NUTFIELD PARISH COUNCIL
FINANCE & GENERAL PURPOSES COMMITTEE
MINUTES OF MEETING HELD ON MONDAY 29th NOVEMBER 2010
AT THE COACH HOUSE, TRINDLES ROAD, SOUTH NUTFIELD
Public & Press were invited to be present and opportunity given to ask questions or make statements
MINUTES
PRESENT:
Councillors - R Foster, K Sandiford, D Cullen
S Renaut - Parish Council Chairman
Clerk to the Council - Roger Brown
ACTION
FGP/48/10 APOLOGIES FOR ABSENCE
Councillor K Hayes – FGP Chairman
In the absence of the Committee Chairman, Councillor Sandiford agreed to take the Chair
FGP/49/10 DECLARATIONS OF INTEREST:
Councillor Cullen as member of Village Hall Committee
FGP/50/10 REPRESENTATIONS FROM THE PUBLIC
None
FGP/51/10 Minutes.
Action agreed:
FGP/52/10 Village Hall Grants
Request for funds for Asbestos removal
Proposal from EAP committee: that the cost of £3850 + VAT for the Asbestos removal in the Village Hall be invoiced to and paid by the Parish Council. This work planned for Easter 2011.
This was discussed. It was agreed to recommend payment. Council are owners of the hall and as such should have an obligation to maintain the fabric of the building. Requested minute: that the committee agreed it was difficult for NVHMC to obtain 3 estimates for this specialised type of work including necessary certification and warranties
Action agreed:
Electrical work – discuss contribution towards urgent electrical repairs to enable a new Electrical Certificate to be obtained. Total cost £2545
Discussion on this matter with the same comment noting 3 quotes impossible due to Certification of Hall. Councillor Cullen abstained on the agreed action.
Action agreed:
FGP/53/10 Nutfield Football Club
Request for football pitch maintenance funds – one third contribution - £900
The request was sent by email following a recent meeting between Mr Bellars, Chairman Renaut and the Clerk. Committee felt they needed more explanation on what the work entails and asked the Clerk to write to NFC requesting further information on the work, what benefit to the community and what happens if the work is not completed?
FGP/54/10 SCC Minerals Plan Hearing
Meyric Lewis Hearing attendance fee of £5000 + Vat - Agree payment and raise cheque
Discussion on the costs of fees and agreed the need for Mr Lewis to attend the Hearing
Action agreed:
Meyric Lewis conference fee of £1500 + Vat - discuss payment and invoice
Discussion on the costs of fees and agreed the necessity for the Groups to attend a conference prior to the Hearing.
Action agreed:
FGP/55/10 FINANCE
FGP/55/1/10 ACCOUNTS AND BUDGET TO DATE
A Monthly Income & Expenditure spreadsheet, a Budget Report, a Bank Recs. Report to 22.11.10 showing balances for 3 NPC accounts and the Liquidity Account shown separately and a Variances Explanation spreadsheet to 22.11.10 were produced by the Clerk. These current year to date accounts were studied and Agreed and signed by the acting Chairman.
Action agreed:
FGP/55/2/10 PRECEPT AND BUDGET 2011/12
A Budget Report for 2011/2012 was produced, showing a proposed Precept based on estimated Income & Expenditure amounts. Discussion took place on Hedges & Verges and the need for extra funding. Also on the Village Hall and further remedial work to be completed in the coming year a proposal for an annual grant to NVHMC was excluded as this will be used within these repair costs. The proposed figure for Training and Conference fees was reduced by £150.on that basis, it was agreed that the proposed Precept to be approved by Council for year 2011/12 will be £36,080, a 2.5% increase over the current year.
Action agreed:
FGP/55/3/10 INTERNAL AUDITOR
Report
Chairman Renaut and the Clerk had held the first meeting with Mark Mulberry of Mulberry & Co, Council’s newly appointed Internal Auditor. The meeting had been most informative and Mr Mulberry had examined the working practices of Council and the Clerk. The Clerk reported that a letter enclosing a copy of the Internal Audit plan, together with a timetable, budget, competence and independence questionnaires had been received and acknowledged. The Clerk has requested an electronic version of this documentation and this will be forwarded to all Council members to examine prior to the Parish Meeting.
