Policy & Finance | 12 September 2018 at 7:00pm

 

POLICY & FINANCE COMMITTEE meeting held on WEDNESDAY 12th. SEPTEMBER 2018 at 7pm in the COMMITTEE ROOM, Victory Hall

STANWAY PARISH COUNCIL

Dear Councillors

You are hereby summoned to forthcoming Policy & Finance meeting of Stanway Parish Council to be held at the Committee Room on WEDNESDAY 12th. SEPTEMBER 2018 7pm for the purpose of transacting the business ONLY shown on the Agenda

KBMoney

Kevin B. Money

Locum Clerk/RFO to the Parish Council 5th. September 2018

POLICY & FINANCE AGENDA

286. Chairman welcome

287. Apologies for absence

288. Declaration of Interest

Councillors to declare a Disclosable Pecuniary, Other Pecuniary or Registerable Non-Pecuniary interest on any matters covered by this Agenda. Members are reminded that, when considering any item, if it becomes clear they have an interest they must declare it.

289. Public Participation

a) The Chairman to invite members of the public to indicate if they wish to speak at this meeting – either on an item on the Agenda or on a general matter not on this Agenda. You should indicate your wish to speak, to the Clerk, prior to the start of the meeting.

b) The Chairman to invite contributions from members of the public who wish to speak (max. of 5 minutes total) on a general matter not on this Agenda.

The public may raise matters or ask questions relating to the work of the Policy & Finance Committee or any other matter. If a matter raised or question asked is to be discussed by the Council, it may be added to the Agenda for the next meeting of the Committee or passed to Full Council.

Recording of Meetings: Should anyone wish to record a Committee or Council Meeting the Clerk must be informed prior to the start of the meeting in order that the Council can comply with Data Protection

Regulations.

290. Minutes of the Policy & Finance Committee meeting of 8th. August 2018

To approve the Minutes of the Meeting which was held on 08.08.18 (previously circulated)

291. Clerk Report

a) To report on the future of the SPC website

b) To discuss an email received from tenants at Oatfield Close regarding the condition of the bus shelter

in Wheatfield Road

c) To review and adopt the Financial Regulations for 2018/19 (no amendments for 2018/19)

d) To review and adopt the Standing Orders for 2018/19 (no amendments for 2018/19)

e) To review and adopt the Stanway Parish Council GDPR policy

f) To consider Councillors having dedicated Council email addresses and not using personal addresses. POLICY & FINANCE COMMITTEE meeting held on WEDNESDAY 12th. SEPTEMBER 2018 at 7pm in the COMMITTEE ROOM, Victory Hall

292. Finance

  1. a. To receive a Budget report & Bank Reconciliation
  2. b. To approve intermediate expenditure and sign cheques (previously circulated to Councillors)
  3. c. Internet Banking – Proposal from the RFO to change to Internet Banking with Unity Trust Bank
  4. d. S106 monies – Cllrs T. Baines/ P. Dundas

293. Village Hall Refurbishment – To receive an update on the Village Hall Refurbishment.

294. Car Park – To discuss any issues concerning the use of the Car Park.

  1. a) To update on the repair to the pathway between Tollgate car park and Villa Road opposite Stanway Primary School. Colne Contractors

295. Local Highways Panel – To consider any matters arising from the Local Highways Panel.

296. Information Update – To receive oral updates from Members on matters affecting the Parish.

297. To Confirm the Date and Time of the Next Meeting. Wednesday 10th. October 2018

STANWAY PARISH COUNCIL

Minutes of the meeting of the POLICY AND FINANCE COMMITTEE Held on Wednesday 12th. September 2018 at 7.00pm in the COMMITTEE ROOM at the VICTORY HALL

Present: Cllr J. Spademan (Chairman), T. Manning (Vice-Chairman), Cllr T. Baines, Cllr L. Tate,

Cllr D. Chambers, Cllr P. Dundas, Cllr P. Thompson, Cllr I. Wancerska & Kevin B. Money (Locum Clerk/RFO). Members of the public 0.

286. Chairman welcome. The Chairman welcomed everyone to the meeting

287. Apologies for absence – No apologies

288. Declaration of Interest

Councillors to declare a Disclosable Pecuniary, Other Pecuniary or Registerable Non-Pecuniary interest on any matters covered by this Agenda. Members are reminded that, when considering any item, if it becomes clear they have an interest they must declare it.

