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Danbury Parish Council RESOURCES COMMITTEE
Present: Councillors: D. Whiteing (Chairman) J. Brooks ( Vice Chairman) S. Berlyn (ex officio) G. Gardiner D. Hawkins R. Matthews D. Powell M. Wood (ex officio) In attendance: Clerk to Parish Council |
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Public Question Time There were no members of the public present. 103 Apologies for absence Apologies were received and accepted from Cllr Mrs C Lambert. 104
Declarations of Interest None were made. 105 Minutes of the Meeting held on 20th
December, 2005 The Chairman updated the committee on the Danbury Sports and Social Club situation. RESOLVED that the Minutes of 20th December, 2005 be approved and signed as a correct record. 107 Financial Information January, 2006 107.1
Approval of payments for January, 2006 A request was received that a payment be made to Danbury Mission for the use of the hall for the extraordinary meeting held in December. A payment of £60.00 was thought to be appropriate. The Clerk advised that included in the payments was the total due to date to Hill and Abbott Solicitors for the work on the DCA Lease. Also that the CCTV Camera for the Sports and Social Club required the correct lens and had been returned. Payment would be forwarded when advised that the correct part had been received. A further request was received that the Receipts page for each month should be printed. RESOLVED: that a) the payments list for January be approved as Appendix 1. b) the receipts page be printed for each meeting. c) a payment of £60.00 be made to Danbury Mission for the use of the hall. d) payment would be forwarded for the CCTV when the correct lens had been received 107.2
Reconciliation sheet for December 2005 The Bank Statements were placed before the meeting. Cllr R Matthews agreed the bank balances and the petty cash statement as part of the Parish Council’s risk assessment. A question had been raised at the previous meeting regarding the reconciliation sheet. The Clerk explained that this was produced by the computer and could not be altered manually. The sheet reconciles all amounts including bank transfers which accounts for the receipts being higher than the amount received at the bank. The Clerk advised that budget sheets would be produced for the next meeting in February. RESOLVED: a) that the Reconciliation sheet for December, 2006 be approved. b) Budget Sheets would be perused at the next meeting. 108
Parish Office Upgrade 108.1 Drinking Water Dispenser (still investigating) RESOLVED: that the information be noted. 108.2
Hearing Cllr Brooks reported that there were two types of Hearing Loops. A loop wire with 2 microphones, a battery, and is handheld. This would cost in the region of £700.00. The alternative is an Infra Red system which would have a neckloop to receive this would cost in the region of £1700 upwards. Cllr Brooks intends to complete further investigation and bring to the next meeting. RESOLVED: that the hearing loop continues to be investigated. 108.3
Meeting Chairs Discussion took place regarding new chairs for meetings. Cllr Brooks offered to obtain some catalogues and bring to the next meeting and then obtain samples. Cllr
Powell thought that no further investigation should take place into
this item. Cllr Wood supported Cllr Brooks offer, this was seconded by Cllr Gardiner.
RESOLVED: that Cllr Brooks continues the investigation into new meeting chairs. 109
Information Technology 109.1 Original Specification The Original specification when the computers were purchased was circulated. It was brought to the attention of the meeting that the on-line support was for a period of three years until September, 2006. It was thought that it should be checked that the server has enough disc space and memory. The web space had recently been updated. The Assistant Clerk Facilities was investigating the prices for the equipment as agreed at the previous meeting. Members wished the Information Technology Support Company to advise of the current upgrades etc on the system. RESOLVED: that a request for the current specification of the software including upgrades be obtained from the Information Technology Support Company. 109.2 Digital Projector Cllr Gardiner brought a digital projector for Members to ascertain how a projector would work within the Parish Office for planning meetings. The Projector was to be tried at the next planning meeting with a plan. It was thought that the power of the lens was not strong enough as the picture produced was distorted. RESOLVED: that the equipment is taken to the next Planning Meeting. 110
Risk Assessment 110.1
Financial Risk Assessment A financial risk assessment for the Parish Council was circulated by the Clerk. Members felt that additional columns should be added including a review date that the risks should be numbered and that the risk should be given a level of risk. The document would be brought back to the next meeting. The Clerk explained that regarding the VAT section of the document she had requested a VAT booklet from the EALC which should explain when the Parish Council should charge VAT. If this did not offer a full enough explanation an advisory visit would be requested. A question was raised regarding a request from one of the Estate Agents to purchase the Danbury Leaflet. It was decided that the leaflet should be purchased via the Parish Council and full payment plus VAT be recharged to the Company. RESOLVED: that a) the additional columns are added and that the document is brought back to the next meeting. b) the Clerk contact the VAT Advisory Unit for help with charging VAT c) If the estate agents wished to purchase the Danbury Leaflet full payment should be recharged including VAT payment. 111
Asset Register/Insurance 111.1
Asset Register The Chairman of Resources together with Cllr R Matthews will visit the office to go through the Asset Register against the Insurance Document. The changes to the insurance policy would be implemented in June when the Policy is reviewed. It was thought that depreciation of equipment should be taken into account and the prices used should be excluding VAT. The Clerk explained that this work was required prior to the end of the year. The Clerk to check whether the Policy gives new for old. RESOLVED: that a) the Chairman of Resources and Cllr Matthews arrange to visit the Parish Office to go through the Asset Register against the insurance. b) The Clerk checks the insurance policy whether it give new for old. 112 Exclusion of Press and Public RESOLVED: that pursuant to S.1 of the Public Bodies (Admission to Meetings) Act 1960 the meeting be not now open to the public and press for the following items of business and they were instruct to withdraw. 113 Holidays/ Sickness A
report was received regarding holidays and sickness for the staff.
The Chairman of Resources requested that Agenda headings for
Staff and Matters for Report be placed on the next Agend RESOLVED:
that a) the information be noted b) Agenda Headings for Staff and Matters
for Report be placed on the next Agend 114
Dates of Meetings for 2006 22nd February, 2006, 22nd March, 2006 26th April, 2006, 31st May, 2006, 28th June, 2006 19th July, 2006 Business
having been concluded, the Chairman closed the meeting at 9.55 pm. |
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