Minutes 9 December 2002

HIGHCLERE PARISH COUNCIL

Minutes of an extraordinary meeting held at Highclere Village Hall on Monday 9 December 2002 commencing at 7.30pm

Present

Councillor J Pearson Chairman

Councillor R East

Councillor D Langan

Councillor T Farmer

Councillor F Somerset

Councillor R Drew

Apology for absence

Councillor Mrs M Davies

Councillor Mrs A Hosie

130/02 TO APPROVE AND ADOPT A PUBLICATION SCHEME FOR HIGHCLERE PARISH COUNCIL

Councillors considered the format of a Publication Scheme supplied by HAPTC and already approved for use by the Yorkshire Association of Parish Councils.

The model was adapted to suit Highclere Parish Council, and Councillors agreed to adopt the scheme subject to approval from the Information Commission. The proposed scheme is appended to the minutes.

131/02 TO CONSIDER THE BUDGET AND AUTHORISE THE PRECEPT FOR THE YEAR 2003/2004

Councillors compared the budget for the year-end 2003 with actual spending up to 18 November 2002 and formulated a budget for the year ending 31 March 2004. The Chairman proposed that the precept for the year 2003/2004 be set at £10785, and that the Parish grant of £500 be accepted. This was unanimously approved.

132/02 TO APPROVE AND ADOPT FINANCIAL REGULATIONS FOR HIGHCLERE PARISH COUNCIL

Model financial regulations have been sent to all Parish Councils by HAPTC. The Clerk supplied each Councillor with a copy and there was discussion on the content. The document was adapted to suit Highclere Parish Council. The Chairman then proposed that these financial regulations be adopted. This was unanimously approved. These are appended to the minutes

133/02 ACCOUNTS FOR PAYMENT

The following accounts were approved for payment

In between meetings: P.M.Clarke, CAH, HAPTC,

At this meeting, W Bendle, C Corrall, W Bendle, P.M.Clarke,

P.M.Clarke, Viking Direct, Photostatic Copiers, J Pearson

The meeting was then closed at 9.40 p.m.

APPENDICES :

HIGHCLERE PARISH COUNCIL

FINANCIAL REGULATIONS

These Financial Regulations were adopted by the Council at its Meeting held on 9 December 2002

1. GENERAL

1.1 These financial regulations govern the conduct of the financial transactions of the Council and may only be amended or varied by resolution of the Council.

1.2 The Responsible Financial Officer (RFO), under the policy direction of the Council, shall be responsible for the proper administration of the Council's affairs.

1.3 The RFO shall be responsible for the production of financial management information.

2. ANNUAL ESTIMATES

2.1 Each Committee (if any) shall formulate and submit proposals to the Council in respect of revenue and capital costs for the following financial year not later than 10 December each year.

2.2 Detailed estimates of all receipts and payments for the year shall be prepared each year by the RFO.

2.3 The Council shall review the estimates and shall fix the Precept to be levied for the ensuing financial year. The RFO shall supply each member with a copy of the approved estimates.

2.4 The annual budgets shall form the basis of financial control for the ensuing year.

3 BUDGETARY CONTROL

3.1 Expenditure on revenue items may be incurred up to the amounts included in the approved budget.

3.2 Approval from the Council is required if further expenditure will result in the amount provided in the revenue budget, being exceeded.

3.3 The RFO shall regularly provide the Council with a statement of receipts and payments to date under each head of the budgets, comparing actual expenditure against that planned.

3.4 The Clerk may incur expenditure on behalf of the Council which is necessary to carry out any repair replacement or other work which is of such extreme urgency that it must be done at once, whether or not there is any budgetary provision for the expenditure, subject to a limit of [£200]. The Clerk shall report the action to the Council as soon as practicable thereafter.

3.5 Unspent provisions in the revenue budget shall not be carried forward to a subsequent year, unless clearly re-applied as a budget item for that year.

3.6 No expenditure shall be incurred in relation to any capital project and no contract entered into or tender accepted involving capital expenditure unless the Council is satisfied that the necessary funds are available, or the requisite borrowing approval has been obtained.

