MINUTES OF THE POLICY & RESOURCES COMMITTEE MEETING HELD ON TUESDAY 7th JUNE 2022
PRESENT: Cllr. Beck (in the Chair), Cllrs. Bunyan, Fletcher, Gilbert, Hatcher, Kings and Pethurst.
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.
1/22: Internal finance check:
Cllr. Beck confirmed that the internal finance check had been completed and everything was in order.
2/22: Authorisation of payments made after the May meeting:
A list of payments totalling £27,374.05 made after the May meeting, is filed with these minutes.
3/22: Transfers of monies between accounts:
The Clerk confirmed no transfers had been necessary.
4/22: Invoices for Payment:
A list of payments to be made in June had been circulated for approval, a copy of which is filed with these minutes. It was proposed by Cllr. Beck seconded by Cllr. Fletcher and agreed to approve the payments as presented.
These included:
Policy and Resources £20,782.22
Properties & Burial Grounds £ 770.00
Environmental Management £ 3,725.66
Total £25,277.88
Two members are required to log in to the account and authorise the payments following adoption of the minutes on Thursday evening.
5/22: Replacement Defibrillator Pads:
Item adjourned.
6/22: Discussion on a revision of Action/Five Year Plans:
In previous meetings it had been suggested that the format of the councils 5-year plans would benefit from a refresh. Improved plans will help feed in to the budgeting process for longer term projects. Following discussions, it was decided that each committee would have 5-year plans as an agenda item in the months running up to budget setting.
The Clerk will provide a selection of examples other councils 5-year plans for the committee to review.
It was agreed that the historical notes section was useful and should remain.
Cllr. Pethurst referred to a Scribe report he had circulated to the committee prior to the meeting. It is similar to the Receipts and Payments report, but in addition flexes the budgets – it tries to give an indication of what we should have received or spent in the year to date, with a negative figure indicating under-receipt or over-spend. It might be useful as an alternative/addition.
The committee discussed the strengths and weaknesses of both reports. It was decided that the current report was adequate as each committee chair has a close understanding of the month on month spend.
7/22: Community Kitchen UK Shared Prosperity Fund Grant Application
Cllr. Fletcher explained that on behalf of the Community Kitchen team, he has sent a grant application to TWBC, who are administrating the UK Shared Prosperity Fund. He is attending a meeting on Thursday with the various organisations (including Wellbeing in the Weald, Messy Church, Age Concern, Cranbrook Primary School) involved. They are in the process of identifying a person to lead the project. If the grant application is successful monies would ideally be received by one of the organisations involved.
8/22: Permission for Men’s Shed to be located at Cranbrook Sports Club:
Cllr. Gilbert introduced the proposal. The shed will be located beside the ambulance unit. The proposed dimensions are 3m x 4m. Planning permission will be sought. The committee agreed in principle. A Tomlin Murton Playing Field Trustee Meeting has been arranged for Thursday 9th June prior to Full Council for all trustees to discuss.
9/22: Community Centres/Medical Centre:
Cllr. Gilbert informed the committee that the geotechnical report had been received and that the findings are positive. The report indicates that the ground can take traditional foundations and there are no contamination issues. The CCG has provided specifications and have advised the amount of rent money they are able to pay has increased. KCC are reviewing their funding options towards the project – capital input vs revenue stream. All of this information will be feed into updating the business case.
Cllr. Gilbert explained that he would be researching procurement options, with guidance from Jonathan White, to find the best method for the parish council. One potential option is to have the architect, Quantity Surveyor etc. all under one contract.
10/22: Staffing:
The Clerk reminded the committee that the office would be reduced by one full time head count for the remainder of the month.
11/22: Grant Applications:
(a) Cranbrook Apple Fair:
A revised grant application had been received. Following discussion, it was proposed by Cllr. Pethurst, seconded by Cllr. Hatcher, and agreed by all to award the grant in full.
(b) Cranbrook on the Green:
Unfortunately, the application form was not received.
12/22: Items for Information:
Cllr. Bunyan enquired if a successor had been found to take over as editor of the Cake magazine. Cllr. Fletcher responded that he was in discussion with a potential successor and Coffee Shop Media have offered to be more involved with the pre-production. He also asked that all Councillors strive to find two stories for each edition.
Cllr. Bunyan offered to take on the Cllr. Fermor’s role on the community centre management team.
Cllr. Pethurst informed the committee that he had spoken with the NDP consultant with a positive outcome. The consultant has committed to complete the outstanding work by the end of next week. Cllr. Pethurst is hoping to propose the plan for adoption in July.
Cllr. Fletcher suggested that plaques be procured for the trees that were planted for the Queens Green Canopy. The Clerk will add an agenda item to the next Environmental Management Committee meeting.
