MINUTES of a MEETING of the FINANCE & GENERAL PURPOSES COMMITTEE of Bourne Town Council held on Tuesday 16 December 2008 at 7.30pm, at the Town Hall
(Minuted by Town Clerk)
Present: Chairman Mrs P Moisey
Councillors Mrs S Cliffe Mrs L Neal (arr. 8.15pm) Mrs J Smith B Fines Ms J Pauley J Smith
D Fisher A Prentice
T Holmes K Roche 6 members of the public/press
899F APOLOGIES for ABSENCE
Proposed Cllr Ms J Pauley, seconded Cllr A Prentice and unanimously
RESOLVED: To approve the reason for apologies of absence from Councillors
D Higgs, Mrs B Johnson , Mrs H Powell and Mrs S Wilson
900F DECLARATIONS OF INTEREST none were declared at this point
901F INDICATION BY MEMBERS OF THE PUBLIC WISHING TO SPEAK ON AGENDA ITEMS
Nobody indicated any desire to speak on any agenda item.
902F TO APPROVE THE MINUTES OF THE MEETING HELD ON 4 November 2008
Proposed Cllr Mrs S Cliffe, seconded Cllr A Prentice and by majority vote
RESOLVED: To approve the above Minutes including Annex A & B as a true record and for Chairman to sign them
903F TO RECEIVE REPORTS BY DISTRICT/COUNTY CLLRS OR REPRESENTATIVES
Cllr T Holmes – Development Control Committee SKDC – attended meeting and 2 applications relating to Bourne had been approved. Laundry site 106 Agreement: developer had requested that SKDC remove 106 money in view of down turn in market; decision was not to remove but to change to staged payments.
904F TO ANSWER QUESTIONS FROM COUNCILLORS – No questions had been received
905F ACCOUNTS FOR PAYMENT The following invoices were presented for approval:
Payee / Item of Expenditure (Relevant Power to incur) / Gross AmountMonth 8 / Gross Staff Cost for Nov 08(LGA 1972 ss 112 & 214 & PHA 1936 s87) (LGPSR 1995) / £ 6,457.97
Biffa / Inv 4645 Container exchange Nov (LGA 1972 S111) / £ 71.86
PJH Landscape / Inv 8662 mowing at allotments 27.11.08 (SH&AA 1908 s26) / £ 33.59
T Mobile / Inv 495120 Nov (LGA 1972 s 111) / £ 21.27
Town & Country / Inv 100256 Install Xmas Lights & bulbs (LGA 1972 s 144) / £ 1,702.25
SKDC / Inv 30429 Room Hire Corn Exchange 18.11.08 (LGA 1972 Sch12) / £ 40.00
Millennium Q. / Inv 1485 Firefly Bulbs (LGA 1972 S 144) / £ 1,196.15
BT / Inv 1301 Telephone & Broadband Oct/Nov (LGA 1972 s 111) / £ 65.45
Bourne Fire Protection / Inv 208205 Fire Extinguisher Maintenance (LGA 1972 s 111& H&S at work Act 1974 s2)) / £ 18.80
Bailey Builders / Inv 1016-89 gravedigging re 18.11.08. (LGA 1972 s111) / £ 170.37
K B All Jobs / Inv A01032 change over planters (LGA 1972 s 137) £ 50.00 Inv A01033 Transport slabs to Cemetery (LGA 1972 s214) £30.00 / £ 80.00
Gregory Roses / Inv 1118 Replacement St. Roses (LGA 1972 s214 & OSA 1906 s10) / £ 223.25
British Gas / Homecare Agreemt (LGA 1972 s111 & H&S At Work Act 1974 s2) / £ 247.00
Spaldings / Inv 816187 Lawn Rakes (LGA 1972 s111) / £ 20.92
Camberwood / Inv C0163 Service & Repair Generator (LGA 1972 s 111) / £ 47.00
Travis Perkins / Inv 435 Wooden stakes (LGA 1972 s 111) / £ 17.14
Bourne Tractors / Inv248094 Steering parts and deck arms (LGA 1972 s 111) / £ 193.72
Bailey Signs / Inv 12167 Bench Plaque (LGA 1972 s 111) / £ 17.63
Infotec / Inv 1775276 Usage charge (LGA 1972 s 111) / £ 35.55
SAGE / Inv 1004065839 Payroll Cover Extra & Upgrade to V16 in 2010 (LGA 1972 s111) / £ 622.75
SLCC / Membership Renewal for 2009(LGA 1972 s143) / £ 187.00
SKDC / Planning Application Fee (being re-credited) (LGA 1972 s111) / £ 85.00
F Barker / Admin Mileage April-Nov - various BTC sites & Dyke (LG Finance Prov. Act 1963 s5) / £ 12.80
CASH Purchase Oct/Nov / Section 137 - Wreath for Remembrance Sunday / £ 16.50
Total (invoices are inclusive of VAT) / £ 11,583.97
The above invoices have been verified and cheques sent for some of the above
Proposed Cllr Mrs S Cliffe, seconded Cllr T Holmes and unanimously
RESOLVED: To recommend approval for payment of above accounts
906F PERIOD TRIAL BALANCE & BANK RECONCILIATION TO 31.10.08 (Month 07)
Proposed Cllr A Prentice, seconded Cllr B Fines and unanimously
RESOLVED: To adopt the Trial Balance & Bank Reconciliation for Month 07 as presented
907F PERIOD TRIAL BALANCE & BANK RECONCILIATION TO 30.11.08 (Month 08)
