Burton Bradstock Parish Council

Finance Report to 3^rd November PC Meeting

Overall Financial Position

The overall income and expenditure position versus budget anticipated at the end of October 2010 is as follows:

Summary Financial Position 2010.11

	Anticipated outturn	Budget	Variance
Income	£25,151	£24,862	+£289
Expenditure	£25,852	£24,862	-£990
Net Position	-£701	£0	-£701

·      There has been no change since last month.

Full details are available on request.

Reserves are anticipated to be approximately £31,200 at the end of March, and are available to meet the cost of unbudgeted items such as the playground maintenance. The DAPTC have confirmed that the PC can hold reserves provided they are earmarked.

Budget for 2011.12

The draft budget is shown at Appendix 1. Inflation is included and there is additional provision for the Library. The year-on-year increase is some 5.6%, including the provision for the Library, c. 1.0% without it, so this does not seem unreasonable.

Recommendation:

The Council approves and adopts the budget and corresponding precept of £22,700 for 2011.12.

Cheques

Six cheques need to be approved and signed by the PC, the necessary internal controls having been applied, as follows:

1.    £54.68p: payment to the RFO in respect of salary, minor expenses and settlement of the electricity bill;

2.    £34.00p: hire of village hall for the parish planning meeting;

3.    £88.13: payment to Alvian for the annual inspection of the playground;

4.    £364.25p: payment to BDO the external auditors for the audit of 2009/10 accounts;

5.    £383.60: payment to the Clerk in respect of salary and expenses;

6.    £1,250.00: payment of grant to the Village Hall Committee re refurbishment works and improvements (see draft minutes of F&GP Committee 27.10.10).

Recommendation:

That the Parish Council signs these cheques.

Other Recommendations from F&GP Committee:

Members of the F&GP

A new Councillor needs to be opted on to this Committee following the resignation of Peter Dutton.

AGM & Annual Meeting

Recommendation:

The AGM to be held on 14^th May 2011 with a PC meeting being held 30 minutes before this to approve the accounts. The Annual Council Meeting to be held on 16^th May 2011.

External audit

The external audit report was distributed to all Councillors before the F&GP meeting.

There are 2 areas that the auditor has commented on.

1.    An internal auditor assessment should be undertaken on completion of the audit of each year’s accounts. This was not carried out following the audit of the 2008/9 accounts. This has been completed for the 2009/10 audit and that has been distributed to all Councillors.

2.    Donations to sporting activities were recorded under S137 but these should have been approved under S19 of the Local Government (Miscellaneous Provisions) Act 1976. S137 should be used only if other powers are not available, and the external auditor recommends that the PC checks the position before approving any grants under S137.

Recommendation:

The F&GP Committee recommends that the annual return is approved by the PC and that the external auditor’s recommendations are implemented.

Internal Audit

The internal audit assessment following the 2009.10 audit was distributed to all Councillors before the F&GP meeting. It was reviewed in the F&GP meeting and it is recommended that the PC should accept this appraisal of the internal auditor

Grants

Recommendation:

The grant for the village hall should be paid now as more than the estimated £25,000 has been paid.

The request from the Bridport Fencing Association is not recommended as only 9 out of 27 of its members reside in Burton Bradstock.

Risk assessment

The playground annual inspection report has been received and action is being taken to repair those items identified in the report. The report did not consider any items as urgent. The weekly inspections are continuing but it was agreed that the Clerk should file these in the RR. Members of the F&GP also inspected the playground and following this temporary work to the surface adjacent to the roundabout will be undertaken. This will allow time to obtain quotes for safety matting so that a permanent repair can be carried out.

 

Jane Hill

Responsible Financial Officer

Burton Bradstock Parish Council

31 October 2010

Draft Budget & Precept for 2011.12                       Appendix 1

	Income and Expenditure Budget Year ending March 2012
				Forecast Spend 2010.11		Budget 11/12
Income
Post Office				2,400		2,400	To be reviewed
Reading Room				88		100
Allotments				808		808
Precept				21,500
Photocopier				-
Misc				195
Vat on income				-
Vat refund				79
Interest				80		80
Total Income				25,151		3,388
Expenditure
NI & PAYE				1,918		2,006
Pension				258		256	4% of last year’s net salary
Wages Clerk				5,486		5,739	520 hours
Wages RFO				916		958	110 hours
Handy Man				143			Included in General Repairs
RFO Services				-
P/Office Insurance				600		600
P/Office Maintenance			2,400				Included in General Repairs
P/Office Administration			750
Library				775		500	Insurance £250 + £250 Contingency
R/Room Rates				84		84
R/Room Maintenance				-
R/Room Utilities				643		643	Electricity + water rates
R/Room Other				890		1078	Cleaning, office equipment ,misc. expenses
Training				-		180	Councillors and officers
Insurance				2,255		2,304	As 2009/10 payment, 3 year agreement
Office Admin Phone/Internet				26
Office Admin Other				133		150	Copier, paper etc
DAPTC Subscriptions			287			292
General Repair & Maintenance			1,250			5,570	Includes PO, Play area, greens, library etc
Play area				2,176		880	£15*52 + £100 for annual inspection
Grass Cutting				1,125		1,148
Grants and Donation				3,150		3,150
Chairman's Allowance			39			50
Other				493		500	BDO ext. Audit, internal audit, xmas tree, other
VAT				55
Total	Expend			25,851		26,088
Net Income/(Expense)				(701)		(22,700)	= Precept for 2011.12
							Increase over 2010.11 of	5.58%