Policy & Finance | 14 March 2018 at 7:00pm

STANWAY PARISH COUNCIL

Dear Councillor

You are hereby summoned to attend a meeting of the

POLICY & FINANCE COMMITTEE to be held on

WEDNESDAY, 14th March 2018 AT 7.00pm in the

COMMITTEE ROOM, VICTORY HALL

Yours faithfully

Teresa Devine

Clerk to the Parish Council 8th March 2018

1. Attendance & Apologies for Absence

To record the attendance and reasons for absence.

2. Declaration of Interest

To allow 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.

3. 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 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 will 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.

4. Minutes of the Policy & Finance Committee meeting of 14th February 2018

To consider and approve the Minutes of the Meeting which have been circulated.

5. Clerks Report and Update

To receive a report and, if necessary, an oral update on current and outstanding issues dealt with by the Committee.

6. Finance

a) To receive a report on income and expenditure to date and;

b) To approve intermediate expenditure and sign cheques.

7. Village Hall Refurbishment

To receive an update on the Village Hall Refurbishment.

8 Cancellation of Payment to Student

To agree to the cancellation of payment to the student who was undertaking work for the Neighbourhood

Plan in the absence of the requested report being received.

9. Update on VAT

To receive an update on VAT.

10. Councillor Training Requests

To consider the requests made by 2 Councillors to attend the Advanced Councillor Training Days

on Tuesday, 24th April and Tuesday, 15th May 2018.

11. Workings of the Staffing Sub-Committee

To update and review the workings of the Staffing Sub-Committee.

12. Chairman’s Allowance 2017/18

To consider donating the remaining sum of the Chairman’s Allowance to Essex and Herts Air Ambulance

Service.

13. Winstree Road Schools Travel Plan

To receive an update on the Meeting concerning Winstree Road Schools Travel Plan.

14. Arrangements for use of Tollgate Car Park by parents of children at Stanway Primary

School

To receive an update.

15. Local Highways Panel

To consider any matters arising from the Local Highways Panel.

16. Playing Field Requests

To consider any requests received.

17. Information Update

To receive oral updates from Members on matters affecting the Parish.

18. To Confirm the Date and Time of the Next Meeting

The next Policy and Finance Committee Meeting will be held on Wednesday, 11th April 2018 at 7.00 pm

in the Committee Room, Victory Hall.

STANWAY PARISH COUNCIL

Minutes of the meeting of the

POLICY AND FINANCE COMMITTEE

Held on WEDNESDAY, 14th March 2018 at 7.00pm

In the COMMITTEE ROOM at the VICTORY HALL ____________________________________________________________________

183. Present: Cllr J Spademan (Chairman)

Cllr D Chambers

Cllr P Dundas

Cllr P Thompson

Cllr I Wancerska

In attendance: Miss T Devine (Clerk)

Miss T Baines, (Village Hall Management Committee)

Mr J Hagen

Ms L Tate

184. Declaration of Interest

None.

185. Public Participation

Three members of the public were present.

The Chairman suspended the meeting for 15 minutes while Ms L Tate, a prospective Parish Councillor spoke to

the Committee about her background, interests and reasons to become a Parish Councillor.

The Meeting recommenced at 7.19 pm.

186. Minutes

RESOLVED: That the Minutes of the Meeting of 14th February 2018 be accepted as a true and

accurate record.

187. Clerk’s Report

The Clerk presented her report to the Council and the following points were noted:

  1. a) Barnes Construction had requested that their contractors might park on the Tollgate Car Park

in return for some work being done for the Council by them at the end of their contract with the

local school. The site manager had indicated to the Maintenance Worker and the Clerk that

Barnes would be willing to fill in the pot holes in the car park free or do internal decoration or

repair work. (A discussion took place and it was agreed that the Chairman and Cllr P Dundas

would meet with the site manager to discuss this offer and report back to Full Council).

  1. b) Two mid-day assistants had also been regularly parking at the Tollgate and a request for

permission to do this had been received from the school just before the Policy and Finance

Meeting. (A discussion took place and it was agreed to allow the mid-day assistants to park

at the Tollgate Car Park).

  1. c) The Clerk and Assistant Clerk had attended formal training on the GDPR earlier in the

week. Proceeding from the training the Clerk informed the Committee that the Assistant

Clerk and Councillors should not be using private email addresses for Council correspondence.

