F&PC March 2023 DRAFT Minutes
Market Deeping Town Council - Finance and Personnel Committee
Minutes of a meeting of Market Deeping Town Council’s Finance and personnel Committee held on Wednesday 22 March 2023 at 7pm at The Town Hall, Market Deeping. Cllr Lester presided over Cllr Broughton and Cllr Shelton. The Clerk was also in attendance.
No members of the public attended.
53. Chairman’s Welcome
Cllr Lester welcomed everyone to the meeting at 7.00 pm
54. Apologies for Absence
There were apologies for absence from Cllr Miss Collins.
55. Declarations of Interest
There were no declarations of interest.
56. Notes of recommendations from the Finance & Personnel Committee meeting 11 January 2023.
It was recommended to accept the recommendations of the meeting as a true and accurate record.
Cllr Lester signed the recommendations as Chair.
57. Clerk’s report
Members had received a copy of the report prior to the meeting.
Agenda Item 5
Clerk’s Report 22 March 2023
The paperwork then needs to be completed and sent to PKF Littlejohn for external audit |
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The net amount due will be £18,139 and this will be paid from EMR 334 – New vehicle £23,250. A new fuel card has been ordered and enquiries have been made to move the tracking device to the new vehicle. The delivery date is unknown but likely to be March.The registration number will be AF23 NKA. |
58. Correspondence
Members had received a copy of the correspondence prior to the meeting.
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Correspondence to be Noted – Received up to 22 March 2023 |
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No. |
Received from |
Date Received |
Subject |
Committee Response |
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1. |
PSDF |
31.1.23 |
January factsheet |
Noted |
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Correspondence to be Acted Upon – Received up to 22 March 2023 |
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No. |
Received from |
Date Received |
Subject |
Committee Response |
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1. |
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59. Omega report - Review of performance to date, budget/expenditure/income
The Clerk had provided members with a report prior to the meeting.
A discussion took place regarding an additional bus shelter which has been budgeted for but is currently awaiting manufacture. It was RESOLVED to transfer item 300 4355 £10,150 to Ear Marked Reserves to be spent as soon as possible on the new bus shelter in 2023/24.
The purchase of a new ISUZU truck from Close Brothers was discussed. This was agreed at the Full Council meeting dated 8 March 2023. The Clerk provided a break down of the final cost:
Single cab Isuzu £26,339.00
Canopy £1,475.00
Liner £325.00
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Cost £28,139.00
plus VAT £5,558.80
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Total cost £33,697.80
Less part ex £10,000.00
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Total due £23, 697.80
It was RESOLVED to transfer £18,139 (net amount before VAT) from EMR 334 – New vehicle
It was RESOLVED that costs for Coronation expenses should be allocated to the Town Hall & Cemetery budget.
Cllr Lester asked members if there were any further comments on the Omega report there were none.
60. Year-end closedown to include a review of earmarked reserves and potential under/overspend for 2022/23.
It was RESOLVED to accept the EMRs as correct.
A discussion took place regarding any underspend for 2022/23. It was RESOLVED to apportion this between the Committees in the following proportions:
AOS – 50%
ADMIN – 20%
TH&C – 20%
P&H – 10%
AOS
To be allocated to EMR 338 – Play equipment
A discussion took place regarding the purchase of new more inclusive play equipment for John Eve field and Cllr Broughton explained that it was proposed to extend the size of the gated play area. The barrier will be moved out by 20m and an extra 20m installed.
Administration
To be allocated to EMR 324 – Town Hall
Town Hall & Cemetery
To be added to agenda item for discussion at May TH&C meeting on 24 May 2023 and ratified at Full Council meeting on 7th June 2023.
Planning and Highway
To be added to agenda item for discussion at May Planning and Highway meeting on 24 May 2023 and ratified at Full Council meeting on 7th June 2023.
61. For members to consider a revised meeting schedule for 2023-24.
Discussion took place and it was RESOLVED to accept the proposed meeting schedule for 2023-24 after the following changes, due to the date of the Annual Town meeting (17 May 2023) after the election and the date Committees will have been decided.
Town Hall and Cemetery 24 May 2023 – 6.15pm
Planning and Highway 24 May 2023 – 7.00pm
Amenities and Open spaces 31 May 2023 – 6.30pm
62. For members to review the asset register
A discussion took place regarding various items on the asset register. It was RESOLVED to accept the value of assets at 31.3.23 as £303,625.45. It was noted that this would need amended to include the value of the Isuzu truck if it was purchased before 31.3.23.
63. For members to receive reports from the internal auditor
The clerk had issued members with copies of the reports for December 2022, January 2023 and February 2023 prior to the meeting. Sample transactions audited had all been handled correctly and members were satisfied with the reports. Cllr Lester asked members if there were any questions and there were none.
64. Personnel – Consideration to go into Closed Session. To include:
It was RESOLVED unanimously to go in to closed session.
It was RESOLVED to purchase a good quality mobile phone on contract for use by the Clerks.
A discussion took place regarding staffing.
It was RESOLVED to come out of closed session.
65. To consider items for inclusion on the agenda for the next meeting of Finance and personnel committee, to be held at The Town Hall Chambers on 14 June 2023 at 6.45 pm.
There were no items for inclusion at the next meeting.
The Chairman thanked all members for their attendance and declared the meeting closed at 7.00 pm.
The next Finance and Personnel committee meeting is scheduled for Wednesday 14 June 6.45 pm, in the Town Hall.