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

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

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 0 17 18/91 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. 17 18/96 Bank Reconciliation Bank reconciliations were provided for the following bank accounts as at 30 th November 2017: Current Account 33,699.09 Home Farm Bank Account 182,223.07 Section 106 Bank Account 3,157.14 Community Reserves Bank Account 0.00 Optimum Pre Paid Card 127.91 CCLA Current Account 187,315.00 CCLA Home Farm Account 100,000.00 CCLA Section 106 Account 60,000.00 CCLA Reserves Account 75,000.00 641,522.21 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~

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 6,423.24 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. 17 18/98 To Note Monies Received Members noted money received since the November meeting has been as follows: Jar Jar Drinks Pavilion Rent 375.00 Dennis Easton Funerals Interment 84.00 Longstanton Village Institute Recharges 34.77 CCLA Current Account Dividend 44.60 CCLA Home Farm Account Dividend 23.81 CCLA S106 Account Dividend 14.25 CCLA Reserves Account Dividend 17.86 Unity Bank S106 Interest 0.68 Unity Bank Home Farm Interest 39.12 Unity Bank Community Proj. Interest 0.20 634.29 17 18/99 Reports The members noted and reviewed the reports produced for Income & Expenditure and Cash flow for each of the accounts. 17 18/100 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. 17 18/101 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~

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 42.68 6.00 48.68 i 17/186 Amazon.co.uk 24 Nov 17 Items for Christmas Lights Event Optimum Card 33.29 6.66 39.95 ii 17/187 Booker Limited 213650 26 Nov 17 Items for Christmas Lights Event Optimum Card 65.96 13.19 79.15 iii 17/188 Longstanton Post Office 29 Nov 17 Wrapping paper Optimum Card 1.99 0.00 1.99 iv 17/189 Amazon.co.uk 29 Nov 17 REFUND Optimum Card 5.99 0.00 5.99 17/190 Little Crafty Bugs Limited 28 Nov 17 Items for Christmas Lights Event Optimum Card 7.41 0.90 8.31 v 17/191 Co op 02 Dec 17 Mulled wine for Christmas Lights Event Optimum Card 35.55 0.00 35.55 vi 17/192 Longstanton Post Office 06 Dec 17 1st Class Postage (LL) Optimum Card 6.86 0.00 6.86 vii 17/193 South Cambridgeshire District Council 3030106429 14 Mar 17 Parish Office Business Rates Current DD 88.00 0.00 88.00 viii 17/194 NEST November Pension Contributions Current DD 32.62 0.00 32.62 ix 17/195 BT M057 KC 25 Nov 17 Telephone and Internet Current DD 69.48 13.89 83.37 x 17/196 ICO Data Protection Registration Current DD 35.00 0.00 35.00 xi 17/197 412.85 40.64 453.49 17/198 Staff Costs December Staff Costs Current BACS 2,039.78 0.00 2,039.78 xii 17/199 17/200 Cllr John Street December Reimbursements Current BACS 21.18 0.00 21.18 xiii 17/201 Screens & Graphics 39629 14 Nov 17 Advertising banners for Christmas Lights Current BACS 76.33 15.27 91.60 xiv 17/202 Rialtas Business Solutions Ltd SM18442 16 Nov 17 Alpha Accounting Software Subscription Current BACS 116.00 23.20 139.20 xv 17/203 GDL Services 833 24 Nov 17 Litter Picking November Current BACS 90.00 0.00 90.00 xvi 17/204 ESPO 4669143 24 Nov 17 Office Stationery Current BACS 33.84 6.76 40.60 xvii 17/205 Konica Minolta 1134384350 24 Nov 17 Photocopier quarterly rental Current BACS 100.32 20.06 120.38 xviii 17/206 Konica Minolta 1134433956 28 Nov 17 Photocopier copy charges Current BACS 57.51 11.50 69.01 xix 17/207 Longstanton Village Institute 100657 30 Nov 17 Hall Hire Charges November Current BACS 470.00 0.00 470.00 xx 17/208 Cambridgeshire Cricket Ltd 05 Dec 17 Fertiliser Application on Recreation Ground Current BACS 200.00 0.00 200.00 xxi 17/209 Cambridge Marquees 7656 05 Dec 17 Marquee Hire Current BACS 740.00 148.00 888.00 xxii 17/210 Brookfield Groundcare 11638 06 Dec 17 Village Grass Cutting 9 of 10 Current BACS 990.00 198.00 1,188.00 xxiii 17/211 Brookfield Groundcare 11639 06 Nov 17 Home Farm Grass Cutting 9 of 10 Current BACS 510.00 102.00 612.00 xxiv Sub Total 5,444.96 524.79 5,969.75 TOTAL 5,857.81 565.43 6,423.24 ~17/34~

