NORTH MYMMS PARISH COUNCIL

 

Minutes of a MEETING of the FINANCE COMMITTEE held in the Council Office, 1A Bushwood Close, Welham Green, on Wednesday 28th April 2010.

 

PRESENT:              Councillors              W A Storey   Chairman

                                                            C Everard

                                                            V Weeks

                                                            P Hastings

                                                            K Pieri

                                                            R N Horrocks

 

                              Assistant Clerk        Mrs H Rook

 

 

1.       APOLOGIES FOR ABSENCE

 

Apologies for absence were received from the Clerk, Mrs J Schettino.

 

2.       MINUTES OF THE LAST MEETING

 

The minutes of a Meeting of the Finance Committee held on Wednesday 31st March 2010 were agreed as being a true record of the proceedings and signed by the Chairman.

 

3.       MATTERS ARISING

 

North Mymms Angling Club

 

A cheque for £920.96 for the 2009/10 rent had been received.

 

Allotment Rents

 

A cheque for £10.50 for the remaining outstanding allotment rent had been received.

 

Payroll

 

Nat West had advised that it was not possible to pay council staff by direct transfer into their accounts as all transactions required 2 signatories and the BACS transfer system was operated with one signature only.  The other alternatives considered were either to outsource the payroll to a payroll bureau - too costly for the number of employees or for the Clerk to go to the Nat West branch in Hatfield with paying in slips for each employee – too time consuming. 

 

Therefore the council will continue with the current system of paying staff wages by cheque.

 

Gas Meter

 

A quarterly statement had been received this week and showed that the meter had not been read for over 2 years.  A reading has now been taken and a new statement will be sent out shortly.  It was agreed that the meter needed to be read more regularly in future.

 

Dishwasher for Burns Pavilion

 

The dishwasher had been installed in the Burns Pavilion and was up and running.  The council had paid the invoice from Nelson Dish & Glasswashing Ltd and the Bowls Club had made a donation of the cost. 

 

Parish Plan

 

Shelia King had requested the payment to Mail Shot International Ltd of £3,826.41 for questionnaires be charged against last year’s budget as they may need further funds in the current financial year. 

 

Council Office Boiler

 

A.W. Hollings had advised that the Boiler in the office was over 20 years old and now obsolete.  He would provide a quotation for its replacement.

 

Debit Card on Imprest Account

 

The Treasurer suggested a debit card be obtained on the Imprest Account to pay for items previously paid for by personal credit card e.g. Norton Anti Virus renewal.  This would be recommended to the full Council for approval. 

 

2009/10 Year End Accounts

 

The preliminary year end accounts have been received from the Internal Auditor, Ian Fraser and the notes to the accounts have been updated. 

 

A 2009/10 year end spreadsheet was distributed to the committee which showed a brought forward contingency figure of £9,223 which Councillor Storey considered to be better than he had expected.

 

BDO, the External Auditor, have advised that as the annual turnover exceeded £200,000 the council needed to have an intermediate level of audit.

 

4.                         ACCOUNTS FOR PAYMENT

 

A Schedule of Accounts for payment totalling £18,760.16 was presented including £11,551.15 which had already been paid for payroll, direct debits, dishwasher for Burns Pavilion and questionnaires for Parish Plan Survey, the latter two of which required immediate payments. 

 

After careful consideration of each item it was agreed that the total amount be recommended to the Council for approval and payment in full. 

 

5.       STATEMENT OF BALANCES

 

A Statement of Balances dated 31st March 2010, being the year end, was considered showing a bank balance of £67,050.67.

 

A Statement of Balances dated 14th April 2010 was also considered showing a bank balance of £156,060.99.  This amount included a receipt of £88,400 from Welwyn Hatfield Borough Council being the first instalment of the 2010/2011 Precept, and also receipts for the final allotment rent outstanding and also the North Mymms Angling Club fee of the 09/10 season.

 

6.       TRANSFER OF MONEY

 

Approval was given to the transfer of £25,000 from the Council’s Business Reserve Account to the Current Account made on 26th April 2010.

 

7.       ANY OTHER BUSINESS

 

EDF Electricity Meter and Fuse Box

 

Councillor Weeks had received an estimate from EDF Energy of between £1,000 - £1,500 + VAT for moving the council office electricity meter and fuse box which is currently situated in Bungalow 1, into the office. 

 

As the meter and fuse box for the office is in Bungalow 1 there is no control in the office to turn off/on the power supply.  However, the quotation was  considered to be high and it was agreed to advise the Full Council that the Finance Committee did not recommend going ahead with this work.

 

Scribe Accounting System

 

This software was now installed onto the office laptop and Councillor Horrocks and the Assistant Clerk would investigate how to use the package.

 

Swing Seats, Chains and Fittings for Welham Green Recreation Ground

 

A quotation for 4 pairs of chains, 4 seats and fittings for the swings in Welham Green had been received from Wicksteed for £330 + VAT.  It was agreed to place an order for these items.

 

8.       DATE OF NEXT MEETING

 

A meeting has already been arranged for Wednesday, 26th May 2010 commencing at 7.15pm in the Council Office.

 

The meeting closed at 7.50pm.