MINUTES OF THE FINANCE COMMITTEE MEETING OF HARTFIELD PARISH COUNCIL HELD ON MONDAY 22nd NOVEMBER 2010 IN THE COMMITTEE ROOM HARTFIELD VILLAGE HALL
Present:Cllr J Chalke, (Chairman), Cllr N Holmes, Cllr J Edwarde, Cllr K Hawes,
Cllr A Higgins, Cllr C Park, Cllr C Simmons, Cllr S van Maurik, Cllr Colenutt
In attendance:Mrs Deborah Little (Clerk)
Apologies:Cllr J Smith, Cllr G Korbel, Cllr C Risby, Cllr T Mitchell
- Apologies for absence were received from Cllrs Smith, Korbel, Risby and Mitchell
- Declaration of Personal and Prejudicial Interest in matters to be discussed – None
3.Minutes of Finance Committee Meeting held on 20th September 2010 - Incorrect minutes had been circulated and would be formally approved at next meeting.
- To Report on Matters Arising from Meeting held on 24th May 2010
Item 6 – Cllr Holmes confirmed that TCHG had paid the £5000 Section 106 money to Wealden and Doug Moss had confirmed that he is willing to give to PC once plans had been accepted.
5.Setting of Precept for 2011/12 – relevant paperwork had been distributed prior to meeting.
a) Cllr Edwarde explained that although the General Reserves showed a balance of £15,633.97 in last year’s accounts, this included money received from an insurance claim following burst pipes in the sports pavilion. The relevant work, however, had not been carried out until this financial year and must therefore be found within this year’s budget. In all, the shortfall totalled £2935 and a paper was circulated suggesting how this money could be recouped from other budget headings. These figures were, in principle, agreed.
b) It was confirmed that there should still be money to come in from the football club/ESCC (fingerposts) and the guides (hire of youth hut).
c) Clerk had queried huge increase in cost of external audit – Mazars confirmed that charges are levied depending on size of income/expenditure (whichever is greatest) and have sent a scale of fees. This will enable PC to budget fairly accurately for next year’s external audit.
d) Cllr Edwarde confirmed that inflation (CPI) stood at 3.2% as of November 16th.
e) Cllr Chalke confirmed that WDC are capped at 2.5%
f) Cllr Colenutt reported that Wealdlink had requested a grant of £265.00 for the year 2011/12. This was agreed.
After much discussion, it was agreed that the precept should be raised by 2.5% for the year 2011/12.
6.Update on Engine Shed Finances – Cllr Edwarde explained that the papers produced for the last Engine Shed meeting showed a possible surplus of £6400. It is likely that HPC will appoint Knill James Tax Specialists to assist with VAT reclaims and she had not taken into account their fee of 10% of funds successfully reclaimed. Should Knill James recover £40,363, fees will be £4,036.
It may be decided that it will be cheaper to appoint Knill James on an hourly rate.
7.Review Risk Assessment –
a) Clerk explained that whilst there was no legislation requiring annual PAT testing, should there be an accident, HPC would be required to give a very good reason as to why it had not been done. It was agreed, therefore, that NH contact Paul Ayling and another electrician for quotes.
b) TM had reported the swing chains to be wearing through – this to be reviewed in six months.
c) All sports clubs agreements have now been signed.
d) Guttering has been repaired in Youth Hut.
8.Matters for Reporting and Inclusion in Future Agendas
a) Clerk Remuneration/pay scales/annual reviews etc.
9.Date of Next Meeting – 28th February 2010.
Meeting closed at 9.30pm