Each month we feature a topic or two that comes to our attention through our advice lines and our training courses or indeed when we spot something on council websites. We hope you will find this a useful refresher.
Parish Councils and Cheques
Until 2014, parish councils were required to make all payments by cheques signed by two councillors (LGA 1972, s150(5)). The Legislative Reform (Payments by Parish Councils, Community Councils and Charter Trustees) Order 2014 removed this requirement, providing Councils the opportunity to build efficiency into their financial regulations. This does not mean that Councillors have less accountability and responsibility, it simply enables councils to modernise their payments methods with the introduction of online banking. The NALC model Financial Regulations (2019) provides for such with Regulation 6.4, which can be adapted to suit Council’s agreed resolution on banking arrangements. The model suggests that cheques or orders for payment could be signed by an officer (the Clerk or RFO) and countersigned by a nominated Member – with online banking, many of the high street banks (Barclays included) provide a facility that allows the Clerk to set up payments which are then sent to a Member to complete the payment process.
For Councils who are experiencing problems with cheque processing and wary of the efforts involved in changing banks – it is worth having a conversation with your current bank first.
As an aside, Russell, in his role as your County Officer, is meeting with a representative of the clearing banks next Tuesday to press for improvements in processes for changing bank signatories. He’d welcome hearing about your own experiences if you are able to share them!
Using s137
The power of last resort is a valuable general power available to all councils. We were asked recently if this power could be used to support a prize for Best kept allotment, given that it would be to an individual. The answer is yes.
This prize, whilst awarded to one person, is the output of an initiative that provides a community benefit of making aesthetically pleasing and productive (good health) allotments for all who work and eat from them. Many allotment holders offer their surplus to friends and neighbours, so this benefit spills over the fences of the allotments and into the rest of the parish. For reference, check out para 22.20 on pg229 of the CAB, 11th edition. The expenditure falls under Class 3: improvement of appearance of villages. More information can be found on The Clerk’s Manual 2019, available to purchase direct from the SLCC website.
Things to do in February & March
VAT reclaim – with a focus on year end totals
Consider date for the Annual Parish Meeting (must be between 1 Mar to 1 Jun) – invitations to outside organisations? Covid restrictions may still have an impact. We suggest timing these in the period to 7 May when it is certain these can still be held virtually.
Chase any debts prior to end of year – always good to close the books cleanly with no unpresented cheques.
Focus on tidying up your accounts – ready for year end 31 March.
Firm up arrangements to pass documents to your Internal Auditor. (Have a letter of appointment in place?)
Expect your email from PKF Littlejohn. Their website provides good information and will have this year’s forms shortly.
Some upcoming courses – book your place
Our associate tutor, Pauline James, is a local Clerk with significant experience and a passion for council finances. She has also been an Internal Auditor for several small to medium sized councils across the county. Her focus is on supporting newer clerks as they navigate the waters of year end books and AGAR completions. Here are just a few of her upcoming courses:
Preparing the file for the Internal Auditor. Tuesday, 2 March, 2:30pm - 4pm
Preparing the AGAR. Thursday 11 March, 2:30pm - 4pm
Don’t forget you can also book your place on Steve Parkinson courses too and he has added several new courses for year-end & audits – particularly good for medium and larger councils.
Last call for bookings – just one or two places left on these popular courses
Administering exclusive rights of burial with Alan Fairchild. An opportunity to focus on your burial administration, ideal for new clerks but a great opportunity to refresh and update. 8 February, 11am
Chairmanship skills with Rosemary Cochrane. Calling prospective Chairman, get ahead of the game and be ready for May elections. Two-part course – 2 and 9 March, 9.30am
Introduction to Neighbourhood planning with Rachel Leggett. Get to grips with how you will start your plan. Tuesday, 2 March, 7pm
Managing burial ground memorials with Alan Fairchild. We may not be able to do an on-site practical, but this is the next best thing. Wednesday, 10 March, 10am
Don’t forget our twice a month online Café Clusters - 1st and 3rd Wednesday of every month, 2pm. Each month, we have a special guest on one date and a free-flow session on the other. Free and only open to Clerks – book your place on any or all of these events. February – our focus is on your well-being with Nicki Williamson.
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