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ALDENHAM PARISH COUNCIL

Minutes of the meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 8pm on 19 October 2006 The Radlett Centre, 1 Aldenham Avenue, Radlett.

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

Officer:
Ms. Carrie Lloyd (Clerk)

1. DECLARATIONS OF INTEREST

Councillor Mrs Wackrow declared a personal interest as a governor of Newberries School.

2. MINUTES OF THE MEETING HELD ON 20 SEPTEMBER 2006

The minutes of the meeting held on 20 September 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 – Registration was progressing.
   
   
2. Field Adjoining Theobald Street - The Clerk had contacted Stevenage Land Registry regarding ownership of the land and a reply was awaited.
   
   
3. Financial Statements and Budget Reports - The Clerk advised that the budget for the Tennis Courts had been set at £15,297 as that was the balance due if all grants applied for had been received.
   
   The financial coding separation was dictated by Sage and it was not possible to create a further page for the festival income and expenditure in the current year.

4. PROPERTY PORTFOLIO

1. 28 Elm Walk – Members studied photos of various aspects of the property and RESOLVED that;
   
   (i) the taps that the previous tenant had changed in the bathroom should be left in situ and no further action taken;
   (ii) the Clerk arrange for repair of the front door letter box;
   (iii) wardrobes for the main and second bedroom and a dishwasher only be purchased should a new tenant require them and the tenancy would be lost without providing either of those items; and
   (iv) the Clerk be authorised to purchase a new oven following consultation with, and agreement by, the Chairman of the Committee.
   Members noted the Report of Officers regarding Estate Agents’ letting costs.  She advised that Aitchisons had clarified that their finder’s fee would be 8.5% of contract but the Council would have to pay for the inventory when a tenant was moving in and the tenant would pay for the inventory when they moved out.
   Members RESOLVED that Aitchisons be invited to market 28 Elm Walk for a monthly rental of £1,500 (or nearest offer).
   
   (Action: Clerk)
   

2. Work to the Council’s Offices – The Clerk advised that Building Control had contacted the architect regarding various fire precaution issues and he was dealing with them directly.

5. FINANCIAL STATEMENTS AND BUDGET REPORTS

Members noted the financial statements to September 2006.

6. AUDITOR’S FINAL REPORT 2005/06

Members noted the Report of Officers and the comments on the Auditor’s recommendations. Members considered it very important that only an electronic copy of the Allotment Register should be used from 1st April 2007 and the paper register be archived. It was RESOLVED that the Internal Auditor be sent the Council’s responses as attached at Appendix A to these minutes.

7. s.137 Grant

Members considered the Report of Officers detailing advice from NALC regarding s.137 grants to schools. It was noted that there was an issue of principle that the Council should address before looking at the specific request. This was “should a statutory provider of local authority / Government services be the subject of grant-aid from the Parish Council?”  Members were concerned that they would be open to criticism by the auditor if they were to award a s.137 grant to what was effectively a statutory service provider, albeit through the Parent Teacher Association. It was therefore RESOLVED with regret that following legal advice, this Council would not be providing s.137 grant aid to Newberries School P.T.A.

(Action: Clerk)

8. NEW OFFICE SERVER

Members considered the Report of Officers and noted that Company A had provided the cheapest quotation. In relation to the provision of wi-fi Members noted the additional expense involved and suggested that this should be discussed at a future meeting of the Council. It was RESOLVED that Altus Adtek (listed as Company A in the Report of Officers) be awarded the contract to supply and install the new office server for £4,770 subject to agreement by the Radlett Centre Trust.

(Action: Clerk)

9. CHRISTMAS OPENING HOURS

Members were requested to consider the opening hours for the office and recreation ground over Christmas. Members RESOLVED that

1. all staff be granted one concessionary day between Christmas and New Year;
2. the Council Offices be closed between Christmas and New Year with office staff taking annual leave for two of those days; and
3. Grounds Staff be requested to operate a skeleton service from Christmas Eve to New Year’s Eve to enable use of the multi-use games area and football pitches as necessary.

(Action: Clerk)

10. DATE OF NEXT MEETING

The next meeting was scheduled for 8pm on 15 November 2006

11. EXCLUSION OF PRESS AND PUBLIC

RESOLVED that the following item was confidential as defined in the Public Bodies (Admissions to Meetings) Act 1960 and the press and public be excluded from the meeting.

1. Payments to staff for evening work

12. Payments to staff for evening work

The Clerk presented the report to Members advising that the advice had been sought from NALC and SLCC on the Council’s behalf and the Finance Officer had compiled the figures regarding hours worked and rates of pay. The Clerk then left the meeting during debate on this item.

RESOLVED that

1. the Chairman look at the contracts of employment for Grounds Staff;
2. the Chairman review the figures provided by the Finance Officer; and
3. the Chairman report back to the next meeting of the Committee.

(Action: Chairman)

Closure:  9.40pm