3.7 All capital works shall be administered in accordance with the Council's standing orders and financial regulations relating to contracts.

4. ACCOUNTING AND AUDIT

4.1 All accounting procedures and financial records of the Council shall be determined by the RFO as required by the Accounts and Audit Regulations 1996 as amended.

4.2 The RFO shall be responsible for completing the annual financial statements of the Council as soon as practicable after the end of the financial year and shall submit them and report thereon to the Council.

4.3 The RFO shall be responsible for completing the Accounts of the Council contained in the Annual Return (as supplied by the Auditor appointed from time to time by the Audit Commission) and for submitting the Annual Return for approval and authorisation by the Council within the timescales set by the Accounts and Audit Regulations 1996 as amended, or set by the Auditor.

4.4 The RFO shall be responsible for ensuring that there is adequate and effective system of internal audit of the Council's accounting, financial and other operations in accordance with Regulation 5 of the Accounts and Audit Regulations 1996 as amended. Any officer or member of the Council shall, if the RFO or Internal Auditor requires, make available such documents of the Council which appear to the RFO or Internal Auditor to be necessary for the purpose of the internal audit and shall supply the RFO or Internal Auditor with such information and explanation as the RFO or Internal Auditor considers necessary for that purpose.

4.5 The Internal Auditor shall carry out the work required by the RFO, or by the Council, with a view to satisfactory completion of the Internal Auditor's Report section of the Annual Return as complied annually by the Audit Commission. The Internal Auditor, who shall be competent and independent of the operations of the Council, shall report to Council in writing on a regular basis with a minimum of one annual report in respect of each financial year.

4.6 The RFO shall make arrangements for the opportunity for inspection of the accounts, books, and vouchers required by Audit Commission Act 1998 section 15 and the Accounts and Audit Regulations 1996 as amended.

4.7 The RFO shall, as soon as practicable, bring to the attention of all councillors any correspondence or report from the Internal or External Auditor, unless the correspondence is of a purely administrative matter.

5. BANKING ARRANGEMENTS AND CHEQUES

5.1 The Council's banking arrangements shall be made by the RFO and approved by the Council. They shall be regularly reviewed for efficiency.

5.2 A schedule of the payments required, forming part of the Agenda for the Meeting, shall be prepared by the RFO and, together with the relevant invoices, be presented to Council. If the schedule is in order it shall be authorised by a resolution of the Council and shall be initialled by the Chairman of the Meeting. If more appropriate the detail may be shown in the Minutes of the Meeting.

5.3 Cheques drawn on the bank account in accordance with the schedule referred to in paragraph 5.2 or in accordance with paragraph 6.4, shall be signed by two members of Council

5.4 To indicate agreement of the details shown on the cheque or order for payment with the counterfoil and the invoice or similar documentation, the signatories shall each also initial the cheque counterfoil. The Clerk shall retain the cheque book.

6 PAYMENT OF ACCOUNTS

6.1 All payments shall be effected by cheque or other order drawn on the Council's bankers.

6.2 All invoices for payment shall be examined, verified and certified by the Clerk. The Clerk shall satisfy him/herself that the work, goods or services to which the invoice relates shall have been received, carried out, examined and approved.

6.3 The RFO shall examine invoices in relation to arithmetic accuracy and shall analyse them to the appropriate expenditure heading. The Clerk shall take all steps to settle all invoices submitted, and which are in order, at the next available Council Meeting.

6.4 If a payment is necessary to avoid a charge to interest under the Late Payment of Commercial Debts (Interest) Act 1998, and the due date for payment is before the next scheduled Meeting of Council, where the Clerk and RFO certify that there is no dispute or other reason to delay payment, the Clerk may (notwithstanding para 6.3) take all steps necessary to settle such invoices provided that a list of such payments shall be submitted to the next appropriate meeting of Council.

6.5 The Council will not maintain any form of cash float. All cash received must be banked intact. Any payments made in cash by the Clerk or RFO (for example for postage or minor stationery items) shall be refunded on a regular basis, at least quarterly.

7 PAYMENT OF SALARIES

7.1 The payment of all salaries shall be made in accordance with payroll records and the rules of PAYE and National Insurance currently operating, and salaries shall be as agreed by Council.

