Minutes of the Special Meeting of the Hound Parish Council held on by Odz0bg

VIEWS: 2 PAGES: 3

									Minutes of the Special Meeting of the Hound Parish Council held on Monday 29
June 2009 at Abbey Hall, Victoria Road, Netley Abbey, commencing at 7.00pm

PRESENT: Cllr Palframan in the Chair, Cllr West (Vice-Chair), Cllrs Hawkins,
Parker and Mrs Queen. Also present: Mrs Sue Hobbs Parish Clerk.

82. APOLOGIES FOR ABSENCE

Apologies were received from Cllrs Forder, Jackson and McNulty for domestic reasons
and work commitments.
(Power used: Local Government Act 1972 s85)

83. DECLARATIONS OF INTEREST ON ITEMS ON THE AGENDA

No Declarations of Interest were received.
(Power used: Local Government Act 2000 as amended by the Local Authorities (Model
Code of Conduct Order) 2007 Para 12(2))

84. RECEIVE AND DISCUSS NOTES OF FINANCE WORKING PARTY
MEETING HELD ON 8 JUNE 2009

Recommendation 1: That Cllr Palframan be elected Chair of the Finance Working Party.
A proposal was received seconded and voted in favour of accepting the recommendation.
RESOLVED: That Cllr Palframan be elected Chair of the Finance Working Party.

Recommendation 2: That Cllr West be elected Vice-Chair of the Finance Working Party.
A proposal was received seconded and voted in favour of accepting the recommendation.
RESOLVED: That Cllr West be elected Vice-Chair of the Finance Working Party.

Recommendation 3: That the template risk assessment form provided by the Internal
Auditor is used in future and is referred to the next Finance Working Party meeting. A
proposal was received seconded and voted in favour of accepting the recommendation.
RESOLVED: That the template risk assessment form provided by the Internal
Auditor is used in future and is referred to the next Finance Working Party
meeting.

Recommendation 4: That internet banking and use of credit/debit cards is not pursued
until legislation permits the same. The Chair explained that legislation did not permit the
use of a Council credit or debit card, due to security issues and the Parish Clerk advised
that when purchases are made online, reimbursement is sought from the officer using a
personal debit or credit card. A proposal was received seconded and voted in favour of
accepting the recommendation.
RESOLVED: That internet banking and use of credit/debit cards is not pursued
until legislation permits the same.

Recommendation 5: That the surveyor’s report be accepted and updated in three years’
time in 2012. The Chair explained that the property values shown in the year end
accounts itemises the Council’s assets but are nominal values, as per the convention of
the Chartered Institute of Public Finance & Accountancy (CIPFA). The surveyor’s
report is also used to update the Council’s insurance policy schedule. A proposal was
received seconded and voted in favour of accepting the recommendation.


                                            30
RESOLVED: That the surveyor’s report be accepted and updated in three years’
time in 2012.

Recommendation 6: That a grant of £250.00 is provided under S137 of the Local
Government Act 1972 and that a letter is sent to Friends of Priors Hill Copse (FOPHC),
inviting a further application to Hound Parish Council later in the financial year. The
Parish Clerk advised that she had recently attended a meeting with the Chair of FOPHC
and representatives of the Heritage Lottery Fund (HLF), BTCV and the EBC
Biodiversity Officer, to discuss the possibility of FOPHC applying for HLF funding.
Links would be required with the local schools to tie in with the National Curriculum and
help enhance awareness of local biodiversity. It was highlighted that the outcome of the
HLF application could impact on whether FOPHC would apply for future funding from
Hound Parish Council. A proposal was received seconded and voted in favour of
accepting the recommendation.
RESOLVED: That a grant of £250.00 is provided under S137 of the Local
Government Act 1972 and that a letter is sent to Friends of Priors Hill Copse
(FOPHC), inviting a further application to Hound Parish Council later in the
financial year.

