BURTON BRADSTOCK PARISH COUNCIL
Wednesday 1st July 2009
Minutes
Present: Sheila Pett, Archie Mackie, Peter Dutton, Keith Delves
Katherine Jones
It was agreed that Public Loan for Allotments should be discussed at the meeting in September.
The cheque for payment to the National Trust for the car park takings has been re-issued as the bank had refused to accept the original, because one of the signatories had failed to identify himself at the bank. The cheque will be ratified at the Parish Council meeting after the Finance Meeting.
It was agreed to put forward a proposal to the main Parish Council meeting that those on the bank mandate should be members of the Finance Committee only plus the Parish Council Chairman.
The Post Office lease has been signed but 1 monthÕs rental of £100.00 has been lost because of the delayed signing. From the first of July the amount payable is £200.00 per month.
Archie Mackie reported that the Village Society had been approached for a contribution to the work on the Post Office. The general impression given by the Trustees is that they would meet to discuss with their committee but that there had been no discussion or consultation with them by the Parish Council for sometime. The Council has already instructed the contractor and the Village Society believes that this should have been discussed with them first. It was agreed that future communications would be improved.
The committee agreed to accept the internal auditorÕs report and implement the recommendations. The main concern of the internal auditor is that there is currently no back up of the computer records and that the payroll records are not on the computer. Keith Delves will liaise with the RFO on this point and buy a memory stick.
It was agreed that an honorarium of £50.00 be paid to Ian Wigglesworth
Correspondence
A cheque was received for rent of the Reading Room. RFO to issue a receipt.
The new insurance policy has been received from Zurich Insurance which has removed insurance cover for Hive Beach Cafˇ and all other unwanted items. The premium has been reduced from £3573.00 to £2770.00.
The Asset Register is up-to-date and complete, but there is no paperwork to support the CouncilÕs ownership of some of the land. Particular concern was raised about the playing field and it was agreed that Peter Dutton should contact the Land Registry in Weymouth to assess the situation.
The parish clerkÕs hours and wages are to be reviewed in August.
The figures for the external report need to be signed with a deadline of 10th July.
The Chairman read out the Standing Orders, as required annually. It was agreed that the Finance Committee complies with all of the Standing Orders with regard to the maintenance of financial records.
Concern was expressed over risk management and it was agreed that this would be investigated by Keith Delves and brought to the next committee meeting.
All requests for grants need to be made in writing. Sheila Pett reported that the Youth Club intended to make a request, but the Council could not consider it until a written application had been received.
It was agreed that the following donations be recommended to the main Parish Council:
£250.00 to Burton Bradstock Canaries, the village football club.
£1500.00 for the grass cutting at St MaryÕs Church
£1000.00 to be retained as a contingency fund for the library.
The Committee turned down a request from Dorset Bereavement Care for a grant. RFO to write to inform them of this.
In Darren BattenÕs absence, there was no report.
Sheila Pett informed the Council that the RFO has resigned and that a request would be made at the Parish Council Meeting for an advert to be placed for a replacement.