7.2 Payment of salaries and payment of deductions from salary such as may be made for tax, national insurance and pension contributions, may be made in accordance with the payroll records and on the appropriate dates, provided that each payment is reported as detailed in para 5

8 LOANS AND INVESTMENTS

8.1 All loans and investments shall be negotiated in the name of the Council and shall be for a set period in accordance with Council policy.

8.2 The Council’s Investment Policy, shall be in accordance with the Trustee Act 2000, and shall be reviewed on a regular basis (at least annually).

8.3 All investments of money under the control of the Council shall be in the name of the Council.

8.4 All borrowings shall be effected in the name of the Council, after obtaining any necessary borrowing approval. Any application for borrowing approval shall be approved by Council as to terms and purpose.

8.5 All investment certificates and other documents relating thereto shall be retained in the custody of the RFO.

9 INCOME

9.1 The collection of all sums due to the Council shall be the responsibility of and under the supervision of the RFO.

9.2 Particulars of all charges to be made for work done, services rendered or goods supplied shall be agreed annually by the Council, notified to the RFO and the RFO shall be responsible for the collection of all accounts due to the Council.

9.3 The Council will review all fees and charges annually, following a report of the Clerk.

9.4 Any sums found to be irrecoverable and any bad debts shall be reported to the Council and shall be written off in the year.

9.5 All sums received on behalf of the Council shall be banked intact as directed by the RFO. In all cases, all receipts shall be deposited with the Council's bankers with such frequency as the RFO considers necessary.

9.6 The origin of each receipt shall be entered on the paying-in slip.

9.7 Personal cheques shall not be cashed out of money held on behalf of the Council.

9.8 The RFO shall promptly complete any VAT Return that is required. Any repayment claim due in accordance with VAT Act 1994 section 33 shall be made at least annually coinciding with the financial year end.

9.9 Where any significant sums of cash are regularly received by the Council, the RFO shall take such steps as are agreed by the Council to ensure that more than one person is present when the cash is counted in the first instance, that there is a reconciliation to some form of control such as ticket issues, and that appropriate care is taken in the security and safety of individuals banking such cash.

10 ORDERS FOR WORK, GOODS AND SERVICES

10.1 An official order or letter shall be issued for all work, goods and services unless a formal contract is to be prepared or an official order would be inappropriate. Copies of orders shall be retained.

10.2 Order books shall be controlled by the RFO.

10.3 All members and Officers are responsible for obtaining value for money as all times. An officer issuing an official order is to ensure as far as reasonable and practicable that the best available terms are obtained in respect of each transaction, usually by obtaining three or more quotations or estimates from appropriate suppliers, subject to any de minimis provisions in Regulation 11 (I) below.

10.4 The RFO shall verify the lawful nature of any proposed purchase before the issue of any order, and in the case of new or infrequent purchases or payments, the RFO shall ensure that the statutory authority shall be reported to the meeting at which the order is approved so that the Minutes can record the power being used.

11 CONTRACTS

11.1 Procedures as to contracts are laid down as follows:

(a) Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that these regulations shall not apply to contracts which relate to items (i) to (vi) below:

(i) for the supply of gas, electricity, water, sewerage and telephone services;

for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;

for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;

(iv) for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the Council;

(v) for additional audit work of the external Auditor up to an estimated value of £250 (in excess of this sum the Clerk and RFO shall act after consultation with the Chairman and Vice Chairman of Council);

(vi) for goods or materials proposed to be purchased which are proprietary articles and/or are only sold at a fixed price.

(b) Where it is intended to enter into a contract exceeding [£50,000] in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk shall invite tenders from at least three firms to be taken from the appropriate approved list.

(c) When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the Council.

(d) Such invitation to tender shall state the general nature of the intended contract and the Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that tenders must be addressed to the Clerk in the ordinary course of post. Each tendering firm shall be supplied with a specifically marked envelope in which the tender is to be sealed and remain sealed until the prescribed date for opening tenders for that contract.

(f) All sealed tenders shall be opened at the same time on the prescribed date by the Clerk in the presence of at least one member of Council.

