MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 26 JULY 2023 IN THE PARISH COUNCIL OFFICES
THOSE ATTENDING:
Cllr A Iley
Cllr G Huntley
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
F001/23 1. APOLOGIES FOR ABSENCE.
The following apologies were received: Cllr J Foster (family commitment), Cllr H Allsopp and Cllr A Hart Foster (out of the area). The meeting agreed that these were proper reasons for absence.
F002/23 2. MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).
No declarations were made.
F003/23 3. PUBLIC QUESTIONS.
There were no questions from the public
F004/23 4. ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2023/24.
Cllr J Rowell was duly moved, seconded and elected to serve as Chairman of the Finance Committee for the ensuing year.
F005/23 5. ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2023/4.
Cllr H Allsopp was duly moved, seconded and elected to serve as Vice-Chairman of the Finance Committee for the ensuing year.
F006/22 6. MINUTES OF THE FINANCE MEETING OF 19 APRIL 2023.
Agreed them as a true record
F007/23 7. MATTERS ARISING
There were no matters arising.
F008/23 8. TERMS OF REFERENCE
Members agreed the terms of reference
F009/23 9. FINANCIAL PERFORMANCE TO THE END OF THE FINANCIAL QUARTER.
The Parish Clerk reported on expenditure and income undertaken during the first financial quarter. 2 quotations were presented for approval to be taken from earmarked balances. Repair to climber at Liddells field £2468.40 and mesh panels for vandalised shelter at Johnson Villas, £1546.00
RESOLVED: Members thanked the officers for their report and approved the acceptance of the quotations.
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 were no items for agenda part 2
There being no further business the meeting closed at 10.55am
Signed by the Chairman: ……………………………………………. Date: …………………..
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.
2. 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.
3. The Chairman (and Vice Chairman) will be elected at the first meeting of the Finance Committee following the Annual Meeting of Choppington Parish Council.
4. 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.
5. Purpose: To oversee the Council’s financial affairs in accordance with legislative requirements, regulations and guidelines including:
i. Monitoring of income and expenditure during the financial year and where appropriate recommending actions to the Parish Council.
ii. Review of the Council’s accounting practices and systems.
iii. Preparation of annual budget and precept for recommendation to Parish Council.
iv. Review of earmarked balances including repair and replacement programme.
v. Review insurance cover
vi. Review financial regulations and make recommendations to Parish Council.
vii. Receive internal and external audit reports and arrange implementation of recommendations.
Item 9 Income and Expenditure by Budget as at end June 2023
Income %
Budget Actual £ Variance £ Resource Available % Note
Precept 435,889 217,945 211,597 49
Partnership 8,030 17,869 -9,839 -123 1
interest 896 3,372 -391 -44 2
Neighbourhood plan 6,000 0 6,000 100
Misc income 0 11,880 – 11,800 0 3
Total 450,815 251,066 195,567
Expenditure
Staffing costs 175,299 27,174 148,125 84 4
Office Costs 13,934 3,376 10,558 76
Members Costs 10,906 1,740 9,166 84
Fees And Charges 18,328 5,146 13,182 72
Contingencies/mis exp 17,500 2,040 15,460 88
Contracts 4,900 0 4,900 100
Local Service Delivery 83,073 0 83,073 100
Allotment Expenses 1,250 485 765 61
Community Services 9,443 162 9,281 98
Grants and donations 9,000 0 9,000 100 5
Sport in the community 20,860 4,916 15,944 76
Youth Provision 13,250 178 13,072 99
Total
Earmarked projects & repair 73,072 5,262 67,810
450,815 50,479 400,336
Note
1 Includes Cllr Foster MLIS funding for interactive signs £10,436
2 Interest from savings account has exceeded expectations
3 insurance claim for bus shelter
4 One month short in actual
5 Budget includes £6000 for neighbourhood planning