(A discussion took place and it was agreed that the Assistant Clerk will be given an email address linked to the website. The Clerk to liaise with Seismic Six and the I.T.Saint. The Clerk’s email address also to be linked to the website).

187. Finance

a) Report

RESOLVED: That the Financial Report be accepted.

b) Cheques List

RESOLVED: That the Cheques List be approved.

188 Village Hall Refurbishment

Miss Baines presented her report to the Council.

It was noted that Miss Baines had gained the Yearly Bank Award from the Bank of England.

The sum awarded was £2,500 to be used for work on the Village Hall.

The Committee congratulated Miss Baines.

189. Cancellation of Payment to Student

A discussion took place about the payment to the student who had been going to carry out

research in relation to the Neighbourhood Plan. As no report had been forthcoming the

Committee agreed that the payment previously agreed should be cancelled.

A request had been received from the student for her travelling expenses to be paid.

RESOLVED: That 50% of the student’s travelling expenses be paid.

190. Update on VAT

The Clerk had recently attended a course on VAT and discovered that the Council make two

Vatable Supplies: tickets sold for Community Events and single use of the Sports Pitch at the

MPGA. Both these supplies needed to have VAT added at 20% and the Clerk would be

writing to HMRC, as legally required, to see if HMRC deemed the Council needed to be VAT

Registered. This decision would be purely in the hands of HMRC but it was unlikely that the

VAT supplies in a year were significant enough for this to happen.

The Clerk would inform Full Council of the situation and also, the internal auditor would be

visiting Stanway Rovers with the Clerk to speak to the Treasurer about the way that the bookings

are administered.

191. Councillor Training Requests

RESOLVED: That Cllr T Manning and Cllr D Bloomfield to attend the Advanced Councillor

Training Days on Tuesday, 24th April and Tuesday, 15th May 2018.

192. Workings of the Staffing Sub-Committee

The Committee was informed that an informal meeting of the Staffing Sub-Committee had

taken place where the working of the Committee (when it is called, what it deals with etc)

had been discussed. It had been agreed that the Terms of Reference needed to be revised

to accommodate the Committee dealing with any general staffing matters which might be

referred by the Policy and Finance Committee.

The Clerk informed the Committee of the following legal requirements which were noted:

  1. a) All meetings of the Staffing Sub-Committee must have a published Agenda which follows the

usual rules for display: Posting day, 3 clear days (Bank Holidays and Sundays not included)

and then the meeting can be held.

  1. b) The Agenda must be given to the Clerk.
  2. c) If the meeting is about a staffing matter of grievance or discipline then the Agenda Item should

read: “To discuss a staffing matter”.

  1. d) The Clerk may act as Clerk at all meetings unless the Clerk is the subject of the meeting or has

raised a grievance for consideration.

  1. e) Minutes must be produced following a meeting.

RESOLVED: The workings of the Staffing Sub-Committee and procedures to be discussed again

at the next Policy and Finance Meeting on Wednesday, 11th April 2018.

193. Chairman’s Allowance

A discussion took place concerning the remainder of the Chairman’s Allowance.

RESOLVED: That the £138 remaining in the Chairman’s Allowance be gifted to the

Essex Air Ambulance Fund.

194. Winstree Road Schools Travel Plan

The Chairman reported that a meeting had taken place with Pam Nelson and consideration

was being made into whether the way Winstree Road is used can be changed, with the

hope of adopting a Stanway Travel Plan. The Committee would be kept informed of developments.

195. Arrangements for the use of Tollgate Car Park by parents of children using Stanway Primary

School

A discussion took place. The Clerk was requested to inform Teresa Baines of a date when

all parents had been informed of the new arrangements by the school in order for the

Caretakers to be authorised to close the gate as necessary.

196. Local Highways Panel

It was reported that there had not been a local meeting this month.

197. Playing Field Requests

None.

198. Information Update

The Committee was informed that the Scouts and Pre-School in Villa Road were going to

lose their premises by December 2019.

199. Date and Time of the Next Meeting

The next meeting of the Policy and Finance Committee will take place on Wednesday,

11th April, 2018 at 7.00 pm in the Victory Hall.

The meeting closed at 9.30 pm

Signed…………………………………………………… Date: 11th April 2018