MenuMinutes of a Meeting of Amble Town Council Finance Committee held on Thursday, 26th April 2012 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. APOLOGIES: Cllr Hinson other commitment; this was proposed for acceptance by Cllr Bilboe, seconded by Cllr Weir and agreed.
3. ACCEPTANCE OF DECLARATIONS OF INTEREST:
Cllr Arckless declared personal and prejudicial interests in item 7.2, being a board member of the Development Trust
Cllr Weir declared personal and prejudicial interests in items 7.3 and 8.1 being on the Chairman of Pride in Amble.
4. RFO’s REPORT:
4.1: Email to Zurich confirming PAYE reference number as per their requirements under the Employers’ Liability Tracing Office.
4.2: Cheque number 102569 to the value of £50,000 cancelled. To be reissued as detailed in 6.4.
4.3: Email to Vitalise declining visit to centre in Southport
4.4: Cheque number 102593 cancelled
4.5: P35 submitted to HMRC for 2011-12 financial years
4.6: Internal Audit over, accounts ready for approval at Town Council meeting in May.
5. COMMUNICATIONS:
5.1:.Thank you card/receipt and feedback forms received from Children and Families First for donation paid in January – attached to invoice.
5.2: Thank you letter/receipt received from Age UK Northumberland following donation paid in March
5.3: Thank you letter/receipt received from Community Action Northumberland for donation paid in March
5.4: Receipt/thank you letter received from Citizens Advice Bureau
6. ACCOUNTS PAYABLE & RECEIPTS:
6.1: The following cheques were signed in advance of this meeting having received approval at the March meeting.
| Ref | Cheque number | Payment made to | Reason |
Gross amount |
| TC0101 | 102597 | Citizens Advice Bureau | Donation |
£285.00 |
6.2: The following cheques were signed out of meeting and required retrospective approval which was proposed by Cllr Mrs Lewis, seconded by Cllr Arckless and agreed.
| Ref | Cheque number | Payment made to | Reason |
Gross amount |
| TC0102 | 102598 | BT Payment Services | One Bill |
£88.09 |
6.3: The following payments have been made/ received using petty cash.
| Ref | Payment to/from | Reason | Amount |
Balance £4.37 |
| PC0101 | ATC | Petty cash | +£45.00 |
£49.37 |
6.4: The accounts for the month were presented for approval and the necessary cheques signed on the proposal of Cllr Arckless, seconded by Cllr Mrs Lewis and agreed.
TOWN COUNCIL
| Ref | Cheque Number | Payment made to | Reason |
Gross amount |
| TC0103 | 102598 | Northumberland County Council | 4 x Lime Trees |
£312.00 |
| TC0104 | 102599 | Amble Development Trust | Newspage |
£180.00 |
| TC0105 | 102600 | Safechem | Toilet rolls/hand towels |
£82.61 |
| TC0106 | 102601 | HMRC | Tax & NI Mth 1 |
£1127.57 |
| TC0107 | 102602 | Amble Town Council | Balance transfer |
£50,000 |
| TC0108 | 102607 | Singcare | Fire Risk Assessments |
£480.00 |
| TC0109 | 102609 | United Carlton | Copier charges |
£12.73 |
CEMETERIES MANAGEMENT COMMITTEE
| CM0101 | 102603 | Lawrences | Materials |
£47.55 |
| CM0102 | 102604 | S & M Williams | Fuel (March) |
£70.24 |
| CM0103 | 102605 | T Dawson | Light repair |
£36.00 |
| CM0104 | 102606 | ICCM | Annual Subscription |
£90.00 |
| CM0105 | 102608 | Stewarts Skips | Top Soil |
£75.00 |
Cllr Mrs Lewis explained as all members had expressed the desire for completion, £500 had been veered from a surplus of a budget head to West Cemetery Development to complete the Memorial wall project, this allowed the purchasing of top soil detailed above. This was formally proposed by Cllr Arckless, seconded by Cllr. Bilboe and agreed.
