Minutes of the Meeting held on Wednesday 13 October 2010
at the Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Malcolm Prince [Chairman]
Ian Gordon [Vice-Chairman]
Terry Bohle
Denis Welstead
Sarah White
Clerks:
Colin Arnett
Noel Brooks
Public: 1
F/10/113 Apologies for Absence
Apologies for absence had been received from Cllr Barnes.
F/10/114 Public Question Time
o Owen Swansborough from Garden Services gave a presentation on the services offered for dog-bin emptying. He suggested that a weekly/fortnightly frequency would be appropriate being dependant on the weather and usage. The cost per bin per empty would be £3.08. They currently service the parishes of Denmead and Swanmore within the Winchester District.
F/10/115 Minutes of the Meeting held on the 15 September 2010
The minutes were agreed as a true record of the meeting and were signed by Cllr Prince.
F/10/116 Matters Arising from the Minutes of 15 September 2010
o F/10/99 Temporary Lit Speed Signs – Cllrs White and Gordon indicated that they were awaiting further information of the sharing arrangements with other parishes from Jackie Porter. Instructions had been received on the installation; however clarification was required on the siting of the units. Cllr Gordon reported that HCC were undertaking a traffic survey on Springvale Road.
o F/10/99 Tubbs Hall – Cllr White shared with members details of the review meeting. The caretaking hours are to be shared and the increase in their hourly rate was agreed. The clerk was asked to circulate the notes of the meeting and the draft memorandum of understanding to all councillors. Action – the clerk
o F/10/101 Cheque Signatories – the clerk reported that as a result of his complaint to NatWest over the poor service the sum of £20 had been credited to our account.
o F/10/102 Fraser Road Playground Fencing – Cllr Gordon shared with members the recommendation from the site meeting with Steel Services that the fencing be replaced.
Cllr Gordon agreed to seek a written quotation for the work. Action – Cllr Gordon
Members agreed that the matter should be referred back to the R&A Committee for further consideration. Action – the clerk
F/10/117 Project Updates
o Eversley Park All Weather Court – Cllr White reported that the R&A Project Team had received presentation from three suppliers. An accident to a child had resulted from the old fencing confirming the need to undertake the refurbishment of the area as soon as possible. Weekly checks are to be made on the condition of the fencing.
o London Road Corner – Wild Flowers – the offer of underwriting this project from a parishioner of Abbots Worthy had been withdrawn, so after some discussion of the desirability, the R&A Committee had deleted this from the project listing.
F/10/118 Managing Budgets
Cllr Prince circulated his proposed documentation for formulating bids for capital projects and the monthly monitoring of budgets.
Members welcomed the proposals and agreed that Cllr Prince should be the co-ordinator for budget setting.
F/10/119 Appointment of Auditor
The letter and terms of engagement from HALC had been circulated to members. All agreed to the proposals and the document was signed by Cllr White.
The clerk was pleased to report that the Audit Commission had certified the completion of our annual accounts for 2009/10.
The clerk circulated copies of the return highlighting the actions required for the 2010/11 return.
Members thanked the clerk for the successful completion of the audit.
F/10/120 Risk Management Assessment
Cllr Bohle reported that with the appointment of the new deputy clerk he hoped to commence this exercise. Action – Cllr Bohle/Noel Brooks
F/10/121 Dog Bins
Members agreed that we transfer the emptying of the dog bins to Swansborough Garden Services as from the 1 January 2011. Action – the clerk
F/10/107 To Receive Statement of Accounts
The management reports for August had been circulated to members prior to the meeting.
Cllr Prince shared with members his thoughts on the reports. The general position was encouraging as savings had been made due to the vacant deputy clerk post.
F/10/122 To Receive Statement of Accounts
The management reports for September were circulated to members.
Cllr Prince shared with members his thoughts on the reports. The general position was encouraging as savings had been made due to the vacant deputy clerk post.
Members suggested that the hire of the meeting room should be advertised more widely.
Action – the clerk
They also agreed to the costs involved of circulating the newsletter of £100.
F/10/123 RFO’s and Clerk’s Notices
o Bus Shelter Lovedon Lane - Members approved the quotation from Queensbury of £313.07 for the replacement of two panels in the shelter.
o Website – Members agreed to the suggested increase in the annual subscription rate for local businesses from £40 to £50.
o Modern Banking Methods – Notification had been received that the Local Government Minister had confirmed that from 2011 Parish Councils will have the freedom to use modern banking methods instead of cheques.
o Hire of Football Pitches – the clerk reported that a further two teams wish to play some of their matches at Eversley Park.
o HALC Affiliation Fees – the proposals for the increase in fees had been received from HALC. Members recommended that Cllr White vote for the option of an 8% increase at the forthcoming AGM. Action – Cllr White
o SAGE Training – Members agreed the course fees of £575 for the deputy clerk to attend the three basic training modules on the finance system. Cllr Prince emphasised the need to release Active Accounting.
F/10/124 Chairman’s Notices
None
F/10/125 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 £9,560.07. See schedule attached.
F/10/126 Any Other Business
None
F/10/127 Date of next meeting
The next meeting was scheduled at 9.30am on the 10 November 2010
The meeting closed at 11.35am.
Invoices for Payment – October 2010
The following invoices have been received since the last meeting of the Finance Committee. Officer’s remuneration and payments made automatically from the council’s bank accounts, such as bank charges and direct debits, may not be shown as they are dealt with outside the Committee cycle.
The Finance Committee is asked to authorise payment of the following invoices;
Cheques to be authorised
| Name of Supplier |
Nature of Works |
Invoice Value (Incl. VAT) |
Rioch UK
|
Photocopier |
255.93 |
HCC
|
Street Lighting |
3,547.20 |
| HCC |
ditto Management fee |
46.54 |
| Clerks & Caretakers |
Salaries & Expenses |
2,210.67 |
| HCC |
Cleaning Materials |
56.79 |
| HCC |
ditto |
3.45 |
| Scandor |
Grounds Maintenance |
3,129.74 |
| TLC Online |
Website |
55.00 |
| Portsmouth CC |
Sign |
62.28 |
| Serco |
Waste Collection |
192.47 |
| |
|
3,129.74 |
| |
TOTAL CHEQUES |
£9,560.07 |
|
