Financial Regulations 2019

SEALE AND SANDS PARISH COUNCIL
FINANCIAL REGULATIONS 2019 FOR ENGLAND
Adopted by this Council - November 2020 Page 41 Reference 1.5

Contents
1. General ...............................................................................................................................................2
2. Accounting and audit (internal and external)...................................................................................5
3. Annual estimates (budget) and forward planning............................................................................6
4. Budgetary control and authority to spend........................................................................................6
5. Banking arrangements and authorisation of payments...................................................................8
6. Instructions for the making of payments..........................................................................................9
7. Payment of salaries..........................................................................................................................12
8. Loans and investments.....................................................................................................................13
9. Income ..............................................................................................................................................13
10. Orders for work, goods and services.............................................................................................14
11. Contracts.........................................................................................................................................15
12. Assets, properties and estates.......................................................................................................17
13. Insurance ........................................................................................................................................18
14. Charities..........................................................................................................................................18
15. Risk management...........................................................................................................................18
16. Suspension and revision of Financial Regulations ........................................................................19

1. General
1.1. These financial regulations govern the conduct of financial management by the council and may only be amended or varied by resolution of the council. Financial regulations are
one of the council’s three governing policy documents providing procedural guidance for members and officers. Financial regulations must be observed in conjunction with the council’s standing orders1 and any individual financial regulations relating to contracts.

1.2. The council is responsible in law for ensuring that its financial management is adequate and effective, and that the council has a sound system of internal control which facilitates the effective exercise of the council’s functions, including arrangements for the management of risk.

1.3. The council’s accounting control systems must include measures:
• for the timely production of accounts;
• that provide for the safe and efficient safeguarding of public money;
• to prevent and detect inaccuracy and fraud; and
• identifying the duties of officers.

1.4. These financial regulations demonstrate how the council meets these responsibilities and requirements.

1.5. At least once a year, prior to approving the Annual Governance Statement, the council must review the effectiveness of its system of internal control which shall be in accordance with proper practices.

1.6. Deliberate or wilful breach of these Regulations by an employee may give rise to disciplinary proceedings.

1.7. Members of council are expected to follow the instructions within these Regulations and not to entice employees to breach them. Failure to follow instructions within these Regulations brings the office of councillor into disrepute.

1.8. The Responsible Financial Officer (RFO) holds a statutory office to be appointed by the council. [The Clerk has been appointed as RFO for this council and these regulations will apply accordingly.]

1.9. The RFO;
• acts under the policy direction of the council;
• administers the council's financial affairs in accordance with all Acts, Regulations, and proper practices;
• determines on behalf of the council its accounting records and accounting control systems;
• ensures the accounting control systems are observed;
• maintains the accounting records of the council up to date in accordance with proper practices;
• assists the council to secure economy, efficiency, and effectiveness in the use of its resources; and
• produces financial management information as required by the council.

1.10. The accounting records determined by the RFO shall be sufficient to show and explain the council’s transactions and to enable the RFO to ensure that any income and expenditure account and statement of balances, or record of receipts and payments and additional information, as the case may be, or management information prepared for the council from time to time comply with the Accounts and Audit Regulations.

1.11. The accounting records determined by the RFO shall in particular contain:
• entries from day to day of all sums of money received and expended by the council and the matters to which the income and expenditure or receipts and payments account relate;
• a record of the assets and liabilities of the council; and
• wherever relevant, a record of the council’s income and expenditure in relation to claims made, or to be made, for any contribution, grant, or subsidy.

1.12. The accounting control systems determined by the RFO shall include:
• procedures to ensure that the financial transactions of the council are recorded as soon as reasonably practicable and as accurately and reasonably as possible;
• procedures to enable the prevention and detection of inaccuracies and fraud and the ability to reconstruct any lost records;
• identification of the duties of officers dealing with financial transactions and division of responsibilities of those officers in relation to significant transactions;
• procedures to ensure that uncollectable amounts, including any bad debts are not submitted to the council for approval to be written off except with the approval of the RFO and that the approvals are shown in the accounting records; and
• measures to ensure that risk is properly managed.

