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, 6th July 2010.

 

PRESENT:  Cllrs.   K.   Hatton (Chairman) – attended from Item 07.  

Mrs.  C.  Mirza-Davies,  V.  Driscoll,  Mrs.  J.  Jones,  Mrs.  R.  Reeves,

S. T. Thomas (Chaired the Meeting for Items 01-07) and J. H. Williams.

 

01.     APOLOGIES FOR ABSENCE – Mrs. N. A. Foxwell and Mrs. G. Smith.

 

02.        APPOINTMENT OF COMMITTEE VICE-CHAIRMAN – 2010/2011

 

Upon    the    Motion     of     Cllr.      Mrs.    C.  Mirza-Davies    and     seconded    by  Cllr.  Mrs.  R.  Reeves the  Meeting  appointed  Cllr.  S.  T.  Thomas  as Vice-Chairman of the Committee.

 

03.     CONFIRMATION OF MINUTES – The Minutes of the Finance and General Purposes  Committee  Meeting  held  on  Tuesday,  13th  April  2010  having been   previously   circulated  were  taken  as  read,  and  on  the  Motion  of Cllr. V. Driscoll and seconded by Cllr. Mrs. C. Mirza-Davies it was RESOLVED  - THAT such Minutes be approved as a true record and signed by the Chairman.

 

04.     DECLARATION OF INTERESTS.  There were no declarations of interest.

 

05.     MATTERS ARISING FROM MINUTES:

 

          Assistant Handyman – Summer Months

         

The Clerk advised the Meeting that following the accident to Adam Farmer and also as a result of the dry weather, a replacement temporary assistant handyman had not been recruited.  In the alternative, a self-employed sub-contractor was being used very occasionally at a more economical cost.

 

The Clerk also advised the Meeting that Adam Farmer had submitted an accident compensation claim, which was being handled by the Council’s Insurance Company.

 

The Meeting noted that the Community Council had not been undertaking formal written risk assessments across all areas of the Council’s activities and it was unanimously AGREED  -  THAT  such a process should now be implemented.

 

Dinas Powys Voluntary Concern – Community Directory

 

The Clerk confirmed that immediately after the last Meeting he had advised DPVC of the Council’s agreement in principle to donate £1,000 towards an updated Community Directory.  The Clerk further advised that he had not received any further communication from DPVC regarding the matter.

06.     FINANCIAL POSITION OF COUNCIL AS AT 30TH JUNE 2010

 

The Clerk presented a cash flow forecast for the period ending 31st March 2011 and including actuals to 30th June 2010 along with assumptions that the Council would proceed with tree works at the Old Scout Field (£2,554 incl. VAT), roof repairs to the Old Library and new lighting in the Parish Hall (£9,943 incl. VAT), War Memorial restoration (£6,165 incl. VAT) and additional horse riding signs (£1,105 incl. VAT) offset by approved grants of £8,973. - a net cash out flow of £8,216 after recoverable VAT.  The Clerk highlighted bank balances of £41,819 as at 30th June 2010 (£30,195 as at 30th June 2009) and  a  forecast  of £46,641 as at 31st March 2011.  The Committee noted that adequate funds appeared to be available to undertake the aforementioned works.

 

07.     APPLICATIONS FOR FINANCIAL ASSISTANCE:

 

a.       Noah’s Ark Appeal. 

 

Committee  RECOMMENDED  a donation of  £100.

 

b.       Tenovus

 

Committee  RECOMMENDED  a donation of  £100.

 

c.       NSPCC – Childline Helpline 

 

Committee  RECOMMENDED  -  THAT  the application be  NOTED.

 

d.       Shelter Cymru

 

Committee  RECOMMENDED  a donation of  £100.

 

e.       Menter Y Fro 

 

Committee  RECOMMENDED   an annual subscription of  £35.00.        

 

08.    CONTRACTS OF EMPLOYMENT

 

The Clerk had previously circulated first draft new contracts of employment for all Council staff excluding the Clerk who already had a recent contract of employment.   Committee  APPROVED  the new contracts after advising of a small number of typographical amendments and Committee also  AGREED  -  THAT   all   staff  should  be  granted  an  additional  day’s  annual  leave  for St. David’s Day and for the handyman and cleaner any annual inflationary pay increases should be linked to any NJC agreed awards subject to recommendation by the Society of Local Council Clerks.

 

 

 

 

09.    MATTERS RAISED AT COSAC COMMITTEE MEETING

 

Committee  AGREED  to recommend that the next Full Council Meeting approve the proposed Scout Field, War Memorial, Old Library Roof and Parish Hall lighting works.

 

The Meeting also discussed playground equipment renewal on Dinas Powys Common  and  felt  that existing play equipment was in good condition and fit for purpose.  However,  the  Clerk  was  instructed  to  discuss  the  matter  with St. Andrew’s School in order to ascertain as to whether any other play equipment might be suitable as some free space was available in the play area.

 

10.    APPROVAL OF ANNUAL ACCOUNTS

 

The Clerk presented the Community Council’s Statement of Accounts for the period ended 31st March 2010, which had been locally audited along with the Annual Governance Statement.   Committee  AGREED  to recommend approval of the Accounts and that “yes” should be answered to all Governance Statements.

 

11.       ANY OTHER BUSINESS

 

One Voice Wales

 

Cllr. Mrs. J. Jones expressed a view that the Council should consider rejoining One Voice Wales.  The Meeting instructed the Clerk to ascertain which Councils were current members and which were not for review at the next Meeting.

 

Parish Hall Lighting / Sound System

 

Cllr. Mrs. J. Jones referred to concerns about maintenance of the Parish Hall’s sound and lighting systems – the Committee AGREED  -  THAT  the matter should be reviewed at the next Hall’s Meeting.

 

Dinas Powys Music Festival

 

The Clerk referred to an outstanding account of £225.00 for the 2010 Music Festival Hall charges.  Committee  AGREED  to recommend a grant from the Community Council of £225.00.

 

12.     DATE OF NEXT MEETING.   To be advised.