Minutes of Meetings

Held in the Community Room on Tuesday, 16^th June 2009, after the Planning Meeting commencing at 7.30pm.

ALSO PRESENT: Cllr D. Ricardo and Mrs Joan George.

1. APOLOGIES AND DECLARATIONS OF INTEREST: Apologies were received from Cllr M. Barnes. There were no Declarations of Interest.

2. APPOINTMENT OF COMMITTEE CHAIRMAN: On the proposition of Cllr Woodbridge, seconded by Cllr Hewer, it was AGREED unanimously to ask Cllr Wellman to continue as Chairman of the Finance and General Purposes Committee.

3. INTERNAL AUDITOR’S REPORT FOR 2008-2009 FINANCAL YEAR: Barrie Dancer had raised a number of items where the Council’s processes could be improved. Standing Orders and Financial Regulations should be formally approved every year. The Council were currently reviewing the Financial Regulations. The Standing Orders were currently being reviewed by NALC. The VAT Overclaim was due to the paths project. In order to reclaim VAT, the Parish Council must be named on the invoice as the customer. Council Minutes were now being signed at every meeting. The Clerical Assistant’s salary was being reviewed and the Risk Assessment had been carried out during the individual Committee meetings. The Register was now up-to-date to March 2009. Cllr Woodbridge proposed that the Financial Committee accept the findings of the internal auditor. This was seconded by Cllr Hewer and AGREED unanimously.

4. EXTERNAL AUDITOR’S 5% SPOT CHECK: Cookham Parish Council had been selected at random for a spot check of its processes. This is a normal process for the external auditor but the first time Cookham had been chosen. The Clerk circulated the list of additional information to be included with this year’s Annual Return. Most of the information was easily to hand which demonstrates that this Council operates well within the guidelines laid down by NALC.

5. REVIEW AND APPROVE THE END OF YEAR ACCOUNTS FOR THE 2008-2009 FINANCIAL YEAR: The end of year accounts had been circulated to every member of the Parish Council. The total receipts for the year 2008-2009 was £104,797 matched by total payments of £181,896. The balance at the end of the financial year was low at £11,713 – this was due to a substantial amount of developers’ contributions being over due to the sum of £26.5k. Had RBWM paid the Parish Council more promptly, our end of year balance would be a more healthy £38,213. Cllr Woodbridge proposed that the Council approve the end of year accounts for 2008-2009. This was seconded by Cllr Brockwell. The vote was unanimous.

6. APPROVAL OF THE ANNUAL RETURN FOR 2008-2009 FINANCIAL YEAR: On the proposition of Cllr Wellman, seconded by Cllr Woodbridge, it was AGREED to recommend to the Full Council to approve the Annual Return for the last financial year. It would go on the agenda of the Planning Meeting for final approval.

7. RESPONSE TO CLERK’S LETTER TO ZURICH INSURANCE: The Clerk had written to the insurance company on several occasions and not received any response. They apologised for the lack of response on the renewal form but did not answer the question on the letter regarding streetlights. A further letter asking for new insurance quotes to cover the new playground equipment and to ask for a claim form for the vandalised rocker – again has received no answer. It was AGREED that the Clerk would look now for a replacement insurance company with which to renew for next year. Cllr Harris suggested putting the Council’s insurance needs through a broker.

8. REVIEW OF THE FINANCIAL REGULATIONS: The Council had difficulty in agreeing their changes at the recent Council meeting and had requested that this be discussed by the Finance Committee. Cllr Ricardo, although not part of this Committee, was allowed to put his requests to the meeting. After much discussion, the following points were amended:

* Section 2. Annual Estimates (budget) 2.1 Each Committee shall formulate and submit proposals to the Finance Committee … not later than early January.

* Section 3. Budgetary Control 3.5 Unspent provisions in the revenue budget shall not be carried forward unless placed in an earmarked reserve by resolution of the Finance Committee, then approved by Full Council.

* Section 3. Budgetary Control 3.6 Cllr Ricardo requested to inform insurance company as soon as an order is placed. (The Clerk has considered this and the items are not the property of the Parish Council until paid for – so perhaps the insurance company should be informed prior to the cheque being sent out.)

* Section 6. Payment of Accounts 6.2 Committee Chairman are to approve invoices relating to the payment of capital goods.

* Section 10. Orders for Work, Goods and Services 10.1 The Clerk will issue a purchase order for all major purchases of goods and services. Cllr Hewer asked if the folder of invoices could be brought to the meetings. The Clerk agreed and said that the folder was always available in the Parish Office.

* Insurance for Parish Councillors was discussed. The Clerk advised that only the staff would be covered on the insurance policy. Parish Councillors carry out their duties at their own risk. Cllr Woodbridge said that with so many changes, the Terms of Reference would need to be studied to ensure no contradiction.