Minutes of The Finance & General Purposes Committee held at 7.45 pm on Monday 14th September 2009 in the Corn Exchange Complex, Hungerford
Present: Cllrs E Cardwell, A Buckwell, G Bullock, R Hudson, J Booth, D Gaines. Cllr P Harries for item 9 (which was discussed before item 4).
1. Apologies for absence: none
2. Declarations of interest: none
3. Minutes of meeting held on Tuesday 14th July 2009
- Agreement as true record: proposed by Cllr Gaines, seconded by Cllr Cardwell, vote unanimous.
- Matters arising
Flood Assistance: not resolved by WBC, defer to next meeting. Action: Clerk/RFO
Adviser’s fees: £200 reduction has been obtained thanks to Cllr Harries.
4. Finances – RFO to report including details of funds held for third parties: A list of locations of defibrillators has been received.
5. Review of Committee Budgets and annual expenditure to date: Cllr Buckwell tabled a budget extract/actual spending report, which was discussed. He is trying to find an improvement on the 0.5% interest rate. Action: Clerk to put on next Full Council agenda.
6. Three Year Plan [consideration of further items]: Cllr Bullock suggested that money be put aside each year from 2010 so that funds will be available for the Queen’s Diamond Jubilee in 2012. Cllr Buckwell suggested that committee chairmen consider putting forward commitments relevant to a 3-year plan into their capital budgets, and they should add the item to their respective meeting agendas. Action: Clerk to add to each new committee agenda.
7. Triangle Field. To establish fee levels for period 1.09.09 to 31.08.10: Current fees: Wickham Wanderers £2,500 pa
Rugby club £105/month (with £30 outstanding)
RBL £40/match with former chairman agreeing no charge for one friendly match.
Hungerford Juniors are absent this year, except for tournament at £300 each
After discussion, the following new fees were proposed by Cllr Gaines, seconded by Cllr Booth, vote unanimous:
Wickham Wanderers £2,650
Rugby club £150 for 2 pitches plus £100 for TAG (school match) in January.
RBL £40 per match, no free matches
Hungerford Juniors £350 for one tournament.
Action: RFO to raise paperwork.
8. St Saviours. Sarsen stones; donation:
Nick Spence of Lambourn has provided three stones and in return would like a contribution to Riding for the Disabled. £100 was proposed by Cllr Gaines, seconded by Cllr Booth, vote unanimous. Action: RFO.
9. Allotments (taken after item 3):
(a) Fairfields (financial considerations): An agreement was signed on 17th August 2009 with Sovereign Housing in the sum of £1 pa for 2 years, possible extension to 15 years. Cllr Harries tabled a list of actions:
· The site has been cleared and measured – a site plan was tabled.
· Either 24 x 1-pole plots or 16 x 1½ pole plots can be available: Cllr Gaines proposed 24 plots, seconded by Cllr Bullock, vote unanimous.
· Allocation will go to previous holders at Priory Road first.
· Existing plot holder, Mr Pullen, is to act as ‘steward’.
· It was noted that a fence may be required but only after consideration at meeting on 6th October.
· A tree stump is to be removed costing £225. Cllr Bullock proposed accepting this quote provided that it included removal also of roots, seconded by Cllr Gaines, vote was unanimous.
· Whether or not to supply water butts – deferred
· Locks and hasps, and realignment of gutters – also deferred.
· Charge of £12 per pole was proposed by Cllr Gaines, seconded by Cllr Cardwell, vote was unanimous.
· A meeting of all prospective allotment holders is to take place at the JoG school hall at 7.30 pm on Tuesday, 6th October 2009.
(b) Marsh Lane (costs to date): David Small’s invoice for £500 was proposed for acceptance by Cllr Hudson, seconded by Cllr Gaines, vote unanimous. It was then signed. Cllr Acworth’s invoice (thought to be around £1,500) is awaited. Dickins, Hopgood and Chidley have produced an invoice for the Standen Road potential replacement site. However, following an unsubstantiated rumour regarding the site, Cllr Buckwell agreed to contact Julian Dickins for clarification. In the meantime, the item is on hold. Action: clerk to add to next agenda. Cllr Harries then left the meeting.
10. Service Awards: Cllr Cardwell explained that to purchase 30 lapel badges (for all 21 past mayors plus a stock for several years to come) would cost £6.25 each with £315 origination charge and 30p/letter. Long service badges were also discussed. A subcommittee consisting of Cllrs Cardwell and Booth was proposed by Cllr Buckwell, seconded by Cllr Gaines, all in favour. Action: Cllrs Gaines and Buckwell are to research sources of funding
11. S106: Received: £4,745.43 (St Mary’s church), £4,730.78 (water softener building) Action: RFO to earmark for Open Space. Yet to be received £9,068.57 (Roberta’s).
12. Risk Assessments: Cllrs Buckwell and Harries to discuss.
13. Date of next meeting scheduled 10th November 2009
The meeting closed at 9.17 pm.