|
RESOURCES COMMITTEE
Minutes of the Meeting held on 22 February , 2006 at the Parish Office Present: Councillors: D. Whiteing (Chairman) J. Brooks ( Vice Chairman) S. Berlyn (ex officio) G. Gardiner D. Hawkins Mrs C Lambert D. Powell M. Wood (ex officio) In attendance: Clerk to Parish Council |
|
115 Apologies for absence Apologies were received and accepted from Cllr R Matthews. 116
Declarations of Interest Cllr D Hawkins declared an interest in Minute 123 by virtue of being acquainted with one of the people who had supplied a quotation and took no part in the discussion. 117 Minutes of the Meeting held on 18th
January, 2006 RESOLVED that the Minutes of 18th January, 2006 be approved and signed as a correct record. 118 Financial Information February, 2006 118.1
Approval of payments for February, 2006 The clerk circulated a further list for
payment at the meeting plus an extra payment which could now be paid to
Ernest Doe for the linkage for the trailer. Explanation was given as to what were Public Works Loan Payments. Wooden posts had been purchased to replace posts which were missing to prevent cars crossing the pitches. The Clerk requested permission to authorise payment to Architect of £500.00 as a matter of urgency so that drawings could be made for the Lease for the Danbury Sports and Social Centre. Cllr S. Berlyn proposed that the drawings should be completed this was seconded by Cllr G Gardiner. Five members were for this motion and there was one abstention. The Clerk also report that the Cricket Roller had faulty brakes. Chelmsford Grass Machinery had looked at the Roller and freed the brakes. The Roller required at least £200 for a new clutch and a general overhaul. Unfortunately parts were no longer available. A new roller would cost in the region of £7,000. The Clerk had contacted Chelmsford Borough Council and they would be taking the roller to their workshops for an assessment. The Clerk reported that the CCTV now had the correct lens and the payment had been posted.
RESOLVED: that a) the payments list for February be approved as Appendix I and II. b) The urgent works for the drawings for the lease be completed at a fee of £500.00. 118.2
Reconciliation sheet until 31st January 2006 The Bank Statements were placed before the meeting. Cllr G. Gardiner and Cllr D Powell agreed the bank balances and the petty cash statement as part of the Parish Council’s risk assessment. Members were still unhappy that the transfers of monies were shown on the reconciliation sheet, this had been explained at a previous meeting. RESOLVED: a) that the Reconciliation sheet for January, 2006 be approved. 118.3
Budgets up until February, 2006 Budgets were circulated taken from Computer system. A lengthy discussion ensued. Members wished the budgets to be sub-divided into each committee. RESOLVED: that the Chairman of the Council liaise with the Clerk and the Computer Package support network to ascertain if this is possible.
118.4
Financial Position February, 2006 Document was circulated to Members. RESOLVED: that Members noted the document. 118.5
Earmarked Monies to be Assigned The following monies should be earmarked
for next year:
RESOLVED: that the above items be placed in Earmarked Reserves for next financial year. £2427.50 carried forward from Village Plan and £6516.50 additional money to earmark. A new budget would be set up at the beginning of the financial year it would contain £30,000 made up from £20,000 from the drainage budget and £10,000 from drainage consultants budget. Next years budget of £20,000 would then be added. This budget head would managed by the Resources Committee as dictated by Financial Regulations. Monies for the Spot Level Works would be deducted from this budget head. RESOLVED: that a new budget head be introduced at the commencement of the new financial year for Drainage and Car Parking with the earmarked sum of £30,000.
