Minutes
Finance Committee Meeting Minutes
Wednesday 18 October 2023 at 6.00pm
St Andrews Community Centre, Saxilby.
Members Present
Cllrs Hewes (Chair), Hillman, Meanwell, and Waller
Non-Committee Members Present
Cllr Roberts
Absent
Cllrs Crump and Spurr
In Attendance
Lydia Hopton, Clerk
Committee Meeting
F23/101 Receive apologies and accept valid reasons for absence
None received.
F23/102 Receive Declarations of Interest in accordance with the Localism Act 2011
Cllr Hewes Item 8 non-pecuniary interest
Cllr Meanwell item 8 non-pecuniary interest
F23/103 Note the meeting action log.
The action log was noted.
Review the internal audit report(s) and agree recommended actions:
F23/104 August accounts and Saxilby Waterfront RFF audit (on 22 September 2023)
Noted.
F23/105 Play area RFF audit (on 09 October 2023)
Noted.
To approve the September 2023 (month 6):
F23/106 Income and expenditure report
Cllr Hilman raised a point of order (standing order Ab - “A motion (including an amendment) shall not be progressed unless it has been moved and seconded.”). The chair responded to the point of order referring to standing order 8d (“All motions shall be proposed; and once the chairman of the meeting is satisfied that the motion has been sufficiently debated, it shall be put to the vote.”) and did not carry the point of order.
RESOLVED: Cllr Waller proposed the income and expenditure report. This was seconded by Cllr Meanwell and resolved.
F23/107 Verified bank reconciliations
RESOLVED: Cllr Waller proposed the verified bank reconciliations. This was seconded by Cllr Meanwell and resolved.
F23/108 Income, payments, and transfers reports
RESOLVED: Cllr Waller proposed the income, payments, and transfers reports. This was seconded by Cllr Meanwell and resolved.
F23/109 Recommend to full council the acceptance of the draft recreation ground charity apportioning model
Cllr Hewes and Cllr Meanwell declared a non-pecuniary interest in the item.
Dispensation to ensure committee remained quorate for the item
Cllr Waller proposed for a dispensation to be given for Cllr Hewes and Cllr Meanwell in order to proceed this matter, to contribute to the discussion and to vote on. Cllr Meanwell seconded the dispensation. Cllr Hillman requested a recorded vote with three voting in favour and one vote against - Cllr Hillman against.
Cllr Hewes passed over to Cllr Waller to chairing the item.
Cllr Waller congratulated the clerk for the time and effort on the item. This was supported by Cllr Hillman.
RESOLVED: Cllr Waller proposed to recommend to full council the acceptance of the draft recreation ground charity apportioning model, this was seconded by Cllr Meanwell. This was resolved by all.
Cllr Hewes took back chairing the committee.
F23/110 Review and provide feedback on the first draft of the budget for 2024/25
A detailed discussion was held, and initial feedback was shared with the Responsible Financial Officer.
F23/111 Note the meeting action log
Noted.
F23/112 Approve the notes of the 20 September 2023 Finance Committee meeting as minutes
RESOLVED: Cllr Waller proposed the draft minutes were approved. This was seconded by Cllr Meanwell.
Cllr Hillman proposed as an amendment to the minutes for an addition to the point of order where “the parish clerk’s advice was requested and the parish clerk said that normal practice that she had encountered was to propose, second, and vote all after the discussion was held.” Cllr Meanwell seconded the amendment.
It was resolved to approve the amended minutes.
Cllr Roberts left the meeting at 19.36pm.
F23/113 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 the business to be transacted
RESOLVED: Cllr Waller proposed to enter closed session. This was seconded by Cllr Meanwell and resolved.
F23/114 To review outstanding sales receipts due and agree actions as required
Reviewed, no action required.
The meeting closed at 19.39pm
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.
