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PEASEDOWN ST JOHN PARISH COUNCIL Beacon Hall, French Close, Peasedown St John, Bath BA2 8SN

Tel: 01761 433686 E-mail: clerk@peasedownstjohnparishcouncil.gov.uk www.peasedownstjohnparishcouncil.gov.uk

Minutes of the Finance & Amenities Committee Meeting held on Tuesday 6th August 2013 at 7.00pm at the Beacon Hall, French Close, Peasedown St John

Present: Councillors: John Bailey, Calvin Bird (Chair), Jo Davis, Andy Larcombe (Vice-Chair), Kathy Thomas, David Walker Cllr. Andrew Fraser was also present at the meeting, in his capacity as Chair of Full Council, providing him with full voting rights. In attendance: Tanya West – Parish Clerk Public Session No members of the public were present at the meeting.

Minute Ref. Agenda Item Action

F&A023–06/08/2013

Apologies for Absence Apologies for absence were received from Cllr. Karen Walker who had a previously arranged personal appointment.

F&A024–06/08/2013

Declarations of Interest The below listed interests were declared by Councillors in association with agenda item F&A031-06/08/2013, however, none of the interests were pecuniary and so all members were able to participate in discussions. Cllrs. Calvin Bird, Jo Davis, Andrew Fraser, Dave Walker – Party in the Park

F&A025–06/08/2013

Minutes i. The minutes of the Finance Committee meeting held on 25th June 2013

were agreed by the majority present at that meeting and were duly signed by the Chair as a true and correct record of the meeting.

ii. The actions register had not been circulated and the clerk advised it was in progress and would be available shortly. Although a verbal update was received:

a. F&A006 – 25/06/2013 - the Rotary Club had advised they would like to attend the next meeting at which Community Grants are discussed to present their application to the Council.

b. F&A011 – 25/06/2013 - It was noted a Chair of the accounting software advisory panel had not been appointed; the Clerk to email Cllr. Jonathan Rich asking if he would like to undertake this position.

c. F&A011 – 25/06/2013 – It was noted that it had been agreed to increase the petty cash float to £500, the Clerk had subsequently checked the Financial Regulations which advised a limit of £250. It was therefore resolved to propose to Full Council at the meeting in September to amend the Financial Regulations accordingly.

d. F&A014 – 25/06/2013 – the Burial Sub-Committee had not yet met, the Clerk to call a meeting in due course.

Clerk Clerk Clerk Clerk

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F&A026–06/08/2013

Items for Urgent Report There were no items for urgent report.

Cllr. Calvin Bird explained that some items under agenda item F&A037 – 06/08/2013 - Staff Finance would have implications on discussions for other agenda items and as such proposed that agenda items F&A036, F&A037 and F&A038 are brought forward to be discussed first. This was agreed by all.

F&A036 – 06/08/2013

Resolution Relating to Confidential Nature In accordance with Standing Order 2m and in view of the confidential nature of the business to be transacted, it was resolved that the press and public be temporarily excluded from the meeting.

F&A037 – 06/08/2013

Staff Finance Various staffing matters relating to finance were discussed and they were recorded under confidential minute F&A037 – 06/08/2013, securely filed in the Chairman’s box.

F&A038 – 06/08/2013

Resolution to Revert to Public Session It was resolved to put the meeting back into public session.

