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Danbury Parish Council
RESOURCES COMMITTEE Minutes of the Meeting held on 28 June, 2006 at the Parish Office
Present: Councillors: D. Whiteing (Chairman) J. Brooks ( Vice Chairman) S. Berlyn (ex officio) D. Hawkins D. Powell J. Thomson In attendance: Clerk to Parish Council |
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Cllr J Thomson was welcomed to the committee as Chairman of the Environment Committee. 16 Lodge Information Services Representative The support company were brought in to discuss back-up procedures for the Parish Council. It was explained that there had been a back-up software conflict which is only currently being addressed. The system in place is that the server is backed once a week by a tape system which is exchanged weekly by Assistant Clerk Planning and IT. At present there are only three tapes available the last tape removed from the server is stored off site. The Clerk had managed to save to CD the Accounts Package and is updating the tape regularly and then removing the CD from the office. The Clerk was also saving the accounts to C Drive to help the process. It was recommended that further tapes should be purchased at the sum of £15.00 so that data could be backed-up for longer periods of time. To rebuild the complete system would currently take the Support Company at least two days of their time, but is unlikely to occur Money could be set aside as a contingency for this happening. There is also another method called Image back-up which can be taken (storing software as well as data) that would require a second hard drive, and would speed up a re-build to 3 hours - this could be put on the server at a ball point figure of £150.00 in total. This second option was not recommended by LIS The Support Company will be moving to a new location in the near future. There will be room to store back-up tapes at this location. Plus there will be a facility whereby you could use a computer whilst systems are repaired. Some companies have even lodged a spare server with all their data on as a back up. Details had been forwarded regarding the additional mailbox for the Assistant Clerk Facilities. Difficulties had been encountered but now had been resolved a charge of £75.00 would be required to set up the mailbox. The support company were aware that the owner of the accounts back up package had died suddenly and were prepared to offer support on a Time & Materials basis as the package was Excel based. In the future a new accounts package may be required but this would need to be tailored made to Parish Council work. The following questions were raised: · Regarding the UPS back up batteries when power failures occur. Battery units should be replaced every 2 years. It was also thought that considerations should be given to purchasing batteries which would give at least two hours support to the system so that work could continue even if there is a power cut. A Ball Point figure of £280 was quoted for this · It was recommended that the PC’s (but not the server) are switched off when the staff leave the building It was suggested that there should be a Rolling Budget of £2,000 for Computer and IT Support to cover the replacement of machines every 3-5 years. It was confirmed that there is plenty of disc space available on the server The representative from the IT Support Company was thanked for his time and input. There was a lot to consider which Parish Council would take forward to next Resources Committee Meeting. Lodge representative left meeting at 8.40 p.m. 17 Apologies for absence Apologies were received and accepted from Cllrs R. Matthews and M Wood. 18 Declarations of Interest Cllrs D. Whiteing, J. Brooks, S. Berlyn, D. Powell and J. Thomson declared an interest in item 26 by virtue of being Members of the Danbury Community Association. 19 Minutes of the Meeting held on 31st
May, 2006 RESOLVED that the Minutes of 31st May, 2006 be approved and signed as a correct record. 20 Financial Information June, 2006 20.1
Approval of payments for June, 2006 The Clerk circulated payments for May, 2006 this is shown as Appendix I. Members agreed the payments. RESOLVED: that the attached payments for May be approved. 20.2 Reconciliation sheet to 31st May, 2006. Balances at bank including Petty Cash 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 It was requested that another heading of debtors of over 3 months be placed on the Agenda for next month. RESOLVED: that a) the information be noted. b) a new heading for debtors of over 3 months be placed on the Agenda for next month 20.3
