Danbury Parish Council

 

RESOURCES COMMITTEE

 

Minutes of the Meeting held on 22 November, 2006 at the Parish Office

 

Present:  Councillors: J. Brooks (Vice Chairman)

                                                S. Berlyn

                                                D. Hawkins

                                                D. Powell

                                                J. Thomson

                                                M. Wood (ex officio)

 

In attendance:      Clerk to Parish Council

 

Public Question Time 

A Member of the Public visited the meeting.

 

Cllr Brooks Vice Chairman of Resources chaired the meeting as Cllr Whiteing was away.

 

84  Apologies for absence

Apologies were received and accepted from Cllrs Ron Matthews and David Whiteing.

 

85 Declarations of Interest

None were declared.

 

86  Minutes of the Meeting held on 25th October, 2006

RESOLVED  that the Minutes of 25th October, 2006 be approved and signed as a correct record. 

 

87  Financial Information  for November, 2006

87.1 Approval of payments for November, 2006

The Clerk circulated payments until 22nd November, 2006  this is shown as Appendix I.  Subsequent to the last meeting the Chairman of Facilities had checked with the Groundsman regarding the installation of the litter bins and understood why the drill was required.  This was purchased as a matter of urgency so that the old bins could be removed.

Members agreed the payments.

RESOLVED:   that the payments for until 22nd November, 2006 be approved.

 

87.2 Reconciliation sheet to 31st October, 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.

 

87.3 Receipts until 30th September, 2006

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

 

RESOLVED: that the information be noted.

 

87.4 Debtors more than 3 months

The outstanding invoice had now been paid.

 

RESOLVED: that the information be noted.

 

Member of the Public arrived.

 

87.5 Earmarked Reserves as at 31.10.2006 and Council Reserves

Earmarked Reserves were circulated as at 31.10.2006 were circulated. See Appendix IV.

 

RESOLVED: that the information be noted.

 

87.6 Public liability for Bus Shelter Cleaning

No further reply had been received. Members gave an extension of time until the next meeting for a decision on this item.

 

RESOLVED: that this item be placed on the next Agenda.

 

PUBLIC QUESTION TIME WAS TAKEN AT THIS POINT IN THE MEETING.

 

Cllr Berlyn arrived.

 

88  Budget

88.1 Submission from Grants Working Party Budget 2007 – 2008

This was unanimously agreed. (See Appendix V)

RESOLVED:  that the sum of £4869 be the submission for the Precept.

 

88.2 Submission from Environment Committee Budget 2007 – 2008

This was unanimously agreed. (See Appendix VI)

RESOLVED: that the sum of  £3619 be the submission for the Precept.

 

88.3 Submission from Facilities Committee Budget 2007 -2008

Discussion took place regarding the tree works but it was decided to leave the sum at £8,000. (See Appendix VII)

RESOLVED: that the sum of £56,315 be the submission for the Precept.

 

88.4 Submission from Resources Committee Budget 2007 -2008

This was unanimously agreed including administration costs. (See Appendix VIII)

RESOLVED:  that the £125,555.00

 

88.5  Predicted Income for Parish Council

The Amount of £29,049 is predicted as the income figure.

RESOLVED: that this item be noted.

 

88.6  Consideration to Reserves falling to £16879 as part of Precept request.

Members considered this aspect.  If this occurs Members would further consider the amount to be placed in the car park and drainage fund.

 

RESOLVED: that consideration be given to this item near to the end of the financial year.

 

88.7 Draft Precept Request 2007 – 2008

Members considered the amount to be placed in the Car Park and Drainage Fund.  Cllr Berlyn proposed that the amount placed in the Car Park and Drainage fund should be £20,000 this was seconded by Cllr Hawkins.  Cllr Powell amended the amount to be placed in the fund to £15,000 and was seconded by Cllr Brooks.  A vote was taken on the amendment 2 Members were for the amendment and 4 against. The amendment was lost.  A vote was then taken on the original proposal. Cllr Berlyn proposed that the amount should be £20,000 this was seconded by Cllr Hawkins.  A Vote was taken 5 Members were for and 1 Against.  Therefore £20,000 was to be placed in the drainage/car parking fund.

 

A Precept request of £163,000 was put before the committee. Cllr Berlyn proposed that this be accepted and was seconded by Cllr Hawkins, a vote was taken 5 members were for the proposal and 1 against.  Therefore £163,000 was the request to be put to Parish Council for ratification for 2007 – 2008 Precept.

