Meeting Minutes
2010-04-22 : Finance & Admin
Present – Cllr Isobel Darby (Chairman), Cllr. Jenny Brooke, Cllr. Pam Bacon, Cllr. Giles Heath, and the Clerk
119F. Apologies – Cllr. Peter Nowell and Cllr Ken Adams
120F. Declaration of Interests – Cllr. Darby declared her interest as a Chiltern District Council Councillor with regard to agenda item 6.
121F. To approve minutes of meetings held on 18th March 2010
Minutes approved as a true record, and signed.
122F. Review action points
o Bank accounts – update
Cllr. Darby suggested that the Clerk review current banking arrangements and return to committee with recommendations. Action: Clerk
The Clerk would seek quotes for outsourcing payroll administration. Action: Clerk
Clerk to prepare letter to banks to allow the new Clerk to withdraw petty cash. Action: Clerk
123F. Correspondence
LGC: A renewal notice had been received; membership expired on 31st March 2010. Clerk to confirm renewal cost and to bring to next HR Committee. Action: Clerk
BALC (Bucks Association of Local Councils): Renewal notice received. RECOMMEND: renewal of subscription be approved by Council.
Information Commissioner’s Office: Request for renewal of register entry. RECOMMEND to pay £35 for the period 6.1.10 to 5.1.11. Action: Clerk
Mazars: Council’s external auditors sent notice of timetable for submitting returns and audit. Cllrs. Darby and Brooke will work with the Clerk on the completion of the annual return. Clerk to arrange date for this meeting. Action: Clerk
The Committee thanked Cllr. Brooke for all her hard work converting the financial records from a manual to a computerised system.
124F. To consider the charges to CDC for the management and maintenance of Mill Meadow
Cllr Darby explained that in the autumn of each financial year the Council would send a proposed budget to CDC for management and maintenance costs for the following financial year. An invoice would be raised at the end of the financial year based on the actual costs. The budget sent to CDC on 11th December 2008 for 2009/10 was for a sum on £6675. The Clerk will now raise an invoice for 2009/10 Action: Clerk & Cllrs Brooke & Darby
A budget for 2010/11 needs to be produced and sent to CDC. Action: Clerk & Cllrs Brooke & Darby
125F. To agree the charge to the Circus for use of Gold Hill Common
Cllr Darby explained that there was a charge for each day the circus was open for business. The rate was thought to be the same as the Fun Fair. The Clerk would inform the circus of the charges. Additional information regarding the rates has since been discovered - the charge is £100 per day. Action: Clerk
126F. To agree grants to the Parish Church and Chalfont Wind Band re Maria Taylor Carol Concert
It was agreed that £60 be given to both the Parish Church and Chalfont Wind Band. This amount is the same as 2009. Action: Clerk
127F To review the Diesel Record Book
The Clerk will meet with the Head Haywarden and ensure that the Diesel Record Book is presented at each Finance Committee meeting. Action: Clerk
128F. To approve the cheques for signing in April 2010
Finance report approved, cheques signed by Cllrs. Brooke and Bacon. Check list is attached.
Cllrs Heath and Adams to sign cheques at the next meeting
129F. Information Items
Graziers. Cllr Heath asked if all grazing fees were up to date. The Clerk would check this. Action: Clerk
130F. Date of next meeting – Wednesday 19th May 2010
Meeting closed at 9.15 pm
