Policy and Resources 6th September 2022
MINUTES OF THE POLICY & RESOURCES COMMITTEE MEETING HELD ON TUESDAY 6th SEPTEMBER 2022
PRESENT: Cllr. Pethurst (in the Chair), Cllrs. Bunyan, Fletcher, Gilbert, Hatcher and Kings.
Declaration of Interests, Dispensations and Predetermination:
Members are required to declare any interests, dispensations or predetermination on items on this agenda in accordance with the Council’s Code of Conduct. Members are reminded that changes to the Register of Interests should be notified to the Clerk.
36/22: Internal finance check:
Cllr. Pethurst confirmed that the internal finance check had been completed and everything was in order.
37/22: Authorisation of payments made after the August meeting:
A list of payments totalling £14,783.01 made after the August meeting, is filed with these minutes.
38/22: Transfers of monies between accounts:
The Clerk confirmed none had been made this month.
39/22: Invoices for Payment:
A list of payments to be made in August had been circulated for approval, a copy of which is filed with these minutes. It was proposed by Cllr. Pethurst seconded by Cllr. Fletcher and agreed to approve the payments as presented.
These included:
Policy and Resources £15,131.37
Properties & Burial Grounds £ 1,021.20
Environmental Management £ 843.74
Total £16,996.31
Two members are required to log in to the account and authorise the payments following adoption of the minutes on Thursday evening.
40/22: Data Protection Officer – renewal quote:
The parish council retains a GDPR consultant. An annual renewal quote of £350.00 for GDPR Services, including Audit had been received. The committee discussed the merits of continuing the contract. Cllr. Fletcher proposed accepting the quote following a better understanding of what the audit entailed, and delegating final decision to Cllr. Pethurst, following feedback from the Clerks. This was seconded by Cllr. Gilbert and agreed.
41/22: Editor Vacancy The Cake – Update:
Cllr. Fletcher reported that he had received positive feedback for the latest edition of The Cake. He thanked the Councillors for their support and for providing content. He felt that the production of the issue had gone well. He did not feel that it was currently necessary to advertise the editor vacancy. Trisha Fermor will continue to be sub-editor. Discussions are ongoing for additional support amongst Councillors. He asked that Councillors feedback to him any comments they have on the latest issue.
The May elections will need to feature in the next edition. Several Councillors are currently working on content for this.
42/22: Update on revision of Action/Five Year Plans:
Each of the committee Chairs will be further developing their plans at the next individual committee meetings.
Cllr. Fletcher asked that ‘Cost Savings’ be added as a standing agenda item on all Committee agendas.
Cost saving agenda items for discussion at next Properties and Burials agenda include churchyard flood lights, thermal imaging for Vestry Hall and energy saving survey for Vestry Hall.
43/22: Community Centres/Medical Centre:
Cllr. Gilbert advised that Jonathan White and Mike Hill from KCC Libraries will be speaking at the Full Council meeting on Thursday.
Cllr. Fletcher reported that he and Cllrs. Bunyan and Simpson met that morning with Fernham Homes at the Jubilee Field. Fernham had presented some new proposals for thickening of the hedges that were not considered appropriate. Fernham will explore the possibility of thickening the hedging surrounding the tennis court and the hedge on the building plot that runs parallel to the public footpath (WC104).
44/22: Staffing:
The Clerk advised that the office will not be fully staffed for the w/c 12th September.
Cllr. Pethurst thanked the Deputy Clerks for ensuring the office operated smoothly in the absence of the Clerk.
45/22: Grant Applications:
An application for a grant of £3,500.00 had been received from Cranfest.
The committee discussed the application in detail. Cllr. Pethurst that proposed awarding £1500.00. this was seconded by Cllr. Fletcher and agreed.
The committee discussed the need to update the grant awarding policy. Ideally this would be approved by December. The Clerk agreed to circulate examples of other parish councils grant awarding polices.
46/22: Items for Information:
- Cllr. Hatcher reported that he was still pursuing the possibility of Citizens Advice returning to the town in person. They are delivering an energy talk on 4th October following Age Concern coffee morning.
- Cllr. Fletcher advised that starting in October, the Community Kitchen will initially be providing lunchtime soup following the Age Concern coffee morning.
- Cllr. Pethurst reported that following the submission of the NDP, TWBC will be putting it forward for regulation 16 consultation, starting on the 12th of September for 6 weeks. Members of the public will be able to view it online and pass comments, which will be collated and forward to the NDP examiner who will decide if changes are required. If it passes the examiner there will be a public referendum to adopt the NDP.
