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Denmead Minutes
Finance, Administration and Personnel Committee - 2 February 2010
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PARISH COUNCIL OF DENMEAD
MINUTES OF A MEETING OF THE FINANCE,
ADMINISTRATION and PERSONNEL COMMITTEE HELD ON TUESDAY 2 FEBRUARY 2010 IN THE FURZLEY ROOM, OLD SCHOOL, DENMEAD commencing at 7.30 pm
Members: Cllr N Lander-Brinkley (Chairman) (P)
Cllr B Gibbs (P)
Cllr F Hull (P)
Cllr J Knight (P)
Cllr K Andreoli (P)
Also present: Tony Daniells, Clerk to the Council.
109/10FAP Apologies for Absence: There were no apologies for absence.
110/10FAP Declarations of Interest: There were no Declarations of Interest made at this time.
111/10FAP Minutes of the Previous Meeting:
The Minutes of the Meeting held on the 8 December 2009 were submitted for approval. It was RESOLVED that the Minutes be accepted as an accurate record and were duly signed by the Chairman.
112/10FAP Public Participation (SO.68): There was no requirement for a Public Session.
Correspondence:
113/10FAP Letter from SE Employers: A letter dated 20 January 2010 has been received giving an update on the Local Government pay negotiations for 2010/11. The Unions had submitted a pay claim to which the Employers had responded. This was to the effect that they were unable to offer any increase and giving reasons for this. It was AGREED that staff should be made aware of the current position and that this matter was reviewed at the next meeting of this Committee in March 2010.
114/10FAP Mayor’s Award for Volunteers: Councillors considered nominations to recognise individuals who had given outstanding voluntary service to their communities. This year, there were 5 categories for nomination. During the discussions, Councillors considered and agreed nominations for
• The local Scout Leader and the organiser of the Denmead Charity Cycle Ride in the category ‘Local Community Voluntary Organisation’
• Young coaches from the Tennis Club in the category ‘Young Volunteer’
• And to enquire if there was a long serving driver from Communicare in the category ‘Community Transport’.
It was RESOLVED that the Clerk would submit the agreed nominations together with any others as a result of his enquiries with Communicare.
115/10FAP The Chairman reported that he had been passed a letter from a member of the public by another Councillor seeking support for a national award for a resident of Denmead. The Committee considered that they could not support this request. It was AGREED that the Chairman would respond to this letter declining support.
116/10FAP District and County Support to Denmead Scout Group for Community Activities: An email, addressed to District Councillors, had been copied to the Parish Council. This was seeking financial support for the cost of barriers used at the Remembrance Service and Carol Service. It was noted that the Parish Council made a grant donation to the Scouts each year to cover the
cost of the barriers. If the Scouts had a requirement to fund the hire of additional barriers, then the Council should be made aware of this so that the matter could be considered when deciding a budget. Cllr Hull had a number of barriers for use by Swings and Things at Horse Shows. When they were not being used, the Scouts were welcome to borrow them. It was AGREED that the Clerk would reply to this effect and copy District Councillors.
117/10FAP Denmead War Memorial Hall: The Clerk gave an update on this matter. A reply had been received from the legal advisor to the War Memorial Hall Management Committee. This explained the shading on the map of the hall to indicate retained land. This was the area shaded blue and hatched black. The issue of further legal costs incurred by the Parish Council would be raised at the next meeting of the Management Committee. This item would be referred to Full Council upon receipt of a reply to this one outstanding issue. NOTED.
Parish Council’s Website:
118/10FAP The Committee NOTED the recent changes to the website to add a search facility and to make reports available online.
119/10FAP The Committee received a summary of website statistics. These were NOTED. There were no other matters arising.
120/10FAP Parish Scene: Issue 103. The Clerk gave each Committee Chairman a draft of the latest issue and invited any comments by Friday 5 February. The issue had been oversubscribed with copy and some had to be omitted. Once any comments had been received, this issue would be proofread before being sent for print. NOTED.
121/10FAP New Model Standing Orders New Model Standing Orders had been published by NALC, but at the time of this meeting, had not been made available. NOTED.
122/10FAP Membership of NALC: The Clerk updated the Committee on this matter. Cllr Dr. Colin Mercer had agreed to address Full Council on this matter at their meeting on 24 February. HALC had prepared a survey to assess member Councils views on withdrawal from NALC. This reply was requested by 10 March 2010. As this was after next Full Council, it was AGREED to respond after listening to Cllr Mercer. NOTED.
