Home » Finance » Finance and General Purposes Committee 18th June 2012

Finance and General Purposes Committee 18th June 2012

Wheatley Parish Council

MINUTES OF THE MEETING OF THE FINANCE & GENERAL PURPOSES COMMITTEE OF THE COUNCIL HELD ON MONDAY 18th JUNE 2012 IN THE PARISH OFFICE AT 7.30PM

PRESENT: Councillors: J Reilly (in the Chair), R Bell, S Coleridge, J Anderson, E Bailey, E Stacey & R Old

OFFICER THE CLERK: Gareth Morris

MEMBERS HAD BEEN REMINDED BY MEANS OF THE AGENDA THAT IF THEY   HAD AN INTEREST TO DECLARE IN ANY AGENDA ITEM, THEY SHOULD DO SO IN ADVANCE OF THE MEETING IN THE BOOK PROVIDED FOR THIS PURPOSE

  1. 1. ELECTION OF CHAIRMAN

Cllr Reilly – proposed by Cllr Bell and seconded by Cllr Coleridge

As there were no further nominations Cllr Reilly was declared Chairman of the Committee

  1. 2. ELECTION OF VICE CHAIRMAN

Cllr Bell – proposed by Cllr Reilly and seconded by Cllr Coleridge

As there no further nominations Cllr Bell was declared ViceChairman of the Committee

3.   APOLOGIES FOR ABSENCE had been received from Cllr Birks

4.   DECLARATIONS OF INTEREST – None

5.  MINUTES OF THE PREVIOUS MEETING HELD 16th April 2012 which had been circulated previously were signed as a correct and accurate record.

6. TO RECEIVE THE FINAL ACCOUNTS FOR THE FINANCIAL YEAR 2011-2012 6.

The papers for the final accounts (Detailed Balance Sheet, Income and Expenditure Account, Budget Statement, Bank Reconciliation and Notes to the Accounts) had been distributed previously. As had Sections 1 and 2 of the Annual Return 2011-2012 and the papers titled ‘Review of Parish Council Funds’  and ‘Internal Control and Management of Risk’ (Review of Internal Audit).

The clerk went through the various papers explaining the figures and answering questions. The surplus of income over expenditure for the year was £31,000 and this put the balances at the end of the year up to £151,000. The Internal Auditor was not happy last year with the amount in the general fund so this year the earmarked reserves would be increased to £73,000. Additional ear marked reserves, for items agreed by the council were: Youth Centre, £8,000, tree care, £5,000, Holton Pavilion, £10,000 and Playground equipment, £5,000.

The clerk reported that the Internal Auditor had paid his annual visit that afternoon to carry out his internal audit of the Parish Council. He had been furnished with all the figures beforehand and he had signed off the accounts and completed his section of the Annual Return.

Cllr Bell proposed and Cllr Stacey seconded that the Accounts, the Annual Return, the Review of Internal Audit and the Review of Parish Council’s Funds be received and recommended for approval by the Parish Council.

This was Agreed unanimously

8.00pm – The Finance and general Purposes Committee was suspended whilst the Extra-Ordinary meeting of the Parish Council was held

9.20pm – The Finance and General Purposes Committee resumed

7. UPDATE ON ITEMS FROM THE MINUTES 16th April 2012

(i) Minute 8 – Bollards on north side of High St – Arriva representative can meet after 24th June – Noted

(ii) Minute 9 – Footway around the Roundhouse – no reply from Highways – Noted

8.  TO RECEIVE AN UPDATE ON PROGRESS ON THE PARISH COUNCIL’S BID TO THE OCC BIG SOCIETY FUND FOR YOUTH PROVISION IN THE VILLAGE

The Extra Ordinary Parish Council meeting held at 8.00pm had agreed to sign Big Society Funding Agreement with he County Council. It had further agreed to ask under paragraph 9.2 that it be given permission by the County Council to subcontract the project to Fusion Youth and Community UK

It also agreed to sign the Service Agreement and Schedules with Fusion

9.  TO RESPOND TO THE CONSULTATION ON THE APPOINTMENT OF BDO LLP AS THE PARISH COUNCIL’S EXTERNAL AUDITOR ROM 2012-2013

Agreed that the Parish Council has no objection to the appointment of BDO LLP as the Parish Council’s External Auditor. No further action necessary.

