ST STEPHEN IN BRANNEL PARISH COUNCIL

Transcription

1 ST STEPHEN IN BRANNEL PARISH COUNCIL Minutes of the ordinary meeting of the Finance & General Purposes Committee held in the Brannel Room, Fore Street, St Stephen on Wednesday 26 September 2018 at 7.30pm. Present: Chair: Cllr Mrs Allsopp Vice Chair: Cllr Wonnacott MBE Messers: Cllrs Edmonds, Sibley (Substitute) and Truscott Madams: Cllr Mrs Harris In Attendance: Linda Ranger Clerk & RFO and Ruth Mills Administrator. Cllr Mrs Allsopp ran through housekeeping procedures. She welcomed everyone to the meeting and reminded everyone present that, if they intended to participate in the meeting, they could be recorded, photographed, filmed or otherwise reported about. F72/18 Apologies: RESOLVED to accept apologies from Cllrs McLening and Simpson. F73/18 Declarations of Interest: F74/18 Dispensations: F75/18 Public Participations: None present. F76/18 Minutes of the Previous Meeting: RESOLVED that the minutes of the meeting held on Wednesday 25 July 2018 be adopted and signed as a true and accurate record. F77/18 Matters Arising (for information only): F67/18 b): The water unit had been installed. F69/18: The tenancy agreement had ended and the plot rented to a new tenant. F71/18 a): The wood had been removed and the area was now clear. F78/18 Payment of Accounts: 15/18

2 F79/18 General Data Protection Regulations: The Clerk advised that the latest Personal Data Audit Questionnaire had been completed by Cllrs Mrs Allsopp and Mrs Harris - there had been no matters for concern; the data review and disposal exercise had been completed and would be reviewed annually; the information asset register had been completed and would be reviewed annually; only two out of the 11 people on the allotment waiting list had returned their consent form so the others had to be removed under the presumption they no longer wanted an allotment; and the data flow maps and the privacy impact assessments were still outstanding. F80/18 Grant Applications: RESOLVED to recommend that the following be awarded: Foxhole Village Green Annual Grant for 2018/19 1,250 Local Government Act 1976 s19 Misc Prov noted that an old application form had been submitted, therefore a new form was required before the grant could be awarded. Nanpean Community Group Small Project Grant for Christmas tree and lights 1,000 General Power of Competence Members had concerns over the tree being a permanent fixture therefore the grant awarded would be towards the lighting and insurance. agreed that, if ratified by Council, the payment could be raised at that meeting due to the time constraints. St Stephen resident (Youth) Small Project Grant to work on an orphanage in Swaziland 150 General Power of Competence The resident had applied for monies to hold other funding raising events, Members declined this application but agreed to donate 150 towards the cost of the trip once placement had been confirmed. F81/18 Brannel Room Building: Quotations for a replacement heating system were provided and discussed. RESOLVED to recommend to Full Council that the quotation from Sureflow for 5,210 be accepted. further RESOLVED to recommend that the monies for the Brannel Room be taken from the Community Benefit Fund reserves and the monies for the Parish Office be taken from Capital Expenditure and General Reserves. 16/18

3 F82/18 Allotment Rental Increase: A redacted copy of the letter had previously been circulated to Members. The Clerk detailed the advice given by CALC. After discussion, it was RESOLVED that a response be sent to the tenant justifying the increase and that if there were any further comeback, the Clerk refer the letter to NALC. F83/18 Former Sunday School also known as the Church Rooms, Nanpean: a) The Clerk reported that the planning application for the car park was due to be determined by 3 rd October A works statement was being prepared for invitation to quote and to be placed on Contract Finder. This statement could not be distributed until the planning application had been granted. Once the quotations had been received, the grant applications would be submitted, there were 3 potential sources of funding. It would depend on obtaining the funding as to when the works would take place. b) The Clerk advised that although there was an active water meter, the water pipes to the building needed to be replaced due to their age, size and condition. As the pipes were underground, this would need to be done before the car park works. RESOLVED to recommend to Full Council that the quotation from Aqua Source be accepted. Western Power Distribution had confirmed that the building would need a new electric connection and that this would be underground. The total cost for a three-phase service with the supply connected to allow individual meters would be 3, RESOLVED to recommend to Full Council that the quotation be accepted. c) At the present moment, the Parish Council were looking favourably on an offer to rent the majority of the building as a convenience store. After discussion, it was RESOLVED to recommend to Full Council that the main part of the building be rented to a local business man to be used as a convenience store including a post office; the front left section be used as a crib hut for the cemetery staff; the rear right section be used as a community lounge; and the front right section be used as a Parish Council office. further RESOLVED that a working party consisting of Cllrs Sibley, Truscott and Wonnacott be formed to discuss the details of the rental agreement and report back to Full Council due to the time constraints. F84/18 Petty Cash: RESOLVED to recommend to Full Council that Financial Regulations be amended to allow petty cash to be drawn using the debit card. 17/18

4 F85/18 Financial System: The Clerk spoke on the current system and the possibility of moving over to Omega which was deemed more fit for purpose due to Council expenditure levels. RESOLVED to obtain a quotation and place the matter on the November agenda for final decision. F86/18 Information & Answers: 1. Members were advised that the 2 nd quarter Internal Control Check had been carried out by Cllr Edmonds and Cllr Mrs Harris. There were no matters of concern. The meeting closed at 8.25pm Signed as a true and accurate record Chairman. Date... RECOMMENDATIONS: Grant Applications That the following be awarded: Foxhole Village Green Annual Grant for 2018/19 1,250 Local Government Act 1976 s19 Misc Prov noted that an old application form had been submitted, therefore a new form was required before the grant could be awarded. Nanpean Community Group Small Project Grant for Christmas tree and lights 1,000 General Power of Competence Members had concerns over the tree being a permanent fixture therefore the grant awarded would be towards the lighting and insurance. agreed that if ratified by Council, the payment could be raised at that meeting due to the time constraints. St Stephen resident (Youth) Small Project Grant to work on an orphanage in Swaziland 150 General Power of Competence The resident had applied for monies to hold other funding raising events, Members declined this application but agreed to donate 150 towards the cost of the trip once placement had been confirmed. 18/18

5 Brannel Room Building That the quotation from Sureflow for a replacement heating system in the Brannel Room and Parish Office at 5,210 be accepted. That the monies for the Brannel Room be taken from the Community Benefit Fund reserves and the monies for the Parish Office be taken from Capital Expenditure and General Reserves. Former Sunday School also known as the Church Rooms, Nanpean: That the quotation from Aqua Source for new water pipes be accepted. That the quotation from Western Power Distribution for a three-phase service with the supply connected of 3, be accepted. That the main part of the building be rented to a local business man to be used as a convenience store including a post office; the front left section be used as a crib hut for the cemetery staff; the rear right section be used as a community lounge; and the front right section be used as a Parish Council office. That a working party consisting of Cllrs Sibley, Truscott and Wonnacott be formed to discuss the details of the rental agreement and report back to Full Council due to the time constraints. Petty Cash: That Financial Regulations be amended to allow petty cash to be drawn using the debit card. 19/18