You are cordially invited to attend a meeting of Redenhall with Harleston Town Council Finance Committee which will be held at the Town Council Offices, on Wednesday 19th June 2024 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: 14th June 2024
Agenda
1. To elect
a) a Chairman
b) a Vice-Chairman
c) To agree to provide a report at Town Council Meetings and the Annual Town Meeting 2025
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 15th May 2024 (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 26th of June 2024.
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 2024/25 and agree the meeting schedule (copy herewith)
12. To agree the bank mandate (signatories) for all council bank accounts 2024/25 and recommend adoption by the Town Council at the Town Council meeting held on the 26th June 2024
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.[1]
14. To agree to recommend to Amenities Committee at the 4th September 2024 meeting and the Leisure Centre Management Committee at the 9th October 2024 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 23rd October 2024 meeting.[2] b) for the statements to be reviewed each quarter.[3]
15. To agree that the Finance Committee consider the following and make their recommendations to Town Council at the 18th December 2024 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[4] b) annual budget proposals including recommendations for the use of reserves and sources of funding[5] 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[6]
16. To receive and note the following contractual payments on the 12th June 2024 Payments List
a) Stat Duty – Internal Auditor Trevor Brown £745.00 code 4020 101
b) Contractual – Calum Ward & Co Ltd – Preparing wages, HMRC, Pension, completing all year end checks £1,010.00 plus £202.00 VAT = £1,212.00 code 4022 101/202
c) Contractual – Chaplin Farrant, New Community Building Feasibility study £1,312.50 plus £262.50 VAT = £1,575.00 Project code 501
17. To receive and approve the contents of the Payments List in line with the Financial Regulations listed below.
a) 12th June 2024 (Copy herewith)
18. To agree the payment for Zurich Insurance Policy term 23/06/2024-22/06/2025 of £8,818.70 code 4055 / All and recommending the payment to the Town Council (Copy herewith)
19. To agree the payment for TC Garrett – scaffolding works carried out at Harleston Clock Tower £8,492.00 plus £1,698.40 VAT totalling £10,190.40 utilising EMR336 and recommending payment to Town Council (copy herewith)
20. To receive and examine the contents of
a) Month 2 Income and Expenditure reports and formulate and agree any questions for the RFO (copy herewith)
21. To receive and examine the contents of
a) Month 2 Bank Reconciliation and formulate and agree any questions for the RFO (copy herewith)
22. To note the date of the next Finance Committee meeting to be held in the Old Town Council Office in the Memorial Leisure Centre at 6.30pm on Wednesday 17th July 2024.
23. Public Bodies (Admissions to Meetings to consider a resolution under the Public Bodies (Admissions to Meetings) Act 1960 and Standing Orders 3d to exclude members of the public and press in order to discuss the following items which is properly considered to be of a confidential nature.
24. Budget Revisions