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

Dear Councillors,

 

 

You are hereby summoned to the forthcoming Policy & Finance meeting of Stanway Parish Council to be held at the Committee Room on WEDNESDAY 14th NOVEMBER 2018 at 7pm for the purposes of transacting the business only shown on the Agenda

 

 

Kind regards

 

David Lines

 

Acting Clerk/RFO to the Parish Council                                                                                 8th November 2018

 

AGENDA

 

  1. Chairman welcome

 

  1. Apologies for absence

 

  1. 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.

 

  1. Public Participation

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. A max. of 5 minutes in total will be allowed

 

  1. Minutes of the Policy & Finance Committee meeting of 10th. October 2018

To approve the Minutes of the Meeting which was held on 10.10.18 (previously circulated)

 

  1. Clerk Report
  2. To NOTE the report of the External Auditor and AGREE the prescribed actions therein
  3. To EVALUATE the advantages of opening an on-line bank account (as the Parish Council’s main account) with Unity Trust, retaining the other bank accounts, primarily to ensure full coverage under the Financial Services Compensation Scheme

 

  1. Finance
  2. To RECEIVE a Budget report & Bank Reconciliation
  3. To APPROVE intermediate expenditure and sign cheques (circulated to Councillors at the meeting)
  4. To CONSIDER the first draft of the Budget/Precept for FY 2019/2020

 

  1. Village Hall
  2. Playing Field and Car Park update – Cllr T. Baines
  3. To CONSIDER a proposal to purchase and install a potentially life-saving, publicly-accessible defibrillator and heated, all-weather secure cabinet on the Village Hall – Cllr J Hagon

 

  1. Car Park – To discuss any issues concerning the use of the Car Park.
  2. To update on the repair to the pathway between Tollgate car park and Villa Road opposite Stanway Primary School. Colne Contractors (15.10.18)
  3. To CONSIDER new procedures to ensure the timely opening of the overflow car park area

 

320      To CONSIDER the inclusion of “Matters Arising” in all meeting agendas of the Parish Council

 

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

 

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

 

  1. To Confirm the Date and Time of the Next Meeting. Wednesday 12th. December 2018 at 7pm

Minutes of the Policy and Finance Committee meeting held on November 14th 2018 at 7.00 pm

Present: Cllrs J Spademan (Chairman), T. Manning (Vice-Chairman), T. Baines, L. Tate, P. Dundas, P. Thompson and J Hagon, and the Acting Clerk, Mr. D. Lines.

311. The Chairman welcomed everyone to the meeting and introduced the new Clerk
312. Apologies for absence were received from Cllr D. Chambers
313. Declaration of Interest – None
314. Public Participation The Chairman to invite members of the public to indicate if they wish to speak at this meeting – no members of the public were present
315. Minutes of the Policy & Finance Committee meeting of 10th. October 2018 RESOLVED – To accept the Minutes of the Meeting on 10.10.18 (previously circulated) as printed and were signed as a true record by the Chairman
316. Clerk Report a) To NOTE the report of the External Auditor and AGREE the prescribed actions therein – after discussion, it was RESOLVED to NOTE the report of the External Auditor and AGREE the prescribed actions therein. b) To EVALUATE the advantages of opening an on-line bank account (as the Parish Council’s main account) with Unity Trust, retaining the other bank accounts, primarily to ensure full coverage under the Financial Services Compensation Scheme. It was AGREED that this item would be referred to the Full Council as a report and resolved there.
317. Finance a. To RECEIVE a Budget report & Bank Reconciliation – because of IT problems, no reports were provided b. To APPROVE intermediate expenditure and sign cheques (circulated to Councillors at the meeting) It was RESOLVED to approve the list of payments and sign cheques accordingly c. To CONSIDER the first draft of the Budget/Precept for FY 2019/2020 – a detailed and lengthy evaluation was made and would inform the second draft which would be circulated ahead of the next P&F meeting in December
318. Village Hall a) Playing Field and Car Park update – Cllr T. Baines updated the Committee on issues arising from parents using the overflow car-park, now fitted with newly-installed lockable bollards. Remedial work would be done to improve the situation within a few days. It was agreed that future changes would be publicised in advance, where feasible, using social media. b) To CONSIDER a proposal to purchase and install a potentially life-saving, publicly-accessible defibrillator and heated, all-weather secure cabinet on the Village Hall – Cllr J Hagon demonstrated the facility of the equipment and advised that it was for the benefit of all residents in the surrounding area, not just visitors to the Halls. It was RESOLVED to support the installation of a defibrillator at the front of the Victory Hall, subject to the agreement of the Village Hall Committee, scheduled to meet in January.
At this juncture, it was RESOLVED to extend the meeting by another 15 minutes

Draft until signed…………………………………………………..Chair Date……/……/20…….. This page…… of………..

Stanway Parish Council

Victory Hall, Villa Road, Stanway, Essex CO3 0HR P: 01206 542221 E: clerk@stanwaypc.org.uk
Minutes of the Policy and Finance Committee meeting – continued

319. Car Park – To discuss any issues concerning the use of the Car Park. a) To update on the repair to the pathway between Tollgate car park and Villa Road opposite Stanway Primary School. Colne Contractors (15.10.18) – now completed b) To CONSIDER new procedures to ensure the timely opening of the overflow car park area – already resolved c) Cllr Baines submitted two quotations (to repair car park potholes and broken benches) for review and agreement at the next Full Council Meeting
320 To CONSIDER the inclusion of “Matters Arising” in all meeting agendas of the Parish Council – after discussion, it was AGREED to recommend that, where appropriate, a tabulated update of matters outstanding from previous minutes would be included in the Clerk’s Report in every meeting of the Council or its committees, to be taken immediately after the approval of the previous meeting’s minutes. This report would be included in the published supporting papers to each agenda.
321. Local Highways Panel – To consider any matters arising from the Local Highways Panel – None 322. Information Update – To receive oral updates from Members on matters affecting the Parish. Cllr Tate asked for an agenda item at the next Full Council meeting, relating to the Council’s Facebook Content Cllr Baines commented on the matter of an oak tree in poor condition situated in The Folly, seemingly the responsibility of the County and/or Borough Council. The legal position to allow the Parish Council to deal with the matter is to be investigated
323. To Confirm the Date and Time of the Next Meeting. Wednesday 12th. December 2018 at 7pm

The Chairman closed the meeting at 9.58 pm