Proposed Cllr T Holmes, seconded Cllr Mrs J Smith and unanimously
RESOLVED: To adopt the Trial Balance & Bank Reconciliation for Month 08 as presented
908F INCOME/EXPENDITURE BUDGET REPORT TO 30 November 2008 (Month 08)
Proposed Cllr Ms J Pauley, seconded Cllr Mrs S Cliffe and unanimously
RESOLVED: To adopt the Report for Month 08 as presented
909F CORRESPONDENCE FOR CONSIDERATION AND RECOMMENDATION
A Correspondence for Information only – to be received en bloc (available for perusal)
a) S. Lincs Community Voluntary Service– Voluntary News – Issue 15 & 16 /2008
b) Clerks & Councils Direct – Issue 60 November 2008
c) SLCC – The Clerk Volume 40 No 6 – November 2008
d) SKDC Standards Committee - Minutes re 05.09.08 & Agenda for7.1108
e) NALC – Local Council Review - Volume 60, No 4 – November 2008
f) emda – news – Autumn Edition 2008
g) SAGE Solutions – Winter 2008
h) Community Lincs - Rural Links – Autumn/Winter 2008
Proposed Cllr T Holmes, seconded Cllr Mrs K Roche and unanimously
RESOLVED: To receive items (a) through to (h) en bloc
B) Correspondence for consideration
1. Lincolnshire Police – Strategic Development – CPR for Lives 14 June 2009 – COPS PYRENEAN RIDE Lincolnshire Police Officers are undertaking a charity bike ride in support of Lives First Responder Groups. This is a request that Parish Councils could support this initiative by arranging for a donation of £100 to be allocated in the 2009 precept. All donations will be returned to the area in which they were granted.
Proposed Cllr T Holmes, seconded Cllr J Smith and unanimously
RESOLVED: To receive the above
2. Lincs. Playing Field Association
a) Financial Support 2009/10 it is hoped that councils would feel able to offer some financial support towards the grant giving work of the association. Support on this occasion would be seen as an endorsement of the association’s work.
Proposed Cllr Mrs J Smith, seconded Cllr T Holmes and unanimously
RESOLVED: To receive the above as Bourne Town Council should support local facilites
3. Forestry Commission - Outcome of consultation exercise within Bourne Woods.
Proposed Cllr T Holmes, seconded Cllr Ms J Pauley and unanimously
RESOLVED: To receive the above and for Clerk to distribute information via email
4. LALC– News – Issue 132 November 2008 - Information on Freedom of Information, new Section 137 Allowance and Training for Councillors and Clerks (electronic version sent to members wherever possible)
Proposed Cllr Mrs P Moisey, seconded Cllr A Prentice and unanimously
RESOLVED: Members to contact Clerk re training; document is available from the office
5. The National Lottery – Where do you want your Big Millions to go? (information emailed to members if possible) Consultation on how the Big Lottery Fund’s good cause money should be allocated through its grant funding programmes between 2009 and 2015. Questionnaire can be completed at www.big-thinking.org.uk
Proposed Cllr Mrs P Moisey, seconded Cllr Ms J Pauley and unanimously
RESOLVED: To receive the above; members to respond individually
6. SKDC – Housing Solutions – Improving the energy efficiency of local homes in the Parish. – Update on work of “the Better and Warmer Homes team” in helping householders to save money and energy.
Proposed Cllr Mrs P Moisey, seconded Cllr K Roche and unanimously
RESOLVED: To receive the above; BTC has arranged a talk by the above for 03/02/09
7. Bourne Town Junior Football Club – Funding Request to cover final instalment on Loan Repayment – The grant would help to continue to provide facilities for the local community of Bourne and surrounding areas, to take part and support football by playing in Leagues in the area. Approx 260 young people, boys and girls, benefit from this. (copy of accounts 07/08 sent to members)
Proposed Cllr T Holmes, seconded Cllr Ms J Pauley and unanimously
RESOLVED: For a grant of £1000 to be made under Section 137; this to be offset against the final payment of the Football Club’s loan from Bourne Town Council
8. SKDC – Democracy Services – Bourne Local Forum - notification of meeting to be held on 15.1.09 at 7pm at Morton Village Hall. Nominations for membership would be welcome.
