Membership:

Also in attendance:   Cllr Mrs B Gage, 
                                   M C Murkin Town Clerk, 
                                   Mrs. J. Smith, Minute Clerk

218.    APOLOGIES FOR ABSENCE.  None

219.    Declaration of Interests
To declare any ‘personal' or ‘personal and prejudicial' interests relating to items on the agenda having regard to paragraphs 7 to 11 inclusive of Part 2 of the Code of Conduct for  Members and having taken appropriate advice (where necessary) before the meeting.
Cllr Mrs. B Gage declared personal in all planning items as member of BDC Planning committee

220.    PUBLIC  QUESTION  TIME 
There were no members of the public present

221.    MINUTES
The Minutes of the meeting held on 12^th November 2010 were unanimously adopted.

222.    PLANNING APPLICATIONS
            Cllr Mrs. Shirley Diver took the Chair for this part of the meeting
09/01664/FUL 32 Ozier Field, Halstead, Essex CO9 1UX. Insertion of 2no. first floor windows to side elevation as per planning consent 02/01594/FUL - condition no. 3.  Members raised no objections
10/00015/FUL 41 Ozier Field, Halstead, Essex CO9 1UX. Installation of new windows in north elevation flank wall.  Members raised no objections
09/01588/FUL Maycast Nokes Precision Engineering, Factory Lane West, Halstead Essex CO9 1EX - Erection of new external metal access stair to south east elevation of sand foundry.  Members raised no objections.

223.    REFERRALS FROM AMENITIES COMMITTEE
            Amentities committee planned for 7^th January 2010 was postponed due to 
            Inclement weather - no referrals available.

224.    FINANCIAL  MONITORING
Spreadsheets giving this information were shown, addendum notes included.
Town Clerk explained income - Tenant (Council as Landlord) as being £5750 for mast at Courtaulds Sports Ground - this amount is under review.
Various monthly figures were queried, and it was explained that now payroll costs are now being taken into account for each nominal heading.
It was said that all payments have now been made regarding the Christmas lights and Town Clerk was asked to produce figures to show the total cost of light display in 2009.
It was pointed out that there were some discrepancies in figures on expenditure/monthly performance sheet.  Town Clerk to review and revise if necessary.
Various analysis of expenditure then took place:
a) it was queried why advertising and publicity had only used 28% of allocated budget so far.  It was agreed that this budget needs some revision.
b) S137 payments seem to have been made in excess of budget, but it was explained that this is amortization of wages/salaries across headings.
c) Tenancies, Council as Landlord - amount again reflects wages/salaries apportionment.
It was agreed that the true expenditure picture was being distorted by the inclusion of wages/salaries and that further discussions should take place on how this matter should be dealt with in future.
It was requested that separate reports - excluding wages and salaries - be made each month for the following accounts:
Car Parks; Queen's Hall; Mill House; Courtaulds Playing Field; Grants; Allotments.
Cllr Mrs. J. Pell queried whether volunteer hours should be costed in to various accounts, but it was agreed that these hours, although valuable, do not reflect a cost to the Council.
Some queries were raised on the Income part of the report:
Administration income is greatly over budget; this was said to be sales of various bags, bus timetables, books from outside agencies, etc.
Environment income was said to be mainly grants for planters and from ECC for bus shelters.
Interest was shown as being well below budget; this due to prevailing international financial situations.  Town Clerk stated that a further amount of some £200 was due to be received in January.
It was AGREED that VAT element should be removed from income amounts.

225.     MONTHLY  PERFORMANCE
It was noted that there were some discrepancies in monthly additions; this to be reviewed and amended as necessary.
It was noted that absences had decreased against the previous two years.

226.    RECEIPTS AND PAYMENTS SINCE LAST MEETING
Reports were shown giving various account details for Council approval.  It was stated that in accordance with Audit requirements salaries are being authorised and that direct debits/standing orders will be authorised at the beginning of each financial year.
Questions were asked about item ‘cancelled cheques' and it was said that on some occasions cheque printing malfunctioned.  It was requested that in future names be put to cancelled cheques so that members could get a clear picture of transactions. 
It was requested that a folder of all payments be brought to future meetings, and that these payments be collated under the various nominal headings.
It was said that cash received sheets had now been revised and each sheet would now be totalled and sum banked against that amount.
Car Parks would have one cash sheet against several transactions; each payment in is now independently checked and verified.  It was confirmed that pay-in book reference be annotated on sheet, and that only one pay-in book be in use at any one time.  It was noted that Mayor's account has a separate pay-in book.
It was noted that interest was shown on this sheet, but not on Financial Monitoring report.  This will be amended.
It was agreed that these reports were helpful.  Cllr Mrs. J. Pell asked if provisions to receive credit/debit card payments could be considered and it was said that this should be set as an Agenda item at another meeting.
RESOLVED that this form of reporting is useful and acceptable to this Committee and this form of reconciliation will satisfy auditor.
This report to be recommended to Full Council meeting pending satisfactory report from Auditor and confirmation that cancelled cheques item be amended as discussed.    

            Cllr Mrs. Linda Hilton left the meeting.

227.    EXCLUSION OF PUBLIC AND PRESS
The following resolution was proposed and seconded:
RESOLVED:  That pursuant to the provisions of section 1(2) of the Admission to Meetings Act 1960, in view of the next items to be conducted, the press and public be excluded from the meeting.