COTTINGHAM PARISH COUNCIL
FINANCE & ASSET MANAGEMENT COMMITTEE MEETING
HELD AT 9 THE COTTAGES, MARKET GREEN, COTTINGHAM
AT 7.30PM TUESDAY 10 JANUARY 2017
MINUTES
PRESENT – Chairman – Cllr Abel (Chair),Cllrs Hardwick, Harness, Jump,Kay, Knight, McLaren, Sloanand Wright
Clerk: J Sims
1299DECLARATIONS OF PECUNIARY, PREJUDICIAL AND PERSONAL INTEREST
Cllr Hardwick declared a Prejudicial Interest in Agenda Item No 1313
1300APOLOGIES FOR ABSENCE
Apologies were receivedfrom Cllr K. Casson
Resolved:That these apologies were accepted
1301TO RECEIVE AN UPDATE ON THE FINANCIAL POSITION OF THE COUNCIL FOR THE PERIOD 01.11.2016 to 31.12.2016.
The Chair referred to the documents attached to these Minutes as Appendices, which had been circulated to all Councillors. The documents indicate the financial position of the Parish Council as at 31 December2016. The Clerk answered any queries that were raised by Cllrs.
The Clerk, as Responsible Finance Officer highlighted the large anticipated carry forward from 2016/2017 based on the current budget and discussion took place regarding possible projects.
Resolved:On a unanimous vote, the budget monitoring report and schedules showing receipts andpayments made during the month of November 2016 and December 2016 wereapproved.
On a unanimous vote, approval was given for:-
£1000.00 for the recruitment of the new Clerk
Additional sum for the repairs to the road leading the Allotments if approved
1302TO APPROVE THE PARISH COUNCIL BUDGET FOR 2017/2018 INCLUDING ANY CAPITAL PROJECTS
The Clerk referred to the budget already approved for 2017/2018, along with the supportive notes. Following a discussion, the revised budget figures were confirmed for 2017/2018 including possible projects.
Resolved:On a unanimous vote, approval was given to the Budget for 2017/2018, with inclusion of the following projects:
Increase of 1% for salary and Deputy Salary
Increase in PAYE & NI
Increase to £4500 for pension provision
Increase to £10,000 for the Christmas Lights in Market Green
That this budget, along with the Precept request was to be formally approved at the Full Parish Council Meeting to be held in January 2017.
1303TO APPROVE THE EXPENDITURE FOR REPAINTING 20 PARISH COUNCIL LITTER BINS
Cllr Harness requested approval for the 20 Parish Council litter bins to be repainted initially but for this possibly to be increased to include ERYC litter bins in the village centre. Cllrs expressed disappointment over the condition of some of the bus and bike shelters. The Clerk informed the Committee that all Parish Council bus shelters had now been cleaned.
Resolved:On a unanimous vote, approval was given for 20 Parish Council litterbins to be repainted at cost of £50.00 per bin, plus the expenditure for the paint. The expenditure of £1000 was already included in the 2017/2018 budget. Cllr Harness to organise accordingly. The cleaning of ERYC bus and cycle shelters and repainting of the ERYC litter bins was to be placed on the next Finance Agenda.
1304TO APPROVE GRANT APPLICATIONS
1303.1 Cottingham Fitmums and Friends Cycle Squad
Further to the a request made by Cottingham Fitmums and Friends Cycle Squad for £1495.00 for ten British Cycling Courses and ten Leader Kits, the organisation had provided the additional information that had been requested by Cllrs. However this information had not been produced in a clear format and the amount claimed differed from the original claim.
Resolved: On a unanimous vote, approval was given for Cllr Abel to contact Fitmums to gain clarification. This application was to be placed on the next Finance Agenda.
1305TO RECEIVE THE INTERIM REPORT FROM THE INTERNAL AUDITOR
Cllrs were presented with the Interim Report from Alan Johnson. The following items were raised:-
The Clerk was to ensure that all Direct Debit payments were included on the payment schedule for the Council.
Evidence was provided that Receipt Number CD10 of £25.00 from RSPCA was included in the accounts;
The Clerk was to check VAT incurred on petty cash payments and amend accordingly;
The Asset Register will be reviewed as part of the year end procedures and the Memorial Gardens was included.
Resolved: That the report be noted.
1306TO APPROVE THE EXPENDITURE FOR THE SLCC RENEWAL FOR THE CLERK AND DEPUTY CLERK
The renewal notice for the Clerk’s membership to SLCC was £157 and for the Deputy Clerk was £139. The Clerk explained that she would not renew her subscription but the new Clerk in post was to renew in their name.
Resolved:On a unanimous vote, approval was given for the renewal of the Clerk and Deputy Clerk’s subscription to SLCC. The renewal for the Clerk was to take place following the appointment of a Locum Clerk, if required, and then the new Clerk in post.
1307TO APPROVE THE REVISED EXPENDITURE FOR THE VILLAGE ENTRANCE BOX DUE TO AMENDED SPECIFICATION
The Chair presented the revised expenditure for the village entrance box for Eppleworth Road which included the specification for the steel brackets work.
Resolved:On a unanimous vote, approval was given for Cllr Hardwick to tender for the steel work required for securing the sign and installing it on Eppleworth Road. This quote was to be placed on the Agenda for the next Finance meeting.
1308TO RECEIVE THE ACCOUNTS FOR CHRISTMAS TREASURE HUNT 2016
The Chair presented the accounts for the Christmas Treasure Hunt that took place in December 2016. This event had been very well attended and the expenditure incurred was £619.60. Cllrs felt it was important that this event was repeated in December 2017.
Resolved:That this information was noted
1309TO NOTE THE DECREASE IN INTEREST RATE FOR NATIONWIDE BUSINESS SAVINGS ACCOUNT
The Chair reported that the Parish Council had received notification that the interest rate for the Parish Council Savings Account that currently holds £75,000 had reduced from 0.55% to 0.40% with effect from 23 December 2016.
Resolved:That this information was noted
1310TO REVIEW RISKS ASSOCIATED WITH FINANCIAL MANAGEMENT
Councillors reviewed the Risk Assessment report for risks associated with Financial Management.
Resolved: That the information be noted. Cllrs felt that the Council adequately dealt with the associated risks.
1311MEMBERS’ POINTS OF INFORMATION AND AGENDA ITEMS FOR NEXT MEETING (Discussion items only)
1311.1Grant for Fitmums
1311.2Graffiti on the underpass on Eppleworth Road
1311.3Cleaning of ERYC Bus Shelters and Bike Shelters
1311.4Painting of ERYC litter bins
There was no other business and the Chairman closed the meeting at 8.40pm.
Councillors were reminded that the next meeting of the Finance and Asset Management Committee would take place at 7.30pm on Tuesday 14 March 2017
In the Parish Council Offices.
Signed …………………………………….
Chairman of the Finance & Asset Management Committee
Cottingham Parish Council
Parish Council Office: 9 The Cottages, Market Green, Cottingham, East Yorkshire HU16 5QG
Tel: 01482 847623 E-mail:
Website:
Chairman: Councillor Ann Abel Tel: 01482 875489 Clerk: Jo Sims Deputy Clerk: Tina White