LONG ASHTON PARISH COUNCIL
FINANCE & GENERAL PURPOSES COMMITTEE MEETING
20:05, 17th October 2016, Jubilee Pavilion
Present:Ms S Hardingham - Chairman
Mr C Cave
Mr M Harris (from 21:00)
Mr B Hayward
Mr D Johnson
Mrs J Pullin
Mrs B Mackwood
Mr N Moorcroft
Mr P Sterland
Miss M Uppington
Mr A Wilkinson
Absent:-
In attendance: the Clerk, Dr J Turp, and Mrs V Lacey (minutes).
F16.106 - Apologies for absence
None. Cllr Harris informed the Clerk that he would be late.
F16.107 - Declarations of Interests and Grant of Dispensations
Interests to be declared during the meeting and no dispensations were requested.
F16.108 - Minutes of the last meeting
The minutes of the meeting held on 22nd August 2016, copies having been circulated,
were confirmed as a correct record and signed by the Chairman. Proposed by Cllr Miss
Uppington, seconded by Cllr Cave.
F16.109 - Exclusion of the press and public
There were no items requiring exclusion of the press and public.
F16.110 - Matters arising
a. F16.84c - Asset Register. This matter is ongoing.
b. F16.84d - Quality Council Award Scheme. This matter is ongoing.
c. F16.66a - Parish Recycling Scheme. The Clerk is waiting for North Somerset Council
(NSC) to suggest dates for the Participation Survey.
F16.111 - Payment of accounts and Payments to Council
A list of payments and receipts was presented to the meeting and the content noted
and approved. It was RESOLVED to approve expenditure of £35,187.30 and note
receipts of £76,120.00 for the months of August and September 2016. Proposed by Cllr
Cave and seconded by Cllr Wilkinson. All in favour.
F16.112 - Bi-monthly statement and Bank reconciliation
The bank reconciliation to the end of September 2016 was presented. The total amount
in all accounts is £559,290.81. It was RESOLVED to approve the bimonthly statement
and bank reconciliation. Proposed by Cllr Hardingham and seconded by Cllr Moorcroft.
All in favour.
F16.113 - Review of Expenditure against Budget
Noted.
F16.114 - Accounts for the year 2015/16
The report has not been received from the External Auditor who has yet to inform the
PC whether it is going to accept the objection to the accounts made by an elector.
Concern was expressed that costs associated with the objection are being incurred
without the auditor having given the PC an estimate of the likely charge. The Clerk will
write to the Auditor to express the committee's disappointment at the delay, and to
convey its assumption that the lack of an update means that no cost has yet been
incurred in investigating the objection.
F16.115 - Taylor Wimpey Areas
a. Transfer and Lease to LACA. No update.
b. Public art proposals. There has been no response from Taylor Wimpey to the PC’s
comments on the latest proposals.
c. Repairs required playing areas. A base plate of a rocker in the Kings Croft play area
has cracked. The repair was agreed up to £100.
F16.116 - To Review the following
a. Health and Safety and Risk assessment. This will be discussed at the next F&GP
meeting.
b. Grant Policy. Minor changes were made to the policy. The title was changed to
Small Grant Awarding Policy and an addition made to the Policy Statement to say that
the policy refers to grants of £2,000 or less to make it clear which of the PCs grants the
policy refers to.
c. The Clerk’s job description was amended to add “and to participate in other forms of
digital engagement as required” to the requirement “to update and maintain the Parish
Council website”, and that for the Responsible Financial Officer to clarify the
requirement to Manage Insurance risks and process claims as necessary.
d. Freedom of Information - available information guide was reviewed and the only
change needed was to add the Action Plan, available on the website, to Class 3.
e. Complaints Policy. This was reviewed and a minor change so that it is clear that it is
conduct of Councillors which is covered by the PC’s Code of Conduct. A review date
will be included.
f. Policy on residents identified as generating an unusually large volume of
correspondence with the Parish Council this was reviewed and it was agreed that
'unusually' will be replaced by 'unreasonably' throughout.
F16.117 - The 2017/18 Local Government Finance Settlement Technical Consultation
Paper
This paper introduces the possibility of extending referendum principles to Parish
Councils. The PC is firmly of the opinion that PC precepts should not be capped, and
that this proposal represents excessive central interference. It will reply to the
consultation to state its opposition to extending the referendum principles pointing out
the disproportionate costs of referenda when applied to PCs, the relatively small
amount of money that even large percentage increases may raise and the effect of the
capping on the ability of PCs to carry out capital projects.
F16.118 - NS consultation on proposed changes to HWRC opening times and the
introduction of a charge for DIY waste
The PC is disappointed to see the proposed reduction in the opening hours of Backwell
Household Waste Recycling Centre, which it believes may lead to an increase in flytipping locally and is also very concerned that the introduction of charges to dispose of
DIY waste may lead to fly-tipping of hazardous materials. It would suggest that charges
are not made for the disposal of asbestos. Although the PC commends NSC for its
waste services, it also wondered whether changes could be made to the design of the
Backwell HWRC to make the free flow of vehicles easier at peak times.
F16.119 - Reinvestment of Triodos Bond
£75,000 will be invested with the Hampshire Trust Bank, as previously agreed, and the
balance, approximately £70,000, will be reinvested in a Triodos six month bond.
