Members of the public are cordially invited to attend a meeting of Redenhall with Harleston Town Council Finance Committee which will be held in the Social Room, Memorial Hall Leisure Centre, Harleston on Wednesday 21st June 2023 at 6.30pm to consider the business detailed below.
Members of the press and public are welcome to attend – there will be an opportunity for public participation agenda item 7.
Signed: Clare Crane – Town Clerk
Date: 16th June 2023
AGENDA
1. To elect
a) a Chairman
b) a Vice-Chairman
2. Welcome
3. To receive and consider accepting apologies from members unable to attend
4. To receive and note any declarations of members’ pecuniary and/or non-pecuniary/other interests pertaining to items on the following agenda, to note any dispensations granted in respect of business to be discussed and to consider any requests for dispensations.
5. To receive and approve the minutes of the last Finance Committee meeting on Wednesday 19th April 2023 (copy herewith)
6. To note progress on decisions made at the last meeting of the Finance Committee (copy herewith)
7. To consider a resolution under Standing Orders 3e to suspend the meeting to hear comments from members of the public on items to be discussed on the agenda (the period of designated time for public participation is 20 minutes unless directed by the Chairman of the meeting and individual members of the public are entitled to speak for a maximum of 5 minutes each).
8. To review the current Terms of Reference and make suggested amendments as necessary (copy herewith)
9. To recommend final Terms of Reference for adoption at the next Town Council meeting being held on the 28th of June 2023.
10. To review the responsibilities of the Finance Committee, agree duties and membership or likely required working parties.
11. To receive a draft calendar of Finance Committee meetings for 2023/24 and agree the meeting schedule (copy herewith)
12. To agree the bank mandate (signatories) for all council bank accounts 2023/24 and recommend adoption by the Town Council at the Town Council meeting held on the 28th June 2023.
13. To consider and agree what dates should be scheduled for verification of the bank reconciliations for all accounts and at what Finance Meetings the reports should be noted.
14. To agree to recommend to Amenities Committee at the 6th September 2023 meeting and the Leisure Centre Management Committee at the 11th October 2023 meeting to
a) review devolved budgets, formulate and submit proposals for receipts and payments and the required level of earmarked reserves for the following financial year and to make recommendations to the Finance Committee at the 18th October 2023 meeting.
b) for the statements to be reviewed each quarter.
15. To agree that the Finance Committee consider the following and make their recommendations to Town Council at the 20th December 2023 meeting.
a) prepare detailed estimates of all receipts and payments including the use of reserves and all sources of funding for the following financial year in the form of a budget
b) annual budget proposals including recommendations for the use of reserves and sources of funding
c) set salary budgets annually for the following financial year as part of the budget-setting process and the salary budget shall be evidenced by a hard copy schedule signed by the Clerk and the Chairman of Council. The RFO will inform committees of the salary component of their budget
16. Finance
a) To receive and examine the contents of month 1 Income and Expenditure report and formulate and agree any questions for the RFO (copy herewith)
b) To receive and examine the contents of month 1 Bank Reconciliation and formulate and agree any questions for the RFO (copy herewith)
c) To receive and examine the contents of month 2 Income and Expenditure report and formulate and agree any questions for the RFO (copy herewith)
d) To receive and examine the contents of month 2 Bank Reconciliation and formulate and agree any questions for the RFO (copy herewith)
e) To receive and note the contents of the Payments Lists listed below.
I. 31st March 2023 (copy herewith)
II. 3rd May 2023 (copy herewith)
III. 23rd May 2023 (copy herewith)
f) To receive and approve any required expenditure in line with the Financial Regulations.
g) To receive and note the following contractual payments on the 3rd May 2023 Payments List agreed at Town Council.
I. Callum Ward – Accounting Services £920 net plus £184 VAT Total £1104.00
II. KGB Commercial Heating – Plumbers (annual contract service) £915 net plus VAT £183 Total £1098.00
17. To note the date of the next Finance Committee meeting on Wednesday 19th July 2023 6.30pm start in the Social Room at the Memorial Leisure Centre