Minutes of the Finance and General Purposes Committee meeting held on Monday 18th May 2020 via Zoom.
PRESENT: Cllr Flint (Chair), Edwards, Gray, Minter, Young, Wright, Williams.
Staff: Liz Folley, Jo Wills
1. Apologies for absence: None
2. Councillors Declaration of Pecuniary Interest & Dispensations: None
Cllr Minter opened the meeting by reading the welcome statement.
3. Public Question time: 4 members of the public were present.
Members of the Beer Festival Committee were present to answer any questions regarding their email recently sent about the 2020 marquee event. No questions.
Cllr Ashdown attended as a member of the public and spoke regarding the marquee events and Allotment fence quote and Pavilion gate quote.
4. To approve the minutes of the following Finance and General Purposes Committee:
21st April 2020 – proposed by Cllr Young, seconded by Cllr Wright. All in favour.
5. Monthly Finance Reports were approved:
Bank Statements – April – proposed by Cllr Edwards and seconded by Cllr Gray.
Petty Cash – Cash Book April – proposed by Cllr Williams and seconded by Cllr Young
Precept and Budget Update April – proposed by Cllr Wright and seconded by Cllr Edwards
6. End of Year Accounts 2019/20
Presentation of accounts following end of year close down prior to internal audit.
The Internal audit is to be completed mid-May and then will be on the next Full Council agenda for final approval before going to the external auditor.
7. Approval of payments:
7.1 Regular payments by direct debit were approved:
BNP Paribas Photo copier Lease 161.76
Shire Leasing Telephone Equipment 256.49
Cathedral Leasing Ltd Hygiene Services @ WF 256.08
CPRE Subscription 36.00
TV Licence WF 154.50
ICO Data Protection Registration 40.00
Friends of Ridgeway Subscription 15.00
PWLB Loan for Pavilion Build 10,111
Spearman Properties Office Rent Last Payment May 1125.00
OPUS Electricity @ Hill Road Rec Variable
CNG Gas @ Whites Field Variable
BT Telephone &broadband Variable
All Star Motor Fuel for machinery Variable
Grundon Waste Wheeler Variable
GiffGaff Mobiles for Groundsmen 16.00
Castle Water Water @ Wf and HRR Variable
Lloyds Charge Card Misc – limit 1k Variable
Bulk Payment Limit 7.5k
*** To note – CPRE annual subscription to be discussed at the next Full Council meeting.
7.2 Councillors Flint, Williams and Young are accepted signatories to authorise on-line bank payments
7.3 May payments
HMRC – Tax & NI 2,386.09
OCC Pensions – Contributions 2,504.83
Prudential – AVC Contributions 150.00
Andrea Pellegram Ltd – NP consultant 750.00
Clarity Copies – photo copies 104.30
Microshade – IT services 107.94
DF Sales – food waste bags 388.80
Payments by Direct Debit/SO
Bulk pay – salaries 7,058.11
Allstar – fuel 15/4 – 29/4 207.12
Allstar – fuel 9/4 23.11
BNP Paribas – Copier Lease 146.11
BT – Broadband service 102.92
BT – Cloud Voice 178.68
CNG – Gas @ WF 45.48
Grundon – Waste Wheelers 106.56
Lloyds Charge Card 234.99
Amazon Prime 7.99
GiffGaff – Mobile 16.00
Macro – disposable gloves 17.98
Stickerdeed – disposable gloves 21.98
Z&U – Chain Locks 27.16
Zoom – media meetings 143.88
OPUS Energy – HRR Electric 11.25
RBS Solutions – End of Year Acc 672.00
*** To note – Cllr Williams proposed to retain the extra 2 hours from Andrea Pellegram for the NHP. Seconded by Cllr Wright. All in favour.
To note April payments not on last month's agenda due to late postal arrival
CNG – Gas @ WF April 64.56
Grundon – Waste Wheelers – April 107.04
Allstar – fuel 17/3 – 27/3 154.85
BT – Cloud Voice 177.90
8. Asset Management
8.1 Cllr Flint presented a draft list of action points for refurbishment project at WF.
Cllr Williams proposed for it to be discussed at Full Council in June 2020. All in favour.
9. Contracts / Quotations
9.1 Quotation to supply and fit vehicle barrier at Community Pavilion – Cllr Williams proposed a quote to be approved by The Clerk at a maximum value of £2500.00 plus VAT. Seconded by Cllr Wright. All in favour.
9.2 Quotation and options for fence work at Allotments – to be discussed at Full Council meeting in June 2020.
10.1 To confirm CPC community grants – application forms to be made available and returned for decision by 30th June 2020
10.2 Grant request from Red Kite Radio – The Clerk to advise they follow the grant process, as above.
11. Other Communications and General Purposes:
11.1 August Bank Holiday Marquee Event – to consider the current situation (Covid-19) with regard to social events and decide if this should be postponed until 2021 – to be discussed and a decision made at the Full Council meeting in June 2020.
11.2 Communication – due to the lack of communication for those residents without internet access to consider funding for a publication. Cllr Minter to write a proposal for discussion.
11.3 Update from HR Committee – deferred until further information is available.
Chairman ______________________________________________ Dated _____________________
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