Minutes of the Meeting held on Wednesday 15 December 2010
at the Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Malcolm Prince [Chairman
Bob Barnes
Terry Bohle
Denis Welstead
Sarah White
Clerks:
Colin Arnett
Noel Brooks
Public: 0
F/10/141 Apologies for Absence
Apologies for absence were received from Cllr Gordon.
F/10/142 Public Question Time
None
F/10/143 Minutes of the Meeting held on the 10 November 2010
The minutes were agreed as a true record of the meeting and were signed by Cllr Prince.
F/10/144 Matters Arising from the Minutes of 10 November 2010
o F/10/131 Temporary Lit Speed Signs – there had been no further developments. The clerk was asked to contact Alresford PC direct to ascertain the status. Action – the clerk
o F/10/131 Dog Bins – the paperwork for the new contract was still awaited. The clerk was asked to chase Swansborough. Action – the clerk
o F/10/132 Fraser Road Playground Fencing – the contractor had acknowledged the order, but was waiting for an improvement in the weather to commence the work.
o F/10/136 The Mystery of Christmas – Members congratulated Cllr Welstead on the success of this event.
o F/10/139 Newsletter Deliveries – Cllr White reported that the deliveries had gone well.
F/10/145 Project Updates
o Youth Shelter – Cllr Welstead had agreed to lead the small project group. A draft consultation document had been prepared to be released in January. Cllr White suggested that the views of pupils on the school buses could be canvassed.
Cllr Prince indicated that £6K could be allocated to the project from savings in this financial year. Cllr Welstead proposed that outline approval be given to the project with a budget of £6K. This was seconded by Cllr Bohle and all members voted in favour.
o Eversley Park All Weather Court – Cllr White reported that the project team had received presentations from four suppliers. The clerk to compile a draft specification to circulate to members of the project group.
A meeting had been held with Stuart Dunbar-Dempsey [WCC]. The reserves in the Open Space Fund now amount to £45,016 with a further £15k coming from the development at 122-128 Lovedon Lane.
o Upper Broadview Path – the contractor is to commence work this week to link Tovey Place with Lovedon Lane. A commuted sum of £2K has been allocated by the developer for on-going maintenance.
o Eversley Park Boundary Hedge - the clerk reported that WCC had agreed to cut the far side of the hedge bordering Frampton Way. The clerk was asked to write to the householder who originally raised this issue with an update. Action– the clerk
o Committee Room Presentation Equipment – a meeting had been held with Rob Ball, who will undertake a demonstration at the January Parish Council meeting.
o Church Lane Seat – the clerk was asked to chase HCC for permission to install the seat on the grass verge. Action – the clerk
F/10/146 Budget 2011/12
Cllr Prince circulated the updated draft proposals on the budget for 2011/12.
Members agreed to recommend a modest increase of 1.8%. Members were keen to increase the grant allocation to village organisations. Members agreed that the proposed budget when ratified, should be placed on the website with a comparison of the current year, together with the expenditure figures for the nine months to the end of December 2010.
F/10/147 Risk Management Assessment
Cllr Bohle reported that no further progress had been made since the last meeting as he had been away. He was confident that the review would be completed in the New Year.
F/10/148 To Receive Statement of Accounts
Cllr Prince shared with members the November income and expenditure figures.
He predicted an underspend of some £8K which can be allocated to the Youth Shelter and Committee Room Presentation Equipment.
Members agreed that our banking accounts should be reviewed in the next quarter to ensure that we were achieving a respectable return.
F/10/149 RFO's and Clerk's Notices
o Insurance – a quotation of £162.47 had been received from our insurance company to increase our Fidelity Guarantee from £120K to £200K as recommended by both our internal and external auditors.
Members accepted the figure, but recommended a review of the insurance policy, when it was due for renewal in June 2011.
o Members Allowances – A response had been received from HALC indicating that paper and printer cartridges could possibly be refunded from petty cash or purchased as sundry items, neither of which is the norm.
Members asked the clerk to seek the advice of our internal auditor as recommended by HALC. Action – the clerk
F/10/150 Chairman's Notices
None
F/10/151 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 £10,820.23. See schedule attached.
F/10/152 Any Other Business
o Kings Worthy Centre – Members discussed the installation of solar panels and asked the clerk to seek further information. Cllr Welstead indicated that he was able to assist. Action – the clerk
F/10/153 Date of next meeting
The next meeting was scheduled at 9.30am on the 12 January 2011.
The meeting closed at 11.03am.
Invoices for Payment – December 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 already authorised and signed
| Name of Supplier |
Nature of Works |
Invoice Value (Incl. VAT) |
Ms E Bird
|
Newsletter Deliveries |
90.00 |
Gascare
|
THMC [recharge] |
120.00 |
| Audit Commission |
Annual Audit |
1051.63 |
| Scandor |
Grounds Maintenance [Oct] |
3,129.74 |
| Clerks & Caretakers |
Salaries [Nov] |
1,943.88 |
| |
|
|
| |
TOTAL CHEQUES |
£6,335.25 |
Cheques to be authorised
| Name of Supplier |
Nature of Works |
Invoice Value (Incl. VAT) |
HCC
|
Cleaning Materials |
37.38 |
Ordnance Survey
|
Map Copying Licence |
64.33 |
| Hampshirepattesting |
Portable Appliance Testing |
75.00 |
| Active Accounting |
Monthly Bookkeeping Fee |
220.30 |
| Ricoh UK Ltd |
Photocopier |
296.29
|
| TLC Online |
Website Maintenance [Nov] |
55.00 |
| Scandor |
Grounds Maintenance |
3,129.74 |
| TLC Online |
Website Maintenance [Dec] |
55.00 |
| Gascare |
Heating Maintenance Plan |
208.00 |
| HMRC |
PAYE/NI |
343.94 |
| |
|
|
| |
TOTAL |
£4,484.98 |
| |
GRAND TOTAL |
£10,820.23 |
|
