2023 November Finance & General Purposes Meeting Minutes
Minutes of the Finance and General Purposes Committee for Cherry Willingham Parish
Council held at 7pm at the Millennium Hall, Cherry Willingham.
Present: Cllr Andy Burge (Chair),Cllr M Palmer, Cllr T Bridgford,Cllr J Robinson,Cllr I Fleetwood,
Cllr K Mellor and RFO Mrs C Hodgson.
No members of the public were present.
1.To resolve to receive any apologies and accept reasons for absence.
Cllr V Houghton was unable to attend and sent her apologies which were unanimously
accepted- RESOLVED
2. Declaration of interest and dispensations: To record declarations of interest by any
member of the council in accordance with the requirements of the Localism Act 2011
and to note requests for dispensation and disclosure of any gifts or hospitality, in
respect of the agenda items listed below.
Members declaring interests should identify the agenda item and type of interest
being declared.
None
3. To receive the notes of the Finance and General Purposes Committee Meeting, held
on 12th April 2023 and to approve as Minutes.
The Committee RESOLVED unanimously to accept the notes as a true record and they were
duly signed.
4.To receive a review by the RFO of expenditure year to date against the budget in the current
financial year.
The document was reviewed by the Commitee and it was noted that if the Year End Projection
was accurate then an amount iro £6000 could be taken from Balances. Any significant
variances were noted with reasons given. Most variances were negative amounts i.e. below
budget, which leaves scope for Virement if other budgets come under pressure.
5. To approve the addition of words “ and Benches on the Parade” to the Project Budget for
Planters.
It was RESOLVED unanimously to include the wording under Budget heading N11.
6.To consider the tenders for Grass Cutting in the 2024/2025 financial year and recommend
appointment of a contractor- subject to Full Council approval.
Tenders were invited from: Glendale,Continental Landscapes,Tudor Ground Maintenance,MKS
Groundcare and Dyne Group.
There were tenders from 2 contractors to consider and it was RESOLVED unanimously to
recommend to Full Council that the existing contractor be re-appointed.
7. To review provisional budgets under all headings for the 2024/2025 financial year and agree
or amend as necessary prior to referral to Full Council.
The document was reviewed fully by the Committee and following various changes it was
unanimously RESOLVED to recommend to Full Council a Provisional budget of £109,813 and
that this be reviewed again in January when more information and quotes should be available.
8.. To consider rate fixing for raising the Precept for 2024/2025 subject to referral to Full
Council.
Note WLDC require an estimate by 24/11/2023 with the final claim being due by 26/1/24.
It was RESOLVED unanimously to recommend to Full Coucil that an estimated Precept request
of £100,000 be sent to WLDC..
9. To consider quotes for the supply of electricity to the Millennium Hall and recommend a
supplier to the Full Council. Consider also changing the payment method from Fixed Direct
Debit to variable Direct Debit.
Council’s I year fixed rate contract with Eon expires 28/11/2023.The RFO explained that the
market had been tested and our existing suppliers were offering the best rate. On the 23 rd
October a rate of 32p per kwh had been quoted but was only available for 24 hours. The
Committee unanimously RESOLVED that the RFO should obtain the best rate available. Rates
are changing daily and a good rate may not be available if this were deferred until a later date. It
was also unanimously agreed and RESOLVED to change the payment method to variable DD
to avoid the siuation whereby the suppliers hold a large credit due to the Council. There is
currently a credit of £861.64 which the suppliers are refunding to us imminently.
10. To receive a CIL update.
Cllr Bridgwood reported that there is currently £3916.59 in the CIL fund but another £3503.05
was expected this month.Suggestions as to how this may be spent to be brought to a future Full
Council meeting.
11. Insurance
i.To consider the adequacy of the sum insured of the Millennium Hall at £107,381 for
insurance purposes.
The committee felt this sum insured looks too low and that a professional valuation be sought.
ACTION – the RFO to contact a valuer and find the cost of valuation. Full Council can then
make a decision.
ii. to note the revised premium required by Hiscox Insurance following the claim and approve
the payment of the additional premium of £175.48.
It was RESOLVED unanimously to approve the payment and to look for other quotes in good
time for next renewal. ACTION – RFO to diarise for July 2024.
12. To review the Risk Management Schedule and consider contingency requirements if a key
employee is absent. e.g consider appointing a secondary user to the HSBC online banking
system.
The committee agreed the document needed sections adding and other areas need correction.
ACTION – RFO to draft a revised document for checking and Committee to review it again at a
future meeting.
13. To consider any grant applications.
No grant applications had been received.
14.. Matters for report and future agenda items.
To review the Budget for 24/25
To consider any alteration to the Estimated Precept.
To review the amended Risk Management schedule.
14 To confirm a date for the next meeting.
The next meeting to be held on Tuesday 9 th January 2024 at 7pm at the Millennium Hall.
Signed Cllr Burge
Dated Chairman