Mr Mulberry stated in his letter that having examined the systems put in place since last year and the financial regulations and random files that had been reviewed, he could find no evidence of any significant departures from Councils reported systems. He therefore concluded that the inherent risk in Councils financial system is Low. He made a number of recommendations to be carried out prior to year end 31 March 2011 and the Clerk reported some had already been completed and the remainder were work in progress.
Memorial Field- Charles Maw Charity Commission funds and accounts
Actions to be taken
Chairman Renaut and the Clerk reported on one of the recommendations by Mr. Mulberry, concerning the Charles Maw Trust as follows:
Charitable Trust.
There must be a separate bank account in the name of the trust into which all trust income is paid in. The PC is not allowed to receive income on behalf of the trust
The trust must have its own cash books that are not part of the PC accounting records
When conducting trust business, there must be separate agendas and minutes
Ideally the charitable trust would receive a grant from the PC to give it funds to cover any shortfalls, and the trust is then responsible for its own expenditure.
I would recommend that steps are put in place to clarify the whole charitable trust issue in Nutfield, this may require appointment of a solicitor to handle this for you.
The Clerk will contact Hedley’s Solicitors to ask for their advice on this matter and to check with The Charities Commission all the charity details and history. Clerk also to contact the Bank to obtain new forms to change the existing bank account into a charity trust status. These changes must be completed before year end 31st March 2011.
FGP/56/10 VILLAGE MAINTENANCE PROGRAMME
Tenders
Schedules completed and sent to SCC and Contractors
Clerk reported tenders out with 3 local companies, awaiting receipt of quotations.
FGP/57/10 ROADSIDE SALT BINS
Purchase funds
Prices received from SCC and local TDC schemes but high cost for new bins. Clerk to chase TDC for replacement of damaged bins & investigate independent purchasing RB
FGP/58/10 THE TRIANGLE
Surrey Leader application for tree work and footpath funding
Clerk has requested new forms from Surrey Leader for funding submissions on this project RB
FGP/59/10 MID STREET PARKING AND RECYCLING SCHEME & FUNDING
Clerk had contacted Rob Luck, TDC Amenity Services Manager, advising him that Council would like the Re-Cycling Area and fence in Mid Street to be closed and removed. This can be done almost immediately on the decision of Council. Letters have been received from local residents in agreement with removal and the Clerk was advised to contact Mr Luck to effect this immediately. On the question of funding for the proposed car park spaces, Mr Luck suggested Clerk contact TDC Housing Dept. to see if funds are available in their budget? RB
Action agreed:
FGP/60/10 NPC WEBSITE- UPDATE
Clerk updated committee on lack of contact with Parishcouncil.net re new NPC website. Contacted councilwebsites.co.uk for details and costs, to be received. RB
FGP/61/10 REVIEW RISK REGISTER
Clerk to update this in December RB
FGP/62/10 REVIEW ROLLING DIARY
Clerk to update this in December RB
FGP/63/10 OTHER MATTERS FOR DISCUSSION
Update on any outstanding matters
It was proposed that the Clerk send a letter of thanks to the Conservation Socy for organizing the Traffic Survey carried out on Thursday 25 November, in freezing weather conditions, and for completing the schedules showing the incredible volume of vehicles using the A25 / Cormongers Lane junction. This has now been submitted to SCC Minerals Hearing at Kingston.
Discussion on the Variances to end of year 2010/11 schedule which was presented earlier in the meeting to highlight the under spend in certain areas and the increase of income over the projected figure. Suggestions for allocating some of these funds included proposed new playground, the asbestos removal and the electrics renewal at the Village Hall? Chairman Renaut also mentioned the Nutfield Sports Assoc. Fund which has £3000 in the account and whether a donation towards the new playground could be given from that? Suggestions will be requested at the Parish Meeting and take these to next FGP meeting for further discussion and proposals
FGP/64/10 NEXT FGP MEETING: 1st week January 2011 – Parish Office, Village Hall – 8.00pm
Signed Chairman……………………………