Our application for a WREN grant has been declined on the grounds that WREN do not permit there to be more than one project at the same location at the same time. Since the play area project in current it is therefore blocking the changing room scheme.
I am arguing the case with WREN on the grounds that if they cannot accept this application there will never be another due to our ineligibility in the future
Watch this space.
Tuesday, 28 April 2009
Friday, 24 April 2009
A clerk writes...
14th May - Meeting. Sorted 7 sets of papers for Annual Parish Council Meeting, Annual Parish Meeting and May meeting, invoices and cheques. Details of Election Candidates for County and European Elections to be put in Noticeboard. Called Herts Highways and chased Herts Commons for detailed map.
13th May. Realised that key for Recreation ground should go to first responder. Got name and number from Marian. Asked for feedback from Village Hall meeting; got minutes (v timely!)
11th May. Confirm agenda and send out with Financial report. Deliver copies round to Tom and Judith. Post from Darnalls Hall; Playdale proforma invoice to Marian, for WREN paperwork.
8th May. Simon has completed the audit. Meeting at his house; we run over the financial report for 1 hour and then back to host visit from NHDC's Media Officer re Weston feature in Outlook.
7th May NHDC planning agree to write to more residents around Tilekiln farm. Judith dropped off the letter re Grant money from NHDC for Play Area first installment, which should be in our account now. Chased Grant #1590 Play Area refurb. money and NHDC say it will be paid too.
6th May another morning on the Accounts / audit. The cash book, financial report and form, plus Yellow book went back to the Internal Auditor for final review. Checked post at Darnalls Hall and left WREN contract with Marian / insurance renewal with Alistair. Called Judith re Asset Register; changes direct to Alistair for the insurance, please.
5th May, Yellow book delivered to my door! Just the cash book to update and the form to complete, and the audit work can go back to Simon to finalise. Reviewed Tennis Club agreement version 6.4. Sorted out visit of NHDC media officer and wrote to NHDC Planning re the application to change the mast at Tilekiln Farm, asking if they had taken account of the (fairly )new development there when they had consulted the neighbours. Chased grant 1590 - refurb money for Play Area.
4th May, drafted a Financial report 2008/09 and tracked down "Yellow Book"
2nd May Draft agendas etc to Tom, notices for Audit as required by law and Annual Parish Council meeting up in Noticeboard. Found example of Financial Report in files in Darnalls Hall.
1st May, quick call with Leona, who will miss the annual Parish Council Meeting.
29th April. Email from the Media Officer of NHDC, who would like to visit Weston and feature us in their publication. Needs to be hosted, suggests within the next 2 weeks, did try to push back until Pavilion and Play area finished but she wants to do the writing up now - I need to find a volunteer to do this. Detailed cash flow forecast on Playground Build / emails with NHDC grant providers / Marian. Important to get right as WPC not able to fund Pavilion / Play including VAT amounts if timings are wrong. Darnalls Hall to check on post, another invoice from Sign Painting, but no WREN contract for Play grant.
28th April. Printed out April minutes, agendas, asset register and responsibilities lists and delivered to Judith.
27th April. Quick call from Alistair re WREN grant, then 2 hours with Simon Armitage, Internal Auditor. Major Comments were: Cash Book should show £2000 moved from General Fund into Pavilion Fund. This would show Pavilion Fund in profit again and agrees with Alistair's running total up to end March. Also he suggests that I take my notes out of the Cash Book, where I had indicated the changing VAT rates for example. Where I do not have an invoice, I should put a copy of the signed minutes in the files. To sign off the audit, he needs to see the updated Cash Book and a set of accounts for presentation to the Councillors ASAP. Drew up agenda for Annual Parish Council meeting and May meeting and circulated, with draft list of responsibilities.
Put up notices for European Elections and County Council Elections in Notice board.
25th April. Doorstep conversation with Judith, whose PC is out of action, so she will need paper copies of all emails /agendas / final minutes until further notice. Also needs copies of Section 106 agreement from the files and an item on the May Agenda re Forge End handover. Collected post and invoice from Darnalls Hall, plus required 106 paperwork. Collected cheque book from Internal Auditor in Dane End, got signatures from Judith and Paul, then delivered cheque.
24th April.
Tried to return calls to Judith, no answer and David Cox, whose wife answered. Agreed to organise quick payment for painting work by cheque if he could deliver part invoice by Saturday. Called Emma Brook of WREN re funding statements, which I had scanned and attached to email but she hadn't had. Emma called back when she confirmed with Katy ( Regional Manager ) that they had been sent, but not forwarded internally. Confirmed 2 payments, upfront and total, to be paid to us - Emma said she would send out our contract. Called Marian to advise on both David and WREN grant.
Scanned most recent quote from Playdale and sent to Emma at WREN for her files.
13th May. Realised that key for Recreation ground should go to first responder. Got name and number from Marian. Asked for feedback from Village Hall meeting; got minutes (v timely!)
11th May. Confirm agenda and send out with Financial report. Deliver copies round to Tom and Judith. Post from Darnalls Hall; Playdale proforma invoice to Marian, for WREN paperwork.