1.13. The council is not empowered by these Regulations or otherwise to delegate certain specified decisions. In particular any decision regarding:
• setting the final budget or the precept (council tax requirement);
• approving accounting statements;
• approving an annual governance statement;
• borrowing;
• writing off bad debts;
• declaring eligibility for the General Power of Competence; and
• addressing recommendations in any report from the internal or external auditors, shall be a matter for the full council only.

1.14. In addition, the council must:
• determine and keep under regular review the bank mandate for all council bank accounts;
• approve any grant or a single commitment in excess of £5,000
• in respect of the annual salary for any employee have regard to recommendations about annual salaries of employees made by the relevant committee in accordance with its terms of reference.

1.15. In these financial regulations, references to the Accounts and Audit Regulations or ‘the regulations’ shall mean the regulations issued under the provisions of section 27 of the Audit Commission Act 1998, or any superseding legislation, and then in force unless otherwise specified. In these financial regulations the term ‘proper practice’ or ‘proper practices’ shall refer to guidance issued in Governance and Accountability for Local Councils - a Practitioners’ Guide (England) issued by the Joint Practitioners Advisory Group (JPAG), available from the
websites of NALC and the Society for Local Council Clerks (SLCC).

2. Accounting and audit (internal and external)
2.1. All accounting procedures and financial records of the council shall be determined by the RFO in accordance with the Accounts and Audit Regulations, appropriate guidance and proper practices.
2.2. The RFO shall complete the annual statement of accounts, annual report, and any related documents of the council contained in the Annual Return (as specified in proper practices) as soon as practicable after the end of the financial year and having certified the accounts shall submit them and report thereon to the council within the timescales set by the Accounts and Audit Regulations.
2.3. The council shall ensure that there is an adequate and effective system of internal audit of its accounting records, and of its system of internal control in accordance with proper practices. Any officer or member of the council shall make available such documents and records as appear to the council to be necessary for the purpose of the audit and shall, as directed by the council, supply the RFO, internal auditor, or external auditor with such information and explanation as the council considers necessary for that purpose.
2.4. The internal auditor shall be appointed by and shall carry out the work in relation to internal controls required by the council in accordance with proper practices.
2.5. The internal auditor shall:
• be competent and independent of the financial operations of the council;
• report to council in writing, or in person, on a regular basis with a minimum of one annual written report during each financial year;
• to demonstrate competence, objectivity and independence, be free from any actual or perceived conflicts of interest, including those arising from family relationships; and
• has no involvement in the financial decision making, management or control of the council
2.6. Internal or external auditors may not under any circumstances:
• perform any operational duties for the council;
• initiate or approve accounting transactions; or
• direct the activities of any council employee, except to the extent that such employees have been appropriately assigned to assist the internal auditor.
2.7. For the avoidance of doubt, in relation to internal audit the terms ‘independent’ and ‘independence’ shall have the same meaning as is described in proper practices.
2.8. The RFO shall make arrangements for the exercise of electors’ rights in relation to the accounts including the opportunity to inspect the accounts, books, and vouchers and display or publish any notices and statements of account required by Audit Commission Act 1998, or any superseding legislation, and the Accounts and Audit Regulations.
2.9. The RFO shall, without undue delay, bring to the attention of all councillors any correspondence or report from internal or external auditors.
3. Annual estimates (budget) and forward planning
3.1. The RFO must each year, by no later than December, prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the
following financial year in the form of a budget to be considered by the council.
3.2. The council shall fix the precept (council tax requirement), and relevant basic amount of council tax to be levied for the ensuing financial year not later than by the end of January
each year. The RFO shall issue the precept to the billing authority and shall supply each member with a copy of the approved annual budget.
3.3. The approved annual budget shall form the basis of financial control for the ensuing year.
4. Budgetary control and authority to spend
4.1. Expenditure on revenue items may be authorised up to the amounts included for that class of expenditure in the approved budget. This authority is to be determined by:
• the council for all items over 5,000
• the Clerk, in conjunction with Chairman of Council or Chairman of the appropriate committee, for any items below [£500]. Such authority is to be evidenced by a minute or by an authorisation slip duly signed by the Clerk, and where necessary also by the appropriate Chairman.

