11-02-21 Finance and General Purposes Committee Minutes

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CHEPPING WYCOMBE PARISH COUNCIL
Finance and General Purposes Committee
Report of the meeting held on Thursday 11 February 2021 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 was open to members of the public and press

Present: Cllr I Forbes – Chairman Cllr M Wilkes
Cllr R Wilks Cllr B Kin Cllr J Gurney Cllr L Willis
Cllr H Darch Cllr D Johncock
Cllr C Dodds Cllr K Wood (ex-officio)

Also present: Cllr A Barron, Cllr C Jordan and Cllr L Johncock

FGP/20/024 Apologies for absence
Apologies for absence were received and approved from Cllr Herschel (unwell).

FGP/20/025 Declarations of members’ interests in agenda items
Cllr Darch declared at interest in agenda item 7.1 being a governor at the First School.

FGP/20/026 Staff Matters
1 Staff Absence Report
Members receive a report on the sickness absence of staff since the last committee meeting in November.

The clerk advised that both the grounds men had been off sick over the period; one for 3 days with a sprained ankle and the other for 6 weeks due to a bacteria infection, initially caused by a puncture wound at work. Members were advised that protective clothing had been purchased to avoid any further issues.

FGP/20/027 Policies and Procedures
1 Ethical Banking
Members were asked to note that due to the recent lockdown banks were not opening new accounts and are unwilling to provide interest rate information. This item has been be put on hold until later in the year when a more informed decision can be taken.

2 Internal Auditor
Members were asked to consider, with a view to recommending, the re-appointment of Mr E Newhouse as Internal Auditor for the financial year 2020/21. Last year Mr Newhouse’s fee was £325.00.

It was RESOLVED that;
A recommendation be taken to full Council to re-appoint Mr E Newhouse to undertake the current financial years internal audit.

FGP/20/028 Health & Safety
At the time of writing the agenda members were asked to note that there had been no incidents since the last committee meeting in November. However, on the day of the meeting one of the grounds team had an incident at Derehams Recreation Ground, managing to burn his hand when setting a fire to dispose of rubbish. The incident had been caused by a lapse in concentration and will not happen again.

FGP/20/029 Legal
1 Flackwell Heath Scouts & Guides
Members were asked to note that further work had been undertaken without prior permission at the above site. A concrete pad has been laid on the leased site. The clerk contacted the Scouts who advised that they felt that no permission was required.

Members felt that an improved relationship with the Scouts and Guides would be beneficial to both sides and a suggestion was made that the Executive Committee be approached to accept a representative from the parish council to attend their meetings. The clerk to contact the Executive Committee.

This item to be taken to full Council for approval along with retrospective approval of a container placed on the site in 2008.

2 Flackwell Heath Scouts & Guides – Waste-Water Treatment Plant
Members were asked to note the commissioning report for the above plant.

Members felt that the report did not give enough comfort to the standard of effluent through the plant and the clerk was asked to contact the Company – Lemon Drainage Services Ltd – to obtain a more detailed report.

3 Wayleaves with Openreach – Rays Lane & Nursery Lane, Tylers Green
Members were asked to note that Openreach would be undertaking cabling works around Tylers Green, a wayleave had been drawn up to cover the work. Following completion a 6 month return to site has been included for further making good to the tracks. Any costs incurred to be covered by Openreach.

FGP/20/030 Grants
1 Tylers Green First School
Members were asked to consider the grant application for a wi-fi burglar alarm system for the school. The application request was for £1,000, which would be a 50% contribution toward the alarm. However, on received further information it appears that the alarm system will be £4,000 rather than the initial £2,000.

It was RESOLVED that;
A recommendation of 50% of the cost, up to £2,000, be awarded to the school for consideration and approval at full Council.

2 Flackwell Heath Scouts & Guides
Members were asked to consider the renewed application from the Flackwell Heath Scouts & Guides for a contribution towards the recently completed waste-water treatment plant of £1,500. Members were reminded that this grant had originally been approved in January 2017 but lapsed due to the time taken to install the plant.

It was RESOLVED that;
The grant of £1,500 be re-instated and paid.

FGP/20/031 Publicity
Members were asked to note that the newsletter was ready for delivery, along with the Dementia Friendly Community leaflet.

It was noted that the clerk was thanked for her assistance with the Dementia Friendly Community leaflet.

FGP/20/032 Website
Members were asked to note that the website was now up and running but still in maintenance mode. Our web designer still has control of all the updating.

FGP/20/033 Town and Parish Charter
Members were asked to consider the Charter with a view to making comments by 7 March 2021. Discussion lead by Cllr Katrina Wood.

The following areas of concern were noted;
1. a strong push towards devolution of services, with a request to agree to a policy on devolution that had not yet been published
2. do all parishes have to sign the Charter or is it signed on their behalf; making it a fait accompli.
3. not being asked to comment on permitted development applications.

It was RESOLVED that;
Members had a further week to send their comments to the clerk relating to the Charter. The clerk in conjunction with the Chairman would put together a response which would be circulated to all councillors prior to being sent.

FGP/20/034 Budget
1 Committee budget (Period 10) – January
Member were asked to note the current status of the committee’s income and expenditure.

2 Council Finances (Period 10) – January
Members were asked to note the summary of income and expenditure by committee. Cllr Forbes highlighted that there would possibly be a slight surplus at the end of the year.

3 EMR report and proposals
Members were asked to consider the current EMR position, with a view to recommending an increased transfer at the end of the year of £10k into the Cemeteries EMR from the surplus in the Cemeteries income budget line.

It was RESOLVED that;
An increased transfer of £10k into the Cementeries EMR be taken to full Council for approval.

Members were also asked to consider the recommendation from the Open Spaces committee to vire to the Play Equipment EMR, £12,779.00 for an inclusive roundabout, £16,000.00 for fencing around the play area with the possible inclusion of a zipline in the region of £11,000

It was RESOLVED that;
A recommendation to transfer £40,000 to the Play Equipment RMR be taken to full Council for approval.

4 Community Infrastructure Levy (CIL)
Members were asked to note that the current CIL total stands at £32,378 following the approval of £12,860 for fencing around the play area at Ashley Drive.

FGP/20/035 Questions from council members and the public
Cllr Forbes highlighted the Community Board – Cllr Wood advised that the next meeting was to be held on 16 February.

The parish has some applications which have been lodged with TfB for costing and design – yellow lines, gates at the Fassetts Road/London Road footpath, Ashley Drive layby parking scheme and the bench at the end of Northern Wood, Flackwell Heath.

It was noted that Cllr Barron was the council’s representative and all Community Board projects/communication should go through him.

FGP/20/036 Accounts for Payment
Accounts for payment were circulated at the meeting for note.

Payment made were cheque numbers 10398 to 10410 and BACS payment to Barclays Payflow, direct debit payments to Castle Water, EE, E-On and NEST.

The chairman of committee that members for their attendance and closed the meeting at 8.21pm

The committee wished Cllr Herschel a speedy recovery

Date and time of next meeting: Thursday 15 April 2021 @ 7pm – via TEAMS

Signed: Dated 25 February 2021