Minutes of the meeting of the Maresfield Parish Council Finance and Administration Committee held on Thursday 16^th September 2010 in the Parish Office, Nutley.

Present:-

Cllr J Handley (Chairman), Cllr J Gutteridge, Cllr D Barlow, Cllr W King, Clerk T Allen.

1. Public Questions – None.

2. Apologies for absence – Cllr P Harris, Cllr K Ogden.

3. Declarations of Interest – Cllr Barlow with regard to any NWCTP matters.

4. Adoption of the minutes of the meeting held on 15^th July 2010 – The minutes were adopted as a true record.

5. Matters arising from these minutes not elsewhere on the Agenda – Re. Item 9. Replacement of Parish Office photocopier/printer – termination of ICA contract; the Clerk reported that the final invoice had been paid to ICA to cover the period up to when the contract will terminate on14^th September 2010 which is the anniversary of the rolling yearly extension to the original contract. The Clerk noted that no further official response from ICA had been received, just a request for a meter reading from the ICA Office which clearly was not aware of the situation.

6. Review of Month 5 – 2010/11 Financial Reports – The Chairman noted an overspend in Budget Heading 4014 – Parish Office Electricity charges; ACTION: Clerk to email a breakdown of these charges to the Chairman.

The levels of expenditure for the services Budget Headings were discussed and it was noted that the budget for Projects was still largely unspent. Cllr King reported that plans are in hand which should hopefully see the budget for the play areas projects spent.

7. Budget/Precept 2011/12 – Discussion of the factors that will influence the new Budget – The following areas were discussed:-

• The imminent Government Spending Review and related advice/expectations for local government.
• Whether it is fundamental that there is no increase, or even a reduction in Precept.
• To focus more on people in need; how substantial is this category?
• Look at areas that will directly help Parishioners, e.g. transport. Cllr Barlow noted that NWCTP costs are expected to increase, although the degree of increase is uncertain at the moment.
• Whether the bulk-buying fuel scheme in Nutley could be supported and expanded.
• No short-term improvement is expected in the economy generally.
• The public view of another surplus remaining at the end of the financial year (excluding reserves).
• A close review of the level of grants paid; target some and increase others?

ACTION; Chairman to seek views from all Councillors at the meeting of Council to be held on 21^st September 2010.

8. Review of the Council’s banking arrangements – The Clerk reported that there were continuing administrative difficulties in trying to keep the Community Account topped up from the Tracker Account; noting that these transactions are now being requested by letter. It was noted that this area could only be improved by moving the Council’s current account to another bank and paying a monthly charge.

The Clerk noted that new legislation is awaited from the Government to bring local government into the arena of modern banking practices.

It was resolved that the Committee should focus on securing the optimum interest rate for the Council’s reserves and other monies on deposit. ACTION: Chairman to look at options and report back to the Committee/Council.

It was resolved that the next item be discussed in closed session; in view of the confidential nature of the business to be transacted, i.e. an employment matter. There were no public or press present to be temporarily excluded and instructed to withdraw.

9. Confirmation of the appointment of Mrs Katrina Larkin – After discussion, it was resolved to recommend to Council that Mrs Larkin’s appointment be confirmed.

The meeting reverted to open session.

10. 2010 Risk Assessment exercise – The Clerk noted that this year’s draft reports had again been produced using the LCRS software. The structure of the reports, the risks scoring method used and the risk values obtained were discussed. It was noted that the Data Protection Act and copyright risks needed to be properly identified and up-to-date.

It was resolved that the ongoing review of resultant issues and actions should be conducted through the Committee.

It was resolved that the Clerk should attend the SALC training day on Health & Safety, Risk Assessment & Appraisals, to be held on 17^th November 2010, at a cost of £80.00.

ACTION: Cllr King and the Clerk to produce the final reports for discussion at the Committee’s meeting on 11^th November 2010.

11. 2010 Asset Register update – The Clerk reported that the Asset Register had been updated to reflect current insurance values. It was noted that the new photocopier/printer and TV screen needed to be included in the Register and have correct insurance values allocated by Zurich Insurance. ACTION: Clerk.

It was noted that the Parish Council does not currently insure the play area in Fairwarp for public liability and its equipment; this is done separately, probably by the Village Hall Committee. ACTION: Clerk to ascertain the current arrangements.

It was noted that the insurance level for the Parklands Play Area will have to be significantly increased to allow for the new equipment being installed; also the new storage unit at the Maresfield Recreation Ground Pavilion, for the fete equipment, will also need insurance cover. ACTION: Clerk.

12. Communications – No items.

13. Date of next meeting – Thursday 14^th October 2010.

There being no further business, the meeting closed at 20:15.