Danbury Parish Council

 

RESOURCES COMMITTEE

 

Minutes of the Meeting held on 19th September 2006 at the Parish Office

 

Present:  Councillors:           D. Whiteing (Chairman)

                                                J. Brooks  ( Vice Chairman)

                                                S. Berlyn                                

                                                D. Powell

                                                M. Wood (ex officio)

 

In attendance:  Clerk to Parish Council

 

Public Question Time  There were no members of the public present.

 

47  Apologies for absence

Apologies were received and accepted from Cllrs Stuart Berlyn, Ron Matthews and John Thomson.

 

48 Declarations of Interest

None were declared.

 

49  Minutes of the Meeting held on 19th July, 2006

RESOLVED  that the Minutes of 19th July, 2006 be approved and signed as a correct record. 

 

50  Financial Information  for August and up until 19th September

50.1 Approval of payments for August, and until 19th September, 2006

The Clerk circulated payments for August and up until 19th September, 2006  this is shown as Appendix I.

Members agreed the payments.

 

RESOLVED:  a) that the payments for August until19th September, 2006 be approved.

 

50.2 Reconciliation sheet to 31st August,  2006.

Balances at bank including Petty Cash were checked by Cllr D Powell all balances now matched.  See Appendix II.

 

RESOLVED: that the information be noted.

 

50.3 Receipts until 19th September, 2006

The Clerk circulated an up-to-date list of receipts. See Appendix III.

 

RESOLVED: that the information be noted.

 

50.4 Debtors more than 3 months

There were none at the present time.

 

RESOLVED: that the information be noted.

 

50.5 Budgets as at 31.8.2006

Budget sheets were circulated but the clerk would update sheets ready for next years budgeting process prior to October Meeting,

 

RESOLVED:  that the information be noted.

 

50.6 Earmarked Reserves as at 31.8.2006

Earmarked Reserves were circulated as at 31.8.2006. See Appendix IV.

 

RESOLVED: that the information be noted.

 

51 Parish Office Upgrade

51.1 Hearing Loop

The Clerk and Cllr Brooks had met over the summer recess. The Clerk was concerned that an Asbestos Survey should be completed of the Parish Office prior to the installation of the loop.  Cllr Brooks thought that a loop should be installed in the DCA building and the Parish Office with the main loop equipment being able to be transferred between the two buildings.  Members were concerned that this item had been on the Agenda for a considerable time and wished to just have the hearing loop installed at the Parish Office. Members agreed that up-to-date prices be sought from the previous two companies who had quoted and that the Chairman of the Council install the hearing loop wire with cup hooks to the wooden frames of the windows.  It was also decided that monies up to the value of £1200 be used to purchase the loop to be taken from reserves.

 

The Asbestos was treated as a separate item. Members wished the Clerk to check with Chelmsford Borough Council the year the ruling came into force for no asbestos to be used in buildings as members felt that the DCA and Robins Nest would have been built after this date.  Members also felt that the Asbestos Survey monies should be budgeted for in next year’s budget. 

 

RESOLVED: that a) the clerk obtains current quotations for the hearing loop for the Parish Office

b) the Chairman of the Council install the loop

c) the Clerk checks regarding the date Asbestos could not be used in buildings

d) That monies are set aside in next years budget for Asbestos Surveys of buildings owned by Parish Council

 

52   Information Technology

52.1  Digital Projector

The Clerk had discussed with Kelvin Ward who had demonstrated a Sanyo projector at the last Parish Council Meeting held in July the model used.  The model was no longer made.  The Clerk had contacted Clarkes who had been able to obtain two quotations but the more expensive was thought to be the better buy due to the higher resolution at a cost of £850.00.   Members were informed that this projector did not contain automatic focusing.  Quotations of the Benq projector  were also passed round which was the projector recommended by Galleywood Parish Council Chairman.  This projector was very quiet to use.  Members were unsure of the best way forward as no one had any technical knowledge.  It was requested that the clerk obtain the cost of projector with the following additional items:

 

a) Automatic Adjustment Focus

b) Remote Control

c) Whether it could be used from a distance 20 ft away

d) Must be a brand name such as Sanyo

d) The cost of a spare bulb

e) Request if the Company will give a demonstration

f) What does Manual Focus – what does it zoom in on

g) Chairman of Resources to check with Camera Club as he had seen an excellent projector used there.

h) Check on Sanyo and Sony web sites.

