Danbury Parish
Council
RESOURCES COMMITTEE
Minutes of the
Meeting held on 25 October 2006 at the Parish Office
Present: Councillors: D. Whiteing (Chairman)
J.
Brooks ( Vice Chairman)
S.
Berlyn
D.
Hawkins
D.
Powell
M.
Wood (ex officio)
In attendance: Clerk to
Parish Council
Public Question Time There were no
members of the public present.
63 Apologies
for absence
Apologies were
received and accepted from Cllrs Ron Matthews and John Thomson.
64 Declarations of Interest
None were
declared.
65 Minutes of
the Meeting held on 19th September, 2006
Cllr S Berlyn was
present at the meeting and should be deleted from apologies for absence.
RESOLVED that the Minutes of 19th September, 2006 with the above alteration be approved and signed as a correct
record.
66 Financial
Information for October, 2006
66.1 Approval of payments for October, 2006
The Clerk
circulated payments until 25th October, 2006 this is shown as Appendix I.
Members agreed the
payments.
The Clerk
requested guidance on the following items:
·
The
contractor employed by the Parish Council for bus shelter cleaning does not
hold public liability insurance.
·
How
much did the Council wish to donate to the Poppy Appeal.
·
A
request had been received from the Groundsman for a drill for assisting with
the installation of the litter bins.
RESOLVED: a) that the payments for August until 25th October, 2006 be approved.
b) that the Clerk
write to the contractor and ask company to obtain Public Liability Insurance.
c) that a donation
of £25.00 including payment for the
Poppy Cross from Chairman’s Allowance be paid.
d) that the
Chairman of Facilities investigate the Groundsman’s request for the drill.
66.2 Reconciliation sheet to 30th September, 2006.
Balances at bank
including Petty Cash were checked by Cllr D Powell all balances matched. See Appendix II.
RESOLVED: that the
information be noted.
66.3 Receipts until 30th September, 2006
The Clerk
circulated an up-to-date list of receipts. See Appendix III.
RESOLVED: that the
information be noted.
66.4 Debtors more than 3 months
It was reported
that the Cricket still had not paid their invoice. Members were aware that they
may find difficulty paying their invoice.
RESOLVED: that the
information be noted.
66.5 Budgets as at 30.9.2006
The Clerk advised
the Committee that the budgets had been revised further for the budget setting
process and to use the sheets circulated with the draft budget figure for
Resources.
RESOLVED: that the
information be noted.
66.6 Earmarked Reserves as at 30.9.2006 and Council
Reserves
Earmarked Reserves
were circulated as at 30.9.2006 were circulated See Appendix IV.
RESOLVED: that the
information be noted.
66.7 Draft Resources Budget 2007 – 2008
Alterations to the
Draft Budget were made and are shown as Appendix IV to be submitted to Precept
Request Meeting at Resources on 22nd November, 2006.
A request was made
from the Chairman of the Council to ascertain how much Public Works Loan could
be obtained for the amount of £5728 as
one of the loans would complete during the next financial year.
RESOLVED: that a) this sheet becomes part of the
Precept request to be discussed further at the Meeting of Resources on 22nd November, 2006.
b) The Clerk
ascertains how much Public Works Loan can be obtained for £5728. sixth monthly
payments over 25 years.
Parish Office Upgrade
67. Hearing Loop
The Clerk had
contacted the two firms who previously quoted for the work. Only one quotation was still current which
had been held at the same price of £1065.00 plus VAT plus loop cable of 24 linear
metres with jack at each end £25.00 plus VAT. The firm had asked whether Parish Council require a radio microphone or
tie clip or hand held. Members agreed to a Radio Microphone with table stand.
Payment for this item to be taken from Reserves.
RESOLVED: that Parish Council purchase the Hearing Loop for the sum of
£1065.00 plus VAT from RNID Products together with a Radio Microphone with
table stand. The monies were to be taken from Reserves.
68 Information
Technology
The Clerk had
arranged for a demonstration of a Digital Projector on Wednesday 8th November, 2006 at 11.00 a.m. at the Parish Office.
RESOLVED: that the
information be noted.
(Subsequently
the date has been changed to Wednesday 15th November, 2006 at 11.00
69 Freedom of
Information Act
69.1 Document Retention Policy - Further to Minute 106 Planning Committee
held on 25th September, 2006 it was
agreed that paper records of planning applications, including plans should
continue to be retained for 5 years.”
