Minutes
Friday 29th May 2009, in
the Village Hall
Present: Cllrs.
Burns (Chairman), Handley,
Hird, Mason, and Salrein; District Cllrs. Barrington and Camacho, PC McClurg
(part)
In attendance: The Clerk.
Apologies: Cllr. Whitworth, County Councillor Ireton.
It was noted no-one has come forward to be
co-opted as councillor. Clerk to
re-advertise vacancy.
1.
Declarations of interest (if any) re this meeting; signing of
Declarations Book; changes to be updated on Register of Members’ Interests
There were no declarations of interest.
2.
Minutes of the Parish Council Recreation Committee meeting of
15th April, Parish Council
meeting of 23rd April 2009, and Finance Committee meeting of 19th
May 2009.
The Minutes for the above meeting were circulated to all councillors prior to this meeting and taken as read.
The Minutes for
the above meetings were accepted as a fair record. The Chairman signed and dated the Minutes.
Copies of the Minutes were made available for the Village Hall Notice Board.
3.
Public Questions or Statements. None
4.
Matters Arising from the Minutes of 15th April
and 23rd April 2009, and 19th May 2009 if not on this
Agenda.
There were no matters arising.
5.
Police matters
PC McClurg reported investigations are
on-going regarding the recent Post Office robberies at Burton and Cowan Bridge;
a serious robbery occurred in Long Preston on Monday 25th May;
police very busy elsewhere in area and have not been able to monitor traffic
speeds. There will be road closures in Ingleton during the weekend of July 3-5th
for the Home Guard event.
6.
Finance Matters
a) Bank balances as at 19th May
2009
The Clerk
presented the bank balances as at 19th April 2009 with a schedule of
commitments and payments. (Appendix 1).
A slightly different layout, showing unspent items carried forward from
previous years, together with budget vs. actual expenditure by month and for
the year to date now included, following recommendations of the internal
auditor, and the Finance Committee.
b) Payments of budgeted and non budgeted items.
Resolved
To authorise payments on behalf of the Parish Council as per Appendix 1
c) Annual Accounts 2008-9:
·
Internal
Audit report.
The Clerk reported a satisfactory audit by
Internal Auditor (see Appendix 2)
·
Finance
Committee Report and
recommendations.
i) monthly financial information to include
budget vs. actual expenditure information to aide expenditure monitoring.
ii) conduct a financial risk assessment
exercise on an annual basis.
Resolved
To adopt the above recommendations.
·
Annual
Statutory Return: approval
of accounts and signing of Return The Annual Accounts were circulated to
councillors before the meeting and taken as read. There were no questions; it
was
Resolved
The Annual Accounts for the year ended 31st
March 2009 as per appendix 3 be agreed, and the Annual Return, as per Appendix
4 be agreed and signed by the Chairman and RFO (the Clerk) and submitted to the
external auditor by 30th June 2009. (It was also agreed the minor
correction be approved.)
d) Annual Financial Risk Management review & recommendations
The Clerk reported the council has libel
and slander, and officials fidelity insurance for £250,000. A full financial risk management assessment
will be reviewed at the next meeting.
e) Annual Risk Assessment review and recommendations
A full review of physical risks will be
done for the next meeting’s consideration.
7.
Reports
County,
District and Parish Councillors
·
District
Cllr. Barrington reported the CDC Waste Review is underway until 5th
July. There are four proposals for
different types/timings of waste collections, and a fifth option of collecting
residual waste fortnightly. Everyone’s
views are invited, including ideas about collection boxes/bins.
·
District
Cllr. Camacho reported the new CDC Chief Executive is creating a new management
structure and streamlining Heads of Services from 17 to 9. The Head of Planning, Waste Management and
Environmental Services (Colin Walker) will be leaving.
·
Following
the controversial £2 million loan taken by CDC’s financial officer during the
last financial year, all delegated spending powers are under review.
8.35pm: District Cllrs. Barrington and
Camacho left the meeting.
Parish
Councillor Reports. There
were no reports
Clerk.
The Annual Accounts have been completed and audited; enquiries regarding
Mill Hill in relation to Bentham Common lands Charity are on-going.
YLCA: Nothing to report.
Woodland
Trust: Nothing to report.
Village Hall
Committee: Cllr Salrein
reported a joint event with the Village
Shop Association is taking place on July 12th. The village hall’s speakers are still being
repaired.
Joint
Access and Rights of Way Committee: Meeting on 9th June at 6pm; Cllr Mason sends her
apologies.
Bentham
Common Lands Charity
Resolved
Clerk to write to the
BCLC Secretary to get written confirmation regarding the appointment of the
parish council’s representative and the other Trustees; also to request Bentham
Town Council do the same.
8.
