Campbell
Park
Parish
Council Caring within
the community

• Cllr D Pafford                          Cllr Y Honeywell
• Cllr I Fraser                             Cllr M Petchey 
• Cllr T Fraser
• Cllr D Conway

• In attendance
• W T Dawson – Parish Manager/Clerk 

The first report of the Internal Auditor following the amended contract with him was received.  The Committee noted also the RFO’s observations. 

It was resolved that Council be invited to agree that :- 

• a)    whenever possible when payment is approved by Committee or Council the minute authorising the expenditure should be quoted 
• b)    at meetings where cheques are signed there should be a list of the authorised signatories for information 
• c)     expenditure by the Estates Manager or Administration Manager using the Council credit card should be approved by the Parish Manager/Clerk. 
• d)    expenditure by him using the card should be approved by the Chair or Vice Chair of the Finance and Administration Committee. 
• e)    the draft procedure covering the purchase of miscellaneous items be approved. 
• f)      that VAT will be recovered quarterly now that the IT package “Scribe” enables this 

It was noted that:- 

• a)    the RFO will clarify the financial regulations concerning allotment expenditure and income and make appropriate provisions within the accounts 
• b)    the RFO will address the Internal Auditor’s point about payroll security and bring a further report to the committee. 

The Committee received the report of the Parish Manager/Clerk and it was resolved to recommend to Council that :- 

• a)    after the Annual Meeting of Council each Committee be asked to draw up a programme of risk assessment of activities within its remit, that programme to be completed before the 2009 Annual Meeting 
• b)    Personnel Committee be asked to consider appointing an “Acting RFO” to deputise for the RFO proper during his absence 
• c)     In December that competitive quotations be sought for an Internal Auditor for a 5 year period from 1 April 2009 
• d)    after the Annual Meeting of Council the practice be adopted that a Member of the Finance Committee, neither Chair nor authorised signatory, work with the RFO to check and sign off the monthly bank reconciliation 
• e)    after the Annual Meeting of Council consideration be given to establishing a Clerk’s Finance Support Group 
• f)      Council also consider devolving powers to Committees  
• g)    beginning with the 2009/10 budget longer-term forecasting be introduced beginning with a 3 year term but building towards 10 years 

The Committee acknowledged that greater scrutiny of the use made of grants and the benefit to the population is appropriate.  It was acknowledged that both the Community Action and the Environment Committee might have opinions about grant applications.  

Therefore it was resolved to recommend to Council that:- 

• a)    the application form be amended to ask
• a.     how will the grant be used?
• b.     how will the effects be seen?
• c.      how will it benefit residents of the Parish? 
• b)    the power under which a particular grant may be made should always be identified 
• c)     grant applications should be considered simultaneously by the Service Committee (CA or Env.) to ask if the purpose of the grant is in line with Council policy, and by the Finance and Administration Committee to ensure that funds are available, with Council determining the matter.               

It was resolved that a grant of £4,500 to the Extended Schools Co-ordinator for school holiday activities be recommended to Council for approval. 

It was further resolved that a grant of £500 to the Fishermead Academy for their Annual Family Fun Day be approved.