decide if any donations are to be made or if requests should be recommended to full Council. Request 1: from Warrington Youth Club for contribution towards youth activities on Dakota Park throughout August & September approved (noted that an application has also been made to the Community Initiative Fund). FC/58/2018 To award donation of 200 to Warrington Youth Club for youth activities on Dakota Park. Request 2: from Warrington West Scouts for contribution towards World Scout Jamboree 2019 for 9 Scouts approved. FC/59/2018 To award donation of 150 to Warrington West Scouts for 9 scouts to attend the World Scout Jamboree Request 3: from customer to pay additional hall hire fees to allow tap dancing at Tim Parry Community Centre refused as tap-dancing shoes would damage the floors and whilst the additional rental would help towards re-sanding, it would potentially disrupt other customers. It was suggested that the monies offered could be used for the purchase of a portable dance floor which could be used in the centre. FC/60/2018 To refuse request for customer to pay additional fire fees for tap dancing at Tim Parry Community Centre Request 4: from residents in Highfield Avenue to replace 2 felled Horse Chestnut trees Request 5: to replace vandalised bench in Our Wood The above two requests were considered together the Parish Council is receiving more requests from the community for matters outside of its area of responsibility as cutbacks continue within Warrington Borough Council. The proposed that a policy is written to cover such requests which should be considered by the full Council at its next meeting. Request 4 is deferred until after this policy has been decided; Request 5 is approved in principle, subject to response from Warrington Borough Council, who are responsible for the area, as to whether they are able to replace the bench. Any replacement should be metal rather than wooden to reduce the possibility of vandalism. FC/61/2018 To agree in principle to replace the vandalised bench in Our Wood with a metal bench if WBC are unable to do so. 9. Budget 2018/19 to scrutinise documentation, and when satisfied as to correctness to sign off financial reports and bank reconciliations for May. The bank reconciliation, pages from the cash book and budget monitoring sheets had been circulated prior to the meeting. These were reviewed and accepted. The scrutiny checks for May to be completed following the meeting. FC/2018/30

5 FC/62/2018 That the bank reconciliation and budget monitoring pages for May 2018 be accepted (LGA 1972 s151) 10. Items to note and/or for inclusion on a future agenda. To review the financial regulations/standing orders with reference to the Chair s Discretionary Allowance which is currently not referenced. 11. To authorise payment of wages, tax and ERNIC for June. It was agreed to authorise all wages as listed. FC/63/2018 That Wages and Inland Revenue costs as listed for June 2018 be authorised for payment. (LGA 1972 s112) 12. To be informed of current position on customers in arrears. No significant arrears at present. FC/2018/31