MINUTES OF A MEETING OF CHOPPINGTON PARISH COUNCIL FINANCE COMMITTEE HELD ON WEDNESDAY 11 JUNE 2025 IN THE PARISH COUNCIL OFFICES
THOSE ATTENDING:
Cllr H.Allsopp
Cllr A Cottrell
Cllr Fitzgerald
Cllr L Watson
Cllr J Rowell
Cllr G Huntley
IN ATTENDANCE:
Mrs A Brindley Parish Clerk/RFO,
Rob Delap – Operations Manager
David Iley – Finance & Administration Officer
AGENDA PART 1
F01/25 1. APOLOGIES FOR ABSENCE.
The following apologies were received Cllrs Foster and Burn work commitments; Cllr Jackson NCC training. The meeting agreed that these were proper reasons for absence.
F02/25 2. MEMBERS DECLARATION OF DISCLOSABLE PECUNIARY AND OTHER REGISTERABLE INTEREST(S).
Cllrs G Huntley and H Allsopp are appointed as Trustees to the Welfare and if there became a prejudicial interest in discussing item 13, they would withdraw from the meeting.
Cllr L Watson item 11 as a member of one of the organisations on the list for review and approval.
F03/25 3. PUBLIC QUESTIONS.
There were no questions from the public.
F04/25 4. ELECTION OF CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2025/26.
Cllr H Allsopp was duly moved, seconded and elected to serve as Chairman of the Finance Committee for the ensuing year
F05/24 5. ELECTION OF VICE-CHAIRMAN TO SERVE FOR THE COUNCIL YEAR 2025/26.
Cllr J Rowell was duly moved, seconded and elected to serve as Vice-Chairman of the Finance Committee for the ensuing year
F06/25 6. TO RECEIVE AND AGREE AS A TRUE RECORD THE MINUTES OF THE MEETING HELD ON 19 MARCH 2025
The minutes were agreed, and the Chairman was approved to sign them as correct
F07/25 7. MATTERS ARISING
FO30/24 Parish Clerk advised that the working group had not been held due to the election and membership would be confirmed later in the agenda
F08/25 8. TERMS OF REFERENCE
RESOLVED: Members approved the Terms of Reference.
F09/25 9. AUDIT AND GOVERNANCE
The PC/RFO informed the committee that the council is seeking clarification from HMRC regarding the tax implications of expenses/allowances. The Parish Clerk advised that the current policy to make payments against broadband invoices should be suspended until the matter has been clarified. Most stationery items are available through the office and members can receive reimbursement for other consumables such as printer cartridges upon submission of a receipt.
RESOLVED: Members agreed the policy changes until clarification has been received
FO10/25 10. REVIEW OF LISTED REGULAR PAYMENTS
The PC/RFO outlined that the council makes regular business payments via standing order/direct debit. These payments are agreed during the budget process, but they are payments that are made directly through the bank and are excluded from the internal controls that approve individual payments. Therefore, the list of regular payments was presented to Councillors for review and approval of the regular payments throughout the year.
RESOLVED: Payments were approved with further clarification requested regarding PFC activities which will be provided to Members at the Community Development and Environment Committee on 25 June 2025.
F011/25 11 REVIEW OF GRANT PAYMENTS TO COMMUNITY ORGANISATIONS
The PC/RFO reported that the Council provides several community grants to organisations supporting activities in the Choppington area, that are included in the budget. These are agreed at budget setting and paid at appropriate times in the year. All internal controls operate; Members approve payments individually before they are made and Members will see them in the expenditure reports. The Parish Clerk identified that the council would use the legal power of S137 to grant to the Wansbeck Food Bank.
RESOLVED: Members reviewed the list of recipients of annual grant payments and approved to be made during the year at the appropriate time.
F012/25 12. REMOVAL OF ITEMS FROM FIXED ASSET REGISTER
The PC/RFO had been advised by our IT consultant that tablets used by Councillors since 2018 were coming to the end of their life. Two tablets had already been returned to the office due to battery problems. The Council has made a provision to replace the tablets as they became redundant, however as the Council was moving to a gov.uk email address, it was considered cost effective for this work to be done on the new equipment only, so 7 of the Parish Councillors will receive new devices immediately. It is noted that as with the previous County Councillor Foster, the current Parish Councillors D Fitzgerald and M Jackson who are also County Councillors have use of County Council equipment and have agreed that they do not require a device from the Parish Council.
RESOLVED: Approval to write off 7 of the old tablets, the 8th had been purchased in 2022 for Co-opted Councillor and this one is to be returned to the office. Councillors may buy the 2018 equipment for personal use for £25.00.
F013/25 13. MEMBERSHIP OF WORKING GROUP TO REVIEW WELFARE FINANCES Further to the meeting of the 19th March 2025, The Parish Clerk/RFO requested up to 3 members for the working group, Trustees of the Welfare are excluded.
RESOLVED: Working group members to be Cllrs D. Fitzgerald, A. Cotterell, and L. Watson
F014/25 RESURFACING WORK.
RESOLVED: Members approved the payments of the following resurfacing work in the area:
- Resurfacing work at the Allotments at East Terrace £6642
- Resurfacing work at Liddells Field play area £19475 retrospective approval for work done as a Health and Safety measure agreed by Parish Clerk in consultation with a finance working group
- Resurfacing work along Ashington Drive, £18,000 approved for payment after inspection by CPC.
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 ended 10.45am
Signed by the Chairman: ……………………………………………. Date: …………………..