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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on 18 May 2005 The Radlett Centre, 1 Aldenham Avenue , Radlett.

Present:
Councillor Thompson (Chairman)
Councillor Mrs Griffin
Councillor Howley
Councillor Mrs Reith
Councillor Mrs Wackrow

Officer: Ms. Carrie Lloyd (Clerk)

1. APOLOGIES FOR ABSENCE

Councillor Mrs Charrett and Councillor Worthy

2. DECLARATIONS OF INTEREST

Councillor Mrs Griffin declared a personal interest in the item common costs with the Radlett Centre, as a Member of the Board of Trustees.

3. URGENT LATE ITEM

Members were advised that the Chairman had agreed to consider an urgent late item concerning the installation of a gas pipe line to the Scout Hut. The reason for urgency was so that work could progress as quickly as possible.

4. RECOMMENDATIONS FROM THE RECREATION GROUNDS COMMITTEE

The Chairman advised that he had agreed to consider two recommendations from the Recreations Grounds Committee;

•  Lease with Tabard Rugby Club

•  Tennis Court refurbishment

5. MINUTES OF THE MEETING HELD ON 13 APRIL 2005

The minutes of the meeting held on 13 April 2005 were signed as a true and accurate record.

6. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 13 APRIL 2005

(i) Tractor Financing – It was noted that the financing had been completed.

7. COMMON COSTS WITH THE RADLETT CENTRE

Members considered Councillor Deem's recommendations from the Radlett Centre Trust as previously circulated. RESOLVED that the proposal as circulated be agreed and the Clerk be requested to draw up a single document containing the agreement.

8. PROPERTY PORTFOLIO

(i) Tabard Rugby Football Club, King George's Playing Field, Radlett –

The Recreation Grounds Committee had recommended that, in light of the Rugby Club's solicitor's comments in his letter of 13 th May, the Rugby Club be offered a 25 year renewable lease in return for the club relinquishing the car park to the Parish Council. Members also requested that emphasis be placed on the Council's wish to return a public car park to the management and responsibility of a public body and that there would be no financial gain to the Council in taking over the responsibility.

Members RESOLVED that the Council's solicitor be instructed accordingly.

(Action: Clerk)

(ii) War Memorial, Watling Street – The Clerk confirmed that the matter was still with the Inland Revenue for Stamp Duty purposes.

(iii) 28 Elm Walk – Members were advised that the Clerk had requested an up to date valuation of the property but Mr Vigor had not yet provided one. It was suggested that another estate agent should be approached.

(Action: Clerk)

(iv) Kent Lodge – Members raised no objection to the tenant having a gas pipeline installed to the Scout Hut.

(Action: Clerk)

9. FINANCIAL STATEMENTS AND BUDGET REPORT

The financial statements to the end of April were noted.

The Recreation Grounds Committee had recommended that funding be given to repair one tennis court at Phillimore Recreation Ground (or two courts if there is little price increase) for the coming season. RESOLVED that repair of the tennis courts be initially funded from the budget to refurbish the tennis courts (£5,000)

(Action: Clerk)

10. REVIEW & CONSULTATION ON THE AUDIT REGIME FOR LOCAL COUNCILS AND THIS COUNCIL'S PREPARATION FOR LARGER COUNCILS' ACCOUNTING

Members noted the documents circulated and the need for the Council to prepare for Larger Councils' Accounting procedures. Herts. Association of Parish and Town Councils had advised that they would be putting on some training specifically for local Hertfordshire councils falling into this category of accounting. The Clerk advised that some more of the internal auditor's time may be required to ensure that this Council was fully compliant with comparable figures from previous years by 2008.

In regard to the Consultation document, Members requested that the Clerk advise NALC that this Council has seen greater expenditure in the auditing of its accounts. Furthermore the free advice service given by District Audit had been lost as soon as the service was externalised and the Council has had to pay for further advice it would have previously received free of charge. The external audit service has been extremely slow mainly due to the auditors not being able to cope with the workload. Whilst this has improved year on year, it is regretted that the service has not been up to standard from day one.

(Action: Clerk)

11. RESERVES POLICY AND LISTED ASSETS

Members noted the Clerk's report and that under the Larger Council's Audit Regime the assets would need to be listed differently. It was RECOMMENDED that the Council should aim to build a reserve of £150,000 over a five year period and that some of the budget earmarked for reserves in 2005/06 be used towards capital projects.

12. S.137 GRANT APPLICATIONS

Members RECOMMENDED the following;

RECOMMENDED that £1,000 from s.137 Budget & £1,000 be used from reserves to make the following s.142(2A) grant;

13. NEW CONTRACTS OF EMPLOYMENT FOR STAFF

Following the new contract of employment given to the Clerk, all staff contracts required updating. As part of the process and to ensure that staff were confident in the process, the Clerk requested authority to utilise the services of a Human Resources consultant. Quotations received had been £1,000 - £1,500.

Members declined the request.

14. PAYMENT FOR SPECIAL CORRECTIVE APPLIANCES (SPECTACLES)

Members noted the Health and Safety Executive's advice on the Display Screen Equipment (DSE) Regulations. Members were advised that office staff were reimbursed for eye tests but until now no claim had been made for special corrective appliances.

Members RESOLVED that £40 be paid towards special corrective spectacles required specifically for use on a V.D.U.

(Action: Clerk)

15. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on 15 June 2005

Closure: 9.30pm
Chairman