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Report of the Finance & General Purposes Committee meeting held on Thursday 10 February 2022
at the Council Office, Cock Lane, Tylers Green, High Wycombe Bucks HP10 8DS
The meeting was 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
Also present: Cllr C Jordan
FGP/21/033 Apologies for absence
Apologies for absence were received and approved from Cllr K Wood (COVID), Cllr S Barrett (Work) and Cllr D Johncock (another meeting)
FGP/21/034 Declarations of members’ interests in agenda item
Declaration of interest were registered by Cllr R Wilks – expenses cheque and Cllr I Forbes being related to a WI member delivering the newsletter.
FGP/21/035 Staff Matters
1 Staff Absence Report
Members received a report on the sickness absence of staff since the last committee meeting in November. The Clerk reported on the long-term sickness absence of the Warden.
2 Appraisal Arrangements
Members were asked to note that dates for staff appraisals were currently being arranged.
Cllr Herschel requested that all partied involved in the appraisals should be recently trained.
3 Staff Committee
Members were asked to note that the Staff Committee had agreed some arrangements for staff cover.
This would be advised at full council so all members would be aware.
FGP/21/036 Policies and Procedures
1 Risk Register
Members were asked to review the revised Risk Register with a view to making comments/further revisions before recommending the full council for adoption. Cllr Barron, who had undertaken the work on the Register, explained the rationale behind the colours used and how the Register worked.
It was RESOLVED that;
The Risk Register be taken to full council for approval and that it should be a standing item on the Finance agenda, to be worked through at each meeting checking that the mitigating factors are being undertaken.
2 Emergency Plan
Members were asked to consider whether to undertake work on an Emergency Plan.
It was RESOLVED that;
The Resilience officer from Buckinghamshire Council be asked to undertake a training session at the parish council, so that any further progression of an Emergency Plan would be better informed.
3 Five Year Plan
Members were asked to consider the Five-Year Plan with a view to making further suggestions for inclusion and any amendments before taking to the next full council for noting.
It was RESOLVED that;
Further work on the Plan was necessary. Some items were changed and omitted.
Cllr Herschel temporarily left the meeting between 8.13pm and 8.16pm
4 Re-appointment of 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 2021/22. Last year Mr Newhouse’s fee was £350.00.
It was RESOLVED that;
The re-appointment of Mr Newhouse would be recommended to full council for approval.
FGP/21/037 Health & Safety
1 Report of any incidents
Members were asked to note the one incident since the last committee meeting in November.
A member of the grounds team sustained a cut to his palm while removing a leg post from the noticeboard in Tylers Green. The person concerned was wearing gloves at the time.
FGP/21/038 Legal
1 Flackwell Heath Minors Football Club Lease (draft)
Members were asked to consider the revised lease with and view to recommending to full Council for approval and signature. All revisions had been checked by our solicitor and the football club were happy with the contents.
It was RESOLVED that;
Once the size of the play area had been agreed by the Open Spaces committee the lease would be recommended to full council for approval and signature.
FGP/21/039 Neighbourhood Action Group
Members were asked to note the minutes from the last NAG meeting held on 18 January 2022.
MVAS (Mobile Vehicle Activated Sign)
Members were asked to note that following the death of Cllr Kin, there was now a need for volunteers for the Loudwater MVAS group.
Cllr Willis advised that he would raise the need for volunteers at the Loudwater Forum AGM on 21
February.
It was noted that MVAS and Community Speedwatch should be standing newsletter items. It was agreed that the parish council website was no longer the best place for the MVAS statistics and they would be available on request.
FGP/21/040 Community Assets
Members were asked to note that the clerk had recently sent through the following for re-submission properties of community value.
• Horse & Jockey Public House, Tylers Green
• Loudwater Boys Club
• Flackwell Heath Community Centre
FGP/21/041 Grants
Members were asked to consider the application from the Flackwell Heath Bowls Club £5,000 for a flatbed roller for the bowling rink.
Members were reminded that the budget of £5,000 had already been committed for the year to the Flackwell Heath & Loudwater Age UK for a new minibus. Council was asked to recommend the next course of action.
It was RESOLVED that;
The decision to award a grant would be deferred until the new financial year to allow consideration of other applicants. However, the club’s balances need further clarification.
FGP/21/042 Publicity
Members were asked to note that the next newsletter was planned for delivery in April; a publicity meeting was to be arranged shortly. Members were asked to suggest article material.
FGP/21/043 Community Board
Members were asked to note the report from Cllr Barron showing live projects. Cllr Barron advised that the next meeting had been postponed and was now due to be held on 21 March.
FGP/21/044 Virement
Members were asked to consider the recommendation from the Works & Services committee to vire £5,400 from the General Reserve to cover the cost of the Warden’s new downstairs cloakroom.
It was RESOLVED that;
The virement of £5,400 from the General Reserve for the Warden’s downstairs cloakroom be recommended to the next full council.
FGP/21/045 Committee Finances (Period 9) December
Members were asked to note the current position of the committee’s finances.
The Straight Bit security cover had been given a 2 month extension and this was being paid through the Contingency line in F&GP.
It was noted that an insurance claim was underway to cover any extra staffing costs due to the Warden’s absence.
FGP/21/046 Council Finances (Period 9) December
Members were asked to note the summary of the Council’s financial position.
FGP/21/047 Community Infrastructure Levy (CIL)
Members were asked to note that the budget line for CIL currently stands at £37,719.00. 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
£17,023.74 2024/25
The last amount was received in December and covers 2020/21. The next payment, if any, should be received in April 2022.
FGP/21/048 Questions from council members and the public
There were no questions.
FGP/21/049 Accounts for Payment
Accounts for payment were circulated at the meeting for consideration by councillors.
It was RESOLVED that;
the accounts for payment be approved and cheques numbered 10704 to 10721 and direct debit payments to Castle Water ,EE, E-ON Next, Shell (Fuel Card Services), Shorts Group and SEE be approved and signed.
The chairman thanked members for their attendance and closed the meeting at 8.55pm
Signed: Dated: 24 February 2022