118.7 Request from Facilities The following requests had been received from Facilities as follows:- Bowling Club Fencing £2560.53 Excluding VAT Aerator £1985.00 Excluding VAT Harrow £1,150.00 Excluding VAT Play Equipment Part £2,000.00 Excluding VAT Cllr G Gardiner proposed that the above items be purchased seconded by Cllr J Brooks. Unanimously agreed. RESOLVED: that the above items were purchased additional funding now received. 119
Parish Office Upgrade 119.1 Drinking Water Dispenser (still investigating) RESOLVED: that the information be noted. 119.2
Hearing Cllr Brooks reported that investigations had been completed regarding the Hearing Loop. It was thought that the Portable Loop System was the best option, with a handle held microphone and a boundary microphone, as it could be used in the Danbury Sports and Social Centre for the Annual Meeting plus Parish Council Meetings. A permanent loop cable would be installed within the Parish Office so that the system could be plugged in for meetings. Two quotations had been received. Cllr Brooks was concerned that there might be a problem with people who were not switched into the loop so would like to complete further investigations. No money for the hearing loop had been allocated at the present time. RESOLVED: that the hearing loop continued to be investigated by Cllr Brooks. 119.3
Meeting Chairs Discussion took place regarding new chairs for meetings. The Chairman tried a chair for the meeting as a trial. He thought it was more comfortable than the chairs used regularly but felt that it was not wide enough. The Clerk reminded Members that the chairs had to fit under the table so that staff did not fall over them during the week. Cllr Brooks had tried to obtain chairs as samples, but with no success. The monies for new chairs would not become available until new financial year. Cllr Brooks offered to pursue the matter further. RESOLVED: that Cllr Brooks continued the investigation into new meeting chairs. 120
Information Technology The Clerk was concerned that progress was required on the purchase of the digital camera and the software for the web otherwise the grant monies would be lost. Research was still being carried out into the best projector to buy. It was suggested that Chelmsford Borough Council be contacted to ascertain the specification for the projector as it would be required to display plans. The Clerk had seen a suitable projector at the Larger Local Councils meeting at the EALC which was a Dell make. The Chairman requested that the monies earmarked for the Lap Top etc of £1987.50 plus £347.00 for the grant monies be earmarked for the following financial year if not spent in this financial year. RESOLVED:
that a) the Clerk and the Assistant Clerk purchase the camera and
software for the Web page. b) Assistant Clerk Planning to contact Chelmsford Borough Council regarding specification for digital projector c) a total of £2334.50 be earmarked for the additional computer equipment if not spent in this financial year 121
Risk Assessment 121.1
Financial Risk Assessment A financial risk assessment for the Parish Council had been circulated by the Clerk. Members unanimously agreed that the document should be put in place. When the Internal Auditor’s visited to complete the “End Of Year Audit” it should be shown to them. The Clerk also informed the meeting that the payment for the Auditors of £225.00 excluding VAT would be taken forward to next years payments. RESOLVED: that a) the Financial Risk Assessment Document be implemented. b) Payment for the Internal Auditors would be taken from next years accounts. 121.2
VAT The Clerk had contacted HM Customs and Excise Help Line regarding VAT. She was advised to contact “Option to Tax” Unit to ascertain whether the Parish Council had an “Option to Tax” in place. From their records they do not have such a document. Although prior to the 1st March, 1995 not all elections to waive exemption were required to be notified in writing to the H M Revenue and Customs. No document had been found at the Parish Office either. Advertising would require payment of VAT, Car Parking Charges would require payment of VAT and if anything is “Sold On” it would require payment of VAT. Booklets regarding Local Authorities and Similar Bodies, Land and Property and Sponsorship had been forwarded to the Parish Office. RESOLVED: that the above information be noted. 121.3
RISK ASSESSMENTS Risk Assessments had been implemented for Parish Office, Dawsons Field, and the Play Area. Sheets had been made for Runsell Green, Griffin Meadow, Allotments, Copt Hill and the Chantry. These would be implemented shortly. A Risk Register was being built up which the Clerk showed the meeting. Members wished the Assistant Clerk Facilities and the Clerk thanked for the hard work regarding the Risk Assessments. RESOLVED: that a) the information be noted b) the appropriate staff be thanked
