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Minutes of FINANCE, POLICY & RESOURCES COMMITTEE meeting held on Monday 24th May 2010, at the Pavilion, Vaggs Lane, Hordle.

Present: Chairman Cllr. Peter Smith and Cllrs. Bowring, Ironside, Terry, Wareham and Wells.

Also in attendance:

Mrs Susan Whitcher – Clerk and Sandy Smith, - Minutes Clerk & Cllr. Hayes

Cllr. Smith took the Chair as previous chairman.

1. Election of Chairman

Cllr. Wells proposed Cllr. Smith as Chair and this was seconded by Cllr. Wareham, as there were no other proposals it was agreed unanimously and Cllr. Smith took the chair

2. Election of Vice Chairman

Cllr. Terry proposed Cllr. Wareham as Vice Chair and this was seconded by Cllr. Smith, as there were no other proposals it was agreed unanimously.

3. Apologies for absence

None

4. Declarations of interest

Cllr. Smith – prejudicial interest on item 13 - payment schedule.

5. Minutes of the meeting held on 26th April, 2010

These were accepted and confirmed with the amendment to the total monthly payments to £7462.65.

6. To receive monthly payments schedule for May 2010

These were received and confirmed with the total being. £7,670.35.

7. To confirm the reconciled bank statement

There is a balance remaining of £122,881.97 (including £35,000 for Tiptoe Green and the first half of the precept) to the 14th May 2010. The statement was reconciled by Chairman.

8. To consider and agree sub committees and working parties to include:

A sub committee to review and complete the CES action plan.

Cllr. Terry proposed “To set up a sub-committee of FPR to finalise the action plan for the Community Engagement Strategy including how the implementation will be carried out, by whom and by when. The action plan will be presented to FP&R at the meeting to be held on 28th June 2010. The action plan together with the CES document will then be presented to the Full Council at the meeting to be held on the 5th July 2010.” This was seconded by Cllr. Wareham and agreed unanimously. The sub-committee comprises; Cllrs.Hayes, Ironside, Pepper,Smith, Terry and the Clerk will attend.

9.To receive a proposal of the Amenities committee to remove the handyman/playground inspectors cost from the Amenities Committee budget and to place it with all staff costs under the FP&R Committee budget.

After discussing the various issues Cllr. Terry agreed to withdraw the proposal.

10.To review and accept this year’s insurance premium.

The Clerk informed the committee that she was awaiting the final premium quotation as there had been some adjustments to the assets register which were being considered. The premium has been raised mainly because of the increased pavilion valuation. She is obtaining a quote from the NFU for comparison. As the payment is due on the 24th June it was agreed for the Clerk to proceed provided the quotation was within the agreed budget.

11.Propositions from the allotments working party; a)That this Council give its consent to the Allotments Working Party to approach Landowners by letter to ascertain the said Landowners willingness to lease or sell land to the Parish Council for the express purpose of providing Allotments.

It was agreed that the Clerk would draw up a letter authorising the Allotment Association Working Party to request land for sale or lease for allotments with the backing of Hordle PC.

b) That this Council seek the view of NFDC Planning Department on which land within the Parish would be appropriate for the purpose of providing Allotments. Proposed Cllr Wareham, seconded Cllr Terry

This was also agreed.

12. Correspondence received and Clerk’s report

12.1. To consider and agree the methods and costs of a computer maintenance agreement.– the Really Useful IT Company will hold to their original quote, inclusive of off-site support. Local companies will work on-site but the Clerk requested more time to follow these up to obtain detailed costings.

12.2. To review our accounting system – As previously brought to the attention of the council the ongoing problem of data entered on to the quickbooks system over past years needs to be sorted. I have requested our internal auditor to review and advise.

12.3. To consider the need to allocate a spending amount to the Clerk to allow for maintenance and purchase costs to be met as required. This will be considered when the new Financial Regulations are being adapted.(the second part is now available).

12.4. Emails cc to the Clerk should be for information only. Instructions to the Clerk need to be clear and explicit. The Clerk should be instructed by the council with final decisions before they can be actioned.

13. Chairman’s report.

13.1.The Chairman informed the committee that the Clerk needs to be E-mailed directly to action decisions.

13.2.He stated that Documents need to be sent to the Clerk and she will then circulate them to all councillors ensuring that this is the definitive version that all councillors have sight of.

13.3. He also requested that a copy of any reports or documents, for discussion or decisions should be given to the minutes secretary.

13.4. The Chairman thanked the committee for his re-election and observed that there was a lot of work to be undertaken by the committee including sorting policies that link in with the CES and making any changes to the Standing Orders (these have been adapted by Cllr. Wareham for Hordle)

Any suggestions for changes to be sent to the Clerk.

14. Councillor’s reports

14.1 .Cllr.Bowring expressed concern re the Milford-on- Sea/A337 junction and was assured that the funding for this, as far as was understood, would not be taken out of Hordle’s developers contribution. There was some confusion as to which transport documents require responses. It was agreed because of the time frame to consider these documents at Full Council and construct responses.

14.2. Cllr. Wells stated there were 4 transport issues for Hordle and the Clerk informed him that an NFDC proposed Transport Schemes document circulated on the 17th May included these issues with the exception of the Tiptoe Crossroads. These issues will be considered as para. 14.1. The Clerk added that the missing footpath barriers are schedule for replacement and the Council has been requested to confirm that the lay-by adjacent to the playground is not their land.

12.4. Cllr. Smith reported his lack of response from highways re the closure of Vaggs Lane for re-surfacing. Cllr. Wells replied that the Clerk was requested to contact highways for an update.

15. Public Session.

Cllr. Hayes reported complaints re the parking at Tiptoe School and asked for the Parish Councils suggestions as to how to remedy the situation.

16. To confirm the date of the next meeting Monday 28th June 2010

Confirmed,

The meeting closed at 8.45 p.m.