Contracts may not be disaggregated to avoid controls imposed by these regulations.
4.2. No expenditure may be authorised that will exceed the amount provided in the revenue budget for that class of expenditure other than by resolution of the council. During the
budget year and with the approval of council having considered fully the implications for public services, unspent and available amounts may be moved to other budget headings or to an earmarked reserve as appropriate (‘virement’).
4.3. Unspent provisions in the revenue or capital budgets for completed projects shall not
be carried forward to a subsequent year.
4.4. The salary budgets are to be reviewed at least annually in May for the following
financial year and such review shall be evidenced by a hard copy schedule signed by the
Clerk and the Chairman of Council or relevant committee. The RFO will inform committees
of any changes impacting on their budget requirement for the coming year in good time.
4.5. In cases of extreme risk to the delivery of council services, the clerk may authorise
revenue expenditure on behalf of the council which in the clerk’s judgement it is necessary
to carry out. Such expenditure includes repair, replacement or other work, whether or not
there is any budgetary provision for the expenditure, subject to a limit of £500. The Clerk
shall report such action to the chairman as soon as possible and to the council as soon as
practicable thereafter.
4.6. No expenditure shall be authorised 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 and the requisite borrowing approval has been
obtained.
4.7. All capital works shall be administered in accordance with the council's standing orders
and financial regulations relating to contracts.
4.8. 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 to the appropriate
date against that planned as shown in the budget. These statements are to be prepared at
least at the end of each financial quarter and shall show explanations of material variances.
For this purpose, “material” shall be in excess of £500 or 15% of the budget.
4.9. Changes in earmarked reserves shall be approved by council as part of the budgetary
control process.
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5. Banking arrangements and authorisation of payments
5.1. The council's banking arrangements, including the bank mandate, shall be made by the
RFO and approved by the council; banking arrangements may not be delegated to a
committee. They shall be regularly reviewed for safety and efficiency.
5.2. The RFO shall prepare a schedule of payments requiring authorisation, forming part of
the Agenda for the Meeting and, together with the relevant invoices, present the schedule
to council. The council shall review the schedule for compliance and, having satisfied itself
shall authorise payment by a resolution of the council. The approved schedule shall be ruled
off and initialled by the Chairman of the Meeting. A detailed list of all payments shall be
disclosed within or as an attachment to the minutes of the meeting at which payment was
authorised. Personal payments (including salaries, wages, expenses and any payment made
in relation to the termination of a contract of employment) may be summarised to remove
public access to any personal information.
5.3. All invoices for payment shall be examined, verified and certified by the RFO to confirm
that the work, goods or services to which each invoice relates has been received, carried
out, examined and represents expenditure previously approved by the council.
5.4. The RFO shall examine invoices for arithmetical accuracy and analyse them to the
appropriate expenditure heading. The RFO shall take all steps to pay all invoices submitted,
and which are in order, at the next available council meeting.
5.5. The Clerk and RFO shall have delegated authority to authorise the payment of items
only in the following circumstances:
a) 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, provided that a list of such payments shall
be submitted to the next appropriate meeting of council.
b) An expenditure item authorised under 5.6 below (continuing contracts and
obligations) provided that a list of such payments shall be submitted to the next
appropriate meeting of council or
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c) fund transfers within the councils banking arrangements up to the sum of
£10,000, provided that a list of such payments shall be submitted to the next
appropriate meeting of council.
5.6. For each financial year the Clerk and RFO shall draw up a list of due payments which
arise on a regular basis as the result of a continuing contract, statutory duty, or obligation
(such as but not exclusively) Salaries, PAYE and NI, Superannuation Fund and regular
maintenance contracts and the like for which council may authorise payment for the year
provided that the requirements of regulation 4.1 (Budgetary Controls) are adhered to,
provided also that a list of such payments shall be submitted to the next appropriate
meeting of council.
5.7. A record of regular payments made under 5.6 above shall be drawn up and be signed by
two members on each and every occasion when payment is authorised - thus controlling the
risk of duplicated payments being authorised and / or made.
5.8. In respect of grants, they shall be approved as per the other procedures in place.
5.9. Members are subject to the Code of Conduct that has been adopted by the council and
shall comply with the Code and Standing Orders when a decision to authorise or instruct
payment is made in respect of a matter in which they have a disclosable pecuniary or other
interest, unless a dispensation has been granted.