122
Asset Register/Insurance 122.1
Asset Register The Chairman of Resources together with Cllr R Matthews had visited the office on 27th January, 2006 to go through the Asset Register against the Insurance Document. A report of the meeting was circulated to Members. The Insurance Cover was index linked and was increased annually on renewal and the Insurance Company would pay for an item to the value it was insured for. All buildings were covered on Dawsons Field for subsidence. Duplication had occurred with the contents of buildings this would be rectified on the renewal of the premium. RESOLVED: that a) only items over £1000 would be included on the Insurance Policy b) The Insurance Policy would be updated in June when the renewal occurs c) The Assistant Clerk Facilities would be checking the fixtures and fittings of each premises on Dawsons Field. The information would be included on the Asset Register. d) To rectify the duplication of insurance on the contents of the buildings. 123
Quotations for Spot Level Survey Cllr D Hawkins took no part in the discussion. This item would normally be dealt with by
Facilities Committee but due to the urgency of the work had been forwarded to
this Committee. Four companies had quoted for the Spot Level Survey work as follows:- Gryphon Surveys £750.00 excluding VAT Carmichael Mike Fenn Associations £675 excluding VAT Brandon Surveys Limited £390 excluding VAT Members unanimously agreed that Brandon Surveys be employed. RESOLVED: that Brandon Surveys be employed to complete Spot Level Survey Work for the sum of £390.00 plus VAT to be taken from the new budget head drainage and car park. Although the company was not the cheapest it was the only company to supply both Public Indemnity and Employers Liability Insurance to the sum of 5 million. 124
Quotations for Pond Clearance This item would normally be dealt with by Facilities Committee but due to the urgency of the work had been forwarded to this Committee. Two companies had forwarded quotations to clear weed and dispose of them from the ponds at Eves Corner and Runsell Green. Waterbuoys £750 excluding VAT for Eves Corner Pond Waterbuoys £750 excluding VAT for Runsell Green Pond Total £1500 excluding VAT Essex Pinnacle £750 excluding for both ponds Cllr Berlyn proposed that Essex Pinnacle completed the works and Cllr J Brooks seconded the proposal. This was unanimously agreed. RESOLVED: that Essex Pinnacle was employed to complete the remedial works on Eves Corner and Runsell Green Pond for the sum of £750.00 excluding VAT. Members also requested that Runsell Green Pond be commenced first as it was felt that this may require more work than Eves Corner Pond.
125
Community Evening Members chose a Member of the Public to attend the Community Evening. Name not to be reported as it would be a surprise. RESOLVED: that a Member of the Public attend the Community Evening. 126
Roles and Responsibilities Course No one wished to attend. RESOLVED: that the Course be passed to Parish Council to ascertain if anyone wished to attend. 127
Ordnance Survey Licence The Clerk requested to purchase an Ordnance Survey Licence. This was approved. RESOLVED: that the Clerk purchased an Ordnance Survey Licence for the annual fee of £47.50 excluding VAT. 128 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. 129 Staff The Clerk circulated details of the new rates for staff from the NALC. From 1st April, 2006 · the Grounds man’s salary would increase to Scale Point 25 as NALC recommendation (Full Time) · the Assistant Clerk Planning’s salary would increase to Scale Point 18 as NALC recommendation (17 Hours) · the Assistant Clerk Facilities’ salary would increase as NALC recommendation and raise to Scale Point 18 from 1st September, 2006 (18 Hours) · the Clerk’s salary would increase as NALC recommendation and raise to Scale Point 30 from 1st May, 2006 (28 Hours) The Chairman checked the figures against next year’s budget and they were within the budget forecast. Members unanimously agreed the increases. The Clerk requested information regarding appraisals. RESOLVED: that the above salary increases be implemented. b) that letters be sent to all the staff thanking them for their hard work and informing them of the increases. c) the Chairman would contact the Clerk regarding Appraisals 130
Dates of Meetings for 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 10.10 pm. |
|||||||||||||||||||||||||||||||||