10. TO REVIEW THE GRASS CUTTING CONTRACT WITH BERINSFIELD COMMUNITY BUSINESS

Cllr Bell had requested this item to be placed on the Agenda as a result of complaints to him about the grass cutting, especially in Church Road recreation ground before mayday and the Jubilee celebrations.

The Clerk explained that the cutting of the verges had been taken over from the County Council in 2005/6 and there were approximately 70 stretches of grass to cut, some should be done twice a month and some once a month.

The recreation grounds used to be cut by another organisation up until about 3 years ago when that firm ceased operations. Berinsfield Community Business was then engaged to cut the recreation grounds as well as the verges.

It was agreed that the clerk set up a meeting with BCB to discuss the contract.

11.  CLERK UPDATE

i) Arrangements for cover of the clerk’s leave of absence. – noted

ii) To re-allocate the Grant to the Diamond Jubilee Committee as a Section 145 award not Section 137

Agreed

iii) Tree work within the village – the Clerk reported that the lime trees in Church Road Recreation Ground  would be pollarded on 3rd July

A small tree on the boundary of the Council’s allotments at Littleworth Road had fallen in to a neighbouring resident’s garden. The clerk had had the tree removed. No damage had been done to the resident’s garden or property.

iv) Wheatley Primary School – task for year 6 – Councillors to bring ideas to full council on 2nd July

12.  GRANTS, LICENCES AND SUBSCRIPTIONS

i) Berks/Oxon/Bucks Air Ambulance  Agreed £100 – (under Section 137 Local Government Act 1972)

13.  FINANCIAL MANAGEMENT

a) A completed copy of reconciled bank statement  was signed by Chairman & RFO

b) Balances – Noted

After the cheques below have been paid the balances on the council’s accounts as at

18th June  2012 will be as follows:                              Community      £1,371.62

Tracker           £111,085.25

Treasury         £60,345.68

14.                            SCHEDULE OF PAYMENTS AUTHORISED

Cheque no. Payee Payment details Amount
Cheques paid
105520,1&23-26 GM/SW/JF/OCC/HMR&C May  sal/wages/pen/PAYE/NICs 3,281.24
105516 BT April-June 151.32
105517 Merry Bells Management Cttee Office rental 26/3 – 24/6 1,046.01
105518 Berinsfield Community Business Verges and recs 926.70
105519 AON Insurance 2012-2013 3,455.06
d/d Orange Internet charge May 18.37
d/d Barclays Bank Bank charges 13.04 -13.05 43.44
Total £8,922.14
Cheques to Pay
105527 Parchments of Oxford Newsletter June/July 2012 1,484.90
105528 SODC Dog waste bin contract 85.39
105529 J Watson Newsletter June/July 2012 680.00
105530 K Ring (Buryhook0 Allotment tree removal 50.00
GM/SW/JF/OCC/HMR&C Mar sal/wages/pen/PAYE/NICs 3,600.00
Total £5,900.29

INCOME RECEIVED SINCE LAST MEETING

Income details Amount
Newsletter Advertising 315.00
Treasury Deposit Interest 42.89
Allotment 10.00
Total £367.89

15.  PUBLICATIONS & CORRESPONDENCE RECEIVED AND NOTED

i)        The Haseleys – Newsletter June 2012*

ii)        Little Milton Newsletter June 2012*

iii)        Great Milton Bulletin May  2012*

iv)        Wheatley URC Newsletter – June   2012*

v)        Holton, Waterperry & Waterstock News – June 2012*

vi)        Oxfordshire Playing Fields Association Magazine  Spring 2012

vii)        International Tree Foundation Supporter Event  – 23rd June 2012 10am -3pm

viii)        CPRE Oxfordshire Branch AGM June 30th 2012 3.00pm

ix)        Tiddington with Albury and Milton Common – June/July Newsletter 2012*

x)        Local Council Review – Summer 2012*

xi)        South Oxfordshire Sustainability – ‘Water, Water Everywhere’, Public meeting to discuss water issues in South Oxfordshire. 22nd June 7.30-9.00pm, River and Rowing Museum, Henley on Thames

* On display in Parish Office

16.  DATE OF NEXT MEETING – 20th August – Noted – Cllrs bell and Anderson gave their apologies

The meeting closed at 9 .50pm