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Minutes of the BPC Finance Committee meeting held on 28th November 2024

Minutes of the meeting of the Finance Committee held on Thursday 28th November 2024 at 4.30pm, at the Old Mill, Berry Lane, Blewbury. This was a closed meeting as confidential matters were to be discussed. Members of the public were not therefore able to attend.

In attendance: - Chairman Dermot Mathias
Councillors Lee Robinson. Andrew Calder, Anne Millman
  1. To note any apologies for absence

None.

  1. To elect a Chairman of the Finance Committee

Dermot Mathias was proposed & seconded to be Chairman for this meeting.

  1. To hear any Declarations of Interest

None.

  1. To review the of Finance Committee Terms of Reference (ToR)

The Committee agreed that no changes to the ToR were required, other than to the date of the document. Council acknowledged the need for a non-signatory to be present, & Councillor A Millman was attending in this capacity.

  1. To review the estimates of receipts and payments for 2024/2025

The Committee agreed that the Council was in a healthy position & expected the year end to be close to forecast. The only exception was the recent demands from Vale of White Horse, via Capita, for current & previous year’s business rates on both the Clubhouse & the Old Scout Hut. These bills were unexpected, as bills for previous years & up to the end of the current financial year were zero. The scenarios regarding the business rates on both buildings continued to be examined.

  1. To establish estimates of receipts and payments for 2025/2026

The Committee examine the draft budget presented & made several changes, which Councillor Robinson made in real time. Cllr Robinson to send changes to the Committee & Clerk.

  1. To review the Direct Debits & Standing Orders of the Council

7.1 Direct Debits

Council agreed that all current Direct Debits would remain, & accepted that they may change before or during the next financial year. This would be closely monitored, but is not expected to adversely affect the budget.

7.1.1 Biffa – variable by month

April – Oct 2024 net £931.55. Estimate to end of financial year £1597 ex vat.

7.1.2 BT – same each month

April – Oct 2024 net £166.23. Estimate to end of financial year £285 ex vat.

7.1.3 NEST – only variable by pay for one employee. Average cost to Council £113.86pm / £1318pa

7.1.4 Scottish Power (Clubhouse electricity) – current DD £187.56pm. Account in credit £631.11 as at Sept24

7.1.5 SSE (Old Scout Hut electricity) – quarterly variable DD. Paid £665.17 to date this financial year. Next invoice due Nov 2024. To agree cross charge to BlewShed 80%, BPC 20%.

Estimate to end of financial year £1330.34.

7.2 The Council does not have any standing orders.

  1. To review outgoing grants:
  • VHEMC Post Office grant £1200pa (£300 paid quarterly)

The Committee agreed to propose to full Council to maintain this grant.

  • Didcot CAB (last year £150)

The Committee agreed to propose to maintain this grant in April 2025.

  1. To review employee salaries
  • Clerk

The Clerk was asked to leave the room while her salary was discussed.

Subsequently the following detail was agreed to be proposed to full council: –

  • To bring the Clerk in line with the rate increase allocated to other employees with effect from 1.4.24, & in agreement with the Clerk’s contract, the Clerk would move up one point on the salary scale with effect from 1.12.24, back dated to 1.4.24.
  • Due to the number of additional hours worked during the year & discussed with members of the HR committee, it is proposed that the Clerk be paid for an additional 30 hours at the new salary point.
  • Following advice sought from the OALC HR representative, it was proposed to increase the Clerk’s hours to from 15 to 20 per week (87 hours per month), with effect from 1.1.25. An allowance of up to an additional 5 hours per week would also be introduced for hours over & above the new 87 hours per month. Any additional hours would be agreed in advance wherever possible.

It was acknowledged that all the above must be agreed & confirmed with the Clerk & subsequently proposed to full Council.

9.1.4 With reference to the Clerk’s salary for 25/26, the Committee would recommend to Council that any increase in the Clerk’s salary would be deferred until such a time as the national increase from NALC was received. This usually happens in or               around November of each year, & is backdated to the first of April.

  • Lengthman

The Committee agreed to propose an increase to the Lengthman’s hourly rate (rounded as appropriate), with effect from 1 April 2025. The Committee acknowledged that the Lengthman’s hours/specified work commitments over the year were to be reviewed, & amendments made to the contract as necessary.

  • Hall Administrator

The Committee agreed to propose an increase to the Hall Administrator’s hourly rate (rounded as appropriate), with effect from 1 April 2025.

  1. To review the Blewbury Cemetery fees

Last increase in January 2024.

Cemetery payments to date this year £90 ex vat.

Cemetery income to date this year £2255.

The Committee agreed to propose an increase of 6%, rounded as appropriate, with effect from 1 January 2025.

  1. To review any contracts held by the Council

Council agreed that both the contracts below would continue in to the next financial year as they are now.

11.1 Whitehorse Horticulture – monthly mow of the Churchyard between March &  October/November. £200 per cut. Costs to date £1050.

11.2 Clubhouse Cleaner costs to date (end Oct 24) £1728. Estimate to end of financial year £2592.

  1. To confirm memberships

The Clerk confirmed to the Committee that the following memberships/subscriptions were ongoing: –

  • Oxfordshire Association of Local Councils (OALC) £295pa
  • Society of Local Councils & Clerks (SLCC) £188pa
  • Community First Oxford (CFO) £70pa
  • Information Commissioners Office (ICO) £39pa
  • Oxfordshire Neighbourhood Plans Alliance (ONPA) £55pa
  1. Reserves 

13.1 To agree the level of reserves needed for the next financial year.

Current reserves held in a 32-day notice account with Lloyds Bank.

Balance as at 18.11.24 £104,818.96.

Note: – The balance online will always show a difference due to monthly interest added by Lloyds at the beginning of the following month.

13.2 To discuss any other items relating to reserves

Council agreed to continue to only reserve funds received/allocated for specific items/projects.

  1. Capital projects. To establish reserves available for capital projects and to agree the budget for capital projects.

14.1 Skate Ramp replacement (incorporating bike jumps)

The Committee agreed that this project would take longer & be more costly than  originally hoped. Suitable contractors for a formal tender exercise were being sought. A donation of £50,000 is reserved for this project.

  1. Precept for 2025/2026 To agree the precept for the next financial year and make recommendations to the next full Parish Council meeting.

The Committee agreed that having examined the figures for the current year, & allocated funds for the next financial year, that there should be a small increase in the precept for 25-26 to £115,000.

  1. To review & agree any amendments to the Council’s Financial Regulations

Updated Financial Regulations issued by NALC with effect from April 2024. To be adopted by the Parish Council at its first available meeting after examination by the Finance Committee.

  1. To review physical assets and liability

AC will plan a formal audit of all assets of the council, from tools to street furniture.

  1. To review the adequacy of the Risk Management Policy

The Committee agreed the Risk Management policy was adequate for the Council’s needs.

  1. To review the adequacy of Council Insurance cover

A great deal of work had taken place prior to the liability insurance renewal this year, led by AC. The Committee was pleased at the lower level of cost, although this is still well above pre-2023 figures. The Committee hoped that with another claim free year, the cost would reduce again in 2025.

  1. To confirm the appointment of an internal auditor for 24/25
  1. Hood of Abbott Denton was IA for 23/24.

Committee agreed to recommend to Council to retain the same IA. Clerk to contact H. Hood.

  1. Date of the next meeting: – Wednesday 27th November 2025. Date & time TBA

 

The meeting finished at 9.15pm.

 

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