025 09/10

  
  MINUTES OF THE FINANCE COMMITTEE MEETING

   HELD ON

  19TH MAY 2009 IN THE COMMUNITY CENTRE, FAIRFORD.

  
  
  Present: Cllr Wardle                    Cllr Winney                       Cllr Cusack
              Cllr Frank                      Cllr Fisher                         Cllr Hing

  
  In attendance: Vanessa Lawrence (Clerk)
 
 
 
  F01 To elect a Chairman
    Cllr Winney advised the Committee that following a discussion with Cllr     Harwood, he has decided to step down from sitting on the Finance     Committee and Cllr Harwood will take up that position.  This to be approved    at the next Full Council Meeting.  As a result of this, Cllrs decided to defer    the election of Chairman until the next Finance Committee.   Cllr Hing proposed that   Cllr Fisher should chair the meeting, seconded Cllr Cusack – all in favour.ACTION:   Clerk to add this item to the agenda of the next Full Council Meeting.

  
  F02       To accept apologies for absence
    None received.  All members present.

  
   F03       Declarations of Interest in items on the agenda
    Cllr Hing declared an interest in Item F11 – Rugby Club (prejudicial interest)
    Cllr Fisher declared an interest in Item F09 – Playing Fields Assoc. & Item F08    – 3 London Street.  

  
  F04  To confirm the minutes of the meeting held on 17th March 2009 
           (pp175-176 08/09)
    It was RESOLVED to confirm the minutes of the Finance Meeting held on 17th    March 2009 (pp175-176 08/09).  Proposed Cllr Hing, seconded Cllr Wardle –  all in   favour.

 
F05  Review of year end figures and budget for 2009/10.
  It was agreed that presentation of the figures were much improved from the old system and that a review should take place at the end of the 1st Quarter when budgets should be looked at with a view to any possible revisions. 

F12 To consider internal audit.
 In discussing the year end figures and the budget, the Clerk advised the Committee that the internal audit had been completed.  This is to be finalised and signed off at the next Finance Committee Meeting.

 
F06 To agree method for revision of Financial Regulations.
  It was agreed that the Financial Regulations required revision as there were items  which needed to be added to the document.  It was agreed that this document   needed to be looked at on an annual basis.  Cllr Wardle agreed to work on   amendments.

 
F07 To agree best method of dealing with financial controls for the Community Centre accounts and banking.
  It was agreed that in order for the financial controls to be maintained by the Management Committee, they should open their own account and that money required from the Council for bill payments should be grant aided to the Management Committee and payments made on a quarterly basis.  Clerk to confirm the legality of this.  ACTION: Clerk to contact GAPTC.

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F08 To agree 3 London Street  sale process.
  It was agreed that a valuation is to be obtained.

Cllr Winney left the meeting.

  
  It was agreed that interested parties be contacted and offers invited by advertising   the property.  ACTION:  Clerk to obtain costs for valuation and for advertising.

 
F09 To agree grant allocation to Fairford Playing Fields (letter e- mailed)
  Cllr Hing proposed that £1500 be granted to the Playing Fields Association from allocated funds, seconded Cllr Cusack – 4 in favour, 1 abstention, 1 absent.

    
F10 To agree subscription payments:-
* Ashtav - £25 – It was agreed not to subscribe this year
* GMTF - £473.8 – It was agreed to re-subscribe for this year
* Ordnance Survey - £62.96 – It was agreed not to subscribe this year.
 Proposed P. Fisher, seconded Cllr Frank – all in favour.  It was agreed to look
 at reallocation of funds at the next Finance Committee meeting. ACTION:
 Clerk to add this to the agenda for the next Finance Committee Meeting.

 
F11    To consider requests for grants:
* Gloucestershire Drama Association – No grant awarded.

Cllr Hing left the room

* Fairford Rugby Football Club – deferred from March Finance Meeting – It was agreed that no grant could be given this year due to limited funds. ACTION: Clerk to contact the Rugby Club
* Fairford Pre-School - It was agreed that no grant could be given this year due to limited funds.  ACTION:  Clerk to contact Fairford Pre-School.
             It was agreed that both the Rugby Club and Fairford Pre-School should approach us again towards year end.

 
F12 To consider internal audit.
 This item was dealt with together with Item F05.

 
F13  Date of next meeting 21st July 2009
 
                 
 
 
  ...................................................................Chairman
 
 
  ..............................................2009