Minutes-for-15th-December-1.pdf

HELLESDON PARISH COUNCIL

The Council Office, Diamond Jubilee Lodge, Wood View Road, Hellesdon, Norwich, NR6 5QB
Tel: 01603 301751 www.hellesdon-pc.gov.uk email: contact@hellesdon-pc.gov.uk

Minutes of the meeting of the Property Policy & Resources Committee held on
Thursday 15th December 2016 at 7.30pm in
The Council Chamber, Diamond Jubilee Lodge, Hellesdon

PRESENT

Mrs S Gurney – Chairman

Mr J Knowles Mr D Ghimire Mr R Grady Mrs S Prutton

Kate Leggett (minutes) Gavin Ellis (Finance Officer)

1 Apologies

David King – apologies received and accepted.

2 Declarations of Interest and Dispensations

No declarations or dispensations received.

3 Co-option of new Councillor

Deferred to adjourned meeting on 30th December.

4 Public Participation

No public were in attendance.

5 General Matters

Matters arising from the previous meeting:

Donation towards Upkeep & Maintenance of Burial Ground
The correspondence was discussed and it was RECOMMENDED that the council award the
budget sum of £750 using power under s.214 LGA 1972.

This item was accepted and agreed.

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Cllr Gurney proceeded to give the committee an update with regards to the internal audit that was
held by Larking Gowen on Wednesday 14th December. Cllr Gurney thanked Gavin Ellis for all his
work in prepping for their visit

There were a few minor process issues that need to be addressed. However we await their written
report to action in February 2017.

Cllr Gurney discussed a possible change in the accounting software that the Council currently use.
Scribe which is currently in use is not the most suitable package available and it was thought that
a change to the RBS package, which is considered by the auditors to be more appropriate, needs
to be investigated. This was agreed.

Work is continuing on the Risk Register
In January and February all the financial policy documents need to be reviewed and updated as
necessary and as part of the auditor’s request.

Barclays Bank are sending through the paperwork for the officers to be issued with company debit
cards to facilitate purchases made by staff. Direction will be set through the financial standing
orders and the limit amount will be set by committee. To be actioned by Chair to the Council. All
agreed

Cards will be issued to three allocated members of staff.

It was thought that there was a need for more than one card holder should any one person be
absent.

Processes will be put in place and the Council Administrator is to act as controller. Financial
Standing orders will also require updating, to include debit card management.

Following discussions regarding the limit amount for each card, Cllr Knowles expressed concern
over a limit being too low to accommodate some purchases. It was discussed and a limit of £500
was agreed with the provision that any purchases over £500 needed to be ratified by the
Chairperson of the committee to which the purchase relates, the Chair and the Vice Chair to the
Council. Authorisation of spending over £500 needs to be sought in advance. To be included in
Financial Standing Orders.

Proposed, seconded and all agreed.

Some discussions were held regarding the new Tractor Shed and handover is due on 23rd
December 2016.

The council has received some CIL money from the additional houses that had been built in the
Parish, predominately from the Carrowbreck Meadow Development.

5.1 Cllr Gurney directed the committee’s attention to the proposed budgets for 2017/18.
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Gavin Ellis re-entered the room.

Cllr Gurney and Gavin Ellis took the committee through the proposed budget sheets and much
discussion ensued.

Items were discussed at length and with all being aware of the time it was agreed to adjourn the
meeting until Friday 30th December at 9am when the committee will reconvene and take forward
the budget proposals

Kate Leggett is to contact Mo Anderson-Dungar and check her availability for that day and Kevin
Sage will be asked to attend along with Gavin Ellis.

Meeting was set for 9am on the 30th December 2016 in Diamond Jubilee Lodge.

Cllr Gurney then proposed an extraordinary budget meeting of the Full Council on 17th
January 2017.

Seconded and agreed.

Meeting adjourned at 10.10pm

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