Minutes of Meetings

Held in the Community Room on Tuesday, 21^st November 2006 in the Parish Office commencing at 7.30pm.

IN ATTENDANCE: Cllr Fry – part time.

1. APOLOGIES AND DECLARATIONS OF INTEREST: Apologies were received from Cllr Prichard.

2. TO DISCUSS FURTHER CHANGES TO DRAFT BUDGET IN THE GENERAL FUND FOR 2007-2008: The Chairman presented some review figures that he had worked on with Cllr Fisher. These figures would act as an end of year forecast to give Councillors some idea of likely expenditure for the financial year. In addition the Chairman would also present a separate report to enable the Councillors to make informed decisions during meetings. This report would summarise changes that occur throughout the year that may not appear in the budget – a typical example this year is the decision to light the war memorial. The Clerk reminded the Councillors that all significant sums of money must be allocated to a specific project even if that project does not actually happen or events change expenditure priorities for the council. It was suggested that our insurance should increase next year by 18% and that our public liability insurance should be reviewed. The Clerk will consult other Parish Councils to see what the consensus is on insurance increases and report back The Clerk will also check on election costs.

3. TO IDENTIFY ANY AREAS OF RISK IN THE PARISH: There was much discussion concerning the Causeway and whether it was a road or land owned by the Parish Council. The Clerk said that the Causeway was not insured but would need to clarify Cllr Ricardo’s investigations into this matter. Cllr Coker said that the Parish Council should have a contingency plan for flooding. Another of risk identifed was Odney Common – we administer the up-keep of the Common but ownership lies with John Lewis. Cllr Harris said he was not sure of the legal responsibilities on Odney. It was AGREED that the Clerk would write to Sue Bickle at John Lewis to ask her to clarify this matter for risk assessment purposes. The installation of a life belt at Stonehouse Common was also considered along with a register of benches in the parish and their general condition.

4. TO REVIEW AND APPROVE A DRAFT RISK MANAGEMENT POLICY AND RISK ASSESSMENT: The original template for this policy had come from Winnersh Parish Council and had been adapted to fit Cookham Parish Council’s activities and functions. The Finance Committee had just two small queries. Cllr Woodbridge referred to Page 4, Section 2, 24 b – “Maintenance for vulnerable building, amenities or equipment” – line 2 should read: “Maintenance is undertaken by RBWM staff or contractors.” Cllr Stretton and Coker had concerns over Page 10, Section 3, 3C (d) entitled “Computer data safety” – There were no changes as such but both Cllrs confirmed that Cookham Parish Council should get an independent formal procedure in place for regular back up of council information. Cllr Coker reiterated his concerns about control. On the proposal of Cllr Woodbridge, seconded by Cllr Stretton, it was AGREED to recommend this policy for adoption at the next Full Council Meeting.

4. TO APPROVE CLERK’S REPLY TO UHY HACKER YOUNG RE 2005 – 2006 AUDIT: All Committee members had the chance to read the letter from Hacker Young and the Clerk’s reply. The Clerk said that the information requested in the letter concerning explanations of items and amounts in the set aside Reserved Funds were unnecessary for them to complete the audit. She said that this was the first time they had requested this information in several years and if a Parish Council sends too much paperwork, they run the risk of being financially penalised. She wanted the Committee to note the requests from Hacker Young as a reference for other years. On the proposition of Cllr Stretton, seconded by Cllr Woodbridge it was AGREED to approve this reply to Hacker Young.