Minutes of Finance Committee meeting 14 November 2017

Minutes of the St Mary Bourne Finance Committee Meeting held on

Tuesday 14 November 2017 in the Club Room, Village Hall at 7.30pm


Present: The Chairman, Cllr David Peart and Cllrs Katie Dixon, Bridget Culley, Tony Grunsell and the clerk Jo Exelby.


Members of the Public in attendance:  None


1.     Apologies for Absence: Cllr Wurzer


2.     Declarations of Interest:  None


3.     Matters that cannot wait until the full council meeting on Monday 18 December.


a.     Latest water level statistics


The monthly water levels are as follows:


From Sarah Cooney (2/11/17):

Here is the well measurement at Valley Farm, Stoke. The measurement is taken from the top of the well down to the water level.

The level has dropped by 59cm since the 2nd October - it looks like it is starting to slow down before it plateaus and rises again.

The river bed is completely dry through Stoke.

Rolling 6-monthly figures





2nd May



Level rising; river flowing

26th May



Level falling; river down

30th Jun



Level falling; river down

1st Aug



Level falling; river down

1st Sep



Level falling; river down

2nd Oct



Level falling; river down

2nd Nov



Level falling; river down


Year on Year DataComparison






1 Nov





 ^ 2014 - springs were up in Valley Farm’s field

* 2015 - the level was falling and the river was down.

† 2016 - the level was falling and theriver was down.

 From Clem Jones (1/11/17):

All levels are dropping, but more slowly.






Vernham Dean Bore



Gauge at Summerhaugh



Spring at Summerhaugh



Well at Summerhaugh






b.    Request for MUGA parking for Community Christmas Lunch on 13 December


This was discussed and agreed.


c.     Request for Hill & Valley grant for 2018/19


It was agreed that the parish council would offer the same grant as in 2017/18.


d.    New fingerpost sign request from parishioner


A parishioner has requested that they be able to replace a fingerpost sign, which stands on their land, with a new cast metal sign like the one that stands at the top of Bourne Hill.  This will be at their own expense.  The clerk advised that she has sought approval from Steve Goodall at Hampshire Highways who has no objection as long as the parish council agree.  It was agreed that the parish council has no objection to this work being carried out by the parishioner.


e.     Proposals for upgraded software for parish office


The clerk put forward proposals for upgrading various software on the desktop in the parish office and these proposals were agreed.


f.      Planning applications (not on the agenda)


1.     17/03512/HSE  Derrydown Cottage, SMB, SP11 6BS — erection of a part two storey, part single storey rear extension and single storey side extension.


Decision:  No objection


2.     17/03439/FUL  Derrydown Farm, SMB, SP11 6BS — restoration of barn and conversion to dwelling & erection of granary to store wood pellet hopper.


Decision:  No objection



g.    Request to use recreation ground as venue for wedding reception 1 September 2018 (not on the agenda)


A request has been received by the clerk from a parishioner wishing to use the recreation ground for a wedding reception.  This was discussed and it was agreed that the clerk will ask them to provide more detailed information to present to a full council meeting, including plans for parking provision, requirements for electricity, catering facilities, toilets, planned finish time and likely noise impact.  The clerk will contact the parishioner for more information.


h.    Use of club room as the parish office for 2018/19 (not on the agenda)


The chairman noted that he has received a revised proposal from the Village Centre to which he will be responding.


i.      Road signage on Gangbridge Lane (not on the agenda)


Cllr Dixon raised the issue of the white line alongside the road on Gangbridge Lane which is no longer visible and it was agreed that she will ask Hampshire Highways to repaint it.


j.      Update to riparian owners (not on the agenda)


Cllr Dixon noted that she had been very pleased to receive the riparian owners update and asked that updates be sent regularly, perhaps including the water table levels reported monthly in the minutes.


4.     Monthly accounts — October 2017



Received from/paid to


Treasurers account

Business Bank Instant account

Fixed term deposit

Petty cash


Ringfenced funds included in Business Bank Instant account









Lengthsman scheme

Flood prevention









Note 1

Note 2

Opening balance at 30/9/17









Transfer agreed at Full Council 10/10/17





























Inv 13/17 — Fishing syndicate










Inv 12/17 — HCC — Kingsclere L/M grant










Lloyds — bank interest










Inv 7/17 — Home Education Network




























Agreed at Full Council meeting 10/10/17 (previously reported in October minutes)


















Agreed at Planning meeting 24/10/17:










BT — quarterly bill




















Post Office — stamps



















Available funds at 30/9/17



















Add:  unpresented cheques









Closing bank at bank & in hand at 30/9/17



















Note 1:  Lengthsman grants from HCC held on behalf of 13 associate parish and town councils.

Note 2:  Grant money from HCC (in 2017), SW and Vitacress (unspent monies from 2016) that has been supplied for flood prevention work on The Bourne.



Payments agreed at the meeting (14/11/17):







Jo Exelby



Jo Exelby



Dave Peart




Electricity for pavilion



Electricity for games area


Premier Grounds & Garden Maintenance (PGGM)

SMB Grounds Maintenance



Lengthsman — Longparish



Lengthsman — Kingsclere



Lengthsman — Ecchinswell

































Provision is to be made for £1,000 for any unforeseen expenses this month. It has been agreed to transfer £2,200 from the Business Bank Instant account to the Treasurers account.




The acceptance of the reconciled accounts for the month of October was proposed by Cllr Culley and seconded by Cllr Grunsell and unanimously agreed by the Finance Committee.




  1. Review Draft Financial Regulations




The clerk reported that she has updated the regulations to allow payments to be made by internet banking.  She also suggested that regulations be amended to specify that the actual receipts and payments be compared to budget quarterly, rather than 6 monthly at present.  Cllr Culley proposed that the Finance Committee meet quarterly to do this and this was unanimously agreed by the Finance Committee.  There was discussion as to whether each committee should prepare 3 year forecasts which can then feed into the annual budget setting process.  It was agreed that this will be put to the full council on 18 December 2017 for consideration.




  1. Review Financial Risks Document




This was discussed and it was agreed that a review is not required at present.  It will be considered at the end of the financial year and updated before the internal audit.


  1. Draft budget for 2018/19 financial year




Following careful consideration, the Finance Committee agreed a draft budget proposal for the 2018/19 financial year for presentation to the full council meeting on 18 December 2017.  A decision on the final budget and precept setting will be taken at the full council meeting on 9 January 2018.  The precept demand must be with BDBC on or before 31 January 2018.


There being no other business the meeting closed at 8.50pm.


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