Minutes of the Meeting of the Finance and General Purposes Committee Meeting held on Tuesday, 20 March 2007 in the Civic Chamber, Council Offices, Skelmanthorpe
PRESENT: Cllrs G Turner (Chair), J A Barlow, Mrs C Beal, J C Birdsall, Mrs M Clarke, A N Weatherby
IN ATTENDANCE: Cllr C Watson
544 Jack Harper
A minute’s silence was held in memory of ex-Councillor Jack Harper and it was RESOLVED to send a card to Mrs Harper on behalf of the full council.
545 Declaration of Councillors’ Interests
No interests were declared.
546 Suspension of Standing Orders
It was RESOLVED that standing orders be suspended in accordance with standing order no. 79 in order to allow members of the public to address the meeting.
547 Public Discussion Time
Vanessa Marsden attended the meeting and spoke to the application by Skelmanthorpe Youth and Community Association for funds. She explained that the application for £16,000 was for the community area of the building and that a series of fundraising events was planned to raise other funds. Christopher Ward attended the meeting and spoke to application for funds from the Parkgate Trust for £8,500 for the Skelmanthorpe Community Centre & Sports Field Project.
548 Return to Standing Orders
It was RESOLVED that standing orders be returned to.
549 Apologies for Absence
There were no apologies for absence.
550 Minutes
It was RESOLVED that the minutes of the meeting held on 14 November 2006 be approved and received.
551 Community Grant Aid 2006/7 and 2007/8
It was agreed that this item be moved up the agenda for discussion.
a) The Clerk submitted correspondence from Vanessa Marsden of the Skelmanthorpe Youth and Community Association applying for £16,000 towards the development of a new youth and community centre. The total cost of the project is £588,000 leaving a shortfall of £328,000; £60,000 has been secured from the KMC Area Committee, an application of £50,000 has been made to Biffaward and £192,000 from the Lottery’s Sports England Fund, leaving a shortfall of £26,000. The group is engaged actively in fundraising locally. Following discussion, it was RESOLVED that the application be supported in principle but the funds would have to be taken out of the 2007-8 accounts and the actual amount of the grant would be determined by the next Finance & General Purposes meeting to be held on 19 June 2007.
b) The Clerk submitted correspondence from the Parkgate Trust applying for £8,500 “seed money” to be used to assist with the application by the Trust to fund the initial costs in connection with the group’s planned Community Centre Building and Sports Field Project. Specifically, the costs cover the architect’s fee, payment to a consultant to assist with the planning application and business plan, Kirklees MC lease legal costs, Sunnybutton lease legal costs and new company formation and trust registration and total £16,800. The total cost of the project is £3.2m. Following discussion, it was RESOLVED that the application be placed on the agenda of the next full council meeting to be held on 3 April, subject to the applicant supplying detailed financial and other information in time to enable the Clerk to circulate to councillors.
c) The Clerk submitted correspondence from Kirklees MC requesting a contribution of £5000 towards the improvements to the Upper Denby play area. It was RESOLVED that the application be granted.
d) Further to the possible provision of bus shelters at High Flatts and Skelmanthorpe, the Clerk submitted correspondence from Metro confirming that a survey had been conducted and that the number of people using the High Flatts bus stop is in single figures, therefore, not according to Metro sufficient to justify a bus shelter. In relation to the possible shelter at Commercial Road/Windmill Crescent in Skelmanthorpe, Metro has confirmed that it is not possible to install a shelter at this location due to the limited footpath width. It was RESOLVED that no further action be taken.
552 Accounting Software
In response to Minute 322, the Clerk submitted a proposal for the purchase of the Avalon-Redview Cashbook Clerk System at a cost of £135 plus VAT, plus £130 for set up and training. It was RESOLVED that the software be purchased.
553 Annual Newsletter Distribution Costs
Further to Minute 324, the Clerk submitted information from Distribution Business Services detailing their charges for distribution of a newsletter. The cost is 50p per 1000, though the company has a minimum distribution run of 10,000, so the total cost would be £500 plus VAT. She further reported that HD Connect do not distribute flyers. It was RESOLVED that the item be put on the agenda of the next F&GPC in relation to distribution of the newsletter.
