Minutes of Burton-in-Lonsdale Parish Council Finance Committee Meeting held on

Tuesday 20^th April 2010

between 7.30pm and 8.30pm in the Village Hall

Present: Cllrs. Burns (Chairman), Handley, and Whitworth.

In attendance: The Clerk.

Apologies: None.

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. Annual Accounts for the year ended 31^st March 2010

a) Review of accounts for the year to 31.3.10

The draft Accounts and supporting documents were circulated to the Finance Committee prior to the meeting. The Clerk explained the cash book, receipts, VAT and clerk’s expenses records, and presented the first draft of the annual Accounts (Receipts and Payments) for the year ended 31^st March 2010 ( see appendix 1 for draft Accounts). The final figures incorporate the External Auditor’s recommendation for the treatment of an earlier unpresented cheque, reflected in both the bank reconciliations and the draft variations report.

Resolved

The councillors agreed the accounts, as presented, are clear and understandable; there appeared to be no further paperwork necessary to explain the year end accounts.

b) Review of risk assessments (physical & financial) and insurance cover.

Risk assessment reviews earlier in the year ended 31^st March 2010 revealed a requirement to slightly amend wording for the Physical and Financial Risk assessments. Recommended wording be confirmed by Cllr. Whitworth after the meeting. A separate risk assessment for the Very Old and Separate Churchyard was made in February 2010. Insurance cover was discussed; a report by Cllr Whitworth during the year showed gates, fences and the War Memorial are not specifically insured. An unspecified ‘surfaces’ item appears on the insurable items schedule, which the Clerk is endeavouring to clarify.

Resolved

To obtain valuations for the War Memorial, and any gates and fences for which the Parish Council is responsible.

To recommend issuing revised risk assessment schedules (including wording), incorporating that for the Very Old and Separate Churchyard as soon as possible.

3. Recommendations to full Council

a) to recommend the full accounts with/out amendment(s) to be forwarded for internal audit

Resolved

To present the draft Accounts as presented to this meeting to the full council at its next meeting (22^nd April 2010), recommending the draft Accounts are presented for internal audit 5^th-17^th May 2010, including a copy of the standard conditions of use letter sent to prospective users of the Recreation Field, details below:

a) to clear all litter, including sports tape from the field after the event; use wheeled bin by gate

b) When using the portacabin, to ensure all water taps and electrical equipment, including lights are turned off before leaving the portacabin

c) to lock the portacabin after use, returning the key

d) to re-set the folding bollard(s) to the upright position after the event, returning the key to the key holder

e) no vehicles or animals on the Field except by written permission of the parish council

f) all users to provide proof of full liability insurance before using the field or portacabin

b) to recommend risk assessment findings with/out amendments, and any subsequent amendments of insurance cover for internal audit.

Resolved

To review and revise where necessary the risk assessment schedules; to review and revise the insurance schedule and values insured in time for the policy renewal on 1^st June 2010.

The meeting finished at 8.45pm

Signed……………………………………. Date……………..

Appendix 1

DRAFT Receipts and Payments

Year Ended 31st March 2010

31.03.09		31.03.10
	Receipts
10,500.00	Precept	10,500.00
256.45	Bank Interest	65.96
594.03	Sundry Income	1,574.17	1
0.00	Grants	0.00
0.00	Insurance Refunds	0.00
0.00	Hire Fees	0.00
0.00	Miscellaneous	0.00
339.86	VAT Received	370.51
11,690.34	Total Income	12,510.64
	Payments
2,965.12	Administration	2,991.65	2
900.00	Section 137 Payments	95.00	3
777.21	Utilities excl Rec Field	607.80
0.00	Street Lights Maintenance	117.39
1,010.79	Maintenance	1,207.31	4
762.25	Rec Field committee	934.91	5
424.50	Subscriptions	296.50	6
646.83	Insurances	690.21
150.00	Room Hire	160.00
285.00	Audit Fees	335.00
75.00	Donations	100.00
200.00	Sundries	55.60	7
760.50	Miscellaneous	260.00	8
25.00	Petty Cash	50.00
370.51	VAT Paid	192.20
9,352.71	Total Expenditure	8,093.57
	Cumulative Fund Balance
11,076.99	Balance brought forward	13,421.84
11,690.34	Add total receipts	12,510.64
7.22	Add unpresented cheque	0.00
22,774.55		25,932.48
9,352.71	Less total payments	8,093.57
13,421.84	Balance carried forward	17,838.91

