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CHEPPING WYCOMBE PARISH COUNCIL
Finance and General Purposes Committee
Thursday 24 September 2020
Members of the council are summoned to attend the meeting to be held at 7pm via Microsoft Teams
Under the Local Authorities and Police and Crime Panels (Coronavirus)(Flexibility of Local Authority and Police and Crime Panel Meetings) (England and Wales) Regulations 2020 (4 April 2020) allowing Local Authorities flexibility to hold meetings at a time, day and frequency to suit their own needs, without the requirement for further notice
The meeting is open to members of the public and press
Committee Members: Cllr I Forbes – Chairman Cllr M Wilkes
Cllr J Herschel – Vice-chairman Cllr R Wilks
Cllr B Kin Cllr J Gurney
Cllr H Darch Cllr L Willis
Cllr C Dodds Cllr K Wood (ex-officio)
Cllr D Johncock
AGENDA
1. Apologies for absence
Schedule 12 of the Local Government Act 1972 requires a record be kept of the Members present and that this record form part of the minutes of the meeting. Members who cannot attend a meeting should tender apologies to the Clerk.
2. Declarations of members’ interests in agenda items
To receive any pecuniary or non-pecuniary declarations of interest and confirmation of any relevant dispensations.
I. Under the Localism Act 2011 (sections 26-37 and Schedule 4) and in accordance with the Council’s Code of Conduct, Members are required to declare any interests which are not currently entered in the Member’s Register of Interests or if he/she has not notified the Monitoring Officer (Clerk) of it.
II. Should any Member have a Disclosable Pecuniary Interest in an item on the agenda, the Member may not participate in consideration of that item unless a Dispensation has first been requested (in writing) and granted by the Council.
3. Staff Matters
3.1 Staff Absence Report
3.2 Staff Panel Report
3.3 Health & Safety
4. Policies & Procedures
4.1 Disciplinary & Grievance Policy
4.2 Equality & Diversity Policy (new)
4.3 Lone Working (new)
4.4 Risk Register
4.5 Ethical Banking
5. Legal
5.1 Flackwell Heath Scouts – Foul Water Plant
5.2 Green Dragon Lane Recreation Ground Lease
6. Grants
7. Website
8. Publicity
9. Budget
9.1 Committee Finances (Period 5) August
9.2 Council Finances (Period 5) August and Review
9.3 Community Infrastructure Levy (CIL) balance
9.4 Committee Earmarked Reserve Review
9.5 Annual Governance and Accountability Return 2019/20
9.6 Budgets 2021/22
10. Questions from council members and the public
11. Accounts for Payment
Wendy Thompson
Clerk to the Council
16 September 2020
AGENDA ITEM 3
Staff Matters
3.1 Staff Absence Report
Members are asked to RECEIVE a report on the sickness absence of staff since the last committee meeting in February.
3.2 Staff Panel Report
Members are asked to RECEIVE a verbal report from the Chairman of committee.
3.3 Health & Safety
Members are asked to NOTE that there have been no incidents since the last report on 9 July 2020.
AGENDA ITEM 4
Policies and Procedures
All policies and amendments are taken from NALC (National Association of Local Councils)
4.1 Disciplinary & Grievance Policy
Members are asked to REVIEW the proposed revisions to the Disciplinary & Grievance Policy, with a view to recommendation for adoption at the next full Council meeting on 15 October 2020 APPENDIX A. Members are asked to NOTE that the Policy has been marked up indicating all the revisions.
4.2 Equality & Diversity Policy (new)
Members are asked to REVIEW the new Equality & Diversity Policy APPENDIX B, with a view to making comments/ additions prior to recommendation for adoption at full Council.
4.3 Lone Working (new)
Members are asked to REVIEW the new Lone Working Policy APPENDIX C with a view to making comments /additions prior to recommendation for adoption at full Council.
4.4 Risk Register
Members are asked to NOTE that the Chairman and Vice chairman are revisiting the risk register and this will be brought back for further consideration at the next committee meeting.