Recreation Field
a) Play Area Maintenance: maintenance programme for 2009 including
annual safety inspection
· Last inspection: a slat on one of the play
area’s seats is loose and should be monitored.
· The road side stone wall between the
portacabins and the Bowling Club’s pitch has collapsed;
Resolved
Clerk to examine wall, and contact stone
waller known to Cllr. Mason regarding repairs.
b) Hot Air Balloon Flight Vouchers: progress report
Clerk to continue to
pursue matter, as not yet resolved.
9.
Wooden Posts alongside track at entrance:
the posts have been inspected, and appear to be satisfactory at present (i.e.
prevent vehicles encroaching on grass areas at entrance to land).
Resolved
The matter was not regarded as urgent at
this juncture; however, the posts would be monitored for wear and tear as a
matter of course.
Clerk reported resident who had requested
permission to cut some branches down to enable better television reception has
indicated improved reception thus far. A
better idea of reception quality will be gained at the end of June when the
trees are in full leaf.
10. Village
Street Lighting: request to consider additional lighting between the
Village Green and the Primary School
High Street lighting provision was
discussed: four lights between the Village Green and the School, four lights
between
11.
Craven District Council
a) Planning
Matters
“Southfork” – removal of caravan – progress
report
Clerk
reported the owner has been given until the end of the month to remove the
caravan before further action will be taken.
b)
Consultation: Changing the District & Parish Electoral Cycle: comments
by 12th June 2009.
After
some discussion it was
Resolved
There
was no objection to changing the electoral cycle as proposed.
12.
There were no items.
13.
Correspondence: there were no urgent items.
14. Items
to be included by Clerk in press release re the meeting.
Clerk to make short report including Annual
Accounts, Play Area inspection, village street lighting, etc.
15.
Date, time and venue of next monthly Parish
Council Meeting
Resolved
The next two meetings will be held on 2nd
and 30th July respectively.
The meeting closed at 9.30pm.
Signed ………………………………………….. Dated
……………………..
Appendix
1
|
Bank Balances, Commitments and Payments for May 2009 |
|||
|
NatWest Current Account at
19.05.09 |
300.00 |
||
|
NatWest Business Reserve
Account at 19.05.09 |
11,738.64 |
||
|
NatWest Bonus Saver Account
at 31.03.09 |
7,150.72 |
||
|
|
|
|
19,189.36 |
|
Less |
Unpresented cheques |
194.20 |
|
|
|
|
|
18,995.16 |
|
Commitments at 19th May 2009 |
|
||
|
Contingency Fund |
2,000.00 |
||
|
Very Old & Separate
Churchyard Lych Gate Restoration (200 +500) |
700.00 |
||
|
VOSCY Safety Notice |
150.00 |
||
|
VOSCY memorial safety inspections |
600.00 |
||
|
Burton Regeneration Group
set aside in 2005/6, 2006/7 |
3,334.00 |
||
|
Carried Forward from 2006/7
budget/precept: |
|
||
|
Play Equipment |
900.00 |
||
|
Street Lighting renewals |
1,000.00 |
||
|
Carried Forward from 2007/8
budget/precept |
|
||
|
Firework Event |
100.00 |
||
|
Travel |
50.00 |
||
|
Carried Forward from 2008/9
budget/precept: |
|
||
|
Street Light Maintenance re-sched for 2009-10 |
580.00 |
||
|
Street Light renewals |
1,000.00 |
||
|
Minute Book Binding |
50.00 |
||
|
Parish Plan Expenses |
100.00 |
||
|
Clerk's Retirement Gratuity
& pension provision starting 2007/8 |
836.00 |
||
|
Village Transport Needs
Survey grant money |
202.00 |
||
|
2009-10 Budget
remaining at 28.05.09: approx. inc
unspent items |
9,252.45 |
||
|
|
20,854.45 |
||
|
Cash at Bank 31.03.10 |