8th May. Simon has completed the audit. Meeting at his house; we run over the financial report for 1 hour and then back to host visit from NHDC's Media Officer re Weston feature in Outlook.
7th May NHDC planning agree to write to more residents around Tilekiln farm. Judith dropped off the letter re Grant money from NHDC for Play Area first installment, which should be in our account now. Chased Grant #1590 Play Area refurb. money and NHDC say it will be paid too.
6th May another morning on the Accounts / audit. The cash book, financial report and form, plus Yellow book went back to the Internal Auditor for final review. Checked post at Darnalls Hall and left WREN contract with Marian / insurance renewal with Alistair. Called Judith re Asset Register; changes direct to Alistair for the insurance, please.
5th May, Yellow book delivered to my door! Just the cash book to update and the form to complete, and the audit work can go back to Simon to finalise. Reviewed Tennis Club agreement version 6.4. Sorted out visit of NHDC media officer and wrote to NHDC Planning re the application to change the mast at Tilekiln Farm, asking if they had taken account of the (fairly )new development there when they had consulted the neighbours. Chased grant 1590 - refurb money for Play Area.
4th May, drafted a Financial report 2008/09 and tracked down "Yellow Book"
2nd May Draft agendas etc to Tom, notices for Audit as required by law and Annual Parish Council meeting up in Noticeboard. Found example of Financial Report in files in Darnalls Hall.
1st May, quick call with Leona, who will miss the annual Parish Council Meeting.
29th April. Email from the Media Officer of NHDC, who would like to visit Weston and feature us in their publication. Needs to be hosted, suggests within the next 2 weeks, did try to push back until Pavilion and Play area finished but she wants to do the writing up now - I need to find a volunteer to do this. Detailed cash flow forecast on Playground Build / emails with NHDC grant providers / Marian. Important to get right as WPC not able to fund Pavilion / Play including VAT amounts if timings are wrong. Darnalls Hall to check on post, another invoice from Sign Painting, but no WREN contract for Play grant.
28th April. Printed out April minutes, agendas, asset register and responsibilities lists and delivered to Judith.
27th April. Quick call from Alistair re WREN grant, then 2 hours with Simon Armitage, Internal Auditor. Major Comments were: Cash Book should show £2000 moved from General Fund into Pavilion Fund. This would show Pavilion Fund in profit again and agrees with Alistair's running total up to end March. Also he suggests that I take my notes out of the Cash Book, where I had indicated the changing VAT rates for example. Where I do not have an invoice, I should put a copy of the signed minutes in the files. To sign off the audit, he needs to see the updated Cash Book and a set of accounts for presentation to the Councillors ASAP. Drew up agenda for Annual Parish Council meeting and May meeting and circulated, with draft list of responsibilities.
Put up notices for European Elections and County Council Elections in Notice board.
25th April. Doorstep conversation with Judith, whose PC is out of action, so she will need paper copies of all emails /agendas / final minutes until further notice. Also needs copies of Section 106 agreement from the files and an item on the May Agenda re Forge End handover. Collected post and invoice from Darnalls Hall, plus required 106 paperwork. Collected cheque book from Internal Auditor in Dane End, got signatures from Judith and Paul, then delivered cheque.
24th April.
Tried to return calls to Judith, no answer and David Cox, whose wife answered. Agreed to organise quick payment for painting work by cheque if he could deliver part invoice by Saturday. Called Emma Brook of WREN re funding statements, which I had scanned and attached to email but she hadn't had. Emma called back when she confirmed with Katy ( Regional Manager ) that they had been sent, but not forwarded internally. Confirmed 2 payments, upfront and total, to be paid to us - Emma said she would send out our contract. Called Marian to advise on both David and WREN grant.
Scanned most recent quote from Playdale and sent to Emma at WREN for her files.
Tuesday, 21 April 2009
Tennis Pavilion
EDF have now run the cable to the pavilion. As part of that work they have cut back part of the hedge along the path under the overhead power lines (see picture). This is in preparation for installing a second pole and the transformer.The hope is that they will complete the work before the end of the month.
Meanwhile I have ordered a meter from EDF and given the Parish Council as the customer. When ordering I was told that it could take up to 14 days for them to get back to me to arrange a fitting date. Obviously this needs to be after the supply is connected. Once installed we will have power.
Outstanding items:
Legal agreements – Still waiting for final version back from tennis club. It is with Elaine Bragg who is away at the moment.
EDF need to agree an “easement” for access to the new pole and cabling with the land-owner’s solicitor. Fortunately there is a good chap at EDF who has not allowed this to prevent the work going ahead.
Fitting of code locks. This will be sorted by Barry soon.
Safety. Once the power is connected we need to get the electrics checked. We may be able to get this done for free. Otherwise there will be a charge but we do need it done to ensure that the PC is covered in case of an accident.
Insurance. Currently we are under insured. The PC policy is due for renewal so this well be corrected shortly. I do however need to speak to them to agree what costs are insurable before agreeing a value.
Finances. We are expecting Barry’s costs to be £3,500. The project has £1,384 left in the budget and I have discussed a split in these costs with Keith Crofton which would result in us paying £1,454, representing a project over-spend of just under £70. Keith will obviously need to clear this with the Tennis Club committee.
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