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Denmead Minutes
Finance Administration & Personnel Committee - 20 July 2010
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PARISH COUNCIL OF DENMEAD
MINUTES OF A MEETING OF THE FINANCE, ADMINISTRATION and PERSONNEL COMMITTEE HELD ON TUESDAY 20 JULY 2010 IN THE FURZLEY ROOM, OLD SCHOOL, DENMEAD commencing at 7.30 pm
Members: Cllr N Lander-Brinkley (Chairman) (P)
Cllr J Knight
Cllr K Andreoli (P)
Cllr F Hull (from 7.35pm onwards) (P)
Cllr I Reed (P)
Also present: Tony Daniells, Clerk to the Council and 2 members of the public.
029/11FAP Apologies for Absence: Apologies were received from Councillor Knight.
030/11FAP Declarations of Interest: Cllr Andreoli declared a personal and prejudicial interest in agenda item 10 Refurbishment of the Parish Office Entrance. He took no part in the discussion or decision on this item.
031/11FAP Minutes of the Previous Meeting:
The Minutes of the Meeting held on the 8 June 2010 were submitted for approval. It was RESOLVED that the Minutes be accepted as an accurate record and were duly signed by the Chairman.
Cllr Hull joined the meeting
032/11FAP Public Participation (SO.68): The meeting was adjourned at 7.35 pm for the public to ask questions and reconvened at 7.47 pm.
With the agreement of the Committee, agenda item 11 (g), Grant request from the Scouts, was taken as the next item of business.
033/11FAP Grant request from the Scouts: The Chairman introduced this item and invited comments from the Committee. During the discussions, Councillors considered that:
• They would like to support the request from the Scouts and could offer some assistance, but the amount requested could not be fully met from the existing budget;
• The repairs to the Scout Hut roof could be covered by a loan from the District Scouts and any contribution from DPC would reduce the amount of loan required;
• A grant to the Scouts could be suggested to the Denmead Striders 10K run which wanted to make such a donation to a local cause on their 20th anniversary;
• Considered if an interest free loan could be made and the legality of this;
• The service to Denmead from Havant & Waterlooville CAB was unlikely to happen in the current year and the grant agreed for that project could be redirected to the Scouts. All Saints Church had not contact the Council again regarding a contribution to their request made last December and the sum involved could also go to the immediate need of the Scouts;
• To give a grant and then to charge the Scouts for the use of Kidmore Field for fund raising events took away from the Scouts income which would otherwise go to the roof repairs and that this small charge could be waived and
• C/Cllr Allgood should be contacted to ask if he had any funds available.
It was unanimously RESOLVED that
• a grant of £3000 be made to the Scouts for the repair of their roof by diverting the grant reserved for the CAB and that the balance of the grant be taken from the Community Fund Earmarked Reserve.
• Charges for the use of Kidmore Field be waived for two events a year over the next three years.
034/11FAP Correspondence: There was no correspondence to receive.
035/11FAP Committee Responsibilities
The Clerk had prepared an update (previously circulated) to Appendix 1 of Standing Orders which outlined Committee Responsibilities. Appendix 2 which outlined the responsibilities of the Playground Project Committee still required a major re-write. It was RESOLVED to recommend to Full Council acceptance of the update to Appendix 1.
036/11FAP Closure of NatWest Denmead: The Chairman had written a letter (previously circulated) to the Chief Executive of RBS and other officers in the executive hierarchy to make them aware of the concerns that closing the Branch of Nat West in Denmead had on the Community. The Clerk had also been contacted by BBC Radio Solent by a researcher from the Julian Clegg Morning Show. Further updates to both of these initiatives were awaited. NOTED.
Councillors also noted that the local Post Office had an arrangement to operate the accounts of Lloyds and Alliance & Leicester customers when those local branches were closed.
037/11FAP Parish Council’s Website
Cllr Andreoli enquired about a report that was missing from the website. The Clerk would get this uploaded. The Chairman’s letter to RBS would also be put on the website. There were no other maters arising related to the Parish Council website.
038/11FAP The Barn
The Clerk reported that the necessary papers had been sent to Glanvilles to allow them to draft a Deed of Variation. There was no update to report to this meeting. NOTED.
Finance
039/11FAP June 2010 Accounts (previously circulated): It was noted that the June 20010 accounts had been issued. NOTED.
040/11FAP Orders for Payment (S.O.40): It was unanimously RESOLVED that the payments detailed on the previously circulated Orders for Payment [list 04] should be ratified in the sum of £32,826.45 including VAT and receipts of £10,427.17 be noted.
041/11FAP Subscription: The Clerk had prepared a report (previously circulated) on annual subscriptions taken out by this Council. This report described the subscription and recommended whether it was continued. It was unanimously AGREED to accept the Clerk’s recommendation and to discontinue subscriptions to RoSPA and LCAS.
042/11FAP Asset Register: The Asset Register was tabled at the meeting. The Clerk explained that this was the asset list that was submitted to our insurers for cover by our insurance policy. He planned to get a more realistic and accurate renewal date for the assets and to use this as input to budget preparation meetings in the October/November timeframe. The asset register would be reviewed at the next meeting when members had time to absorb the content. NOTED.
043/11FAP 3 Year Forecast: An updated forecast had been previously circulated. There were no further updates at this time. NOTED.
044/11FAP Investment of temporary surplus funds: The Clerk introduced this item and referred members to a report prepared by the RFO. It recommended further investment of temporary surplus funds in a short term investment to better the return DPC were getting from holding the funds in the current account. It was unanimously RESOLVED to invest £50,000 in a 12 month bond with Santander.
045/11FAP Any other report which the Chairman deems urgent – NO DECISIONS can be made.
There were no matters raised.
EXEMPT BUSINESS
046/11FAP 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 9.12pm. The next scheduled meeting is Tuesday 28 September 2010.
FINANCE ADMINISTRATION & PERSONNEL COMMITTEE
MEETING HELD 20 JULY 2010
PUBLIC SESSION
2 member of the public present
Mr Bernie Reid and Mrs Angela Harwood, both of Denmead Scouts addressed Committee in support of their request for a grant to help fund repairs to the Scout Hut roof.
Mr Reid gave details of the construction of the building and how this had contributed to the roof problems. This had been noticed more in the last winter when snow had lain on the roof for some time and water had penetrated into the building. The Scouts had the rood recovered some years back and had expected this covering to last for a few more years, but the winter had shown this not to be so.
He explained the finances of the Scouts. Some money had been put aside to repair the roof but this was not sufficient to recover it entirely. He gave details of the Scouts income and expense.
In answer to questions from Committee, Mr Reid and Mrs Harwood replied that
• A loan from District Scouts, together with their own funds, would allow the work to be completed before this winter. The load would need to be repaid but the interest rate was unknown although not expected to be high
• The roof would be replaced with a flat roof as at present. There would be a 25 year guarantee with the work.
• No other avenues for funding had been explored at present. Local businesses already sponsored some of the existing fund raising activities.
• The Scouts had £5000 of their own funds available to contribute towards the repairs but this would use all of their reserves. He explained what funds were needed for ongoing operations costs.
• The Scouts were registered as a charity and would be allowed to keep any donations themselves and not pass these onto District.
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