Agenda and draft minutes

Venue: Zoom Rooms: https://us02web.zoom.us/j/84589048088

Contact: Anna Maskrey 

Items
No. Item

16.

Apologies for Absence

To receive apologies for absence and consider if the reason for absence should be formally approved by the Council.

Minutes:

Members received apologies for absence from Cllr B Rogers.

 

17.

Minutes pdf icon PDF 456 KB

To receive and resolve that the minutes of the Finance and General Purpose Committee Meeting held on 24 June 2020 are a true record of the meeting.

Minutes:

RESOLVED: That the minutes of the Finance and General Purpose Committee Meeting held on 24th June 2020 are a true record of the meeting and that they are duly signed by the Chairman.

 

18.

Declaration of Interests

Members are reminded that at the start of the meeting they should declare any known interests in any matter to be considered, and also during the meeting if it becomes apparent that they have an interest in the matters being discussed.

 

Minutes:

None declared

 

19.

Public Recess

Members of the public are invited to make representations to the Stratton St Margaret Parish Council on any matters relating to the work of the Council. Public Bodies (Admission to Meetings) Act 1960.

 

Minutes:

There were no members of the Public present. No questions were raised.

20.

Approval of Payments pdf icon PDF 64 KB

To receive and approve the Schedule of Payments and Direct Debits.

 

Minutes:

Members considered and noted the Income against Expenditure for 01/08/20 – 31/08/20.  There were no questions raised in advance of the meeting.

 

21.

Bank Reconciliations

To receive and approve the Bank Reconciliation as at 31 August 2020.  To follow.

Minutes:

Members received and reviewed the Bank Reconciliation for 31 August 2020

RESOLVED: That the Chairman authorised the bank reconciliation.

 

22.

Budget Report

To receive and note the Income against Budget as at Month 5.  To follow.

Minutes:

Members  received the Income against Budget as at Month 5.

RESOLVED:  To recommend to Council the following Virements:

 

To add a new line in the Budget called COVID The following will be added:

Income: £40,000 from the SBC discretionary fund

 

Expenditure: The following Virements will be made.

 

Budget Code

Description

Amount

106/4034

Neighbourhood Plan

£3,000

106/4231

Stratton Festival

£12,000

201/4073

Skate Park

£30,000

201/4085

Wash Station

£15,000

 

23.

Exclusion of the Press and Public

In view of the fact that Publicity would prejudice the public interest by reason of the confidential nature arising out of the business to be transacted in accordance with LGA 1972, Sch 12, para 10(2) (b) and 26 (2) (b).  Members of the Public and Press are asked to withdraw.

 

Minutes:

In view of the fact that Publicity would prejudice the public interest by reason of the confidential nature arising out of the business to be transacted in accordance with LGA 1972, Sch 12, para 10(2) (b) and 26 (2) (b).  Members of the Public and Press are asked to withdraw.

 

24.

Internal Audit

To consider Officers comments regarding the findings of the Internal Audit report and agree way forward.

 

Minutes:

Following the resolution from Council that the Finance Committee work through the Internal Audit report, Members were circulated officer’s comments in advance of the meeting.  All budget holders were in attendance ready to answer any questions.

 

Cllr Jennings requested that this matter is deferred and a working Group is formed.

 

Resolved:  To create a working group to discuss the audit. Minutes from the meetings would be reported to the Finance and General Purposes Committee Meetings. Members of this group will include Cllrs B Jennings, A Brooker, G Castle and T Butcher plus the Clerk and budget holders.  Cllr B Rogers will also be invited to join.

 

25.

Reserves Policy

To consider the draft Reserve Policy for recommendation to Council.

 

Minutes:

The following wording was agreed for the front of the reserves policy.

Stratton St Margaret Parish Council will hold reserves consistent with its legal requirements and the delivery of its Strategic Plan. The reserves will be composed of Earmarked Reserves to support delivery of the Strategic Plan and General Reserves to hedge the council against unexpected events. The Council will review its reserves policy and the reserves twice yearly. Firstly prior to budget setting and alongside the Strategic plan review and secondly as part of the year end process.

General Reserves

Over the coming years, the Council will work towards holding General Reserves equivalent to 6 months’ expenditure.

Earmarked Reserves

The Council will hold those earmarked reserves necessary to support delivery of its Strategic Plan.

 

RESOLVED: That the adoption of this Policy is deferred until the next meeting of the Council.

 

26.

Strategic Plan

To receive an initial first draft strategic plan and consider how this will formulate the Councils forthcoming objectives.

 

Minutes:

Members received a first draft Strategic Plan which identifies historical and projected projects within the Council.

 

Cllr T Butcher proposed that a sub- committee is formed to discuss a strategic plan.  The Clerk reminded Members of the committee that this was not an agenda item and is not in line with Standing Orders.

 

Resolved:  To recommend to Full Council the formation of a Finance Sub-committee. It will be open to all members. The aim will be to create a rolling 3-year plan with auditable movement from year to year. It will include budget lines with space for information regarding increases and decreases.

 

27.

Date of Next Meeting

The next meeting of the Finance and General Purpose Committee will be held on Wednesday 21 October 2020.

 

 

Please note questions regarding the accounts should be raised to the Clerk at least 48 hours prior to the meeting so that an informed response may be provided.

 

Minutes:

Resolved that the next meeting of the Finance and General Purpose Committee will be held on Wednesday 21st October 2020.