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RESOURCES COMMITTEE Minutes of the Meeting held on
22 March, 2006 at the Parish Office Present: Councillors: D. Whiteing (Chairman) J. Brooks ( Vice Chairman) S. Berlyn (ex officio) D. Powell M. Wood (ex officio) In attendance: Clerk to Parish Council Public Question Time There were no members of the public present. 131 Apologies for absence Apologies were received and accepted from Cllrs D Hawkins, G. Gardiner, Mrs C Lambert, and R Matthews. 132
Declarations of Interest None were declared. 133 Minutes of the Meeting held on 22nd
February, 2006 RESOLVED that the Minutes of 22nd February, 2006 be approved and signed as a correct record. 134 Financial Information March, 2006 134.1
Approval of payments for March, 2006 The Clerk circulated a list of payments for March as attached in Appendix I. The Clerk explained that the software for the web had been purchased via a Web Site and that the Assistant Clerk Planning had used her credit card for this item. Wystech had been called out as an emergency as the Automatic Dialler had failed. Unfortunately a new dialler had to be installed at the cost of £211.50. Members asked the Clerk to query the details of how the dialler had failed before payment of the cheque was made. The payment to Clarkes needed to be rewritten to include VAT. The Clerk reported that the Notice Board at Elm Green had been broken and that the Notice Board had been repaired at the cost of £25.00 and that a payment would be made for this amount. RESOLVED: that the payments as attached be made for March, 2006.
134.2 Reconciliation sheet to 28th February, 2006. Cllr D Powell checked the balances against the bank statement balances these were agreed. RESOLVED: that the Bank Balances agreed at 28th February, 2006 with the bank statements.
134.3
Budgets up until March 2006 The Clerk had contacted the Accounts Package Provider who stated that the information was related to the Annual Return and that the Budgets were only available as sheet for the Parish Council completely. The Clerk had contacted another Town Council who used this package and it was stated that every 3 months the Committee were supplied with the Audit Trail for Receipts and Payments. Discussion took place regarding the committees and the current software package. RESOLVED: that a) the Clerk discuss with the Software Provider if prepared to customise the Accounts Package for Danbury Parish Council. b) The current software package is the responsibility of the Responsible Financial Officer to aid in the management and production of financial documentation. The next two items were taken together. 134.4
Earmarked Reserves for next Financial Year 134.5
Predicted Carry forward figure Appendix II as attached shows detail of the Earmarked Reserves and the predicted carry forward figure for next year. The Committee was also advised that the Essex Environment Trust had confirmed the grant of £8,431 and would be taken to Parish Council for the Minute Number. Therefore £2,000 would be required to be earmarked for the Play Equipment. Members wished all staff to be thanked for all their hard work in ascertaining the grant. RESOLVED: that a) Members noted the figures and that the emergency request for fencing for the Groundsman Compound could be authorised (See Minute 139) b) All staff thanked for their hard work in ascertaining the grant. 135 Parish Office Upgrade 135.1 Drinking Water Dispenser This item is still being investigated. RESOLVED: that the information be noted. 135.2 Hearing Cllr J Brooks was still investigating this item due to a technical problem. More information would be brought to the next meeting. RESOLVED: that the information be noted. 135.3 Meeting Chairs
Cllr J Brooks had managed to find a Company who were prepared to deliver some chairs for a trial. The Clerk had also managed to obtain a chair for a trial. Cllr Brooks would arrange for the Chairs to be available for the Parish Council Meeting. Subsquently the Clerk contacted the second Company who would
have their chair available from the 3rd April, 2006 with
a quotation. RESOLVED: that the information be noted. 136 Information Technology The Clerk advised the meeting that the Web Software had been purchased and The Digital Camer Assistant Clerk Planning to be asked to download plans to see if it was possible to read them via the projector unit. Members were concerned that the bulbs for the projectors were very costly and monies should be set aside for this. The Clerk was also concerned with the back up system. No members of staff knew how to retrieve documentation from the back up system. After discussion Members decided that the IT Support Service should test this situation. Also that the IT Support Service be requested to load the new software. RESOLVED: the a) Clerk to Contact IT Support Service to load new software and to check back up tape systems. b) The monies earmarked for IT Equipment remains at £2334.50 to cover the cost of new bulbs for the projector.
137 Risk Assessments The Panic Alarm within the Parish Office was checked as part of the Risk Assessment for the Parish Office. It was found that the alarm only made an audible sound. Subsequent
to the meeting it was discovered that the new automatic dialler is linked
to the panic alarm. It was also agreed by members to purchase a Chain for the Door so that office staff could see who it was before they were let into the office. RESOLVED: that the Clerk purchased
a chain for the office door to be installed
by Bakers of Danbury. 138 Asset Register /Insurance Work was still being completed on this item. The Assist Clerk Facilities was visiting all the buildings and ascertaining the current fixtures and fittings so that the correct figures could be covered by the Insurance Policy. RESOLVED: that the information be noted. 139 Urgent Fencing Request for Robins Nest It was reported that a break in had occurred to Robins Nest and diesel had been stolen from the tank. The remaining diesel had been left to drain down the bank behind the Bowling Green. The Clerk had contacted the Environment Agency and no diesel had appeared in the ditch at the bottom of Dawson Memorial Field. The Groundsman had noticed a slight film on the ditch the previous day. The Assistant Clerk Facilities had called the Environment Agency to double check. The Clerk had also arranged with the Environmental Health Department of Chelmsford Borough Council to check the area and seek their advice. They would be visiting the site the next day. The Clerk asked for permission to cover any emergency spending that may be required. Danbury Fencing had provided a quotation of £1899.31 + VAT to secure the compound from the hedge side. The Clerk had also contacted the Company who had installed the diesel storage tank to ascertain whether any security provisions could be made to the tank. RESOLVED: that a) the Clerk had the permission of the Council to spend any emergency monies if a clean-up operation was required. b) Danbury Fencing is employed to erect a fence to the rear of the compound to make the compound more secure. Danbury Fencing were asked to quote for these works as the fencing was previously installed by them and had to be especially made. The cost of the fencing would be £1899.31 + VAT and would be taken from reserves and earmarked to spend in the next financial year.
140 Matters for Report The Litter bin at Eves Corner had been damaged. Request that Air Conditioning be added to future Agendas regarding Office Upgrade. 141 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 instructed to withdraw. 142 Staff Assistant Clerk Planning and the Groundsman were using their holiday up. It was possible they may have days to carry forward. The Clerk has one and a half days to carry forward. Assistant Clerk Facilities is away from 3rd – 19th April, 2006. The Groundsman will be away from 5th April for 2 weeks due to having to go into hospital. Cllr Mrs Lambert had agreed to clear litter from Dawson Memorial Field for these two weeks. The Clerk had obtained a charge for marking pitches from Chelmsford Borough Council they were prepared to mark pitches for the sum of £30.00 for each pitch. RESOLVED: that a) the Groundsman was wished well. b) If any pitches require marking the Clerk was authorised to contact Chelmsford Borough Council for emergency cover at a charge of £30.00 per pitch.
143 Dates of meetings in 2006 26th April, 2006, 31st May, 2006, 28th June, 2005 |