F&A027 – 06/08/2013

Review of Current Finances 2013/2014 A report on spend against budget had been circulated to all Councillors as pre-reading for the meeting a copy of which is attached to this document as appendix F&A027i. Cllr. Calvin Bird commented that most items were within 25% of their budget and so the majority of the items were on track for the time of year. He also issued a breakdown sheet detailing the expected positions if the suggested changes, discussed under item F&A037, were implemented. Cllr. Calvin Bird expressed concerns that the reserves had been depleted by; a) B&NES Council change to salary payment invoicing, resulting in 5 quarters of salary payments being charged in the 2012/2013 financial year (subsequently approved by Full Council); b) the unexpected cost of outstanding staff pensions (subsequently approved by Full Council); and c) additional unexpected staff costs resulting from item F&A037. Further discussions were held regarding reserves and where, from the budget, additional monies could be ‘clawed-back’. Initial thoughts were to deduct portions from each of the capital projects. The Clerk suggested that perhaps a Public Works Loan could be applied for to cover the costs of the Memorial Garden, which would enable the memorial garden to be completed within one financial year, for the money currently allocated for this project to be returned to reserves, thus possibly preventing the precept from having to be significantly increased to ‘top-up’ the reserves. This idea was considered and the Clerk was requested to obtain further information on Public Works Loans for the next meeting. Further discussions ensued and it was resolved to recommend to Full Council that £2930 is deducted from the Community Grants budget and £9000 is deducted from the Garden of Remembrance budget, to bolster the reserves, in order to cover deductions discussed under item F&A037.

Clerk Clerk

F&A028– 06/08/2013

Capital Projects Budget Councillor pre-reading provided a breakdown of expenditure up to 2nd August 2013 for the Capital Projects budget linking to the proposed individual projects. It was acknowledged that the Capital Projects Budget had already been covered under the previous agenda item F&A027. Cllr. Calvin Bird added that a proposal for waste bins was ready to submit to Full Council for discussion once responses had been received from B&NES Council. The Clerk confirmed the grit bin for Beacon Hall had not yet been ordered as the request would be submitted following discussions at Full Council in September as it may mean a cheaper price could be obtained if a bulk order is placed.

Clerk

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F&A029 – 06/08/2013

Audio Visual Equipment The Clerk explained that following the Full Council meeting in July the Beacon Hall Managers had agreed to consider purchasing the bulk of the audio visual equipment, however, the purchase of a digital camera and digital recorder for Parish Council use was still outstanding. It was discussed whether the purchases could wait until later in the year to determine what budgets were remaining however it was agreed that the staff should be provided with the relevant tools to undertake the job required of them and as such it was resolved to provide the Clerk with the authority to spend £400 within the budget to purchase both these items.

Clerk

F&A030 – 06/08/2013

Power Tools Similarly, the Clerk explained the Parish Caretaker had been using his own drill since he had been employed and it would be useful if the Parish Council could purchase perhaps a cordless and an SDS drill, particularly after taking on the Beacon Hall as jobs requiring the use of a drill are increasing. It was mentioned that electrical tools used by the Parish Council should be PAT tested, which if it is a personal drill, it probably is not. Similarly, it was agreed that the staff should be provided with the relevant tools to undertake the job required of them and as such it was resolved to provide the Clerk with the authority to spend up to £400 within the budget to purchase drills. The Clerk was also requested to liaise with the Parish Caretakers to produce a list of items they recommend are held in stock, such as spare links for play equipment, nuts and bolts etc. The list and associated costing to be a future agenda item.

Clerk Clerk Clerk

F&A031 – 06/08/2013

Community Grants Incorporating Parish Events Cllr. Calvin Bird mentioned that larger events within the parish, such as bonfire night and Party in the Park, could perhaps be funded, going forward, using an underwriting process. This would provide the event organisers with more security, so if they did not make a profit the Parish Council could cover the shortfall up to a pre-agreed value, it would also allow an advancing of money to enable things to be purchased, such as the fireworks, prior to ticket sales. Concerns were raised regarding certainty of monies raised and it was replied that a copy of the organisations accounts would be required to be submitted to the Parish Council. Concern was also expressed regarding fairness as it was felt some organisations may become complacent as it would remove the drive for having to fundraise etc. Discussions ensued regarding the rightfulness of the Parish Council providing money to a group, such as Party in the Park, who in turn donates money onto other groups and organisations. It was agreed the Parish Council would feel more comfortable donating to this event if this process did not occur. It was resolved for the Clerk to write a letter to the Party in the Park Secretary, ready for their next meeting on 26th September, advising them of the Finance & Amenities Committees comments and inviting them to rethink their practice of giving funds away. It was also resolved to create a ‘village events’ account which will be considered along with all the other routine budgets for 2014-15 and for 2013-14 to transfer into it £1000 from the Community Grants budget.

