CHINNOR PARISH COUNCIL
Minutes of the Finance and General Purposes Committee held on Monday 26th March 2012
PRESENT: Cllrs. Fowler, Haywood, Higgs, Lloyd, Mantle, Marlow, Pickard (in the Chair), Scarborough, Williams, Wright and Young.
APOLOGIES: Cllr Ambridge, Cllr Bird
DECLARATION OF INTERESTS: Cllr Young – member of the CYFC
Mr Terry Devine attended the meeting on behalf of Chinnor Youth Football Club. An explanation of how grant money is spent was explained:
CYFC maintain the field, re-seeding at the end of the season and repairing any damage. In 2008-209 £8520.00 was spent on turfing and repair works; 2009-2010 £6000.00 was spent; 2010-2011 a Grounsdmen was employed and so the field is maintained gradually and on a week by week rota – also he services the tractor even though this is a weekly wage bill he has saved over £7000.00 to the club already.
New stable block was put up which the Parish Council gave a grant towards (£5000.00) – this has been the only grant awarded by the Parish Council.
The Clerk explained that no grants were actually refused but grants are only being awarded for specific projects at present as grants budget is quite low. A new application may be submitted for consideration at the July 2012 grants meeting.
CYFC has nearly300 members in the Chinnor Youth Football Club.
The Utility bills were discussed. Terry Devine suggested splitting the bills 50 / 50 and will consult with his committee.
Cllr Young explained how big and popular the club is within the community.
The Councillors to review the grants application form and associated criteria.
FINANCIAL AND POLICY MATTERS.
FPM.1 Cllr Wright proposed to approve the budget update, seconded by Cllr Young. All in favour
FPM.2 Cllr Haywood proposed to approve the bank reconciliation, seconded by Cllr Williams.
All in favour.
FPM.3 Cllr Young proposed to approve payments on Petty Cash, seconded by Cllr Marlow.
All in favour.
FPM.4 Risk Assessments – The Clerk to email round the full Risk Assessment for approval. Specific attention be made to the Financial Risk Assessment due to the audit.
FPM.5 Report on Playing Fields Management Committee meetings to date – in minutes file.
FPM.6 Cllr Pickard to report on TOE 2 – they provide small grants for projects in Oxfordshire – their access fund is supported by OCC and deals with rights of way, footpaths etc. The TOE 2 Access fun clearly states it can help improve signs and route markings on pathways which are run by volunteers – Cllr Pickard has already passed this information to the footpath volunteer group – unfortunately the volunteer was told they cannot deal with him as he was a private individual. The Clerk to contact the volunteer group to state that CPC are willing to support future grant proposals that can be made on behalf of CPC for their ongoing work & commitment.
FPM.7 Whites Field Community Hall – energy audit to be done. An application has been submitted for funding towards the £500.00 - £800.00 the audit would cost.
FPM.8 Cllr Fowler proposed to accept quote from Blow Media for a new web site at a cost of £2500.00, seconded by Cllr Scarborough. All in favour.
FPM.9 Cllr Pickard to report on Chinnor Fishing Club (former Cement Works) – Letters of support for the fishing club has been sent. It was suggested that The Fishing Club contact the CEO at Taylor Wimpey, Dominic Lamb at OCC who is responsible for the IDO at this site and BBOWT who we understand will be taking over the management and copy in the CPC.
GP.1 Report from meeting re hedging at Mill Lane – Cllr Bird has a proposal but has been unable to forward before the meeting. To be discussed at a later meeting.
ACCOUNTS FOR PAYMENT: The following were approved and signed ready for payment. LT Illuminations – pennants for St Georges day, Jubilee £ 284.10
Charles Alexander Distribution – bookmarks for Jubilee £ 278.64
SODC – non domestic rate bill for 1-4-1 to 31-3-13 £ 776.95
Councillor annual expenses – Cllr Ambridge £ 208.10
Councillor annual expenses – Cllr Haywood £ 208.10
Councillor annual expenses – Cllr Mantle £ 208.10
Councillor annual expenses – Cllr Marlow £ 208.10
Post Office Ltd – CIR for annual expenses £ 207.20
K.R.B Jarvis – churchyard mowing £ 153.66
Arval fuel – Direct Debit 27-2-12 to 5-3-12 £ 75.62
Motec – replace tyre on Iveco £ 88.81
Lyreco – stationery £ 411.85
British Gas – WFCH electricity 1-12-11 to 25-1-12 £ 466.28
British Gas – S&SC electricity 31-1-12 to 24-2-12 £1162.96
RJ Lewis – internal audit for 31-3-11 £ 180.00
DX Projects – web site updates £ 60.00
SODC – dog bin empty 1-10-11 to 31-12-11 £ 195.19
Wise Steel works – windmill £ 102.00
Arval fuel – Direct Debit 8-2-12 to 21-2-12 £ 160.23
Helpful Hirings – equipment £ 104.40
SODC – contested elections £1619.56
John Sear – Hill Road Rec wash basin £ 135.00
Grundon Waste – empty of waste wheelers £ 70.84
PA Spittles – hedge and tree removal at Whites Field £3086.40
MJS Electrical – Hill Road Rec £ 540.00
Proposed for payment by Cllr Williams, seconded by Cllr Higgs. All in favour.
For the attention of the Council: Invoices outstanding re CPFMC:
These invoices were discussed and not agreed until more information is sought.
Upfields Developments £2400.00
Upfields Developments £2196.00
Upfields Developments £ 432.00
CR.1 The Clerk reported that the bunting has been delivered and now volunteers are needed to put the bunting up around the shops and local buildings. Cllr Williams and Young will speak to shop keepers about them putting their own bunting up.
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