Finance Committee, 11 September 2017

HELMDON PARISH COUNCIL
COUNCIL MEETING
Members of the Finance Committee of Helmdon Parish Council are summoned to attend a meeting of the committee in the Committee Room, Church Street, Helmdon on Monday 11th
September, 2017 at 8pm
Members of the public and press are welcome to attend this meeting. This meeting may be recorded, filmed or broadcast without prior notice to the Parish Council, provided that such activity does not impede the conduct or business of the meeting.
AGENDA
1. Apologies for absence
2. Declarations of Interest
3. Approval and signature of the minutes of the meeting of 9th May, 2017.
4. Matters arising
5. Open Forum
6. To review progress and costs of the speed indicator device and select preferred supplier
7. To review the conditions of the grant from War Memorials Trust and consider residual funding
8. To consider proposed changes to the Reading Room cottage lease
9. To consider the options available for a Parish Council payment card
10. To approve the 2016/17 VAT return
11. To review the 2018/19 grass cutting tender
12. Councillor questions
13. Close
Signed__________________ dated______________
Helen du Bois
Clerk to Helmdon Parish Council [address removed] [phone number removed]

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
Minutes of the meeting of the Finance Committee of Helmdon Parish Council, held in the
Reading Room, Church Street, Helmdon on Monday 1th September, 2017.
Present : Cllrs Moody, Thorpe, Garner, Vicars, and the Clerk (Helen du Bois) who joined the meeting at 8:20pm.
In attendance: 1 member of the public
1. Apologies for absence
Apologies were accepted from Cllr Coatsworth.
2. Declarations of Interest
None
3. Approval and signature of the minutes of the meeting of 9th May, 2017
The minutes were approved by all and signed by the Vice Chairman without amendment.
4. Matters arising
Item 6: ICC Checklist. Some minor amendments were agreed. Cllr Moody requested that a schedule be set up to indicate when the committee are required to review documents for approval throughout the year.
Cllr Moody requested that the Terms of Reference of the Finance Committee be amended to indicate that the Internal Controls Councillor will be appointed at the Annual Meeting.
Actions: The Clerk to update both the ICC checklist and Finance Committee TOR and re-
issue for signature. The Clerk to create a documentation review schedule for the Finance
Committee.
5. Open Forum
Mrs Morag Underwood spoke on behalf of the Reading Room charitable foundation, explaining the current situation with the tenancy agreement for The Cottage. She summarised the advice that they had been given by ACRE and detailed the foundation’s proposed solution. Agenda item no. 8 was moved forward to this point.
6. To review progress and costs of the speed indicator device and select preferred supplier
Cllr Vicars presented the final specification for the SID and gave details of the quotes provided by two suppliers. The total cost is likely to be slightly more than the value of the grant we have secured from the New Homes Bonus fund.
It was resolved to recommend to full council that the chosen supplier is Coeval and that the expected shortfall of approx. £82 is taken from reserves.
Page
7. To review the conditions of the grant from the War Memorials Trust and consider residual funding.
Cllr Vicars confirmed that the council have been granted up to £890 from the War
Memorials Trust, which is 75% of the estimated cost of the repair work, leaving a shortfall of approx. £296.
14
It was agreed to post an update on the project on www.helmdon.com ensuring that residents are aware that the final decisions about the SID will be made at the next full meeting of the council on 27th September, 2017.
Action: Cllr Moody to post an update on www.helmdon.com
Minutes of the meeting of the Finance Committee, 11th September 2017 Author: Helen du Bois, Clerk

HELMDON PARISH COUNCIL
FINANCE COMMITTEE
The preferred supplier has advised that the work is carried out in the spring when the weather has started to improve. Cllr Vicars confirmed that there are no time constraints on when the grant money has to have been spent.
It was resolved to recommend to full council that work is scheduled in late spring 2018 and that the shortfall is included in the budget planning for 2018/19.
Action: The Clerk to ensure that this is considered in the 2018/19 budget process.
8. To consider proposed changes to the Reading Room cottage lease
This item was moved forward in the agenda to follow item 5: Open Forum.
It was resolved to contact Northamptonshire CALC to clarify the advice that the Reading
Room Charitable Trust has been given by ACRE.
Action: The Clerk to contact Northamptonshire CALC to seek advice.
9. To consider the options available for a Parish Council payment card.
The clerk presented two options: a credit card in the Parish Council’s name or the Loyalty charge card provided by the council’s bank, Unity Trust Bank, which has a monthly fee of
£3.00. It was resolved to recommend that the council purchase the Loyalty charge card from Unity Trust bank with a maximum limit of £500.
10. To approve the 2016/17 VAT return
The Clerk had circulated the proposed return figures prior to the meeting (see appendix A).
The return was approved without amendment.
Action: The Clerk to submit the 2016/17 return.
11. To review the 2018/19 grass cutting tender
It was agreed that the committee are happy with the service provided by 4th Corner
Landscapes and the possibility of agreeing to a 3 year contract with them was discussed
(the option of a 3 year contract had previously been approved in the main meeting of 25th
January, 2017).
It was agreed if the 2018 fee from 4th Corner Landscapes increases by 10% or less then the Clerk has authority to agree to a new three year contract with 4th Corner Landscapes.
Action: The Clerk to request the estimated 2018 costs with 4th Corner Landscapes.
12. Councillor questions
It was agreed to avoid organising future meetings in the Committee room when the Guides are booked in the Reading Room due to the unavoidable disruption.
Action: The Clerk to reorganise the date of the next meeting.
13. Close
The meeting was closed at 9:30pm dated______________
15
Signed________________
Minutes of the meeting of the Finance Committee, 11th September 2017
Page
Councillor John Coatsworth, Chairman
Author: Helen du Bois, Clerk

