2025 Minutes

No.

Action

3)

Election of Vice Chairman

BA agreed to stand as Chairman for the year 2025-2026

PD was appointed as Vice Chairman for the year 2025-2026

4)

To receive minutes of previous meetings not already dealt with and to note any outstanding actions.

The minutes of the finance meeting on 25th November 2024 were received.

Bank signatories are still outstanding as forms have not yet been received from the Clerk (GH).  

The RFO has been unable to compile a list of maintenance costs for vehicles so this will need to be re-allocated if still needed

Rent review is currently being completed following the property re-valuation.

Risk register: the finance details were forwarded to the clerk to be added to the council’s main register.  The clerk confirmed this currently remains outstanding

GDPR – clerk is in discussion with other parish councils about best practice

Interim internal audit was arranged for December 2024 but neither clerk nor deputy clerk attended. The RFO provided details of issues raised in their absence.  The full internal audit was completed in May – for discussion in point 5

Clerk

Clerk

Clerk

Clerk

Clerk

5)

To review AGAR & documentation for external auditors

A report had been circulated before this meeting for review

The RFO reported on the process and the numbers used to complete the AGAR and explained the three numbers restated from prior year were due to pension corrections and one finding from the external audit around reporting of DDs.  The bank reconciliation was agreed and Councillors had a detailed discussion around the variances report being proposed for external audit.

The RFO proposed the dates of 9th June – 18th July 2025 for the exercise of public rights.  This covers the required number of days and includes the statutory days advised.  These dates were agreed and accepted. Clerk confirmed he will undertake any requests.

Councillors agreed to recommend the AGAR numbers and supporting documentation to the full council for sign off.

The RFO is leaving the council at the end of May and the clerk will be taking on all responsibilities for this role until recruitment of a permanent clerk for the council has been completed.  The council members thanked the RFO for all she has done.

Clerk

6)

To propose response for Annual Governance Statement

The internal auditors report was tabled at the meeting having been received hours before.  The auditor identified some weaknesses which were discussed fully.

Whilst council members had endeavoured to follow financial procedures for the purchase of a large piece of equipment the failure to properly document the quotes and agreements within the minutes resulted in the finding.  In addition, the auditor noted that the council were not publishing minutes on the website and therefore are not compliant with the transparency requirements.  Finally, he had noted a lack of statutory policies in the audit of the financial year 2023-2024.  Whilst the council undertook work on these, the final policies were not adopted until April 2025 so the weaknesses in the Key Governance review had continued for the whole of the 2024-2025 year.    The council members were very disappointed with the outcome but after lengthy discussion recognised that if actions and decisions are not properly documented in the minutes or on the website, they are deemed non-compliant.

The finance committee worked through the responses for the Annual Governance statement to be able to propose these to the full council.  As a consequence of the issues raised by internal audit it was discussed and proposed that the council would report that they had failed to ensure an adequate system of control (2), there was the potential non-compliance (3) and appropriate actions had not been taken on prior audit matters (7).  The annual governance statement will be proposed to full council

Clerk

7)

To review reserves balances at the end of the financial year

A report providing a 5-year plan for reserves had been circulated before this meeting for review.

A number of key projects will be coming up over the next few years and the council recognise the need to have reserves in place.  A review of the anticipated costs of the projects were agreed as follows;

• £100,000 Cemetery
• £ 28,000 Replacement Kubota
• £ 22,000-30,000 Abbey Clock
• £ 15,000 Trees
• £   1,100 Implement shed door
• £ 30,000 Car park. (shared with NHS – allow for £20,000)
• £ 6,000 Tennis Court funded from S106 money
• £ 4,000 West Street Bus Shelter
• Upkeep of industrial land and impact of loss of rent

The machinery replacement has been reduced for two years following the purchase of the new equipment in 2024-2025.  This allows more reserves to be set aside for the cemetery.  Once reserves for the cemetery are at a sufficient level the provisions reserve will then be used to fund the Abbey Clock. 

8)

Review Council Asset Register

A report had been circulated before this meeting and the fixed asset register was reviewed.  Council members were reminded that the values shown are the original purchase price and not current value.

9)

To note if there are any other items to be included on the agenda of a future Finance Meeting

The next meeting will be held in November where the budget will be finalised.