Minutes of the Finance & General Purposes Committee meeting held on Tuesday, 14th July 2009 in the Corn Exchange Complex, Hungerford at 7.00pm
Present: A Buckwell (Chair), G Bullock, E Cardwell, D Gaines, P Harries, J Booth, R Hudson, RFO
1. Apologies: None
2. Declarations of Interests: None
3. Minutes of the Meeting held on 22nd April 09:
G Bullock proposed we agree minutes, seconded P Harries, 2 abstentions, rest in favour.
4. Matters Arising – (sale of bonds)
The rate did drop between making the decision to sell (54.5) and selling (51.14) however since selling the rate dropped further.
5. Finances – RFO to report, including funds held for Third Parties
Balances at 1/7/09 Current a/c £5,761.38, Premium a/c £192,409.95 totalling £198,171.33
Less £38,226.77 (unpresented chqs, cheque run of 6/7/9 and money held for third parties) gives available balance of £159,944.56 to cover allocated budgets and required reserves.
Further to the Chamber of Commerce’s comments in their newsletter that HTC have £100,000’s sitting in their bank account, J Booth proposed contact with Mr Blake advising that this comment was incorrect and the request that a retraction be made in the next newsletter. Seconded by G Bullock, all in favour.
6. Financial Regulations 2009 (as amended)
These have been approved at Full Council.
7. Flood Assistance (financial) from WBC – RFO to report
Avington and Lower Denford have been identified by WBC as risk areas but both are in Kintbury Parish. In Hungerford, Eddington, Church Way and Little Hidden Cottages are also susceptible to flooding. Locations suggested for storage of sand and bags were the Police station and the Fire Station but would be decided upon only after we know what resources we can obtain. ACTION - RFO to revert to WBC for clarification to note interest in receiving sandbags and storage facility and to check T&M have been informed of scheme. Put on next FCM agenda and keep F&GP updated.
8. S137 & HTC Grants – procedures for delivery of grants
£14,000 was donated this year by HTC. In future this will be publicised as much as possible with the Mayor presenting the cheques where possible. It was also agreed that recipients when making future applications, must confirm how the last donation was spent.
9. Professional Adviser’s Fees
D Small has submitted a timesheet for his work on allotment contracts for Marsh Lane and the Triangle field. ACTION – RFO to set up meeting with him, P Harries, E Cardwell and A Buckwell to discuss costs proposed.
10. Committee Budgets – review and report on relevant items
The computer costs shown on the monthly budget report relate to the annual maintenance contract for the Omega Software. The Insurance Premium has been paid and hopefully there will be no further costs however the premium is subject to survey which could be carried out at any time.
The £5,000 grant received for HEAT to spend on a thermal imaging camera currently remains unspent. The Council needs to be informed should the intended use of the grant change. RFO is monitoring costs of Swimming Pool House renovations. There is £4,500 in the budget and £7358 in EMR. ACTION – A Buckwell to review contract with Marc Allen before we speak to him regarding the re-marketing of property.
11. Revised F&GP diary (replace Oct 09 meeting with Sept 09 and Nov 09)
A Buckwell proposed the F&GP meeting in October be cancelled and instead meetings be held on Tues 15th Sept and Tues 10th Nov. G Bullock seconded and all in favour.
12. Internal Auditor
Approval and reappointment of the Internal Auditor has been ratified at Full Council. E Cardwell proposed we agree (with amendments) the Full Council minutes of 6/07/09 in order that the External Auditor may be forwarded copy minutes. Seconded by P Harries and all in favour
13. Future demands on precept and consideration of 3 year plan
A Buckwell stated that while HTC does not need a 3 year plan at present with the absence of long term capital investments; this will be reviewed again in November. Any large projects requiring occasional but substantial renovations should be considered (such as the Swimming Pool house, Skateboard Park etc.) and may dictate the introduction of a longer term forecast than the ensuing year’s Precept.
14. Risk Assessments
RFO to run off risk assessments for P Harries to complete.
Meeting closed at 8.27pm