August 2023 (1)
CLAXBY PARISH COUNCIL – FINANCE AND STAFFING COMMITTEE MINUTES
THURSDAY 24th AUGUST 2023 at 2.00 p.m.
1. Apologies for Absence - none
2. Declarations of Interest - none
3. Welcome and Chairman’s opening comments.
The chair opened the meeting by saying that the Finance Committee was formed to be wholly supportive of the village, individuals on the Council and the Council as a whole, to make sure that the finances of the Parish Council are kept in good order, and to support any initiatives that are brought forward by Councillors. The purpose of this meeting is to set up a structure to facilitate this. The clerk was asked to send a copy of the NALC document Oldenburgh (Model Financial Regulations) for comparison. The Good Councillors Guide to Financial Transparency was also recommended reading.
4. To approve minutes of the meeting held on 27th July 2023. Approved. (It was noted that the date of the meeting had been changed.)
5. Chair & Council’s Comments and matters arising from the minutes. No matters arising.
6. Formation of the committee.
a) Confirm members of the committee and their roles.
It had been agreed that there are 4 members (currently Paul Strong (chair), D Lofthouse (vice chair), C Saywell and J Pilbrow) and the Responsible Finance Officer will take minutes and advise proceedings.
b) Confirm position of clerk and his duties as agreed by contract.
Contract has been signed and clerk is in agreement. All matters re remuneration have been resolved.
7. Committee to provisionally confirm Terms of Reference with some revisions – before ratification by the full Council
The RFO is asked to send out a request for agenda items to be sent to the chair at least 14 working days before the meeting.
Action points:
- Agenda item – update asset register.
- Add Risk Assessment Policy (which will include financial risks) to the agenda.
8. To review in detail the following 2 recommended policies:
a) Appraisal policy – This was presented by Colin Saywell.
It was resolved to adapt and adopt the basic model of Shenstone PC with a few amendments.
Action point: clerk to amend and adapt to Claxby PC. To circulate to PC. Policy to be published on website once approved by PC.
b) Health and Safety - recommended to adapt and adopt the model of Kingswood PC with a few alterations.
Volunteers from councillors at next Parish Council meeting to be requested for taking responsibility for the equipment inspections.
At the next Parish Council meeting, seek a Health and Safety Officer.
Action point: clerk to amend and adapt to Claxby PC. To circulate to PC. Policy to be published on website once approved by PC.
9. a) Identify the policies required by the statute: (to include and ranked in order of priority)
i. Safeguarding, to include the playing field
ii. Communications and Social Media
iii. Risk Management
iv. Complaints policy and procedure
v. Councillors’ Expenses
vi. Grants
vii. Publications
viii. Website accessibility (policy already on PC website but need to check it covers the required areas)
ix. Dignity at Work – it was felt para 4.8 in the Terms of reference for this committee covered Dignity at Work but CS to check this against the LALC Dignity at Work policy.
b). Identify those responsible for taking this forward.
Councillors to be asked via the agenda for the PC meeting on September 7 to express an interest in the policies they would wish to review and return their responses to the Clerk in advance of the meeting such that a collated list can be distributed at the meeting. An element of negotiation between councillors may be required on September 7 to agree who will review what policies.
10. Policies already approved (to be ratified by the Full Council)
- Staff sickness
- Grievance Policy
- Disciplinary policy
- Equality and diversity policy
- Expenses for staff
Items 11 a-c were postponed until the meeting of 30th August.
11. Accounts
a) Statement of accounts of the Parish Council – income, expenditure and outstanding commitments.
b) Statement of accounts of the Village Hall – income, expenditure and outstanding commitments.
c) Brief outline of future initiatives and financial commitments
d) Playing field – i) confirmation of present financial position. Recent expenditure.
ii) update accounts and projected commitments
Discussion took place between the councillors present about recent and forthcoming expenditure on the playing field.
Items for which invoices have been received
i. J Pilbrow : plastic pegs for goal net : £9.00
ii. Skip hire : £260
iii.Wolds Tree Services – disposal of brash : £325
iv. Dave (the digger man) to remove tree stumps and concrete bases : £170
Forthcoming expenditure
i. Dave (the digger man) to remove remaining tree stumps and concrete blocks : £230
ii. Dumper hire for i) : £220
iii. Second skip hire : £260
Total expenditure = £1474 and was approved by the councillors present to ensure the momentum of developing the playing field was maintained.
12. Agree dates of future meetings. Wednesday August 30th at 2pm in the village hall to complete item 11 on this agenda and agree future works on the playing field.
13. Agenda items for next meeting.
Meeting closed 4.47pm.