Agenda and minutes

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

An apology for absence was received from Cllr C Williams

Resolved that the apology be noted.

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.

Cllr P Lloyd

Proposed Cllr V Rudge Seconded: Cllr M Jackman

Carried

Cllr M Jackman

Proposed Cllr P Lloyd Seconded: Cllr V Rudge

carried

To approve, sign and adopt the minutes of the Finance meeting held on 16^th April 2024.

Members considered the minutes of the Finance meeting held on 16^th April 2024.

Resolved that the minutes of the Finance meetings held on 16^th April 2024 be approved and signed as a correct and accurate record of the meeting.

Proposed: Cllr M Jackman Seconded: Cllr V Rudge

4 x in favor 1 x abstained as not present

Acknowledged.

Proposed: Cllr P Lloyd Seconded: Cllr V Rudge

Current details to be supplied at the meeting for confidentiality.

Deferred to July.

To establish who will be the normal First and Second councillor for bank authorisations. And a reserve

Deferred to July.

To set a provisional commencement Month ideally to coincide with the initialising of Unity Trust Bank.

September 2024 Agenda item – Full Council meeting

Rota to commence October 2024

Acknowledged.

Proposed: Cllr M Jackman Seconded: Cllr V Rudge

Unanimous

We have been looking for an improved finance system for some time, however the market is small and there are not many providers especially for councils of our size. However, a new player has been growing over the last 10 years in Cloudy IT who provide a range of council specific products.

They have released a finance package in collaboration with Microsoft base on a global product of theirs.

Council is recommended to authorise the Clerk and RFO to migrate to the new system as soon as is practicable.

We have held off training our new officer on the existing product thus saving in excess of £1K. The new systems offers significant time saving over the existing with bank reconciliations, and invoice entry being greatly automated.

It also will replace our Assets system saving over £1K annually.

The move to Cloudy Gov Finance was approved.  Demo to be arranged for Committee with a view to be in place before 1^st April 2025.

Proposed: Cllr M Jackman Seconded: Cllr P Lloyd

Unanimous

To review fees and charges for the following areas

Room Hire

Weddings

Car Parking

Equipment Hire

Lease and License of rooms per M2

Please see attached spreadsheet of existing and proposed charges.

Approved as set out.

Proposed: Cllr V Rudge Seconded: Cllr M Jackman

4 in favour 1 abstained

T accept the renewal schedule and premium as attached we are in year 2 of a 3 year deal.

Approved as set out.

Proposed: Cllr M Jackman Seconded: Cllr P Lloyd

Unanimous

It was agreed clarification of what the requested amount of £2,000 is to be used for.

It was agreed to pay part of the grant at £1,000 less the cost of the toilets and water supply.

Proposed: Cllr V Rudge Seconded: Cllr P Lloyd

4 in favour 1 abstained

It was agreed to recommend part of the grant at £750

Proposed: Cllr J Atkins Seconded: Cllr M Jackman

Unanimous

It was agreed to recommend the full grant of £500 and £500 in kind, although the in kind is £610 for equipment and printing 2500 sheets op paper for programmes at £25. Thus £635 in kind and £365 in money.

Proposed: Cllr M Jackman Seconded: Cllr P Lloyd

Unanimous

It was agreed clarification of what the requested amount of £1,000 is to be used for.

It was agreed to approve the full grant at £500

Proposed: Cllr V Rudge Seconded: Cllr M Jackman

Unanimous

It was agreed clarification of what the requested amount of £1,500 is to be used for/project specifics.

It was agreed to approve the full grant of £2,000

Proposed: Cllr P Lloyd Seconded: Cllr V Rudge

Unanimous

Tuesday 30^th July 2024 at 4:30pm