 finance minutes
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Finance Sub-Committee meeting - 11th January 2012
Finance Sub-Committee meeting - 9th November 2011
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
DRAFT Minutes of the meeting held on Wednesday 10th November 2010 in Buckland Monachorum Village Hall at 8pm.
Present: Mrs S Challiss (Chairwoman), Mr P Barons, Mr P Wing, Mrs S Britton, Mr D Simkins, Mr D Butland, Mrs C Allan and Mrs E Simkins (Clerk).
1. APOLOGIES: Miss M Allen.
2. Review of the expenditure for the remaining months of the financial year. The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were agreed based on terms and conditions of existing contracts, and outstanding items of expenditure and entered onto the table. It was noted that the anticipated change of publishers for Miscellany did not take place and expenditure on the newsletter remained at £850 leaving a balance on the budget of £150. It was agreed to allocate the £150 to obtain further copies of the parish walk leaflet. Following discussion on the fee levied by WDBC for the Parish contribution towards cleaning and cost of utilities for the local public conveniences it was agreed to request the winter closure of the public toilets at Leg O’Mutton. The fee is not made known to the parish council until March, so budget figures were based on estimates from previous years. The fee last year was increased by 21%. It was considered necessary to reduce the cost on this item. It was reported that there has been no recommended increase in pay scales this year and September 2009 rates were still being used. It was agreed to make no changes to the estimated expenditure to the year-end on this item. There were outstanding items of expenditure on Capital; the provision for a replacement board in Yelverton, and additional expense of a board and signs for the Cemetery.
3. Consideration of requests for grants and donations. Requests have been received from Yelverton Village Park, and Crapstone Green for grass cutting, Tavistock Ring and Ride, the Citizen’s Advice Bureau, Yelverton War Memorial Hall, £5 for internet/web links, The Harrowbeer Interest Group £120 for publicity leaflets for a forthcoming community event. The Allotment Association has also asked for a donation towards costs of setting up the new allotment gardens. It was agreed to make the following donations: Yelverton Village Park £100, CAB £50, Harrowbeer Interest Group £100, Crapstone Green £80, Tavistock Ring and Ride £150, Yelverton Hall £5, and the Allotment Association £500. Totalling £985.
4. Consideration of Requirements for 2011/12. The Clerk and Mr Simkins declared an interest in the expenditure item under Clerk’s salary and expenses. It was reported by DAPC that there has been no recommended increase in pay scales this year and that September 2009 rates were still being used. The Clerk reported that it was her intention to leave the council with effect from 31st May 2011. It was not known or possible to predict the level of experience and therefore pay for a replacement clerk and it was agreed to make no changes to the current pay scale and expenditure for 2011/12. Other requirements for the year were considered and figures agreed and entered on the table with regard to existing terms and conditions of contracts. It was agreed to offer a 2% increase to the grass cutting/maintenance contractors. An additional provision was made towards the planned celebrations of the Queen’s Diamond Jubilee in 2012 (Bank Holiday 5th June 2012).
5. Recommendation for the Precept. It was agreed to recommend a precept of £35625 to the Council.*
6. Other matters concerning Finance. Discussion took place on the time left on the PWLB loan used for the purchase of the Crapstone field from the MOD. This would be surrendered on 10th September 2015. The Clawback condition placed on the sale of the field by the MOD terminates on 28th June 2014.
Discussion also took place on the project to repair and refurbish the lych gate and the cemetery landscaping. It was agreed to obtain a further quote on the felling of two fir trees in the cemetery.
The meeting closed at 9.25pm
NB: * At the full council meeting on 23rd November the Members considered the recommendations of the sub-committee and following further discussions agreed adjustments to the recommended budget and made a final agreement on a Precept of £34212.
FINANCE SUB-COMMITTEE
Minutes of the meeting held on Wednesday 11th November 2009 in Buckland Monachorum Village Hall at 7.30pm.
Present: Mr D Simkins, Mr P Barons, Mr P Wing, Mrs S Challiss, Mrs C Allan and Mrs E Simkins (Clerk).
1. APOLOGIES: Mr D Butland, Mrs S Britton, Miss M Allen.
2. Review of the current year’s expenditure. The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were agreed based on terms and conditions of existing contracts, and outstanding items of expenditure.
3. Consideration of requests for grants and donations. Requests have been received from Yelverton Village Park, and Crapstone Green, for grass cutting, Buckland Monachorum Village Hall towards cost of new chairs and tables, Tavistock Ring and Ride, the Citizen’s Advice Bureau and Vitalise. It was agreed to make the following donations: Yelverton Village Park £150, Crapstone Green £100, Ring and Ride £150, Buckland Village Hall £200 and CAB £50.
4. Consideration of Requirements for 2010/11. The Clerk and Chairman declared an interest in the expenditure item under Clerk’s salary and expenses and withdrew from the meeting. Mrs Challiss took over as Chairman. Following consideration of NALC recommendations it was agreed to accept the current recommendations for salary on Scale 23 for the current year and make allowance for a similar increase in 2010/11. It was also agreed to approve a change in mileage rate to the NALC recommended Casual User rate. It was also agreed to approve the NALC recommended annual leave entitlement of 25 days. It was further agreed to increase the Home as Office allowance to £500. The Contract and terms of and condition of employment will be amended. The Clerk and Chairman returned to the meeting.