554 Cash Flow
The Clerk submitted the six month statement of accounts to the meeting. Interest rates were compared with other investment options and it was RESOLVED that the statement of accounts be accepted and that the Council continue banking with the Co-operative Bank and invest with Kirklees M.C.
555 Audit Matters
a) Internal Audit
The Clerk reported that the Internal Auditor had checked the six month accounts, bank statements and cash books and was satisfied that all the necessary accounting systems were in place. It was noted that the new Council would have to give consideration to the appointment of an internal auditor for the 2007/2008 accounts and that this will as reported under Minute 320 be considered at the June 2007 meeting of the Finance and General Purposes Committee.
b) External Audit
The Clerk submitted correspondence from the Audit Commission advising that it was proposing to extend the appointment of Mazars as external auditor to all local councils and joint committees within West Yorkshire to cover 2006/7. In addition, the fees had been revised for the coming year. It was RESOLVED that the report be noted.
556 Funding Opportunities
The Clerk submitted correspondence from Community Liaison detailing funding opportunities for health and social care projects. It was RESOLVED that the information be sent to the Parkgate Trust and the Skelmanthorpe Youth and Community Centre.
557 Community Responder Scheme
The Clerk submitted correspondence from the Community Responder Scheme requesting annual funding of £500 per annum for training of up to 24 people per year. It was RESOLVED that the scheme be funded annually, but that it be reviewed annually at the first meeting of the Finance & General Purposes Committee.
558 Website
The Clerk submitted correspondence from Eione Web Services outlining a proposal for the development of a dedicated Parish Council Website. The total charge would be between £2,000 and £2,500, depending on the amount of work we do ourselves. It was RESOLVED that the proposal be accepted and that the Clerk arrange for the new website to be developed.
559 Purchase of Office Telephone/Fax Machine
The Clerk reported that the telephone/fax machine was no longer functioning effectively and it was RESOLVED that a new machine be purchased at a cost of £139.99 plus £3.99 delivery.
560 West Yorkshire Pension Fund
The Clerk reported that the employer contribution rate would increase to 18.9% with effect from 1 April 2007. It was RESOLVED that the increase be implemented.
561 Insurance
The Clerk submitted quotations for insurance for the year 2007/2008 from the Zurich Municipal and AON. It was RESOLVED that the Council continues to insure through Zurich Municipal.
562 Risk Assessment 2007/2008
The Clerk submitted a risk assessment for 2007/2008 and it was RESOLVED that the assessment be adopted.
563 Gillian Wood
The Committee RESOLVED to confirm that Mrs Wood will work on a consultancy basis to complete the accounts for the current financial year at the normal rate of pay.
564 Annual Accounts
The Clerk proposed that the draft accounts be considered by the full council at its meeting on 3 April 2007 but indicated that they would not be ready for distribution in advance of the meeting. It was RESOLVED that this course of action be accepted.
565 Paramedics at Skelmanthorpe Health Centre
Further to the discussion during the public discussion time at the full council meeting of 6 March, it was RESOLVED that a letter in support of the extension of the stationing of paramedics at Skelmanthorpe Health Centre be sent.
566 Parish Plan
In the absence of Cllr R Allen, it was RESOLVED that this item could not be considered and should be deferred to the full council meeting.
567 Orders for Payment
It was RESOLVED that orders for payment on schedule No. 450, totalling £81.61 be authorised.
568 Friends of Shelley Music Centre
The Clerk submitted correspondence from the Friends of Shelley Music Centre thanking the council for the grant award of £500.
569 Date of Next Meeting
The next Finance and General Purposes Committee meeting will be held on 19 June 2007.
570 Vote of Thanks to Cllr Turner
This being the last Finance and General Purposes Committee meeting of the current council, members RESOLVED to place on record their thanks to Cllr Turner for his excellent chairing of the Committee’s meetings.
Signed…………………………………………..
CHAIR