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CHEPPING WYCOMBE PARISH COUNCIL
Finance and General Purposes Committee
Report of the meeting to be held on Tuesday 1 October 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 A Barron – Chairman Cllr J Herschel
Cllr I Forbes – Vice-chairman Cllr R Wilks
Cllr C Dodds Cllr H Darch Cllr K Wood Cllr K Griffiths
Cllr D Johncock (ex-officio) Cllr L Webb
Also present: Cllr L Johncock
FGP/24/001 Apologies for absence
Apologies were received and approved from Cllr Willis (prior engagement).
FGP/24/002 Declarations of members’ interests in agenda items
There were none.
FGP/24/003 Staff Matters -Absence Report
Members received a verbal report from the clerk advising that one member of staff had been off for 7 days with a potential of a further 13 days off due to recovery from eye surgery.
FGP/24/004 Health & Safety Report of any incidents
Members were asked to note that there had been one incident since the last committee meeting in April. On the 14 June one of the grounds team jarred his back while crown lifting lime trees on the Back Common, Tylers Green. He stepped back on some hidden/rotten shuttering on the parking bay. The shuttering has been removed and will be replaced along with the boundary posts during the autumn/winter. No absence was caused by the incident.
Members were also asked to note that at the time of agenda circulation there had been 73 incident free days.
1 Update on Peninsula
Members were asked to note that a meeting with two consultants from Peninsula had taken place on 4 September. A Fire Risk Assessment along with a Health & Safety Policy are awaited, as soon as the documents are available, they will be taken to the next Finance & General Purposes or full Council meeting for review – whichever is the earlier.
FGP/24/005 Policies and Procedures
1 Financial Regulations
Members were asked to consider with a view to recommend the updated Model Financial Regulations for England and Wales for adoption at full Council. All changes proposed at the meeting had been noted with a view to combining both our document and the model document.
It was RESOLVED that;
The document be combined as discussed and recommended to the next full Council for adoption.
2 Risk Register
Members were asked to note that the Register had been updated as suggested at the last committee meeting with HR matters being mitigated by engagement of Peninsula Business Solutions.
FGP/24/006 Investing
Members were asked to consider with a view to recommend to Council investing the amount of £250k with CCLA along with agreeing that Cllr K Wood, Cllr A Barron, Cllr I Forbes, Cllr S Herron and Mrs W Thompson (Clerk/RFO) be authorised to invest on behalf of the parish council. Members were happy with the initial level of investment.
It was RESOLVED that;
Investment in the sum of £250k would be recommended to full Council for approval along with the authorised signatories being Cllr K Wood, Cllr I Forbes, Cllr S Herron, Cllr A Barron and Mrs W Thompson.
FGP/24/007 In-house Auditors
Members were asked to consider the appointment of two members of the committee to act as in-house auditors for the financial year 2024/25.
It was RESOLVED that;
Cllr C Dodds and Cllr L Webb be appointed as the in-house auditors for 2024/25.
FGP/24/008 Grants
Members were asked to note that there was currently £4,500 remaining in the budget.
1 Flackwell Heath Residents’ Association
Members were asked to consider with a view to recommend to full Council the grant application from the Flackwell Heath Residents Association for £2,748.18 as a 50% contribution towards the Christmas Lights display in the village
It was RESOLVED that;
The grant award of £2,748.18 be recommended to full Council as a non-recurring grant.
2 Flackwell Heath Tennis Club
Members were asked to consider with a view to recommend to full Council the grant application from the Flackwell Heath Tennis Club for a sum of between £15 – £20k for replacement fencing.
It was RESOLVED that;
The Club be asked to send through further information on who else they had approached for a grant applications for the fencing. At the moment the request was declined.
Cllr Webb asked that the application be sent to Cllr Digby for comment and background.
FGP/24/009 Publicity
Members were asked to note that a meeting was being arranged to discuss the content of the next newsletter.
FGP/24/010 Community Board
Members were asked to note the report from Cllr Barron on any progress with the current projects. There had been issues with staff sickness therefore leaving a lot of pending decisions of applications.
Cllr Forbes asked it there had been any progress on the new revised structure. Cllr D Johncock advised that nothing had been confirmed to date.
FGP/24/011 Neighbourhood Action Group (NAG)
Members were asked to note the minutes from the last NAG meeting held on 26 June 2024. Members were also asked to note that the next meeting is due to be held on 22 October in the Tylers Green Village Hall.
Cllr D Johncock advised that there were 3 new trained volunteers for Community Speed Watch in Flackwell Heath.
FGP/24/012 Annual Return and Governance Statement
Members were asked to note that the Annual Return and Governance Statement had been return from the external auditors with no comments. The Clerk was thanked for the work undertaken on the year-end.
FGP/24/013 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 Finance & General Purposes committee meeting before final approval by full Council on 19 December. Proposals for this committee need to be with the Clerk by 18 November. This allows time for any minor changes prior to 30 January when the precept request needs to be with Buckinghamshire Council.
Members were asked to note that the second and final precept payment for this financial year was received in the bank account on Friday 13 September in the sum of £202,905.21.
2 Budget
Members were asked to consider a proposal to increase committee budgets overall by 10% on the current year’s figures.
It was RESOLVED that;
The proposal would require more thought before any approval or recommendation could be given.
Members were also asked to consider the budget code for Rent 405 1001 to be moved from Finance & General Purposes and transferred to Open Spaces.
It was RESOLVED that;
This was an admin issue that would have a budget neutral effect.
Members were asked to note that for the next financial year new budget headings would be created to encapsulate Human Resources and Health & Safety.
3 Committee Finances (Period 5) August
Members were asked to note the summary of income and expenditure by committee.
4 Council Finances (Period 5) August
Members were asked to note the summary of the Council’s financial position. The Clerk advised that there would be an increase in Open Spaces expenditure with planned tree work being undertaken.
5 Community Infrastructure Levy (CIL)
Members were asked to note that the budget line for CIL currently stands at £45,879.56. These
funds are to be used for community benefit and need to be spent within a timeframe as below:
£14,112.23 2025/26
£31,767.33 2026/27
Cllr Herschel asked where he could find the CIL criteria. The Clerk advised that this would be found on the Buckinghamshire Council website under Community Infrastructure Levy.
6 Five-Year Plan
Members were asked to note that the Five-Year Plan is currently under review.
FGP/24/014 Questions from council members and the public
Cllr L Johncock asked what was happening with the Joint Skatepark Project with Wooburn & Bourne End Parish Council. Cllr D Johncock, Cllr Barron and Cllr Webb had attended a recent meeting and shared that not much progress was/has been made.
FGP/24/015 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 11368 to 11379 be signed BACS payment for Barclays Payflow and direct debits to EE, E-ON Next, HMRC, Grenke Leasing Ltd, NEST, Peninsula Business Service and be approved for payment.
Date and time of next meeting: Tuesday 3 December 2024 @ 7.30pm