Report of Finance Committee Meeting 8 November 2016

 

St. Mary Bourne Parish Council

 

www.stmarybourne-pc.gov.uk

 

 

 

Report from the Finance Committee held in the Village Centre Club Room on Tuesday 8 November 2016 at 7.30pm

 

 

 

Those present: Chairman, Cllr David Peart & Cllrs Bridget Culley, Hugo Wurzer, Tony Grunsell and the Clerk, Derek Kane.

 

 

 

Members of the public present: None.

 

 

 

1.  Apologies for Absence: Cllr Katie Dixon

 

 

 

2. Declarations of Interest: None.

 

 

 

 

 

3. Other matters that cannot keep until the Full Council meeting on 13 December 2016:

 

 

 

 

a). Latest Water levels stats (normally advised at Full Council Meetings for  

 

      minuting).

 

Here is the latest data point from Robin’s well (1/11/16). The measurement is taken from the top of the well down to the water level. 

 

Rolling 6-monthly figures 

 

2016

cm

d

Comments

2nd Jun

98

2

Level rising; river flowing

16th Jun

101

-3

Level falling; river flowing

23rd Jun

102

-1

Level falling; river flowing

1st Jul

106

-4

Level falling; river flowing

15th July

118

-12

Level falling; river flowing

1st Aug

133

-15

Level falling; river flowing

15th Aug

146

-13

Level falling; river flowing

2nd Sep

181

-35

Level falling; springs up

1st Oct

225

-44

Level falling; river down

1st Nov

285

-60

Level falling; river down

 

Year on Year Comparison 

 

Date

2014

2015

2016

1 Nov

237cm

438cm

285cm

 

 

 

 

 

 

 

 

 

From Clem Jones:

 

Water levels 1 November:

 

All levels are still going down but are not as low as this time last year

 

Rainfall this year was higher than last year in April through July this year but has been lower this year for August through October.

 

If we continue to get a dry autumn then there will be less risk of any serious water issues this winter since heavy rainfall in the valley and its watershed typically take about 3 to 4 months to work through to the springs.

 

Note 1.

 

The measures at the Vernham Dean Bore Hole and the gauge at Holdway Cottage are from the ground base and are depth of water.

 

 

 

Note 2.

 

The measure in the Summerhaugh well is the space between the kitchen floor and the top of the water. This is effectively the ground water level at this point in the valley.

 

 

 

 

Location

1/11

1/10

Nov LY

Vernham Dean Bore

98

100

95

Well at Valley Farm, Stoke

285

225

438

Springs at Stoke

n/a

n/a

 

Gauge at Holdway

10cm

16cm

0cm

Spring at Holdway

Dry

Dry

Dry

Well at Summerhaugh

134

 

113

168

 

 

 

 

 

b). Derrydown Copse – Woodland Management — deadline for comments (if any) to

 

       Forestry Commission (via BDBC) — 9 November.

 

 

 

Comment: No objection.

 

 

 

c). Replacement Clerk Process – Update and next steps.

 

 

 

The clerk had passed to the chairman and vice-chairman (Cllr Culley) a draft on the job description and person description for the role based on the file version approved by the council prior to the incumbent’s appointment in 2009.  The clerk also passed to the chairman and vice-chairman his note’s on the salary structure for clerks.

 

 

 

The council will look to creating a sub-committee of three councillors (including the chairman and vice-chairman) tasked with replacing the clerk. They will look to placing a notice in the H&V for January (deadline early December) as well as on the PC’s website, Facebook/Bourne Valley Signpost, HALC’s website and the parish notice boards.  Paid advertising in local print and web media can be booked at short notice and will be resorted to, should aforementioned channels yield zero or low interest.

 

 

 

d). (not on agenda) HALC – E-update for November.  Forwarded to councillors.  The clerk will also re-forward HALC log-on details to the council.

 

 

 

 

 

e). (not on agenda) The clerk advised that he would be taking leave from and including Friday, 13 January 2017 and returning to his duties on Saturday 28 January 2017.

 

 

 

Consequently the scheduled Planning Committee Meeting for Tuesday 24 January 2017 will now be rescheduled for Thursday 2 February 2017 at 6.30pm.  The Notice of agenda will be posted on Saturday 28 January 2017, this giving statutory notice.  A reminder of this meeting will made at the December and January Full Council Meetings as well as at the November Planning Committee Meeting.  NB: there is no Planning Meeting scheduled for December.

 

 

 

The chairman also advised the council of his absence from 5 to 12 December and the vice chairman had also previously advised of her absence 9 to 25 November.

 

 

 

f). (not on agenda) HCC: Rope Yarn Lane

 

 

 

The clerk had received after publishing the agenda for this meeting an update from HCC:

 

 

 

An order (No 49) from HCC for the above Byway (and its description [504]) has been made as a Restricted Byway with any representations to object to be made to HCC by 16 December 2016.

 

 

 

g). (not on agenda) BDBC: Black Garden — Nomination of Asset as of Community Value

 

 

 

The clerk had received after publishing the agenda for this meeting an update from BDBC:

 

The land has been listed. It is now in the statutory review stage until the 11 November. However, should the agents request to be present at the review meeting the deadline will be extended to the 9 December.

 

After the decision date there is an option for the landowner to opt for a tribunal. The land is currently listed with restrictions placed on the land register / charges. I will update you of any changes but throughout the review process the asset remains listed until the decision is overturned.

 

4.  Review Financial Risks Document:

 

 

 

The committee reviewed the draft proposal prepared by the clerk and made some decisions on detail raised by the clerk for councillors to settle on.