(g) If less than three tenders are received for contracts above [£50,000] or if all the tenders are identical the Council may make such arrangements as it thinks fit for procuring the goods or materials or executing the works.

(h) Any invitation to tender issued under this regulation shall contain a statement to the effect of Standing Orders 61, 63 and 64. [check consistency]

(i) When it is to enter into a contract less than [£50,000] in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (a) the Clerk or RFO shall obtain 3 quotations (priced descriptions of the proposed supply); where the value is below [£1,000] and above [£100] the Clerk or RFO shall strive to obtain 3 estimates. Otherwise, Regulation 10 (3) above shall apply.

(j) The Council shall not be obliged to accept the lowest or any tender, quote or estimate.

12. PAYMENTS UNDER CONTRACTS FOR BUILDING OR OTHER CONSTRUCTION WORKS

12.1 Payments on account of the contract sum shall be made within the time specified in the contract by the RFO upon authorised certificates of the architect or other consultants engaged to supervise the contract (subject to any percentage withholding as may be agreed in the particular contract).

12.2 Where contracts provide for payment by instalments the RFO shall maintain a record of all such payments. In any case where it is estimated that the total cost of work carried out under a contract, excluding agreed variations, will exceed the contract sum of 5% or more a report shall be submitted to the Council.

12.3 Any variation to a contract or addition to or omission from a contract must be approved by the Council and Clerk to the Contractor in writing, the Council being informed where the final cost is likely to exceed the financial provision.

13 STORES AND EQUIPMENT

13.1 The officer in charge of each section shall be responsible for the care and custody of stores and equipment in that section.

13.2 Delivery Notes shall be obtained in respect of all goods received into store or otherwise delivered and goods must be checked as to order and quality at the time delivery is made.

13.3 Stocks shall be kept at the minimum levels consistent with operational requirements.

13.4 The RFO shall be responsible for periodic checks of stocks and stores at least annually.

14 PROPERTIES AND ESTATES

14.1 The Clerk shall make appropriate arrangements for the custody of all title deeds of properties owned by the Council. The RFO shall ensure a record is maintained of all properties owned by the Council, recording the location, extent, plan, reference, purchase details, nature of the interest, tenancies granted, rents payable and purpose for which held in accordance with Regulation 4(3)(b) of the Accounts and Audit Regulations 1996 as amended.

14.2 No property shall be sold, leased or otherwise disposed of without the authority of the Council, together with any other consents required by law, save where the estimated value of any one item of tangible movable property does not exceed £50.

15 INSURANCE

15.1 Following an annual risk assessment, the RFO shall effect all insurances and negotiate all claims on the Council's insurers [in consultation with the Clerk].

15.2 The Clerk shall give prompt notification to the RFO of all new risks, properties or vehicles which require to be insured and of any alterations affecting existing insurances.

15.3 The RFO shall keep a record of all insurances effected by the Council and the property and risks covered thereby and annually review it.

15.4 The RFO shall be notified of any loss liability or damage or of any event likely to lead to a claim, and shall report these to Council at the next available meeting.

15.5 All appropriate employees of the Council shall be included in a suitable fidelity guarantee insurance which shall cover the maximum risk exposure as determined by the Council.

16 CHARITIES

16.1 Where the Council is sole trustee of a Charitable body the Clerk and RFO shall ensure that separate accounts are kept of the funds held on charitable trusts and separate financial reports made in such form as shall be appropriate, in accordance with Charity Law and legislation, or as determined by the Charity Commission. The Clerk and RFO shall arrange for any Audit or Independent Examination as may be required by Charity Law or any Governing Document.

17 RISK MANAGEMENT

17.1 The Clerk with the RFO shall prepare and promote risk management policy statements in respect of all activities of the Council.

17.2 When considering any new activity the Clerk and RFO shall prepare a draft Risk Management policy for the activity and shall bring a draft addressing the legal and financial liabilities and Risk Management issues that arise to Council for consideration and, if thought appropriate, adoption.