DRAFT Bank Accounts Reconciliation

for the year ended 31st March 2010

Balance brought forward:
Unpresented cheque			7.22	*
Current Account		1.4.09	435.00
Business Reserve A/c		1.4.09	6,758.82
Bonus Saver Account		1.4.09	7,150.72
O/S cheques		1.4.09	-929.92	13,421.84
Add:	Receipts		12,510.64
				12,510.64
				25,932.48
Payments
April-June		1,920.13
July Sept		1807.82
Oct - Dec		1,977.73
Jan - Mar		2,387.89
				8,093.57
		balance c/f		17,838.91
Bank Reconciliation at 31st March 2010
Business Reserve a/c		6,758.82
Bonus Saver a/c		7,150.72
Current a/c		435.00
		14,344.54
Add unpresented cheque		7.22	*
Less o/s cheques		-929.92
		13,421.84

* NB: External Auditor Report for the Statutory Annual Return 2009: “ Incorrect figures in Section 1, Boxes 7 & 8 – should be £13,422 (a difference of £7, relating to an unpresented cheque from a previous year’s accounts).

Notes to the Accounts

	Income			Statute
1	Sundry Income
	Riverside Land Licence	300.00
	Recreation Field use (incl utilities)	1,274.17
			1,574.17
	Expenditure
2	Administration
	Clerk's Salary	1,886.41		LGA 1972
	Telephone	63.11
	Travel	0.00
	Print, Post, Stationery	210.00
	Computer Charges	460.00
	use of Home, storage, heat & light	364.00
			2,983.52
3	Section 137 payments @ £5.30 per elector			s137 LGA 1972
	Village Hall Committee (re insurance)	95.00
			95.00
4	Maintenance
	Very Old and Separate Churchyard	309.50		s14 LGA 1972
	Village Green grass cutting	413.00
	Village Green Xmas Tree (inc power)	275.00
	Seats	209.81
			1,207.31
5	Recreation Committee
	Utilities	440.41		s19 LGA 1976
	Children's Play Area	81.00
	Grass Cutting, etc.	413.50
			934.91
6	Subscriptions
	Y&Nth Y PFA	12.50
	(Rural Action) YRCC	35.00
	SLCC	61.00
	YLCA	188.00
			296.50
7	Sundries
	Reference Book (Charles Arnold Baker)	56.60
			56.60
8	Miscellaneous
	Tree Work, Riverside land	260.00
			260.00

DRAFT Statutory Annual Return Section One: Statement of Accounts 2009 - 2010

		Last Year	This Year	Variance	%age		Explanation of Variances over 15%
		2008-9	2009-10
1	Balances Brought Forward	11,085	13,422	2,337	21.1%	up	Combination of slightly increased receipts, together with reduced payments 2008-9
2	Annual Precept	10,500	10,500		0.0%	down		No change
3	Total Other Receipts	1,190	2,011	821	69.0%	up	Overall receipts increased by £820 ( Bank interest down, sundry income up)
4	Staff Costs	1,897	1,886	11	0.6%	up
5	Loan Interest/Capital Payments	0
6	Total Other Payments	7,456	6,207	1,249	16.7%	down	reduced community donations; reduced utility costs, subscriptions (timing), sundries, VAT payments
7	Balances Carried Forward	13,422	17,839	4,417	32.9%	up	Combination of increased receipts, together with reduced payments (see above)
8	Total Cash and Investments	13,422	17,839	4,417	32.9%	up	Combination of increased receipts, together with reduced payments (see above)
9	Total Fixed Assets	31,426			0.0%	up
10	Total Borrowings	0	0	0