5.10. The council will aim to rotate the duties of members in these Regulations so that
onerous duties are shared out as evenly as possible over time.
5.11. Any changes in the recorded details of suppliers, such as bank account records, shall
be approved in writing by a Member.
6. Instructions for the making of payments
6.1. The council will make safe and efficient arrangements for the making of its payments.
6.2. Following authorisation under Financial Regulation 5 above, the council, or if so
delegated, the Clerk or RFO shall give instruction that a payment shall be made.
6.3. All payments shall be affected by cheque, bank transfer or other instructions to the
council's bankers, or otherwise, in accordance with a resolution of council.
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6.4. Cheques, bank transfers or orders for payment drawn on the bank account in
accordance with the schedule as presented to council or committee shall be signed by two
members of council and countersigned by the Clerk, in accordance with a resolution
instructing that payment. A member who is a bank signatory, having a connection by virtue
of family or business relationships with the beneficiary of a payment, should not, under
normal circumstances, be a signatory to the payment in question.
6.5. Cheques, bank transfers or orders for payment shall not normally be presented for
signature other than at a council or committee meeting (including immediately before or
after such a meeting). Any signatures obtained away from such meetings shall be reported
to the council at the next convenient meeting.
6.6. If thought appropriate by the council, payment for utility supplies (energy, telephone
and water) and any National Non-Domestic Rates may be made by variable direct debit
provided that the instructions are signed by two members and any payments are reported
to council as made. The approval of the use of a variable direct debit shall be renewed by
resolution of the council at least every two years.
6.7. If thought appropriate by the council, payment for certain items (principally salaries)
may be made by banker’s standing order provided that the instructions are signed, or
otherwise evidenced by two members are retained and any payments are reported to
council as made. The approval of the use of a banker’s standing order shall be renewed by
resolution of the council at least every two years.
6.8. If thought appropriate by the council, payment for certain items may be made by BACS
or CHAPS methods provided that the instructions for each payment are signed, or otherwise
evidenced, by two authorised bank signatories, are retained and any payments are reported
to council as made. The approval of the use of BACS or CHAPS shall be renewed by
resolution of the council at least every two years.
6.9. If thought appropriate by the council payment for certain items may be made by
internet banking transfer provided evidence is retained showing which members approved
the payment.
6.10. Where a computer requires use of a personal identification number (PIN) or other
passwords, for access to the council’s records on that computer, a note shall be made of the
PIN and Passwords and shall be handed to and retained by the Chairman of Council in a
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sealed dated envelope. This will not be required for a member’s personal computer used
only for remote authorisation of bank payments.
6.11. No employee or councillor shall disclose any PIN or password, relevant to the working
of the council or its bank accounts, to any person not authorised in writing by the council or
a duly delegated committee.
6.12. Regular back-up copies of the records on any computer shall be made and shall be
stored securely away from the computer in question, and preferably off site.
6.13. The council, and any members using computers for the council’s financial business,
shall ensure that anti-virus, anti-spyware and firewall software with automatic updates,
together with a high level of security, is used.
6.14. Where internet banking arrangements are made with any bank, the Clerk [RFO] shall
be appointed as the Service Administrator. The bank mandate approved by the council shall
identify a number of councillors who will be authorised to approve transactions on those
accounts. The bank mandate will state clearly the amounts of payments that can be
instructed by the use of the Service Administrator alone, or by the Service Administrator
with a stated number of approvals.
6.15. Access to any internet banking accounts will be directly to the access page (which may
be saved under “favourites”), and not through a search engine or e-mail link. Remembered
or saved passwords facilities must not be used on any computer used for council banking
work. Breach of this Regulation will be treated as a very serious matter under these
regulations.
6.16. Changes to account details for suppliers, which are used for internet banking may only
be changed on written hard copy notification by the supplier and supported by hard copy
authority for change.
6.17. Any Debit Card issued for use will be specifically restricted to the Clerk [and the RFO]
and will also be restricted to a single transaction maximum value of £500 unless authorised
by council or finance committee in writing before any order is placed.
6.18. 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.
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7. Payment of salaries
7.1. As an employer, the council shall make arrangements to meet fully the statutory
requirements placed on all employers by PAYE and National Insurance legislation. The
payment of all salaries shall be made in accordance with payroll records and the rules of
