(FC Minutes 145, draft dated 12/09/07)
Approved at KPC Meeting 16/10/07
Kedington Parish Council
FINANCE COMMITTEE – 11 September 2007
Library, Community Centre, Arms Lane, Kedington
Present: Mr John Cahill (Chairman)
Mrs Gloria Double
Mr Peter Garner
In attendance: Ms Marion Farrant (Clerk)
ACTION 1 Welcome and Apologies
The Chairman (Mr Cahill) welcomed everyone present. Apologies were
received from Mr Terry Wheeler (Vice-Chair).
2 Minutes of last meeting – 10 July 2007
The minutes of the last meeting were agreed as a true record.
Proposed: Mrs Double; Seconded: Mr Garner.
3 To accept members’ Declarations of Interest on Agenda items
4 Financial Statements: Receive budget statement and any other
financial reports; consider action
4.1 Budget statement effective 31 July and 31 August 2007: Annexes
Budget statements effective 31 July 2007 and 31 August 2007 were received. 1 - 6
The financial position was satisfactory; as at 31 August 2007, ?11,991 of the
budget had been spent, leaving ?24,459 in hand. Additionally, ?31,349 was
held in Reserves.
The sum of ?98 had been reposted from Clerk’s Expenses to Audit and
Accountancy as this amount was travel expenses incurred for taking audit
documentation to Internal Auditors and picking it up again.
5. Clerk’s Report
; Play Equipment: Handyman has replaced the “driving unit” on the
main frame of the equipment with bolts sent by Playworld. Playworld
will also be sending a representative to inspect the equipment
following Clerk’s report that rust was appearing in certain places
through the plastic coating.
; British Telecom: Information received that Parish Council now
have a designated contact at BT. His name is Kevin Yaw and contact
number is 01767 691111. As the Parish Council have been a customer
with BT for over ten years they qualify for a line rental price
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Office: Three new filing cabinets have been purchased The ;
Laminator purchased in March 2007 is faulty. Clerk has spoken to
supplier who will issue a credit for this. At present the supplier has a MF
special officer on a laminator that retails at ?99.99, but is on
promotion at ?49.99, as it was a more robust model than the small
one previously purchased. Proposed by Mrs Double and seconded by
Mr Cahill that the Clerk purchase this.
; SALC Budget Workshop: SALC are offering a Budget Workshop thon Thursday 11 October 2007 from 6.30 – 9.00 p.m. Clerk reported
she would be interested in attending this training if the Parish Council MF
thinks it is worthwhile and suggested it may be of benefit for the
Chairman to attend as well; Mr Cahill also thought this would be
beneficial. Proposed by Mrs Double and seconded by Mr Garner that
both the Clerk and Chairman attend this course.
5.1 Consider further action (on action taken or reports received since last
6 New Bank Signatories
Clerk reported that change of signatory form for Bank Of Ireland had been
sent off. Mr Garner signed the form for change of signatory at Alliance & Leicester Commercial Bank.
7 Internal Audit
Clerk confirmed that Heelis & Lodge had completed internal audit, who had Annex 7
confirmed that the Parish Council accounts were all in order. It also stated
that during 2007/08, the Parish Council should undertake a review of the
effectiveness of the Internal Audit Process and record this in the council
minutes. Additional comments from Heelis & Lodge read: “ Thanks are
extended to the Clerk to the Council for her assistance during the
course of the audit work. The books and associated documents were
considerably aided the internal audit extremely well presented which
Clerk confirmed that completed Annual Return has been sent to Lubbock
Clerk also read out a letter from Heelis & Lodge sent to the Chairman of the
Parish Council, which commended the Clerk for the detailed layout of all records associated with the internal audit work. They added that as a result of
the meticulous record keeping and detailed breakdown, which enabled them to undertake the audit work in less time than would normally be anticipated
with the level of activity associated with a council such as Kedington, they
were reducing their fee this year by 15% in recognition of the assistance
provided by the Clerk. Clerk reported she had shared this information with
the Accountant and thanked her for all her hard work.
8. Office Accommodation
Clerk reported that a valuation of the garage was awaited. She also confirmed
that Mr Whiffen had given her a copy of the Deeds and original Lease.
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9 Street Furniture
9.1 Goal posts on Old School Field:
Mrs Double proposed that the Handyman is asked to rub down and paint the
goal posts on Old School Field as they were in poor condition; seconded by MF
Mr Cahill and agreed by Mr Garner.
9.2 Sign for “No Unauthorised Cars” – Silver Street Park
No costing available as yet – deferred to next meeting
9.3 Any other street furniture matters:
10 Grounds Maintenance
10.1 Autumn Cutting – consider quotations received: th Deferred for KPC meeting on 18 September 2007.
10.2 Any other grounds maintenance matters:
10.2.1 Hedge – School Road / Mill Road
Mr Garner reported that weather conditions this year has promoted rapid
growth. Mr Cahill suggested that as the hedge was looking very unkempt it thshould be discussed at the KPC meeting on 18 September whether there KPC
should be a specified height for the hedge to be retained at, with the exception
of the part of the hedge in front of the play equipment
The Clerk requested permission to ask Suffolk County Council to sweep
residue grass off of the safety play surfaces when they cut the grass around the
play equipment. She confirmed that it looked very unsightly and could be MF
hazardous when wet for children using the play equipment. Agreed by all
11 Outstanding estimates awaited or work ordered (updates, if any)
Thank you letters received from Kedington Ranger Guides and Kedington
12.3 Consider Royal British Legion Grant for Remembrance Day
It was proposed by Mrs Double and seconded by Mr Cahill that a grant of
?50 for the purchase of a wreath for laying on Remembrance Day, on behalf MF
of the Parish Council. Any surplus from this money should be put towards
the 2007 Poppy Day Appeal.
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13.1 Ratify payments made since last meeting:
13.2 New payments:
Six payments, one credit and one direct debit valued at ?1616.86 were
approved under proposals by Mr Cahill and Mrs Double.
Cheque payable to Suffolk ACRE for insurance renewal (?1579.48) due for stththe period 1 October 2007 – 30 September 2008 was signed, as the due date
for payment was before the next meeting.
The next meeting of the Finance Committee will be on Tuesday, 9th October 2007 at 7.45 p.m.
Signed: ……………………………………. Date: ……………………………………..
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