Minutes of a Meeting of the Finance and Hr Committee

KINGS HILL PARISH COUNCIL

MINUTES OF A MEETING OF THE FINANCE AND HR COMMITTEE HELD AT 7:30PM ON MONDAY 9th SEPTEMBER 2013 AT THE KINGS HILL COMMUNITY CENTRE

Present: Cllr R Cassidy (Chairman) Cllr S Barker Cllr M Peake Cllr S Woodcock

Also in attendance: Ms H Munro (Clerk & RFO) Mrs K Tanner (Assistant Financial Officer)

FHR13/74 To receive Apologies for Absence and reasons for approval . There were none.

FHR13/75 To receive Declarations of Interest and receive requests for . dispensations There were none.

FHR13/76 To receive Declarations of Lobbying . There were none.

FHR13/77 Minutes . It was RESOLVED that the minutes of the meeting held on 8th July 2013 be approved for signature and they were duly signed.

FHR13/78 Officer’s Report . William Warriors Explorer Scout Group Grant Request It was reported that a response was awaited from the Scout Group to confirm details of alternative funding.

FHR13/79 Chairman’s Announcements . There were none.

FHR13/80 Public Session . There were none.

Committee FHR13/81 To review Terms of Reference . The Terms of Reference were amended for recommendation to Full Council.

FHR13/82 To review Objectives . The objectives were discussed.

Budgets 2013-14 FHR13/83 To discuss draft template and agree actions . It was RESOLVED that there should be no amendments. It was RESOLVED that each Committee should provide a brief written summary of their individual budget to Full Council.

FHR13/84 To determine time table for budget preparation . It was RESOLVED that each committee should submit draft templates to the Finance & HR Committee no later than 4th November 2013 in preparation for a final decision to be made by Full Council in December.

F&HR 09/09/2013 Page 67 Signed...... FHR13/85 To note letter from TMBC re: their timetable for agreeing allocations for Scheme . of financial arrangements It was noted that the S136 financial arrangement will be agreed by 9th October.

FHR13/86 To consider a further meeting or Working Group after 7 th October 2013 to . discuss submissions from committees It was agreed that a further meeting will be called.

Banking FHR13/87 To discuss details received from CCLA for an alternative investment opportunity . It was agreed to obtain further information from alternative banking institutions. Parish Office FHR13/88 To note amended online banking signatory Mandate . It was noted.

Review of Policies FHR13/89 CCTV Policy . The policy was amended for recommendation to Full Council.

FHR13/90 Communications Policy . It was agreed that the Communication Working Group review the policy and CWG discuss at the next meeting.

FHR13/91 Updated Health & Safety policy Full . The policy was amended for recommendation to Full Council. Council

Financial Matters Payments for current month – September 2013 FHR13/92 Accounts for Payment – Kings Hill Parish Council’s (KHPC) accounts for payment . totalling £641.67 was circulated and approved by RESOLUTION. A list of the cheques is attached to these minutes in appendix 1.

Verification of payments – July and August 2013 FHR13/93 BACS payroll payment approval – July 2013 . The payment of £8788.02 was approved by RESOLUTION.

FHR13/94 BACS payroll payment approval – August 2013 . The payment of £9,197.20 was approved by RESOLUTION.

Approval list for standing orders and direct debits FHR13/95 The standing orders, direct debits for £4,324.66 and BACS payments for . £11048.17 for July 2013 were approved by RESOLUTION. A list of payments is attached to these minutes in appendix 2.

FHR13/96 Verification of on-line banking transactions . The online payments were verified against the bank statement.

Financial Reports as at 31 st July2013 FHR13/97 This was deferred until the next meeting. . Due to the confidential nature of the following business in items FHR 12/333 to FHR 12/339 to be transacted, the press and public were excluded from the meeting in accordance with standing order 1c at 20.42pm

Recruitment FHR13/98. To ratify Kings Hill Sports Park recruitment of permanent staff and agree further actions The recruitment of a Facility Supervisor and 3 Facility Assistants was ratified.

F&HR 09/09/2013 Page 68 Signed...... FHR13/99. To confirm appointment of Facility Supervisor It was noted.

FHR13/100. To confirm appointment of Facility Assistants x3 It was noted and RESOLVED for photographs to be taken and displayed. Parish Office FHR13/101. To note resignation of caretaker and cleaner at the Community Centre and ratify recruitment of replacements It was noted and the recruitment process was ratified.

FHR13/102. To note vacancy advertisement for 2 Caretaker/Cleaners (minimum of 10 hours per week) Clerk It was noted.

FHR13/103. To note recruitment of Bar Staff at the Community Centre and receive update It was RESOLVED that an approved pool of staff should be recruited.

FHR13/104. To note recruitment of Assistant Financial Officer It was noted and amendments to the job specification were agreed. Clerk

General HR FHR13/105. To note 1% increase on salary scales from 1 st April 2013 It was noted.

FHR13/106. To consider overtime for Sports Park project Overtime was considered and it was RESOLVED that a lump sum paid in lieu of overtime worked be approved.

FHR13/107. To consider amending office job titles A change in job title for the Clerk was discussed. It was RESOLVED that a recommendation be put to Full Council to change the title to Chief Executive.

The Meeting re-opened to the press and public at 21.17pm

Correspondence – to note correspondence received FHR13/108. Inside Track – Issue number 206 – noted. FHR13/109. Council Tax Communications Update – 10th July 2013 – noted.

FHR13/110. Future Meeting Schedule – 11th November 2013

FHR13/111. Questions from Councillors and future agenda items There were none.

The Meeting closed at 21.22pm

Signed......

Date......

F&HR 09/09/2013 Page 69 Signed...... APPENDIX 1

Kings Hill Parish Council Accounts for Payment July 2013

PAYEE Description CHQ NO AMOUNT Kentklean Ltd Bus shelter cleaning 322962 £42.32 TMBC Licence fee for Community Centre 322959 £180.00 TMBC Dog bin 322960 £359.35 Kings Hill Garage Ltd Mending of tables 322961 £60.00 Total £641.67

Payroll Payroll BACS £8,788.02 Payroll Payroll BACS £9,197.20

TOTAL BACS £17,985.22

TOTAL PAYMENTS £18,626.89

F&HR 09/09/2013 Page 70 Signed...... APPENDIX 2

Kings Hill Parish Council Standing Orders, Direct Debits, BACS and Intercompany payments July 2013 PAYEE Description SO/DD AMOUNT BT CC Office & Lift Line DD £50.12 BT Broadband Phone DD £72.42 BT CC Emergency Phone DD £24.08 BT WIFI for Youth Centre DD £76.60 BT CC Office & Lift Line DD £52.29 BT Phoneline for Youth Centre DD £20.78 EON Electricity DD £394.92 EON Gas DD £104.62 EON Gas DD £17.28 KCC DD £319.09 South East Water June DD Water YC DD £71.00 South East Water June DD Water CC DD £70.00 Tonbridge & Malling Council Tax DD £566.00 Youth Club Rent July Rent Interco £675.00 Superannuation KCC contribution DD £1,810.46

Total DD / SO / Interco £4,324.66

Multiple Payments Salaries BACS £8,788.02 HMRC PAYE & NIC £2,260.15 HMRC PAYE & NIC £512.99 UK Debt Management Office Loan repayment £21,347.94 Total BACS £11,048.17

Total Payments £15,372.83

F&HR 09/09/2013 Page 71 Signed......