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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on 20 September 2006 The Radlett Centre, 1 Aldenham Avenue, Radlett.

Present:
Councillor Howley (Chairman)
Councillor Mrs Charrett
Councillor Mrs Griffin
Councillor Mrs Griffiths

Officer:
Ms. Carrie Lloyd (Clerk)

1. APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillor Mrs Wackrow and Councillor Worthy.

2. MINUTES OF THE MEETING HELD ON 19 JULY 2006

The minutes of the meeting held on 19 July 2006 were signed as a true and accurate record.

3. MATTERS ARISING FROM THE MINUTES OF THE MEETING HELD ON 19 JULY 2006

1. Survey and mapping of King George V Playing Fields – Turner and Debenhams had contacted the Clerk with some further questions regarding the site.  She had responded to their request and registration was progressing.
   
   
2. Field Adjoining Theobald Street - The Clerk had not yet obtained details of the ownership of the land but had ascertained that there were no development proposals at present.

(Action: Clerk)

4. PROPERTY PORTFOLIO

1. 28 Elm Walk – Freeman Dawson & Co from High Wycombe had carried out the work to the two bedrooms and the damp problem appeared to be cured.  Wren’s electrical were sourcing and installing a humidistat in the kitchen to prevent build up of condensation.  The quotations had been sought and J & H decorators had been engaged to re-paint the property following consultation with, and approval by, the Chairman of the Council and Chairman of the Finance and General Purposes Committee.  The cost would be £2,738.45 ex VAT.  A firm of cleaners would be then engaged to clean the property and the carpets cleaned through out prior to letting.
   
   The previous tenant had changed the taps in the bathroom and the reason for doing so was being sought.
   
   Members requested that the Clerk obtain quotations from other letting agents to see if their management costs and anticipated rental income were more favourable than the current estate Manager’s.
   
   (Action: Clerk)
   
   
2. Work to the Council’s Offices – The Clerk had engaged Mr Richard Lloyd as the lowest bidder for the work.  He had drawn up the plans after extensive discussions with Building Control.  It was likely that fire proof shutters would be required for when the counter area was not in use.  Details of the alterations would also be sent to the Head of Asset Management at Hertsmere Borough Council as Landlord for the property.  The Clerk was requested to obtain further advice regarding the removal of the door at the lift and staircase to enable the Apthorp Gallery to be have a more open aspect.
   
   (Action: Clerk)

5. FINANCIAL STATEMENTS AND BUDGET REPORTS

Members noted the financial statements to August 2006 and that with the additional expenditure incurred and reduction in income in the last 5 months that the Council would have to monitor the budgets very closing to ensure that the budgeted reserves were, if necessary, used sparingly.

The Clerk was requested to look at the new set up on the monthly sheets for the Festival nominal codes as Members were not satisfied with it sitting on the Transportation page. 

The Clerk was also requested to ascertain why the budget for the Tennis Courts had been set at £15,297.

(Action: Clerk)

6. s.137 Grant

Members considered the grant requested by Newberries School.  In view of the Internal Auditor’s recent comment in his 2005/06 final report on s.137 payments to local schools, the Clerk was requested to obtain his opinion on this application before Members reached their decision.

(Action: Clerk)

7. NEW OFFICE SERVER

Members were requested to consider upgrading the office server in the current financial year.  Whilst Members were not averse to the purchase in principle, the Clerk was requested to obtain quotations from two other suppliers before a decision would be taken.

(Action: Clerk)

8. AIR CONDITIONING FOR THE FIRST FLOOR

The General Manager of The Radlett Centre had obtained quotations for providing air conditioning in the Apthorp Gallery, Meeting Room 2 and two of the Parish Council’s Offices.  The Parish Council would be required to contribute £4,159.50 excluding VAT for the equipment and installation.

Members were mindful that the Radlett Centre Trust declined to install air conditioning in the Apthorp Gallery and Meeting Room 2 in 2005/06 as other measures could be put in place first.  Windows had been installed in the Parish Council Offices and the sky light repaired but this had done little to circulate air on the first floor during the Summer of 2006.  The heat had affected staff and hirers of the building.

The environmental impact of installing air conditioning was noted, however, for the health of staff and hirers during warm weather, Members RESOLVED that the Parish Council contribute £4,159.50 for the purchase and installation of air conditioning.  The work to be scheduled when other alterations were taking place to the first floor.

(Action: Clerk)

9. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on 18 October 2006.

Closure:  9:10pm