Minutes of the Meeting held on Wednesday 15 September 2010
at the Kings Worthy Community Centre, Fraser Road, Kings Worthy
Present:
Councillors:
Malcolm Prince [Chairman]
Ian Gordon [Vice-Chairman]
Bob Barnes
Terry Bohle
Denis Welstead
Sarah White
County Councillor: Jackie Porter
Public: 0
F/10/98 Apologies for Absence
None
F/10/99 Public Question Time
Cllr Porter raised the following;
Temporary Speed Signs – HCC have produced a document outlining a proposal for the sharing of temporary speed signs between neighbouring parishes. Jackie agreed to forward to us a copy for circulation. The only costs which will fall to the PC will be those involved in moving and installing the sign, and re-charging the batteries. Members welcomed the initiative and agreed that preliminary work could be undertaken on establishing the locations for the sign. Formal agreement would be made after members had studied the proposal.
Cllr Gordon agreed to pursue HCC for an update on any change to the speed limit on Springvale Road. Action – Cllr Gordon
Tubbs Hall – Jackie had circulated a draft Memorandum of Understanding for discussion at the next review meeting on the 23 September 2010.
F/10/100 Minutes of the Meeting held on the 11 August 2010
The minutes were agreed as a true record of the meeting and were signed by Cllr Prince.
F/10/101 Matters Arising from the Minutes of 11 August 2010
F/10/88 Cheque Signatories – NatWest had confirmed that the new cheque signatories are now in place.
F/10/53 Fraser Road Exercise Equipment – the clerk confirmed that the new sign had been ordered.
F/10/93 KWCC Gutter Clearance – the Caretaker had highlighted that this work needed to be undertaken as soon as possible. Therefore the work has been completed, together with the replacement of the lead flashing which had been stolen.
F/10/93 Parish Office Freephone Number – the clerk confirmed that this service had been discontinued.
F/10/102 Project Updates
Byelaws – the R&A Committee had discussed the draft model byelaws which had been received from our solicitors and their comments had been returned. Hedley’s had confirmed that the legal costs associated with this review would not exceed £1,500.
Burial Ground - The landscaping work has now been completed under budget.
Eversley Park All Weather Court – the R&A Project Team were undertaking an option appraisal. Cllr Bohle circulated photographs of the installation at River Park which is the favoured option. Cllr Prince indicated that there may be a limited amount of funds available if there is a shortfall in funding from the WCC Open Spaces Fund.
Fraser Road Playground Fencing – Max Francis had indicated that he was unable to undertake the painting of the railings. A quotation had been received from another handyman. Members agreed that two other quotations should be sought to ensure value for money. Action – the clerk
F/10/103 Managing Budgets
Cllr Prince highlighted the need to initiate the budget setting for the coming financial year 2011-12. He agreed to circulate his spreadsheet to members. It was important to identify the process, time-scales and responsibilities.
F/10/104 Appointment of Auditor
Members ratified the decision to transfer our audit services to HALC.
Action - the clerk
F/10/105 Risk Management Assessment
Cllr Bohle agreed to complete this exercise for the Audit Commission. Cllr Gordon offered to assist if required. Members agreed the newly appointed Deputy Clerk could service the task. Action – Cllr Bohle
F/10/106 Dog Bins
Members supported Cllr Gordon’s initiative in seeking alternative contractors to undertake the emptying of these bins. He agreed to bring a proposal to the next meeting. Action – Cllr Gordon
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/10/108 RFO’s and Clerk’s Notices
None
F/10/109 Chairman’s Notices
None
F/10/110 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 £10,838.98. See schedule attached.
F/10/111 Any Other Business
Christmas Tree Lights – Cllr Welstead asked if a contribution could be made to the Christmas Tree lights outside the KWCC. Cllr Prince indicated that this would be included under the Memorandum of Understanding with the THMC.
F/10/112 Date of next meeting
The next meeting was scheduled at 9.30am on the 13 October 2010
The meeting closed at 11.15am.
Invoices for Payment – September 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) |
| Clerk & Caretaker |
Salaries & Expenses |
1781.04 |
| Active Accounting |
Monthly Accounts [July] |
199.75 |
| Heritage Landscapes |
Burial Ground |
3,865.76 |
| TLC Online |
Website |
55.00 |
| Scandor |
Contract Additions |
370.13 |
| Rawlins [Recharge to THMC] |
VAC Wet & Dry |
175.08 |
| Scandor |
Grounds Maintenance Contract |
3,129.74 |
| J Talt |
Roof/Guttering Repairs |
520.00 |
| Post Office |
Stamps |
73.00 |
| Gerry Ball |
IT Support |
87.10 |
| PHS |
Disposal |
64.63 |
| Active Accounting |
Monthly Accounts [Aug] |
176.25 |
| Active Accounting |
Payroll [Jul, Aug & Sept] |
35.25 |
| |
TOTAL CHEQUES |
£10,532.73 |
| |
|
|
| Direct Debits |
|
|
| Southern Water |
|
115.00 |
| BT Internet Services |
|
116.25 |
| British Gas |
|
75.00 |
| |
TOTAL |
£306.25 |
| |
GRAND TOTAL |
£10,838.98 |
|
