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Hertford Town Council Internal Audit Report

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AGENDA OF THE FINANCE, POLICY & ADMINISTRATION COMMITTEE MEETING TO BE HELD ON TUESDAY 7 JANUARY 2019 AT 7.30 PM IN THE ROBING ROOM, THE CASTLE, HERTFORD 1. RECORDING OF MEETING To establish if any person present would wish to record the meeting. 2. APOLOGIES FOR ABSENCE To receive apologies for absence 3. DECLARATIONS OF INTEREST To receive declarations of interest 4. THE MINUTES To confirm as correct the Minutes of the meeting held on 15 October 2018 and to authorise the Chairman to sign the same. 5. ACTION SHEET To note the Action Sheet - PAPER A page 5 6. QUESTIONS AND/OR STATEMENTS FROM MEMBERS OF THE PUBLIC Members of the public may speak about specific items on this agenda which contain a recommendation, provided they have advised the Town Clerk of their wish to speak no later than midday on the Friday before the meeting (or midday of the last working day of the week before the meeting). A list giving details of the name(s) and relevant agenda item(s) will be circulated to Councillors before the meeting commences. 7. COMMUNITY GRANT – YOUNG LIFE To consider the application received for an award from the Community Grant fund. – PAPER B page 7 8. COMMUNITY GRANT – HERTFORD CHORAL SOCIETY To consider the application received for an award from the Community Grant fund. – PAPER C page 9 1 9. COMMUNITY GRANT – CHIPS To consider the application received for an award from the Community Grant fund. – PAPER D page 11 10. COMMUNITY GRANT – ROTARY CLUB OF HERTFORD To consider the application received for an award from the Community Grant fund. – PAPER E page 13 11. COMMUNITY GRANT – HERTFORD ST ANDREW C OF PRIMARY SCHOOL To consider the application received for an award from the Community Grant fund. – PAPER F page 15 12. COMMUNITY GRANT – HERTFORDSHIRE FESTIVAL OF MUSIC To consider the application received for an award from the Community Grant fund. – PAPER G page 17 13. NEW HOMES BONUS GRANT FUND APPLICATIONS To consider the following application under the NHB Grant Fund. a) Future Living Hertford b) Groundwork East c) Simon Balle All- through School d) Isabel Hospice e) The Secret Space PAPER H page 19 14. PERSONNEL SUB COMMITTEE To receive the draft minutes of the Personnel Sub Committee Meeting held on 12 November 2018 - PAPER I page 21 15. REVIEW OF CONSTITUTION To review the following documents within the Constitution a) 1.1 Intro page 25 b) 1.2 Residents and the Council page 30 c) 1.3 Powers and Functions page 33 2 d) 1.4 Town Clerk and other Mangers page 36 e) 1.5 Council’s Assets page 39 16. OBJECTIVES 2016-19 To note the progress on the Objectives 2016-19 – PAPER J page 45 17. FINANCE (a) Bank Reconciliations To receive the bank reconciliation summaries for October 2018 - PAPER K (As agreed at the meeting of this Committee on 16 th February 2009, summary sheets only are provided. Bank Statements can be viewed in the Castle at any time) page 51 (b) Payment Schedules To receive the cheque payment schedules from September to November 2018 including schedules for payments over £500 – PAPER L page 61 (c) Past due debtors To note there are no debtors over 90 days (d) Non Cheque Payments To receive a schedule of Direct Debit and BAC’s payments made between October and November 2018. - PAPER M page 63 (e) Internal Audit Report To receive the interim internal audit report. PAPER N page 89 (f) First Half Income and Expenditure 2018/19 To receive a report on the first half income and expenditure for 2018/19 - PAPER O page 97 (g) Draft Budget 2019/20 To consider the draft budget for 2019/20 - PAPER P page 123 3 This page is intentionally blank 4 PAPER A ACTION LIST FROM FINANCE, ADMINISTRATION AND POLICY COMMITTEE MEETING –15 OCTOBER 2018 ACTION BY DUE DATE STATUS AS AT December 2018 FINANCE Client Deposit Account – To open TC/MB Action completed Future finance reports to include graphs highlighting direction of MB 15 October 18 Included in Agenda item 7 travel Budget reports, to be created using an average of the last three Budget reporting has been amended. years income with a view meeting all budgets within 20% PREMISES OTHER Ashley Webb Shelter Refurbishment and future Maintenance of JW No reply received. Castle Grounds – The Clerk has written to EHC to formally request to take over the ownership and maintenance of the grounds Development of a riverside walkway JW Discussion has started under the HUDS working party. Maidenhead Street Update to be provided to next meeting, with JW 15 October 18 Paper on progress of the scheme was considered by a breakdown of the finances for the project. Development and Leisure Committee in October 2018. Detailed financial information not yet available. 