Agenda – Finance Committee – 4 September 2024
Below is the agenda for the Finance Committee meeting for 4 September 2024.
You can also download a PDF copy of the agenda here: Agenda – Finance Committee – 4 September 2024
Supporting papers for this meeting are only available in PDF format. Please use the links below to download
CHICHESTER CITY COUNCIL
AGENDA
YOU ARE HEREBY SUMMONED TO ATTEND A MEETING OF THE FINANCE COMMITTEE TO BE HELD IN THE COUNCIL CHAMBER AT 5.30PM ON WEDNESDAY 4 SEPTEMBER 2024
28 August 2024
1. APOLOGIES FOR ABSENCE
To note apologies received from members of the Committee prior to the meeting.
2. DECLARATIONS OF INTEREST BY MEMBERS OF THE COMMITTEE IN MATTERS ON THE AGENDA FOR THIS MEETING
3. MINUTES OF THE FINANCE COMMITTEE MEETING HELD ON 11 JUNE 2024
To approve and sign as a correct record the minutes of the Finance Committee meeting held on 11 June 2024.
4. UPDATES ON ACTIONS FROM THE PREVIOUS MINUTES NOT COVERED ELSEWHERE ON THE AGENDA
a) Minute 15a – Obtain and circulate revised Internal Audit Report for 2023-2024 for approval at Full Council on 26 June 2024
To note that the revised Internal Audit Report for 2023-2024 was presented at Full Council on 26 June 2024 and approved (minute 18 refers).
b) Minute 16 – Obtain quotes for replacement Internal Audit service and additional costs for extra scrutiny checks on a quarterly basis.
To be taken under agenda item 10.
c) Minute 21 – Update Committee meeting calendars and circulate revised version to Members
To note this action has been completed.
d) Minute 22b – Discuss review of Special Terms hirers with the Chair of the Community Affairs Committee and add to agenda for the next Committee meeting.
To note that this is due to be discussed at the Community Affairs Committee meeting being held on 2 September 2024.
5. PROPERTY SUB-COMMITTEE
To receive and note the minutes of the Property Sub-Committee meetings held on 11 July 2024 and consider the following recommendations and actions:
a) Minute 6b(ii) – AGREED that a summary of costs and income relating to the solar arrays be taken to the Finance Committee for Members’ awareness.
Deferred to November 2024 meeting pending registration of the new solar array for a Feed-In-Tariff (FIT).
b) Minute 8 – Crush Bar and kitchen upgrades for venue hires
RESOLVED to recommend to the Finance Committee on 4 September 2024 that the project as outlined proceed on the basis of using in house resources for the installation at a total cost of £17,434.38+VAT (including a 10% contingency).
ACTION: Business case supporting the expenditure to be presented to the Finance Committee meeting on 4 September 2024.
Town Clerk to report as the Property Maintenance Manager will be on leave at the time of the meeting (updated costings and business case attached).
Updated figures to include calculation of in house labour costs:
| Summary | Contractors | In-house |
| Total | £ 32,136.88 | £ 19,710.68 |
| Contingency 10% | £ 3,213.69 | £ 1,971.07 |
| Grand Total | £ 35,350.57 | £ 21,681.75 |
| Saving for In-house | £ 13,668.82 | |
NOTE: This figure does NOT include the cost of a cooker in the downstairs kitchen. The Property Maintenance Manager recommends this is added at a cost of £2,100 (applies to both options).
6. COMMUNITY INFRASTRUCTURE LEVY (CIL) UPDATE
Deputy Town Clerk to report (report attached)
7. REVENUE BUDGET MONITORING TO END JULY 2024
Deputy Town Clerk to report (copy attached)
8. EARMARKED RESERVES
Deputy Town Clerk to report (copy attached)
9. PUBLIC REALM PROJECTS
Deputy Town Clerk to report (copy attached)
10. INTERNAL AUDIT
a) Replacement Internal Audit service
Deputy Town Clerk to report (report attached).
b) Internal Audit Plan 2024-2025
Deputy Town Clerk to report (report attached).
11. REVIEW OF THE CITY COUNCIL’S MEMBERSHIPS OF OTHER BODIES AND ANNUAL SUBSCRIPTIONS
a) Membership of other bodies
To review recommendations made, if any, by the Community Affairs Committee at their meeting held on 2 September 2024.
b) Annual subscriptions
Deputy Town Clerk to report (report attached)
12. OFFICE CHRISTMAS CLOSURE
To approve the proposal to close the Council House for the Christmas period from 12 noon on Monday 23 December 2024 and reopen at 9.00am on Thursday 2 January 2025.
13. ITEMS FOR INFORMATION ONLY (reports attached)
a) MONTHLY RECONCILIATION WITH EVIDENCE OF BANK STATEMENTS FOR APRIL TO JULY 2024
b) LIST OF PAYMENTS MADE FOR APRIL TO JULY 2024
c) LIST OF BARCLAYCARD PAYMENTS FOR APRIL TO JULY 2024
14. ITEMS FOR INCLUSION ON THE NEXT AGENDA
15. DATE OF NEXT ORDINARY MEETING
DATE OF NEXT ORDINARY MEETING: Wednesday 6 November 2024
16. PUBLIC BODIES (ADMISSION TO MEETINGS) ACT 1960
Proposal to resolve that the public and press be excluded from this meeting for agenda item 17 due to the nature of the business to be transacted, namely confidential business matters involving third parties.
17. MATTERS ARISING REGARDING THE MARKET HOUSE
Town Clerk and Deputy Town Clerk to report.
To :
Members of the Finance Committee
- Councillor Corfield
- Councillor Loxton
- Councillor Miall
- Councillor Pramas
- Councillor Scicluna
- Councillor Squire
Ex-Officio Member :
- The Mayor (Councillor Quail)
The filming, photographing and recording of City Council meetings is now permitted by those members of the press and public attending. This includes the use of mobile devices by those using social media. It would be appreciated if anyone who wishes to do this could let the Chairman know before the meeting commences.
However, these provisions will not apply on occasions where the press and public are excluded from the meeting when confidential matters are discussed.
It is requested that discretion is exercised and nothing done to disrupt or distract the meeting in any way. The Chairman will reserve the right to request that filming/recording ceases if it is having a detrimental effect upon the meeting. If you do not wish to be filmed then please let the Chairman know so that alternative arrangements can be made.