Finance Committee minutes of meeting held 22nd August 2013

Minutes of a Meeting of Amble Town Council Finance Committee held on Thursday, 22^nd August 2013 in The Council Office, The Quayside, Amble.

1. PRESENT: Cllr Dargue (Chair), Arckless, Bennett, Lewis and Weir together with the Clerk.

2. APOLOGIES: No apologies had been received.

3. ACCEPTANCE OF DECLARATIONS OF INTEREST: Cllrs Weir and Lewis declared an interest in item 4.1, being members of Amble Action Group.

4. RFO’s REPORT:

4.1: £70.85 vied from monies held ‘Amble Action Group’ to ‘Salaries & Wages’ to account for Administration time completing licences.  The Clerk explained that for the puffin festival she carried out the administrative tasks of road closures and licences during her working hours as previously agreed.  The remaining balance was vied to compensate the Council as a result of this. This now leaves a NIL balance.

5. COMMUNICATIONS/INFORMATION:

5.1: Request for Audit of grants – Cllr Hinson.  The Clerk would respond to Cllr Hinson’s letter, addressing the questions he raised and stating the Finance Committee if requested would consider a sample audit of grants in the new year once the new terms of awarding in July and January were more established. (Copy of letter and response attached.)

6. ACCOUNTS PAYABLE & RECEIPTS:

6.1. The following 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 it was RESOLVED that retrospective approval be given.

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

6.4: The accounts for the month were presented for approval and it was RESOLVED that the cheques be signed:

TOWN COUNCIL

The Clerk was asked to query the cost of TC0515 which seemed rather high.

CEMETERIES MANAGEMENT COMMITTEE

6.5: The following amounts had been paid by standing order/direct debit showing on bank statements                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 at 31^st July 2013.

Cllr Mrs Lewis requested a letter of complaint be sent to Barclays due to the delay in processing the mandate signatory change form which was still not concluded since May despite many telephone calls. This was RESOLVED.

6.6: Government Procurement card purchases

The following purchases had made on the Government Procurement Card.

                                                                                                                                             Total £253.35

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

                                                                                                                   Total £59.95

All cash income is banked upon receipt

The Clerk informed that whist aware it was against the financial risk assessment to accept cash receipts of over £25, it was unavoidable in the situation of RC0505 as the purchaser came from abroad and did not bring a cheque book.

7: Acceptance of SPENd/Budget Figures- YTD:

The figures for the month of July 2013 were presented; copies are available on application to the Clerk. 

8. DATE & TIME OF NEXT MEETING: The next Meeting is scheduled to be held on Thursday, 26^th September following the meeting of the Cemeteries Management Committee in The Council Offices, Warkworth Harbour Commissioner’s Building, The Quayside, Amble.

Cllr Lewis requested that a review of the grants and donations policy be added to the September agenda. This was AGREED.

The meeting closed at 7.00pm