November 2023
CLAXBY PARISH COUNCIL
Minutes of the Finance and Staffing Committee of Claxby Parish Council held at the village hall on THURSDAY 9th NOVEMBER 2023 at 2.00 p.m.
1. Apologies for Absence - none
2. Declarations of Interest - none
3. To approve the draft minutes of the meetings held on 24th and 30th August 2023. It was resolved to approve the minutes and they were duly signed.
4. Chairman’s opening remarks – the chair thanked members for attending.
5. The RFO presented his report
- balance in Unity and Lloyds accounts as at half-year point was £6113.45 and £7969.14 respectively.
- Budget 24/25 Projected expenditure for year 24/25 was £6474 while the current precept was £5765. With a projected village hall income of £500, projected expenditure still exceeded projected income.
- As requested at a previous meeting, a record of the Clerk’s hours was presented, covering the period from May to November. It was noted that 24 hours overtime had been worked, which amounted to an average of one hour per week during this period.
6. Precept: Determine precept for 24/25. Because of rising costs, projected expenditure was likely to exceed income in the coming year, and after much discussion it was resolved to recommend to the full council that the precept claim be increased to £6500. It was suggested that ways be found to reduce the clerk’s hours, as the overtime claim impacted on the precept.
7. Quarterly internal audit/bank reconciliation for PC and Village Hall accounts was presented by David Lofthouse; received, approved and signed. A copy can be seen here.
8.Clerk’s hours and overtime claim (including back pay according to the recent LALC pay review) was presented and approved.
9. Frequency of meetings – it was resolved to continue with the same frequency i.e. to meet prior to each PC meeting.
10. Grant for playing field – Judith Pilbrow reported that WLDC has allocated £25,000 and on 15th November a lottery grant can be applied for, and Jenny Lofthouse was currently preparing this. A grant from Lincolnshire Wolds Countryside Service must be applied for before the panel meeting on 5th December, and there is a potential opportunity for a further grant in the next financial year. These grants would enable improvement to the field, including accessible access, and provision of inclusive equipment for children and adults. The chairman asked that the work done by the volunteers be recognised on behalf of the village.
11. CIL – discuss suitable use(s) for the fund. It was agreed to recommend to the full Council that it be used to supplement work done on the playing field.
12 Policies and insurance:
a). Review of village hall accounts and spending limits. David Lofthouse presented the accounts and projected expenditure as per the attached schedule.
b). Review Financial Regulations clauses 10 and 11 re obtaining quotes – it was agreed to review these at the AGM.
c). Review Insurance – It was agreed to review at the AGM once the asset register is updated
d). Update asset register and insurance schedule. To be updated when a valuation for the village hall is obtained and play equipment purchased.
Meeting closed at 16.00