RESOURCES COMMITTEE
Minutes of the Meeting held on 26 April, 2006 at the Parish Office
Present: Councillors: D. Whiteing (Chairman) J. Brooks ( Vice Chairman) S. Berlyn (ex officio) 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. 144 Apologies for absence Apologies were received and accepted from Cllrs D Hawkins, and Mrs C Lambert. 145
Declarations of Interest None were declared. 146 Minutes of the Meeting held on 22nd
March, 2006 RESOLVED that the Minutes of 22nd March, 2006 be approved and signed as a correct record. Cllr
J Brooks arrived. 147 Financial Information April, 2006 147.1
Approval of payments for April, 2006 Cllr
M Wood arrived. The Clerk circulated a list of payments from the 22nd March to the end of Financial Year attached as Appendix I. The Clerk circulated a list of payments for April,2006 as attached in Appendix II. The Clerk informed the meeting that the payment for wages standing order had increased to £19.49 per month. Also that the pension additional payment had increased to £146.30 per month. RESOLVED: that the payments as attached be made for end of March and April, 2006.
147.2 Reconciliation sheet to 28th February, 2006. Cllr R Matthews checked the balances against the bank statement balances these were agreed as correct. RESOLVED: that the Bank Balances agreed at 31st March, 2006 with the bank statements.
147.2
End Of Year Documentation The Clerk had produced from the computer package some of the end of year documentation. Some Members questioned the layout of the documentation. The Clerk explained that this could not be altered as it was part of the package. She also suggested that when the internal auditor came they would be looking at the documentation. It was suggested that Cllr R Matthews arrange with the Clerk to speak to the Accounts Package Provider directly. Members also decided to keep to the previous years accounts being published in the Danbury Times. RESOLVED: that a) Cllr R Matthews speak to the Accounts Package Provider directly. b) The previous financial years accounts be published in the Spring Edition of the Danbury Times
147.3
Wages Column in accounts The Clerk had re-entered all the budgets for 2006 – 2007 and had made additional spreadsheets for each of the Committees. The budgets could then be shown individually as had been requested. The Groundsman’s wages had been returned to Wages heading in Resources Committee. The Car Park and Drainage Budget had also been put under Resources Heading. Members unanimously agreed this course of action. Members also decided that the budgets should be brought before the committee after the end of June, the end of September and the end of December. Members also thanked the Clerk for the hard work at putting together this document. RESOLVED: that the above course of action is taken for the budgets. 148 Parish Office Upgrade 148.1 Drinking Water Dispenser Members decided not to continue with this project. RESOLVED: that this item be taken off the
Agend 148.2 Hearing Cllr J Brooks was still investigating this item due to a technical problem. A decision would have to be made as to whether to just purchase a loop for the Parish Office. At the present time no monies had been set aside in the budget for the hearing loop. This item would be discussed at the next meeting. RESOLVED: that the information be noted. 148.3 Meeting Chairs Cllr J Brooks had brought samples to the
last Parish Council Meeting. Members
had chosen a chair which was very expensive.
The Clerk had obtained a further chair. A price had been obtained of
£614.00 plus VAT for 20 chairs.
Members unanimously decided to purchase the chair as meeting chairs
for the Parish Office. RESOLVED: that the Clerk order 20 chairs at a cost of £614.00 plus VAT to be taken from the Budget Head Parish Office Chairs. 149 Information Technology Lodge Information Services had loaded the
software for Dreamweaver and Paint Shop.
They had also prepared a remote back up system for all documents
including the Accounts Package.
Pictures had been taken using the new digital camer The Clerk was still requesting Lodge Information to explain the protocol for the back-up system for the tapes and also to inform the Parish Council how the tapes could be tested to ascertain if they were working correctly. It was suggested that the Clerk give the Company a deadline for this information and confirmation in writing that the correct back-ups had been completed. RESOLVED: that the Clerk request the protocol plus confirmation in writing that the correct remote back ups had been made.
150 Risk Assessments Risk Assessments were now in place for the Parish Office, Dawson Memorial Field, Runsell Green, Eves Corner, Robins Nest and Griffin Meadow. The Financial Risk Assessment for the Council was also in place which would be updated at least annually. RESOLVED: that the information be noted. 151 Asset Register /Insurance It was reported to Members that the Inventory should be separated from the Asset Register. The Asset Register is a public document which can be inspected by Members of the Public. The renewal documentation has been received at a cost of £10,769.91. The Assistant Clerk Facilities and the Clerk had forwarded to the Insurance Company details matching the Asset Register. It was reported to the meeting a list of the changes. The Clerk was requested to contact a further insurance company for a quotation. It was unanimously agreed that the clerk be authorised to send off insurance up to the amount of £13,000. The current budget for this item is £10,500. If the new level of insurance is more that £13,000 an extraordinary Resources meeting should be held to discuss which items should be included. RESOLVED: that a) the Clerk contact a further insurance company for a quotation b) the Clerk be authorised to make a payment to the insurance company up to the ceiling of £13,000
152 Accounts and Audit (Amendment) ( It was reported that amended Regulations had come into effect on 1st April, 2006. Under £200,000 ( for any three Years) “ a record of receipt and payments” or “an income and expenditure account and statement of balances”. The timetable for approval and publication of the statement of accounts by three months over a three year period. For the accounts for year 31st March, 2009 the approval is to be completed by 30th June and the publication by 30th September. Where this date cannot be met there is a new requirement to have a Meeting within 20 working days to consider the situation and to publish a statement as to the reasons why the Council cannot approve the documents. The Formal Notice requirements, the 20 working day opportunity to inspect records and the duty to review internal controls, risk management and the internal audit continue. Members unanimously agree to continue with “income and expenditure accounts. RESOLVED: that the Parish Council continue with “income and expenditure accounts” 153 Training Courses Members agreed for the Assistant Clerk Facilities to attend the Council Training Day on 3rd May, 2006 at a cost of £45.00 Members agreed for the Groundsman to attend the Groundsman Training Day at a cost of £85.00 on 19th May, 2006 Members further agreed that the Clerk be given permission to send staff on courses as appropriate for personal development and networking. RESOLVED: that a) the Assistant Clerk Facilities attends the Council Training Course at a cost of £45.00 to be taken from the staff training budget. b) The Groundsman attend the Groundsman training course at a cost of £85.00 to be taken from the Groundsman training budget. c) The Clerk approve courses up to the amount of training budget available for the personal development of the staff
154 Competitions Members agreed to enter the following competitions. NALC Website, Newsletter and Annual Report EALC Newsletter and Annual Report RESOLVED: that the Parish Council enters
the above competitions. 155 Matters for Report No matters for report. 156 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. 157 Staff
The Clerk had employed Chelmsford Borough Council for 3 days for litter picking Dawson Memorial Field whilst the Groundsman was away. Cllr Mrs C Lambert was completing the litter picking for the rest of time. RESOLVED: that the Council ratify authorisation of the litter picking by Chelmsford Borough Council.
158 Dates of meetings in 2006 31st May, 2006, 28th June, 2005, 19th July, 2006, 20th September, 2006, 25th October, 2006, 22nd November, 2006 and Tuesday 19th December, 2006 Business having been concluded, the Chairman closed the meeting at 10.00 pm. |