SUTTON BRIDGE PARISH COUNCIL
Minutes of Finance Committee meeting held on 25th August 2015, 6.15 pm at the Parish office.
In attendance: Committee members: Cllrs Dewsberry, Grimwood, Scarlett & Ms Cook
Parish Clerk: Mrs S England, Admin Assistant: Mrs K Croxford
FC61.15
Apologies for absence
Cllr C Brewis
FC62.15
Declarations of interest – to receive declarations of disclosable pecuniary or other interests
Not previously notified to the Monitoring Officer and consideration of any written request for
dispensation
None declared.
FC63.15
Signing of minutes – Notes of meeting held on 28th July 2015 to be accepted as
Minutes
It was RESOLVED to accept the notes of meeting held on 28th July 2015 as minutes.
FC64.15
To examine and approve supplier invoices presented for August 2015
Schedule of payments as follows;
Dent Security
Grant Thornton
Eastern Business Systems
GES Water Ltd
Mrs K Croxford
Mrs S England
Cllr Grimwood
Mrs S England
W'Land Grass Cutting
W'Land Grass Cutting
W'Land Grass Cutting
Mr N J Portass
Information Officer
Cllr P Scarlett
Annual Renewal
548
164.37
32.87
197.24
Auditor Fee
549
400.00
80.00
480.00
Photocopier Service
550
48.69
9.74
58.43
Water Testing
551
55.00
11.00
66.00
Salary
552
269.95
269.95
Salary
553
1134.02
1134.02
Expenses
554
7.58
1.52
9.10
Expenses
555
56.70
56.70
Litter Picking
556
105.00
105.00
District Mowing
"
1503.63
1503.63
Parish Mowing
"
1316.69
1316.69
Picnic Area
557
350.00
350.00
Data Prot Renewal
558
35.00
35.00
Expenses - Grey Bag
559
180.00
180.00
Sales
Mrs Croxford confirmed details of cheques numbered 556 to 559 which had been issued in addition to those
included on the agenda.
It was RESOLVED to approve payment of August invoices as presented.
Signed………………………
Date …../……./ 2015
Chairman of Finance Committee
----------------------------------------------------------------------------------------------------------------------------- ---------------------
FC65.15
To resolve to approve and sign off payroll and bank reconciliation calculations as per Financial
Regulations
Payroll and bank reconciliation calculations were checked by Cllrs D Dewsberry & Grimwood as
per Financial Regulations.
It was RESOLVED to sign off both documents as correct.
FC66.15
To make arrangements for completion of bank mandate form.
The Committee discussed arrangements for the addition of new members on the bank mandate
and signed the mandate form as RESOLVED by full Council.
FC67.15
To resolve on final details of finger post refurbishment project.
The Clerk presented the Committee with the details and costings for updating information to be
included on the three finger posts signs. Arrangements to be made for removal of the four finger
arms to be returned to manufacturer for re-painting.
It was RESOLVED to accept quote of £2,525 + VAT submitted by the manufacturer, CIS Street
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Furniture, subject to confirmation of correct spelling of words to be included.
Clerk to request extra coat of paint to post adjacent to roundabout due to extra risk of corrosion at
the location.
It was RESOLVED for the Clerk to arrange courier transport for finger arms to be returned to CIS
for re-painting, maximum spend, £100.
FC68.15
To resolve on recommendation to full Council in respect of Council’s insurance policy, taking into
account advice received from Internal Auditor
The Clerk provided an update concerning appropriate updates to level of cover provided in
Council’s insurance policy, due for renewal 1st October 2015. Of particular note was expert advice
received indicating that cover for St Matthew’s War Memorial should be increased from £15,000 to
£60,000.
Members also considered advice received from Internal Auditor regarding play equipment located
at the Princes Street Play Area.
It was RESOLVED to recommend to full Council implementation of changes to level of cover
recommended by the Clerk including £60,000 cover for the St Matthews War Memorial. Clerk to
seek quote from Came & Co with whom Council holds a long term agreement. Details to be
presented at September PC meeting.
It was RESOLVED to recommend to full Council continuation of, (i) weekly safety checks,
(ii) annual safety inspection by qualified contractor and, (iii) insurance cover for play equipment at
Princes Street Play Area in line with advice given by the Internal Auditor
FC69.15
To receive update concerning protection of Council’s deposits under the Financial Services
Compensation Scheme and resolve on recommendation to full Council
The Clerk presented the Committee with a letter received from SHDC confirming that S106
money remains the legal responsibility of SHDC and no extra money would be deposited
into Council’s bank account until such time it was required for the payment of invoices relating to
the Burial Ground project; therefore, no deposit protection concerns to report to full Council.
7.00 pm It was RESOLVED to enter closed session for reasons of confidentiality attached to
the following agenda item;
FC70.15
To receive update on new Public Contacts Regulations including changes required to Council’s
Financial Regulations.
Members discussed information received from NALC regarding the 2015 National Procurement
Policy and how this may impact on contracts relating to the Burial Ground project.
Clerk to seek further information from Mr D Bell to be presented to full Council at the June meeting.
Clerk to update Financial Regulations in line with the 2015 Procurement Regulations, details to be
resolved at the September PC meeting.
FC71.15
To consider other items of expenditure which may incur cost to Council (all recommendations to
to be approved by full Council)
Members discussed the following items;
 Locking up of the toilet block.
 Wingland Allotments.
FC72.15
Date of next meeting
It was RESOLVED to hold another meeting of the Finance Committee at 6.15 pm on Tuesday
29th September 2015
There being no other business, the meeting closed at 7.30 pm
Signed.......................................................
Chairman Finance Committee
Date.............................
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