| Finance minutes 6 May 2009 |
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AMPTHILL TOWN COUNCIL REPORT OF THE FINANCE, POLICY AND GENERAL PURPOSES COMMITTEE held at the Council Offices 66 Dunstable Street, Ampthill on Wednesday 6th May 2009 at 7.30 pm Report No. 7/2008 Present: Councillors Cllr G Summerfield, (Chairman), Mrs S Bacon, P Eversley, Mrs P K Foster, R A Holden, G Pascal, R Tebbutt M A Smith, Mrs M E Wilson, Mrs A M Wright and the Clerk.
Apologies were received from Cllrs R A D Chappell (unwell) and Cllr P Duckett (work commitment).
There were no interests declared. 3. Period of Public Participation. There were no members of the public present. 4. To receive a presentation from Emma Matthews of Landers the Accountants on the Internal Auditor report from the visit of 23rd February 2009. Members had been provided with a copy of the Internal Audit Report as appended to these minutes.The Clerk had addressed the points raised as per the appended letter.Emma Matthews introduced herself as a Client Manager mainly working with businesses. Emma advised that two visits will have to be made to the Town Council offices, the first in February was to familiarise herself with the Council’s Financial Regulations and the guidance within the Local Governance & Accountability Guide 2008. The contents of the Internal Audit have been based on these documents. The financial workings of the Town Council were tested and found to be correct, an order was tested to see if i) A purchase order was raised, ii) an invoice was received, iii)the invoice was input correctly and within a reasonable time of being received and iv) the cheque was raised in payment and correctly authorised.Sales invoices were also checked through in a similar manner. The financial records were very tidy and organised which was good to see. The financial guidelines are outdated in so much as they do not deal with internet payments, to ensure that any payments made through the internet are approved it would be prudent for bank statements to be signed at the same time as cheques are being signed to ensure no odd payments have gone through. It was suggested that an “idiots guide” be drawn up on the day to day transactions that make the Council offices work. Payroll was checked; people are being paid on time and are paying PAYE & NI. Personnel records were checked to ensure no one was on the payroll that shouldn’t be. A question and answer session took place with the following information being obtained: · Separation of duties is carried out as far as possible in so much as Councillors take the responsibility of authorising payments from Officers. · Any contracts entered into over £50,000 require three quotes to be obtained, invoices relating to Katherine’s Cross project were tested and found to be satisfactory and that the Council had been correct in the way the contracts were awarded. · All of the Sage accounting system is backed up and records can be restored from a back up disc. · Sensitive and important documentation is stored in fire proof safes and locked drawers. Cllr Summerfield then thanked Emma Matthews for attending the meeting and providing an informative presentation of the report. Recommended that: i) The Internal Audit report and the Clerks response are noted. ii) The Finance Working Party considers the way in which the day to day guide can be drawn up. iii) A copy of the Asset Register is to be provided to Members at the next Town Council meeting. 5. To consider the way in which a Business Plan could be drawn up to ensure the Council is working in a positive way to attract income streams. Members were advised that unless the Council start looking at their budgeting more on a business like basis it will not be possible to keep the precept figures down. It was thought that there should be a plan drawn up that explores the way in which the Town Council’s income could be augmented with grants and sponsorship. In the case of the Visitors Centre it must be determined where the money is going to come from to run the building and the needs should be identified. After a lengthy discussion it was: Recommended that i) A Working Group is to be formed to draw up ideas for inclusion into a business plan for consideration by the Town Council. The first project is to be the Park and the Visitors Centre. ii) Cllr M Smith is to contact the Cranfield Trust to see if any assistance might be available. iii) The Clerk is to explore the Society of Local Council Clerks Website to see if any examples of business plans are available 6. To consider the Town & Parish Partnership Fund scheme 2009-2010. A sum of £10,000 has been allocated to Ampthill to use for repairs to local footpaths and carriageways that provide better access to facilities, shops, and schools. Members were reminded that projects need to be identified and sent to Central Bedfordshire Council by 1st June. After consideration two projects were highlighted: i) The footpath that leads from the Library on Dunstable Street through to Lavender Court needs resurfacing. ii) Any remaining funds can be used towards replacing old street lights. Locations will be identified if any funds are available. 7. To consider matters relating to the Aragon Day/Katherine’s Cross event (Cllr R Holden) Cllr Holden advised that the Council have made plans to invite Dignitaries to an event on Aragon Day and there has been no budget set for the refreshments that are to be provided for 50 people by invitation at the Old Court House at the cost of £9 per head. Recommended that the sum of £500 be allocated to this event and this is to be accounted for within the Park budget figures. Cllr Summerfield then passed the following motion to exclude the press and public from the remainder of the meeting. “That in view of the confidential nature of the business about to be transacted relating to Property it is advisable in the public interest that the public and press be temporarily excluded and that they are instructed to withdraw” 9. To consider correspondence relating to a property matter. This minute is appended for Members only. There being no further business the meeting closed at 8.50pm CHAIRMAN DATED |