-1,859.29 |
||
|
Add |
2nd tranche precept |
5,250.00 |
|
|
Cash at Bank 31.03.10 |
3,390.71 |
||
|
|
|
|
|
|
Parish Council - Payments
May 2009 |
|
||
|
1447 |
29.05.09 |
|
200.00 |
|
1448 |
29.05.09 |
Yorkshire Water 1st qrtr |
10.78 |
|
1449 |
29.05.09 |
NYCC (re street light
maintenance 2008-9) |
135.00 |
|
1450 |
29.05.09 |
E.On (portacabin electric
supply April/May 09) |
45.20 |
|
1451 |
29.05.09 |
A Burns re brushes for
repainting slide, main gates |
10.00 |
|
1452 |
29.05.09 |
S Gregory (clerks salary @
£8.436/hr, May 2009) |
163.34 |
|
1453 |
29,05.09 |
Allianz (annual insurance
premium) |
690.21 |
|
1454 |
29.05.09 |
Rural Action |
35.00 |
|
1455 |
29.05.09 |
Yorks & North Yorks
Playing Fields Assoc (subs) |
12.50 |
|
|
|
|
1,302.03 |
|
Total street lighting
renewals: £2,000 |
|
||
Appendix
1 (cont’d)
|
Precept 2009 - 10 = £10,500 |
2009-10 |
Exp to |
Apr |
May |
|
|
Budget |
Date |
09 |
09 |
|
Utilities: electricity for
street lights |
700 |
160 |
160 |
|
|
Maintenance |
|
|
|
|
|
Street Lights |
400 |
135 |
|
135 |
|
Seats |
230 |
0 |
|
|
|
|
540 |
0 |
|
|
|
Xmas Tree for Village Green |
210 |
0 |
|
|
|
Maint. VOSCY(280) incl. memorials (250) |
324 |
0 |
|
|
|
Renewals: Street Lights |
1,000 |
0 |
|
|
|
Subscriptions |
230 |
48 |
|
48 |
|
Insurance (excl. portacabin) |
685 |
690 |
|
690 |
|
Hire of Village Hall |
140 |
0 |
|
|
|
Elections |
0 |
0 |
|
|
|
Sundries (incl. war memorial
maint. £50) |
200 |
0 |
|
|
|
Additional items: |
0 |
0 |
|
|
|
Annual Audit (external &
internal) |
320 |
200 |
|
200 |
|
S/137 (max £5.64/elector:
500 electors = £2,820) |
500 |
0 |
|
|
|
donations to village
organisations, inc Shop |
|
|
|
|
|
Donations other than s137 |
|
|
|
|
|
Recreation Field |
|
|
|
|
|
portacabin water, electric |
230 |
305 |
249 |
56 |
|
portacabin insurance |
0 |
0 |
|
|
|
Play Area Equipment inspection,
maint. |
1,000 |
10 |
|
10 |
|
Grass Cuts on play area,
verge, portacabin, rubbish, |
405 |
40 |
40 |
|
|
Summer Grass Cutting |
150 |
0 |
|
|
|
Firework event |
0 |
0 |
|
|
|
Administration |
|
|
|
|
|
Petty Cash |
50 |
0 |
|
|
|
Training fees |
|
0 |
|
|
|
Travel |
|
0 |
|
|
|
Telephone |
50 |
0 |
|
|
|
Print |
280 |
0 |
|
|
|
Computer Services @£115/qrtr
net |
460 |
0 |
|
|
|
Clerk's Salary 220hrs x
£8.436/hr + ann. leave) |
1,892 |
332 |
169 |
163 |
|
Clerks Use of home, heat,
light @ £3.00/week |
156 |
0 |
|
|
|
Clerk's use of home: file
storage @ £ 4/week |
208 |
0 |
|
|
|
Clerk's Gratuity part, total
payable after 9.11.2012 |
813 |
0 |
|
|
|
Minutes Binding |
0 |
0 |
|
|
|
Parish Plan Expenses |
0 |
0 |
|
|
|
|
11,173 |
1,921 |
619 |
1302 |
|
Budget remaining at month
end: |
|
|
10554 |
9252 |
Appendix
2
TELEPHONE 01423
797817
Mrs. S Gregory,
Clerk to
Bleaberry House,
Carnforth,
LA6 3LG
Dear Mrs. Gregory,
Susan, as
promised, below is a report on my recent audit of
I have carried out
the final audit of the council for 2008/9, and I am pleased to inform you that
I have signed off section 4 of the audit commission return as required.
Bank Accounts.
The bank accounts
were checked, and your bank reconciliation of the Parish Council current
account for 31st March 2009 was agreed. All other bank accounts were checked
and agreed .The overall total of the bank balances was £13414.62.
Parish Council
invoices were vouched for April and March. All were found to be correctly
recorded.
General
I reviewed the
other records supplied and found them to be well maintained and accurate. I should like to thank you for your warm
welcome and look forward to my next visit.
Yours sincerely,
Terry Flatters.
