Minutes of the Finance and General Purposes committee meeting held on Tuesday 11th September 2007 in the Magistrates Room, Hungerford.

 

Present:                 P Harries (Acting Chairman), R Thompson, R Hudson, E Cardwell, D Liddiard,

                                M Wilson, J Booth, D Pope, R Scorey (arrived 7.40pm)

Minutes taken by Cllr Cardwell in the Clerk’s absence.

 

1.             Apologies for Absence

                Apologies were received from G Bullock and D Small

 

2.             Declaration of Interests

                None

 

3.             Minutes of 3rd July 2007

                Proposed: E Cardwell; Seconded: P Harries; Vote: 3 in favour, 1 abstention.

 

4.             S106 Payments

                Clerk to investigate £18,326.08 paid to HTC in 2002 to find out where it was spent.  Chairmen of Committees should be receiving schedule of S106 payments each month from WBC. Clerk to chase £294.00 received – advised by clerk re. Moores Place development.

 

5.             Portaloo update

                P Harries spoke to Chief Executive of Finance, D Hollings, at WBC.  They were unable to help with finances due to recent floods.  P Harries in process of reviewing assets for insurance purposes.  It would appear that we are currently under insured.  In future the clerk must ensure we are adequately insured.

 

6.             Big Lottery Fund

                E Cardwell - £80,000 for playgrounds - £50,000 from Big Lottery Fund and £30,000 from HTC.  WBC is holding the £50,000 and at no time will HTC have to fund the full £80,000.

 

7.             Current Balances

                Not available due to absence of RFO.  P Harries reported good reserves available.  P Harries stated that St Saviours is a major project.

 

8.             New Computer System

                R. Thompson reported that the new system had been installed. J Hutchings and R Thompson have received training.  It has been found to be very effective as long as it is kept up to date.    There were minor discrepancies in the cash book so the accounts were not presented at the last full council meeting.  The figures from the auditor were provisional.  the start point was incorrect and therefore adjustments need to be made.  All should be up to date by the next F&GP meeting in November.

 

9.             Costs arising from Clerk’s absence due to sickness

                P Harries – deferred as costs still ongoing.  Proposed: R Thompson; Seconded: R Hudson. Vote: 4 in favour.

 

10.          Legal Agreements

                Triangle Field: P Harries reported that all was going well.  Roof plates were on and trusses were next to be done.  D Liddiard thanked for obtaining equipment from Norland College.

                Playgrounds: money organised.  P Harries thanked Cllr Cardwell for all hard work over past years.

                Library: legal work completed by D Small; contracts done.  Liaison between Council working party and Christine Owen at WBC.

 

11.          Office Move to New Library

                Working party – R Thompson, P Harries, G Bullock, J Hutchings.

                Only minor adjustments needed to contracts.  Move in date 1st November 2007 or gentlemen’s agreement to stay in existing office until ready.

                New equipment – office furniture and electronic equipment.  R Thompson has obtained a quote for new computer equipment – HCS – 1 new processor 1 GB RAM, 160 GB hard drive, fax, printer, scanner, 2 flat screens plus keyboards and mice at a cost of £950.  Installation £55 per hour.

                R Scorey has offered shelving and desk at a cost to be agreed.  R Thompson to investigate.

                D Pope also offered office equipment.  Working party will continue to report back and perhaps increase in numbers by including new councillors.

 

12.          Triangle Field Development

                Progressing well.  P Harries reviewing their finances regularly.  P Harries, D Small, D Liddiard on working party.  R Scorey suggested press release at some stage during development.

                £20K available for storage unit. P Harries proposed – going forward with tender analysis that Cllr Scorey had previously drawn up.  E Cardwell seconded.  Vote: 5 in favour.

                Offer tender to go forward – invite to tender or advertise tender.  WBC to advise on legal route to tender. – Full Council.

 

13.          Office Lease

                Still no moving date.

 

14.          Finances for Playgrounds

                Already discussed.

 

15.          Consolidated War Bonds – encashment

                Paying 2.5%.  P Harries believes the Council will be asked to cash these in.  Proposed: R Scorey; Seconded: R Thompson.  Vote: 5 in favour to cash in war bonds.

 

16.          Discussion of Internal Auditor’s Report

                P Harries has corrected the final accounts on numerous occasions.  P Harries has signed off accounts for past year.  Original deadline missed – 2 weeks left to submit.  P Harries has concerns with internal auditor.  New RBS system in place for future years.  R Thompson advised clerk didn’t prepare the accounts – this was done by internal auditor, who also audited accounts.  R Thompson proposed employing new auditor and requested authority to investigate 2 Omega trained independent auditors.  R Scorey suggested investigating alternative auditors.  Seconded: E Cardwell.  Vote: 5 in favour.

 

17.          Reappointment of RFO

                G Bullock due to stop in September.  R Thompson feels Clerk unable to be reappointed.  G Bullock reluctantly agreed to continue.  P Harries proposed continuing with G Bullock as RFO until end of November.  R Hudson seconded.  Vote: 5 in favour.

 

18.          Bank Mandates

                Concern over signatures.  D Small and R Hudson. To be minuted G Bullock contacted R Hudson to sign the mandate.  Committee felt no malicious intent.  New mandate to be completed.

 

The meeting closed at 8.35pm.

 

signed …P harries………………….

 

date ……………………….