FC 13/12/10 Agenda Item 131

Minutes of the Finance and General Purposes Committee of Henlow Parish

Council held on Monday 6^th December 2010 at 7.30pm

in the Committee Room, Parish Hall, Henlow.

Present: Cllrs Miss Joy (Vice Chair), Phillips, Shelvey, Wenham, and the Clerk.

F&GP 23/10-11. Apologies for absence: had been received from Cllrs Wiles and Buckley.

F&GP 24/10-11. Declarations of interest on any item on the agenda: None

F&GP 25/10-11. Open Forum: None

F&GP 26/10-11. S137 / Miscellaneous Grant contributions: The following requests received to date were considered:

a) Citizens Advice Bureau: Had submitted a request for support towards their ‘Outreach’ home visiting service (HPC had contributed £100 - 2009/2010). Cllr Miss Joy proposed, seconded by Cllr Phillips that HPC contribute £100. The proposal was unanimously agreed. Contact details and CAB aims had been submitted and are to be published in the Parish Pump.

b) Henlow Park Bowls Club: had submitted a request for assistance with further works required to be carried out to the bowls green – total costs £3000. Cllr Wenham proposed, seconded by Cllr Shelvey that a) this is not considered under this item; b) as HPC has a budget for HSSC Maintenance, and these are essential repairs, that HPC make a contribution of £1500 towards the cost, providing that tendering procedures have been followed, and 3 quotes for the works have been obtained. It was also suggested that HPC pay the invoice, so that VAT is reclaimed. The proposal was unanimously agreed.

c) Matthew Panton: had requested sponsorship as he has been chosen to represent Bedfordshire at the 22^nd World Scouts Jamboree to be held in Sweden August 2011. The Clerk confirmed HPC are unable to contribute funding to an individual.

F&GP 27/10-11. The following were received:

a) Income & Expenditure Report: This had been updated to show October’s and November’s payments and receipts, to assist when considering item F&GP 31/10-11

b) Balance sheet as at 30^th November 2010: had been distributed showing the total assets as at 30^th November 2010 at £212,399. This was signed by the Vice Chair and the Clerk.

F&GP 28/10-11. The following Bank Reconciliations up to 30^th November 2010 were presented

a) Scottish Widows 7 day Account: No change since FC 8^th November, reconciled with zero difference, at £202,603.

b) Co-operative Current Account: as at 30^th November, reconciled with zero difference, closing at £5,931.

F&GP 29/10-11. Details of Hall Bookings, Allotments & Parish Pump payments received to date were discussed. The Clerk confirmed a 29% increase in non-regular bookings to date over last year’s bookings, and an anticipated 30% increase in regular bookings, for the Parish Hall. 15 businesses have now placed internal adverts in the Parish Pump, 4 payments outstanding, raising a total for the 15 of £1778. The last remaining two problem allotments are to be let to Henlow residents.

In view of a recent ‘bounced cheque’ and bank charge incurred (being re-claimed) the Terms and Conditions for all HPC rental/hire agreements are to be modified at the next B&P and HW&OS Committees – to include a clause for the right to claim back any costs associated with non-payment (charges, fees, interest, legal costs etc.)

F&GP 30/10-11. Update on S106 funding: The Clerk reported on the very disappointing response from CBC to date. Whilst the all the funds available at the time had been paid in 2008, at the meeting with David Lamb and Aimee Matthews on 30^th March 2009 it was agreed that further funds, as they became available from S106 would be paid to HPC. This is to reimburse the ‘loan’ of £23,500 that HPC agreed to pay at the close of the project. From the information eventually provided by CBC since 1^st April 2009 it would appear that they have received contributions totalling some £24,669. Aimee Matthews has since handed our request for payment to Lisa White who dealt with the MUGA II project initially. Because of the lack of response it was agreed that the Clerk arrange for him and Cllr Phillips to meet with David Lamb, Lisa White, and Aimee Matthews to conclude this matter at the earliest opportunity. The Clerk is to distribute the schedules of S106 details received from CBC to all Councillors, and to write to CBC’s Chief Executive expressing HPC’s extreme displeasure at the continued non-payment of grass cutting fees, and adding interest to the sum due.

F&GP 31/10-11. The budgets suggested by Full Council (8/11/10), B&P and HW&OS (22/11/10) Committees were reviewed: It was agreed to amend the following: a) Election possible budget of £6000 to be paid out of General Reserves if required; b) 201/4100 - reduction of £1000; c) 210/4012 – reduction of £400. The resultant £7400 plus an additional sum of £2560 was added to Capital 230 NPP, and the precept was set at £105610 - the F&GP Recommendation to be approved by Full Council on 13^th December 2010.

It was further unanimously agreed that £10,000 should be transferred from Contingency Fund and £20,000 from General Reserves to the NPP reserve, before the end of the financial year – the Contingency transfer to take place only after receipt of sum due for MUGA II / clearance of £23,500 deficit.

F&GP 32/10-11. To report any items for urgent action by the Clerk:

a) 8 Church Road: The Clerk is to chase up CBC regarding the outstanding planning application – information has still not been received in spite of works progressing on site.

b) Street lighting: It was reported that L/C A2 Hitchin Road near entrance to RAF parking was out. Faults to L/C 4 Bedford Road and L/C 2 o/s barber shop Hitchin Road, previously reported had still not been attended to.

There being no further business the meeting closed at 8.35pm

Bert Schrier

Clerk to Henlow Parish Council

7^th December 2010