Appendix 3
Annual Accounts
Receipts and Payments
Year Ended 31st March 2009
|
31.03.08 |
|
31.03.09 |
|
|
|
Receipts |
|
|
|
11,500.00 |
Precept |
10,500.00 |
|
|
390.11 |
Bank Interest |
256.45 |
|
|
25.00 |
Sundry Income |
594.03 |
1 |
|
0.00 |
Grants |
0.00 |
|
|
133.09 |
Insurance Refunds |
0.00 |
|
|
0.00 |
Hire Fees |
0.00 |
|
|
0.00 |
Miscellaneous |
0.00 |
|
|
535.81 |
VAT Received |
339.86 |
|
|
12,584.01 |
Total Income |
11,690.34 |
|
|
|
|
|
|
|
|
Payments |
|
|
|
3,331.68 |
Administration |
2,965.12 |
2 |
|
1,000.00 |
Section 137 Payments |
900.00 |
3 |
|
759.75 |
Utilities excl Rec Field |
777.21 |
|
|
981.26 |
Street Lights Maintenance |
0.00 |
|
|
1,694.25 |
Maintenance |
1,010.79 |
4 |
|
529.39 |
Rec Field committee |
762.25 |
5 |
|
255.50 |
Subscriptions |
424.50 |
6 |
|
624.75 |
Insurances |
646.83 |
|
|
150.00 |
Room Hire |
150.00 |
|
|
285.00 |
Audit Fees |
285.00 |
|
|
1,667.00 |
Donations |
75.00 |
|
|
59.75 |
Sundries |
200.00 |
7 |
|
0.00 |
Miscellaneous |
760.50 |
8 |
|
25.00 |
Petty Cash |
25.00 |
|
|
339.86 |
VAT Paid |
370.51 |
|
|
|
|
|
|
|
11,703.19 |
Total Expenditure |
9,352.71 |
|
|
|
|
|
|
|
|
Cumulative Fund Balance |
|
|
|
|
|
|
|
|
10,196.17 |
Balance brought forward |
11,076.99 |
|
|
12,584.01 |
Add total receipts |
11,690.34 |
|
|
|
|
|
|
|
22,780.18 |
|
22,767.33 |
|
|
|
|
|
|
|
11,703.19 |
Less total payments |
9,352.71 |
|
|
|
|
|
|
|
11,076.99 |
Balance carried forward |
13,414.62 |
|
Appendix 4
Bank Accounts Reconciliation
for the year ended 31st March 2009
|
Balance brought forward: |
|
|
|
|
|
|
|
|
|
Current Account |
1.4.08 |
300.00 |
|
|
Business Reserve A/c |
1.4.08 |
5,819.69 |
|
|
Bonus Saver Account |
1.4.08 |
7,026.32 |
|
|
O/S cheques |
1.4.08 |
-2,069.02 |
11,076.99 |
|
|
|
|
|
|
Add: Receipts |
|
11,690.34 |
|
|
|
|
|
11,690.34 |
|
|
|
|
|
|
|
|
|
22,767.33 |
|
|
|
|
|
|
Payments |
|
|
|
|
April-June |
3,346.29 |
|
|
|
July Sept |
1679.05 |
|
|
|
Oct - Dec |
1,190.88 |
|
|
|
Jan - Mar |
3,136.49 |
|
|
|
|
|
|
9,352.71 |
|
|
|
|
|
|
|
balance c/f |
|
13,414.62 |
|
|
|
|
|
|
Bank Reconciliation at 31st
March 2009 |
|
|
|
|
|
|
|
|
|
Business Reserve a/c |
6,758.82 |
|
|
|
Bonus Saver a/c |
7,150.72 |
|
|
|
Current a/c |
435.00 |
|
|
|
|
14,344.54 |
|
|
|
|
|
|
|
|
Less o/s cheques |
-929.92 |
|
|
|
|
|
|
|
|
|
13,414.62 |
|
|
The
above statement represents fairly the financial
position
of the authority as at 31st March 2009 and
reflects
its income and expenditure during the year.
Approved
by Council on…………………………..
Responsible Financial Officer
Chairman
Annual Return
Statement of Accounts
2008-2009
|
|
Last Year |
This Year |
|
|
2007-8 |
2008-9 |
||
|
|
|
||
|
1 |
Balances Brought Forward |
10,196 |
11,085 |
|
2 |
Annual Precept |
11,500 |
10,500 |
|
3 |
Total Other Receipts* |
1,074 |
1,190 |
|
4 |
Staff Costs |
1,846 |
1,897 |
|
5 |
Loan Interest/Capital
Payments |
0 |
0 |
|
6 |
Total Other Payments |
9,857 |
7,456 |
|
7 |
Balances Carried Forward |
11,085 |
13,415 |
|
8 |
Total Cash and Investments |
11,085 |
13,415 |
|
9 |
Total Fixed Assets |
29,646 |
31,426 |
|
10 |
Total Borrowings |
0 |
0 |
*Item corrected and approved.
Variances over 15% for items
6, 7, & 8
Item 6:
Street Light maintenance not paid during year;
subscriptions paid earlier in cycle; reduced community donations
Item 7:
Combination of slightly increased receipts, together
with reduced payments (see above)
Item 8:
Combination of slightly increased receipts, together
with reduced payments (see above)