This had been
inserted into the Document Retention Policy.
RESOLVED: that the
information be noted.
69.2 Document Retention Policy
Members agreed the
Document Retention Policy as submitted see Appendix V
RESOLVED: that the
Document Retention Policy be adopted.
70 Insurance
70.1 Fire Risk Assessment
A Fire Risk
Assessment had been completed for the Parish Office and Robins Nest.
The grill on the
window had been altered so that there was an additional method of escape from
the Parish Office.
RESOLVED: that the
information be noted.
70.2 Risk Assessments
The Clerk had
checked with the Records Office and they were not able to keep risk
assessments. Concerns were also raised
over scanning documents. A request was
made to purchase a further fire proof cabinet within next year budget. Members did not put monies aside in the
budget at the present time.
RESOLVED: that the
information be noted.
71 Requests for Additional Funding from Facilities
Committee
Diesel Tank
Chelmsford Borough
Council had agreed to pay for the Engineer’s visit and assessment of the site.
The quotation had
now been received in the sum of £1885.00 plus VAT from Westcar for the concrete
base. The Parish Council was advised to have installation of the base completed
by the same Company who had originally built Robins Nest as they were aware of
the problems on the site. This amount
took all the monies earmarked for this project . The tank and the electrical connection still
will be left to pay for. Another £2,000 will be required to cover the project.
Members decided to
ask Facilities to find this sum of money from their budget. If there were any difficulties to come back
to Resources.
RESOLVED: that the
order for the concrete base is placed for the sum of £1885.00 plus VAT to be
taken from Facilities Budget.
72 EALC Training and Conferences
Conference
Day Tuesday 28th November, 2006 Conference Day 9.30
Chairman's
Day Modules 5 & 6 Tuesday 31st October 10.00
Roles
and Responsibilities Thursday 2nd November, 2006 9.30
Law
and Procedures Wednesday 22nd November, 2006 9.30
Affordable
Rural Housing – Time to Make a Move
RESOLVED: that a)
the Clerk attend the Conference Day at a cost of £35.00 from the Resources
training Budget
b) Anyone wishing
to attend any of the other courses to inform the Clerk.
73 Community Evening
Members nominated
the Clerk to the Parish Council to attend.
RESOLVED: that the Clerk attend Chelmsford Borough
Council’s Community Evening on Wednesday 24th January, 2007.
74 Cookie for Cure 2007
Information
regarding the campaign had been circulated to Members. World Leprosy Week would
take place (21st – 28th January, 2007)
RESOLVED: that the
information be noted.
75 Disposal of Bates Trailer
Members agreed to
dispose of the Bateson 2 wheel trailer. Members put a reserve on the price to accept for the trailer.
RESOLVED: that the
trailer be advertised for sale.
76 Urgent Request from DCA
The CCTV Camera to
rear of Sports and Social Centre was not registering in the dark. It had been suggested to return the camera to
the Company if the Infra red was not working. The Police had suggested PIR lighting to the are
RESOLVED: that this item be deferred to Facilities Committee
on 8th November, 2006
77 Asbestos Surveys
The Clerk checked
with the Health and Safety Executive it cannot just be assumed that a building
does not contain Asbestos. Further
documentation was circulated with the Agend
RESOLVED: that
this item be deferred to next Resources Committee on 22nd November,
2006.
78 Hydraulic Lift Table
Further to Minute
61 Resources Committee held on 19th September, 2006
The Hydraulic Lift
Table had been researched with advice from the Groundsman. It will take 300kg in weight at a trade price
of £395.00 plus £25.00 for delivery plus VAT. A request was made to purchase item from the FAC Supp & M repairs. A
small sack barrow has already been purchased.
RESOLVED that this
item be taken to Facilities Committee on 8th November, 2006.
79 “Treasure Chest” Publication February 2007
Members agreed to
continue to place a free advertisement in this magazine.
RESOLVED: that the
information be noted.
80 Matters for Report
No Matters for
Report.
81 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.
82 Staff
82.1 Job description Groundsman
82.2 Additional Help
These items were
deferred to the next meeting.
RESOLVED: that
these items are placed on next Agenda and moved nearer the beginning.
83 Dates of meetings in 2006
22nd November, 2006 and Tuesday 19th December, 2006
Business having
been concluded, the Chairman closed the meeting at 10.10 pm.
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