Chairman: Present: In Attendance: Cllr P Watson Cllr S Watson Cllr P Jones Mrs K Carter 1. To receive and approve any apologies for unavoidable absence. Apologies were received from Cllrs T Williams, J Hart & D Price. 2. To approve the minutes of previous meeting 5/6/2018. The draft minutes were moved and accepted as a true record of the meeting and signed as such. FC/53/2018 That the minutes of the meeting held on 5 th June 2018 be approved as a correct record 3. To receive the report from the Internal Auditor relating to the financial year ending 31.3.18 and consider any action required. The report from the Internal Auditor was considered and the following items noted and agreed: The annual return was amended to show the balance brought forward from 2016/17 as 182,990 and an explanation provided to the external auditor that this related to an incorrect VAT claim ( 1000 of VAT recorded in the cash book not reclaimed which should have been). Retrospective approval for payment to Red Tree Construction on 27/3/18 for 34,692 (originally agreed via email between meetings due to delays in the construction, but not written into minutes) To review the fidelity cover with the Council s insurers. To ensure both the payments schedule and the FairFX statements are initialled by two Councillors to provide evidence of scrutiny FC/54/2018 To accept the report from the Internal Auditor and approve the actions listed 4. To consider options for a community defibrillator to be installed at Tim Parry Community Centre and Recreation Ground Various options had been considered from a variety of sources, including British Heart Foundation, Red Cross, Heart Start and NW Ambulance Service. The latter, whilst not the cheapest, was agreed to be the most suitable for installation at Tim Parry Community Centre the unit is fully automated and fits the requirements of the ambulance service for registering with them, has a cabinet locked with a keycode, has an 8-year warranty with replacement electrodes and has a self-monitoring program. FC/55/2018 To purchase a defibrillator as recommended by the NW Ambulance Service from Cardiac Science at a cost of 1495 +VAT for installation at Tim Parry Recreation Ground. FC/2018/27
5. To consider budget in view of upcoming projects The Council has two main budgets for projects, the Community Projects fund ( 35,300) intended for new projects within the parish and the Facilities fund ( 50,000) intended for improvements to Parish Council centres and grounds. Some expenditure has already been approved from these budgets for the defibrillator, CCTV and improvements to the multisports area in Tim Parry Recreation Ground and the Council s garden areas; the remaining budget available totals 55,579. The Council also has 150,000 in reserves of which 50,000 could be released for a specific project. The main upcoming project is for improvements to the field adjacent to Parsonage Way; this will require some funding from the Parish Council, although at this stage the amount is unknown. Costs for the project will be clearer following the public consultation and final decisions on the improvements to be implemented. Additional funding will also be sought from WREN and WBC. The Community Projects Group will also be considering projects for Childs Wood Field, the Parish Playing Field as well as Bewsey Barn Community Centre and Whittle Hall Community Centre. Some of these are long-term projects and will not be completed within this financial year but may be started. It is anticipated that the Community Projects Group will prioritise projects for consideration along with estimated costs and will liaise closely with the Finance Committee regarding budgets and funding for these. 6. To scrutinise financial expenditure arising since the last meeting and approve payments to be made. It was agreed that the invoice from Elite Digital Systems for the installation of the CCTV would be paid in part. The CCTV has been installed successfully, but some ceiling tiles were damaged during the installation which are still to be replaced. It was agreed to pay 5000 +VAT, retaining 924 +VAT until the damaged tiles are replaced. Using the Finance Committee s delegated authority, the following were authorised for signature: Presented By Description Amount EDR Landscapes Ltd Plants for Lingley Green 3997.62 Castle Computers Install Double Network points TP refurb 462.00 B&B Hygiene Ltd Cleaning Supplies 131.06 Impact Graphix Produce and supply signage boards 506.10 JDH Business Services Ltd 2017/18 internal audit 621.60 Trade UK Maintenance TP 44.95 Trade UK Fun Day 61.66 Stockley Birds of Prey Fun Day 250.00 Steve Lewis Entertainments Fun Day 150.00 Trade UK Maintenance 2.38 Office Depot Office Stationery 281.44 Trade UK Centre Maintenance TP 21.65 EDR Grounds Maintenance 3796.19 Steve Mahon Plumbing Installation of water tap LG 80.00 FC/2018/28
