RESOURCES COMMITTEE Minutes of the Meeting held on 31 May, 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.
1 Election of Chairman
Cllr S Berlyn proposed that Cllr D Whiteing continue as Resources Chairman this was seconded by Cllr J Brooks. This was unanimously agreed.
2 Election of Vice Chairman
Cllr D Hawkins proposed that Cllr J Brooks continue as Vice Chairman of Resources Committee this was seconded by Cllr D Powell. This was unanimously agreed.
3 Apologies for absence
Retrospective apologies were received and accepted from Cllrs R Matthews. The new Chairman of the Environment Committee had yet to be appointed and would be included as a Member of Resources Committee.
4 Declarations of Interest
None were declared.
5 Minutes of the Meeting held on 26th April, 2006
RESOLVED that the Minutes of 26th April, 2006 be approved and signed as a correct record.
6 Financial Information May, 2006
6.1
Approval of payments for May, 2006
The Clerk circulated payments for May, 2006 this is shown as Appendix I. Members agreed the payments.
A request was made to confirm signatories at the next meeting. A print out of receipts was requested.
RESOLVED: that the a) the attached Payments for May be Approved. b) Signatories for the Bank Accounts be put as Agenda Item for the next meeting. c) a print out of receipts was requested
6.2 Reconciliation sheet to 30th April, 2006. Balances at bank was checked by Cllr D Powell a difference in the current account payments due to the End Of Year figures which will rectify when all payments and receipts are received for last financial year. All other accounts matched figures. See appendix II
RESOLVED: that the information be noted.
7 Internal Audit of Accounts
It was reported that an internal audit had taken place on 15th May, 2006. The Annual Return had been signed by the Internal Auditor. The notice to the public had been placed on the notice board.
Supporting notes to the accounts was circulated to the meeting. Members asked questions related to the sums used for the buildings. This was taken from the updated insurance policy which had increased by inflation since the initial valuation had been completed. Under Assets purchased this year it was requested to remove the terminology items “purchased over £1000.00” this would then match the figure in the accounts. A question was raised regarding ownership of land at Dial Common. The Clerk had seen no documentation regarding this piece of land but would investigate for next week.
RESOLVED: that a) the alterations be made to the supporting notes. b) The Clerk to investigate the piece of land at Dial Common.
8 Parish Office Upgrade
8.1 Hearing
No further action had been taken on this project at the present time due to funding. RESOLVED: that the information be noted.
8.2 Meeting Chairs
It was reported that the Chairs were on order and that when a cheque was forwarded the chairs would be delivered.
RESOLVED: that the information be noted.
9 Information Technology
9.1
Digital Projector
The Clerk had contacted the Chairman of Galleywood Parish Council who had invited Members to attend the next Planning Committee of Galleywood Parish Council to be held on Thursday 15th June, 2006 at Keene Hall Galleywood to view their projector.
The Chairman of the Council had attended a Parish Councils Meeting at the Chelmsford Borough Council and due to the problems with the software he felt that the purchase of the projector should be deferred for the present time.
RESOLVED: that a) Request to Chairman of Planning and Chairman of the Council to attend b) That purchase of the projector be deferred for the present time
9.2
Backing Council Information
The Clerk had contacted the Council support service. Problems had occurred regarding back-up procedures. Recommendations had been received from Information Technology support company to set aside monies in next years budget between £150 - £500 to improve the back up procedure. The Clerk would further attempt to back the accounts to CD. She had tried on a previous occasion but it had proved unsuccessful. Members requested that the support company come to the next Resources Committee to explain the situation.
RECOMMENDED: that a)the support service come to next Resources Committee to explain situation b) the clerk attempt to back the accounts again to CD
10 Insurance 10.1
Inventory Landlord’s Fixtures and Fittings
Members raised a question regarding kitchen
cupboards upstairs and downstairs who they belonged to. Also regarding the Bar and Front Desk.
Members agreed that the CCTV Cameras and the External Lighting should be
covered by Danbury Parish Council.
RESOLVED: that a) the Assistant Clerk Facilities check these points with the Danbury Sports and Social Centre b) the CCTV Cameras and the External Lighting should be the responsibility of Danbury Parish Council regarding Insurance Cover
10.2
Bowling Club Inventory of Landlord’s Fixtures and Fittings
10.3
Insurance Renewal
The Chairman of Facilities and the Clerk had attended a meeting with Zurich Municipal that day regarding renewal of the Parish Council’s Insurance.
This policy could be discounted at 5 % for a five year policy to the sum of £8830.56. Excess on the Policy was £100.00 Fidelity Guarantee was automatically set at a sum of 1 million. Members over the age of 75 years would have to be notified to the Insurance Company.
Allianz Cornhill could discount to £9442.57 for a 3 year period. Excess on the Policy was £125.00 Fidelity Guarantee was at £100,000
A question was raised regarding the tractor. The Clerk informed the meeting that the Tractor had already been insured with Allianz Cornhill for the next year.
During the meeting the following observations were made that the Public Liability Insurance should be increased to 10 million and that the Additional Expenses should be raised from £20,000 to £40,000.
5 Members agreed to transfer to Zurich
Municipal. 1 Member abstained. Therefore
Members agreed to transfer to
RESOLVED: that a) the Parish Council transfer to Zurich Municipal from 1st June, 2006 at midday. b) The Insurance advisor be requested to visit to discuss and clarify points
10.4
It was agreed that the Clerk and Assistant Clerk Facilities attend the Seminar at Gt Dunmow on 6th July, 2006
RESOLVED: that the Clerk and Assistant
Clerk Facilities attend the Seminar at Gt Dunmow at a cost of £30.00 as one
place is free
11 Water Sprayer Further to Minute 138.2 Facilities Committee held on 3rd May, 2006, which requested funding for a tractor mounted sprayer for either 800 litre or 1000 litre capacity. Quotations had been sought and it was agreed that the equipment should be purchased up to the value of £4,000 from Ernest Doe Power. The size capacity would be confirmed with the Groundsman. 5 Members agreed to take £4,000 from reserves to cover the purchase of this equipment. 1 member abstained. Therefore it was agreed to transfer the monies from Reserves.
RESOLVED: that a) 4,000 is taken from reserves to cover the purchase of the tractor mounted sprayer b) Confirmation of the size of the sprayer be checked with the Groundsman Subsequently
the 800 litre Tractor Mounted Sprayer was purchased in the sum of
£2950 plus VAT.
12 Matters for Report
A Chairman’s Training Course is available on 27th June, 2006 The cost is £50.00 It forms part of 6 module course over the next 18 months. If any one wishes to attend please let Clerk know. The sad death of Bob Walton was reported condolences had been sent. Members requested information regarding whether there was donations. Information would be obtained regarding this.
13 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.
14 Staff
The Groundsman had attended the Groundsman
Course at
RESOLVED: that the information be noted.
15 Dates of meetings in 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.
|
|
|