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Finance Committee Meeting Minutes 23rd June 2011

Minutes of a Meeting of Amble Town Council Finance Committee held on Thursday, 23rd JUNE 2011 at 6.30pm in The Council Office, The Quayside, Amble.

 

1. PRESENT: Councillors Mrs Lewis (Chairman), Arckless, Bilboe and Weir; together with the Clerk- Miss E Brown.

 

2. ACCEPTANCE OF DECLARATIONS OF INTEREST: Cllr Arckless declared an interest in agenda item 7.1, being a member of the management board.

 

Cllr Mrs Lewis reminded the Committee Terms of Reference and other financial policies would need to be added to the agenda at the next meeting.

 

3. APOLOGIES: Cllr Hinson – holidays.  His apologies were accepted by Councillor Mrs Lewis, seconded by Councillor Bilboe and agreed.

 

4. RFO’s REPORT:

4.1: NCC Business rates department notified of additional office space.  They will inform valuation office to merge both accounts and check if small business rate relief still applies.

 

5. COMMUNICATIONS:

5.1: HMRC income tax overpayment of £64.03

5.2: Amble Christmas Light order acknowledgment to the value of £510 (incl £85.00 VAT).

 

6.ACCOUNTS PAYABLE & RECEIPTS:

6.1: The following cheques were signed in advance of the June meeting having been approved at the May meeting.

TC0301 102407 Northumberland Theatre Comp Donation – S137

£100.00

6.2: The following cheques had been signed out of Meeting because of the urgency of the matter and retrospective approval was given on the proposal of Cllr Bilboe, seconded by Cllr Arckless and agreed.

CM0301 102406 Premier Design and Print Burial deed books

£135.60

TC0302 102408 Amble Town Council Petty cash

£41.52

CM0302 102409 Fir Tree Nursery Planting – West Cemetery

£304.28

TC0303 102410 Currys Digital Camera

£94.97

TC0304 102411 Safechem Ltd Toilet rolls, handtowels soap

£117.84

6.3: The following payments have been made/ received using petty cash.

Payment to/from Reason Amount

Balance

£3.78

PC0301 Amble Town Council Petty cash +£46.22

£50.00

PC0302 Post Office Postage -£41.52

£8.48

PC0303 Amble Town Council Petty Cash +£41.52

£50.00

PC0304 T Mobile Phone Credit -£20.00

£30.00

PC0305 T Mobile Phone Credit -£10.00

£20.00

6.4: The accounts for the month were presented and proposed for approval by Cllr Bilboe seconded by Cllr Mrs Lewis and agreed.

TOWN COUNCIL

TC0305 102412 Furniture @ Work Ltd Meeting chairs inc delivery

£418.32

TC0306 102412 Furniture @ Work Office furniture

£698.40

TC0307 102413 Davy Buddle Erecting furniture

£200.00

TC0308 102414 SLCC Subscription

£168.00

TC0309 102415 Amble Development Trust News page

£180.00

TC0310 102416 HMRC Tax & NI

?????

TC0311 102421 Hilton Thomas Garden Awards

£256.00

TC0312 102422 Ken’s Auto Parts Yale keys

£30.00

TC0313 102423 Sportsworld (NE) Ltd Good citizen awards

£73.95

TC0314 102424 Northumberland County Council Replacement dog bin

£56.00

TC0315 102425 S & M Electrics Office telephone

£23.99

CEMETERIES MANAGEMENT COMMITTEE

CM0303 102417 Robson & Cowan Husqvarna Rider + deck

£9369.98

CM0304 102418 Steve Clarehugh Digger hire (morning)

£170.00

CM0305 102419 Peter Stewart Crushed brick sub-base

?????

CM0306 102420 DVLA Husqvarna registration

£55.00

CM0307 102426 Northumbrian Water Metered charges

£54.00

CM0308 102427 Alnwick Computerware Ltd New office equipment

£3329.15

CM0309 102428 LITE Christmas Lighting

£510.00

CM0310 102429 The Willows Tree survery

£240.00

6.5: The following amounts have been paid by standing order/direct debit showing on bank statements                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 at 31st May 2011

04/05/11 DD UK Fuels Card Guard

£1.08

10/05/11 DD Siemens Finance Copier Finance

£93.15

10/05/11 DD The Fuel Card Company Fuel

£165.96

11/05/11 SO Confidential Salaries & Wages

£321.06

11/05/11 SO Confidential Salaries & Wages

£1019.77

11/05/11 SO Confidential Salaries & Wages

£1051.26

11/05/11 SO Confidential Salaries & Wages

£1631.47

6.6: The following amounts have been received since the last Meeting and were presented for information:

RC0301 Alistair Turner Inv111206

£200.00

RC0302 Co-operative Funeralcare INV111204

£50.00

RC0303 Alistair Turner Inv111208

£705.00

RC0304 Santander Interest

£4.51

RC0305 Mr Hogg INV111214

£30.00

RC0306 Mrs Griffiths INV111211

£30.00

                                                                                                        Total           £1019.51

6.7: Acceptance of SPENd/Budget Figures – YTD plus bank reconciliation:

Due to the computer refresh and office move, the Clerk had not completed these prepare the first quarter for the next meeting of the Committee.

 

7.  REQUESTS FOR GRANT AID:

7.1: Amble Development Trust; Welfare Pavilion project; Cllr Arckless left the meeting due to a personal interest.  Cllr Mrs Lewis suggested to progress the matter, asking the Development Trust how much the total revised cost of the project is, how much finance they have guaranteed for this project and a break down of the costs so a contribution could be finalised.

 

Cllr Arckless re-entered the meeting.

8.  AGENDA ITEMS:

8.1: Co-operative Guaranteed investment fund; agreement of investment, period and signing of documents.  Cllrs Bilboe and Mrs Lewis took the documents away to sign and return to the Clerk.  Signatures were also required from Cllrs Hinson and Nicholson.  Cllr Mrs Lewis proposed the investment be £50,000 for a 6 month period.  This was seconded by Cllr Arckless and agreed.

8.2: Barclays Business credit card; agreement of amount, signing of documents – Cllr Mrs Lewis proposed an amount of £1000 be allocated to the card.  This was seconded by Cllr Arkless and agreed.  The Clerk would enquire with the business branch manager over the authorised officials and the authorised administrators as she was unsure if members could be both.

8.3: Sandtander; change of signatories; Cllr Arckless completed the paperwork.  The Clerk suggested Cllr Nicholson also become a signatory as it was best practice to have 3 in total.

 

9. DATE & TIME OF NEXT MEETING: The next Meeting was scheduled to be held on Thursday, 28th July 2011 in The Council Office, The Quayside, Amble

Following acceptance of the adoption of Section 100a (4) of the Local Government Act the remainder of the Meeting will be held in Private on the proposal of Cllr Mrs Lewis, seconded by Cllr Bilboe and agreed.

 

PUBLIC VERSION OF PRIVATE

 

P01. Salaries & Wages – Standing orders; the clerk explained an inconsistency which would be resolved in July.

 

P02. Consideration of Estimates for painting and carpeting the meeting room; now that the office move was almost complete, Cllr Mrs Lewis suggested the Clerk should obtain quotes for the painting (off white colour) and carpeting of the meeting room so that the facilities could be utilised; Cllr Bilboe recommended a hard wearing, industrial carpet possibly in a charcoal colour- these were agreed on the proposal of Cllr Mrs Lewis, seconded by Cllr Weir. It was also agreed to delegate to the Clerk and the Chairman to make the best value decision within the allocated budget in order to progress the work as soon as possible.

 

The meeting closed at 7.50pm