Minutes of the Finance & General Purposes Committee meeting held at the Trowell Parish Hall on Tuesday 1st July 2008, at 7.15pm.

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Present: Cllrs. G. Lockwood (Chair), Mrs. M. Birkitt, K. Birkitt, W.J. Bryant, Mrs. L. Harley, Mrs. P. Cardwell, Mrs. C. McGann, R. McGann & Mrs. J. E. Bryant.

Clerk: Mrs. A. K. Mitchell.

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20/08. To receive apologies for absence.
It was noted that Cllr. Rigby would be late joining the meeting as he was attending Cabinet at BBC which started earlier in the evening. Cllr. Mrs. Harley moved acceptance of apologies from Cllr. Hallam (holidays). Seconded by Cllr. Birkitt. All in favour.

21/08. Declaration of Members' interests.
None.

22/08. To approve minutes of previous meeting.
Cllr. Mrs. Birkitt moved acceptance of the minutes of the previous meeting held on 3rd June 2008, as a true record. Seconded by Cllr. Mrs. Bryant. All in favour.

23/08. Matters arising from the minutes.
(a) Guaranteed Investment Bond -
It was noted that this has been re-invested for 12 months & that the 2008 interest amounted to £1,538.91.
(b) Personnel Committee -
It was noted that Cllr. Hallam is co-ordinating this committee.

24/08. Financial position to date.
Cllr. Mrs. Harley moved to accept the statement. Seconded by Cllr. Birkitt. All in favour.

Standing orders were suspended for 5 minutes to attend to a disturbance outside the building.

25/08. Christmas Lights 2008
The Clerk reported that the tenders are due in by 4th July 2008.

It was agreed not to pursue the offer of second hand lighting equipment from Brinsley Parish Council.

The Clerk advised that BBC have agreed to meet the electrical supply costs as in previous years. She also reported that the licence application form has been received from NCC.

Members were asked to note the letter from Mr. Hastings. It was agreed to consider Mr. Hastings's suggestion when the specification for 2009 is drawn up.

It was noted that it will not be possible to take an electricity supply from the Church.

Members noted that the Clerk has completed the unmetered electricity documentation as required by Eon. Members also noted the email from BBC concerning the leaving of lights in the trees year on year.

On considering the email from Christmas Plus it was agreed to advise them to stick to the original specification.

26/08 Proposed CCTV Upgrade.
It was noted that the funding application forms are in process as discussed at last weeks Parish Hall & Grounds Meeting.

Cllr. Rigby joined the meeting at this point.

27/08 Daniel Smith Concert.
It was noted that arrangements are now being finalized. The artiste's overnight accommodation has been booked & the Clerk is currently awaiting receipt of the contract & posters before advertising the event.

28/08 2008 Internal Audit.
The Clerk advised that this is in hand & she will report further at next week's Council Meeting.

29/08 Revision to the Parish Clerk's Contract of Employment.
The Clerk advised that a revised copy of her contract of employment is now available for the Chair of the Council to sign.

30/08 2009 Parish Calendar.
Cllr. Bryant proposed that given the rough costings provided by the Clerk the Council proceeds with producing a 2009 village calendar. Seconded by Cllr. McGann. All in favour.

It was agreed that the final layout would be subject to full Council's approval & Members were asked to consider the rough drafts provided over the coming week. The Clerk will seek the appropriate approvals for use of photographic material, once the final choice of photograph has been made.

The Clerk thanked Cllr. Mrs. McGann for her invaluable assistance in the designing of the calendar to date.

31/08 Gas & Electricity Contracts.
It was noted that the relevant documentation had been circulated to Members prior to the meeting.

Cllr. Bryant commented that there are going to be substantial price increases whichever option the Council chooses. He thinks that to take the green option would be best even if it is not the cheapest.

Cllr. Bryant proposed that the Council take up the 100% green option. Seconded by Cllr. Lockwood.

Cllr. Rigby wanted to know how much this option would cost, he does not see how the Council can agree an option if it does not know the cost.

Cllr. Lockwood clarified that the Council is not voting on the cost, it is being asked to choose the option it wants NCC to negotiate on, on its behalf. The tender specification for want of a better description.

Standing orders were suspended for 5 minutes to allow the Clerk to deal with an enquiry from a member of the public who had entered the building.

It was noted that the Parish Council's specification forms part of the larger NCC specification. Cllr. Mrs. Cardwell asked if this then means the Parish Council is committed to something. She was advised that it does.

It was noted that in 2007/2008, gas cost £1,751 & electricity £944. It was also noted that the chances are that the Council will be overspent on both its energy budgets this year.

Cllr. Mrs. Birkitt proposed that the original proposal be amended to that the Council take up the 50% green & 50% brown option. Seconded by Cllr. Mrs. Bryant.

Cllr. Rigby advised that he could be persuaded to go with the 50/50 option but the Council has no idea how much fuel is going to go up. He would be reluctant to go 100% green as ethics is great but would the Council be thanked by the people of Trowell for being ethical. Renewable energy can also be more expensive energy. Cllr. Bryant commented that since oil prices have increased, all energy prices are more comparable.

Cllr. Mrs. Bryant added that whatever option the Council takes it is going to be a gamble but by going 50/50, the Council is at least hedging its bets.

The Clerk hopes that the contract will be settled before the budgetary process commences to allow more accurate budgets to be set accordingly.

The amendment to the substantive proposal was therefore out to the vote. 8 For, 1 Against & 1 Abstention. The motion was therefore carried.

The revised substantive proposal was then put to the vote. All in favour.

The Council's specification will therefore be submitted on a 50% green & 50% brown basis.

32/08.Clerk's Report.
It was noted that no-one is available to attend the Eastwood CAB AGM.

It was noted that the Clerk will be on annual leave from the 3rd to the 14th August 2008 & as a consequence it was agreed to move the Parish Hall Inventory to the same night as the Newsletter Editorial Meeting on 3rd September 2008.

Members were asked to consider a request from the Caretaker for a set of hedge cutters to be purchased for use in the Parish Hall grounds.

Cllr. Mrs. Harley proposed that the Council purchase a set of hedge cutters for use in the Parish Hall grounds. Seconded by Cllr. Birkitt. All in favour.

33/08.Date of next meeting - 2nd December 2008 - Budget Meeting. The Clerk asked Members to submit any budget suggestions in advance of the meeting if possible.

The meeting closed at approximately 7.55pm.