F&GP Report 18 April 2024

CHEPPING WYCOMBE PARISH COUNCIL

Finance and General Purposes Committee

Report of the meeting to be held on Thursday 18 April 2024 at 7.30pm  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 C Dodds                                                          Cllr K Wood

                                                Cllr C Jordan (temp)                                            Cllr D Johncock (ex-officio)

 

Also present:    Cllr L Johncock, Cllr S Barrett and Mr L White (FHRA)

 

 

FGP/23/028        Apologies for absence

Apologies were received and approved from Cllr L Webb (business), Cllr L Willis (unwell), Cllr K Wood (family) and Cllr H Darch (family)

 

FGP/23/029        Declarations of members’ interests in agenda items

                There were none.

 

FGP/23/030        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 February.  Two members of the grounds team have been absent each for two days – one with a back issue and the other with a migraine.  All teams members were back at work.

 

2  National Living Wage 2024/25

Members were asked to note that the national living wage rate for 2024/25 is £11.44 per hour.  This figure only effects the position of the office cleaner with an increase of £1.02 per hour the overall increase will be £212.16 per annum.

 

FGP/23/031        Health & Safety Report of any incidents

Members were asked to note that since the last committee meeting in February there had been one incident.  On 22 March 2024 a member of the grounds team was bitten by a dog in an unprovoked attack.  The dog walker’s details were taken and also the name of the dog owner.  The police were advised and we have a crime reference number.  

 

Further updates, if any, to be brought to the next committee meeting in September.

 

FGP/23/032        Policies and Procedures

Members were asked to consider for recommendation of re-adoption at the next full council the following policy documents which can be found on the parish council website www.cwpc.org.uk.  No changes were proposed.

 

1                 Information & Data Protection Policy

2                 Retention & Disposal Policy

3                 Management of Transferable Data Policy

4                 Data Breach Policy

5                 Standing Orders

6                 Financial Regulations

7                 Publicity Policy

8                 Complaints Policy

 

It was RESOLVED that;

The above policies be recommended to the next full council meeting for re-adoption.

 

 

FGP/23/032        Grants

Members were asked to consider for recommendation to full council a request from the Juniper Hill School for a sum of £5,000 to assist with the purchase of play equipment for children with SEMH needs.  The total project was estimated at £16,744.00. 

 

Members were reminded that the budget line for Grants for the current financial year stands at £5,000.

 

It was RESOLVED that;

An award of £5,000 be recommended to the next full council meeting.  Funds to be taken from the Community Infrastructure Levy EMR as the project was of community benefit, therefore complying with the expenditure criteria.

 

FGP/23/033       Legal

                            1   Mast – Straight Bit, Flackwell Heath

Members were asked to note that there was currently a ‘Required and Refused’ decision on the mast.

 

Cllr D Johncock sought clarification from the case officer and was told that required and refused meant that the LPA (Local Planning Authority) decided that the details of the mast were first “required” and having considered the details the LPA decided to refuse permission for them have refused this application.

 

                            2  Hedley Green/Knaves Beech

                            Members were asked to note that Aviva had declined the offer to buy the parish council out of the lease.

 

FGP/23/034      Community Board

                            Members were asked to note the report from Cllr Barron attached at the end of the report.

 

Cllr Barrett was in attendance – he is the Chairman of the Beaconsfield and Chepping Wycombe Community Board.  He explained that he would be encouraging groups and organisations to apply for funding but also helping groups to make connections for symbiotic relationships. Following the next elections there will be a re-organisation of the Community Boards to match the new boundaries set out by the Boundary Commission.

 

FGP/23/035      Neighbourhood Action Group (NAG)

                            Members were asked to note the minutes from the last NAG meeting held on 29 February 2024.

 

FGP/23/036        Human Resources Support and Health & Safety Audit

Members were asked to consider the appointment of an HR & Health & Safety Company for a five-year term who are promoted by ACAS.  Members will receive a verbal report from the clerk.

 

It was RESOLVED that;

The appointment of Peninsula Business Services by approved for a five-year period.

 

FGP/23/037        Risk Register

Members were asked to consider the addition of HR Matters in light of the previous item.

 

It was RESOLVED that;

Employment issues would be added to the Risk Register the mitigation being the HR company.  Members were encouraged to make suggestions. 

 

The item to be brough back to the September meeting.

 

FGP/23/038        Investing

Members were asked to note that the current interest rates being received from Barclays and the Co-operative Bank are 1.5% and 1.6% respectively. The monies held in the Co-operative Bank are covered by FSCS, however the Barclays Business Saver account is holding more that the £85,000 which would be covered by FSCS.  Following the last council meeting the clerk contacted CCLA, who were currently offering around 5% interest on amounts over £25,000. 

 

Members were asked to consider for recommendation to full council the option of investing with CCLA.

 

It was RESOLVED that;

A recommendation to invest fundings of circa £200k be taken to the next full council meeting.

 

Cllr Herschel left the meeting at 8.11pm

 

Cllr Herschel returned at 8.15pm

 

FGP/23/039        Annual Return and Governance Statement

Members were asked to consider the completed Annual Return and Governance Statement with a view to recommending for approval and signature at full council. 

 

It was RESOLVED that;

The Annual Return and Governance Statement be recommended for approval and signature at full council

 

The Internal Audit took place on Wednesday 10 April, Mr Newhouse undertook an inspection of the accounts, Cllr Barron was also present.  There were no points to note other than a very small saving if members undertook the BACS payments.

 

Thanks to the Clerk was noted for the excellent audit.

 

FGP/23/040        Budget

1  Council Finances (Period 12) Outturn

Members were asked to note the summary of the Council’s yearend position.

 

2   Earmarked Reserves (Period 12) Outturn

Members were asked to note the yearend position of the earmarked reserves.

 

3   Community Infrastructure Levy (CIL)

Members were asked to note the budget line for CIL currently which stands at £72,128.99.  These fund

are to be used for community benefit and need to be spent within a timeframe as below:

 

£40,362.00           2025/26

£31,766.99           2026/27

 

FGP/23/041        Questions from council members and the public

Mr White highlighted the issue in Flackwell Heath relating to the Christmas Light funding which had been stopped by Buckinghamshire Council.  Mr White asked if it would be possible to request funding.  The clerk advised Mr White to complete the Grant Form which would be taken to the next appropriate meeting for discussion.

Cllr Barron highlighted the consultation on Buckinghamshire Council’s Street Trading Policy.  Cllr Barron had prepared and circulated a response which members were asked to contribute to prior to the clerk sending it back to the Council.

 

FGP/23/042        Accounts for Payment

The 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 11287 to 11293 and direct debit payments to EE, E-ON Next, Resquid Communications Ltd, Shell (Fuelcard), Trade UK and Unicom along with bank transfers to E Newhouse, Gallagher Insurance and Rialtas be approved and signed.

 

Date and time of next meeting: Tuesday 1 October 2024 @ 7.30pm

 

Signed:                                                 Dated:  30 April 2024