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CHEPPING WYCOMBE PARISH COUNCIL
Finance and General Purposes Committee
Report of the meeting held on Thursday 29 September 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 K Wood
Cllr A Barron – Vice-chairman Cllr R Wilks
Cllr L Willis Cllr L Webb
Cllr C Jordan (temp) Cllr D Johncock (ex-officio)
FGP/22/001 Apologies for absence
Apologies for absence were received and approved from Cllr Dodds (holiday), Cllr Darch (holiday) and Cllr Herschel (holiday)
FGP/22/002 Declarations of members’ interests in agenda items
Declarations of interest were received from Cllr Forbes and Cllr Wood in relation to item 6 Grants, being members of the Penn & Tylers Green Residents Society – their interest was noted but would be of no personal advantage so they could take part in the discussion.
FGP/22/003 Staff Matters
1 Staff Absence Report
Members were asked to receive a verbal report from the clerk on the sickness absence of staff since the last committee meeting in April. The clerk advised that members of the grounds team had been absent as follows, one for a period of 3 day, another for one day. There was still a member of the team on long term sick leave who recently had an Occupational Health assessment prior to his return to work. This item to be referred to the Staff Panel.
2 Ex-employee request
Members were asked to receive a verbal report from the Chairman of the committee on a request by a former employee. This item to be referred to the Staff Panel.
Staff Panel to be convened by Cllr Wood.
FGP/22/004 Health & Safety Report of any incidents
Members were asked to note that there had 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. Members complimented the staff of their safe working practices.
FGP/22/005 Policies and Procedures
1 Risk Register
Members were asked to consider for adoption at the next full council meeting the revised Risk Register. The Chairman, Vice-Chairman and clerk had substantially reworked it based upon experience.
It was RESOLVED that;
The Risk Register be recommended to full Council for adoption at the next meeting in October.
2 Training
Members were asked to note that a date for a New Councillor Training session was awaited, it is hoped that this will be held at the Council Offices. It was recommended that all councillors attend if they haven’t been on the training session within the last 4 years. Members were still encouraged to look at the BMKALC website Training and Events – Bucks ALC, before booking any course please check with the clerk. The clerk is compiling a register of all training undertaken by members and staff and asked for all recent attendances t be reported to her.
3 Resilience Talk
Members were asked to note the slides from the talk on the Resilience Framework with the Resilience Officer from Buckinghamshire Council. Members were asked to consider a way forward.
It was RESOLVED that;
A task and finish group be recommended to full Council, to work on a plan to cover the three wards, some areas being generic with other specific items to each ward.
FGP/22/006 Grants
Members were asked to consider the following applications. Members were 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) – were requesting a grant of £1,500 to enhance the provision of care and education offered at the pre-school through staff training.
It was RESOLVED that;
It was unanimously agreed that a grant for training could not be supported.
Chiltern Rangers CIC (partner of Revive the Wye) – were asking for £3,050 contribution towards an information board about special chalk streams, possible site in Boundary Road Recreation Ground. The board would be part of a series of 9 boards.
It was RESOLVED that;
A grant of £500.00 would be recommended to full Council for approval.
It was noted that a grant request would be coming in from St Peter’s Church. Cllr Willis was asked to contact a representative from the church and invite them to come to the full Council meeting.
FGP/22/007 Publicity
Members were asked to note that a date for the next publicity meeting was to be arranged with a view to circulating the newsletter by the beginning of December
FGP/22/008 Community Board
Members were asked to receive a report from Cllr Barron on the progress with the current projects. Report to be attached.
FGP/22/009 Neighbourhood Action Group (NAG)
Members were asked to note the minutes from the last NAG meeting held on Tuesday 24 May 2022.
Members were asked to note that the meeting scheduled for 14 September had been postponed and a new date had been set for 17 October, the meeting would be at the Village Hall in Tylers Green.
FGP/22/010 Audit
1 Annual Return and Governance Statement
Members were asked to note that the annual return had been returned with no exceptions. Both Cllr Wood and Cllr Forbes congratulated the clerk on the excellent result and there was unanimous support from the other members.
2 In-house Auditors
Members were asked to consider the use of the Risk Register in relation to the in-house audit.
It was RESOLVED that;
The Risk Register would be the subject of the audit.
FGP/22/011 Budget
1 Precept Timetable
Members were asked to note that the next cycle of committee meetings would be the start of the new financial year budget setting process. The committee budgets would 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.
2 Council Finances (Period 5) August
Members were asked to note the summary of income and expenditure by committee.
3 Committee (Period 5) August
Members were asked to note the committee yearend figures.
4 Community Infrastructure Levy (CIL)
Members were asked 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 were asked to consider the use of this budget line to cover any extra security requirements at Straight Bit Recreation Ground if necessary.
It was RESOLVED that;
The use of the CIL funds for extra security would only be used as a last resort.
It was noted that the time scale for spending the CIL had been extended to 5 years as per the Buckinghamshire Council website.
5 Contingency
Members were asked to consider the use of the Finance & General Purposes Contingency budget line to cover any overages on the gas and electricity budget lines.
It was RESOLVED that;
The use of the Contingency budget line be approved for any gas or electricity overages.
6 Five Year Plan
Members were asked to receive an overview of the likely major funding issues by the Chairman of committee. The plan was noted be all present with minor updates to the wording suggested.
FGP/22/012 Questions from council members and the public
There were no questions from members of the council. There were no members of the public present.
FGP/22/013 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 10906 to 10917 and a BACS payment to Barclays Payflow along with direct debit payments to, EE, Grenke, NEST Pension and Unicom be approved and signed.
The chairman of committee thanked members for their attendance and closed the meeting at 9.04pm
Date and time of next meeting: Thursday 30 November 2022 @ 7.30pm
Report for Chepping Wycombe Parish Council by Cllr Alec Barron
Date: 20/September/2022
Subject: Beaconsfield Chepping Wye Community Board (BCWCB).
Highways and Traffic, (HAT):
There have been no meetings of the BCWCB HAT subgroup since the last report on 20/06/22.
Environment:
There have been no meetings of the BCWCB Environment subgroup since the last report on 20/06/22.
Health & Well-Being:
There have been no meetings of the BCWCB Health & Wellbeing subgroup since the last report on 20/06/22.
Alec Barron
Verbal report:
HAT meeting planned for 05/10/22 @19.30
Fassetts Road – meting with Highways resulted in rejection of alternative options.
Only two options left: Closure or leave as is. AB to contact original complainant to discuss residual options.
DJ – any other info?
Environment meeting planned for tonight – apologies sent!
Health & Wellbeing meeting last night. 10 attendees, three requests for support (get my vote!)
St Peters Church have two requests: School starter kit (Uniform / PE / school work kit)
Request for £3k (have also asked HW Community Board for similar amount.
Baby Bank – everything for a new-born (at risk / vulnerable mothers qualify) £3k request
Clare foundation are seeking £300 to fund a “cancer” workshop in conjunction with Cancer UK. Training to be “champions” of cancer awareness for all those that are in contact with a variety