Finance Meeting minutes - 9th December 2024

Letwell Parish Council

Minutes of the Finance meeting held on:

Monday 9th December 2024

In Attendence: Cllr A Wood (Chair), Cllr L Addy, Cllr M Horn, Cllr E Ladbrook, Cllr C Warr, Clerk - Y Colverson, and 2 members of the public.

24-171 Apologise for Absence - To receive, and approve if appropriate, apologies for absence and reasons given.

None received

24-171 Declaration of Members Interests

1. Members are reminded to declare any interest in any item on the agenda at this time, or at any time during the meeting, in accordance with Letwell Parish Council’s Code of Conduct.  (Where a Member indicates that they have an interest, but wish to make representations regarding the item, those representations must be made during Public Speaking prior to the start of the meeting).
   
   None received
2. To receive, and approve if appropriate, requests for dispensation from Members on matters in which they have an interest and wish to vote. 
   
   None received

24-172 Exclusion of press and public – to resolve items, if any, to be discussed with the press and public excluded. Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960

Resolved: Item 24-173, Staffing consideration will be discussed with member of the public excluded.

24-173 Items for consideration and resolution

Lottery: 

To consider changes that may be felt necessary in the collection and recording of lottery income

RESOLVED: That the collection and recording of the lottery income is felt effective and appropriate by the Council

Marketing in order to increase the number of participants

Consideration was given to open up the lottery to people living outside the village however this was not felt appropriate.

RESOLVED: That people who don’t currently take part in the lottery will be asked to join.  Cllr Horn will circulate a list of those who currently take part. 

To consider prize funds

Decreasing the prize money was discussed, this would increase the income generated.

RESOLVED: That the prize paid out will remain the same. This item will be revisited in six months. 

Village Hall hire

To consider the charge to use the village hall

Increasing the charge for the use of the village hall was discussed. 

RESOLVED: That the current charge to use the village hall will be increased from the 1st January 2025. 

Letwell residents - £8 per hour

Non-residents  - £12 per hour

Commercial - £25 per hour

RESOLVED:  That Letwell Music will pay the licence cost for each live music event.  Cost to be confirmed by the Clerk. 

RESOLVED: That the time paid for will include set up and clear down.

Marketing in order to increase use of hall

RESOLVED: That an article will be included in FLAG magazine. 

Lighting and electrical testing in Village Hall.  To consider quotations to replace the lighting and electrical testing, and resolve a contractor to carry out this work. 

RESOLVED:  That electrical testing will be undertaken as quoted £360 + VAT

RESOLVED: That quotations for additional work, adding new lighting and sensors to the toilet lighting, will be obtained.

Staff consideration

RESOLVED: Item to be deferred to January meeting following a discussion with the cleaning contractor

Training – to consider training needs of councillors and staff

A number of training requirements were identified

RESOLVED: That bi-monthly training sessions will be facilitated by the Clerk.

Budget 2025/26 – To consider each cost centre, taking into consideration spending to date  2024/24, and any known and unknown expenditure 2025/26

The council considered the budget for the financial year 2025/26.  It was felt that a considerable increase in the precept was needed for the next two years, in order to resolve ownership of, and necessary repairs and improvements to, the community centre. 

RESOLVED: That a budget is agreed and the precept for 2025/26, to be agreed at the full council meeting in January, will be £8,687

24-174 Items to be included on the next agenda. 

None noted