MenuMinutes 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