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Minutes of a meeting of the GENERAL PURPOSE/FINANCE COMMITTEE, Arlesey Town Council held in the Village Hall, Arlesey on Tuesday 21 July 2009. PRESENT: Cllrs: H Harper (Chairman) R Harris D Beatham C Howitt Mrs L Bowskill Ms C Marshall N Daniels D West Also present: Mrs L Rowe (Assistant Clerk) Cllr Mrs D Archer Cllr Mrs H Frost Cllr D Page 206 ELECTION OF CHAIRMAN FOR THIS MEETING The Chairman and Vice-Chairman were absent for this meeting and a proposal was needed for someone to chair the meeting. It was proposed and seconded that Cllr Hugh Harper be elected as the Chairman for the meeting. 207 APOLOGIES An apology for absence was received from Cllr I Dalgarno. 208 MEMBERS’ INTERESTS No declarations of personal or prejudicial interests were received. 209 PUBLIC PARTICIPATION None 210 MINUTES OF THE PREVIOUS MEETING RESOLVED that the Minutes of the meeting of the Committee held on 16 June 2009 be confirmed and signed by the Chairman as a true record 211 MATTERS ARISING There were no matters arising from the previous meeting 212 RESERVES REVIEW This item was deferred from the Town Council meeting on 7 July 2009 for review by the committee. Minute number 543 (b) The Chairman reflected on the end of year report that went to the Town Council meeting on 5 May 2009. This stated the Town Council are still holding reserves for the Skate Park of £30,501 and for Traffic Calming of £1,000 and consideration has to be given as to whether these could be used for other projects. The Committee could recommend to the Town Council that the Skate Park reserve of £30,501 should still be used for recreational purposes. There are already 106 monies that could also go towards these projects. The Chairman proposed that the EMR for the bus shelter refurbishment of £5,500 could be used to refurbish two shelters in the town and that this would be taken to the next Town Council meeting. There are other projects that will have to be considered for future expenditure, ie the cemetery ditch and the new allotment land. RESOLVED to take these proposals to the next Town Council meeting 213 COUNCIL COSTS REVIEW This item was deferred from the Town Council meeting on 7 July 2009 for review by the committee. Minute number 543 (c) The Chairman said that the Council should be mindful of council costs and be vigilant at looking at the possibility of making any savings. One item that caused some concern was the cost of the audit. The Chairman explained that there are two internal audits a year and also an external audit. The audit costs have to be paid in the year they relate to and at the end of year close down an approximate cost is accrued to cover these. He went on to say that Members do have several opportunities to query council expenditure, ie at budget stages (preparation and final), when invoices are paid and the monthly income and expenditure reports. The Chairman said that if at any time a councillor has a query with the accounts they should see the Clerk who will be able to explain and answer any questions. RESOLVED to note this information 214 RISK MANAGEMENT – Key Holders Prior to the meeting Members had received a copy of the Key Holders and Key Log Procedures to recommend for approval at the next Town Council meeting. One Member asked whether there was a spare set of cemetery keys held in the office. Cllr Harper said that he would get spare keys cut if there wasn’t a set in the office. RESOLVED to recommend adoption of the Key Holders and Key Log Procedures 215 CORRESPONDENCE – Girl Guiding Centenary Celebrations The Chairman read the correspondence from Julia Hanna informing the Council of the 2010 centenary of Girl Guiding. As part of the celebrations they would like to adopt an area for a planting display and plant bulbs in the autumn on the green space outside the Village Hall. Permission will have to be sought from Central Bedfordshire Council as they own the land. RESOLVED the Town Clerk will respond to the correspondence 216 RURAL CRIME The Chairman read the correspondence from Alistair Burt MP inviting the Council’s Chairman and Clerk to a meeting with Bedfordshire Police. He said that he would be attending the meeting with the Town Clerk on Thursday 6 August 2009 at 6.30pm at Renhold Village Hall. RESOLVED to note this information 217 GROUND STAFF The Chairman said that a working party needed to be formed to look at how the Council would employ ground staff when the present contractors contract ends at the end of February 2010. He invited Members to form a working party, the following councillors put their names forward Cllr Mrs L Bowskill, Cllr I Dalgarno (in his absence), Cllr H Harper, Cllr R Harris and Cllr Ms C Marshall. RESOLVED that Cllrs Mrs L Bowskill, I Dalgarno, H Harper, R Harris and Ms C Marshall form the working party to look at employing ground staff 218 ACCOUNTS FOR PAYMENT The following accounts due for payment were presented to Members for approval Handyman June 2009 190.57 Staff salaries month 4 3,608.61 PAYE/NIC month 4 1,113.48 Superannuation month 4 944.58 Mello R C Manager June 2009 816.32 4thenet Internet 19.56 BT Fax TC 51.56 variable payment to previous payment BT Telephone TC 164.76 variable payment to previous payment Badgemaster Badges for Cllr Mrs Bowskill & Miss Clark 10.24 Savin Flowers for Church Festival 52.73 Abacus Photocopier 32.65 MJ Ryalls Materials to repair seats 14.17 Herts CC Tables for RC 309.81 Herts CC Stationery RC 35.16 Herts CC Stationery TC 53.61 Herts CC First Aid box & fire exit signs 21.45 Herts CC Electric Fan for RC 24.09 M Rainbow Cuts 6 & 7 verges 768.00 BT Telephone RC 73.80 variable payment to previous payment Garden City Marquees Balance of marquees Fun Day 542.47 Garrick Outdoor Repair to bus shelter 569.25 AR Worboys Stotfold Rd & underpass cut 201.25 Lets Party Bunting & Balloons Fun Day 34.49 WPS Insurance Annual insurance 2009/10 8,150.87 Mr Dillingham PA System Fun Day 100.00 Lion Press Posters for Fun Day 158.70 Jazz Works Jazz Band for Fun Day 150.00 M & S Vouchers Fun Day paid for by Hive Industries 50.00 SLCC Annual membership 187.00 DEPOSITS REPAID The following payments are for return of deposits for the hire of the village hall Mrs Legate Hire of Village Hall 30.00 Ms Brignull Hire of Village Hall 30.00 Mr Lyons Hire of Village Hall 30.00 Petty Cash Town Council 88.99 Floats Fun Day 40.00 RESOLVED that these accounts be paid CHAIRMAN
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