Appendix 1: List of payments
Saxilby with Ingleby Parish Council 2023 / 2024
Coop Everyday Account
List of Payments made between 01/09/2023 and 30/09/2023
Date Paid Payee Name Amount Paid Transaction Detail
01/09/2023 West Lindsey District Council £ 28.16 refuse 010923 to 300923
01/09/2023 Lincolnshire County Council £ 200.00 speedwatch stickers and signs
01/09/2023 Smarty £ 5.40 310823 to 010923
01/09/2023 One Stop Convenience Store £ 4.65 Milk 2L x 3
01/09/2023 The Conservation Volunteers £ 420.00 Waterfront tree planting
04/09/2023 Ireland's Farm Machinery LTD £ 126.38 Tie rod assy
04/09/2023 Vinyl Banners Printing £ 79.84 waterfront banners x 3
04/09/2023 Instant Print £ 88.00 A5 flyers
04/09/2023 MORRISONS £ 2.50 Milk
05/09/2023 Lindum Fire Services £ 310.56 Annual inspection extinguisher
05/09/2023 Name supplied £ 155.91 Plants waterfront
05/09/2023 Cooperative Bank £ 9.76 commission
05/09/2023 Cooperative Bank £ 10.00 service charge
05/09/2023 Cooperative Bank £ 2.00 fee delta card purchases
06/09/2023 One Stop Convenience Store £ 0.90 milk
07/09/2023 Lincolnsh. Association of Loca £ 78.00 Fire safety risk assessment
07/09/2023 Foss Focus £ 189.00 advert April-June
08/09/2023 WINDOWORKX £ 145.00 Replace bar window vandalised
08/09/2023 Work Wear Express Ltd £ 83.57 office uniform
08/09/2023 Lincoln Security £ 1,110.00 Camera to cover entrance
08/09/2023 Lincoln Security £ 1,020.00 Relocate CCTV to office
08/09/2023 One Stop Convenience Store £ 7.80 Refreshments for wake
08/09/2023 Tesco Mobile Ltd £ 15.99 23/08/23-22/09/23
11/09/2023 Bright Spark Electrical £ 744.00 Light fitting replacement
11/09/2023 Lincolnsh. Association of Loca £ 60.00 Summer conference
11/09/2023 Kram Contract Cleaning Ltd £ 912.60 Cleaning July
11/09/2023 Amazon £ 3.69 Kids tattoos
11/09/2023 Amazon £ 5.40 Kids tattoos
11/09/2023 Amazon £ 20.99 Fabric bunting
11/09/2023 The defib pad £ 309.58 Defib battery and pads Sunflowers
12/09/2023 Amazon £ 1.52 Hembrandt temporary tattoos
12/09/2023 Amazon £ 2.30 tattoos for kids
12/09/2023 Public Works Loan Board £ 3,440.18 Final loan payment
12/09/2023 One Stop Convenience Store £ 1.85 Milk
14/09/2023 Screwfix Direct £ 36.57 Brushes and rollers
14/09/2023 Lindum Waste & Security £ 216.00 Waste recovery
14/09/2023 Nest £ 501.95 Pension EE
15/09/2023 Chandlers Oil £ 1,480.80 1000L diesel
15/09/2023 Tesco Mobile Ltd £ 63.72 080823 to 011023
15/09/2023 West Lindsey District Council £ 665.00 150523 TO 150524
15/09/2023 Hirebase £ 150.00 Deposit - generator WF festival
16/09/2023 Home sense £ 14.30 Meeting room furnishings
18/09/2023 Tanvic Commercial Newark £ 469.20 Puncture repair grass mower
18/09/2023 Thorpe Farm Machinery Countrys £ 268.00 Hire of woodchipper
18/09/2023 Post Office £ 6.00 Stamp second class
18/09/2023 Corona Energy £ 12.10 01/08/23-31/08/23
19/09/2023 Smarty £ 5.40 GS sim
19/09/2023 Screwfix Direct £ 54.95 Door closer, tape, rolls
20/09/2023 British Telecom £ 58.40 01/09/23-30/09/23
20/09/2023 One Stop Convenience Store £ 1.55 Milk
21/09/2023 BOOKER £ 87.47 Sweets/biscuits
21/09/2023 BHIB Councils Insurance £ 112.00 waterfront festival
22/09/2023 Screwfix Direct £ 70.98 Ear defenders/boots
22/09/2023 Unique Plastics Limited £ 14,760.00 Supply & Install windows
22/09/2023 Float for WF Festival £ 160.00 Float for WF Festival
25/09/2023 Ireland's Farm Machinery LTD £ 332.88 Mower parts
25/09/2023 GLL Better For Everyone £ 16.13 phone and photo copier
25/09/2023 One Stop Convenience Store £ 3.10 Milk
25/09/2023 Anglian Water £ 656.14 10/10/22-09/09/23
25/09/2023 Stallard Kane Associates Ltd £ 275.00 H&S and employment law services
25/09/2023 Plus Net £ 32.28 17/09/23-16/10/23
25/09/2023 Society of Local Council Clerk £ 72.00 Clerk Training
25/09/2023 Society of Local Council Clerk £ 144.00 FILCA training
25/09/2023 Amazon £ 29.95 Hot drinks flask
25/09/2023 Engie Power Ltd £ 371.10 01/08/23-31/08/23
27/09/2023 Land Registry £ 6.00 Search 12, the sidings
27/09/2023 Screwfix Direct £ 48.98 Gloves, filler, paint
28/09/2023 Staff wages £ 11,394.16 Sep 23 Wages
28/09/2023 Internal auditor £ 138.90 Internal audit
28/09/2023 HMRC £ 2,559.79 PAYE & NI Sep 23
28/09/2023 Staff member -£ 2.70 Corr inputting error
29/09/2023 British Gas £ 64.24 11/08/23-12/09/23
29/09/2023 Kram Contract Cleaning Ltd £ 912.60 August cleaning
29/09/2023 First Call Fire Risk Assessmen £ 90.00 FRA for Mill lane
29/09/2023 Mentoring £ 60.00 040823 and 290823
29/09/2023 West Lindsey District Council £ 181.00 Planning application service
29/09/2023 West Lindsey District Council £ 180.00 Bar licence
29/09/2023 Anglian Water £ 72.70 15/06/23-14/09/23
29/09/2023 Anglian Water £ 328.24 15/06/23-14/09/23