DRAFT

Minutes of the Finance & General Purposes committee meeting held on the 23rd January 2008 in the Corn Exchange Complex, Hungerford at 7:00pm.

 

Present: Cllrs G Bullock [Chmn], P Harries, E. Cardwell, R Hudson, R Thompson.

Also non-voting attendees D. Liddiard, A Buckwell.

1. Apologies: None.

2. Declarations of Interests: None

 

3. Minutes of the Meeting Held on 13th November 2007:

Cllr Bullock confirmed that the £50,000 grant from West Berkshire Council for playgrounds had been received.  Cllr Harries proposed and Cllr Cardwell seconded that Cllr Bullock should sign the minutes; unan.

 

4. Appointment of a Vice Chairperson:

Cllr Bullock said that the Finance and General Purposes committee has spending of £103,000, but no vice chair.  Cllr Hudson replied that all the members of the F&GP committee are already chairs or deputies in other HTC council roles.  Cllr Liddiard suggested a vice chair from outside the current F&GP committee.  Cllr Cardwell said that it is in the Standing Orders that if there is no F&GP chair then the chairmanship goes to the Mayor. 

 

Cllr Bullock is responsible for items such as cheques, believes in training up someone else and also pointed out that the RFO role does not set policy.  Cllr Hudson pointed out that at least two people who have chaired spending committees would be present at F& GP meetings and that the F&GP chair is a one year position only.

 

Cllr Buckwell pointed out that it is in the Standing Orders that every committee should elect a chair and deputy (if one is not already present) before each meeting.   Cllr Harries pointed out that when Cllr Bullock finishes as chair of F&GP there needs to be someone to hand over to.   Cllr Hudson expressed some interest in the F&GP deputy role, but Cllr Thompson felt able to take on the role straight away.

 

Cllr Hudson proposed Cllr Thompson as the Vice Chair, Cllr Cardwell seconded; carried unan.

 

5. Date for fixing a new banker

Cllr Bullock said that HTC currently uses Barclays and has a money Market  (Treasury) account that charges a 2.5% admin fee.  The business reserve account then gives 2.5% interest.  The balances at 21st January 2008 were listed as follows:-

 

Cllr Hudson felt that the existing banking arrangements may not be giving best value for money and that an internet connection would be good.  Cllr Cardwell said that every 2 years West Berkshire goes to tender for accounts and said that rates can be negotiated, but that some banks (such as HSBC) charge for internet facilities.  Cllr Harries suggested Nat West or Lloyds (who have a personal service in Hungerford).  At present the main branch of Barclays is in Newbury and business has to be conducted by phone.  Cllr Harries was also in favour of tendering every 2 years.  Cllr Liddiard said that Cllr Werrell would be a good person to seek advice from.

 

Cllr Thompson favoured electronic banking, which would render the personal touch unnecessary.  Cllr Buckwell thought that, whilst viewing electronic statements would be acceptable, it may not be acceptable for the movement of money due to lack of signatories.  Cllr Harries agreed that electronic banking may not be allowed and pointed out that the council is not allowed to have a Barclaycard to make payments.

 

Cllr Hudson proposed that Cllrs Buckwell and Cardwell work with Cllr Bullock to gain tenders for at least 3 banks.   RH proposed and Cllr Thompson seconded that Cllrs Cardwell and the RFO meet with Cllr Bullock to discuss the banking arrangements; carried unan.

 

6. Committee budgets and patterns

Cllr Thompson asked if HTC will get to the year end within the precept bounds set and whether there were any extraordinary items.  Cllr Bullock has said that there are enough balances and she is comfortable that the finances are on track.

 

Cllr Thompson said that the Financial Regulations will need an overhaul soon and that the RFO role and procedures should be distinctly clarified.

 

Cllr Bullock said that the Financial Regulations should be on the agenda for the full council.  One of the deputy chairs will be chairing the meeting.  Cllr Harries said HTC should contact BALC and then revise the Standing Orders and Financial Regulations.

 

7. Proposal to reimburse Cllrs for use of e mail

Cllr Bullock pointed out that councillors using e mail saves HTC money on postage.   (By law councillors are entitled to receive their minutes by first class post.  ) BALC has been phoned and it is acceptable for every councillor to be issued a pack of paper and a cartridge.   Cllr Hudson thought that as cartridges are different for different computers it would be better if councillors just put in an expenses claim for this.  Cllr Thompson believed that better discounts could be obtained from bulk buying.

 

Cllr Thompson proposed councillors receive a ream of paper and a cartridge per annum or expenses for the same; Cllr Harries seconded this; carried unan.

 

Cllr Harries pointed out that the large photocopier in the office is only to be used for photocopying as it costs more to run that the small printer that HTC own.  Currently hard copies are made of all e-mails, but e-mails could be forwarded to councillors instead where appropriate.  Cllr Harries also said that there is a desk for councillors in the office with a Laptop and printer.  Money could also be saved by holding subcommittees in the council office.

 

8. Quotes for repairing church walls

Councillor Harries advised that the Town and Manor will be taking away the gates to repair them, but the wall is the responsibility of HTC.  The repairs needed are 1 metre on the left hand side, 3 metres on the other side and the Yorkshire stone hearth and the work on the walls will be needed after the gates have come back from repair.  Oak posts to stop cars from parking to near the wall and causing damage will also be needed.

 

The Quotes were as follows:-

 

Cllr Liddard thought that any wooden posts should be high enough to be seen from inside a car.  Cllr Bullock was concerned about the grass being worn away but thought that  2 feet from the wall to be post would be enough and did not want to restrict parking for the church.  Cllr Thompson recommended that the parking issue be referred to the Highways and Transport committee, but that the wall should be dealt with in this meeting.  Cllr Liddiard said that a type of sloping kerb stone could also be used to keep cars away from the wall.

 

Cllr Thompson proposed that the Aelle wall quote was accepted, Cllr Hudson seconded this and it was passed unanimously.

 

9. Financial risk assessments

Cllr Bullock has written to the Bank of England for further information about the War Bonds, which currently give £90 a year interest.

 

RBS had recommended that our filing system be looked at and Cllr Thompson said that the clerk at Lambourn had offered assistance with this.

 

Cllr Bullock said that money was awaited from Residential and Commercial Properties limited relating to the old office rent and insurance.

 

Cllr Thompson mentioned the Roman Catholic Church was looking at building on allotments.  Cllr Harries advised that as the allotments are privately owned, the church believes that they are responsible for alternative arrangements for allotment holders.  Some allotments were at Marsh Lane were believed to be unused.

 

Finish Time 8:35