Minutes of the Meeting held on Wednesday 14 July 2010
at the Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Malcolm Prince [Chairman]
Bob Barnes
Terry Bohle
Ian Gordon
Sarah White
Public: 0
F/10/71 Apologies for Absence
Apologies for absence had been received from Cllr Welstead and Colin Arnett.
F/10/72 Election of Vice-Chairman
Cllr Gordon was unanimously elected as Vice-Chairman
F/10/73 Public Question Time
None
F/10/74 Minutes of the Meeting held on the 16 June 2010
The minutes were agreed as a true record of the meeting with one amendment F/10/61 – delete “Price” – add “Prince” and were signed by Cllr Prince.
F/10/75 Matters Arising from the Minutes of 16 June 2010
None
F/10/76 Cheque Signatories
The new bank mandate with new cheque signatories had been lodge with NatWest Bank.
F/10/77 Byelaws
Hedley’s had confirmed that £1,500 was the maximum legal charge which would be incurred regardless of Parish Council having not approved the draft byelaws.
F/10/78 Project Updates – Referrals from the R&A Committee
The All-Weather Kickabout Pitch refurbishment had been approved as the priority 1 project by the R&A Committee. The meeting was advised that the capital expenditure would not impact on the funds of KWPC. The project team were asked to obtain estimates for the ongoing costs of maintenance, wear and tear, replacement etc.
F/10/79 To Receive Statement of Accounts
The management and activity reports for June 2010 were circulated.
The new format for the accounts is already proving useful and helping to identify a number of questions;
- Going forward we need to focus on managing expenditure to budgets.
- In the year to date we have already committed to out of budget spending as follows:
| Legal, byelaws |
£1500.00 |
| Administration |
£1155.02 |
| Election Costs |
£2556.12 |
| Total Out of Budget |
£5211.14 |
With a contingency (not budgeted for income) of £700 in the Accounts, we are effectively after 3 months relying significantly on reserves.
- A further key area to understand the use of funds relative to budget is salaries/related costs in view of the costs we are incurring in the absence of a deputy parish clerk.
| Clerks Salary |
£5757.47 |
| National Insurance |
£785.11 |
| Employers NI |
£554.17 |
| Subscriptions/Newsletter |
£3.36 |
| Travel and subsidence |
£85.75 |
| Accountancy |
£622.75 |
| Recruitment advertising |
£200.00 |
| Total Salary Related Costs |
£8008.61 |
| Budget ytd |
£11110.00 |
| Surplus to budget ytd |
£3101.39 |
Care re potential transitional costs for new clerk.
- Tubbs Hall – there were two principal issues which Cllr White agreed to discuss with Jackie Porter;
Caretakers Salary – the proposal to increase the rate by 11% had a number of related issues.
Cost sharing agreement – in aggregate after three months KWPC has a negative variance to budget of £1193; this would infer an out of budget cost for KWPC at the year end of £4772. Action – Cllr White
F/10/80 RFO’s and Clerk’s Notices
None
F/10/81 Chairman’s Notices
- Newsletter/Bus Shelters – concerns were expressed regarding the delay in distributing the newsletter and the condition of the bus shelters. Cllr Gordon agreed to investigate. Action – Cllr Gordon
F/10/82 To Authorise Invoices for Payment
These were agreed retrospectively.
F/10/83 Date of next meeting
The next meeting was scheduled at 9.30am on the 11 August 2010
|
