Agenda and minutes

To receive, note and where requested, approve the reasons for apologies for absence.

An apology for absence was received from Councillor Chasteau Who will be a little late

Resolved that the apology be noted.

Cllr Atkins        Proposed Cllr Jackson

                        Seconded Cllr Williams

                        Unanimous

Cllr Williams    Proposed Cllr Jackman

                        Seconded Cllr Rudge

                        Unanimous

To declare any disclosable interests relating to the forthcoming items of business (if any).

None were received.

To receive and consider requests for dispensation (if any).

There were no dispensations.

To approve, sign and adopt the minutes of the Finance meeting held on 24^th April 2023.

Members considered the minutes of the Finance meeting held on 24^th April 2023.

Resolved that the minutes of the Finance meetings held on 24^th April 2023 be approved and signed as a correct and accurate record of the meeting.

Proposed       Cllr Williams

Seconded      Cllr Atkins

2 in favor 3 abstained as not present      

Cllr Chasteau joined the meeting at 15:45         

To resolve to: Appoint at least 2 additional signatories for the new Unity Trust Bank accounts.

It was resoled to add two councillors to the new bank mandate. Williams and Rudge.

Proposed         Cllr Jackman

                        Cllr Jackson

Unanimous                 

RFO comments are attached.

It was resolved to Accept and note the final internal auditors report.

Proposed         Cllr Atkins

Seconded        Cllr Williams

Unanimous

It is recommended to resolve to accept the insurance quote “option 1” with Aviva under the Hallam “Town Council Scheme” as this is then a single policy so there can be no “cracks” between underwriters.

It was resolved to accept insurance quote option 1 with Aviva underwriters.

Proposed         Cllr Jackson

Seconded        Cllr Jackman

Unanimous

The council currently use a room booking package within the RBS finance system.

It is a system that customers cannot use directly meaning staff have to take and mak bookings and then payment it is also geared to invoice people the month after the booking rather than pay in advance.

We have been working with our website provider Aubergine to create a fully automated system and now with a 3^rd party Lemon Booking this is now available and is at the same cost as the RBS system, therefore.

It is recommended to resole that officers complete the migration from RBS to Lemon Bookings as soon as practical.

It was resolved that the clerk’s office migrate from RBS room Bookings to Lemon Booking as soon as practicable.

Proposed         Cllr Rudge

Seconded        Cllr Williams

Unanimous

In addition to the previous item, we currently use a system called stripe to take card payments. During our work on the bookings system, we have found a government payments system GovPay which does not take commission on each payment processed which causes double handling for finance it is also commission free.

Therefore, it is recommended to resolve that: Officers implement GovPay in conjunction with Lemon bookings.

It was resolved that the clerk’s office migrate from Stripe payments to GovPay as soon as practicable.

Proposed         Cllr Jackman

Seconded        Cllr Rudge

Unanimous

We currently use the RBS finance system which is hosted on a server at Bitton house. This is the last application which we need the server for. RBS finally have an effective cloud-based solution available and whilst dearer by several hundred pounds that is off set by the several hundred pounds that the server is costing us P.A.

This will also mean we no longer need to regularly back the system up or load software updates as that will be automatic in the cloud.

It is therefore recommended that we resole: That officers migrate our finance package to the cloud and remove the server at the earliest opportunity.

It was resolved that the clerk’s office migrate from RBS server hosting to RBS cloud hosting as soon as practicable.

Proposed         Cllr Jackman

Seconded        Cllr Rudge

Unanimous     

Due to many grants being approved very late in the last financial year after we had closed the years accounts it is recommended that:

Council resolve to vire the unspent sum of £13,500 from general reserves into and EMR for grants as those grants will be paid in this financial year.

It was resolved to transfer £13,500 underspend from last year’s grants now in general reserves, to this year’s EMR for grants.

Proposed         Cllr Atkins

Seconded        Cllr Jackson

Unanimous

It was proposed to grant the applicant £2,000 Proposed Cllr Jackman.

An amendment was moved to grant the applicant £1,612.48 less the outstanding toilets invoice of £612.48. Proposed Cllr Rudge Seconded Cllr Jackson.

A second amendment was then moved to grant the applicant £1,800 lest the outstanding toilets invoice of £612.48. Proposed Cllr Williams Seconded Cllr Jackman.

The second amendment was put to the vote and was carried. With five votes in favour and one abstention.

A recorded vote was requested;

For - Cllrs Williams, Rudge, Jackman, Jackson, Atkins

Abstaining Cllr Chasteau

The following dates and times of future meetings were agreed.

July                  18^th 17:00 (Extraordinary)

October           24^th 16:30

January           16^th 16:30

April                 16^th 16:30