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ACTION
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1.
Declarations of Interest
None.
2.
Minutes of Last
Meeting
The minutes of the meeting of 4th
January 2010 were agreed and signed by the Chairman of the Finance Committee
as a true record.
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3.
Matters arising
The RR repairs – there are no
suitable grants available. The specifications for the work have been
distributed.
General fund for maintenance –
the DAPTC have confirmed that it is possible to have a budget for this type
of expenditure.
Broadmayne Charity – no
outstanding matters have been found, so this item can now be treated as
closed.
PO lease – Councillor Mackie
supplied a copy of the PO lease
Asset register – all the plots of
land that Councillor Dutton has registered are included in the register.
Councillor Dutton will check that there is a deed of sale for the RR. It was
not felt that this needed to be registered at this time if a deed could be
located as that would provide proof of ownership.
The Post Office expenditure report
– this was issued
The BT landline and broadband –
both services have been cancelled
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PD
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4.
Financial Report
The RFO presented the income and
expenditure report for the full year to March 2010. The figures are in line
with the budget and a surplus of £5k has been generated in the year. Some of
this money will be used for the RR repairs for which the invitations to
tender have already been issued.
A YOY comparison report was also
distributed, most of the variances are associated with the fact that the car
park was transferred to the National Trust and as such the income is much
lower than last year. The costs have been managed downwards in line with this
loss of income.
Councillor DuttonÕs proposal to approve
the accounts and recommend them for adoption by the Parish Council was agreed
by the Committee. The RFO would ask Ian Wigglesworth if he would be willing
to audit the accounts for 2010/11. If so his appointment could be recommended
at the AGM on 4th May.
5.
Vat Recovery
Having
received advice from HMRC and DAPTC, the RFO reported that the PC can reclaim
VAT on business and non business activities provided that the VAT on the
business activities is below £7500 per annum. However, there are some
technical issues to be addressed with HMRC. The PC can remain registered even though it has minimal
vatable supplies.
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ACTION
RFO
RFO
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6.
Standing
Orders
The current standing orders were reviewed
and the Committee felt that the orders as written are being actioned. It was agreed
that this Committee should check all employee contracts. The RFO to ask the Clerk
for a copy of his.
A new set of standing orders has been
issued by the DAPTC, Councillor Moody was asked to check the current standing
orders against these.
The PC Chairman had requested that a
working party be set up to study the new DAPTC standing orders and recommend
changes to those used by the PC. The Committee recommended the working party
should include Councillor Mackie, Councillor Moody, a Councillor on the
Planning Committee and the Clerk. Once this working party has agreed the draft
of the new PC standing orders they should be presented to the FC for consideration
before going to the PC for final approval.
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RFO
GM
SP
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7.
Risk
Assessment
The playground inspection report has
been issued and action is being taken to repair those items that are
considered as urgent in this report. This Committee to monitor progress.
Councillor Moody will issue his draft
document on appraisal of tenders for all to review. This could be used for
assessing the tenders for the RR repairs. A separate meeting will need to be
arranged once all the tenders have been collated.
The RFO suggested that computer records
need to be stored centrally and backed up. The RFO to discuss with the Clerk.
It was noted that the filing cupboards
are not kept locked and confidential information is being stored there. The
RFO would discuss this with the Clerk
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ACTION
All
GM
All
RFO
RFO
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8.
Asset
Register
No changes required.
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9.
Correspondence
The RFO has received notification that
the HSBC 3 month bond will mature in May. Interest is being paid gross. The
return from HSBC is low and it was suggested that a higher return could be
achieved from having an account with Investec. It was agreed that the RFO
should investigate this in terms of risk and reward.
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RFO
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10.
Any
Other Business
The beach toilets opening hours –
it was agreed that Councillor Moody should issue his letter (which has
already been circulated to the PC) to the WDDC.
The wall at Southover is in need of
repair , it is not clear who actually owns this so it was agreed that
Councillor Moody would ask the National Trust if they were willing to repair
it
Salary reviews for staff – this
was now due and would follow DAPTC guidelines.
Councillor Pett will step down as
Chairman of this Committee in May
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GM
GM
RFO
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11.
Date of
Next Meeting
6.00 PM 19th July 2010
Grants and Insurance would be agenda
items for the next meeting
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ACTION
RFO
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12.
Democratic
Half Hour
There were no members of the public
were present.
It was agreed, that in line with the PC,
the democratic half hour would be split into two parts with 15 mins. being
held at the beginning and end of the meeting.
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