Finance Committee Meeting
MEMBERS OF THE PUBLIC ARE WELCOME TO ATTEND THIS MEETING
You are summoned to attend a meeting of the Finance Committee to be held in the Winsford Town Council Council Chamber, Second Floor, Wyvern House, The Drumber CW7 1AH on Monday 16th October 2017 at 6.30pm.
Town Clerk/Finance Officer
- APOLOGIES FOR ABSENCE
Members must provide apologies to the Town Clerk before 5.00pm on the day of the meeting, together with reasons for their absence.
- DECLARATIONS OF INTEREST
Members to declare any interest under the following categories:
- Disclosable Pecuniary Interest
- Outside Bodies Interest
- Family, Friend or Close Associate Interest
- MINUTES To sign as a correct record, the Minutes of the meeting of the Finance Committee held on 18th September 2017 (‘A’)
- ARISING – any points of clarification from the above minutes.
- PRESENTATION – GOODMAN NASH
Members are requested to receive a presentation from Goodman Nash. The company has contacted the Council over a period of time and is attending the meeting to outline the potential for the Town Council to save money on its business rates.
RECOMMENDATION: Members are asked to receive the presentation and make any comments/ask questions as required.
- ACCOUNTS FOR APPROVAL
Schedule ‘B’ lists payments made since the last meeting
Schedule ‘C’ lists accounts for approval at this meeting
Schedule ‘D’ lists supplementary accounts for approval (to follow)
- BANK ACCOUNT MONTHLY RECONCILIATION STATEMENTS
Financial probity recommends monthly reconciliation of the Town Council’s accounts. (‘E’)
- MID-YEAR BUDGET REVIEW 2017/18
To provide a comparison of actual spending against budgets for the first half of the current financial year (see attached) (2017/18) (1st April 2017-30th September 2017) together with covering reports.
RECOMMENDATION: That the Council receives these reports.
- EXTERNAL AUDIT OF ACCOUNTS
Members will recall that, at the last meeting of the Finance Committee on 19th September 2017, an update was provided on the external audit of the Town Council’s 2016/17 accounts.
The Council has now received the auditor’s report and, as previously reported, the external auditors (BDO LLP) has qualified the annual return.
The reason for this qualification is that the period of the exercise of electors’ rights (to inspect the accounts) for the 2015-16 accounts began (on 15th June 2016) before the Town Council approved the accounts (on 20th June 2016). This was highlighted in last year’s external audit report as an issue and the fact that the period was not observed correctly has led to the qualification of this year’s audit because question 4 on this year’s Annual Governance Statement – We provided proper opportunity during the year for the exercise of electors’ rights – should (for the reasons outlined above) have been answered ‘no’ in the 2016/17 Annual Return.
No other issues have been highlighted by the external auditor.
A copy of the Annual Return, including the external auditor’s certificate, is presented to Members (‘G’) for approval. A copy of the issues report is also attached (‘H’). The Annual Return including the external auditor’s certificate and the notice of conclusion of audit (‘I’) will be published for at least 14 days (including on the Town Council’s website) after this meeting and will be available for public access for a period of not less than five years.
Members should note that the cost of the external audit for 2015/16 is £1,200 (including VAT).
RECOMMENDED: That Members note the contents of the Annual Return and the Issues Report and approve the Return (including the external auditor’s certificate on page 4 of the Return).
- PAYMENTS SINCE LAST MEETING
Members will recall that a paper was considered under Part B of the Finance Committee agenda on 18th September 2017 concerning the provision of telephone and broadband for the Town Council offices.
The situation is that the existing telephone system is not fit for purpose and the existing broadband service is prone to connectivity issues.
At the last meeting, the Council agreed to a quote from ICE Comms based in Crewe for a new telephone and broadband system. On this occasion, the quote was for £90.00 per month.
Since the last meeting, the system required has been amended to reflect the exact needs of the Council. This has meant an increase in the quote to £139.94 per month.
This change has been communicated to the Mayor and Chair of Finance, as per the Financial Regulations, and is reported to the full Finance Committee for information.
- BUDGET PREPARATION TIMETABLE 2018/19
A report is attached setting out a number of issues for Members to consider with regard to the budget setting process for 2018/19. (‘J’)
RECOMMENDATION: The Finance Committee is recommended to agree the timetable and process outlined above.
- BRUNNER GUILDHALL REPAIRS & MAINTENANCE UPDATE
Members are asked to note the contents of the attached report (‘K’), which sets out the latest position with regard to the repairs and maintenance work on the Brunner Guildhall. Members should also note that this report was considered by the Brunner Guildhall Management Committee at its meeting on 20th September 2017.
In terms of work being done or planned, it was agreed by the Management Committee to undertake the following: –
- Work on repairing drains taking place in early October
- Damp issues to be investigated as advised
- Roofing work – quotes to be invited
- Windows to be repaired
This list represents the short- to medium-term work to be carried out on the building.
- EXCLUSION OF PRESS AND PUBLIC
Due to their confidential nature, Members may decide to exclude the press and public from the meeting during consideration of the following matters in accordance with Section 1 (2) of the Public Bodies (Admission to Meetings) Act 1960. Reports relating to these items have been withheld from public circulation and deposit.
- CHRISTMAS LIGHTS
The Clerk to report to the Committee on tenders received for the erection, maintenance and dismantling of the town’s Christmas Lights.
RECOMMENDATION: Members are asked to agree on one of the submitted tenders for the Christmas lights.
16th November 2017