Policy and Resources Committee Meeting
NOTICE IS HEREBY GIVEN that a meeting of Eccleshall Parish Council Policy and Resources Committee will be held on Wednesday 1st September, 2021, Eccleshall Community Centre, after the meeting of the planning committee.
POLICY AND RESOURCES COMMITTEE AGENDA
2. Election of Chairman/Vice Chairman
3. Minutes of last meeting – March 3rd, 2021
4. Matters arising from minutes
5. Budget update 2020/21, and to consider allocation of budget to the Events committee.
6. Budget setting 2021/2022 – to discuss initial thoughts and links to Business Plan.
7. Consideration of deeds and insurances
8. To accept the completed Display Screen Equipment Self Assessment forms for the Clerk and Assistant Clerk.
9. To consider a proposal to become an official sponsor of the Eccleshall First Responders by provision of an annual fixed grant.
10. To review and re-adopt the following Council documentation and policies:
- Internal Audit Controls
- Grievance Policy
- Bullying & Harassment Policy
- Investment Policy
11. To receive the Staffing committee update and consider the recommendation in relation to the probationary period for the Assistant Clerk.
12. Consideration of Grant Requests:-
13. Items for next meeting
14. Date of next meeting
ECCLESHALL PARISH COUNCIL – POLICY AND RESOURCES COMMITTEE – Wednesday, September 1st, 2021
A meeting of the Policy and Resources Committee was held on Wednesday, September 1st , 2021, following the planning committee meeting, at 8.00pm.
1). Present were:-
Councillor P. Jones (Chair) Councillor L. Dale
Councillor J. Jones Councillor C. Wilkins
Councillor. G. Dale Councillor R. Taylor
Councillor. E. Amos Councillor S. Perren (VC)
Mrs S. J. Worden (Clerk)
No members of the Public
Apologies:- Apologies were received from Cllr. Reid.
2). To elect a Chairman and Vice Chairman
In line with Parish Council discussions whereby it was considered beneficial for the Parish Council chairman to also lead the Policy & Resources Committee, Councillor P. Jones stood and was duly re-elected as Chair for the ensuing year. Councillor P. Jones requested nominations for Vice-Chair of the committee and Councillor S. Perren was duly elected.
3). Minutes of the meeting held on Wednesday March 3rd 2021:-
The minutes, which had previously been noted by the Council, were agreed and signed.
4). Matters arising from the minutes:-
There were no matters arising.
5). Budget update 2021/22 and to consider allocation of budget to the Events Committee
Prior to the meeting, the Clerk circulated reports detailing balances and expenditure to date against the budget up to and including 17th August 2021 and reported on the current financial position. This was reviewed and accepted by the committee.
The Clerk noted that no unexpected expenditure since the last update had occurred. The reinstatement of the morning bus service has resulted in £3,000 less planned expenditure on bus subsidies, and there is still a ringfenced amount within the grants budget for Eccleshall Cares, which has not been needed as yet.
Members commented that the pandemic is having an ongoing effect to delay some of the planned Council activities.
It was also noted that, as with many other things, projects are being delayed due to supplier issues and backlog of work to be completed, so current year projects may well be extended into next year due to these issues.
The newly formed Events Committee requested a budget of £4,000 for the remainder of the current financial year in order to facilitate bookings for the Queen’s Jubilee Celebrations in 2022. The Clerk proposed a mid-year budget adjustment to add in a new cost centre and nominal codes for the committee. £3,000 can be vired from the bus subsidy allocation and £1,000 from Traffic Management. The Committee resolved to recommend this course of action.
6). Budget setting 2022/23
In order to produce a draft budget for consideration in December 2021, it was noted committees need to consider and produce their own draft budgets, in line with the business plan, to feed into the planning process at the earliest opportunity. Around 70-75% of the budget is allocated to recurring activities, and the remainder is allocated to new or fixed term projects and activities. The budget proposal and precept recommendation must be considered in full at the next meeting, to make recommendations to full Council in January 2022.
6). Consideration of deeds and insurances
The Committee considered the updated deeds and insurances summary report and were confident all was in order.
7). The DSE Self- Assessment forms for the Clerk and Assistant Clerk
The self-assessment forms were reviewed and accepted.
8). A Proposal to become an official sponsor of the Eccleshall First Responders
Eccleshall First Responders is a voluntary organisation with no central government funding and is reliant on donations to support its running costs. An annual donation of £1,000 would allow the First Responders to plan ahead and be able to cover fixed costs. In addition, it would be able to resume an educational programme, by supporting room hire costs. The funding could be allocated with a review period so that future council members are not tied to the decision.
It was resolved to recommend supporting the proposal in principle. The Clerk will request a balance sheet for the last 12 months, to provide evidence of need and ensure public funds are being allocated with the appropriate level of scrutiny. The sponsorship donation is proposed in addition to the current annual defibrillator sponsorship funding of £100.
9). The following Council documentation and policies were reviewed:
- Internal Audit Controls
- Grievance Policy
- Bullying and Harassment Policy
- Investment Policy
All policies were considered to be fit for purpose and the Committee resolved to recommend re-adoption of all documents.
10). The Staffing committee update regarding the probationary period for the Assistant Clerk
The staffing committee met on the 12th August, with the Clerk and Assistant Clerk, to consider the outcome of the initial 12 week probationary period for the Assistant Clerk. It was a two way process to allow for feedback from Mrs. Partridge about her experiences in the initial weeks and if any additional support was required. The Staffing committee resolved to recommend successful completion of the probationary period, and the P&R committee resolved in favour of this course of action.
11). Consideration of grant requests
There were no grants for consideration.
12). Items for next meeting:-
Any items for the next meeting can be forwarded to the Clerk.
13). Date of next meeting:-
Wednesday 1st December 2021, following the planning committee meeting.
There being no further business, the Chairman declared the meeting closed at 8.25pm.