Finance & Resources Committee 28/11/2016
ALVECHURCH PARISH COUNCIL
16 THE SQUARE, ALVECHURCH, B48 7LA
Tel: 0121 447 8016
e-mail: [email protected]
Interim Clerk: Tammy Williams
MINUTES OF THE MEETING OF THE
FINANCE AND RESOURCES COMMITTEE
HELD MONDAY 28th NOVEMBER 2016 AT 7.30 PM
AT HOPWOOD COMMUNITY CENTRE, REDDITCH ROAD, HOPWOOD
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Present
Cllrs A Humphries (Chair), M Ball, R Chima, A Smith, A Helmore &
A Willetts
In attendance Tammy Williams, Interim Clerk
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Apologies For Absence
Cllr T Wallis (accepted)
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Declarations Of Interest
Cllr R Chima: Agenda Item 7.3
Cllr A Humphries: St. Laurence Churchyard & Historical Society
Cllr M Ball: Agenda Item 8
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Minutes Of Previous Meeting
The Minutes from the meeting dated 31st October 2016 were approved and signed.
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Finance And Administration
a. The Committee Members all reviewed and approved the cheque list.
b. The Interim Clerk explained that in recent training sessions she had been made
aware that it is good practice for Parish Councils to appoint a Financial Controller to
carry out quarterly spot checks on the Council’s banking reconciliation and also on
Payments (invoices) and Receipts. Barnt Green Parish Council had provided the
Interim Clerk with a checklist that Committee Members agreed we should use as
well. Cllr Ball agreed to undertake this role for one year and the Committee felt that
this would be undertaken by a different councillor after 12 months.
ACTION POINT: The Interim Clerk and Cllr Ball to arrange this on a quarterly basis.
c. The Interim Clerk passed on the letter of thanks received from Alvechurch Sports
and Social Club in respect of the Parish Council’s recent contribution to the surface
water run-off bill from Severn Trent.
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To Consider Increasing the Rates for Pitch Hire at Rowney Green, Wiggin and
Hopwood Playing Fields
The Interim Clerk and Cllr Smith had put together a briefing note regarding costs
incurred with and receipts from hiring out our football pitches. The information was
reviewed and Councillors agreed unanimously to increase the hiring charges for our
pitches.
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a. To Consider The Draft Budget for 2017/18 Financial Year
The Interim Clerk had prepared a draft budget for Councillors to consider and discuss.
The Finance & Resources Committee Members agreed unanimously to recommend that
Council approves the Budget at December Parish Council Meeting
ACTION POINT: The Assistant Clerk to clarify if Prysmian charge us for each survey of
our lighting stock that they carry out.
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Finance & Resources Committee 28/11/2016
ACTION POINT: The Interim Clerk to find the Sport England Contract for the Wiggin
Football pitch and give it to Cllr Smith to review the ground maintenance costings.
b. To Consider Maintenance to the Flooring at Hopwood Community Centre
The Interim Clerk updated Councillors that she had sought advice regarding the floor at
Hopwood Community Centre and as a result of the advice given had notified the
insurers. An email has been sent to regular users to make them aware of the flooring
situation. It is intended that a professional will review the floor and make necessary
recommendations to resolve the situation.
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To Consider Any Grant Applications and Financial Requests Received in Respect
of:
a. The Citizens Advice Bureau (CAB)
It was noted that the Interim Clerk had corresponded with the CAB but to date their
application and accounts hadn’t been received. Councillors considered earmarking
the same amount donated as last time should a completed grant application be
received. It was agreed that Councillors could review and consider an application
from the CAB at a future Parish Council meeting.
b. Alvechurch Village Hall
Following the October Finance & Resources Meeting, further information had been
sought and received from Alvechurch Village Hall regarding their grant application.
Members reviewed this information and it was proposed and agreed that the Council
would provide £250, which is half of the amount requested. Funds would be provided
upon confirmation of purchase of the projector screen.
c. Rowney Green Chapel
Councillors reviewed the grant application and agreed to provide a grant for £200 to
Rowney Green Chapel (Rowney Green Shared Church) in the 2017/18 financial
year.
d. Alvechurch Baptist Church
It was noted that this application was for this financial year and was a contribution
towards the Christmas Business Lunch being hosted by the Baptist Church.
Councillors agreed to pay £50.00 to Alvechurch Baptist Church.
e. Five Ways Old Edwardians Cricket Club
Councillors discussed this grant application and noted that the funds were requested
to support the young people of the Parish. Councillors therefore agreed to pay
£721.00 in the 2017/18 financial year.
f. The Interim Clerk and Councillors felt that letters sent to grant applicants should state
that the Parish Council would be pleased to receive proof of purchase / proof of
completion of work in respect of their individual applications.
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To Consider The Purchase of “20 is Plenty” Stickers
Councillors advised that in the past “20 is Plenty” stickers for wheelie bins had been
obtained for Rowney Green free of charge.
ACTION POINT: The Interim Clerk to speak to Cllr R Chima to establish where the
stickers had been sourced for free in the past and to see if some stickers could be
obtained free of charge for Alvechurch households as well.
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To Receive an Update on the New Homes Bonus Scheme
The Interim Clerk updated the Committee Members that an email had been received that
advised that the Panel were recommending that we receive £160.00 to re-paint the
benches at the Wiggin.
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To Consider Listing The Lounge as a Community Asset.
The Committee decided that this should be deferred to a Parish Council Meeting.
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To Adopt the ICO Model Publication Scheme for Alvechurch Parish Council
Cllr Humphries provided all Committee Members with this proposed policy document to
review. Councillors agreed that this should be adopted.
ACTION POINT: The Interim Clerk to add this to the Clerk’s Report at a Parish Council
Meeting and to arrange for this to be added to the website in a new Section for policies.
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Finance & Resources Committee 28/11/2016
The meeting ended at 9.25pm.
Signed ……………………………………………………………..
Chairman
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