 

RESOLVED:  that the amount of £163,000 be put to Parish Council for ratification for the Precept for 2007 – 2008.  

 

89  Internal and External Audit

89.1  Internal Audit

The Internal Auditor visited the office on Wednesday 8th November, 2006 for an interim audit.  A Report will follow.

 

RESOLVED: that the item be noted.

 

89.2 External Audit 2005 – 2006

The External Auditor made the following comments:-

 

The Annual Return figure for the Precept included the Discretionary Grant from the Chelmsford Borough Council.  The Auditor now wished the amount to be separated less the Discretionary Grant and placed in the Precept Box.

 

The Parish Council’s Insurance Cover for Fidelity Insurance was considered too low and should now be raised to £140,000.  When the Parish Council changed Insurance Companies earlier this year as part of the change the Fidelity Insurance was raised to 1 million pounds.

 

The Fixed Asset Register amounts do not directly tie up with the schedule.  This was because the Insurance Company had linked different assets together.  This will be rectified on the next end of year return.

 

RESOLVED:  that the information be noted.

 

90 Hearing Loop

The Clerk had ordered the Hearing Loop as requested.

 

RESOLVED: that the information be noted.

 

91  Information Technology

91.1 Update on Demonstration of Projector on Wednesday 15th November, 2006

Members agreed to purchase a  Nobo X20 Projector , Nobo Floorstanding Screen 60 and a Kensington Wireles Presenter Remote 3 for the total sum of £1055.00 plus VAT.

 

RESOLVED: that the above items be purchased for the sum of £1055.00 plus VAT to be taken from Earmarked Reserves – Lap Top Computer etc.

 

91.2 Spam being received by Members and Parish Office

Quantities of spam had been received at the Parish Office and Members of the Council were also receiving spam and had had problems. The Council’s support company  had offered a system of spam filter for the office for all Members and the Parish Office for the sum of £240.00 plus VAT.  The service will offer a pre-filter for emails spam and viruses prior to it being delivered to the server. Members unanimously agreed to purchase a spam filter.

 

RESOLVED: that a Spam Filter be purchased for the sum of £240.00 VAT to be taken from the Information Technology Budget. 

 

92  Requests for Additional Funding from Committees

A request had been received from Facilities Committee Minute 67.2 for £2,300 for High Priority Tree Work at Pedlars Path.  Members unanimously agreed to take the monies from reserves.

RESOLVED: that £2,300 is taken from reserves for the High Priority Tree works at Pedlars Path.

 

93 Disposal of Bates Trailer

Two bids were received. Members agreed to accept the bid in the sum of £160.00.

RESOLVED: to accept the bid in the sum of £160.00 and payment must clear before releasing the trailer.

 

94 Asbestos Surveys

The Clerk had checked with the Health and Safety Executive and it cannot just be assumed that a building does not contain asbestos.  Asbestos surveys had been budgeted for in the next financial year.

 

RESOLVED: that the information be noted.

 

95  Matters for Report

95.1 Christmas Closure

The Groundsman will be on holiday during the Christmas Period.  The Parish Office will also be closed during the Christmas Period.

 

RESOLVED: that the information be noted.

 

95.2 Credit /Debit Card

Members wished this item to be placed on the next Agenda.

 

95.3 Financial Regulations

Cllr Powell wished this item to be placed on the next Agenda regarding 3 year Capital spending programme. 

 

96  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.

 

97  Staff 

97.1 Job description Groundsman

This item was deferred to the next Agend a.

 

97.2. Additional Help

Members noted the report circulated.  As no monies had been set aside in the budget for this item.  The Item was to be taken off the Agend a.

 

RESOLVED: that this item be taken off the Agend a.

 

97.3 Groundsman’s Award

A request had been made to make an Honorarium to the Groundsman for his outstanding work on Dawson Memorial Field for obtaining first prize  in Class I of the Competition for three times in the past ten years.  Members unanimously agree that the award should be made.

 

RESOLVED:  that the Groundsman be awarded £500.00 honorarium.

 

98 Pension

The Clerk had circulated a letter from Essex County Council regarding changes in the pension scheme regarding enhanced pension and lump sum payments. Can continue at the moment to award compensatory years until supersede by new regulations.  Updates will be given as received.

 

RESOLVED:  that the information be noted.

 

99 Dates of meetings in 2006

Tuesday 19th December, 2006        

 

Business having been concluded, the Chairman closed the meeting.