BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
FINANCE ASSET & RISK
COMMITTEE MEETING
Held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 2nd May at 8.00pm – 9.30PM
WELCOME
Miles Blackham (Chair)
Kay Paul (Vice Chair)
Sue Merriman
Kev Theobald (KT), arrived late
APOLOGIES
Apologies were received from: C Boulton (CB), Dana Blocksidge (DB), and PR Whibley (C), which were accepted.
In Attendance: L. Featherstone (LF)(RFO) and C.Harris (Acting Clerk)
23. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None.
24. NOTICES FROM THE CHAIR AND CLERK
None.
25. AGREEING THE MINUTES FROM THE PREVIOUS MEETING
To approve and sign off the minutes of Finance Asset & Risk Committee meeting held on Thursday 4th April 2024.
Minutes approved and signed by the Chair
26. MATTERS ARISING
20.2b. That the RFO would produce a BRPC Asset List. Awaiting information.
20.2a. That the Chair would speak to the previous Chair to find out where the missing assets are located.
20.2a. Resolved (repeated): That the Chair would speak to the previous Chair to find out where the missing assets are located.
10.1c. That, after an updated list has been agreed with more realistic valuations, the clerk will secure three different insurance quotes and bring to the FAR committee, prior to our present policy expiring. Awaiting final agreed list.
10.1c. Resolved: That LF will add insurance values to the final agreed list. This must be completed ASAP but before a deadline of 31.05.24.
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As this must be agreed by Council before the deadline, this will be placed on the next Full Council meeting 16.05.24.
10.1c. Resolved: That LF will present the final Asset Register list at the next Full Council meeting, ready for gathering the three insurance policy quotes prior to the expiry date of this year’s policy.
The value of the bus shelters was felt to be too low and should be increased.
(The value on the Asset Register is shown against their original purchase price or their gift value. It is not the replacement value that BRPC will be insuring them for on next year’s policy.)
16.1b. That the clerk would investigate a savings interest account with Unity Trust Bank. (see Agenda Item 28)
16.2. That the clerk would place this on next month’s FAR agenda. Completed.
17.1. Resolved: That the RFO file the signed Bank Reconciliations. Completed.
21.1. That SM create a WhatsApp working group to support the completion of the draft AGAR. Not actioned.
21.1a. Resolved: That the draft AGAR will be completed after the meeting with the Internal Auditors on June 6th.
27. MATTERS ARISING FROM COUNCIL/COMMITTEES
Community Engagement:
4.2.1b. To be placed on the FAR agenda. Completed. That JS would be given a ‘pre-paid debit card’ to purchase the flag after approval by Full Council. Completed.
4.14b Bus Shelters: That SM/CD investigate the final cost of refurbishment for the three unused bus shelters and place on the Finance, Asset & Risk agenda.
It was discussed that additional wood would be needed to replace broken or missing sections.
KT has already mended some of the metal pieces (Setterfield Way) and painted (Talbot Road).
4.14b. Resolved: That a request for £200 be submitted to the Full Council for initial repair work on the bus shelters.
19.3a. That LF have the three quotations available for a sliding window for discussion at the next FAR meeting.
19.3a. Resolved: That the FAR committee recommend to the Full Council that the Pyramid Profiles quote of £500 for a sliding kitchen window in the hall is their preferred option.
19.3a.1. Resolved: That the FAR committee recommend to the Full Council that £250 is taken from allocated reserves to support a trial of the café.
19.3a.2. Resolved: That LF will investigate the issue of tax on food.
20.1. That the council’s response for grants be placed on the FAR meeting agenda. See item 33.
20.1. Resolved: That SM will help to create a form needed by AGAM.
Full Council:
41.1. That each committee/council have the Strategic Plan 2024-2026 on their next agenda. See item 32.
41.2. That each committee/council produce a proposal for FC showing how to deliver their designated elements of the Plan. See item 32.
28. PUBLIC PARTICIPATION
None.
28. UNITY TRUST BANKING (see attached)
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The option of merely transferring additional money into the Heritage Account was discussed. However it was pointed out that that account was still within the same bank. After discussion it was agreed that the LF open an instant access account with Unity Trust. LF suggested a possible account using the Lloyd’s Bank but no decision was taken.
28.1. Resolved: That LF(RFO) would initiate setting up a new instant access bank account with a guaranteed interest with Unity Trust.
29. BANK RECONCILIATION (to be presented)
The RFO presented the monthly Bank Reconciliation statement which was accepted, approved and signed by himself, the Chair and Vice Chair of the committee.
30. INCOME .v. INVOICES (to be presented)
The Payments Awaiting Authorisation List (PAAL) was presented and scrutinised.
Festive Lighting was itemised and raised. It was agreed to recommend to the FC that the cost of £2948.24 should be paid in two instalments.
After discussion the PAAL was approved and signed.
30.1. Resolved: That the FC would decide when/how to action this payment of £2948.24 to Festive Lighting.
31. ACTION PLAN
The Acting Clerk read out the following statement to the meeting sent by the clerk who was not present.
“ LF and C have populated the Action Plan in response to the recommendations of both the Internal and External Auditors. It is clear that the council is in an improved position in both governance and financial management than a year ago.
However, the auditors consider both these aspects over the whole year, not just on the position of the council on the day of inspection.
So although this reporting year will be again critical of the council it does mean that next years’ reporting inspection cycle will begin in a healthier position than the last.
The work that LF has accomplished will be paramount. The draft AGAR he is finalising is the vital aspect of the inspection. It is important that those councillors who may be involved in the consultations during the auditing process familiarise themselves, through discussions with Lee, regarding both the financial decisions and the reasoning behind them.”
LF suggested that a briefing should be held with financial committee members prior to the completion of the AGAR. It was suggested that it should be given to all members along with a flow chart and the Action Plan. The date of 5th June at 6.30pm was mentioned but not yet confirmed. It was discussed whether the whole of the FAR committee should attend a SPCA finance course.
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32. STRATEGIC PLAN 2024-2026 (see attached)
SM has produced an Action Plan flow chart to be finalised. Each development should start small, have specific budgets set for individual projects. SM suggested that working groups and committees (WG&C) need to check their proposed actions and have a WG&C estimate of how much budget they would require.
32.1. Resolved: That the FAR committee support a proposal that committees are given an advised budget.
Finance Committee
£500
Staffing Committee
£2000
Community Engagement Committee
£3000
Planning Committee
£500
Parish Hall Management Committee
£3000
32.2. Resolved: That the FAR committee propose that each committee do not have delegated spending budgets but cost any proposed spending plans and bring them to the FC for approval.
33. GRANTS
The Acting Clerk read out the following statement to the meeting sent by the clerk who was not present.
“ There is £300 via the 2024-2025 Precept allocated under section 137 of the Local Government Act 1972 and £500 Grant reserves allocated by the previous council.
The total Grant for this financial year 2024-2025 is £800.
(I am creating a BRPC Community Grant Application Form. It is vital that no grant is issued/promised until the Form has been presented at the CE Committee and then approved by the Full Council.) “
The discussion included how many times a year should the council accept applications. The overwhelming feeling was that ‘twice a year’ would be the best option.
33.1. Resolved: That the FAR Committee recommend to the FC that the £500 in Grant Reserves be made available within this year’s Grant Allocation.
33.2. Resolved: That SM will work with the clerk to produce the necessary documentation.
34. DATE OF NEXT MEETING
Thursday 6th June 2024 at 8.00pm
Meeting closed 9.28pm