Minutes
Finance Committee Meeting Minutes
Wednesday 17 May 2023 at 6.45pm
St Andrews Community Centre, Saxilby.
Members Present
Cllrs Hillman, Meanwell, and Waller
Absent
Cllrs Crump, Hewes, and Spurr
In Attendance
Zarina Belk, Assistant Clerk
Public Questions
No members of the public present.
Committee Meeting
F23/036 Elect a Chair for the committee
Resolved: Cllr Waller proposed Cllr Hewes. Cllr Hillman proposed we defer until more committee members were present. It was resolved that Cllr Hewes be appointed as chair.
F23/037 To elect a Vice-Chair
Resolved: Cllr Meanwell proposed Cllr Waller. It was resolved that Cllr Waller be appointed as vice chair.
F23/038 Receive apologies and accept valid reasons for absence, these having been submitted to the clerk prior to the meeting.
Apologies were received from Cllrs Crump, Hewes and Spurr. These were accepted.
F23/039 Receive Declarations of Interest in accordance with the Localism Act 2011
Cllr Meanwell – anything to do with the memorial field.
F23/040 Approve the notes of the Finance Committee meeting held on 19 April 2023 and the chair to sign them as the agreed minutes.
Resolved: The draft minutes were proposed by Cllr Meanwell and they were resolved as minutes.
Note the following items and agree actions:
F23/041 Meeting action log
098/22 Cllr Hillman to sign Anglian Water invoice.
068/22 Cllr Waller pointed out the diversify bank accounts – Clerk is dealing with this.
F23/042 Internal audit report (March month end)
Cllr Hillman proposed that a review of staffing levels needs to be addressed as she has concerns regarding point five:
“Recent prolonged staff absence has highlighted a risk to the Council. There has been a tremendous workload placed upon a single individual. There doesn’t appear to be a contingency plan in place to cater for such a situation. There seems to be a great responsibility/workload placed on the Parish Clerk/RFO. Perhaps the Council could look at the staffing situation going forward.”
A meeting with the clerk is to be arranged to address this. It was resolved.
Cllr waller proposed that the trustees and the council meet and find the obstructions and progress the issues to try and move forward. It was resolved.
Cllr I Willox arrived.
F23/043 To consider moving the elections budget to an ear marked reserve.
Resolved: Cllr Hillman proposed moving the elections budget to an ear marked reserve. It was resolved.
To approve the April 2023 (month 1):
F23/044 Income and expenditure report
Cllr Meanwell proposed the Income and expenditure report. It was resolved.
F23/045 Verified bank reconciliations
Resolved: Cllr Meanwell proposed the verified bank reconciliations. It was resolved.
F23/046 List of payments, income, and transfers
Resolved: The list of payments, income, and transfers was proposed by Cllr Meanwell. It was resolved.
F23/047 CLOSED SESSION – Committee to resolve to go into closed session in accordance with the Public Bodies (Admissions to Meetings) Act 1960 for the following item on the grounds that publicity would be prejudicial to the public interest by reason of the confidential nature of the business to be transacted.
Resolved: It was proposed Cllr Waller, to go into closed session, which was resolved.
Cllr I Willox left the meeting.
F23/048 To review outstanding sales receipts due and agree actions as required.
Resolved: There are two outstanding invoices which the assistant Clerk will chase up. This was proposed Cllr Meanwell and it was resolved.
The meeting closed at 7.28pm
Please be advised these are notes of the meeting taken by the assistant/clerk and cannot in any way be regarded as the official minutes of council proceedings until they are approved and signed at the next meeting.