6.5: The following amounts have been paid by standing order/direct debit showing on bank statements at 31st March 2012.
| Date | Method | Payment to | Reason |
Amount |
| 12/03/12 | S/O | Confidential | Salaries & Wages |
£429.54 |
| 12/03/12 | S/O | Confidential | Salaries & Wages |
£966.97 |
| 12/03/12 | S/O | Confidential | Salaries & Wages |
£1031.86 |
| 12/03/12 | S/O | Confidential | Salaries & Wages |
£1525.53 |
| 28/03/12 | S/O | Confidential | Salaries & Wages |
£42.56 |
| 30/03/12 | S/O | Confidential | Salaries & Wages |
£72.00 |
|
|
6.6: Government Procurement card purchases
| Ref | Date | Payment made to | Reason |
Gross amount |
| GP0101 | 04/04/12 | HM Land Registry | Title searches |
£16.00 |
Total £16.00
The Clerk would pursue refund of this amount wrongly charged by the Land Registry.
6.7: The following amounts have been received since the last Meeting and were presented for information:
| Ref | Payment received from | Reason |
Amount |
| RC0101 | Co-operative Funeralcare | INV 25 & 26 |
£630.00 |
| RC0102 | Safe Harbour Christian Fellowship | Donation |
£10.00 |
| RC0103 | H Harrington |
£10.00 |
|
| RC0104 | D Parks |
cash £10.00 |
|
| RC0105 | Alistair Turner | Invoice 28 |
£100.00 |
| RC0106 | Northumberland County Council | Precept |
£53795.00 |
| RC0107 | JG Memorials | Invoice 1 |
£55.00 |
| RC0108 | Santander | Interest |
£3.48 |
| RC0109 | A McDonnell | Rent |
£567.00 |
| RC0110 | Lumsden | Invoice 6 |
Cash £10.00 |
Total £55190.48
All cash income is banked upon receipt
8: Acceptance of SPENd/Budget Figures- YTD:
The YTD figures were presented; copies are available on application to the Clerk.
A bank reconciliation to date will also be available
7. REQUESTS FOR GRANT AID:
7.1: FC Amble Juniors – Request for funding for new goal posts as per new legislation – Local Government (Miscellaneous Provisions) Act 1976 section 19 – s: the request was for a sum in excess of £100 and no accounts were provided (The Clerk had requested these), so this was deferred to the May meeting of the Finance Committee.
Cllr Arckless left the room having declared an interest in the following item.
7.2: Amble Development Trust – pursuant to Local Government (Miscellaneous Provisions) Act 1976 s.19, This had been agreed in principle in the last financial year dependent upon having enough finance to complete the work; as this was now secured, Cllr Mrs Lewis proposed granting a donation of £2000 from the Town Projects budget as this refurbishment was to the benefit of the Town. This was seconded by Cllr Weir and agreed.
Cllr Arckless returned to the meeting and Cllrs Weir and Bilboe left having interests in the following two items.
7.3: Pride in Amble – pursuant to Local Government Act 1972 section 137, Cllr Arckless proposed a donation of £100, this was seconded by Cllr Mrs Lewis. (As no longer quorate, this would be ratified by full council)
8. AGENDA ITEMS:
8.1: Confirmation of additional payment to Pride in Amble from ‘Community and Environmental’ budget head – Cllr Mrs Lewis recommened the payment of £200, this was seconded by Cllr Arckless. (As no longer quorate, this would be ratified by full council)
Cllrs Bilboe and Weir re-entered the meeting.
8.2: Consideration of Financial Risk Assessment, last updated July 2010 – amendments were proposed by Cllr Mrs Lewis, seconded by Cllr Weir and agreed.
8.3: Consideration of Statement of Internal Control – amendments were proposed by Cllr Mrs Lewis, seconded by Cllr Weir and agreed.
9. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday, 24th May 2012 at 6.30pm in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble
The meeting closed at 7.30pm