Receipts for 3 months until 9th June, 2006 Receipt sheet was circulated and is attached as Appendix III on Minutes. It was reported that the Spot Levels Grant of £458.25 had been received. Essex Environment Trust had reported that they would be forwarding the sum of £6,601.77 towards the new play equipment as the VAT element could be reclaimed by Parish Council. RESOLVED: that the information be noted. 20.4 Earmarked Reserves An earmarked budget sheet was circulated this is attached as Appendix IV on the Minutes. This document showed how money had been earmarked for projects as per Minute 134.5 Resources Meeting 22nd March, 2006. RESOLVED: that the information be noted. 20.5
Budgets produced 3 monthly Budget sheets for each committee and for income had been produced. It was asked could these be given to each committee. Members were made aware that the sheets were only to be updated every 3 months and therefore would not show the current picture. RESOLVED: that the sheets can be given to the committees but to be aware that they would only be updated every 3 months. 20.6
Confirmation of Signatories on Bank Accounts The Clerk reported that the following were signatories on the bank accounts: Cllrs. Berlyn, Brooks, Hawkins, Wood, and the Clerk. RESOLVED: that the information be noted. 21 Parish Office Upgrade 21.1 Hearing Cllr Brooks wanted clarification on where
the loop was to be used for. Whether it was just the Parish Office or the DCA
building. Members felt that the Clerk and Members felt that it should be arranged to complete a demonstration of a hearing loop at a meeting. Members agreed that up to £1,000 should be spent on a Hearing Loop. RESOLVED: that the a) the Clerk with Cllr Brooks arrange for a hearing loop to be demonstrated at a meeting. b) £1,000 should be set aside for this project £386 would come from the Budget Head RES Parish Chairs. Additional monies would be required to be added to this sum when a final price was obtained.
22 Information Technology 22.1
Digital Projector Cllr A Keeler had attended Galleywood Parish Council Meeting and was showed plans used by digital projector. The Planning Committee of Danbury Parish Council were in favour of pursuing a purchase of digital projector but agreed that the higher specification model would be preferable as it was quieter and had a brighter image. Research will now be carried out on prices etc with a view to purchasing this projector. £2334 had been earmarked for this project which it is hoped would also buy a screen and pay for installation. Cllr J Brooks wished a projector which he had seen to be
demonstrated to Parish Council on 26th July, 2006. Members requested that this would have to
be completed prior to the meeting as there was a full Agend RESOLVED: that Cllr Brooks contact Kelvin Ward at Chelmsford Borough Council to ascertain if it would be possible to give a demonstration of the digital projector as seen. 22.2
Backing Council Information The Clerk had managed to back Council Accounts information to CD and to the C Drive of the Computer. It was agreed that a further 3 tapes be purchased at a cost £15.00 each for backing council information. RESOLVED: that the clerk purchase 3 additional tapes at a cost of £15.00 each from the IT support Budget. 22.3
Accounts Package An E, Mail had been received stating that the Accounts Package Support System would be closed down and this year’s cheque returned. The Clerk had spoken with several Town/Parish Councils and ascertained what they were planning to do. Several had decided to run without support and a local retired clerk had offered to help if there were problems. Only one clerk had requested to purchase a new accounts programme. RESOLVED: that we carry on with accounts package at present and accept any support from the IT support if required. 22.4
Assistant Clerk Facilities – Log In A request was made to approve the £75.00 required for a log in for the Assistant Clerk Facilities. Members unanimously agreed that this should be purchased. RESOLVED: that the Log In be purchased at a cost of £75.00 from the budget head RES It Support 23 Insurance The Clerk reported that the
representative from · £20,000 had been set aside for loss of revenue ·
£20,000 had been set aside
for events making the Parish Office out of action ·
The minimum premium for
Fidelity Guarantee was now 1 million pounds · All items under the All Risks section had been set at a £100 excess · Members who were over 75 years old must notify the Parish Clerk – none at the moment · Terrorism and landslip was included in the Policy. · The cost of Insurance for this year was £8415.40 plus additional Terrorism Insurance £181.76. ·
RESOLVED: that the above information be noted. 23.1
Legionella The Clerk had checked with the insurance company and Legionella is not covered under Public Liability unless it is bought back. A survey had been completed of the Danbury Community Association building and actions were being taken. The Tennis Club had advised that they were now running the showers for a period of 20 minutes each week. RESOLVED: that the information be noted. 23.2