Page
16
Invoice no.
Date of Invoice
Suppliers
13-Oct-16
1537769
31-Aug-16
BDO
01-Jun-16
4016
30-Apr-16
Brown
&
Barden
27-Jul-16
4033
31-May-05
Brown
&
Barden
27-Jul-16
4056
30-Jun-16
Brown
&
Barden
05-Oct-16
4089
29-Aug-16
Brown
&
Barden
05-Oct-16
4076
30-Jul-16
Brown
&
Barden
23-Nov-16
4110
30-Sep-16
Brown
&
Barden
23-Nov-16
4123
28-Oct-16
Brown
&
Barden
27-Jul-16
66652
28-Jun-16
E.On
05-Oct-16
68350
02-Sep-16
E.On
25-Jan-17
71350
12-Dec-16
E.On
24-Mar-17
73606
14-Mar-17
E.On
05-Oct-16
67939
09-Aug-16
E.On
25-Jan-17
72210
17-Jan-17
E.On
24-Mar-17
72732
09-Feb-17
E.On
01-Jun-16
H12C95BE6D
01-Apr-16
E.On
01-Jun-16
H12E8B9DD3
29-Apr-16
E.On
25-Jan-17
POL-2016-02101
18-Aug-16
Get
Mapping
24-Mar-17
185612
21-Feb-17
Linnell
Bros
25-Jan-17
1885
05-Jan-17
Marcus
Young
02-Feb-17
61735409
18-Jan-17
OPUS
02-Jun-16
60307566
18-May-16
OPUS
04-Jul-16
60461787
17-Jun-16
OPUS
02-Aug-16
60617450
18-Jul-16
OPUS
02-Sep-16
60781417
18-Aug-16
OPUS
03-Oct-16
60937662
17-Sep-16
OPUS
02-Nov-16
61097272
18-Oct-16
OPUS
02-Dec-16
61257058
17-Nov-16
OPUS
03-Jan-17
61416535
18-Dec-16
OPUS
02-Mar-17
61735409
15-Feb-17
OPUS
01-Jun-16
SI-343
31-Mar-16
Playmaintain
23-Nov-16
61
05-Oct-16
Playmaintain
25-Jan-17
101
01-Dec-16
Playmaintain
24-Mar-17
S
J
Waldron
05-Oct-16
22287
19-Aug-16
Texprep
27-Jul-16
730265
09-Jun-16
Wicksteed
05-Oct-16
731577
16-Sep-16
Wicksteed
Date of
Payment
Minutes of the meeting of the Finance Committee, 11th September 2017
240.00 258.85 258.85 258.85 258.85 258.85 258.85 258.85 124.93 124.93 124.93 124.93 28.16 56.33 37.97 238.59 55.06 33.60 52.44 67.20 79.00 50.60 54.52 55.54 55.03 54.02 62.22 69.00 77.66 70.46
1435.66 938.42 120.00 180.00 142.80 54.00 25.14
Totals
£6,645.09
Audit Grass
Cutting
Grass
Cutting
Grass
Cutting
Grass
Cutting
Grass
Cutting
Grass
Cutting
Grass
Cutting
Electricity
Maintenance
Electricity
Maintenance
Electricity
Maintenance
Electricity
Maintenance
Electricity
Repairs
Electricity
Repairs
Electricity
Repairs
Electricity
Supply
Electricity
Supply
Parish
Online
Allotment gate post
Bin empying
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Electricity
Supply
Playground
Repairs
Playground
Repairs
Playground
Repairs
Allotment gate post repairs
Blackpits notices
Playground
Inspection
Playground
Repairs
Amount
£43.89
3.76 2.41 2.60 2.64 2.62 2.57 2.96 3.29 3.70 3.36 11.36 2.62 Non
Standard rate
Total reclaim value
£5,647.32
200.00 215.71 215.71 215.71 215.71 215.71 215.71 215.71 104.11 104.11 104.11 104.11 23.47 46.94 31.64 227.23 52.44 28.00 43.70 56.00 75.24 48.19 51.92 52.90 52.41 51.45 59.26 65.71 73.96 67.10
1196.38 782.02 100.00 150.00 119.00 45.00 20.95
Excluding
VAT
£997.77 £953.88
239.28 156.40 20.00 30.00 23.80 9.00 4.19 5.60 8.74 11.20 40.00 43.14 43.14 43.14 43.14 43.14 43.14 43.14 20.82 20.82 20.82 20.82 4.69 9.39 6.33
Standard
20%
rate
HELMDON PARISH COUNCIL
FINANCE COMMITTEE
APPENDIX A
2016/17 VAT RECLAIM
Author: Helen du Bois, Clerk