Recommendation 7: That an additional £4,000.00 from the General Reserve is added to
the EMR of £46,000.00 from the Reading Rooms sale. The Parish Clerk read from the
investment advice previously received from EBC, which had been received at the
working party meeting, advising investment cannot be protected by EBC, but that EBC
will guarantee the interest rate of 0.5% and that investments would always be liquid to
enable EBC to repay deposits within normal timescales. A proposal was received
seconded and voted in favour of accepting the recommendation.
RESOLVED: That an additional £4,000.00 from the General Reserve is added to
the EMR of £46,000.00 from the Reading Rooms sale.

Recommendation 8: That the Parish Clerk investigates long term investments with the
most attractive interest rate in the most secure institution for the investment of
£50,000.00. Discussion followed whether interest rates were likely to rise in the coming
months and if it would be prudent to alter the recommendation to read ‘the Parish Clerk
investigates investments with the most attractive interest rate in the most secure
institution for the investment of £50,000.00’. Members present felt that enquiring into
the most suitable investments would need to be referred back to the Finance Working
Party for discussion and therefore a decision was not required at present as to the term
applicable. A proposal was received seconded and voted in favour of accepting the
recommendation.
RESOLVED: That the Parish Clerk investigates long term investments with the
most attractive interest rate in the most secure institution for the investment of
£50,000.00.

85. RECEIVE AND APPROVE YEAR END STATEMENT OF ACCOUNTS AND
AUDIT REPORT FOR 2008 – 2009 FINANCIAL YEAR

The Chair highlighted that the debtors as at 31 March 2009 was set at £37,855.00, which
included the outstanding sums of grant funding applied for in respect of the Tankerville
Sports Pavilion (TSP). A grant from SITA Trust of £22,000.00 and Hampshire Playing
Fields Association (HPFA) of £2,000.00 had since been received, but £4024.00 from the
Low Carbon Buildings Programme (LCBP2) was outstanding. A query was received


                                           31
regarding the infrastructure assets section of the year end accounts and the inclusion of
the footpath resurfacing at a figure of £5,000.00, which was thought to be in respect of
the project at Old Netley recreation ground in 2007. A further query was raised
regarding the grant funding already received from Cllr House’s devolved budget from
HCC and the Parish Clerk advised that £5,000.00 had been received in respect of the
Butlocks Heath skateramp project, £2,000.00 for the Abbey Hall heating project and
£2,000.00 for the Hound Parish Hall heating project, before the projects had been started.
Income from Developers' Contributions was received in respect of the Butlocks Heath
allotments taps project, but this item was also included in the expenditure for the
infrastructure assets. An enquiry was received regarding the Ear Marked Reserves
(EMR), which the Parish Clerk advised was now reported to Council meetings with the
month end accounts, this information was also included in the supporting paperwork
from DCK-Beavers Ltd. It was noted that a possible shortfall in funding for the Beach
Lane – Netley Castle footpath project could be met from surplus general reserves.

A proposal was received, seconded and voted in favour of approving the year end
Statement of Accounts and Audit Report for 2008 – 2009 financial year.
RESOLVED: That the year end Statement of Accounts and Audit Report for 2008 –
2009 financial year be approved.

86. RECEIVE AND APPROVE ANNUAL GOVERNANCE STATEMENT FOR
AUDIT RETURN TO 31 MARCH 2009

The Chair itemised the nine categories of the Annual Governance Statement and a vote
was taken on each section, in favour of approval and the form duly completed. A
proposal was received, seconded and voted in favour of accepting the Annual
Governance Statement for the Audit Return to 31 March 2009.
RESOLVED: That the Annual Governance Statement for the Audit Return to 31
March 2009 be accepted.

87. DATE AND PLACE OF NEXT MEETING

The next meeting was scheduled to take place on Monday 13 July 2009 at Hound Parish
Hall, at 7.00pm.

The meeting closed at 7.55pm.




                                           32

								
To top