F16.120 - Village Club
The meeting was updated on the position of the village club, closed in October by the
Royal British Legion (RBL). The RBL now intends to sell the building, but as it is
designated an Asset of Community Value if a community group indicates an interest
there is a six month moratorium period before it can be sold to allow community groups
the chance to make an offer. There is still some debate about ownership of the building
as it was originally given to the village and it was assumed that the RBL would hold it in
Trust for the local organisation. However, the Land Registry shows the RBL as owner. It
was RESOLVED that the Clerk would, under The Assets of Community Value
(England) Regulations 2012 submit a written request to NSC, for the PC to be treated
as a bidder for the building. This must be done by 22nd November, for the moratorium
period to be triggered. Proposed by Cllr Cave, seconded by Cllr Sterland. All in favour.
Furthermore, it was RESOLVED that the PC will inform the RBL that it has registered
an interest in the building and make sure it is aware of the NDP Policy LC5 that any
proposal must seek to protect and enhance the community value; at a subsequent
stage also to ask for evidence of its ownership of it. Proposed by Cllr Moorcroft,
seconded by Cllr Mrs Mackwood. All in favour.
Given the heritage status of this building, the PC believes that it should be protected,
and if were it to be sold, there would be a risk that it would be demolished. Cllrs Cave
and Moorcroft will therefore seek the support of a former member of the village club in
getting the older part of the building listed. The Clerk will write to North Somerset
Council (NSC) to ask for its advice on the matter.
F16.121 - Parish Council office working group report
Given that the existing office is only just fit for purpose and the possibility that the PC
may need to take on more staff in the medium term there have been discussions with
LACA about the PC's possible office space requirements. It is recognised that more
space may be needed and the options identified to date include: extending the Jubilee
Pavilion, building between the Youth Hut and the Jubilee Pavilion; or reconfiguring the
entrance to the Jubilee Pavilion so that the small meeting room and corridor become
part of the Parish Council Office. The working group will continue to explore these
options and costs, jointly with LACA.
F16.122 - Wreath for Remembrance Day
It was RESOLVED to spend up to £30 on a wreath for Remembrance Day. Proposed
by Cllr Cave, seconded by Cllr Wilkinson. All in favour.
F16.123 - To discuss purchase of anti – virus software and method of payment
It was RESOLVED to allow the Clerk to use her card to spend up to £100 on new antivirus software Proposed by Cllr Hardingham, seconded by Cllr Cave. All in favour.
F16.124 - LULA working group
The group hopes to meet with the retiring Light Up Long Ashton coordinator as soon as
possible for a handover meeting.
F16.125 - Table Tennis table
Cllrs Cave and Moorcroft are investigating table tennis table suppliers with a view to
installing an outside table by spring 2017.
F16.126 - Theynes Croft car park
It was agreed that the Clerk and Cllr Hardingham will get two additional quotes from
local law firms to deal with the lease of the Theynes Croft car park from NSC, as the
one already obtained may be high.
F16.127 - Grants
a. Long Ashton Girl Guides. It was RESOLVED to grant Long Ashton Girl Guides £800
for energy efficient lighting. Proposed by Cllr Moorcroft, seconded by Cllr Miss
Uppington. All in favour.
b. Leigh Woods and Abbots Leigh Community Cinema. It was RESOLVED to grant the
Leigh Woods and Abbots Leigh Community Cinema £450 for equipment. Proposed by
Cllr Cave, seconded by Cllr Harris. All in favour.
c. Café Mamma Long Ashton. It was RESOLVED to grant Café Mamma £360 to cover
the cost of training two peer supporters. Proposed by Cllr Hardingham, seconded by
Cllr Johnson. Motion carried with one against. It will be suggested that they apply to
the other PCs in their area to provide funding for the other items requested. A similar
grant was given by the PC last year for cascade training so it will be unlikely to provide
funding again next year.
d. To agree process for provision of grants to Young People's organisations. Further to
discussion earlier in the year, it was confirmed that the Children and Young People's
Network will be responsible for distributing PC grants to organisations for young people;
a proportionate part of the PC’s small grants budget will be calculated for approval. Cllrs
Cave and Hardingham will organise a meeting of the Network to discuss details.
F16.128 - Communication working group
The membership of the group will be reviewed at the next Council meeting with a view
to nominating a Cllr to lead on provision of superfast broadband within the parish
F16.129 - Budgeting process
The timescale for the budget process was agreed. A draft budget will be put to the
Council at its January meeting for approval. LACA will be asked for some additional
supporting information re the financial status of some of its users and the café.
F16.130 - Correspondence
a. From HSBC re change of tariff. Noted.
b. From Triodos re maturing bond. Noted.
c. A complaint has been received from one resident about the areas on Pear Tree
Avenue which have been left unmown for biodiversity reasons. The Clerk will reply to
the resident and refer him to the PC's biodiversity strategy. It was noted that the areas
would be mown in the final cut of the season.
d. From Valuation Office Agency re Business Rates valuation. Noted.
e. From resident re lights for tree in Bramley Copse. It was agreed that the Clerk will
reply to give permission for Christmas lights to be hung in a tree on PC land in Bramley
Copse, emphasising the need for adequate insurance provision and stressing that the
PC accepts no liability for the lights.
F16.131 - Matters for information
Cllr Wrangham has resigned from the PC, as she is moving away from the Parish.
Notices advising of the vacancy will be put on noticeboards on 19th October.
Date of next meeting – Monday 19th December
Meeting closed – 10pm