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Finance & Administration Committee Meeting – AGENDA 16th May 2024

Finance & Administration Uploaded on December 8, 2024

MEMBERS ARE HEREBY SUMMONED to a MEETING OF THE

FINANCE AND ADMINISTRATION COMMITTEE of RADLEY PARISH COUNCIL

On 16th May 2024 the Church Room, Radley at 7.30 pm to transact the business set out below.

Jane Dymock

10th May 2024

AGENDA

 

Files are in this shared folder

 

1. APOLOGIES FOR ABSENCE: To receive
   
2. DECLARATIONS OF INTEREST ON MATTERS ON THE AGENDA: To receive:

Members must declare any personal disclosable interest and the nature of that interest which they may have in any of the items under consideration at this meeting.

   
3. DISPENSATIONS: To receive any requests for dispensations.
   
4. MINUTES OF THE MEETING HELD ON 9th NOVEMBER 2024: (File document):

·       TO APPROVE the minutes as an accurate account of the meeting.

   
5. ·       TO RECEIVE the clerk’s report on matters arising from the minutes
 
a) Rialtas move to cloud based system – it was recommended that Rialtas’s quote is too expensive and instead the Assistant Clerk will save reports to the shared file each month once the reconciliation is complete.

Update: Internal auditor raised concern that others should be able to log in if Nichola is off work.  Rialtas could be asked to transfer the licence if necessary at short notice.

b) Pavilion utilities –

New contract with SSE starts June 2024

Gas will be on standard tariff. Opus have been asked for a quote to remove the gas meter.

c) Insurance – new contract to start 1st June. Increase +£200, saving c£800 on the budget.
d) That that play area will be out of action during the village hall refurbishment:

The architect will phase the development so that the play area will not be out of use during the building construction work other than while it is being renovated itself.

e) TWM quote £688 plus delivery and commissioning £750 = £1,438 to replace the solar panel for the Whites Lane SID.
f) Cemetery:

PC decided that sites were unviable and agreed not to take any of them forward.

OALC state that local authorities are not responsible for providing grave space.

DSG recommended that space should instead be set aside for a garden of remembrance – Updates to come to the June DSG.

Recommend clarifying the Archdeacon’s assertion that the Vale will be responsible for providing space.

Recommend a report on grave space in the village to explain to members of the public that no more space can be found.

g) Clerk to check the length of the Gooseacre lease: Expires 14 October 2037
   
6. ACCOUNTS TO 31st MARCH 2024:

1.     TO RECEIVE the accounts and end of year balances (file document)

2.     TO RECEIVE the reconciliation at 31/3/24 (file document)

3.     TO APPROVE apportionment of interest received between general and CIL reserves according to the percentage split between general and CIL reserves.   (file document)

   
7. BUDGET 2024-25:

  • TO REVIEW revised estimates including:
  1. Annual subscriptions (file document)
  2. Bank interest (file document – maturing funds)
  3. CIL budget updated
  4. ALLOTMENTS:

·       Rents: Note local site rents (file document).

·       Plot size –the number of plots is being prioritised over size – plots 2,7a and 7b have been subdivided to make 3 additional plots.

5.     The use of variable direct debits for utilities – required by the financial regulations.

6.     Training: CiLCA training for the Assistant Clerk –

CiLCA
OALC Training/mentoring 250
Course fee 450
SLCC membership 158
858

 

7.     Replacement under-sink water heater for the pavilion – plumber has been asked to quote.

8.     Allotments water supply – awaiting Thames Water ruling.

9.     Subscriptions (file document)

 

   
8. PLAYING FIELD PAVILION
  1.     AGREE FC fee for 24-25

(Rent for 23-24 £2,900)

 
Playing field and pavilion costs 23-24
Electricity 683.93
Water 226.39
Gas 0.00
Cleaning 260.00
Total directly attributable to FC 1,170.32
Repairs 7,245.98
Grass cutting 1,979.50
Fire extinguishers 63.60
Rent 1,000.00
Other costs 10,289.08
Total playing field and pavilion costs 11,459.40
  2.     CONSIDER a draft licence agreement with FC – example attached (to follow)

3.     CONSIDER updated terms and conditions for one-off bookings

4.     CONSIDER updating fees for one-off bookings

   
9. STAFF:

·       NOTE Lengthsman’s resignation and

1.   TO DISCUSS whether the post should be filled and, if so

2.   TO RECOMMEND delegating to the clerk with a working group to consider the job description and progress the appointment.

·       CONSIDER the impact on Parish Council activities of the post being vacant (see file document) and

1.   AGREE Interim storage of equipment and cover for core duties (weekly checks and operation of the SIDs)

2.   AGREE a temporary increase in the Assistant Clerk’s hours to cover essential checks. 2 hours per week proposed.

3.   CONSIDER instituting a permanent personnel committee with draft terms of reference as attached.

   
10 GRANT APPLICATION:
  ·       TO CONSIDER grant applications from: Enrych (a small charity supporting adults with a physical disability across the whole of Oxfordshire.

(Grants budget £3,000)

   
11. FINANCIAL REGULATIONS:

·       NOTE UPDATED for 2024 for approval at the Annual Meeting on 23rd May – to follow.

·       CONSIDER proposal that the Council should hold a payment card for online purchases and ongoing charges (currently telephone, Information Commissioner, Zoom, small purchase are made by the clerk or using Paypal) (file document). Financial regulations firmly discourage asking staff to use their own cards for payments.

   
12. CONFIDENTIAL ITEM
   
13. DAY/DATES OF FUTURE MEETINGS:  To be agreed