MINUTES OF THE FINANCE COMMITTEE ON 11 OCTOBER 2023

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 11 OCTOBER 2023 IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr K Burn

Cllr A Iley

Cllr J Rowell (Chair)

Cllr P S Vaughan

Cllr L Watson

IN ATTENDANCE:

Mrs A Brindley Parish Clerk/Responsible Finance Officer, Mr D Iley Finance Officer

AGENDA PART 1

F010/23         1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr J Foster (County Council commitment), Cllr H Allsopp (out of the area) and Cllr G Huntley (illness). The meeting agreed that these were proper reasons for absence.

F011/23         2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).

No declarations were made.

F012/23        3.         PUBLIC QUESTIONS.

There were no questions from the public

F013/23         4.         TO RECEIVE AND AGREE AS A TRUE RECORD THE MINUTES  OF THE MEETING HELD ON 26^TH JULY 2023

The minutes were agreed, and the Chairman was approved to sign them as correct

F014/23         5.         MATTERS ARISING

The Clerk advised that the equipment for Liddells field play area was still to be fitted.

F015/23         6.         MEMBERS AUDIT SCHEDULE FOR OCTOBER TO MARCH. 

The Parish Clerk/RFO advised that internal checks had been completed to date including bank reconciliations.  Cllr Rowell and Cllr Watson are to meet on Tuesday 17^th to audit the September accounts.  The Clerk was asked to email each month for members availability to audit future accounts.

 F016/23         7.         CHARGES UNDER THE MEMORANDUM OF UNDERSTANDING ADDENDUM

 The PC/RFO reported the payments previously agreed under the MoU addendum.

Warm Hub refurbishment             £2671.45

Shared utility charges             £1844.51

Shared lighting improvements       £4530.00

F017/23         8.         ON-LINE PAYMENTS

 Increasingly the Parish Council makes purchases on line requiring upfront payments.  Members are asked to approve the application for a Council credit card.

RESOLVED:  Approval was given for the application of a Council credit card and members requested that a procedure note is produced giving instructions for it use.

F018/23         9.         FINANCIAL PERFORMANCE TO THE END OF THE FINANCIAL QUARTER.

The Finance Officer reported on expenditure and income undertaken during the first 6 months.  Members were given explanations for exceptional variances.

RESOLVED:  Members noted the variances and thanked officers for the report.

AGENDA – PART 2.

Members considered under Standing Order 3, that in view of the special and confidential nature of the business to be transacted, it was advisable in the public interest that the press and public be excluded and asked to withdraw.

F019/23         10.       Members considered grant requests and made awards as follows:

Snooker B team awarded        £100

Escape Family Support            £500

Wansbeck Christmas Appeal   £400

There being no further business the meeting ended 10.25am

Signed by the Chairman: …………………………………………….               Date:  …………………..

ITEM 4

MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 19 APRIL 2023 IN THE PARISH COUNCIL OFFICES

THOSE ATTENDING:

Cllr H Allsopp

Cllr K Burn

Cllr A Iley

Cllr G Huntley

Cllr J Rowell (Chair)

Cllr P S Vaughan

IN ATTENDANCE:

Mrs A Brindley Parish Clerk/Responsible Finance Officer, Mr D L Nicholson Deputy Parish Clerk, Mr D Iley Finance Officer

AGENDA PART 1

F012/22         1.         APOLOGIES FOR ABSENCE.

The following apologies were received:  Cllr J Foster (Illness), Cllr L Watson (medical appointment). The meeting agreed that these were proper reasons for absence.

F013/22         2.         MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND

OTHER REGISTERABLE INTEREST(S).

Cllrs H Allsopp, A Iley, G Huntley and P S Vaughan indicated that they had a non-pecuniary interest in agenda item 9

F014/22         3.        PUBLIC QUESTIONS

There were no questions from the public

F015/22         4.         MINUTES OF THE FINANCE MEETING OF 20 JULY 2022

Members noted that the minutes had been reported directly to the Parish Council, and agreed them as a true record.

F016/22         5.         MATTERS ARISING

No matters arising

F017/22         6.         CONSIDERATION OF FINANCIAL OUTTURN 2022-23

Members received the financial outturn report by the Parish Council, noting that the cash balance was reduced from the year 2021-22.  The Parish Clerk/RFO explained that year end had not been finalized but identified that expenditure this year included purchases of litter bins, 6 bus shelters and spares, and the replacement of office photocopiers.

F018/22         7.         CONSIDERATION OF EARMARKED BALANCES FOR 2023-24

Members received the information regarding earmarked balances, noting that the Council has identified £100,000 as the contribution to Cleaswell Park refurbishment, although it was expected that grants could be obtained towards the cost.

F019/22         8.         THE REVISON OF FINANCIAL REGULATONS

Members considered the revision of financial regulations relating to the payment of invoices directly though the bank.

RESOLVED: Members approved the revision of Financial Regulations to be reported to the Parish Council

F020/22         9.         TO CONSIDER A FINANCIAL ADDENDUM TO PARTNERSHIP

 MEMORANDUM OF UNDERSTANDING

The Parish Clerk/Responsible Finance Officer explained the Council has a Memorandum of Understanding (MoU) with each strategic partner  The MoU with Stakeford and Bomarsund Sport and Social Welfare Centre requires an addendum to guide both the Parish Council and Welfare on financial matters governing areas of joint funding.  This addendum will advance financial principles associated with all partnerships covered by MoU.

The Parish Clerk and the Secretary of the Welfare had prepared a joint draft guidance for consideration by the Finance committee.  Cllrs P Vaughan, H Allsopp, A Iley and G Huntley who are Trustees appointed by Northumberland County Council to Stakeford and Bomarsund Welfare declared a non-pecuniary interest in this item.  With 4 of the 6 members in attendance declaring an interest, the meeting agreed to this item being decided at the next meeting of the Parish Council.

Items of shared funding, made under delegated powers was reported for information by the Clerk.

• The payment of soft furnishings towards the ‘warm room’ scheme
• The shared cost of electricity charges
• The shared cost towards upgrade to sustainable lighting

RESOLVED:  Members thanked the officers for their report and noted the delegated expenditure.

AGENDA – PART 2.

Members considered under Standing Order 3, that in view of the special and confidential nature of the business to be transacted, it was advisable in the public interest that the press and public be excluded and asked to withdraw.

There being no further business the meeting closed at 11.10 am

Signed by the Chairman: …………………………………………….               Date:  …………………..

Agenda Item 8

Choppington Parish Council

Terms of reference

Finance Committee

1. Committee:  The Finance Committee is constituted as a committee of the Council.

1. Membership:  All Councillors can be members with a minimum of 5 Councillors and will include the Chairman and Vice Chairman of the Council.

The quorum shall be 3 members of the Committee.

1. The Chairman (and Vice Chairman) will be elected at the first meeting of the Finance Committee following the Annual Meeting of Choppington Parish Council.

1. The Committee will meet as the workload requires, with a minimum of 3 working days’ notice given unless an extraordinary meeting is required, subject to legal requirements.

1. Purpose:   To oversee the Council’s financial affairs in accordance with legislative requirements, regulations and guidelines including:

1. Monitoring of income and expenditure during the financial year and where appropriate recommending actions to the Parish Council.

1. Review of the Council’s accounting practices and systems.

• Preparation of annual budget and precept for recommendation to Parish Council.

1. Review of earmarked balances including repair and replacement programme.

1. Review insurance cover

1. Review financial regulations and make recommendations to Parish Council.

• Receive internal and external audit reports and arrange implementation of recommendations.

Item 9   11 October 2023