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CHEPPING WYCOMBE PARISH COUNCIL
Finance and General Purposes Committee
Members of the council are summoned to attend the meeting to be held on Thursday 29 September 2022
at the Council Office, Cock Lane, Tylers Green, High Wycombe Bucks HP10 8DS
The meeting is open to members of the public and press
Present: Cllr I Forbes – Chairman Cllr J Herschel
Cllr A Barron – Vice-chairman Cllr R Wilks
Cllr L Willis Cllr C Dodds
Cllr H Darch Cllr K Wood
Cllr C Jordan (temp) Cllr L Webb
Cllr D Johncock (ex-officio)
AGENDA
- 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.
- Declarations of members’ interests in agenda items
To receive any pecuniary or non-pecuniary declarations of interest and confirmation of any relevant dispensations.
- 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.
- 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.
- Staff Matters
- Staff Absence Report
- Ex-employee request
- Health & Safety Report of any incidents
- Policies and Procedures
- Risk Register
- Training
- Resilience
- Grants
- Publicity
- Community Board
- Neighbourhood Action Group (NAG)
- Audit
- Annual Return and Governance Statement
- In-house Auditors
- Budget
- Precept Timetable
- Committee Finances (Period 5) August
- Council Finances (Period 5) August
- Community Infrastructure Levy
- Contingency
- Five Year Plan
- Questions from council members and the public
- Accounts for payment
AGENDA ITEM 3
Staff Matters
3.1 Staff Absence Report
Members are asked to RECEIVE a verbal report from the clerk on the sickness absence of staff since the last committee meeting in April.
- Ex-employee request
Members are asked to RECEIVE a verbal report from the Chairman of the committee on a request by a former employee.
AGENDA ITEM 4
Health & Safety Report of any incidents
Members are asked to NOTE that there have been no incidents since the last committee meeting in April. The last notified incident was on 1 February 2022, therefore being incident free for 164 working days as at the date of the agenda being sent out.
AGENDA ITEM 5
Policies and Procedures
5.1 Risk Register
Members are asked to CONSIDER and, if so minded, RECOMMEND for adoption at the next full council meeting the revised Risk Register APPENDIX A. The Chairman, Vice-Chairman and clerk have substantially reworked it based upon our experience. Members are asked to advise of any typos or grammar issues prior to the meeting.
5.2 Training
Members are asked to NOTE that a date for a New Councillor Training session is awaited it is hoped that it will be held at the Council Offices. It is recommended that all councillors attend if they haven’t been on the training session within the last 4 years. Members are still encouraged to look at the BMKALC website Training and Events – Bucks ALC, before booking any course please check with the clerk.
5.3 Resilience Talk
Members are asked to NOTE the slides APPENDIX B from the talk on the Resilience Framework with the Resilience Officer from Buckinghamshire Council.
Members are now asked to CONSIDER a way forward
AGENDA ITEM 6
Grants
Members are asked to CONSIDER and , if so minded, APPROVE the following applications. Members are reminded that the remaining budget line stands at £1,000 following the three grants already paid this financial year.
The Village Pre-school (owned by P&TG Residents’ Society) – are requesting a grant of £1,500 to enhance the provision of care and education offered at the pre-school through staff training. APPENDIX C
Chiltern Rangers CIC (partner of Revive the Wye) – are asking for £3,050 contribution towards an information board about special chalk streams, possible site in Boundary Road Recreation Ground. It will be part of a series of 9 boards. APPENDIX D
AGENDA ITEM 7
Publicity
Members are asked to NOTE that a date for the next publicity meeting is to be arranged with a view to circulating the newsletter by the beginning of December
AGENDA ITEM 8
Community Board
Members are asked to RECEIVE a report from Cllr Barron on any progress with the current projects APPENDIX E
AGENDA ITEM 9
Neighbourhood Action Group (NAG)
Members are asked to NOTE the minutes from the last NAG meeting held on Tuesday 24 May 2022. APPENDIX F
Members are asked to NOTE that the meeting scheduled for 14 September was postponed and a new date has yet to be set.
AGENDA ITEM 10
Audit
10.1 Annual Return and Governance Statement
Members are asked to NOTE that the annual return has been returned with no exceptions.
10.2 In-house Auditors
Members are asked to CONSIDER the use of the Risk Register in relation to the in-house audit.
AGENDA ITEM 11
Budget
11.1 Precept Timetable
Members are asked to NOTE that the next cycle of committee meetings will be the start of the new financial year budget setting process. The committee budgets will be taken to the next Finance & General Purposes committee meeting in November before final approval by full Council on 15 December. Proposals for this committee need to be with the Clerk by 11 November. This allows time for any minor changes prior to 30 January when the precept request needs to be with Buckinghamshire Council. However, with a Government decision and recommendations on Precept capping expected in mid-December additional meetings may be required.
11.2 Council Finances (Period 5) August
Members are asked to NOTE the summary of income and expenditure by committee. APPENDIX G
11.3 Committee (Period 5) August
Members are asked to NOTE the committee yearend figures. APPENDIX H
11.4 Community Infrastructure Levy (CIL)
Members are asked to NOTE that the budget line for CIL currently stands at £88,170.56. These funds are to be used
for community benefit and need to be spent within a timeframe as below:
£1,279.18 2022/23
£19,416.08 2023/24
£67,475.30 2025/26
Members are asked to CONSIDER and, if so minded, APPROVE the use of this budget line to cover any extra security requirements at Straight Bit Recreation Ground if necessary.
11.5 Contingency
Members are asked to CONSIDER and, if so minded, APPROVE the use of the Finance & General Purposes Contingency budget line to cover any overages on the gas and electricity budget lines.
11.6 Five Year Plan
Members are asked to RECEIVE an overview of the likely major funding issues by the Chairman of committee APPENDIX I
AGENDA ITEM 12
Questions from council members and the public
A maximum of fifteen minutes will be given to members of the public, who may make representations, ask and answer questions and/or give evidence in respect of any item of business included in the agenda. If the chairman of the meeting agrees, representations and questions may be taken at the beginning of the meeting. 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 13
Accounts for Payment
Accounts for payment are to be circulated at the meeting for consideration by councillors.
Date and time of next meeting: Thursday 30 November 2022 @ 7.30pm