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Fourways 2 6 Dilston Terrace, Amble, Northumberland, NE65 0DT
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Minutes of Finance Committee Meeting held 22nd September 2011

Minutes of a Meeting of Amble Town Council Finance Committee held on Thursday, 22nd September 2011 at 6.30pm in The Council Office, The Quayside, Amble.

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

 2. ACCEPTANCE OF DECLARATIONS OF INTEREST: None.

 3. APOLOGIES: Cllr Weir – other commitments

These were accepted by Councillor Mrs Lewis, seconded by Councillor Arckless and agreed.

 4. RFO’s REPORT:

4.1: Audit paperwork received; no matters requiring attention 12/09/2011.

4.2: VAT reclaim submitted to 31st August

4.3: Clerk enquiring with internal auditor about dates for an interim audit

 5. COMMUNICATIONS:

5.1: BT accounts switched to business service, mailing address corrected and confirmation of credit of £16.99 to next bill.

 6.ACCOUNTS PAYABLE & RECEIPTS:

6.1: The following cheques were signed in advance of the September 22nd meeting having been approved at the September 1st meeting.

Ref Cheque number Payment made to Reason

Gross amount

TC0601 102476 FC Amble Juniors Donation

£350.00

TC0602 102477 Amble Pier 81 FC Donation

£350.00

6.2: No cheques were signed out of meeting that required retrospective approval

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

Ref Payment to/from Reason Amount

Balance

£0.15

PC0601 ATC Petty Cash +£50.00

£50.15

PC0602 Post Office Postage -£1.23

£48.92

PC0603 Post Office Staples -0.99

£47.93

 6.4: The accounts for the month were presented for approval and the necessary cheques signed on the proposal of Cllr Hinson, seconded by Cllr Arckless and agreed:

TOWN COUNCIL

Ref Cheque Number Payment made to Reason

Gross amount

TC0603 102478 Colin H@rris Website Development Website Development

£700.00

TC0604 102479 HMRC Tax & NI month 6

£1112.49

TC0605 102480 Northumberland County Council Amble West By-election

£2690.17

TC0606 102481 BT Telephone

£232.86

TC0607 102482 SLCC Training course

£175.00

TC0608 102483 Premier Design and Print ATC Christmas cards

£111.60

TC0609 102484 BDO Audit

£660.00

TC0610 102485 Staples Stationary

£85.62

TC0611 102493 Warkworth Harbour Commissioner Office Rent

£1375.00

 CEMETERIES MANAGEMENT COMMITTEE

CM0601 102486 E & AM Williams Fuel – Aug 2011

£155.57

CM0602 102487 Lawrence’s Garden Shop Materials

£44.27

CM0603 102488 Gustharts Sthil Two stroke oil

£18.20

CM0604 102489 Cancelled cheque N/a

£0.00

CM0605 102490 Northumbrian Water Metered charges

£56.72

CM0606 102491 Robson & Cowan Machine service and brushcutter

£599.99

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

Date Method Payment to Reason

Amount

10/08/11 DD Siemens Finance Copier Finance

£153.15

11/08/11 SO Confidential Salaries and Wage

£1612.37

11/08/11 SO Confidential Salaries and Wages

£1039.74

11/08/11 SO Confidential Salaries and Wages

£966.97

11/08/11 SO Confidential Salaries and Wages

£502.73

6.6: Government Procurement card purchases

The approval of cheque number 102492 for the purchases made using the Government Procurement card Minute ref (TC0611)

Ref Date Payment made to Reason

Gross amount

GP0601 16/08/11 Quality Garden Tools Shovels for grave digging

£85.42

GP0602 16/08/11 Alana Ecology Ltd 4 x bat boxes

£146.73

GP0603 22/08/11 Honey Brothers Ltd Strimming trousers

£88.96

                                                                                                                                      Total       £321.11

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

Ref Payment received from Reason

Amount

RC0601 Co-operative INV111220

£485.00

RC0602 Coquet Community Church Donation for room use (cash)

£10.00

RC0603 Rowell Rent

£135.00

RC0604 Santander Interest

£4.51

RC0605 CWGC

£45.00

                                                                                                                     Total   £679.51

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

The figures for the month of September 2011 were presented; copies are available on application to the Clerk. 

 7.  REQUESTS FOR GRANT AID:

None.

 8.  AGENDA ITEMS:

8.1: Completed Audit paperwork to be approved – The Clerk informed that the audit had been received with no points to note.  The notice would be displayed in the window on the proposal of Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

 8.2: Consideration of direct debit payment for utility bills in the future following the signing of a mandate by two signatories – The Clerk reported that direct debit mandates would result in savings and could be signed by two signatories for utility and telephone bills; this was proposed by Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

8.3: Information re: Wall at Wynd;  Cllr Mrs Lewis brought to the attention of the Committee the incident where a van had crashed into the wall at the Wynd, clipping the planter and taking out the seat as it was important that actions taken were noted as soon as possible. The Clerk informed that quotes had been requested, a copy of the police report received and insurance company notified.  Cllr Mrs Lewis suggested if the repair works could not be done straight away then it should at least be cordoned off for safety purposes.

8.4: Mobile phones at Cemetery

The Clerk informed of an offer for contract mobile phones that matched the current expenditure of the pay as you go phone but allowed for extended minutes.  Cllr Mrs Lewis proposed that 2 phones be purchased via this contract.  This was seconded by Cllr Hinson and agreed.

 9. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday, 27th October 2011 at 6.30pm in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble

 The meeting closed at 7.15pm