Paulton Parish Council
Minutes of the meeting of the Finance Committee held on
Tuesday 16 October 2012 starting at 7.00pm in the Meeting Room at the Village Hall
Attended by Mr T Bridgman, Mr M Colliver, Mr G Dix, Mrs E Hardman, Mrs S Long, Mrs A Lyons,
Mr R Piper, Mr H Warren, Mr L Wild (Chair) and Mrs M Wild.
Also in attendance were Mr A Arnold and Mr T Gardiner.
An apology for absence was received from Mr J Humphries.
DECLARATIONS OF INTEREST
There were no declarations of interest.
MINUTES OF THE MEETING HELD ON 28 AUGUST 2012
The minutes of the above meeting were approved by the members as a true record and signed by the
Chair.
71.
SWIMMING POOL
i)
Trusteeship 70 ii)
Clerk read email received from Kenneth Rogers, Charity Commission, confirming that the
change to trusteeship took effect and the parish council became Sole Trustee from the time the
resolution was adopted at the General Meeting (3 September 2012). The parish council will
continue as Sole Trustee until a subsequent quorate General Meeting of the inhabitants of the
area votes otherwise, as provided for in the new constitution.
Mr Rogers stated that the co-operation of Paulton Parish Council in actively assisting with the
future administration of the charity’s interests and property has been noted by the Commission
and is greatly appreciated.
ii)
Management
The Chair explained that a meeting had been held on 15 October 2012 with representatives of
the council, Rachel James and Garry Yoxall. A report prepared by Mrs James on matters
discussed at the meeting was circulated to members.
The Chair advised that he would like a working party to be set-up to be responsible for the
management of the pool. He suggested that he should serve on the working party with
Mr Colliver, Mrs Long, Mrs Lyons, Mr Piper, Mrs Wild, Mrs James, Mr Yoxall and the Clerk. This
was agreed by the members. It was noted that the working party will report to the Finance
Committee and matters that require a decision concerning expenditure will be referred to the
Finance Committee.
iii)
Appointment of signatories
It was noted that at the present time only one signatory is required for payments from the pool
bank accounts. Members agreed that all payments should require two signatures and the
members of the pool working party and the council’s administrative assistant, Jane Cross,
should be appointed as signatories in addition to the existing signatory, Rachel James.
It was agreed that Mrs James be asked to present a list of payments made for the pool at
meetings of the working party.
iv)
Expenditure
Mrs James has advised that the current manual system for recording cash received and
inputting data is very time consuming, outdated and risky. Alternative methods have been
investigated and the most suitable and cost effective has been identified as the EZ Facility a
web based software system. The initial capital expenditure for the system is £3,308 inc VAT
and in addition there is a monthly payment of £149 plus VAT for the software licence.
Members agreed that Mrs James be authorised to proceed with the purchase of the system.
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The Chair advised that the hours of employment allocated to manage the pool were reduced
when there was a change in pool manager and Mrs James has requested that her hours be
increased by 4 hours per week to 28, initially for 3 months. This was agreed by the members.
A capital investment plan has been prepared by Mrs James and Mr Yoxall and in addition to the
purchase of the EZ Facility the need to resolve the slip risk outside the main entrance door and
install non-slip flooring in the staff room have been identified as priorities. The total estimated
cost for these works is £1,250. Members agreed that Mrs James be authorised to proceed
with organising these works.
v)
Sport England grant
It was noted that a total grant of £50,000 has been awarded by Sport England to the pool.
Mr Yoxall is managing the grant and is anticipating receiving the first payment from Sport
England for the costs incurred in replacing the windows and installing a hoist (total cost
approximately £9,000) in the very near future.
Solarsence have been contracted to install a photovoltaic solar system and a tube solar system
(total cost £31,470) and Mr Piper advised that the work to install the solar panels is due to
commence next week.
The majority of the balance of the grant will be spent on installing a new lighting system around
the pool and enquiries are currently in progress to identify the best, most suitable system for the
building.
vi)
Indemnity for the former trustees
At the request of the former trustees it was agreed that the Clerk should draft a letter, for
approval by the Chair, indemnifying the former trustees against any claims on historical issues
excluding matters relating to negligence or fraud.
vii)
Accounting and budgeting system
Members agreed that Mrs James be delegated authority to spend up to £500 on any single
transaction, in addition to the normal routine expenditure at the pool, without obtaining the
advance approval of the Finance Committee.
Mr Piper stressed the need for a full budgeting system at the pool to enable members to
compare, on a regular basis, actual income and expenditure to estimated projected figures.
This will also apply to footfall/customers and the numbers required to breakeven on individual
sessions and overall.
It was noted that a meeting of the pool working party is being held on 29 October to prepare a
draft budget for the pool for 2013/14. This will then be considered by the Finance Committee at
their next meeting on 30 October.
72.