Woodend Nursery Planters Re-fill 604.80 EDR Landscapes Bark & top soil LG 978.72 FairFX Business Top-up of pre-paid cards 787.93 AJ Landscapes Ltd Grounds Maintenance 1010.00 Cheshire West Council Community Consultation Parsonage Way 2693.16 CHALC Subscription fee 2018 19 1102.53 Superstars Sports Club Summer Play scheme 1400.00 Winwick Skip Hire Skip Hire 110.00 Elite Systems CCTV - TP 6000.00 FC/56/2018 All cheques listed be authorised for payment (all under LGA 1976 s19 or LGA 1972 s101, 111, 112, 133, 142 or 137) The following direct debits were also checked: BT 01/05/2018 WIFI/Telephone WH - Hall 66.12 BT 01/05/2018 WIFI/Telephone WH - Office 106.04 Water Plus 01/05/2018 Water charges HM 32.86 Water Plus 01/05/2018 Water charges WH 41.34 Water Plus 04/04/2018 Water charges BB 67.32 BT 02/05/2018 WIFI/Telephone TP 90.58 BT 02/05/2018 WIFI/Telephone BB 66.12 ICO 03/05/2018 Data Protection Registration Office 35.00 SWALEC 03/05/2018 Electricity HL 89.81 BT 08/05/2018 WIFI/Telephone HM 66.12 KCOM Group plc 10/05/2018 e-mail hosting/microsoft office Office 45.59 SWALEC 11/05/2018 Electricity WH 314.84 SWALEC 11/05/2018 Electricity BB 141.87 SWALEC GAS 11/05/2018 Gas WH 314.93 SWALEC GAS 11/05/2018 Gas BB 752.47 SWALEC 14/05/2018 Electricity TP 330.98 SWALEC GAS 14/05/2018 Gas TP 661.27 Water Plus 18/05/2018 Water charges TP 11.91 Bagnall & Morris 21/05/2018 Waste Removal All 745.16 Water Plus 21/05/2018 Water charges TP 109.01 WBC Business Rates 30/05/2018 Rates for April TP 320.00 WBC Business Rates 30/05/2018 Rates for April HM 272.00 WBC Business Rates 30/05/2018 Rates for April HL 220.00 WBC Business Rates 30/05/2018 Rates for April WH 228.00 WBC Business Rates 30/05/2018 Rates for April BB 264.00 BT 31/05/2018 WIFI/Telephone WH - Hall 66.12 BT 31/05/2018 WIFI/Telephone WH - Office 113.70 BT 31/05/2018 WIFI/Telephone HL 66.12 Utility Warehouse 31/05/2018 Phone charges Office utilities 29.60 7. To consider any quotes received and authorise or make recommendations to full Council where appropriate. Quote 1: for attendance of Clerk & Deputy Clerk at SLCC Cheshire branch conference, 50 approved FC/2018/29
FC/57/2018 Approve attendance at SLCC branch conference for Clerk & Deputy Clerk 27/9/18, at 25 each. 8. To consider requests for financial assistance; to decide if any donations are to be made or if requests should be recommended to full Council. Request 1: from Warrington Youth Club for contribution towards youth activities on Dakota Park throughout August & September - 200 approved (noted that an application has also been made to the Community Initiative Fund). FC/58/2018 To award donation of 200 to Warrington Youth Club for youth activities on Dakota Park. Request 2: from Warrington West Scouts for contribution towards World Scout Jamboree 2019 for 9 Scouts - 150 approved. FC/59/2018 To award donation of 150 to Warrington West Scouts for 9 scouts to attend the World Scout Jamboree 2019. Request 3: from customer to pay additional hall hire fees to allow tap dancing at Tim Parry Community Centre refused as tap-dancing shoes would damage the floors and whilst the additional rental would help towards re-sanding, it would potentially disrupt other customers. It was suggested that the monies offered could be used for the purchase of a portable dance floor which could be used in the centre. FC/60/2018 To refuse request for customer to pay additional fire fees for tap dancing at Tim Parry Community Centre Request 4: from residents in Highfield Avenue to replace 2 felled Horse Chestnut trees Request 5: to replace vandalised bench in Our Wood The above two requests were considered together the Parish Council is receiving more requests from the community for matters outside of its area of responsibility as cutbacks continue within Warrington Borough Council. The proposed that a policy is written to cover such requests which should be considered by the full Council at its next meeting. Request 4 is deferred until after this policy has been decided; Request 5 is approved in principle, subject to response from Warrington Borough Council, who are responsible for the area, as to whether they are able to replace the bench. Any replacement should be metal rather than wooden to reduce the possibility of vandalism. FC/61/2018 To agree in principle to replace the vandalised bench in Our Wood with a metal bench if WBC are unable to do so. 9. Budget 2018/19 to scrutinise documentation, and when satisfied as to correctness to sign off financial reports and bank reconciliations for May. The bank reconciliation, pages from the cash book and budget monitoring sheets had been circulated prior to the meeting. These were reviewed and accepted. The scrutiny checks for May to be completed following the meeting. FC/2018/30
FC/62/2018 That the bank reconciliation and budget monitoring pages for May 2018 be accepted (LGA 1972 s151) 10. Items to note and/or for inclusion on a future agenda. To review the financial regulations/standing orders with reference to the Chair s Discretionary Allowance which is currently not referenced. 11. To authorise payment of wages, tax and ERNIC for June. It was agreed to authorise all wages as listed. FC/63/2018 That Wages and Inland Revenue costs as listed for June 2018 be authorised for payment. (LGA 1972 s112) 12. To be informed of current position on customers in arrears. No significant arrears at present. FC/2018/31