Agenda for this Meeting PDF Version for Download

Headley Parish Council

Minutes of a meeting of the Finance & Policy Committee held on

29 June 2020 at 7.30pm by Zoom video conferencing.

 

Present:

Cllr Deborah Chamberlain (Chairman)

Cllr Anthony Williams (Vice–Chairman)

Cllr Jim Wood (Chairman of Planning)

 

FP10/20 APOLOGIES FOR ABSENCE

There were no apologies. All Members were present.  There were no members of the public.

 

FP11/20 DECLARATION OF INTEREST

There were no declarations of interest stated.

 

FP12/20 MINUTES OF PREVIOUS MEETING

The minutes of the previous meeting held on 27 April 2020 were approved as a correct record of the meeting and signed by the Chairman for retention until a new Clerk is in post.  It was RESOLVED to recirculate the Zoom protocol to all Councillors to remind them to join meetings 15 minutes before the start time.

 

FP013/20 CCLA INVESTMENT

Members reviewed the investment strategy which considers the suitability and liquidity of the Parish Council’s investments.  The Responsible Financial Officer had completed a review of the use of the CCLA investment fund (Churches, Charities & Local Authorities), one of the UK’s largest charity fund managers, and had recommended remaining with CCLA. Members RESOLVED to propose to Full Council to remain with the CCLA investment for the current financial year.

 

FP14/20 BUDGET HEADINGS

Members RESOLVED to change the description of Amenities & Recreation (A&R) to that of Open Spaces & Sport (OS&S).  The Responsible Financial Officer (RFO) to make the relevant changes on the accounting system.

 

FP15/20 RECRUITMENT OF NEW CLERK AND INTERIM ARRANGEMENTS

The Chairman reported that interviews were in progress for a replacement Clerk & Executive Officer. The recruitment process involved the Chairman and Vice Chairman interviewing by Zoom, an applicant’s visit to the parish offices with an opportunity to meet other members of staff, a follow up interview with the Chairman by Zoom and the taking up of references.  It was RESOLVED that any proposal to recruit a replacement Clerk would be put to Full Council before an offer was made.  It was also RESOLVED to seek the services of a Locum Clerk should the current round of interviews not be successful.

 

FP16/20 STAFF APPRAISALS 2020

The Chairman confirmed that all staff appraisals had been completed for 2020 and it was RESOLVED to carry forward the Clerk’s objectives on the handover notes for a new Clerk when in position.

 

FP17/20 NALC AFFILIATION FEES 2021

It was noted that the National Association of Local Councils had notified their intention to increase their membership levy from 6.99p per elector to 7.24p from April 2021. This was likely to result in an increase of approximately £25 in our fees.

 

FP18/20 S106 APPLICATION – MILL LANE PLAYING FIELDS AND PAVILION REFURBISHMENT

The Chairman reported on the need to review the quotations received from Sports Consultants/Architects back in December 2019 in order to progress the Parish Council’s application for funding from Whitehill & Bordon S106. A recent quotation had been received from a QS/Cost Consultant and further quotations would be sought before appointments were made.   It was RESOLVED to contact EHDC S106 team for the latest application form and for the Chairman to create a spreadsheet comparison of costs and services offered.  It was noted that the sub-committee set up to manage the project would need to be reconvened as soon as practicable.

 

FP19/20 – FINANCE & POLICY TERMS OF REFERENCE

Members reviewed the terms of reference, updated to remove membership from the A&R Committee and it was RESOLVED to combine two bullet points under Matters for Consideration to read:

“To consider any short-term investments (maximum) of 12 months, in accordance with the Council’s Investment Strategy, on a quarterly basis, subject to prior approval of the investment provider by Full Council.”

 

The amended Terms of Reference would be taken to the next Full Council meeting for approval.

 

There being no further business the Zoom meeting closed at 8.20pm.

 

 

Signed…………………………………………………….date………………………