Asbestos A new Act had come into force in May, 2004 and all building should be checked for Asbestos. As long as Asbestos is not touched then it is not a problem. The Health and Safety Executive should have evidence that Asbestos is being managed. Type 1 should exclude risk, Type 2 involved sampling of the buildings. The Asbestos Survey should be budgeted for in the next financial year and should be implement by law to protect Parish Council. RESOLVED: that quotations be sought and the survey be budgeted for in the next financial year. 24
Funding The Clerk informed the meeting that when the original precept request was made. It was agreed that £25,000 would be left as the carry forward figure as reserves. Therefore this was taken into account in the budget. These monies were used to balance the budget. Additional monies of DCA rent and Essex Environment Trust Grant will help. The following are details: Balances carried forward £69,252 Earmarked Monies C/F £3,944 Earmarked Monies £38,728 this year Sub Total £26,580 Reserves £25,000 Sub Total £1,580 Water Sprayer £3,000 Reserves stands at £23,420 Further to Minute 13.3 of Facilities Committee held on 14th June a request has been made for £2,200 for the new diesel tank, electrics and sealing of the crack in the concrete. Members unanimously agreed to Facilities request of £2,200 for a new diesel storage tank and associated works. Therefore reserves total will stand at £21,220. Further to Minute 7 a) of Environment Committee held on 7th June, 2006 a request was made for £1,100 to be set aside for the Danbury Footpaths Leaflet. Members unanimously agreed to Environment request of £1,100 to be put aside for the Danbury Footpaths Leaflet. These monies were to come from the Publicity budget as an additional £1629 had been earmarked for this budget head. RESOLVED: that a) £2,200 be taken from reserves for the new diesel storage tank and associated works b) £1,200 be taken from the Publicity Budget for the Danbury Footpaths Leaflet 25 Automatic Dialler Due to the resignation of Cllr Gardiner, another Member was required to go on to the Automatic Diallers List. Cllr Hawkins volunteered to be added to the list. RESOLVED: that Cllr Hawkins be added to
the Automatic Dialling List. 26 Urgent Request from DCA This item was taken to Resources as a
matter of urgency as there was not another meeting until 19th
July, 2006. The DCA Manager had
telephoned last week to request that Colchester United were permitted to run
a football course on Wednesday, Thursday and Friday 26th, 27th
and 28th July. The request
was for two groups of children 7 – 11 year olds which is 10 Some discussion took place and the Clerk requested that Facilities Committee clarify what is a “Special Event” RESOLVED: that a) the Clerk inform the DCA Manager that it was very regrettable but that the event should not take place. b) Facilities Committee are asked to clarify what is classified as a “Special Event” Subsequent
to the meeting one of the Directors of the DCA informed the Parish Council
that they were requesting to use part of the cricket pitch outside the front
the DCA building. Chairman of
Facilities arranged for the DCA to use a piece of land by the Beacon so that
the event could go ahead as Publicity has already been circulated both by 27 Matters for Report 27.
1 End of Year Internal Auditor Report The end of year internal auditor report was circulated to the meeting. Members were impressed with the report and thanked the Clerk for her hard work. RESOLVED: that the information be noted. 27.2 Noticeboard (Elm Green) Chairman of Facilities reported that the Noticeboard had been vandalised. The Clerk reported that the doors had been repaired but they had not been re-hung as yet. RESOLVED: that the information be noted. 28 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. 29 Staff
29.1 Age Legislation The Clerk reported that Age Legislation comes into force on 1st October, 2006. A national default retirement age of 65 will be introduced making compulsory retirement age of 65 unlawful (unless objectively justified) This will be reviewed in 2011. All employees will have the ‘right to request’ to work beyond the default retirement age of 65 or any other retirement age set by the company and all employers will have a ‘duty to consider’ requests from employees to work beyond 65. The regulations do not affect state pensions. Occupational pensions are covered by the regulations, as are employer contributions to personal pensions. However, the regulations generally allow pension schemes to work as they do now. RESOLVED: that the information be noted. 29.2 Staff Holidays A list of staff holidays was circulated. RESOLVED: that the dates were noted. 30 Dates of meetings in 2006 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. |