Minutes of a MEETING of the FINANCE COMMITTEE held in the Council Office, Annexe to No 1 Bungalow, Bushwood Close, Welham Green on Wednesday,
PRESENT : Councillors W A Storey Chairman
C Everard
P
R
K Pieri
V Weeks
Clerk Mrs J Schettino
1.
APOLOGIES FOR ABSENCE
There were no apologies for absence.
2.
MINUTES OF THE LAST
MEETING
The Minutes of a Meeting of the Finance Committee held on Wednesday, 29 July 2009 were agreed as being a true record of the proceedings and signed by the Chairman, although there was a query on the word ‘plainnings’ being corrected to ‘planings’, neither being in the spellchecker.
3. MATTERS
ARISING
PAYMENTS MADE
DURING SUMMER RECESS
It was agreed that it be recommended to Council that the payments made during the summer recess totalling £19,593.03, together with a Statement of Balances as at 21 August 2009 showing an income of £9,456.88 and the transfer of £15,000 from the Business Reserve account to current account on 27 August 2009 be accepted and approved (as authorised by Council Minute No 29 a) dated 29 July 2009).
4. ACCOUNTS FOR PAYMENT
A Schedule of Accounts for Payment totalling £10,921.46 inclusive of Imprest Expenditure of £2.59 was presented. After careful consideration of each item it was agreed that the total amount be recommended to Council for approval and payment in full.
5. STATEMENT OF BALANCES
Consideration was
given to a Statement of Balances held with the National Westminster Bank plc as
at
6.
TRANSFER OF MONEY
Approval was
given to the Clerk’s action in arranging the transfer of funds from the
Council’s Business Reserve Account to Current Account with effect from
7.
ANY OTHER
BUSINESS
a) Local Government Pay Negotiations
Notification of
NALC National Final Salary Awards for 2009/2010 had been received, backdated to
b) Quotation for New Boiler for Bungalow 1
Two quotations had been received for the replacement of the boiler in Bungalow 1.
A Hollings £2137 for a condensing boiler
All Plumbing & Heating £2109 + VAT for a combi Boiler
Councillor Storey said that the Head groundsman would prefer the condensing boiler and it was being recommended to full council that as this expenditure was in the budget for this financial year, the work should go ahead as soon as possible.
c) Quotations for Heavy Duty Turf Aerators
Councillor Storey
said that a problem had arisen with the Council’s present aerator for the
Groundsman £4983.87 + VAT
Sisis Arrow £6495.00 + VAT
Councillor Storey said that although this expenditure had not been included in the budget for 2009/2010, as the need was urgent there would be enough money in the Council’s reserves to pay for it and the purchase of the Groundsman Aerator, demonstrated during the week, was being recommended to full council for approval.
d) SJS Irrigation
The Clerk advised that an annual contract for the closing down and starting up of the irrigation system on the bowling green had been received and it was agreed to proceed with this contract at an annual cost of £360 + VAT plus a possible problem with the pump which would need investigating before close down.
e) Annual Subscription
An annual subscription of £30 to the Herts Building Preservation Trust was being recommended to council for approval.
f) Scribe Report
A scribe report to September was compared against budget and the financial situation of the Council was noted as being satisfactory and on course for the half year accounts due at the end of September.
g) Annual Audit to
A Conclusion
of Audit had been received from BDO Stoy Hayward, the Council’s External
Auditors, and this information was already being displayed on the parish notice
boards. A copy of the completed audit and the Issues Arising Report had been
circulated to all Councillors for consideration.
The Clerk said that the three issues arising had already been acted upon as follows:
Risk
Assessment - the risk assessment had not
been reviewed and minuted by the council during the year to 31 March 2009 which
was a breach of audit regulation 4 of the Accounts and Audit (Amendment)
(England) Regulation 2006. (The risk
assessment was reviewed thoroughly and approved at the council’s meeting on
Fidelity
Guarantee – The council have reviewed the level of
fidelity guarantee cover, however this still appears to be insufficient in light
of the bank balances held at 31 March 2009 and the amount of precept then
subsequently received in April 2009. (The
Clerk has contacted
Expenditure Powers – Section 137 incorrectly used when other statutory powers existed. A payment cannot be recorded under S137 if another power exists. (The clerk has checked the sites recommended by BDO Stoy Hayward and will examine the council’s grants and donations to ensure this does not happen again)
h) Patching and Surfacing Work to Part of Bushwood Close
Two quotations had been received for the above urgent and necessary work:
T
A H Nicholls £3050 + VAT
Councillor Storey said that as the council was in recess in August, the Chairman of Finance, Chairman of the Council and Chairman of the Amenities and Building Development Committee had approved the unbudgeted expenditure of £3050 + VAT from reserves as it was necessary that the work was completed during the school summer holidays. Approval was given to this action.
i) Funding for Play Equipment
The Clerk said that she had sent out requests for funding to various bodies in early August but had not received many favourable responses so far. She would report progress at the next Council meeting.
It was agreed to send a request for funds to the local WHBC Councillor for Welham Green and it may be possible for the WGA1 group to request donations denied to the Parish Council as it could not register with Entrust, regulators of the Landfill Communities Fund.
j) Finance Training
It was noted that Councillor Horrocks and the Clerk had attended a Finance Training course at Woolmer Green conducted by Auditors BDO Stoy Hayward.
8.
DATE OF NEXT
MEETING
A meeting has
already been arranged for
The
meeting closed at