18 REVISION OF FINANCIAL REGULATIONS

18.1 It shall be the duty of the Council to review the Financial Regulations of the Council from time to time.

Highclere Parish Council Electorate 1181

Publication Scheme under the Freedom of Information Act 2000

The purpose of this publication scheme is to be a means by which the council can make a significant amount of information available routinely. The scheme will ensure that the council will publish more information pro-actively and help it to develop a greater culture of openness and transparency. This authority’s key responsibilities are to represent the electorate of its areas, to take action within the legal framework and to provide a leadership focus for the community.

CORE CLASSES OF INFORMATION

1. Council Internal Practice and Procedure

Information	Format in which it is available	Charge for supply
Minutes of council, committee and sub-committee meetings (limited to last 2 years)	Available on Parish Website Or on application to the Clerk for loose leaf ( A4 one sided ) copy	F.O.C Or 20p per sheet plus postage
Procedural standing orders	On application to the Clerk for loose leaf ( A4 one sided ) copy	£5.00 total plus postage
Council’s annual report to parish meeting (Annual Assembly)	Minutes of Annual Assembly are available on the website Or on application to the Clerk for loose leaf ( A4 one sided ) copy	F.O.C. Or 20p per sheet plus postage

2. Code of Conduct

Information	Format in which it is available	Charge for supply
Members’ declaration of acceptance of office	Apply to the monitoring Officer at Basingstoke and Deane Borough Council	Will be advised by BDBC
Members’ register of interests	As above	As above
Register (Declaration) of Members’ interests book	Declaration of interest book is available to view on application to the Clerk	£5.00 for half an hour viewing

3. Periodic Electoral Review

This is information concerning changes to the electoral arrangements for parish councils. It includes recommendations for the creation of new wards, the amendment of existing wars, proposals for the names of new wards and alterations to the number of councillors to be elected to the council.

Information

Format in which it is available

Charge for supply

Information relating to the last Periodic Electoral Review of the council area.

Apply to the Electoral Officer at Basingstoke and Deane Borough Council

Will be advised by BDBC

Information relating to the latest boundary review of the council area

As above

4. Employment Practice and Procedure

Information

Format in which it is available

Charge for supply

Terms and conditions of employment

Or on application to the Clerk for loose leaf ( A4 one sided ) copy

£5.00 total plus postage

Job descriptions

Included with above

included

5. Planning Documents

Information

Format in which it is available

Charge for supply

Responses to planning applications

Recorded in minutes available on the website

Or on application to the Clerk for loose leaf ( A4 one sided ) copy

F.O.C.

20p per sheet plus postage

6. Audit and Accounts

Information	Format in which it is available	Charge for supply
Annual return form - limited to the last financial year	On application to the Clerk for loose leaf ( A4 one sided ) copy	£5.00 total plus postage
Annual statutory report by auditor (internal and external) - limited to the last financial year	Included with above	Included with above
Receipt/payment books, receipt books of all kinds, bank statement from all accounts - limited to the last financial year	Available to view on application to the Clerk	£5.00 for half an hour viewing
Precept request - limited to the last financial year	On application to the Clerk for loose leaf ( A4 one sided ) copy	£2.00 total plus postage
VAT records - limited to the last financial year	On application to the Clerk for loose leaf ( A4 one sided ) copy	£2.00 total plus postage
Financial Standing Orders and regulations	On application to the Clerk for loose leaf ( A4 one sided ) copy	£5.00 total plus postage
Assets register - includes details of commons/village greens owned by the council, including management schemes for commons as well as village halls, community centres and recreation grounds	Highclere Parish Council has none of these assets	Not applicable
Financial risk assessments	Under development	£2.00 total plus postage (when available)

8 Arts, Entertainment & Tourist Information (Relates only to information produced by the Parish Council).

Information

Format in which it is available

Charge for supply

Occasional Celebrations

Via newsletter and website

F.O.C.

9 Allotments

Information

Format in which it is available

Charge for supply

Plans

Highclere Parish Council has no allotments

Not applicable

Standard Tenancy agreements

Highclere Parish Council has no allotments

Not applicable

10 Burial Grounds

Information

Format in which it is available

Charge for supply

Plans

The Cemetery is managed by the P.C.C. application must be made direct

Check directly

General Policies

The Cemetery is managed by the P.C.C. application must be made direct

Check directly

11 Best Value

This information which encompasses the duty owed by a council to the local people, to provide good quality services at an acceptable cost, to continually improve the delivery of public services and to marshal such services across its entire area.