123/10FAP The Barn: The Chairman introduced this item. Planning Committee had dealt with the planning application. It was agreed that the disposal of the asset would be handled by FA&P who would research the options and take forward a recommendation to Full Council. The Clerk informed members that the outcome of the planning application for The Barn was yet to be determined. During the following discussions, members considered engaging with local estate agents to determine the likely value of the asset and the method of disposal, and to obtain an estimate of their fees. If the planning application was refused, Planning Committee would continue to handle this particular matter. It was unanimously RESOLVED that the Clerk engage local estate agents to advise on a valuation and a method of disposal, and prepare a paper for the next meeting of FA&P.
Cllr Hull declared a personal interest in the following item.
124/10FAP Ashling Pavilion – Use as Day Care Facility: This item was introduced by the Clerk. The proposed hirer was still keen to progress with this and was looking for a start date of 8 March. A draft Hiring Agreement and Schedule of Condition had been previously circulated, together with options on hire charges. The inclusion of a notice period of 3 months after the initial 6 month hire period was requested to be added. There would be regular reviews to ensure that the hire was working for both parties. Councillors were content with the principles laid out and wished the venture every success. It was unanimously RESOLVED to accept the terms of hire and the Hire Agreement and the phased reduction in hire fees during the first 6 months of the agreement.
125/10FAP Annual Parish Assembly: Members considered a theme for the evening to recommend to Full Council. The Chairman suggested a speaker from Winchester Action on Climate Change (WinACC) or someone from District or County who could talk on Emergency Response by the Council, particularly with regard to this winters’ bad weather. Cllr Hull would separate the Youth Awards from the APA into its own evening. It was RESOLVED that the Clerk contact WinACC to request a speaker on the theme of sustainability including the aspects of affordable housing and Cllr Lander-Brinkley would contact WCC to obtain a speaker on emergency response.
Finance:
126/10FAP Accounts: It was noted that the December 2009 accounts have been issued. There were no matters arising.
127/10FAP Orders for Payment (SO.40): It was RESOLVED that the payments detailed on the Orders for Payment tabled at the meeting should be ratified in the sum of £39,793.60 including VAT and the receipts of £3,391.00 noted.
128/10FAP Barn Play Area: The Chairman summarised a discussion at the Youth Provision Working Party between himself and the Chairman of Swings and Things. At that meeting, a contribution to the refurbishment of The Barn Playarea of £1000.00 by Swings and Things was agreed. NOTED.
Cllr Andreoli declared a personal and prejudicial interest in the next item.
129/10FAP Parish Office Entrance: A second quote for the carpeting of the Parish Office entrance has been received. Members considered the quotes for carpeting and redecoration. It was RESOLVED that the quotes from Victory Carpets and Mr Such were ACCEPTED. The Clerk would contact the DCA Manager to determine their contribution to these works.
130/10FAP 3 Year Forecast: During this item, Councillors considered income from hire of the Pavilion and where this would be used. It was agreed that some of the income would be used to fund the additional costs incurred by the extra use of the Pavilion. Income over and above that should be reserved for future Pavilion projects or costs. This would have the effect of taking the strain off the Amenities budget and if agreed by this Committee allow for such projects as tree management works to be completed. The Clerk would discuss the management and reporting of this reserve with the RFO, such that items referring to the Pavilion were identified and grouped with the current reports.
There were no other changes to be made to the three year forecast at this time.
The Chairman circulated advance copies of his Memo dated 1 February 2010. This was a record of the meeting held by WCC with local councils to discuss budget issues. This would be taken to Full Council.
131/10FAP Investment Policy: The Clerk reported that having contacted both Barclays and Lloyds Banks, it was Lloyds who were willing to meet our needs for banking services. A summary of Lloyds proposal had been previously circulated. The guarantee that the Irish Government had given to investors with Irish Institutions would expire in September 2010 and they had given no indicator to whether it would be extended. It was unanimously RESOLVED that the current account should transfer to Lloyds.
132/10FAP Any other report which the Chairman deems urgent – NO DECISIONS can be made.
There were no matters raised.
EXEMPT BUSINESS
133/10FAP It was RESOLVED that in accordance with the Public Bodies (admission to meetings) Act 1960 to exclude the public and press for discussions regarding personnel matters where publicity might be prejudicial to the special nature of the business.
The meeting closed at 9.30pm. The next scheduled meeting is Tuesday 14 March 2010.
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