Requirements for the year were considered. In anticipation of a change of Printers for Miscellany an allowance of £1000 was recommended, and an allowance of £3000 for general maintenance work in anticipation of necessary work to improve drainage in the cemetery and work to begin the expansion of the cemetery. The notice board in Yelverton is deteriorating and an allowance of £1500 was made in anticipation of renewing the board. Each item of expenditure was agreed for 2010/11 and detailed on a table for recommendation to the full council.
5. Recommendation for the Precept. It was agreed to recommend a precept of £34212 to the Council.
6. Other matters concerning Finance. Discussion took place on the future plans for expansion of the cemetery. It was estimated that the current space would be filled in about 5 year’s time based on average use over the past 10 years. Discussion also took place over the Allotment Project, which was not progressing as planned due to a lack of success in attracting grant funding. DCC and National Trust were being approached to find out if there was alternative, more suitable sites available.
The meeting closed at 9.30pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
Draft minutes of the meeting held on Wednesday 21st January 2009 in the Clearbrook Village Hall at 7pm.
Present: Miss M Allen, Mrs S Britton, Mr D Simkins, Mr D Barons, Mr P Wing, Mr D Butland, and Mrs E Simkins (Clerk).
1.Apologies. Mrs M Mills and Mrs C Allan.
2.Review of Cemetery Fees.
Following discussion, comparison of fees with other cemetery’s in the local area and comparison of revenue and expenditure for the cemetery it was agreed to make the following recommendations:
a) A retention of the current level of fees with the exception of the fee for the purchase of a burial plot.
b) An increase of £50 on the purchase of a plot for a resident from £150 to £200.
3.Review of the Rules and Regulations (criteria for defining a resident).
Following discussion on the definition of resident in relation to apportioning fees, it was agreed to recommend an amendment to make the rules clearer. The Clerk will make the amended version available in time for the next council meeting.
The meeting closed at 7.40pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
DRAFT Minutes of the meeting held on Wednesday 19th November 2008 in Clearbrook Village Hall at 7.30pm.
Present: Miss M Allen, Mrs S Britton, Mr D Simkins, Mr P Barons, Mr P Wing and Mrs E Simkins (Clerk).
1. APOLOGIES: Mrs M Mills and Mr D Butland and Mrs C Allan.
2. Review of the current year’s budget. The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were agreed based on terms and conditions of existing contracts, and expenditure to date.
3. Review of outstanding items for the current year. Outstanding items of expenditure include the maintenance work to the parish trees at Leg O’Mutton, the land drainage at the field in Crapstone, clearance of waste in the cemetery, hedge cutting, bin-emptying fees, replacement of a bench in the cemetery, payment for new dog waste and litter bins, improvements to the electrical switch and box for the tree lights on Yelverton roundabout. It was noted that the DNPA grant towards the cost of toilet cleaning had not been confirmed.
Mr Barons declared an interest in item 4, request for donation by Lady Seaton Management Group.
4. Consideration of requests for grants and donations. Requests have been received from Yelverton Village Park, Crapstone Green, and Milton Combe Village Hall for grass cutting, Lady Seaton Sports Field Management Group for help towards re-building works, Buckland Monachorum Village Hall towards a hearing loop system, Tavistock Ring and Ride, the Citizen’s Advice Bureau and the Samaritans. It was agreed to defer deciding on amounts until all other expenditure requirements had been decided.
5. Requirements for 2009/10. Following consideration of the requirements for the year based on previous expenditure and the Parish contracts, each item of expenditure was agreed for 2009/10 and detailed on a table for recommendation to the full council. Receipts for the year were down on the previous year due to a reduction in interest on accounts and expected grants. Expenditure was up on contracts and annual fees. It was agreed that in order to maintain a low increase in the precept it would be necessary to keep expenditure to a minimum, cutting back on some minor projects. The main new project for the year was the creation of allotments, which is a statutory requirement. Following further discussion it was agreed to recommend the following donations: Yelverton Village Park £100, Crapstone Green £50, Milton Combe Village Hall £50, Lady Seaton Management Group £100, Buckland Village Hall £50, Tavistock Ring and Ride £150. It was agreed to recommend reducing the order for Local Council Review from 6 to 3 and Village Green from 6 to 3. It was also agreed to recommend not renewing the annual membership to SLCC. It was also agreed to recommend using white paper only for Council business and not colour coded as has been used in the past.
6. Recommendation for the Precept. It was agreed to recommend a precept of £35716 to the Council.
8. Other matters concerning Finance. Information about the toilet-cleaning grant had not been received from DNPA, the Clerk is to make enquiries to find out if it was still being awarded. WDBC has not yet confirmed the amount of Parish Council contribution to the costs for keeping the local toilets open throughout the year. It was agreed for the Clerk to enquire about competitive phone and internet service provision. It was noted that the tax reward for filing the annual tax return electronically had not been received. It was agreed to recommend closing the NS&I investment account and transfer the money to the HSBC account. Papers have been completed to transfer £5000 in to a three month Bond with HSBC.
