Minutes of the Meeting of the Finance and General Purposes Committee held on Tuesday, 16 March 2010 in the Civic Chamber, Council Offices, Skelmanthorpe
PRESENT: Cllrs R Brook (Chair), A Tribe, G Turner, K Waites,
IN ATTENDANCE: Hazel Chowcat, Clerk to the Council
1542 Declarations of Interest
There were no declarations of interest
1543 Open Session
No members of the public were present.
1544 Apologies for absence
Reasons for absence from the meeting were submitted from Cllrs M Barlow M Mills, C Rimmer, S Wild, and N Wilson.
RESOLVED that the reasons for absence submitted by all the above Councillors be accepted as valid reasons.
1545 Admission of the Public
RESOLVED that there were no items requiring the exclusion of the press and public.
1546 Risk Assessment
The Clerk submitted a revised risk assessment for the current year. Members discussed the risks associated with the fact that only the Clerk has access to the website and that in the event that the Clerk was ill or unable to access the computer, a procedure needed to be in place to enable the computer to be accessed and the website to be updated.
RESOLVED that the Clerk negotiate an arrangement with Matt Bradley of Invent Partners who had designed the website that in the event that the Clerk is indisposed, website training be provided to whichever individual councillor is nominated by the Council.
RESOLVED that the Clerk investigate with Kirklees Council how the Parish Council’s computer could be accessed in the event that the Clerk is indisposed and that a procedure be drawn up and lodged with the current Chair of the Council.
RESOLVED that the risk associated with the Website content be reduced to ‘Low’.
1547 Review of the Effectiveness of Systems of Internal Controls 2009-2010
The Clerk submitted a review of the effectiveness of the council’s systems of internal controls.
RESOLVED that the controls currently in place in the Parish Council’s Statement of Internal Controls be approved as effective.
1548 Review of the Effectiveness of Internal Control 2009-2010
The Clerk submitted a review of the effectiveness of the council’s internal audit.
RESOLVED that the internal audit be approved as effective, subject to implementation of the changes contained therein, namely that the terms of reference for the internal audit be considered at the November meeting of the Finance & General Purposes Committee for approval by the Council at its December meeting; that the Internal Auditor’s report be circulated to the council with contact details for individual councillors to raise any questions; that Council consider whether any members require training in local audit procedures and/or council finance.
1549 Internal Auditor
RESOLVED that Michael Fox of Torevell Dent be appointed as Internal Auditor for the next financial year 2010-2011 for a fee of £465 plus VAT and that he be advised of the terms of reference of the internal audit following the Council’s meeting in December 2010.
1550 Grants Policy
The Clerk submitted revised grants policy in respect of the Small Grant Scheme and the Community Grant Aid.
RESOLVED that the revised grants policy be adopted.
RESOLVED that the Council merge the Green Initiative with the Community Grant Aid Scheme and maintain a separate Small Grants Scheme
1551 Red Telephone Boxes
The Clerk submitted a report on responses to the consultation on the possible use of the four red telephone boxes and the likelihood of local community organisations taking responsibility for day to day management: a) Denby Dale - no responses had been received, though Cllr Brook indicated that there might be interest from the South Pennines Rail Partnership; b) Upper Denby – no response received from the Denby Parish Community Action Group, so an approach was made to Jenny Seers of the Denby Ladies and Women’s Institute, but to date no response; c) Skelmanthorpe – SCAG contacted members and received 12 positive replies. Further information about what the box could be used for and confirmation that someone would be prepared to be a key holder still awaited; d) Lower Cumberworth - The Cumberworth Community Association is happy to retain the box and take on responsibility for organising uses and acting as key holders. Further discussion took place about the possible pitfalls associated with the Parish Council taking on responsibility, and it was felt that some further information about legal and other responsibilities was needed.
RESOLVED that the Clerk obtain further information about the Parish Council’s legal and financial responsibilities and seek confirmation from Kirklees Council that in view of their recently announced cuts, the grant scheme is still available for the boxes and that the issue be discussed further at the April Council meeting
1552 Budget 2010-2011
The Clerk submitted a draft budget for the financial year 2010-2011.
RESOLVED that it be recommended to the April Council meeting that estimates of expenditure totalling £125,769.02 be authorised.
1553 Insurance Renewal
The Clerk submitted the renewal notice from Zurich Insurance in the sum of £1,132.40 plus £56.62 insurance premium tax, totalling £1,189.02.
RESOLVED that the Council renew its insurance policy with Zurich Insurance.
Signed……………………………..……
CHAIR
