Minutes of the Finance Committee held on Wednesday 29^th June 2011 at 7.15 p.m. in the Council Offices, 1a Brushwood Close, Welham Green

Those Present:

Councillors W A Storey Chairman

S Boulton

C Everard

P Hastings

R L Wheeler

Officer Ann Morton Clerk

13. Apologies for absence

Apologies for absence were received from Councillors Horrocks (unwell) and Mrs Travell (family commitment).

14. Declarations of interest

There were no declarations of interest.

15. Minutes

The minutes of the Finance Committee meeting held on 25^th May 2011 were approved as a true record and were signed by the Chairman.

16. Expenditure and accounts due for payment

The details of expenditure for payroll and direct debits of £5,355.01 since 26^th May 2011 was approved. The schedule of accounts for payment totalling £11,650.76 was presented, including the £5,355.01 already paid. There was a query on the schedule listing of £210.00 for Book-keeping as it differed from £396.00 cheque amount but this matched the invoice. After careful consideration of each item the amounts were approved for payment in full.

The schedule of accounts for 27^th April to 25^th May 2011 with figures amended as per the previous meeting was distributed.

The bank reconciliation as at 31^st May 2011 was distributed. The £15.96 error shown is a reissued cheque for payment due last year that has not yet been cashed.

17. Transfer of funds

The transfer of £15,000 from the Council’s Business Reserve Account to the Current Account was approved and a letter to Nat West Bank was signed.

18. Signatories and standing orders

The Council’s cheque signatory changes for both Current and Imprest Accounts were submitted to the branch and ID for new signatories has been verified.

Councillor Storey visited the branch to make enquiries about standing orders. The setting up of standing orders is straightforward but as wages fluctuate from month to month, paying a set amount by standing order supplemented by cheques would need to be agreed with the staff. The alternative is to continue paying by cheque as at present.

Councillor Storey said he was informed that automatic transfer between accounts is no longer possible. He said the branch have offered to regularly check the Council’s account funds and branch staff would do the transfers manually if the Council prepare an appropriate letter accordingly. It was noted that at least one other bank offers an electronic system verifying payments and transfers with two pin numbers rather than two signatures.

19. Banking matters

The reply from Nat West Bank dated 8^th June 2011 in response to the Council’s complaint was noted. The Council has been paid £200 in compensation.

20. Replacement sprayer

The replacement of the sprayer with a similar model costing £559.00 plus VAT as recommended by the Amenities Committee was agreed.

21. Electrical work

The Amenities Committee asked for reassurance that the work quoted would resolve the electrical problems in the office and the electrician has replied that “once the lighting fault has been rectified he is confident that the electrics will be fine and no more electrical work will be necessary”. It was agreed to proceed with the work as quoted.

22. Burns Pavilion

The Amenities Committee recommended that replacement hot water tank and associated works be put in the budget in future and the Chairman agreed to do so. However, the Clerk advised this issue came up when obtaining quotes last week and one contractor said that if work is carried out to the showers the hot water system will need to be updated. It was agreed to refer this back to Amenities Committee so it may be reconsidered if necessary.

23. Parish Council property matters

Bungalow 2

The Clerk informed members that the electrician had quoted an additional £85 to put the Bungalow 2 ventilation through the wall, which was discussed at Amenities Committee meeting on 15^th June, and members were in favour of this solution and agreed to proceed.

Car Park drains blockage

The Clerk reported that two quotes have been received today to replace a section of the surface water drainage pipe.

Office

The Clerk is arranging for the cleaning contractor and window cleaner for the Burns Pavilion to clean the office and clean the windows inside and out, both quarterly, costing £12 each.

24. Internal Auditor’s report

Members commented positively on the Clerk’s initial response to the Internal Auditor’s report, distributed with the agenda, and agreed it should be considered by full Council.

The meeting closed at 7.55 p.m.

Signed _____________________________

Date _____________________________