Draft minutes, subject to approval.
COUNCILLORS IN ATTENDANCE
Steve Williamson (SW) (Chair), Elizabeth Brown (EB), Pauline Burrisford-Hill (PBH), Sarah O’Brien Tohig (SOBT), Fiona Dix (FD) and Max Harwood (MH)
Responsible Financial Officer: Debbie Harknett (DH) and Clerk: Rosie Hodgson (RH)
1) REPRESENTATIONS FROM THE PUBLIC – None
2) APOLOGIES FOR ABSENCE - Apologies were received and accepted for Cllr Murray Spalding.
3) DECLARATIONS OF INTEREST – None
4) MINUTES OF LAST MEETING - The Committee agreed and signed the minutes of the meeting held on Wednesday 18th December 2013
5) CHAIRMANS REPORT (SW)
13/14 Audit – there was a discrepancy of £1 which has been rectified.
The Council must record the correct number of bus shelters on the Register of Assets next year
(DH) has sent the paperwork for the External Audit.
Quarterly Audits – The Council will no longer be having quarterly audits and therefore have ceased to use the services of DCK Beavers. There are still checks in place which are set out in the Financial Regulations.
Payroll – The Council will now be using HMRC payroll and not DCK Beavers, which will amount to a saving of £288 per year.
6) REVIEW OF EXPENDITURE AGAINST BUDGET –
(SW) and (DH) talked through the budget/expenditure items with the committee, there were no objections to any items. (SW) will contact Paddy Walker to check Neighbourhood Plan income/expenditure .
Hamilton-Baillie Associates sent the Rogate Traffic Study invoice to (FD) who will make sure it is sent to (RH). (DH) will then arrange to invoice WSCC.
7) FINANCIAL REGULATIONS – (SW) will make the following changes to the proposed financial regulations:
11.1.b – “from the appropriate approved list” will be struck out.
“In the event of the RFO being incapacitated The Council shall appoint other officers to act as RFO” will be added after 1.14
“On production of receipts Councillors may claim reasonable expenses in relation to their work for The Council. (Examples travelling costs outside the Parish, stationary and materials)” will be added before 1.15
4.3 – will be amended to state “Unspent provisions in the revenue or capital budgets for completed projects shall not be carried forward to more than one subsequent year or shall be transferred to another current project”
8) DATE OF NEXT MEETING – 1ST September 2014
There being no further business the meeting closed at 10pm
Signed...... Date......
Steve Williamson, Chairman of The Finance Committee
To Contact the Clerk, Rosie Hodgson Phone: 01730 816689 Email:
Post: 1 Mill Hatch, Mill Lane, Trotton, Petersfield, HANTS, GU31 5JX