Finance & Policy 15 July 2021
Minutes of the Ruskington Parish Council Finance & Policy Committee meeting on Thursday 15 July 2021 at 10.30am at Ruskington Parish Office.
Present: Cllr G Conway (Chairman of Committee), Cllr P Cunningham, Cllr O Ditch, Cllr S Tonge
Also present: Kathryn Locke (Clerk), Kirsty Sinclair (Deputy Clerk & RFO)
Apologies: Cllr White
As no members of the public were present, the Chairman opened the meeting at 10.35am.
1. To receive and accept apologies where valid reasons for absence have been given to the Parish Clerk prior to the meeting.
Apologies had been received from Cllr White, and his reason for absence was known.
Action: The Committee unanimously RESOLVED to accept the valid reasons for absence.
2. To receive Declarations of Interest under the Localism Act 2011- being any pecuniary interest in agenda items not previously recorded on Members’ Register of Interests.
None were declared at this time.
3. To approve as a correct record the notes of the Finance & Policy meeting held on 20 April 2021.
The Committee RESOLVED to accept the minutes of the meeting. Proposed by Cllr Cunningham, seconded by Cllr Conway and approved with 2 for and 2 abstentions.
The Chairman signed the Minutes.
4. To review the accounts for the first quarter of the financial year. (Circulated prior to the meeting.)
The Committee scrutinized the accounts for the first quarter and the RFO answered questions.
Action: The Committee RESOLVED to recommend to Council that the accounts for the first quarter were accurate. The Committee recommended that the purchasing of refreshments for office use and carrying out council business were to be taken from the petty cash. Proposed by Cllr Conway, seconded by Cllr Cunningham and approved unanimously.
5. To consider closure of the HSBC bank account and transferal of funds to another RPC account.
The RFO advised that this account was no longer active as HSBC now charged for cheques and Ruskington Parish Council no longer accepted or used cheques. Various options were considered. Opening another Lloyd’s account was considered the best option as the Committee were signatories on this account.
Action: The Committee RESOLVED to recommend to Council that the £6046.71 in the HSBC account be transferred to a Lloyd’s Instant Access Saver Account. This would be reviewed when the second half of the precept was received in November 2021. Proposed by Cllr Conway, seconded by Cllr Ditch and approved unanimously.
6. To receive information on the Local Government Transparency Code (2014) for councils with a turnover of over £200,000 per annum. (Circulated prior to the meeting.)
The RFO presented a summary of the code and explained the additional actions required.
Action: The Committee RESOLVED to recommend to Council that the legal requirements were met. Proposed by Cllr Cunningham, seconded by Cllr Tonge and approved unanimously.
7. To review the asset register. (Circulated prior to the meeting.)
This was reviewed and questions raised regarding recording the depreciation of assets. Following research, there was no legal requirement for depreciation to be included in the asset register.
8. Review of storage of documents to meet RPC policy.
The retention and disposal of documents met with RPC policies. However, the need for additional storage for archiving documents and the binding of Minutes was considered.
Action: The Clerk to find out information and costs for the binding of the approved Council Minutes.
9. To consider the review of policies by the Council and its committees.
9.1 To review the following policies:
a. Training & Development
b. Freedom of information, including the Publication Scheme & Schedule of Charges
c. Lone working policy
Action: Following agreed amendments the above policies were recommended for reviewing and adopting by Council at its next meeting on 27 July 2021.
10. Delegates/Councillor Reports.
Cllr Cunningham asked if the PCC could be approached requesting the installation of the internet at the Winchelsea Centre for use by its hirers. The Clerk advised that the PCC were already considering this.
Cllr Cunningham also asked about the cutting of the grass along the Beck. This was being undertaken by the Council’s caretaker, although another agency had been seen cutting this. The verges alongside the Beck were not part of the wildflower projects for the village.
Cllr Ditch advised that he was attending the next Village Hall Committee meeting in his role as the Councill’s representative and asked if the Committee had any questions for the Village Hall. Cllr Ditch was asked to find out about the costs of the venue’s hire.
The Chairman closed the meeting at 12.58pm.