June 2020

Draft notes of a meeting of Finance & Policy committee held remotely via Zoom on 16th June 2020 at 19:30

Present: Cllrs Barr, Callan, Kilcoyne, Manders, Moran, Parr and Walker.

In attendance:  

• Mrs S Knowles, Clerk to Council.
• Cllrs Broad and Trought observed the meeting
• No members of public were present

1. To receive apologies and accept valid reasons for absence– Nil

2. To receive members’ declarations of disclosable pecuniary, non-disclosable pecuniary or non-pecuniary interests in relation to any agenda item

It was RESOLVED: That a dispensation to speak and if necessary to vote be granted to Cllr Kilcoyne in relation to the request from the Church of St John the Evangelist for as long as he is the appointed council representative to the Church or until May 2023, whichever is the sooner.

3. To confirm the minutes of the meeting held on 19th February 2020- It was RESOLVED: That the minutes of the meeting of the Finance & Policy committee held on 19th February 2020 be approved as a correct record and signed by the chairman.

4. To consider budget, income and expenditure – The clerk reported that the pavilion may make a loss this year due to reduced income as a result of COVID-19. It was agreed that the clerk would follow up on the decision from NKDC regarding business grants.

5. To consider banking arrangements and signatories – It was RESOLVED: That a recommendation be made to Full Council to make the required changes to banking arrangements.  

6. To consider levels of insurance cover prior to policy renewal - It was RESOLVED: That levels of insurance cover be altered as recommended and the clerk accepts the policy renewal and premium.

7. To consider applications for Parish Council grants –

Cllr Parr left the meeting at 19:55 and re-joined at 19:56

It was RESOLVED: That a grant of £500 be awarded to the Bracebridge Heath Cricket Club.

It was RESOLVED: That committee session be suspended to enable Cllr Manders to speak.

Committee session suspended at 20:02

Committee session resumed at 20:04

It was RESOLVED: That using powers prescribed under s137 of the Local Government Act 1972 that a grant of £560 be awarded to St John’s Primary Academy.

It was RESOLVED: That a grant of £200 be awarded to 1st Bracebridge Heath Rainbows.

8. To consider policies for review

a. Financial Regulations – It was RESOLVED: That a recommendation be made to Full Council that Financial Regulations v3.0 be adopted.

b. Standing Orders – It was RESOLVED: That a recommendation be made to Full Council that following review, Standing Orders is not altered.

c. Code of Conduct – It was RESOLVED: That a recommendation be made to Full Council that following review, the Code of Conduct is not altered. A consultation for a new model code of conduct was requested for inclusion at the next meeting of Full Council.

d. Grievance policy – It was RESOLVED: That the Grievance policy v2.0 be adopted.

e. Data Protection policy - It was RESOLVED: That following review of the Data Protection policy, that v2.1 be adopted.

f. Subject Access Request procedure – It was RESOLVED: That following review of the Subject Access Request procedure, that v1.1 be adopted.

9. To consider matters carried over from Finance & Policy committee meetings

a. Skills audit – Thanks were given to Cllr Manders for analysing and providing a report on the skills audit. The document would be shared with Full Council with specific recommendations.

b. Local Council Awards Scheme – It was agreed that Council were close to meeting the requirements of the Foundation award.  

c. Healthy hubs grant – It was RESOLVED: That permission be given to enable the Woollen Woods event to take place within the woodland walk.

The committee agreed that specific proposals for funding future activities related to the Woollen Woods event would be considered and should be put forward to the Finance & Policy committee at its next meeting.

d. Action plan – A written report was provided and the process for creating an action plan was agreed. The clerk to council would contact committee chairmen to include the item at the next committee meetings.

10. To consider items referred from Full Council

a. Proposals for a community garden at the Church of St John the Evangelist – A verbal report was given.

b. Community Infrastructure Levy funding – A verbal report was given.

It was RESOLVED: That a recommendation be made to Full Council that income received from CIL funding be held in a separate earmarked reserve.

11. To consider publication of a parish information sheet – It was RESOLVED: That the parish information sheet be published, printed and delivered through Heath Cliff View.

12. To consider replacement office equipment – A written report was received.

It was RESOLVED: That Council suspend Standing Order 3v, that the meeting will last no longer than 2 hours.

It was RESOLVED: That a new laptop, as agreed, be purchased for the assistant clerk.

It was RESOLVED: That Council subscribe to two licences for Microsoft 365 Business Standard through PC World.

13. Items for the agenda of the next committee meeting – Nil

There being no further business the chairman closed the meeting at 21:37

Signed_______________________________Chairman                                                  18th August 2020