Minutes of Meetings

Held in the Community Room on Tuesday, 24^th April 2007 in the Community Room (after the Planning Meeting) commencing at 7.30pm.

1. APOLOGIES AND DECLARATIONS OF INTEREST: Apologies were received from Cllrs Fisher and Innes. There were no Declarations of Interest.

2. REVIEW OF UNAUDITED FIGURES FOR 2006-2007 FINANCIAL YEAR: The Chairman had tabled a Summary of Accounts to all Councillors to show the finances at the end of the financial year. The bank balance was £43,166.99. Total expenditure was £104,174.02 (this included £2,500 towards the Cookham Plan). Total income was £85,471.21. The Council holds £23,400 in the Reserved Funds making an end of year balance of £19,766. These figures were considered to be acceptable for the end of 2006-2007 financial year. More details can be seen on the Summary of Accounts on Page 445 of the Minutes.

3. REVIEW OF RESERVED FUNDS FOR THE 2007-2008 FINANCIAL YEAR: The Clerk informed the Committee that the Grand in the Hand scheme run by RBWM had finished and there would be no more hand-outs on this initiative. The Chairman expressed his concern about the fact that Cookham Parish Council ran at a loss last year. The income on burials was down by £2,000 and even with the increased Precept, income was forecast to reach £92,772. However forecast expenditure was budgeted at £101,360 which would leave an un-acceptable end of year in March 2008 of £10,033.The Committee AGREED to act in the short term and transfer the £10,000 in Reserved Funds for Cemetery projects back to the General Fund for this year. Should the Council be in a position to forward Cemetery projects such as the footpaths, alternative methods of raising the funds could be considered. This was proposed by Cllr Wellman, seconded by Cllr Brockwell. VOTE: IN FAVOUR = UNANIMOUS. Cllr Stretton queried the fact that Cookham’s precept (although increased by 14.5%) was still significantly lower than similar parishes. It was also noted that Cookham Parish Council may have to increase the precept again next year. The Clerk asked the Committee to note that the Council was being run on very tight margins. The reliance on the Cemetery burials as a form of income was not wise and could become more volatile in the future. There was also no contingency for the tenants of Cemetery Cottage ending their lease. Refurbishment may have to be done and the lease may take several months to find the right tenants. The Clerk estimated that the Council should have a contingency fund of at least six months rent.

4. APPROVAL OF PAYMENT TO DAVID ARMSTRONG FOR COVER DURING THE CLERK’S HOLIDAY: The Parish Council were extremely grateful to David Armstrong standing in for the Clerk whilst she was on annual leave. This was due to the Assistant, Shirley Warren, fracturing her shoulder and being unable to work since the beginning of March. It was proposed by Cllr Woodbridge to pay Mr Armstrong at the rate of £12 per hour (£480 for 40 hours). This was seconded by Cllr Brockwell and AGREED unanimously.

5. UP-DATE ON EXPENSES AT CEMETERY COTTAGE AND REVIEW OF LEASE AGREEMENT: The Clerk informed the Committee that some expenditure had been necessary in March due to a emergency call out to mend a leaking tank that eventually had to be replaced. The Clerk also discovered that the gas boiler was in need of inspection and certification which was authorised as an emergency. The Council must note that this inspection MUST take place for both the boiler and the cooker every year by a qualified professional. The Clerk wrote to the tenants in October 2006 to ask if they had any work that needed attention and also to request that two Councillors from the Finance Committee pay a site visit to inspect the premises. The tenants were happy to arrange a mutally convenient time. It was proposed by Cllr Woodbridge and seconded by Cllr Brockwell to leave the lease un-changed at £1,000 per month. This was AGREED unanimously.

6. RENEWAL OF SUBSCRIPTION TO BALC: It was proposed by Cllr Stretton and seconded by Cllr Woodbridge to APPROVE the subscription to the Berkshire Association of Local Council’s (BALC) of £767.03. They provide reasonable advice and very good support over the difficult situations that can arise in this parish. The Clerk also said that they were the only body that a Councillor could turn to for independent advice without going through the Clerk.

7. REPLACEMENT OF BROKEN BOLLARD AROUND THE VILLAGE WAR MEMORIAL: It was AGREED that the bollards were included on the list of assets belonging to Cookham Parish Council. The Clerk was instructed to contact RBWM to ascertain which supplier they used in the first instance. The Clerk said that we should be wary of the excess of £100 on our Zurich Insurance should the Council decide to make a claim. Also it may be difficult to claim without knowing when the bollard was damaged and without a URN number to record the incident.

8. REVIEW OF DONATION REQUEST FROM BERKSHIRE COUNTY BLIND SOCIETY: Cllr Woodbridge queried why this item was on the agenda when our donation procedure states that requests for donations will be considered twice a year. The Clerk has since reviewed the revised donations procedure and the amendments approved at the Full Council Meeting on 3^rd October 2006 stated that donation requests would be reviewed twice a year at the October and April meetings. Therefore this item will be put

on the agenda of the next Finance Meeting. The Clerk asks all Councillors to check that they have the revised version of this procedure in their folders.

Part 2 of this meeting was not needed due to events discussed in Part 2 of the Planning Meeting earlier in the evening.