Minutes of the Full Council Committee meeting held on Wednesday, 22nd April 2009 in the Corn Exchange Complex, Hungerford at 7.00pm
Present: P Harries, D Gaines, A Buckwell, S Parry, D Liddiard, J Booth, G Bullock, R Hudson
1. Apologies: E Cardwell, M Wilson, T Werrell, D Pope, B Acworth
2. Declarations of Interest: None
3. Authorisation and signing of Contract:
Contract for lease of allotment gardens was read in full. It was stressed that it is to be signed in anticipation that it will be signed by other members, Frank Clothier and Donnington Homes. Rent of land is fixed at £1080 for 5 years expiring 16/3/2014. It includes our right to a hard standing parking area, one secure container and to lay water pipes and meter. No sheds or fruit trees. 12 months notice can be given by Donnington Homes if planning permission obtained. 3 months notice to be given by HTC to renew lease for another 5 years if ground not to be built on. A vote of thanks was given to P Harries for his hard work.
An allotment committee has been formed and finances are to come through the council. ACTION - RFO to update insurers and pursue Parish Grant for £5,000.
D Liddiard proposed contract be signed, G Bullock seconded and all in favour.
FC Meeting closed 7.40pm
Minutes of the Finance & General Purposes Committee meeting held on Wednesday, 22nd April 2009 in the Corn Exchange Complex, Hungerford at 7.15pm
Present: G Bullock (Chair), A Buckwell, D Gaines, P Harries, J Booth, S Parry
1. Apologies: E Cardwell
2. Declarations of Interests: None
3. Minutes of the Meeting held on 6th January 2009:
Amend to read ’be divided between’ rather than shared and ‘includes £3,500 for legal costs out of the £5,000 total’. A Buckwell proposed we agree minutes, seconded R Hudson, 3 abstentions, rest in favour.
4. Section 137 and 145 payments
£10,000 Section 137 payments have been allocated and £4,000 145 payments. D Gaines proposed we agree these. Seconded by J Booth, 3 abstentions, rest in favour
5. Estimated Budget Accruals
F&GP - H&T and R&A have under spent. F&GP have overspent but have accommodated for 2 new office staff, costs of setting up and running a new office along with the new building costs at Triangle Field. RFO will provide further figures for next meeting.
R&A – Tree work to be carried out next year. Skip hire was high initially for clearing rubbish but will reduce. Pay Back Team have saved us considerable money.
H&T – Seats have been repaired. 1/9th of total precept went on Christmas Lights.
It was suggested some budget headings for the RBS reports need looking at and splitting up. The £2,000 EMR unspent to be put towards Swimming Pool House.
6. Results of visit of Internal Auditor and future dates
Need to keep 6 months balances in stock and Cost of Living Pay Award to be discussed at Part 2. The next visit will be the Interim for 09/10 on 7th October 09.
7. Chairman’s financial analysis for coming year
1st half of Precept is due in shortly for £92,000. Bank balance is healthy at £161,000. Speak to P Hobbs as Interest rates on savings a/c have dropped to .05. HTC must be prudent and more efficient in the current economic climate however must ensure that property and grounds are maintained. Finance needs to be put on every agenda. Next year we need to look at possibly lowering the Precept. Need to consider reserving money now for cost of election in 2011. ACTION - MAYOR to write letter to Community Pay-back people thanking them.
8. Proposed sale of gilts
They are at 56% of their value and have varied around 10% over the last few years. They are inflation sensitive. A Buckwell proposed we sell bonds. Seconded by J Booth, 1 Abstention, rest in favour.
9. Presentation of spreadsheet for financial year 2009-2010
RFO will produce a Forecast of spending for the year along with a spreadsheet produced monthly showing actual figures as the year progresses
10. Insurance Increase
There is £8,000 in the budget and the renewal figure for 1st June 09 is approx £5900 up by £500 on last year’s figure. We are awaiting a quotation to increase the Public Liability Limit of Indemnity to £10 million.
11. Swimming Pool House
Tenant has given notice and we are in process of obtaining quotes for work that needs doing. We have some money earmarked. Rent received should go towards sports facilities in the town.
12. Allotment costs (inc. fencing, water)
Laying pipes and meter connection could cost £4,000.
13. Triangle Field Community Project
P Harries has produced costings and had a meeting with SEEDA last week. There could be a problem with the funding. We need to produce a list of possible users of site to present to SEEDA. Project will run over 2.5 years. S106 money can be used
14. Financial Risk Assessments
Assessments will be looked at next week as requested by Auditor.
Meeting closed at 9.30pm