Cllrs T. Manning & D. Chambers declared a Pecuniary interest in item 292b.

Cllr T. Baines regarding VHMC item

289. Public Participation

a) The Chairman to invite members of the public to indicate if they wish to speak at this meeting – either on an item on the Agenda or on a general matter not on this Agenda. You should indicate your wish to speak, to the Clerk, prior to the start of the meeting.

b) The Chairman to invite contributions from members of the public who wish to speak (max. of 5 minutes total) on a general matter not on this Agenda.

The public may raise matters or ask questions relating to the work of the Policy & Finance Committee or any other matter. If a matter raised or question asked is to be discussed by the Council, it may be added to the Agenda for the next meeting of the Committee or passed to Full Council.

Recording of Meetings: Should anyone wish to record a Committee or Council Meeting the Clerk must be informed prior to the start of the meeting in order that the Council can comply with Data Protection

Regulations.

290. Minutes of the Policy & Finance Committee meeting of 8th. August 2018

To approve the Minutes of the Meeting which was held on 08.08.18

Cllr L. Tate proposed and Cllr P. Thompson seconded. All Agreed

291. Clerk Report

  1. a) To report on the future of the SPC website. Clerk to have training on the website
  2. b) To discuss an email received from tenants at Oatfield Close regarding the condition of the bus shelter. The Clerk to investigate repairing / replacing the shelter.
  3. c) To review and adopt the Financial Regulations for 2018/19 (no amendments for 2018/19)

Cllr P. Dundas proposed and Cllr J. Spademan seconded that the Financial Regulations be adopted. All Agreed

  1. d) To review and adopt the Standing Orders for 2018/19 (no amendments for 2018/19)

Cllr P. Dundas proposed and Cllr J. Spademan seconded that the Standing Orders be adopted. All Agreed

  1. e) To review and adopt the Stanway Parish Council GDPR policy

Cllr J. Spademan proposed and Cllr T. Baines seconded that the GDPR be adopted. All Agreed

  1. f) To consider Councillors having dedicated Council email addresses and not using personal addresses. Councillors discussed the various options.
  2. g) To consider a request for 2 memorial benches (previously circulated to Councillors)

Cllr L. Tate proposed to grant the request for the memorial bench from Cllr T. Baines. Cllr P. Dundas seconded. All Agreed.

Councillor agreed to refer the memorial bench from Mrs Neal to CBC. Cllr P. Dundas liaise with CBC

292. Finance

  1. a. To receive a Budget report & Bank Reconciliation. Councillors noted
  2. b. To approve intermediate expenditure and sign cheques (previously circulated to Councillors)

Cllr J. Spademan proposed and Cllr T. Manning seconded. All Agreed

  1. c. Internet Banking – Proposal from the RFO to change to Internet Banking with Unity Trust Bank

Cllr J. Spademan proposed Cllr P. Dundas seconded to take this to Full Council in principle.

  1. d. S106 monies – Cllrs T. Baines/ P. Dundas

Cllr P. Dundas to see CBC about a briefing on S106 monies.

293. Village Hall Refurbishment – To receive an update on the Village Hall Refurbishment.

Conference suite is finished, and numerous bookings are coming in

The Gas has been fitted correctly now

Both Gas & Electricity is being moved to British Gas ASAP

Defect meeting has taken place and the paintwork needs to be looked at again.

Tollgate Hall is the next project to be undertaken. Estimate cost £75,000 – £80,000

294. Car Park – To discuss any issues concerning the use of the Car Park.

  1. a) To update on the repair to the pathway between Tollgate car park and Villa Road opposite Stanway Primary School. Colne Contractors

School to send out in newsletter about where parents can park their cars when collecting/dropping off children

295. Local Highways Panel – To consider any matters arising from the Local Highways Panel.

Nothing to report

296. Information Update – To receive oral updates from Members on matters affecting the Parish.

Cllr P. Thompson informed the meeting that at the CALC meeting it was muted that PC undertake PSCO and/or special Constables.

297. To Confirm the Date of the Next Meeting. Wednesday 10th. October 2018 at 7pm

There being no further business the Chairman closed the meeting at 8.15pm and thanked

everyone for attending.

Signed…………………………………………………………………………………………10th. October 2018

John Spademan