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Denmead Minutes
Finance Administration and Personnel Committee - 8 June 2010
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PARISH COUNCIL OF DENMEAD
MINUTES OF A MEETING OF THE FINANCE,
ADMINISTRATION and PERSONNEL COMMITTEE HELD ON TUESDAY 8 JUNE 2010 IN THE FURZLEY ROOM, OLD SCHOOL, DENMEAD commencing at 7.30 pm
Members: Cllr N Lander-Brinkley (Chairman) (P)
Cllr J Knight
Cllr G Phillips for Cllr K Andreoli (P)
Cllr F Hull (from 7.40pm onwards) (P)
Cllr I Reed (P)
Also present: Tony Daniells, Clerk to the Council and 1 member of the public.
001/11FAP Apologies for Absence: Apologies were received from Cllrs Knight and Andreoli.
002/11FAP Declarations of Interest: There were no Declarations of Interest made at this time.
003/11FAP Minutes of the Previous Meeting:
The Chairman deferred this item until later in the meeting when Cllr Hull, who was present at the last meeting, would be present.
004/11FAP Public Participation (SO.68): Although there was a member of the public present, she did not wish to make any comment at this time.
Correspondence:
005/11FAP Email from 1st Denmead Scout Group: Committee considered this request from the Scouts for a grant to help fund the repairs to the Scout Hut roof. Grant funding had been committed or reserved for the current year.
Cllr Hull joined the meeting
It was AGREED to support the request in principle and to ask the Scouts to formally apply for grant funding.
006/11FAP Reply from Information Commissioner’s Office (ICO) regarding a complaint under the Freedom of Information Act (FoI): The Chairman summarised a letter received from the ICO. The ICO found that the Council had not withheld information nor been deliberately obstructive or dishonest, and there was no further action required. NOTED.
007/11FAP Minutes of the Previous Meeting:
The Minutes of the Meeting held on the 27 April 2010 were submitted for approval. It was RESOLVED that the Minutes be accepted as an accurate record and were duly signed by the Chairman.
It was agreed that The Barn was taken as the next item of business to allow a member of the public to speak and leave once this matter was concluded.
008/11FAP The Barn
(i) The Clerk outlined the process and cost of a Deed of Variation to incorporate part of the open space adjacent to The Barn into the sale of the property. A small strip of border to the south of The Barn and adjacent to the rear of the property at 35 Paddock End would also be included. It was RESOLVED to instruct the Council’s solicitor to draft a Deed of Variation at a quoted cost of £300.
(ii) The Committee received and agreed to accept a report from Cllr Andreoli related to planning conditions applied to The Barn.
At 7.34 pm the meeting recessed into open forum to allow comments and questions from a member of the public. The meeting re-convened at 7.50 pm.
009/11FAP Denmead War Memorial Hall
The Clerk briefed the Committee on progress. The transfer agreement was now ready for signature and the Clerk would arrange a date with the DWMH legal advisor for the Chairman and himself to do this. NOTED.
010/11FAP Closure of NatWest Denmead: The Chairman and the Clerk gave an update on actions that had been taken and progress to date. This included writing to residents, local organisations, the Manager of the bank, adjoining Parish Councils to Denmead and placing a petition in the local newsagent. Cllr Hallett had been in contact with a case worker for George Hollingberry who would forward the petition onto senior management within the Bank. It was AGREED that the media should be contacted to generate interest and the Chairman would contact Lloyds Bank to discuss their presence in the village.
011/11FAP Parish Council’s Website
There were no matters to report. This Committee had discussed having a Youth page on their website at previous meetings. It was agreed that the young leaders of DAN and the Youth Worker for the Wednesday Group could design a page or a mini website, targeted at the youth of the village, which gave details of what facilities each group provided.
Finance
012/11FAP April 2010 Accounts (to be tabled at the meeting): It was noted that the April 20010 accounts had been issued. The Chairman explained the meaning of Sage code 3011 for Special Projects. NOTED.
013/11FAP Orders for Payment (S.O.40): It had previously been agreed that Midas training for K Hurt should be funded from the Staff Training Budget. It was unanimously RESOLVED that the payments detailed on the previously circulated Orders for Payment [list 02] should be ratified in the sum of £6,989.65 including VAT and receipts of £1,106.00 be noted.
014/11FAP 2010 Accounts:
015/11FAP The accounts for the financial year 2009/10 were received and read in conjunction with the budget commentary. It was RECOMMENDED that the accounts were presented to Full Council for approval.
016/11FAP The budget commentary for the year 2009/10 from the RFO was received. Committee were concerned that the commentary reported a loss on income. This was regarded as a shortfall against budgeted income and not considered to be a loss. The Earmarked Reserves nominally titled ‘Special Projects’ was confusing. This referred to committed but unspent funds from previous years. It was suggested that the name be changed ‘Committed Funds’. It was AGREED that the commentary be reworded and reissued.
017/11FAP The financial risk assessment for the year 2009/10 from the RFO was ACCEPTED.
018/11FAP A statement of underspend on commitments made on 2009/10 budget was considered. During the discussions, Committee discussed
Allocating the underspend to the Burial Ground
What expense might occur in the future and that identified in the 3 year forecast
What had been taken out of the budget
It was RESOLVED that the underspend of £8130 be allocated to fund the youth workers for the DAN evenings, and that the budgeted expense allocated to the flail, blower and Lengthsman which had been deferred in favour of funding DAN, be retained.
019/11FAP Internal Audit
020/11FAP The Internal Auditor had visited on 18 May. She made no findings and had signed the Annual return. NOTED
021/11FAP A report from Cllr Lander-Brinkley on the effectiveness of Internal Audit was tabled at the meeting. This report would accompany the Annual Return to the External Auditor. It was RESOLVED that the report should be released to accompany the Annual Return.
022/11FAP 3 Year Forecast: No changes were made to the 3 year forecast of income and expenditure. It was requested that an updated copy of the forecast be included with the agenda papers for the next meeting.
023/11FAP Salary Sacrifice Scheme: The Clerk informed the Committee that a previous applicant for the Committee Clerk vacancy had enquiry about child care vouchers under this scheme. The Clerk had prepared information about this scheme to determine if the scheme had benefit to the Council and its employees. It was AGREED that such a scheme had merit and was accepted in principle. The Clerk was asked to prepare a paper on the operational aspects of a scheme and any cost implications.
024/11FAP Any other report which the Chairman deems urgent – NO DECISIONS can be made.
a. Cllr Lander-Brinkley was considering some form of event to recognise the contribution of former councillor Greta Bendall. He outlined his thought on this matter and asked councillors for their ideas. Other local organisations would be invited to send a representative.
b. Cllr Lander-Brinkley gave his known holiday dates for 2010
c. Cllr Lander-Brinkley considered that regular meetings between Parish and Ward/District Councillors to be important and an effective means of achieving common goals. After some discussions on the format of the meetings, the consensus of the committee was that the meetings should continue and that Cllr Lander-Brinkley should arrange the next meeting.
EXEMPT BUSINESS
025/11FAP 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 9.29pm. The next scheduled meeting is Tuesday 20 July 2010.
FINANCE ADMINISTRATION & PERSONNEL COMMITTEE MEETING HELD 8 JUNE 2010
PUBLIC SESSION
1 member of the public present
A resident of Forest Mead attended the meeting to listen to the discussions over the sale of The Barn. The resident asked if the conditions applied to the permission would remain. It was explained that they would remain but could be changed with a new planning application. The Parish Council could also apply covenants which would be attached to the sale of the Barn and its future use.
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