SPC logoFinance Committee Minutes
Minutes of the Meeting held on 7th June 2016
in Committee Room 2 of Sedlescombe Village Hall
starting at 19:00

Cllr Anson and Cllr Chapman, Ex-officio members: Cllr Vine-Hall (Chairman of the Council) and Cllr Glew (Vice-Chairman of the Council)
Clerk/RFO: Mrs. Carol Hodgson

Also present:
Cllr. Lindsay Fraser and District Cllr. Tony Ganly

F16/1 Election of Chairman of the Committee for the ensuing year.
Cllr. Vine-Hall opened the meeting as Chairman of Council and invited nominations for the position of Chairman of the Finance Committee
RESOLVED: Cllr. Pauline Glew was was elected unopposed as Chairman.

F16/2 Apologies
Cllr. Page.

F16/3 Interests
None received.

F16/4 Written requests for dispensation
None received.

F16/5 Public Participation
To receive requests from the public for permission to speak on matters on the agenda with the Chairman's approval.
There were no members of the public present.

F16/6 Approval of Minutes for the meeting held on 08-Mar-16
RESOLVED: That the Chairman is authorised to sign the minutes of the Finance meeting held on 08-Mar-16.

F16/7 Financial Year End 31st March 2016

  1. To receive the internal audit report by Keith Robertson
    Mr. Keith Robertson FCMA had undertaken the Internal Audit. Members had received a copy of the report prior to the meeting.
    RESOLVED: The following points were noted:-
    (a) Standing Orders were adopted in May 2014 and will be presented for review in 2016.
    (b) Financial Regulations were last adopted in December 2014 and will be presented for review in 2016.
    (c) The Risk Assessment was last updated in 2012 and is currently being reviewed.
    (d) A review of the effectiveness of Parish Council's internal audit procedures will be completed prior to the consideration of the Governance Statement in the Annual Return at the June 2016 meeting.
    (e) A light audit of the financial records is made by a Council Member on a quarterly basis. This was completed but not on a regular basis this year.
    It is recommended that this review be completed on a regular basis and by a rota of Councillors. The outcome of the reviews to be reported to Council and recorded in the minutes.
    (f) Reconciliations for each of the bank accounts are completed each month and were confirmed when audited to be correct. Councillors in the Finance Committee are provided with bank reconciliations and statements at quarterly meetings. These were found to be signed as approved but not consistently.
    It is recommended that Councillors at finance committee meetings undertake to initial the bank reconciliations at each meeting and that it is recorded in the minutes as approved.
    (g) Internal Controls are in line with GALCP and with the Council’s financial regulations. Payment are approved by members at meetings with a table of amounts approved included in the minutes. Invoices and cheque stubs are initialled as approved by Councillors. It is noted that to accommodate both urgent and on line purchases several and sometimes large payments are made by the Clerk from her personal account and then reclaimed via expenses.
    The Council should consider if this is appropriate and if other means of payment eg On line banking or debit cards from the Council’s bank account may be used to avoid the Clerk having to use her personal accounts on Council business.
    (h) A new financial system (SAGE) was introduced in 2015-16. The clerk confirmed that the prior year accounts were also completed on an income and expenditure basis but there were no brought forward debtors or creditors.
    A review of the closing VAT creditor is recommended to confirm its value although it is noted that the amount is not significant. Other debtors and creditor values were confirmed as correct.

  2. To agree the Final Accounts for the year ended 31st March 2016
    RESOLVED: That the Final accounts for year ended 31st March 2016 are approved.

  3. To carry out a review of the effectiveness of the system of internal control
    RESOLVED: That a review of the effectiveness of the system of internal control has been carried out.

  4. To confirm the accuracy of the Annual Return Accounting Statement
    RESOLVED: The accuracy of the Annual Return Accounting Statement is confirmed.

F16/8 To receive the latest statement of accounts

F16/9 To receive the latest bank reconciliation
RESOLVED: That the bank reconciliation for April 2016 is received and approved.

F16/10 To approve the increase in the Clerk/RFO's pay scale with effect from 1st April 2016 - in line with NALC and SLCC's recommendations.
RESOLVED: To increase the Clerk/RFO's pay scale with effect from 1st April 2016 - in line with NALC and SLCC's recommendations is approved.

F16/11 To approve the following cheques:-

a Meyers & Davey Supply & install stock fencing - RBF
b Mrs. P. Glew Floral tribute
c RALC Annual Subscription 2016/17
d G Burley & Sons Ltd Grounds Maintenance May16
e Mr. K. Robertson Internal Audit 2015/16
d Carol Hodgson Salary May 2016
Increase salary April 2016
CiLCA Regn Fee - 50%
RESOLVED: The cheques were approved for payment and signed.

F16/12 To arrange a Village Inspection and review the 2015 tasks.
RESOLVED: Cllr. Glew and The Clerk to agree dates for the 2016 Village Inspection and notify the other Councillors

F16/13 Date of next meeting
18th October 2016.