Finance Committee Meeting August 2019
Caythorpe and Frieston Parish Council
Minutes of the Parish Council Finance Meeting held on 28th August 2019
Present:
Councillors: M Budden (Chairman), J Carpenter, A Roberts, A Crawley, P Sandy
Clerk: Mr M. Stevens
Copies: All Councillors
1. Apologies for Absence.
Cllr J Betts
2. Declaration of Interests under the Local Government Act
There were no declarations of interest
3. Review of Management Accounts to Date – 16th August 2019
Cllr Budden referred the meeting to the management accounts document that had been issued to the members prior to the meeting. It was proposed that the forecast for the year should be reviewed with the objective to improve upon the reserves figure for 2019/20. On this basis the ensuing review resulted in an improvement from £30131 to £33314 to allow more flexibility when allocating funds for capital projects for year 2020/21.
4. Capital Budget 2020/2021
Cllr Budden stated that the following items were for discussion only and that if the finance committee felt that the proposals were worthy, they would be submitted for approval at the next full Parish Council meeting that is scheduled for 11th September 2019
4.1 War Memorial Cleaning
Members of the committee agreed that the cleaning exercise had been completed and that no additional funds would be required in the immediate future.
4.2 Litter Project (litter picking equipment)
Cllr Crawley stated that stocks of litter picking equipment is adequate and that litter picking road signs had been recently acquired.
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £50 would be sought at the next full Parish Council Meeting scheduled for 11th September 2019
4.3 Dog Waste Project (waste bins)
Cllr Roberts stated that in recent times CFPC had purchased several new dog-waste bins that were proving to be highly successful.
On this basis it was agreed that there is no requirement for additional funds in the immediate future
4.4 Pavement Crossings for the Visually Impaired.
Cllr Budden reminded the meeting that this project had been identified as a requirement by the previous council and was still awaiting input from LCC regarding an implementation date. On this basis it was agreed that the previously approved item would be removed from the current year forecast and added to the budget for 2020/21
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £2000 would be sought at the next full Parish Council Meeting on 11th September 2019.
4.5 Playing Fields Pavilion Furniture
Cllr Budden reminded the meeting that this item had been approved by the previous Parish Council and that the project is currently happening and furthermore a deposit sum of £500 had been requested by the Social Club. The balance of an additional £500 would be granted once the project had been completed and a final invoice received.
It was agreed by the Finance Committee that no further action was required in relation to this item.
4.6 Salt Bins
Cllr Crawley raised the point about the lack of gritting in the village during periods of inclement weather, especially in the Gorse Hill Lane (hill) area and suggested that it would be prudent to provide an additional bin in this location.
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £300 would be sought at the next full Parish Council Meeting on 11th September 2019.
4.7 Bus Shelter A607
It was reported that there may be a requirement for remedial work near the A607 Bus Shelter where a contribution to the cost maybe sought from the Parish council.
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £1000 would be sought at the next full Parish Council Meeting on 11th September 2019.
4.8 Pavement and Hedgerow Clearance
Cllr Roberts reminded the meeting that the sum of £750 had been allocated in recent times for emergency clearance of overgrown vegetation and the clearing of paths. Now that the Big Clean team are an effective operation in this Parish there is less of a requirement to fund this operation locally.
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £100 would be sought at the next full Parish Council Meeting on 11th September 2019.
4.9 Burial Ground Main Pathway – New Construction
Cllr Budden stated that this subject had been raised at previous council meetings and was currently under investigation by Cllr Sandy who reported that quotations had been requested for the work and were all in the region of £6500- £7000.
It was agreed by the Finance Committee that approval for a capital expenditure for the sum of £7000 would be sought at the next full Parish Council Meeting on 11th September 2019.
4.10 Signs
Cllr Sandy reported that a number of signs had been requested for the village which included a parking sign to direct traffic to the Back Lane parking area and in addition Village Name signs in at least 3 locations when approaching the village.
It was agreed by the Finance Committee that approval for a capital expenditure for the sums of £300 and £1000 would be sought at the next full Parish Council Meeting on 11th September 2019 for each of these categories.
4.11 Insurance
MS reminded the meeting that the Insurance policy for CFPC that also included the Village Hall, Playing Field and War Memorials was due for renewal on 17th March for year 2020/21. The contract was for 3-year period and that a new contract will have to be negotiated on similar terms. Cllr Roberts stated that it would be useful if the policy was split to show the true costs associated with the Playing Fields and the Village Hall.
It was agreed that approval to progress would be sought at the next full Parish Council Meeting on 11th September 2019
5. Burial Ground Fees
Members of the committee reviewed the current financial position of the burial ground where unlike the previous year the current figures reflect a severe reduction of income whist the costs remain the same. However, as the level of income on-going is unknown and could not be predicted burial fees would always have to be reviewed and updated and on this occasion, fees would remain as now as payment structure had been revised/increased in April 2018, but this would have to be closely monitored.
It was agreed by the Finance Committee would seek approval for no change at the next full Parish Council Meeting on 11th September 2019
6. Precept 2020/21
Cllr Budden stated that although the budget model being reviewed at the meeting showed a projected increase to the precept, the final recommendation would be made at the next finance committee meeting.
7. Any Other Business
Cllr Roberts stated that there was a case for requesting that additional tasks are actioned by the Burial Ground maintenance team that involves the closer mowing of the back-up site within the burial ground on a regular basis, due to increased growth, and to always blow-off grass cuttings from memorial stones once he mowing has been completed. It was further suggested that any potential increase in cost could be off-set by ceasing to pay for the churchyard mowing from the beginning of the next growing season.
It was agreed that approval to progress with this plan would be sought at the next full Parish Council Meeting on 11th September 2019
8. Date of Next Meeting
The next meeting would be Wednesday 6th November 2019 commencing at 8.00 p.m.