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MINUTES of the Finance and General Purposes Committee Meeting held on 31st July 2017

PRESENT: Cllrs Flint (Chairman), Minter, Bird, Young, Wright, Williams

Staff: Liz Folley (Clerk)

Apologies: None


Co-option of temporary F&GP Committee members to be agreed: Cllr Standage was co-opted to the committee


Councillors Declaration of Pecuniary Interest & Dispensations: Cllr Standage – spouse is an allotment holder

Public Question time: No public were present


Monthly Finance Reports

5.1 Bank Statements as at 30.06.17 were proposed for approval by Cllr Williams, seconded by Cllr Minter

5.2 Petty Cash –June Payments were proposed for approval by Cllr Young, seconded by Cllr Minter.

5.3 Budget Update June. Request for clerk to provide breakdown on Maintenance budget for detailed clarification. Cllr Young proposed, seconded by Cllr Wright.

Invoices for payment were scrutinised and approved for payment:

Dogs Trust – dog waste bags £ 60.00

OALC – CiLCA mentoring 2017-2018 £ 300.00

Complete Tree Services – Cherry tree £ 354.00

Playsafety Ltd – RoSPA course £ 282.00

Liners, Bags and Sacks – clear waste bags £ 122.18

Grundon Waste – waste wheeler empty £ 115.86

Chinnor Turf – top soil for youth shelter £ 48.00

Microshade – Citrix rental £ 369.00

Radi Skate park – skate ramp repairs £ 350.00

Turney Groundforce – strimmer part £ 34.74

Blooberry – NHP website – part 2 payment £1050.00

Briants – parts £ 38.50

Briants – parts £ 25.16

White Horse Contractors – OKL valuation 3 £2196.00

RPC Locksmiths – 3 padlocks £ 88.80

Post Office Ltd – PAYE £2314.77

Prudential – AVC £ 300.00

OCC Pension Fund £2341.88

Bulk Payments – DD £6575.64

Arval Fuel – DD - 5-07-17 to 12-07-17 £ 85.94

Arval Fuel – DD – 22-6-17 to 29-6-17 £ 114.74

Lloyds Bank – DD – credit card £ 39.52

Public Works Loan Board – Village Hall £5667.38

NALC – LCR magazine £ 17.00

RTC – wet pour repairs in Conigre £1620.00

Mr N Draycott – NHP £ 123.00

Cllrs Minter and Bird arrived at the meeting.


Annual financial matters

7.1 Review of Allotment rents – currently £600.00 per annum. It was proposed and agreed that the rent is increased by £50 to £650per annum..

7.2 Review of Councillors remuneration: It was agreed in line with the 2017 report from the independent remuneration panel that the Councillors basic allowance of £232 would be available to all councillors who are elected. The chairman's allowance is £695.

7.3 Review of mileage allowance – currently 45p per mile. Agreed that this should remain as 45p for 2017/18

7.4 Review of Fidelity Guarantee Insurance Limit –agreed that this should remain at £500,000.00.


Quotes for consideration:

8.1 Vinyl Frontier – play area signage (samples to agree) - £1073.73 for 3 signs. In principle agreed that this amount could be sourced from property and building maintenance. Suggested that size is reduced to 75cm x 50cm. Confirmation of material required. Revised quote to be approved at full council

S106/CiLS: To review in detail the latest report from SODC/OCC – agreed that working group should look at this in detail – Cllrs Bird & Wright volunteered to be part of this group remainder to be formed at full council meeting.


Other Matters

10.1 Letter from Chinnor and Princes Risborough Railway – council would be interested in meeting with the representative to hear more about their ideas and promotion of their facilities.

10.2 Letter from Soldiers of Oxfordshire Museum requesting financial donation. Agreed that SOFO should be invited to submit a grant application for consideration in the autumn distribution.

10.3 Letters of thanks from local organisations for recent grants noted - C&PRR, Greening Chinnor, Ladybird Pre ~School, First Responders

10.4 To discuss Hill Road Rec usage by CYFC – hire costs to be agreed. PC Maintenance Team and CYFC to assess the building and ensure that it is safe. . If building is habitable it was agreed that hire fee of £100 can be charged.

10.5 SODC/OCC - Councillor Grants – projects for consideration – grant for any necessary work at Hill Road Rec Pavilion or posts to protect the erosion of the Village Green at Henton to be considered.

10.6 Mainstream appointment to quote for alternative to BT provision 1.8.17 10am – Cllr Young to attend.


Councillors Forum

13.1 Questions - None

13.2 Topics for consideration at future meetings

Asset Management – Cllrs Rowton-Lee , Flint, Bird & Minter have agreed to meet and assess the following areas


Whites Field

Station Road Office

Hill Road Rec Pavilion


Play Areas



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