KCC Members Highway Fund – replacement tree in Braeburn Way
TMBC Community Enhancement fund - £1,750 – Diamond Jubilee Benches
To note Grants awarded / received by KHPC
The following grant funding has been awarded or received and were noted:
Waitrose - £225 – Community Centre stage
TMBC Community Enhancement Fund - £750 – Community Centre stage
KCC Highways Bus shelter grant – £2,000 – Discovery Drive bus shelter
KCC Member Community Grant Scheme - £575 – Tiddlers & Toddlers session leader.
To consider internal control of payment of salaries by BACS
After discussion, it was RESOLVED that the proposed system of internal control be approved.
To consider moving Barclays account elsewhere and agree actions
After discussion, it was RESOLVED that a new bank account be set up with Unity Bank and the funds from Barclays be transferred.
Kings Hill Community Centre Lease – to discuss progress with the Kings Hill Pre-school sub-lease and agree actions
Gullands Solicitors have incurred additional costs due to additional workdditional word incurredbge .45 in line with HM Revenue & Custom rates incurred. A request for approval of their invoice was considered. It was RESOLVED that the invoice be approved for payment.
Amendments to the lease were discussed in detail and a recommendation to Full Council was agreed.
To receive and discuss interim audit report and note findings
There were no issues for concern raised in the report. Noted.
To report dates of final internal audit – 21/05/2012 – Noted
To note calling date for 2012 audits – 11/06/2012 – Noted
To review the effectiveness of the system of internal control
The effectiveness of the system of internal control was considered and reviewed. A recommendation would be made to Full Council.
To discuss uses and limitations and consider future use of the system
The use of the intranet was discussed. It was agreed to defer a decision on its future to the next meeting.
It was suggested that Councillors would be allocated parish council email addresses to ensure members of the public could contact them directly. This would be added to the Full Council agenda for consideration.
It was also suggested that photographs of councillors be published on the website and notice boards for resident’s information.
Expenses policy – to update policy for recommendation to Full Council
The current policy was reviewed and the following amendments would be recommended to Full Council for approval:
Refund of the cost of printer ink up to £25 per committee membership per annum
1 ream of printer paper per committee membership per annum
Mileage rate increased to £0.45 in line with HM Revenue & Custom rates.
Financial Matters – to present reports to members for review
Accounts for Payment – March 2012 – the accounts for payment totalling £1,293.42 were circulated and approved. A list of payments is attached to the minutes in Appendix 1.
On-line banking approvals – March 2012 – a payment of £1,750.58 to HM Revenue & Customs for PAYE and NIC for month 11 was approved.
Approval list for standing orders – February 2012 – copy invoices had been requested for some payments and therefore this item was deferred to the next meeting.
Financial Statement – February 2012 – problems with the AdvantEdge computer system were reported. The financial statements would be emailed to the committee when available.
Reserve Account – February 2012 – the reserve account information would be emailed to the committee when available.
Verification of Bank Accounts – 29 February 2012 – the bank accounts would be verified at the next meeting.
Verification of on-line banking transactions – February 2012 – the payments made in February were verified against the bank statement.
To report on training events attended since previous meeting
The following training was reported:
08/02/2012 – KCC Pensions training – the Clerk attended
29/02/2012 – KALC Community Resilience – Cllr Barker attended
To report future councillors and staff training events booked
The Chair moved that, due to confidential nature of the following business in item FHR11/348 to 351 to be transacted, the press and public would be excluded from the meeting in accordance with standing order 1c at 21:57
Job Descriptions – to review current job descriptions – deferred
To review office structure and agree actions
The proposed changes to the office structure were discussed and it was RESOLVED that a further 4 month fixed term contract be offered. The recent transition arrangements would also revert back to normal.
To review overtime worked and agree actions
Additional hours worked were discussed and it was RESOLVED that a payment be made accordingly.
To report employee’s request for maternity leave
The request was noted. It was confirmed that a risk assessment had been undertaken for the role to ensure safe working.
The meeting was re-opened to the public at 22:11
To report meetings with representatives of the Finance & HR Committee
15/05/2012 – Final Internal Audit – RFO to attend – noted
Inside Track – Issue 194 – 01/02/2012 – noted
Inside Track – Issue 195 – 29/02/2012 – noted
NALC – confirmation of Section 137 rates for 2012/13 – noted
KCC – Pension information on contribution banding – noted
Future Meeting Schedule – to be agreed
The following suggestions were made. The Clerk was asked to check room availability for Monday 23rd April and Tuesday 8th May 2012. The Amenities Committee would also be asked if they would change their meeting date to 24th April to accommodate this change.
Questions from Councillors and future agenda items