 

 

 

This draft, together with the draft of the Council’s Standing Orders (which had been reviewed at the October Full Council meeting) will be considered and adopted for approval at the December Full Council meeting.

 

 

 

5.  To approve monthly payments and financial statements for November 2016.

 

 

 

Monthly Accounts — November:

 

 

 

Account

Amount

Treasurers Account

2,976.08

Investment Account

35,306.88

Petty Cash Account

11.47

Lloyds TSB Fixed Term Deposit

20,000

Less un-presented cheques

2,967.00

Closing Balance

55,327.43

 

 

 

 

 

#1

 

 

 

 

 

 #2

 

#1

 

 

 

#1 Balance in Investment Account & Closing Balance includes balance of Lengthsman grant from HCC of £7,110 (drawn from £10,000 grant payment for 2016/17 and balance of 2015/16 grant of £540.00 for East Woodhay and £580.00 for Overton)held on behalf of 11 associate parish and town councils. 

 

 

 

 

 

#2 Un-presented cheques from those signed below are: 2657, 2658, 2659, 2660 and 2661

 

 

 

Payments made since the last Full Council Meeting on 13 October 2015:

 

 

 

25 October 2016

 

 

 

Payee

Cheque No

Amount

Derek Kane (advance for petty cash)

2656

20.00

Premier Grounds (Grounds Maintenance)

2657

603.00

Premier Grounds (various Grounds Maintenance, ex.BT Box re-paint) [Stoke] and SMB Lengthsman tasks) #3

2658

996.00

Premier Grounds Maintenance (Hurstbourne Priors PC Lengthsman) #4

2659

900.00

Premier Grounds (Newtown PC Lengthsman)

2660

192.00

Premier Grounds (Longparish PC Lengthsman)

2661

276.00

BT

2662

208.23

TOTAL

 

3,195.23

 

 

 

#3 Breakdown:

 

 

 

Extra October Grounds Maintenance tasks

80.00 + vat

Lengthsman Tasks for SMB

230.00 + vat

Re-paint ex.BT Box

520.00 + vat

 

 

 

#4 Hurstbourne Priors PC have exceeded their 2016/17 grant by £390.00.  The clerk has prepared an invoice for this amount and forwarded it to HB-P PC.

 

 

 

Receipts since last Full Council meeting (into Business Investment Account):

 

 

 

Source

Date

Amount

David Scrase (Fishing Lic Q3)

4/10/16

720.00

Bank Interest

10/10/16

1.64

TOTAL

 

721.64

 

 

 

Lengthsman funds, as at 31/10/16 held by SMB PC, in Business Investment a/c, on behalf of the 10 associate town and parish councils.

 

 

 

Item

Payments

In

Payments Out

Date

Balance

b/f

 

 

 

9,640.00

Hurstbourne Priors

 

420.00+vat

11/10/16

9,220.00

Longparish

 

20.00+vat

11/10/16

9,200.00

Burghclere

 

560.00+vat

11/10/16

8,640.00

Hurstbourne Priors #5

 

750.00+vat

25/10/16

7,890.00

Newtown

 

160.00+vat

25/10/16

7,730.00

Longparish

 

230.00+vat

25/10/16

7,500.00

c/f

 

 

 

7,500.00 #5

 

 

 

#5 Hurstbourne Priors PC have overspent their 2016/17 Lengthsman grant by £390.00.  Therefore, the actual balance of funds held by SMB PC on behalf of the 11 associate councils is £7,110.00.

 

 

 

 

 

 

 

 

 

 

 

 

 

Payments Due at Meeting:

 

 

 

Payee

Cheque No.

Amount

Derek Kane (salary)

2663

669.82

Derek Kane (expenses)

2664

6.01

Premier Grounds & Garden Maintenance

(Lengthsman Ecchinswell)

2665

192.00

Premier Grounds & Garden Maintenance

(Lengthsman Newtown)

2666

216.00

Premier Grounds & Garden Maintenance

(Lengthsman East Woodhay)

2667

36.00

SSE (Games Area Electric)

2668

30.89

SSE (Sports Pavilion)

2669

49.77

Anton Visual (Copies of Draft 2nd version NP for distribution to councillors)

2670

95.04

 Total

 

1,295.53

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Invoices raised since last Full Council Meeting:

 

 

 

To

Inv No.

Dated

Amount

Hurstbourne Priors PC

12/16

26/10/16

390.00

Total

 

 

390.00

 

 

 

 

 

 

 

 

 

Provision needs to be made for the usual £1,000 buffer for any unforeseen expenses this month. 

 

 

 

It was agreed to transfer £2,300.00 from the Business Investment account to the Treasurers account.

 

 

 

The acceptance of the reconciled accounts was proposed by Cllr Wurzer and seconded by Cllr Grunsell and unanimously agreed by the Finance Committee.

 

 

 

6.  To discuss and approve a draft budget for the 2017/18 Financial Year.

 

 

 

The Draft Budget for 2017/18: Following careful consideration of all budget requests & quotes, the Finance Committee agreed a draft budget proposal for the Financial Year 2016/17 for presentation to the Full Council meeting on 13 December 2016. A decision on the Final Budget (and Precept Setting) will be taken on 10 January 2017 during that scheduled Full Council Meeting.  The precept demand from the PC must be with BDBC on or before 31 January 2017.

 

 

 

Arising out of the discussions the committee is mindful to recommend again a freezing of the precept despite some reductions in grants from BDBC.

 

 

 

 

 

There being no further business the meeting closed at 8:50pm

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Derek Kane     9 November 2016

 

Derek Kane

 

Clerk, St. Mary Bourne Parish Council

 

This email address is being protected from spambots. You need JavaScript enabled to view it.   Tel: 01264 738039

 

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