Finance and General Purposes Committee minutes

Meeting details

  • Date: 14th July 2021
  • Duration: 19:00 - 20:15
  • Location: Parish Office

Meeting minutes:

FGP12/21To receive Apologies for Absence

Apologies were received from Cllr L. Coffre.

FGP13/21Declarations of Interest

No interests were declared.

FGP14/21Minutes of the previous meeting

The minutes of the meeting held on 12 May were approved as a correct record and were signed by the Chair.

FGP15/21Matters arising from the previous meeting

FGP8/21 – Clarification was required regarding the process for gaining approval to spend CIL payments, the Parish Council receive directly and S106 contributions, which are held by the District Council and require match funding. The Committee also discussed whether it would be permitted to allocate funding from approved S106 projects to different scheme.

Cllr Foster would forward details of the approved projects (S106).

Other matters related to items on the agenda.

FGP16/21Report on the submitted AGAR and Year End documents

The Clerk confirmed the AGAR and supporting documents had been submitted to the external auditor, PKF Littlejohn.

FGP17/21Review of the Precept 2021 – 2022

(a) VAT - VAT income would be used to help balance budget headings.

Litter Picking (The New Blendworth Centre) – Now that Covid restrictions were being lifted the Clerk was asked to make contact about when the service would resume.

(b) Centre Additional Costs – Further refurbishment costs were anticipated relating to the heating control system, lowering of the tarmac by a fire exit, the hall flooring and the replacement of some of the outside lighting units. The status of manufacturer guarantee or warranty was discussed.

(c) Financial Statement ¼ mark of precept

  • Contingency – A breakdown had been forwarded to the Chair. Moving forward costs incurred regularly would be allocated a separate budget code.
  • Carbon Footprint – Income for the project had been received in the previous financial year, the costs would be incurred in the current year.
  • Subscriptions –This includes the HR Service with HALC.

FGP18/21Staffing Committee – Review of Model Terms of Reference

Model Terms of Reference had been circulated with the agenda that covered all the relevant staffing matters and annual appraisals. A number of related policies would need to be developed and considered by the Committee. A decision about where the Staffing Committee would report to was still be considered and would be further discussed at the Council meeting on 20th July. The draft Terms of Reference will be circulated with Council papers.

FGP19/21Review of Clanfield Parish Council’s Standing Orders (Section 4 – 12)

Members were asked to review section 4 – 12 and send comments to Peter Hurst in advance of the next meeting.

FGP20/21Review of Community Infrastructure Levy (CIL) Progress on Spend

The CIL report for 2020-21 had been circulated and required signatures. Parish Councils must publish each year their total CIL receipts; total expenditure; a summary of what the CIL was spent on; and the total amount of receipts retained at the end of the reported year from that year and previous years. Reports should be placed the Parish website and a copy of the report sent to the District Council.

FGP21/21Review of the Parish Council’s Risk Assessment dated 3rd March 2020.

Cllr Foster would review the Risk Assessment and report back to the next meeting.

FGP22/21Bins Contract and Costs

The costs equate to £6.12 per bin. The annual budget is £3,000. It was proposed to consider tendering the service. The notice period with the current contractor is 12 months.

FGP23/21Any Other Business

An invoice for the supply and installation of the fence around the Bee Hives had been paid by the Parish Council. All costs associated with the project are to be reimbursed by S106 funding. Clarification would be sought as to whether individual invoices could be reimbursed or when all costs had been incurred.

FGP24/21Date of the next meeting

The date of next meeting will be held on Wednesday 20th October 2021 at 7.00pm.

The focus of the meeting will be the draft budget for 2022/23.

All meeting minutes