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Minutes of the Finance and General Purposes Committee meeting held on Monday 16th March 2020 at 7.30pm

PRESENT: Cllr Flint (Chair), Edwards, , Minter, Young, Wright, Williams.
Staff: Liz Folley

1. Apologies for absence: Cllr Gray
2.
3. Councillors Declaration of Pecuniary Interest & Dispensations: Cllr Minter Point 9.2

4. Public Question time: No members of public present

5.
The minutes of the Finance and General Purposes Committee: Dated 17th February 2020 were approved and signed. Proposed by Cllr Young and seconded by Cllr Wright

6. Monthly Finance Reports to be approved:
Bank Statements – February – proposed by Cllr Minter and seconded by Cllr Williams
Petty Cash – Cash Book February – proposed by Cllr Wright and seconded by Cllr Minter
Precept and Budget Update February – proposed by Cllr Wright and seconded by Cllr Young

7. Approval of invoices for payments: proposed by Cllr Minter and seconded by Cllr Edwards
HMRC – Tax & NI 2428.49
OCC Pensions – Contributions 2504.83
Prudential – AVC Contributions 150.00
Clarity Copiers – Photocopying 77.49
Chinnor Web Design – domain renewal 67.20
Microshade 107.94
George Brown – parts for vehicle service 48.78
Viking Direct – stationery 38.26
Play Source – St Andrews play area repair 1394.40
OALC – subscription invoice 1359.08 – to be paid April 2021
OPFA Membership 74.00 – to be paid April 2021
R Pickard – WF cleaning – February 80.00
E-On – festive lighting 57.02
AMF Electrical – WFCH 35.00
TVP – Q4 funding 4624.25
ABS – alarm system 2256.00

Payments by Direct Debit:
Bulk pay – salaries 6962.87
CNG Gas – WFCH 69.92
Arval Fuel 28.69
Arval Fuel 53.81
Arval Fuel 105.28
Opus Energy – HRR electric 10.56
BT – phone 106.18
Zurich – vehicle insurance 634.56
Cathedral – hygiene bins – WF 1229.20
Grundon waste – waste wheeler empty 106.08

Bank Charge Card £434.75
Safe Tread Grips for Windmill Steps 189.89
Case Collection Phone Case 6.19
Boots Hand Sanitiser 12.45
GiffGaff Samsung Phone 119.00
GiffGaff Top-ups 16.00
Amazon Samsung mains charger 7.95
BlingZ Phone Protector 6.97
Amazon Prime 7.99
SimpleSite Website – NP 34.95
Start Traffic Clamps for speed signs 33.36

7. Finance Matters
7.1 The updated Financial Regulations were approved. Proposed by Cllr Williams, seconded by Cllr Young
7.2 Financial Risk Assessment was approved. Proposed by Cllr Young, seconded by Cllr Minter
7.3 Statement of internal control was approved. Proposed by Cllr Wright, seconded by Cllr. Edwards
7.4 Agreed that RBS End of Year Shut Down will be on 6th May 2020 - £672.54. Proposed by Cllr. Young, seconded by Cllr. Minter.
7.5 Agreed that Richard Lewis conducts the internal audit following year end shutdown date to be confirmed. Proposed by Cllr. Edwards, seconded by Cllr Wright

8. Asset Management
8.1 To agree next steps for refurbishment and updating at White's Field. Cllr. Flint to draft outline options for consideration at the next F&GP meeting

9. Contracts / Quotations
9.1 Play Source quote – repair of rope net (£275.00) or replacement £1400.00) – it was agreed that replacement would be the best way forward. Quoted to be confirmed and accepted at £1400. Proposed by Cllr Wright, seconded by Cllr Williams.
9.2 New website quote – to review second quote from Geoxphere. Agreed that further information required Cllr Gray to assist.

10. Grants
10.1 To confirm CPC community grants –applications to be released April, returned by 10th May for discussion, approval and payment by June.
10.2 To consider a grant towards C&PRR VE Day event from the allocated budget heading. In light of the VE day celebrations being postponed this was not discussed.

11. S106 / CIL payments
11.1 Report on CIL / S106 meeting:
https://eform.southoxon.gov.uk/ebase/ufsmain?formid=S106PARISH&SOVA_TAG=SOUTH&ebd=0&ebz=1_1583228032318
Approval for the water project on the playing fields was given. Funding to be sourced through the S106. Letter to be sent to SODC

12. Other Communications and General Purposes:
12.1 To approve the Covid-19 Risk Assessment for Chinnor PC proposed by Cllr Wright, seconded by Cllr. Williams.
12.2 To approve that the Clerk can make payments up to £5000 as necessary in the event that the Council and its committees are unable to meet. Proposed by Cllr Minter, seconded by Cllr Young
12.3 To approve that the Planning Committee has delegated power to make decision with regard to planning matters whilst the committee is unable to meet due to Covid-19 Proposed by Cllr Williams, seconded by Cllr Edwards

 

Chairman................................Dated................................................

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