Minutes of the Finance and General Purposes Committee Meeting held on Tuesday, 16 June 2009 in the Civic Chamber, Council Offices, Skelmanthorpe
PRESENT: Cllrs J A Barlow (Chair) M Barlow, R Brook, G Horton, A Tribe, K Waites, S Wild, N Wilson
IN ATTENDANCE: Hazel Chowcat, Clerk to the Council
1219 Open Session
No members of the public were present.
1220 Declaration of councillors’ interests
There were no declarations of interest.
1221 Apologies for absence
Reasons for absence from the meeting were submitted from Cllrs M Mills and C Rimmer. It was RESOLVED that reasons for absence submitted by all the above Councillors be accepted as valid reasons.
1222 Admission of the Public
It was RESOLVED that there were no items requiring the exclusion of the press and public.
1223 Minutes
It was RESOLVED that the minutes of the meeting held on 17 March 2008 be received.
1224 Annual Return
The Clerk reported that due to her annual holiday plans, it was necessary to change the dates for the exercise of electors’ rights in relation to the accounts for the year ended 31 March 2009 which had been set by the external auditor. It was RESOLVED that the accounts be made available to the public between 3 August and 28 August 2009 and that the appointed date be the first working day after the end of the inspection period, i.e. 1 September 2009.
1225 Audit Matters
The Clerk reported that the internal audit had been completed and the checklist signed by the auditor. The auditor had highlighted one matter, namely that the Parish Council should claim its VAT refund quarterly instead of annually. It was RESOLVED that in future VAT should be claimed quarterly. The Clerk also reported that the external audit was again being conducted by Mazars on behalf of the Audit Commission. It was RESOLVED that the report be noted.
1226 Distribution of Newsletter
The Clerk reported that following the inadequate distribution of the previous newsletter which she had reported to the full council meeting earlier that month, she had investigated other options and now proposed that the Parish Council use the Royal Mail to distribute the newsletter. At a minimum price of £500, the cost was greater than the private company which had been used last time, but the advantage was that the newsletter would be delivered to all addresses within the parish. She pointed out that if the council were to use Royal Mail, the cost of each newsletter, including printing would be £830, or an annual total for four newsletters of £3320. It was RESOLVED that it be recommended that the council use Royal Mail for distribution of future newsletters. In the course of discussion, members expressed the view that the newsletter should be redesigned, possibly with a new logo and expanded into a four page newsletter. It was RESOLVED that the Clerk present proposals, including costings to the council with a view to the new design being adopted with effect from the beginning of 2010. It was FURTHER RESOLVED that the Clerk explore training possibilities in Publisher software.
1227 Denby Dale/Kirkburton LIG
Cllr Brook outlined the funding relationship between EPIP and the LIGs. He explained that money was not given directly to the LIGs for them to decide how it should be spent, but that all project proposals had to be submitted to EPIP to determine their eligibility. A number of schemes have been approved, including, Penistone Community Radio, Stocksbridge Advice Centre, an oral history project, a tourism forum and the digitisation of parish archives. Cllr Brook explained that some projects would require match funding and it was RESOLVED that the Parish Council support the possibility in principle of providing match funding. The Clerk explained that she had received a letter from EPIP asking if the Council wished to apply for funds for the digitising of parish archives and that she was in discussion with the West Yorkshire archives where the parish archives are held. It was RESOLVED that the report be noted.
1228 Application for Community Grant Aid
The Clerk submitted an application from the Upper Dearne Woodlands Conservation Group for £5,000 in match funding for the rebuilding of approximately 1025m of dry stone wall on the boundaries of the Upper Dearne Woodlands near Upper Cumberworth. A first stage application has been submitted to the East Peak Innovation Partnership. It was RESOLVED that it be recommended to the parish council that £5,000 be set aside for match funding out of the green initiative budget subject to the application being approved by EPIP, and to confirmation of a proper public access agreement.
1229 Budget 2009-2010
The Clerk submitted a report on spending up to 31 May 2009. It was RESOLVED that the report be noted. The Clerk also drew members’ attention to three budget headings which as a result of changes in circumstances since the budget had been agreed had insufficient funds allocated to them.
a) Publicity Budget
In view of the revised estimate of costs of the quarterly newsletter, it was RESOLVED that the sum of £1000 be vired from reserves to increase the publicity budget to £4000.
b) Insurance
The actual cost of insurance for the year was higher than the estimated insurance due to the increase in the fidelity guarantee insurance and the revaluation of the civic regalia. It was RESOLVED to vire £126.52 from reserves to increase the insurance budget to £1,126.52.
c) Dog Bags
The original budget of £250 had been set when it appeared that the council had sufficient stocks of dog bags to last well into the financial year. This had proved incorrect and as a result the Clerk had had to order new stocks and the actual cost was more than the budget since it was more cost effective to order in bulk. It was RESOLVED that the sum of £158.92 be vired from reserves into the dog bag budget.
1230 Orders for Payment
It was RESOLVED that Orders for Payment No. 496 totalling £32,768.52 be approved.
1231 Date of Next Meeting
The next meeting will be held on 17 November 2009 starting at 7.30pm.
Signed……………………………..……
CHAIR
