Minutes of the Finance Committee meeting held 30th August 2012

Minutes of a Meeting of Amble Town Council Finance Committee held on Thursday, 30^th August 2012 at 6.30pm in The Council Office, The Quayside, Amble.

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

2. APOLOGIES: Cllrs Mrs Dargue, Cllr Weir– holidays, Bilboe- other; these were proposed for acceptance by Cllr Mrs Lewis, seconded by Cllr Hinson and agreed.

3. ACCEPTANCE OF DECLARATIONS OF INTEREST: None.

4. RFO’s REPORT:

4.1: VAT reclaim of £549.92 to 31^st March 2012 submitted.

4.2: £296.98 in credit for Office electricity

4.3: Banking forms for Co-operative Guaranteed Investment Account to be re-submitted

4.4: Credit notes from building merchant to be refunded. To the sum of £412.45

4.5: VAT reclaim from 1^st April to 30^th June being prepared for submission

5. COMMUNICATIONS:

5.1: BDO Stoy Hayward – Accounts returned approved. 

5.2: Co-operative Funeralcare – Letter requesting the ability to make payments to ATC via bacs.  Cllr Mrs Lewis proposed agreement to receipts via bacs by any debtor if online access could be given for checking bank statements and individually recorded invoice remittance details be received from the debtor.  This was seconded by Cllr Arckless and agreed.

6. ACCOUNTS PAYABLE & RECEIPTS:

6.1. No cheques were signed in advance of this meeting having received approval at the July meeting.

6.2: The following cheques were signed out of meeting and required retrospective approval was given on the proposal of Cllr Arckless, seconded by Cllr Mrs Lewis and agreed.

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

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

TOWN COUNCIL

CEMETERIES MANAGEMENT COMMITTEE

6.5: The following amounts have been paid by standing order/direct debit showing on bank statements                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 at 31^st July 2012.

Cllr Hinson suggested that this information be recorded in Private with employee names provided.  The Clerk believed that this confidential information could only be made available for specific reasons to the Chairman (or Vice Chairman in his absence) but would make enquiries with the Internal Auditor.

6.6: Government Procurement card purchases

No purchases were made on the Government Procurement Card.

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

                                                                                                                   Total £2470.93

All cash income is banked upon receipt

7: Acceptance of SPENd/Budget Figures- YTD:

The figures for the month of July 2012 were presented; copies available on application to the Clerk. 

A bank reconciliation to date will also be available

8.  REQUESTS FOR GRANT AID:

8.1: Alnwick Stroke Club –  Pursuant to Local Government Act 1972 section 137 Cllr Hinson proposed a donation of £100, this was seconded by Cllr Arckless and agreed.

8.2: Amble Dock Football Club – Local Government (Miscellaneous Provisions) Act 1976 section 19; the Clerk requested this be deferred pending further information.

9.  AGENDA ITEMS: None.

10. DATE & TIME OF NEXT MEETING: The next Meeting was scheduled to be held on Thursday, 27^th September 2012 at 6.30pm in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble.