Minutes of the Finance and General Purposes Committee meeting held on Monday 11th November 2019
PRESENT: Cllrs Edwards, Gray, Minter (chair), Wright, Williams.
Staff: Liz Folley
Apologies for absence: Cllrs Young and Flint
Councillors Declaration of Pecuniary Interest & Dispensations: None
Public Question time: No members of public present
To approve the minutes of the Finance and General Purposes Committee:
Dated 14th October 2019. Proposed by Cllr Wright, seconded by Cllr Gray and signed by Cllr Minter
Monthly Finance Reports to be approved:
Bank Statements – October – proposed by Cllr Wright and seconded by Cllr Williams
Petty Cash – Cash Book October – proposed by Cllr Wright and seconded by Cllr Gray
Budget Update October – proposed by Cllr Williams and seconded by Cllr Edwards
Clerk to transfer money to deposit accounts and source a new deposit account.
Invoices for payment were proposed by Cllr Williams and seconded by Cllr Gray
HMRC – Tax & NI 2428.29
OCC Pensions – Contributions 2504.83
Prudential – AVC Contributions 150.00
R Pickard – WF Cleaning 55.00
Clarity Copiers – Photocopying 67.26
Microshade – Citrix 107.94
Fire cover ltd – WFCH emergency lights replaced 298.80
Chinnor Web Design – repair Jo PC screen 30.00
Lamps and Tubes – Festive lighting 5488.61
Farol – Ransom tyre 185.94
Helpful Hirings – rotavator hire 84.00
Benson Sawmills Ltd – windmill oak 170.00
Dog Trust – waste bags 60.00
Chinnor RBL – wreath donation 50.00
Prysebros Ltd – weed control 780.00
RPC – new padlock for WF gate 24.63
AMF Electrical – WF timer works 49.00
Payments by Direct Debit:
Bulk pay – salaries 6963.07
Allstar Fuel 03-10-19 to 10-10-19 137.26
Allstar Fuel 22-10-19 to 30-10-19 87.73
Printer copier rental 5-11-19 to 4-2-20 146.11
TV License – WFCH valid until 31-10-20 154.50
BT – phone and broadband 106.18
Opus Energy – HRR electric 12.26
Lloyds credit card 170.93
It was noted that an invoice from Weightmans with regard to the civil proceedings has been received stating £0 amount due from CPC
8. Other Communications
8.1 WFCH cleaner – noted that a temporary cleaner has been appointed to cover sick leave at £13ph
8.2 Marquee 2019 –final costings and donations were noted received.
8.3 Marquee 2020 – to review quote for a 3 year agreement on large marquee. It was agreed to accept the quote and enter a 3 year agreement for the provision of the August Bank Holiday Marquee.
8.4 Quote approved from Harrison flag poles for flag pole repair – service work is expected to commence Tuesday 12th November.
8.5 To receive Community Pavilion condition report and plan of action to be considered. It was agreed that the clerk should instruct a company to undertake a drainage survey. Clerk to obtain quote for work to the office velux window. Cllr Oliver has agreed to look at specifications for the Bar Store Floor and quotes to be sought. Community Pavilion to obtain quotes for improved extraction ducting. It was agreed that no further action would be taken with the gas pipe in the plant room – but CCP to be made aware and risk assess.
9. Budgets 2020-2021
9.1 To review all correspondence received from residents with their Budget views. The comments received are most welcome. It was noted the amount of residents who are against pinch points and this will be taken into consideration when the traffic surveys have been completed.
9.2 To consider budget requirements for financial year ending 31st March 2021 New Budget provision for the following will be included
Replacement flower tubs
Mapping (SODC to be contacted for information of their system and the possibility of usage)
VE day celebrations
Council to consider the PCSO partnership funding at their meeting on 2nd December
Clerk to obtain information and costing for CCTV at all entrances to the village
It was agreed that the approach will be to budget, in line with our general strategy -
1) to ensure we budget for uncontrollable costs, that are affected by a wider market (eg staff increases). This will be by applying considered inflation rates.
2) continue to challenge controllable costs (eg consumables) where we can source alternative costs and suppliers. This we will try and plan at lower levels of inflation.
3) All remaining will be distributed to the needed but unknown (such as maintenance, open spaces etc).
At the end of the year, any under spend will move to reserves to support longer term plans and risk mitigation (eg asset development and repairs).
9.3 To consider Precept request for 2020-2021 – draft budget to be discussed and agreed at full council when details of tax base are known. Anticipating a 3% increase.
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