May 2024
CLAXBY PARISH COUNCIL FINANCE AND STAFFING COMMITTEE
Draft Minutes of a meeting of the Committee, held at the village hall on May 7th 2024 at 2.00 p.m.
Present: Cllrs Strong, Saywell, Pilbrow, D Lofthouse
Also present: Clerk to the Council/RFO
1. Apologies for Absence – none
2. Declarations of Interest - none
3. To approve minutes of the meeting held on 9th January 2024.
4. Chair & Comittee’s Comments and matters arising from the minutes.
- The grants have now been awarded. See below RFO report for details.
- Coucillor’s Expenses Policy has now been finalised and awaits approval from the full council.
5. Parish Council finances.
- Audit and bank reconciliation. The audit had been completed and the internal auditor was happy with the figures and the processes.
- Final figures for 23/24 were presented (see Appendix A)
- Projected expenditure – to produce a 3-year plan after consultation with residents. This would be discussed at the next PC meeting.
- Approve VAT refund to village hall account. APPROVED
- Other payments to be approved. A schedule of payments was presented and approved for presentation to the full Council.
- Asset register – valuation of village hall and play equipment to be done before the register and the insurance schedule can be updated.
6. To Resolve on Electricity contract. After comparing prices, it was RESOLVED to set up a contract with Octopus Energy.
7. Village Hall: update on finances – see RFO report.
8. Village Field update on finances/grants received/projected expenditure. See RFO report. Further expenditure would be footpath, gazebo and extra picnic bench – all this would be paid for from grants as and when they are available. One area of concern is the trees lining the road, which will need attending to in the near future. This would be a potential Parish Council expense.
The chairman proposed a vote of thanks to the two committees for furthering the work on the village hall and the playing field.
9. Agenda items for next meeting. Cllr Saywell raised the issue of the LALC updates to the clerk’s contract. The chair asked for details of the new contract to be circulated to be discussed at the next meeting. Clerk’s hours had been requested and the clerk reported that his hours are now back to normal (i.e. an average of 2 hours per week).
AOB: David Lofthouse showed the committee his motor insurance certificate to prove cover for business use for the Council.
The meeting closed at 15.17
Signed________________________. Date___________________