4.5 Ethical Banking
Members are asked to RECEIVE a report from the Clerk on the investigations and implications of changing to an ethical bank.
AGENDA ITEM 5
Legal
5.1 Flackwell Heath Scouts – Foul Water Plant
Members are asked to NOTE that approximately 18 months ago the parish council were made aware that the Scouts were planning to replace the cesspit at the hut with a foul water treatment plant.
In March, a meeting had been planned to discuss the project however, due to lockdown this was not possible, this was conveyed to the Scouts. During August works to remove the cesspit at the Scout Hut began without any prior notice being received. The works had been given Building Control approval however they had not been given permission by the parish council who own the land. The works have been temporarily stopped due to lack of insurance cover and other concerns.
The issue is being handled by the Clerk and the Chairman to expedite a safe working plan for the project to be completed as time is of the essence
5.2 Green Dragon Lane Recreation Ground Lease
Members are asked to REVIEW the revised lease for the Flackwell Heath Minors Football Club. APPENDIX D. Changes to be noted are that the lease will be for a 10 year period with a 5 year break clause and there is a stipulation to set aside ground for a small play area – this will be included on the plan that will be attached to the lease. Members are asked to comment on the size of the play area required.
AGENDA ITEM 6
Grants Current Budget £5k tbc – none allocated in 20/21
Members are asked to CONSIDER the attached grant application from Flackwell Heath Minors Football Club, the request being in the sum of £20k – £25k for the re-surfacing of the extension car park at Green Dragon Lane Recreation Ground. APPENDIX E
AGENDA ITEM 7
Website
Members are asked to NOTE that the new website will be live from 23 September 2020.
AGENDA ITEM 8
Publicity
Members are asked to NOTE that the parish council newsletter is being resurrected and will be hopefully out for delivery by the beginning of November. If anyone is interested in submitting an article, please contact the clerk.
AGENDA ITEM 9
Budget
9.1 Committee Finances (Period 5) – August
Member are asked to NOTE the status of the committee’s income and expenditure. APPENDIX F
9.2 Council Finances (Period 5) – August and Review of Income & Expenditure
Members are asked to NOTE the summary of income and expenditure by committee. APPENDIX G
Members are asked to RECEIVE a verbal report from the Chairman of committee following a review of the Income and Expenditure.
9.3 Community Infrastructure Levy (CIL)
Members are asked to NOTE that the current CIL total stands at £49,524.66; £6770.00 which needs to be spent by 2021/22, £23,338.58 which needs to be spent by 2022/23 and £19,416.08 which needs to be spent by 2023/24.
9.4 Committee Earmarked Reserve Review
Members are asked to REVIEW the current level of the Election earmarked reserve that currently holds £6,000. Members are reminded that in May 2015 there was a contested election in Flackwell Heath that cost £5,022.33; being calculated on number of electorate times £1.08. Loudwater and Tylers Green wards were uncontested and cost £451.00 and £496.33 respectively; being calculated on number of electorate times £0.14.
9.5 Annual Governance and Accountability Return 2019/20 (AGAR)
Members are asked to NOTE that the AGAR has been return by the external auditor PFK Littlejohn a clean bill of health – no issues to report.
9.6 Budgets 2021/22
Members are asked to NOTE the proposal of the Chairman of the committee to roll forward the budgets in next year with input from committee chairman on any exceptional items.
AGENDA ITEM 10
Questions from council members and the public
A maximum of fifteen minutes will be given to members of the public who wish to speak on business included in the agenda. Members of the public wishing to speak at the beginning of the meeting should inform the Clerk of this request as soon as possible.
AGENDA ITEM 11
Accounts for Payment
Accounts for payment are to be circulated at the meeting for consideration by councillors.
Date and time of next meeting: Thursday, 26 November 2020
Meeting Link: Join Microsoft Teams Meeting
+44 1494 362643 United Kingdom, High Wycombe (Toll)
Conference ID: 743 096 32#