Key: DD=Direct Debit, BACS= Online payment, Chq=Cheque Transfers Description From To Amount T19 * Grass Cutting Home Farm Unity Home Farm Unity Current 510.00 T20 Optimum Card Top Up Unity Current Optimum Card 214.50 724.50 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

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. 17 18/107 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. 17 18/108 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 2. 17 18/110 To Note Monies Received To note monies received since the December bank statement. Ref Date R'cvd Paid by Description Amount Account Stmt Invoice R17/078 04 Dec 17 Unity Bank Interest Received 0.20 Com Proj 42 R17/079 05 Dec 17 Event Income Income From Christmas Lights 200.00 Current 82 R17/080 14 Dec 17 Jar Jar Drinks Pavilion Rent 375.00 Current 82 17 18/015 R17/081 03 Jan 18 CCLA Dividend Reserves Deposit Fund 20.79 Current 82 R17/082 03 Jan 18 CCLA Dividend Current Deposit Fund 51.79 Current 82 R17/083 31 Dec 17 Unity Bank Interest Received 0.49 S106 44 R17/084 31 Dec 17 Unity Bank Interest Received 27.95 Home Farm 44 R17/085 03 Jan 18 CCLA Dividend S106 Deposit Fund 16.66 S106 44 R17/086 03 Jan 18 CCLA Dividend Home Farm Deposit Fund 27.65 Home Farm 44 720.53 17 18/111 Reports To note the reports prepared to detail the activities of the parish council accounts. 17 18/112 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 3 17 18/113 Date of Next Meeting Tuesday 20 th February 2018

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 26.40 0.00 26.40 Paid 17/213 South Cambridgeshire District Council 3030106429 14 Mar 17 Parish Office Business Rates Current DD 88.00 0.00 88.00 17/214 NEST January Pension Contributions Current DD 32.62 0.00 32.62 17/215 BT Telephone and Internet Current DD 68.09 13.61 81.70 215.11 13.61 228.72 17/216 17/217 Salary Costs January Salary Costs Current BACS 1,959.46 0.00 1,959.46 17/218 17/219 Brookfield Groundcare 11647 15 Dec 17 Fixing of fence on Eaton Way Current* BACS 210.00 42.00 252.00 17/220 SLCC Cambridgeshire 17/025 08 Dec 17 Cllr Attendance at Data Protection Training Current BACS 20.00 0.00 20.00 17/221 Cambridgeshire County Council 10769134 14 Dec 17 Youth Club Equipment Hire Current BACS 41.80 0.00 41.80 17/222 Cambridgeshire ACRE 6031 19 Dec 17 Payroll Services Current BACS 45.00 9.00 54.00 17/223 Brookfield Groundcare 11659 22 Dec 17 Village Verges 3 of 3 Current BACS 800.00 160.00 960.00 17/224 GDL Services 839 29 Dec 17 December Litter Picking Current BACS 105.00 0.00 105.00 17/225 Waterbeach Brass 01 Jan 18 Christmas Lights attendance ( 100 discount) Current BACS 200.00 0.00 200.00 17/226 Longstanton Village Institute 100673 02 Jan 18 Hall Hire Charges December Current BACS 320.00 0.00 320.00 17/227 SLCC 02 Jan 18 SLCC Membership Charges Current BACS 185.00 0.00 185.00 17/228 NG Uttridge 860 03 Jan 18 Pavilion Box Guttering Current BACS 1,280.00 256.00 1,536.00 17/229 Brookfield Groundcare 11667 08 Jan 18 Home Farm Grass Cutting 10 of 10 Current* BACS 510.00 102.00 612.00 17/230 Brookfield Groundcare 11668 08 Jan 18 Village Grass Cutting 10 of 10 Current BACS 990.00 198.00 1,188.00 17/231 GDL Services 842 17 Jan 18 General Village Maintenance Current BACS 45.00 0.00 45.00 Sub Total 6,711.26 767.00 7,478.26 TOTAL 6,926.37 780.61 7,706.98