Proposed Cllr Mrs K Roche, seconded Cllr Ms J Pauley and unanimously
RESOLVED: To receive the above
9. Stamford & Bourne District Scouts & Guides - Deeping Gang Show – Grant Request (Accounts not yet received) The Committee was informed that last year’s grant was £100.
Proposed Cllr A Prentice, seconded Cllr B Fines and unanimously
RESOLVED: To make a grant of £100 under Section 137
910F TO DISCUSS QUOTTIONS FOR REPAIRS AND RAILINGS (referred by Amenities 2.12.08)
The Clerk presented a quotation summary of 4 companies all of which had experience in the field. After lengthy discussion it was
Proposed Cllr J Smith, seconded Cllr T Holmes and unanimously
RESOLVED: To award the contract to company no 2; quotation £9,095 including railings
911F MAYORAL REGALIA –DISCUSS FURTHER DETAILS & QUOTE (Minute 891F of 4.11.08)
Quotation Details in accordance with the committee’s resolution had been sent to members - Some members did not like the idea of discontinuing the inscription on the chain; they felt it was important to continue. The Clerk explained if that was what the council wanted then the original quotations should be considered again.
Proposed Cllr J Smith, seconded Cllr Ms J Pauley and unanimously
RESOLVED: To place this item onto the February agenda to re-consider original quotations
912F TO DISCUSS TIMESCALE OF PAYMENTS FOR INVOICES FROM SMALL BUSINESSES (Minute 08/052 of 18.11.08)
After lengthy discussions over the logistics and whether it met Standing Orders and in view of the current climate it was
Proposed Cllr J Smith, seconded Cllr Mrs S Cliffe and unanimously
RESOLVED: Clerk to pay invoices of local businesses within 14 days up to £500; this to be ratified through Accounts for Payments
8.15pm Cllr Mrs L Neal arrived
913F FIRE AND RESCUE – TO DISCUSS FIRE SAFETY TRAINING THROUGH SKDC
The Clerk reminded members that Bourne Town Council failed parts of the recent Fire Safety Inspection with training being part of that failure. SKDC offered to incorporate BTC staff at £60 per person. The Clerk suggested that she and the Cemetery Supervisor should attend.
Proposed Cllr A Prentice, seconded Cllr Ms J Pauley and by majority vote
RESOLVED: For Clerk and Cemetery Supervisor to attend such training
914F TO DISCUSS DONATION TOWARDS THE COST OF REMEMBRANCE SUNDAY
The Clerk reported that last year’s contribution was £200 including the cost of the Wreath
Proposed Cllr Mrs S Cliffe, seconded Cllr B Fines and unanimously
RESOLVED: To make a grant of £200 in total (£16.50 cost of Wreath + £183.50) under Section 137
915F INTERNAL AUDIT
The Clerk explained that she had not had any success with financial institutions to obtain an Internal Auditor. She had also contacted a couple of other people who she felt might have been suitable and one of whom (a former Parish Clerk) had indicated that he would be prepared to take on the work.
Proposed Cllr T Holmes, seconded Cllr Ms J Pauley and unanimously
RESOLVED: For Clerk to investigate this further and for members to also consider suitable candidates that could be approached
916F FREEDOM OF INFORMATION (All appropriate documentation had been circulated to members)
a) Model Publication Scheme - The Clerk explained that the Previous Publication Scheme adopted in November 2002 was expiring at the end of 2008 and a new Model Publication Scheme had to be adopted and be effective by January 2009.
Proposed Cllr A Prentice, seconded Cllr Mrs K Roche and unanimously
RESOLVED: To make a recommendation that the Model Publication Scheme be adopted
b) Draft Guide to Information available from Bourne Town Council –The Clerk explained that this document also had to be adopted within the above timescale. This document lists the information, where the information is available from and how much it would cost. The council has to have a clear Schedule of Charges incorporated in the Guide.
The Clerk had adapted the model guide to suit Bourne Town Council with a recommendation of website retrieval being free a copying fees (black & white) of 10p/A4 side in colour 25pA4 side and Actual Cost of Royal Mail standard 2nd class for posting the information. Search Fees in the Register of Burials - £20 for two hours and £10 per hour thereafter in accordance with the Local Authorities Cemeteries Orders 1977 Sch2 Part II Para 6.
After detailed discussion it was
Proposed Cllr Mrs L Neal, seconded Cllr B Fines and unanimously