Information

Format in which it is available

Charge for supply

Best Value performance plan

none

Not applicable

Best Value inspection reports

none

Not applicable

PARISH COUNCIL COMMENTARY TO THIS SCHEME

Core Classes of information

7. Code of Conduct - Members Register of interest is the Responsibility of the Borough Council

Optional Classes of information

7. Best Value - Highclere Parish Council adheres to the Spirit of Best Value

EXCLUSIONS

Core Classes of Information

Employment Practice and Procedure

‘Personal records’, i.e. appraisals, employee specific salary details, disciplinary records, sickness records and the like by virtue of being personal data under the Data Protection Act 1998.

Planning Documents

Copies of planning consultations, the Development Plan, Structure Plan, Local Plan and Rights of Way/Footpath maps, all of which are available from the local planning and/or highway authority respectively.

Audit and Accounts

All commercially sensitive information, eg. quotations and tenders, loan documentation and insurance policies. With regard to quotations and tenders, this information is treated as confidential to ensure that the whole tender process is fair, i.e. if tender information is released to a third party prior to the end of the tender period, those who initially submitted tenders could be undercut and/or unfairly disadvantaged.

Optional Classes of Information

Allotments

Individual tenancy agreements and rent payment records under both privacy and data protection laws.

Burial Grounds

All documentation relating to individual applications and registrations under both privacy and data protection laws.

Publication Scheme

Information for Parishioners from Highclere Parish Council

Your Parish Council is striving to make available Parish Council information on written request to people resident in this Parish. In so doing your Council is following the provisions of the Freedom of information Act 2000. This includes what is called a Publication Scheme for Councils. Copies of the Publication Scheme (A4 sheets with a table showing what information is accessible) will be available on request at the monthly Parish Council meetings and will be posted on the village Website (www.highclerevillage.com) as soon as the scheme is approved by the Information Commission.

This is a new initiative and as parishioners are aware, your Parish Council has modest resources. We therefore have to charge for this information, to account for some of the costs of production. Our Publication Scheme will be revised from time to time.

Highclere Parish Council has a policy of accountability to residents and an aim to be as open and transparent in its dealings as possible. We welcome public interest and involvement in our community local government

Parish Clerk

Information	Format in which it is available	Charge for supply
Loan Sanction approvals	Highclere Parish Council has sought no loans	Not applicable
Fees and charges applied by the council	None other than as shown in this document	Not applicable
Safety inspection records	Litter wardens' risk assessment only on application to the Clerk for loose leaf ( A4 one sided ) copy	20p per sheet plus postage
Register/file of members’ allowances	None are paid	Not applicable

Information	Format in which it is available	Charge for supply
Policy statements issued by council	None	Not applicable
Responses made by council to consultation papers	On website as appendix to minutes Or on application to the Clerk for loose leaf ( A4 one sided ) copy	F.O.C Or 20p per sheet plus postage
Analysis of responses received to public consultations by the council	Recorded in minutes available on the website Or on application to the Clerk for loose leaf ( A4 one sided ) copy	F.O.C Or 20p per sheet plus postage
Village appraisal	Undertaken by the Highclere parish Society	Apply direct
Complaints handing procedure	None	Not applicable

Information	Format in which it is available	Charge for supply
For the regulation of a mortuary and post mortem room	Highclere Parish Council has set no Byelaws	Not applicable
For the regulation of a pleasure ground or public space	Highclere Parish Council has set no Byelaws	Not applicable
For the regulation of an open space or burial ground	Highclere Parish Council has set no Byelaws	Not applicable
For the regulation of any baths, swimming pool, bathing place or wash-house	Highclere Parish Council has set no Byelaws	Not applicable
For the regulation of the hiring of pleasure boats in a park or pleasure ground provided by a council	Highclere Parish Council has set no Byelaws	Not applicable
For the control of dogs and dog fouling	Highclere Parish Council has set no Byelaws	Not applicable