VILLAGE HALL
i)
Windows
The administrator has advised that Techniglaze has been instructed to replace the windows on
the front elevation of the hall. The windows will be installed in approximately 8-10 weeks.
As a result of the insurance claim, submitted for vandalism to the windows, £950 has been
received from the insurance company and an additional £240 is due to be paid.
ii)
Storage area
The administrator is in the process of asking local builders for quotations for the work.
iii)
Purnell Memorial Garden
The administrator has been contacted by Liz Hardman, on behalf of Paulton in Bloom, who
would like to carry out some work in the area. The administrator has asked to attend the next
meeting of the group to discuss the matter.
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iv)
Youth Club
It was noted that the interior entrance door was damaged during a recent youth club session.
The lock has been glued back in but the wood has split.
v)
Toilets
The administrator has obtained a quotation from Somer 2000 Ltd to install fans in the male and
female toilets. The cost to install the fans is £818.31 and there will be an additional charge of
£321.06 to drill the holes in the walls and install ducts to dress the holes. Somer 2000 has
advised that the drilling work could be carried out by a builder.
Members agreed that the administrator should be asked to seek further advice and obtain an
additional quotation for the work.
vi)
Maintenance contracts
Clerk reported that the annual maintenance contracts for the following are due for renewal with
Somer 2000 Ltd:
i)
ii)
Fire alarm, emergency lighting, PAT testing and entertainments licence – cost £405.60
Intruder alarm in office/rear entrance area - cost £163.80.
Members agreed that the above two maintenance contracts with Somer 2000 Ltd should be
renewed.
73.
SCHEDULE OF PAYMENTS
Members noted/approved the payment of the following accounts/invoices by the Clerk:
92
93
94
95
96
97
98
99
100
101
102
103
104
105
106
107
108
109
110
111
112
113
114
115
116
D Channell – Youth Support Worker salary (August)
£45.28
Inland Revenue - employees’ and employer’s national insurance and tax
(August 2012) £1,364.86
B&NES - employees’ and employer’s pension contributions
& pension deficit (August 2012)
£1,453.60
M Cole – repairs to Memorial Park boundary wall
£408.00
ALCA – “Good Councillor” training course attended by Jane Cross
£75.00
Viking – copier paper
£67.91
Waste Recycling – skip clearance (August 2012)
£132.00
Konica - photocopier charges
£32.84
Line Business Services – IOSH 4 day safety course attended by
Jane Cross and Gail Garlick
£1,188.00
Double Hills Arnhem Committee – donation
£50.00
Casswells – carbon monoxide and smoke alarms for Cemetery Lodge
£30.55
BT – office internet service
£163.20
SALC – Clerks 1 & 2 and CiLCA training courses attended by Jane Cross £310.00
Broker Network Ltd – motor policy premium
£619.44
Viking – printer cartridges and flash drive
£61.75
DJ Phillips – repairs to wide-cut mower
£54.00
Konica - photocopier charges
£32.84
Bright & Breezy – cleaning pool changing rooms etc following
building works
£1,200.00
E.ON – electricity a/cs toilets (Red Lion & recreation ground)
£18.02
B&NES – ½ year business rates for cemetery £336.00 and
public convenience £332.00
£668.00
Colman Building Contractors – structural works to pool roof
£25,385.48
David Simmonds Associates – contract administrator’s post contract work
re 112 above
£914.98
Petty cash a/c (24 September 2012)
£200.00
D Channell – Youth Support Worker salary (September)
£122.40
NALC – Quality Council reaccreditation application fee
£240.00
McAllister Associates – balance of fee for CDM co-ordinator services
re 112 above
£720.00
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117
118
119
120
121
122
123
124
125
126
127
128
129
130
DJ Phillips – repairs to grass cutter
J Plucknett – reimbursement for Norton anti-virus subscription
for office computers
Inland Revenue - employees’ and employer’s national insurance and tax
(September 2012)
B&NES - employees’ and employer’s pension contributions
& pension deficit (September 2012)
SSE – parish street light maintenance charge (July – September)
Direct debits to Talk Mobile – groundsman’s mobile telephone
(September & October 2 x £6.59)
E.ON – supply to parish street lights (July – September)
Cam Valley Wildlife Group – annual subscription
DJ Phillips – repairs to wide cut mower £72.00 and
“Hurricane” vacuum £286.51
ALCA – “Financing Your Parish Council” training course
attended by Jeff Humphries
Waste Recycling – skip clearance (September 2012)
Fosseway Press – receipt books for cemetery fees
Paulton Village Hall – hall hire for youth club (July - September 2012)
BT – office telephone a/c
Paulton Village Hall – office rent (October – December 2012)
Direct debit to Public Works Loan Board – ½ yr loan repayment for
village hall extension
The meeting ended at 8.55pm.
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£129.43
£44.99
£1,201.00
£1,421.42
£52.22
£13.18
£22.91
£5.00
£358.51
£20.00
£132.00
£60.00
£238.50
£90.39
£750.00
£8,858.60