PAYE and National Insurance currently operating, and salary rates shall be as agreed by
council, or duly delegated committee.
7.2. Payment of salaries and payment of deductions from salary such as may be required to
be made for tax, national insurance and pension contributions, or similar statutory or
discretionary deductions must be made in accordance with the payroll records and on the
appropriate dates stipulated in employment contracts, provided that each payment is
reported to the next available council meeting, as set out in these regulations above.
7.3. No changes shall be made to any employee’s pay, emoluments, or terms and conditions
of employment without the prior consent of the council.
7.4. Each and every payment to employees of net salary and to the appropriate creditor of
the statutory and discretionary deductions shall be recorded in a separate confidential
record (confidential cash book). This confidential record is not open to inspection or review
(under the Freedom of Information Act 2000 or otherwise) other than:
a) by any councillor who can demonstrate a need to know;
b) by the internal auditor;
c) by the external auditor; or
d) by any person authorised under Audit Commission Act 1998, or any superseding
legislation.
7.5. The total of such payments in each calendar month shall be reported with all other
payments as made as may be required under these Financial Regulations, to ensure that
only payments due for the period have actually been paid.
7.6. An effective system of personal performance management should be maintained for
the senior officers.
7.7. Any termination payments shall be supported by a clear business case and reported to
the council. Termination payments shall only be authorised by council.
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7.8. Before employing interim staff, the council must consider a full business case.
8. Loans and investments
8.1. All borrowings shall be affected 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. The application for borrowing approval, and subsequent
arrangements for the loan shall only be approved by full council.
8.2. Any financial arrangement which does not require formal borrowing approval from the
Secretary of State/Welsh Assembly Government (such as Hire Purchase or Leasing of
tangible assets) shall be subject to approval by the full council. In each case a report in
writing shall be provided to council in respect of value for money for the proposed
transaction.
8.3. The council will arrange with the council’s banks and investment providers for the
sending of a copy of each statement of account to the Chairman of the council at the same
time as one is issued to the Clerk or RFO.
8.4. 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.
8.5. The council shall consider the need for an Investment Strategy and Policy which, if
drawn up, shall be in accordance with relevant regulations, proper practices and guidance.
Any Strategy and Policy shall be reviewed by the council at least annually.
8.6. All investments of money under the control of the council shall be in the name of the
council.
8.7. All investment certificates and other documents relating thereto shall be retained in the
custody of the RFO.
8.8. Payments in respect of short term or long-term investments, including transfers
between bank accounts held in the same bank, or branch, shall be made in accordance with
Regulation 5 (Authorisation of payments) and Regulation 6 (Instructions for payments).
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.
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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 at least 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, letter or e-mail 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 at all times. An
officer issuing an official order shall ensure as far as reasonable and practicable that the best
available terms are obtained in respect of each transaction, usually by obtaining three or
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more quotations or estimates from appropriate suppliers, subject to any de minimis
provisions in Regulation 11.1 below.
10.4. A member may not issue an official order or make any contract on behalf of the
council.
10.5. 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 this regulation need
not apply to contracts which relate to items (i) to (vi) below:
i. for the supply of gas, electricity, water, sewerage and telephone services;
ii. for specialist services such as are provided by legal professionals acting in
disputes;
iii. 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 £500 (in excess of this sum the Clerk and RFO shall act after consultation
with the Chairman and Vice Chairman of council); and
vi. for goods or materials proposed to be purchased which are proprietary
articles and / or are only sold at a fixed price.
b) Where the council intends to procure or award a public supply contract, public
service contract or public works contract as defined by The Public Contracts
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Regulations 2015 (“the Regulations”) which is valued at £25,000 or more, the council
shall comply with the relevant requirements of the Regulations2
.
c) The full requirements of The Regulations, as applicable, shall be followed in
respect of the tendering and award of a public supply contract, public service
contract or public works contract which exceed thresholds in The Regulations set by
the Public Contracts Directive 2014/24/EU (which may change from time to time)3
.
d) 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.
e) 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) Any invitation to tender issued under this regulation shall be subject to Standing