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 94,630 0 0 0 0 0 1090 Interest Received Unity Bank 200 119 100 131 0 0 75 0 0 1091 CCLA Interest Received 0 1,257 1,400 683 0 0 840 0 0 1092 Other Income 0 360 0 3,211 0 0 0 0 0 1100 Northstowe Administration Inco 1,000 1,071 1,000 455 0 0 500 0 0 Total Income 95,830 97,438 97,130 99,110 0 0 1,415 0 0 4000 Parish Clerk Salary 17,000 16,713 22,000 16,311 0 0 21,965 0 0 4002 Staff Pensions 500 312 500 163 0 0 444 0 0 4005 RFO Salary 1,500 0 0 0 0 0 0 0 0 4007 Payroll Charges 300 210 180 90 0 0 180 0 0 4025 Tax & NI 3,000 4,926 3,500 1,407 0 0 1,935 0 0 4027 Contingency 6,750 1,374 3,000 882 0 0 3,000 0 0 4030 Projects (next financial year) 0 0 11,759 0 0 0 0 0 0 4035 Training Staff & Councillors 1,500 1,819 1,500 587 0 0 1,500 0 0 4040 Clerk's Expenses 100 14 50 10 0 0 50 0 0 4045 Staff Travel 200 245 200 222 0 0 300 0 0 4050 Councillor Travel Expenses 200 40 200 7 0 0 200 0 0 4060 Insurance 2,000 1,437 4,000 1,189 0 0 1,750 0 0 4065 Legal Fees 4,000 0 0 4,860 0 0 4,000 0 0 4067 Bank Charges 50 194 150 80 0 0 104 0 0 4070 CAPALC Subsription 600 510 510 511 0 0 511 0 0 4071 ICO Registration 35 35 35 35 0 0 35 0 0 4075 Audit Fees 1,000 1,400 1,000-525 0 0 500 0 0 Continued on next page

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 4,000 165 2,000 0 0 0 0 0 2,000 4085 Annual Report 200 200 200 209 0 0 220 0 0 4090 SLCC Membership 180 177 177 0 0 0 180 0 0 4091 Cambridgeshire ACRE Subscripti 45 54 54 54 0 0 54 0 0 4092 National Playing Fields Subs. 50 50 50 50 0 0 50 0 0 4093 CCVS Annual Membership 0 60 60 60 0 0 60 0 0 4095 Publications 200 74 200 17 0 0 80 0 0 4100 Office Equipment 1,000 1,032 1,500 7 0 0 0 0 1,000 4102 Council Records 0 0 0 0 0 0 100 0 0 4103 Office Software and Support 1,500 652 800 350 0 0 450 0 0 4105 Office Supplies 500 337 500 144 0 0 0 0 250 4107 Postage 100 104 100 63 0 0 100 0 0 4108 Document Storage 0 32 0-32 0 0 110 0 0 4109 Office Waste - shredding 100 0 100 0 0 0 0 0 100 4110 Telephone & Internet 1,500 852 850 590 0 0 900 0 0 4112 Website Fees 150 77 1,500 80 0 0 320 0 0 4120 Office Maintenance 100 32 100 0 0 0 0 0 100 4125 Parish Office Rent 2,640 2,860 2,640 1,760 0 0 3,500 0 0 4127 Public Consultation Costs 2,000 395 2,000 300 0 0 3,000 0 1,000 4130 Photocopier 520 605 650 437 0 0 560 0 0 4135 Non Domestic Rates 1,300 823 820 793 0 0 1,080 0 0 4140 LPC Meetings Hall Hire 1,160 420 400 300 0 0 750 0 0 4145 Trade Waste 200 832 300-144 0 0 560 0 0 4162 Gravel Pit Costs 0 0 0 3,009 0 0 0 0 0 4163 Northstowe 0 0 0 0 0 0 8,800 0 0 Continued on next page

