CYNGOR CYMUNED DINAS POWYS COMMUNITY COUNCIL

 

 

MINUTES   of a Meeting of the Finance and General Purposes Committee held in the Old Library, Parish Hall, Dinas Powys, on Tuesday, 13th April 2010.

 

PRESENT:  Cllrs.  K.  Hatton   (Chairman),   Mrs.   C.  Mirza-Davies,   V.  Driscoll, Mrs.  N.  A.  Foxwell,  Mrs.  J.  Jones,  Mrs.  R.  Reeves,  Mrs.  G. Smith, S. T. Thomas and Mrs. M. R. Hayley.

 

32.     APOLOGIES FOR ABSENCE – None.

 

33.     CONFIRMATION OF MINUTES – The Minutes of the Finance and General Purposes  Committee  Meeting  held  on Tuesday, 19th January 2010 having been   previously  circulated   were   taken  as  read, and  on  the  Motion  of Cllr. Mrs. J. Jones and seconded by Cllr. Mrs. N. A. Foxwell it was  RESOLVED  -  THAT such Minutes be approved as a true record and signed by the Chairman.

 

34.     DECLARATION OF INTERESTS – Cllr. Mrs. G. Smith declared an interest in Agenda Item 7. and took no part in any decision relating to this item.

 

35.     MATTERS ARISING FROM MINUTES:

 

The Meeting noted that the Clerk had written to “Follow Your Dreams” requesting a copy of the charity’s accounts but no response had been received.

 

36.     ASSISTANT HANDYMAN-SUMMER MONTHS

 

The Meeting   AGREED  -  THAT  an assistant handyman should be recruited for May-September based on working four hours per day.

 

37.     FINANCIAL POSITION OF COUNCIL

 

The Clerk referred to the cash flow statement previously circulated which covered actual from March 2009 to March 2010.  The closing bank balances were £24,475 at the end of March 2010 compared to £19,149 at the end of March 2009.  The forecast position as at the end of March 2011 was £49,504 after  allowing  for  new  Parish  Hall  ceiling  lights  and  a  new  roof  for the Old Library and assuming a grant of £4,458 from the Vale of Glamorgan Council.  The Clerk advised that the forecast did not include other potential expenditures such as tree works at the Old Scout Field, War Memorial renovation etc.

 

Cllr. S. T. Thomas requested that future cash flow reports included a comparison to original forecasts.

 

Cllr. Mrs. R. Reeves left the Meeting.  Cllr. V. Driscoll joined the Meeting.

 

38.     APPLICATIONS FOR FINANCIAL ASSISTANCE:

 

a.       Dinas Powys Voluntary Concern – Community Directory 

 

Committee RECOMMENDED  in principle donation of £1,000 subject to the Clerk discussing the matter with DPVC with a view to exploring options for generating advertising income and a less costly directory design. Cllr. S. T. Thomas also suggested that DPVC explore the possibility of obtaining other grants and offered to provide assistance if required.

 

39.     AMENDMENT TO CONSTITUTION OF COUNCIL –

SIMILAR MOTIONS OR DECISION AMENDMENTS

 

          The Meeting discussed the Council’s Constitution and the lack of any provisions to control Similar Motions or Decision Amendments within a short period following the original Motion or Decision.  

 

The Meeting AGREED  -  THAT  the following words should be added to the Council’s Constitution “A Motion or Amendment in similar terms to one that has been rejected at a Meeting of Council in the past 6 months cannot be moved unless the notice of Motion or Amendment is signed by at least five Members. Once the Motion or Amendment is dealt with, no one can propose a similar Motion or Amendment for 6 months”.

 

40.     ANY OTHER BUSINESS

 

The Clerk advised the Meeting that his assistant, Mrs. Frances Butler had twelve days annual leave carried forward from previous years partly as a result of providing cover for the previous clerk during his period of illness.  The Clerk also had three days remaining from last year.

 

The Meeting  AGREED  -  THAT  in future, any annual leave not taken by staff in a holiday year cannot be carried forward unless agreed, in advance, by the Committee for exceptional reasons.  The Clerk and Mrs. Butler would be allowed to take the outstanding three and twelve days respectively during the current holiday year.  The Clerk was authorised to pay up to six days in lieu of leave to Mrs. Butler if for operational reasons it was necessary.

 

The Meeting also  AGREED  -  THAT  all staff should be provided with up to date employment contracts reflecting current employment law as soon as possible.

 

41.     DATE OF NEXT MEETING – Tuesday, 15th June 2010 at 6.30 p.m.