Minutes of the Meeting held on Wednesday 13 May 2009
at the Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Dawn-Marie Cox [Chairman]
Neil Pidduck
Peter Warrener
Clerk/Finance Officer: Barbara Fairbrother, Colin Arnett
Public: 1
F/09/40 Apologies for Absence
Apologies for absence had been received from Cllrs Marshall and Smithers.
F/09/41 Minutes of the Meeting held on the 15 April 2009
The minutes were agreed as a true record of the meeting with one amendment F/09/33 Web-site Add “should outstanding matters be satisfactorily resolved” and were signed by Cllr Cox.
F/09/42 Matters Arising from the Minutes of 15 April 2009
- F/09/33 Identity Badges – Cllr Cox reported that the photographers would welcome those councillors who missed the main session calling into their studio.
- F/09/33 Web-site – Cllr Warrener reported back on his meeting with the chairman of Headbourne Worthy PC.
- F/09/33 Tubbs Hall Management Committee – Cllr Cox is still awaiting an update from Jackie Porter.
- F/09/35 Fidelity Insurance – Members agreed to increase the cover as recommended by the auditor and to pay the increased premium of £276.25.
- F/09/35 Web-site – Members asked that the publication of the budget and expenditure figures on the web-site should be given a high priority. Action – RFO
- F/09/36 Land Registry – the clerk reported that following the meeting with the WSSC, letters of agreement had been sent to Hedleys for forwarding to the Land Registry.
- F/09/36 Hinton Park Trees – the clerk reported that he is awaiting a second quotation for the work.
- F/09/37 Notes for Guidance – Cllr Cox confirmed her agreement to the notes. Cllr Pidduck suggested that the notes in “blue” should be reviewed again. Action – Cllr Cox
F/09/43 Project Updates
- Land off Hookpit Farm Lane [Top Field] – the clerk understood that the latest application for the development of Tudor Way had been refused by WCC.
F/09/44 To Receive Statements of Accounts
The Committee received the Budget Report and Account Balances Report for April 2009.
The RFO reported that the qualified internal auditor [Paul Reynolds FMAAT] had signed the annual return for 2008/9. The Committee had examined the procedures in place with regard to the Internal Audit arrangements and were satisfied they had met the conditions under the Accounts and Audit Regulations and amendments. It was noted that the auditor had a history of auditing PC accounts.
Members expressed their concerns regarding the handling of the invoice due from HCC for street lighting. It was agreed that Cllr Cox would seek clarification from HALC and the RFO chase HCC. Action – Cllr Cox/RFO
It was again agreed that no investment be made in the Money Market as the interest received from the Business Reserve Account was little different.
F/09/45 RFO’s and Clerk’s Notices
- Church Green – Derek Brockway gave a presentation to members on the history of the Vulcan Iron Works which use to be adjacent to Church Green and the proposal to have a commemorative hydraulic ram installed on a plinth with an information board. He had sourced a suitable ram at a cost of £350. The cost of a plinth and board were estimated to be £650.
Members were supportive of the proposal and asked the clerk to investigate funding options for the next meeting. Action – the clerk
- Eversley Park – Football Pitches – Members approved the request from the R&A Committee for the renovation work to include vertidrain, overseeding, fertilising and weedkilling, but not the top dressing, at a cost of £2,554. Action – the clerk
F/09/47 Chairman’s Notices
- Budget Provision – the RFO’s were asked to remind all committees of the need to keep costs within budget for this financial year. Action – RFO’s
- Tubbs Hall Management Committee – Cllr Cox informed members that she was still attempting to clarify with Jackie Porter the share of maintenance costs. Action – Cllr Cox
F/09/48 To Authorise Invoices for Payment
The Committee received a schedule of invoices due for payment, agreed the schedule and signed the cheques.
The total invoices for payment, including salary payments and direct debits amounted to £15,383.97. See schedule attached.
F/09/49 Date of next meeting
The next meeting was arranged for Wednesday 10 June 2009 at 9.30am.
The meeting closed at 11.05am |