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 33,875 0 0 57,348 0 4,450 Movement to/(from) Gen Reserve 39,650 58,377 33,545 65,235 0 (55,933) 201 Burials 1200 Burial Income 300 368 300 723 0 0 300 0 0 Total Income 300 368 300 723 0 0 300 0 0 4200 Burial Ground Maintenance 2,000 2,000 3,000 1,985 0 0 3,000 0 0 4201 St Michaels Churchyard Mainten 0 1,025 2,400 1,800 0 0 2,400 0 0 4205 Cemetery Business Rates 120 111 120 117 0 0 116 0 0 4206 Maintenance 0 0 0 11 0 0 0 0 0 4210 Cemetery Water 40 42 40 22 0 0 40 0 0 Overhead Expenditure 2,160 3,178 5,560 3,934 0 0 5,556 0 0 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 0-300 0 0 0 0 0 0 0 1305 S106 Community Facilities 0 0 0 1,274 0 0 0 0 0 4304 Recreation Ground Income 0 50 775 975 0 0 875 0 0 Total Income 0-250 775 2,249 0 0 875 0 0 4300 Playground Maintenance 1,500 988 3,000 1,797 0 0 3,000 0 0 4302 Playground Refurbishment 0 0 0 0 0 0 3,000 0 0 4305 Recreation Ground Maintenance 2,000 1,796 7,000 6,205 0 0 13,500 0 0 4307 S106 - open spaces 0 3,086 0 0 0 0 0 0 0 Continued on next page

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 0 0 0 1,274 0 0 0 0 0 4310 Home Farm Maintenance 0 30,189 0 4,172 0 0 0 0 0 4315 Village Events 2,500 1,355 2,500 1,151 0 0 8,000 0 0 4320 Litter Collection 0 756 500 610 0 0 1,200 0 0 4402 Tree Maintenance 4,000 3,820 4,000 1,245 0 0 2,000 0 1,000 Overhead Expenditure 10,000 41,990 17,000 16,455 0 0 30,700 0 1,000 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 2,630 0 0 2,630 0 0 Total Income 2,400 2,630 2,400 2,630 0 0 2,630 0 0 4400 Village Maintenance 10,000 7,675 10,000 5,236 0 0 3,000 0 3,000 4405 Village Signage 0 0 0 0 0 0 250 0 0 4410 Street Lights 1,800 1,449 1,800 0 0 0 1,800 0 0 4415 Seasonal Maintenance 2,500 0 1,500 0 0 0 0 0 750 4420 Village Cleanup/Comm Litter Pi 200 45 100 0 0 0 100 0 0 4425 Highways Joint Project 15,000 0 0 0 0 0 1,100 0 0 4427 Highway Costs 0 0 0 269 0 0 2,500 0 0 4430 Grass Cutting 8,700 8,000 2,400 1,600 0 0 4,000 0 0 4435 Empty Village Bins 1,000 814 1,000 195 0 0 0 0 0 Overhead Expenditure 39,200 17,983 16,800 7,300 0 0 12,750 0 3,750 Movement to/(from) Gen Reserve (36,800) (15,353) (14,400) (4,670) 0 (10,120) 501 Pavilion Continued on next page

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 2,625 0 0 4,500 0 0 Total Income 4,500 4,474 4,500 2,625 0 0 4,500 0 0 4500 Pavilion Maintenance 3,000 0 3,000 2,866 0 0 3,000 0 0 4510 Pavilion Legal Expenses 4,000 0 2,000 0 0 0 0 0 2,000 Overhead Expenditure 7,000 0 5,000 2,866 0 0 3,000 0 2,000 Movement to/(from) Gen Reserve (2,500) 4,474 (500) (241) 0 1,500 601 Village Institute 1600 Village Institute Income 0 99 60 35 0 0 0 0 0 Total Income 0 99 60 35 0 0 0 0 0 4610 Village Institute Hire Charges 2,000 1,404 1,500 840 0 0 1,560 0 0 4620 Village Institute F & F 0 38 0 5 0 0 0 0 0 Overhead Expenditure 2,000 1,442 1,500 845 0 0 1,560 0 0 Movement to/(from) Gen Reserve (2,000) (1,343) (1,440) (811) 0 (1,560) 901 S137 4900 Poppy Wreath Donation 30 17 20 34 0 0 34 0 0 4905 Donations 11,000 1,786 5,000 1,687 0 0 2,000 0 2,000 4910 Youth Provision 10,000 7,950 10,000 254 0 0 0 0 4,500 Overhead Expenditure 21,030 9,753 15,020 1,975 0 0 2,034 0 6,500 Movement to/(from) Gen Reserve (21,030) (9,753) (15,020) (1,975) 0 (2,034) Continued on next page

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 103,030 104,758 105,165 107,372 0 0 9,720 0 0 Expenditure 137,570 113,407 124,465 67,250 0 0 112,948 0 17,700 Movement to/(from) Gen Reserve (34,540) (8,648) (19,300) 40,122 0 (103,228)