2017/022

MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY30th MAY 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM

PRESENT: Cllrs. Silcock, Bett, Taylor, Phillips, Nicholls, Richards & Atkin

IN ATTENDANCE: Martin Pottinger, & Lynn Holland ( Town Clerk)

Cllr Nicholls opened the meeting and it was unanimously agreed to appoint Cllr. Richards to the Committee.

FS016 Appointment of Chairman & Vice Chair

Cllr. M. Richards was proposed and seconded as Chairman. Unanimously agreed therefore Cllr. Richards duly elected as Chairman & chaired the meeting from this point.

Cllr. E. Atkin was proposed and seconded as Vice Chair. Unanimously agreed therefore Cllr. Atkin duly elected as Vice Chair.

FS017 Apologies for Absence

Apologies were received from Cllr. J.Moorhouse. These were accepted and approved.

FS018 Declarations of Interest

There were no Declarations of Interest

FS019 Minutes of the last meeting

Minutes of the meeting held on 2nd May 2017 were accepted as a correct record and signed.

FS020 Matters Arising from the minutes

There were no matters arising from the minutes.

FS021 Finance

5.1Invoices for payment

Cheques were signed as per the attached payment schedule. Clerk to query rate relief in relation to bills for rates from BDC.

5.2Bank Reconciliation as at 30th April 2017

The Clerk presented the Bank Reconciliation as at 30th April 2017. Recommend approval.

5.3 Budget Monitoring figures up to 30th April 2017

Budget monitoring figures were presented and approved. Refer to attached appendix.

Total expenditure for yr. £7645.37; total income £50,963.92

Continued ......

2017/023

MINUTES OF THE FINANCE AND SERVICES COMMITTEE MEETING HELD ON TUESDAY 30th MAY 2017 AT THE OLD GRAMMAR SCHOOL, LINCOLN ROAD, TUXFORD COMMENCING 7.00 PM

Continued ......

FS022 Town maintenance and equipment

01 To consider quotes for new strimmer. Groundsman confirmed 2 quotes had been received for a strimmer “FS100” at the same cost of £510. Agreed 3rd one to be obtained & presented to Full Council.

02 To consider wildflower provision.Following a brief discussion it was agreed to trial planting of wild flower seeds in the green burial ground when the ground is disturbed.

FS023To consider cemetery matters

01 To consider the way forward. Following a brief discussion re distance between burials & confirmation that there was a plan in existence. To date there were 2 burials on the site approx. 12 metresapart; the capacity taking into account the amount of room necessary to accommodate trees wouldbe 10/12.

It was agreed Cllr. M. Richards to prepare a report and deferany decisions to a future meeting.

FS024 To consider revised property name of St. Margaret’s, Newcastle Street to Portland House.– no objections raised.

FS 025To consider Annual Inspection Report of Clark Lane Play Area. – Clerk confirmed the report had noted overall Low Risk, however, there were loose posts & some rotting timbers within the fence. Agreed Tuxford Town Council Groundstaff to address.

FS 026 The Beeches update. – The Clerk confirmed that BDC had agreed to reduce the rent to £4,000 and that the excessive cleaning charges were due to the fact that it was part of a contract which the charges were pro rata under the contract rather than actual cleaning costs. The Clerk also confirmed rental for the current office was £2080 pa and electricity charges were approximately £611 pa.

Agreed Cllrs. Nicholls, Atkin, Richards & Silcock to meet with BDC to clarify certain points. Clerk to try to obtain suggested dates & times for a meeting.

FS027 To consider training courses

01 Web site training

Clerk confirmed the website providers would charge £200 for one off training. Awaiting further information from a second provider. Defer to next meeting.

02 Allotment Course – 5th July 2017.

Agreed Clerk to go on NALC seminar on above date.

FS028To consider submission of East Markham Neighbourhood Plan - noted

The meeting closed at 8.30 pm

CHAIRMAN’S SIGNATURE : ………………………………………………………..DATE : ………………………………………………………..

2017/024

FIRM / INVOICE NO. / DETAILS / NET / VAT / GROSS / CHEQUE NO.
Methodist Church / 70 / Hall hire 16th May 2017 / 16.00 / 16.00 / 502219
CANCELLED ERROR ON FIGS. / 502220
Viking Direct / 867985 / Stationery/stamps / 348.00 / 45.40 / 393.40 / 502221
L.Holland / 14022086 / McAfee Anti-virus subs. / 33.32 / 6.67 / 39.99 / 502222
L.Ogilvie / Locum Clerk - April / April timesheet & mileage / 104.40 / 104.40 / 502223
NCC / 92012148 / May salaries / 4254.03 / 4254.03 / DD
Anglian Water / 8055871383 / Allotment water charges / 93.39 / 93.39 / DD
BDC / 450059359X / RATES - Depot / 411.91 / 411.91 / DD*1
BDC / 202100537X / RATES - Cemetery / 19.86 / 19.86 / DD*2
BDC / 2021005271 / RATES - Car Park / 77.36 / 77.36 / DD*3
TOTAL / 5358.27 / 52.07 / 5410.34
9 months at / 415.00 / DD*1
9 months at / 24.00 / DD*2
9 months at / 82.00 / DD*3

Payment Statement30th May 2017

BUDGET MONITORING 2017/18 / 2%increase
As at 30.04.17 / 2017/025
Budget / Budget / Budget / Actual / Actual / Actual / Actual / Total / Variance / Balance
Expenditure Heading / Allocation / Allocation / Allocation / Expenditure / Expenditure / Expenditure / Expenditure / Expenditure / Remaining
for 20162017 £ / for year £ / to date £ / April £ / May £ / June £ / July £ / to date £ / £ / £
Wages & Salaries / 54,226.90 / 55,311.44 / 4,609.29 / 2,985.01 / 2,985.01 / - 1,624.28 / 52,326.43
Town, equipment and machinery maintenance / 15,301.50 / 15,607.53 / 1,300.63 / 1,496.02 / 1,496.02 / 195.39 / 14,111.51
Town decorations / 4,040.00 / 4,120.80 / 343.40 / 311.43 / 311.43 / - 31.97 / 3,809.37
Health & Safety / 255.53 / 260.64 / 21.72 / - / - / - 21.72 / 260.64
Training / 505.00 / 515.10 / 42.93 / - / - / - 42.93 / 515.10
Depot / 10,201.00 / 10,405.02 / 867.09 / - / - / - 867.09 / 10,405.02
Office equipment, supplies & expenses / 2,804.77 / 2,860.87 / 238.41 / 2,235.41 / 2,235.41 / 1,997.00 / 625.46
Advertising / 459.55 / 468.74 / 39.06 / - / - / - 39.06 / 468.74
Insurance / 2,777.50 / 2,833.05 / 236.09 / - / - / - 236.09 / 2,833.05
Rent & rates / 10,352.50 / 10,559.55 / 879.96 / 437.50 / 437.50 / - 442.46 / 10,122.05
Professional fees / 1,333.20 / 1,359.86 / 113.32 / - / - / - 113.32 / 1,359.86
Membership fees / 656.50 / 669.63 / 55.80 / - / - / - 55.80 / 669.63
Section 137 payments / 505.00 / 515.10 / 42.93 / 0.00 / - / - 42.93 / 515.10
Miscellaneous / 101.00 / 103.02 / 8.59 / 0.00 / - / - 8.59 / 103.02
Total budgeted expenditure / 103,519.95 / 105,590.35 / 8,799.20 / 7,465.37 / - / - / - / 7,465.37 / - 1,333.83 / 98,124.98