5 Museum – To obtain information re fundraising plans and to JW 15 October 18 Agenda item 14 bring forward the start date of fundraising. Council Rep on Museum Trust be invited to attend meeting 15 October 18 Review of appointment of Data Protection Officer after 6 months JW 15 October 18 The Council has not appointed a Data Protection Officer. However an independent expert is auditing the Council’s GDPR polices and approach. Response/recommendations expected during January 2019. Ref:FinAdmin/ActList/1 This page is intentionally blank 6 PAPER B REPORT TO A MEETING OF THE FINANCE POLICY AND ADMINISTRATION COMMITTEE – 7 JANUARY 2019 AGENDA ITEM 7– COMMUNITY GRANT APPLICATION – YOUNG LIFE 1. PURPOSE OF THE REPORT To present to Committee the applications received for awards from the Community Grant fund. 2. BACKGROUND The Council has a provision for funding Community Grants which qualifies as expenditure under the General Power of Competence, as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, adopted by the Council on 8 July 2013. There is a budget of £16,000 for Community Grants in 2018/19 with an additional £3799 rol led forward from 2017/18. The Committee is asked to decide: · whether or not to approve individual application; · the amount of any grant so approved; and · Any conditions that will be attached to the grant awarded. Under paragraph 4.3 of the Grants policy, normally grant applications from organisations will only be considered when accompanied by at least one of the following: a. Audited accounts. b. Accounts that have been subjected to independent inspection as required by the Charities Act or, where the organisation is newly formed, a case for funding including supporting evidence of fund raising efforts. 3 GRANT APPLICATION – YOUNG LIFE An application for £1200 towards the cost of maintaining a minibus in order to continue to work with teenagers, is attached in the Appendices bundle. 4. RECOMMENDATIONS It is recommended that: a) The Committee notes the report. b) The Committee considers the level of grant, if any, it would wish to make in this case. 7 PAPER B Report by Monika Duong – Interim Civic Administration Manager 8 PAPER C REPORT TO A MEETING OF THE FINANCE POLICY AND ADMINISTRATION COMMITTEE – 7 JANUARY AGENDA ITEM 8– COMMUNITY GRANT APPLICATION – HERTFORD CHORAL SOCIETY 1. PURPOSE OF THE REPORT To present to Committee the applications received for awards from the Community Grant fund. 2. BACKGROUND The Council has a provision for funding Community Grants which qualifies as expenditure under the General Power of Competence, as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, adopted by the Council on 8 July 2013. There is a budget of £16,000 for Community Grants in 2018/19 with an additional £3799 ro lled forward from 2017/18. The Committee is asked to decide: · whether or not to approve individual application; · the amount of any grant so approved; and · Any conditions that will be attached to the grant awarded. Under paragraph 4.3 of the Grants policy, normally grant applications from organisations will only be considered when accompanied by at least one of the following: a. Audited accounts. b. Accounts that have been subjected to independent inspection as required by the Charities Act or, where the organisation is newly formed, a case for funding including supporting evidence of fund raising efforts. 3 GRANT APPLICATION – HERTFORD CHORAL SOCIETY An application for £900 towards the cost of running an event which will benefit non-member individuals in Hertford and the surrounding areas, is attached in the Appendices bundle 4. RECOMMENDATIONS It is recommended that: a) The Committee notes the report. 9 PAPER C b) The Committee considers the level of grant, if any, it would wish to make in this case. Report by Monika Duong – Interim Civic Administration Manager 10 PAPER D REPORT TO A MEETING OF THE FINANCE POLICY AND ADMINISTRATION COMMITTEE – 7 JANUARY 2019 AGENDA ITEM 9 – COMMUNITY GRANT APPLICATION – CHIPS 1. PURPOSE OF THE REPORT To present to Committee the applications received for awards from the Community Grant fund. 2. BACKGROUND The Council has a provision for funding Community Grants which qualifies as expenditure under the General Power of Competence, as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, adopted by the Council on 8 July 2013. There is a budget of £16,000 for Community Grants in 2018/19 with an additional £3799 ro lled forward from 2017/18. The Committee is asked to decide: · whether or not to approve individual application; · the amount of any grant so approved; and · Any conditions that will be attached to the grant awarded.
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