Monday 12th march 2012



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MINUTES OF A MEETING OF THE FINANCE AND HR COMMITTEE

HELD AT 7:30PM ON MONDAY 12th MARCH 2012 AT THE KINGS HILL COMMUNITY CENTRE
Present: Cllr R Cassidy (Chairman)

Cllr S Barker

Cllr M Peake
Apologies: Cllr S Woodcock
Absent: Cllr A Petty

Cllr C Joselin
Also in attendance: Ms H Munro (Clerk & RFO)

Cllr L Sharp

Mrs J Finney




To receive and accept Apologies for Absence

Cllr Woodcock sent her apologies with a reason for her absence which was accepted.









To receive Declarations of Interest

Cllr Barker declared her interest in items FC11/322-325 – Kings Hill Youth Club.









To receive Declarations of Lobbying

Cllr Barker declared she had been lobbied about items FC11/322-325 – Kings Hill Youth Club.









Minutes – it was RESOLVED that the minutes of the meeting held on 6th February 2012 be approved for signature and they were duly signed.







Clerk & Responsible Financial Officer’s Report








FHR 11/283 Kings Hill Youth Club (KHYC) fixed term licence

This was approved by Full Council and given to KHYC for comment.










FHR 11/304 Review of current salaries

Letters have been sent to relevant staff.










FHR 11/311 Funding for allotments

Contact has been made with the KCC Community Engagement officer, and this will be discussed further at the next Amenities meeting.






Amenities



Chairman’s Announcements

There were none.









Public Session

There was no Public Session.











Kings Hill Youth Club






To receive financial accounts for discussion

Amended accounts were presented at the meeting and discussed in detail. Cllr Sharp agreed to send the Club’s constitution to the Clerk.





LS



To recommend payment of a second tranche of grant funding to the Club

It was agreed that a recommendation to approve the payment be given to Full Council.





Full Council



To receive any comments from KHYC on the fixed term licence for consideration

KHYC had no further comments and the RFO was asked to draw up a signature copy.





RFO




Cllr Sharp and Mrs Finney left the meeting at 20:01








Grants






To receive applications for the KHPC Community fund for approval

Applications were circulated and discussed. It was RESOLVED that the following grants be awarded:



  • KHYC - £219.24

  • Tiddlers and Toddlers - £144

  • Heart of Kent Hospice - £100





RFO



To note Grants applied for by KHPC

The following grant applications were noted:



  • KCC Members Highway Fund - £5,000 – anti-speeding campaign

  • 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.










Banking






To consider internal control of payment of salaries by BACS

After discussion, it was RESOLVED that the proposed system of internal control be approved.





RFO



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.





RFO




Kings Hill Community Centre Leaseto 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.




RFO



Amendments to the lease were discussed in detail and a recommendation to Full Council was agreed.


Full Council




Audit






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 system of internal control

A report detailing the system of internal control was circulated, discussed and amended.









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.






Full Council




Intranet






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.


Full Council



It was also suggested that photographs of councillors be published on the website and notice boards for resident’s information.


Full Council



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.






Full Council




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 2012a 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.



RFO



Financial Statement – February 2012 – problems with the AdvantEdge computer system were reported. The financial statements would be emailed to the committee when available.



RFO



Reserve Account – February 2012 – the reserve account information would be emailed to the committee when available.


RFO



Verification of Bank Accounts – 29 February 2012 – the bank accounts would be verified at the next meeting.


RFO



Verification of on-line banking transactions – February 2012 – the payments made in February were verified against the bank statement.








Training






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 following future training was reported:



  • 13/03/2012 – KALC Neighbourhood planning event – Cllr Barker to attend

  • 31/03/2012 – KALC Planning Conference – Cllr Barker and the Assistant Clerk to attend

  • 02/05/2012 – KALC Larger Councils Conference – the Clerk to attend

  • 04/05/2012 – RBS Finance training – all office staff to attend

  • 25/05/2012 – KALC Clerk’s conference – the Assistant Clerk to attend






SMB
SMB/ BH

Clerk

All Staff

BH

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


FHR



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.






Clerk



To review overtime worked and agree actions

Additional hours worked were discussed and it was RESOLVED that a payment be made accordingly.





Clerk




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






28/02/2012 – Internal Interim Audit – RFO attended – noted






15/05/2012 – Final Internal Audit – RFO to attend – noted








Correspondence






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.





Clerk

Amenities



Questions from Councillors and future agenda items

There were none.










Meeting Ended at 22.20









Signed....................................................................................................









Date.......................................................................................................






APPENDIX 1

Kings Hill Parish Council

Accounts for Payment

At Finance & HR Committee Meeting on 12th March 2012





PAYEE

Description

CHQ No

AMOUNT

Gary Morris

Expenses - Toner Cartridge

322344

£51.58

Morries - Taste Temptation

Catering 27th Feb/1st Mch/2nd Mch

322345

£154.35

KALC

Planning Lenham 31st Mch SB & BH

322346

£144.00

Ian Sharp

February Charges

322347

£225.00

Helen Munro

February Expenses

322348

£116.96

Kentklean Ltd

Cleaning Bus Shelter Discovery Drive

322349

£42.32

Helen Munro

Petty Cash plus £4.60 salary shortfall

322350

£85.21

Spacewall

Annual Maintenance Dividing Wall

322351

£474.00









TOTAL

 

 

1,293.42




F&HR 12/03/2012 Page Signed........................................



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