APPENDIX D

Minutes of the Finance and General Purposes Committee

heldon Thursday08 March 2018

Duston Community Centre at 7pm

Present:

Cllr Alan Bottwood (Chair)

Cllr Mike Ingram

Cllr John Caswell

Cllr David Huffadine-Smith

In attendance:

Justin Gleich – Parish Clerk

Gary Youens – Deputy Clerk

  1. APOLOGIES FOR ABSENCE

Cllr Paul Anderson

  1. DECLARATIONS OF INTEREST

None

  1. MINUTES

The minutes of the previous meeting were not available and are to be presented as soon as possible at a future meeting.

  1. PUBLIC SESSION

Cllr Bottwood opened the public session at 7:05pm and there being no members of the public present and no pre-notified questions closed the public session at 7:06pm.

  1. ELECTION OF VICE-CHAIR

The Committee decided to defer this item until a future date.

  1. REVIEW OF DRAFT TERMS OF REFERENCE FOR FINANCE AND GENERAL PURPOSES COMMITTEE

The draft terms of reference for the Committee were circulated with the agenda

It was resolved:

  • To recommend the draft terms of reference to Full Council
  1. REVIEW INVOICE PAYMENTS

Cllr Bottwood explained the procedure currently in place. Both Cllrs Caswell and Bottwood authorised the payment of invoices and signed cheques for payment.

Cllr Huffadine-Smith spoke of the need to link invoice payments to specific budgets and council decisions, which was supported by Cllr Ingram.

Cllr Bottwood asked those present to forward any questions to him directly.

It was resolved:

  • The Committee reviewed and noted payments since November 2017.
  1. GENERAL DATA PROTECTION REGULATION / COUNCILLOR EMAIL ACCOUNTS

The Clerk gave a verbal update on these two issues and noted that preparations for both were in hand.

Cllr Bottwood noted the introduction of GDPR and how it would specifically impact on Parish Councils.

It was resolved:

  • The committee noted the update
  1. INTERNAL AUDITOR

Cllr Bottwood said he would like to speak the Internal Auditor and have a dialogue going forward.

  1. GRANT APPLICATIONS

The committee agreed to refer this to a future meeting

  1. CLERK / RESPONSIBLE FINANCE OFFICER UPDATE

The Clerk gave the following verbal update

  • Duston Library -Negotiations had been ongoing with Northamptonshire County Council, but current uncertainties over its future meant that discussions had been put on hold by County Council officers. The Clerk was confident that sufficient preparations had been made to allow DPC to proceed as soon as the County Council officers were able.
  • ICT Upgrade - The Clerk advised thata new copier was required for the parish office as the current machine was over ten years old and beginning to malfunction.
  • Facilities Charges – The Clerk noted that facilities charges had not been revised for some years and that a report would be prepared for the Committee on this.
  • Recovery of Locum Fees – The Committee was informed that the specific circumstances around the previous departure of key staff meant that the council would not be in a position to reclaim fees under its Key Personnel insurance policy. This had been the decision of the council’s insurers, and further investigation by the Clerk had confirmed that this would likely have been the case under other local council insurance policies.
  • St Luke’s Leases – Officers of the council have been in talks with a number of interested parties and discussions are ongoing.

It was resolved:

  • The Clerk to undertake a review of facilities, charges and terms and conditions
  • The Clerk to proceed with a new contract for a replacement printer

The next meeting of the Finance and General Purposes Committeewill take place on 5th April 2018.

Chairman John Caswell Vice Chairman Mike Ingram

Signed Chairman ………………………………………………………… Date ……………………