Minutes of the Finance and General Purposes committee meeting held on the

4th July 2007, in the Magistrates room, Corn Exchange, Hungerford.

Present:    Mrs G Bullock (chair), D Small, R Scorey, P Harries, E Cardwell, R Thompson (from 7.40 pm).  D Liddiard (non-voting) also attended.

1        Apologies for absence - R Hudson

2        Declaration of Interests - none

3        Minutes of last meeting on 11th April - not yet available

4        Section 106 payments

          4.1      Two payments each of £12,597 had been received from West Berkshire DC, on 28.9.06 and again on 4.6.07.  Agreed this is almost certainly duplication - GB will clarify the position and report back as regards making a refund.

          4.2      EC reported that further sums are potentially available

                    -   £294   relating to a development at Moores Place

                    -   £4,133   re. Hungerford Park Estate

                    -   £4,440   re. the watersoftener building at the Chilton Estate

                    -   £18,326  re. Kennedy Meadow, believed to have been earmarked for Bulpit Lane playground but now possibly spent elsewhere - RT agreed to make enquiries about this

          4.3      RT reported that he has made arrangements to receive a detailed statement from WBDC each month.  Agreed that he and EC will discuss how information derived from this should be disseminated to other Councillors and make a recommendation to the next full Council meeting.

5        Portaloo update

          5.1      GB reported that she has spoken to our District Councillor David Holtby who has agreed to make enquiries as regards whether WBFC might be prepared to make a financial contribution towards the cost of the replacement.

          5.2      GB also reported that the Town Council's insurers had again declined to accept liability under the policy and that the bill for the replacement had been paid.

6        Big Lottery Fund

          6.1      The Agreement and proforma had already been signed by DS following approval at the Council meeting on 2nd July.   Confirmation was still required however as the proposed start and completion dates for the project - it was agreed to propose September and October 2007 respectively.   DS agreed to return the signed documents to David Hogg of West Berkshire DC.

          6.2      DS emphasised that the terms of the Agreement impose insurance obligations on the Council - GB agreed to ensure that these are complied with.

7        Current balances

7.1      GB reported that these are as follows:

                    -   Treasury account - £222,494.99  (interest rate now 5.49%)

                    -   Business reserve account - approximately £38,000 (2.5%)

                    -   Current account - £491

          7.2      DS asked about current Committee balances - not yet available but they will be produced as soon as the new accounts package comes fully into use.

          7.3      GB also drew attention to an investment of £2,464 in consolidated bonds, believed to derive from War Bonds purchased over 50 years ago.  No paperwork exists in relation to this - GB agreed to make enquiries.

8        New computer system

          8.1      RT reported that this has been installed and that he is very pleased with it.

          8.2      Agreed that training to use the system should be undertaken by RT, EC and the Clerk.  RT will then offer training to any other Councillors interested.  The cost of a day's training will be £295.

9        Costs arising from Clerk's absence due to sickness

GB reported that these are as follows

          -         Michael Haxeltine's fees - between £2,400 and £2,500

          -         Clerk's salary at full rate of pay during absence period

          -         Wendy Carpenter's salary as temporary clerical officer - RT reported agreement subject to Council approval of a rate of pay @ £10.16 per hour, a working week of 8 hours until November, payment to be made via West Berkshire DC who will invoice us once each month.  RT proposed that this be approved by the Committee - seconded by GB, all in favour, Resolved accordingly.

10       Legal Agreements (standing arrangements) -  DS proposed that in future all legal agreements, without exception, should be referred to this Committee for consideration prior to execution on behalf of the Council.  GB seconded, all in favour and Resolved accordingly.

11       Office move to new library -  PH reported that the construction of the new building is progressing well and that the new office should be available for occupation in November as scheduled.

12       Triangle Field development - DS reported that the Agreement and Licence (executed on behalf of the Council at its meeting on 2nd July) had been delivered to Martin Digweed for execution by the Rugby Club trustees.   Thereafter they will be returned to Annette Thomas of West Berks DC for execution by WBDC also.  He said that exchange of agreements should then follow within the next 2 weeks following which work on site can start.

13       Office lease - agreed that the steering committee meeting will begin at 5 pm on Wednesday 11th July not 6 pm as previously agreed.

The meeting closed at 9.30 pm.

Date of next meeting: Tuesday 11th September.  Note:  GB said that in her view this Committee should meet more often than it does at present - she proposed bi-monthly.

Signed…………………………………..

Chair, Finance & General Purposes

11^th September 2007