Orders 4
[Approved 23.11.20] and shall refer to the terms of the Bribery Act 2010.
h) When it is to enter into a contract of less than £25,000 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 £3,000 and above £100 the Clerk or RFO
shall strive to obtain 3 estimates. Otherwise, Regulation 10.3 above shall apply.
2 The Regulations require councils to use the Contracts Finder website to advertise contract opportunities, set out the
procedures to be followed in awarding new contracts and to publicise the award of new contracts
3 Thresholds currently applicable are:
a) For public supply and public service contracts (£181,302)
b) For public works contracts (£4,551,413)
4 Based on NALC’s Model Standing Order 18d ©NALC 2018
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i) The council shall not be obliged to accept the lowest or any tender, quote or
estimate.
j) Should it occur that the council, or duly delegated committee, does not accept any
tender, quote or estimate, the work is not allocated and the council requires further
pricing, provided that the specification does not change, no person shall be
permitted to submit a later tender, estimate or quote who was present when the
original decision-making process was being undertaken.
12. Assets, properties and estates
12.1. The Clerk shall make appropriate arrangements for the custody of all title deeds and
Land Registry Certificates of properties held by the council. The RFO shall ensure a record is
maintained of all properties held 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 Accounts and Audit Regulations.
12.2. No tangible moveable property shall be purchased or otherwise acquired, 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 £500.
12.3. No real property (interests in land) shall be sold, leased or otherwise disposed of
without the authority of the council, together with any other consents required by law. In
each case a report in writing shall be provided to council in respect of valuation and
surveyed condition of the property (including matters such as planning permissions and
covenants) together with a proper business case (including an adequate level of
consultation with the electorate).
12.4. No real property (interests in land) shall be purchased or acquired without the
authority of the full council. In each case a report in writing shall be provided to council in
respect of valuation and surveyed condition of the property (including matters such as
planning permissions and covenants) together with a proper business case (including an
adequate level of consultation with the electorate).
12.5. Subject only to the limit set in Regulation 14.2 above, no tangible moveable property
shall be purchased or acquired without the authority of the full council. In each case a
report in writing shall be provided to council with a full business case.
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12.6. The RFO shall ensure that an appropriate and accurate Register of Assets and
Investments is kept up to date. The continued existence of tangible assets shown in the
Register shall be verified at least annually, possibly in conjunction with a health and safety
inspection of assets.
13. Insurance
13.1. Following the annual risk assessment (per Regulation 17), the RFO or Clerk shall effect
all insurances and negotiate all claims on the council's insurers.
13.2. 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.
13.3. The RFO shall keep a record of all insurances effected by the council and the property
and risks covered thereby and annually review it.
13.4. 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.
13.5. All appropriate members and employees of the council shall be included in a suitable
form of security or fidelity guarantee insurance which shall cover the maximum risk
exposure as determined [annually] by the council, or duly delegated committee.
14. Charities
14.1. Where the council is sole managing 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.
15. Risk management
15.1. The council is responsible for putting in place arrangements for the management of
risk. The Clerk [with the RFO] shall prepare, for approval by the council, risk management
policy statements in respect of all activities of the council. Risk policy statements and
consequential risk management arrangements shall be reviewed by the council at least
annually.
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15.2. When considering any new activity, the Clerk [with the RFO] shall prepare a draft risk
assessment including risk management proposals for consideration and adoption by the
council.
16. Suspension and revision of Financial Regulations
16.1. It shall be the duty of the council to review the Financial Regulations of the council
from time to time. The Clerk shall make arrangements to monitor changes in legislation or
proper practices and shall advise the council of any requirement for a consequential
amendment to these Financial Regulations.
16.2. The council may, by resolution of the council duly notified prior to the relevant
meeting of council, suspend any part of these Financial Regulations provided that reasons
for the suspension are recorded and that an assessment of the risks arising has been drawn
up and presented in advance to all members of council.
The Model Financial Regulations templates were produced by the National Association of
Local Councils (NALC) in July 2019 for the purpose of its member councils and county
associations. Every effort has been made to ensure that the contents of this document are
correct at time of publication. NALC cannot accept responsibility for errors, omissions and
changes to information subsequent to publication.