COOKHAM   PARISH   COUNCIL

Minutes of a Meeting of the

 FINANCE & GENERAL PURPOSES COMMITTEE

PRESENT:            Cllrs: P. Brockwell, G. Harris, M. Wellman and H. J. Woodbridge.

1.            APOLOGIES AND DECLARATIONS OF INTEREST: No apologies were received. All Cllrs present declared a personal interest in item 9. Cllr H. J. Woodbridge declared a personal interest in item 8.

2.            APPOINTMENT OF CHAIRMAN FOR FINANCE AND GENERAL PURPOSES COMMITTEE:  Cllr Woodbridge proposed Cllr Wellman to continue as Finance Chairman. This was seconded by Cllr Harris and AGREED unanimously.

3.            REVIEW OF AUDITED ACCOUNTS AND ANNUAL RETURN FOR 2006-2007 FINANCIAL YEAR: The main conclusion that came from the audit is that the Parish Council ran at a loss over the last financial year. The Asset Register was also missing and the Clerk confirmed that she had a few additions to make. The Register would be sent out to Councillors prior to approval of the accounts at the Full Council Meeting. Cllr H. J. Woodbridge proposed recommending the accounts for approval at the next Full Council meeting. This was seconded by Cllr Harris and AGREED unanimously.

4.            REVIEW OF PARISH PRECEPT AND PLANS FOR A SUBSTANTIAL INCREASE NEXT YEAR: The Chairman said that the Parish Council would need to justify any increase in precept. He said that the Committee should look at the Reserved Fund projects and prioritise them. Ideally the Council should look to have a plan of existing projects in the short term and long term. The Chairman then said that a paper would be prepared for the next Finance Meeting to re-visit and re-allocate Reserved Fund projects. The Clerk enquired about the lack of contingency funds should the tenants of Cemetery Cottage decide to finish the lease. The Cottage is a major source of income and would take money to re-decorate the Cottage as well as advertising costs to find new tenants. Cllr Woodbridge felt that the precept should be increased by £8,000 just as a contingency fund to cover Cemetery Cottage. It was AGREED that a visit to Cemetery Cottage to assess the interior was essential.

            The Parish Plan was also noted as potentially bringing up ideas that will need funding. Cllr Woodbridge felt that the increase in the precept could be as much as £20,000. Cllr Brockwell also noted that the recently requested survey for lighting in High Road could also bring a major project in terms of funding. The Committee Chairmen were asked to put together a short term plan for projects to be achieved in this financial year and a long term plan for future projects. This would be reviewed at the next Finance Meeting.

5.            DECORATING AND OFFICE MAINTENANCE COSTS: The Parish Council had received their 11% share of the costs of re-decorating the common areas of the Community Centre. Due to the fact that only the common areas had been decorated, the final bill had been much less than anticipated at approx. £300. The allowance in the Reserved Funds is £5,500. The Parish Office may need to be re-decorated at some point. Business rates were also discussed and the Clerk was asked to make enquiries as to whether this was correct practice for a Parish Council.

6.            INCREASE OF FIDELITY INSURANCE: Cllr Wellman proposed that the Fidelity Insurance should be increased as per the recommendation of the internal auditor – the total income plus half the precept. This would increase the Fidelity Insurance from £60,000 to £120,000. This was seconded by Cllr Woodbridge and AGREED.

7.            REVIEW OF 06/07 INTERNAL AUDIT AND PERFORMANCE OF INTERNAL AUDITOR: The Internal Audit report prepared by Barry Dancer was reviewed and approved by the Finance Committee. The performance of the internal auditor was also approved for this financial year.

8.            DONATION REQUEST FROM BERKSHIRE COUNTY BLIND SOCIETY: It was AGREED to recommend the sum of £200 to the Society – this was proposed by Cllr Brockwell and seconded by Cllr Wellman. This would be spent under Section 137 and would need to be ratified at the next Full Council meeting. It was also AGREED to put a donation request from Cllr Harris for the Thames Valley Air Ambulance on the next agenda of the Finance Committee.

9.         CLLR FRY’S REQUEST FOR A PERSONAL SUBSCRIPTION TO “CLERKS AND COUNCILS DIRECT” MAGAZINE: After discussion it was AGREED that Cllr Fry could have the Parish Office copy of this magazine thus making a personal subscription unneccesary. No other Cllrs were interested. In the event that an item was of any value, the Clerk would photocopy the article or the magazine and distribute accordingly.

PART 2 – PRIVATE AND CONFIDENTIAL - STAFF REVIEW– TO BE DISCUSSED UNDER STANDING ORDER 68

The meeting ended at 9.02pm