Clerk Clerk

F&A032 – 06/08/2013

Peasedown St. John Parish Plan & Cllr. Away Day Feedback The Clerk circulated a document listing the key points identified by the Parish Plan allocating each to the various Committees of the Parish Council for them to take responsibility for further investigation/action. The Clerk advised it would be sent out to all Councillors in due course but requested the Finance & Amenities Committee review the list advising of any gaps they think they should cover. Cllr. Calvin Bird presented a list of projects identified at the recent Cllr. Away Day requesting suggestions from the Committee members as to where they think they would be best financed; the top ten projects were reviewed to identify whether they would be best funded by Section 106 monies (Wellow Lane or Sunnyside related),

Clerk

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Project Pot, Regular Maintenance or a loan. The Parish Office will be working on the list of projects during August to obtain quotations and to present a series of options for the Full Council to consider during the autumn.

Clerk

F&A033 – 06/08/2013

Accounting Systems The Clerk advised that she had not yet had time to investigate the computer in the Parish Office that already had the RBS system installed, but was aware the licence updates had lapsed and the Parish Council held a credit on their account. The Clerk confirmed she would investigate during August and contact Cllr. Jonathan Rich upon his return from holiday, regarding arranging an Advisory Panel meeting and discussing options for replacing the current accounting system for a report at the next meeting.

Clerk

F&A034 – 06/08/2013

Payroll Systems The Clerk provided a verbal update on payroll providers, including details on subsequent investigations resulting in some providers being dismissed from the short list. It was noted that providers would need to be able to make BACS payments to staff, HMRC, Pension Fund etc., to generate all the necessary reports for the Clerk and to be able to cope with the different rates of pay and expenses. It was resolved for the Parish Office to continue with their investigations and to report back to enable a decision at the next meeting.

Clerk

F&A035 – 06/08/2013

Parish Amenities The Clerk provided a report on the following:

i. Ashgrove Cemetery/Caretaker’s Workshop – A compulsory water meter notice had been received from Bristol Water, who are due to attend site later in the week to survey and possibly fit the meter. The billing side is still being investigated by the Clerk, as the last water bill received covered for charges until the end of March 2014. If metered water is to be paid during this financial year there may not be sufficient budget to cover it, particularly as it covers the use of the water bowser from the site.

ii. Ecewiche Green – The Groundsman had undertaken the urgent/hazardous tree works that week and had managed to salvage two Oak trees that it was previously thought would have to be felled.

iii. Recreation Ground – The BMX track had recently suffered damage; upon inspection by the Caretakers it appears the users have modified the track to increase the height of the jumps. The Groundsman to make safe their modifications, to monitor the situation and improve when it is next re-surfaced.

iv. Persimmon Owned Land – A document was circulated at the meeting detailing all the areas of land that Permission were looking to transfer responsibility for to either the Parish Council or B&NES Council. The Parish Staff had walked them all, and included in the document were photographs and statements on what would be required to bring them all into order, and then details of what would be required for regular maintenance. It also provided recommendations on who should take on responsibility. The Clerk suggested a round-the-table meeting with B&NES Council to establish whether their views concurred before proceeding further with Persimmon. It was resolved for the Clerk to proceed with this suggestion and to report back at the next meeting.

Clerk Clerk Clerk

F&A039–06/08/2013

Date & Time of Next Meeting The next meeting of the Finance & Amenities Committee of the Parish Council is scheduled to be held on Tuesday 17th September 2013 at 7pm at the Beacon Hall.

Clerk

The meeting closed at 10.11pm

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Signed…………………………………………………………. Date…………………………………………….

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Appendix F&A027i

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