The meeting closed at 10.30 pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE MEETING TO DISCUSS FINANCIAL IMPLECATIONS OF RAISING FUNDS TO PURCHASE THE CAR PARK IN BUCKLAND MONACHORUM.
27th March 2008 in the committee room, Buckland Monachorum Village Hall at 7.30pm.
Members present: Mr R White (Chairman), Mr D Simkins, Miss M Allen, Mrs S Challiss,
Mrs S Britton and Mrs E Simkins (Clerk).
Apologies: Mrs C Allan.
Minutes.
1. Members discussed the offer made by the PCC to sell the car park in the centre of the Village of Buckland Monachorum to the Parish Council for £150,000. The PCC is seeking ways of raising money to fund alterations to the Church.
a) Members are concerned that there is already limited off road parking in the Village. The main road becomes congested and difficult for wide vehicles to negotiate when residents’ cars are parked outside their houses. It is estimated that there is space for about 20 vehicles in the car park. Two of these spaces may be tied to local cottages, but this has not yet been confirmed.
b) There is no accurate information on who currently regularly uses the car park in the Village, and to what extent its loss would add to the congestion. The car park is often quite full, but there is a need to carry out a survey to find out if visitors to the local pub, or Church rather than residents use the car park.
c) The Parish Council needs to be clear about the reasons for taking up the offer to purchase the car park. It is not considered satisfactory to use the excuse of preventing development of the area for housing.
d) The Members are mindful of the fact that there are over 3,000 parishioners (Tax Payers) in the Parish and that Buckland has a population of about 670. To raise the current offer price of £150,000 would necessitate a loan, most likely from the PWLB, and at the current rate of interest this would amount to an annual repayment of £10493.04 (as at 26/2/2008) over a 25-year period. This would add £3.50 per head per year to the local council tax demand.
e) The Council will need to weigh up the benefits to the Village against the benefits (if any) to the rest of the Parish.
f) The Council has written to the local Planning Office requesting information on how to obtain a Planning Determination on the site, but no reply has been received. It will also be necessary to have a proper independent valuation of the site, to confirm the price. (This could cost from £200-£300).
g) If the Council decided to make the purchase it would have to consider renting out the spaces in order to off-set the loan repayment costs.
g) If the Council considers that there is sufficient need to purchase the site then it is considered that a Public Meeting should be called in order to gauge the views of the parishioners, before a firm offer is made to the PCC.
Action/Questions:
Reasons for purchase?
Overall benefits of the purchase for the Parish as a whole?
Survey of car park.
Independent valuation.
Whether or not to rent out spaces or leave for open use?
Public meeting.
The meeting closed at 8.30pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
DRAFT Minutes of the meeting held on Tuesday 29th October 2007 in Buckland Monachorum Village Hall at 7.30pm.
Present: Mr R White, Mr D Butland, Mr D Simkins, Mrs S Challiss, Mr P Barons Mrs E Simkins (Clerk).
1. APOLOGIES: Miss M Allen and Mrs M Mills.
2. REVIEW OF THE CURRENT YEAR’S BUDGET.
a) The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were agreed based on terms and conditions of existing contracts, and expenditure to date. Outstanding items of expenditure include the repairs to the electrical box at Yelverton, the new granite seat, and the renewal of the play park fence. It was noted that the DNPA grant towards the cost of toilet cleaning, and the grass cutting grants had not been confirmed, also NALC had not reported on the outcome of negotiations on the annual pay awards.
4. CONSIDERATION OF ITEMS REFERRED TO THE COMMITTEE FOR EXPENDITURE.
a) The Members agreed that the dismantling of the Whistley Down bus shelter could be included in the current year’s expenditure (4.b.i November 2006 minutes). DNPA, Roborough Commoners, and Maristow Estate are being contacted.
b) It was noted that the DCC has indicated that it will be able to progress the request for a new bus shelter on the A386 near to Grange Road, (item 4.b.iv November 2006 minutes).
5. CONSIDERATION OF REQUESTS FOR GRANTS/DONATIONS.
a) The Committee noted details of requests for grants. The following grants were recommended:
Tavistock Ring and Ride, £150. Vitalise, £25, Crapstone Green grass cutting, £100, Yelverton Tennis Club, £100, Yelverton Play Park for grass cutting, £175, Devon Wheels 2Work, £100, and a reserve of £125.
6. BUDGET FIGURES FOR 2008/9
Mr Simkins and the Clerk declared an interest in the item of expenditure concerning pay awards and withdrew from the meeting during discussions.
a) Following consideration of the terms of the Clerk’s contract it was agreed to recommend Pay Scale 23 for 2008/9.
b). Following consideration of each item of expenditure and receipts figures were agreed for the 2008/9 budget, subject to confirmation of the NALC recommended pay award and grants for toilet cleaning and grass cutting.
The meeting closed at 9.35pm.
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