093 09/10

MINUTES OF THE FINANCE COMMITTEE MEETING  HELD ON 20th October

 2009

PRESENT: Cllr Cusack                      Cllr Frank                          Cllr Hing
                Cllr Wardle                       Cllr Harwood (Chair)

F28 To accept apologies for absence
 Apologies were received from Cllr Fisher

F29  Declarations of Interest in items on the agenda
 Cllr Hing declared an interest in item F32 – Fairford Rugby Club
 Cllr Cusack declared an interest in item F32 – Palmer Hall

F30 To confirm the minutes of the meeting held on 21st July 2009 
  (pp054-055 09/10)
 It was RESOLVED to accept the minutes of the meeting held on 21st July 2009 as a true  
 and accurate record of proceedings.  Proposed Cllr Harwood, seconded Cllr Cusack – all
 in favour.

F31 To review half year figures
  Several nominal codes were discussed.
* Palmer Hall -It was agreed that a concise list of items requiring possible funding
from the Palmer Hall should be obtained and a meeting should be arranged in
order to put a business plan together. ACTION: Clerk to contact the Chairman
of the Palmer Hall Committee.
It was agreed that money allocated for some categories should be re-appraised in the
budget setting process.

F32 To consider requests for grants:
  Fairford Town Football Club – ACTION: Cllr Cusack to speak to the Chairman of the
  Committee.
  Fairford Playing Fields
  County Air Ambulance
  Fairford & Lechlade Carers Group
  Palmer Hall
  Fairford Rugby Club
  Fairford pre-school
  Gloucestershire Drama Association
  Cllr Wardle proposed that this item should be deferred to the budget setting process,
seconded Cllr Harwood – all in favour.

  
F33 To consider recommendations from Committees for 1st draft of budget setting (3
year programme)
  Initial recommendations for sums required for the next three years have been received
from the Facilities, Highways and Planning Committees, these were input onto the 1st
draft spreadsheets.  It was agreed that the Clerk should submit figures for sums required
for general running costs (establishment).  It was also agreed that all committees should
be asked to submit forecast figures to the end of the year. ACTION: Clerk to contact
all committees to obtain estimated year end forecast figures.

F34 To consider subscription to CPRE - £29.00
  It was RESOLVED not to renew this subscription.  Proposed Cllr Harwood, seconded
Cllr Frank - 4 in favour, 1 abstention.
 

094 09/10

F35 To discuss and agree revisions for Financial Regulations (proposed revisions to
be sent directly from Cllr Wardle)
  Cllr Wardle’s revisions were discussed and the Committee were happy with these.  Cllr
Wardle will amend the Regulations and submit final copy to Councillors for approval at
Full Council.  ACTION: Cllr Wardle to complete revision for final copy.

F36 To consider billing of costs for the Community Centre
*  Volunteer Bureau – It was agreed that the bill for FTC should be paid and that in this
 instance the bill to cover the Volunteer Bureau service charge should also be paid
 and reclaimed from the Volunteer Bureau, but that FCC Ltd should be requested to
 bill the Volunteer Bureau directly in future. ACTION: Clerk to speak to FCC
 Manager re billing arrangement.
*  CCTV – The Clerk advised the Committee of the cost of repair of the CCTV system    
on the Community Centre building.  It was agreed that the cost was too high and that it
might be advisable to find an alternative solution.  ACTION: Clerk to look at other
suppliers.

F37 To agree FCC staffing cost allocation 2010/11 2011/12
 The Clerk advised the Committee of the recommendations from FCC Management
Committee meeting, whereby it had been agreed that FCC costs would be split 50/50 in
2010/11, this had been voted on.  The split for 2011/12 had only been discussed, no
formal agreement had been made.   It was RESOLVED to agree the staffing costs
allocation for 2010/11 in principle for budgeting purposes only. Proposed Cllr Wardle,
seconded Cllr Frank  – all in favour.

F38 To consider current banking arrangements
 The Clerk advised the Committee that she has been looking at alternative banking
arrangements in order to obtain best value.  After discussion it was agreed that the Clerk
should talk to the current bankers to find out if a more suitable account is available.

F39 To agree mileage costs (NALC notification 2009)
 It was RESOLVED to agree a mileage cost to 40p a mile. Proposed Cllr Frank, seconded
Cllr Harwood – all in favour.  This should be reviewed again in 2010. 

F40 To consider progress with sale of 3 London Street
 Nothing to report at the present time.

F41 To consider timetable for meetings
 This was not required as the next meeting is set for the 17th November.

F42   Any other business
   No other business.

F43    Date of next meeting 17th November 2009

There being no further business, the meeting closed at 10.00pm.

......................................................Chairman

...........................................2009