 

RESOLVED: that the Clerk researches the above information and brings it to next meeting.

 

53 Freedom of Information Act

The Clerk had received a guidance note from NALC which stated that electronic mail should be dealt with in the same way as all other data.  The Clerk was awaiting the Planning Committees decision on the length of time for Planning Applications then a Draft Document Retention Policy could be finalised.

 

RESOLVED: that the information be noted.

 

54 Insurance

54.1  Zurich Insurance Advisory Day – 8th July, 2006

 

Further to Minute 37.1 of Facilities held on 19th July, 2006  the Clerk was still working on the following actions:

 

a) A plan be prepared by the Clerk to schedule work on fire Risk Assessments.

b) A plan be prepared to schedule Methods of Work for the Groundsman.

c) A ‘Working Alone’ procedure be put in place

d) The Facilities Register holds the current risk assessment for the Council and users of Dawson Memorial Field a comprehensive schedule be produced. 

e)     Investigation regarding storage of Risk Assessments

 

RESOLVED: that this item was ongoing to be kept on the Agenda.

 

55  Requests for Additional Funding from Facilities Committee

55.1 Tree Works

Tree Surveys

It was agreed at Facilities Committee held on 13th September, 2006 Minute 47.1

That tree works be completed on the Chantry and at Elm Green for the sum of £750.00. It was felt that money over budget could be taken from another budget head within facilities.   

RESOLVED:  that the information be noted.

 

55.2 Concrete Base for Diesel Tank

Facilities Committee had employed Mr Hicks Civil and Structural Engineer to produce a specification for works to be taken to the builder for the concrete base. At a cost of £150.00

These monies were coming from the monies earmarked for the project. 

RESOLVED: that the information be noted.

 

55.3 Football Posts

Still Awaiting result of Essex FA Grant Application.

RESOLVED: that the information be noted.

 

No further items had been put forward for funding.

 

56 Presentation for Long Serving Members

Members agreed that presentations should be made to members who had served more than two terms of office  - eight years and that this should become the policy of the Council. 

 

RESOLVED: that a) the above policy be adopted

b) that the Clerk chooses an item to the value of £60 for the past long serving member

c) That the monies be taken from the Chairman’s Fund.

d) It was also agreed to increase the Chairman’s Fund by £386.00 monies left over from the seating project.

 

57 Binding Minutes

The Parish Council had Minutes which required binding since 1995.  The Clerk had obtained a quotation from Helen Durrant a local lady of £87.50 per volume.  The Clerk had also obtained a verbal quotation from DWD Hardback Binders from Horndon on the Hill.  The Minutes would have to be delivered to this address and picked up when completed.  The Parish Council had approximately five volumes to be bound at the present time.  Monies could be taken from stationery budget.

 

RESOLVED: that the Minutes be bound by DWD Hardback Binders and that the Assistant Chairman of the Council take the Minutes to be bound.

 

58 NALC Entries

Danbury was unsuccessful this year.

 

RESOLVED: that the information be noted.

 

59  Matters for Report 

 

60     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.

 

61     Staff 

The Clerk and the Groundsman were still working on a current job description for the post.

 

The Groundsman had attended a Manual Handling Course on 12th September, 2006.  In future the goal posts would be erected with two people.  Help had been obtained from Jonathan Sewell who presently helps with hedge cutting.

It was thought that the Groundsman required a hydraulic lifting barrow.  This would be investigated.

 

The Clerk would speak with the Groundsman regarding additional help.

 

RESOLVED that a) the investigation of a hydraulic type sack barrow be investigated.

b) The clerk speak with the groundsman regarding additional help.

c) Job Description be completed.

 

62        Dates of meetings in 2006

25th October, 2006, 22nd November, 2006 and Tuesday 19th December, 2006         

 

Business having been concluded, the Chairman closed the meeting at 10.10 pm.