2020-04-20 – Finance and Personnel Committee Meeting Minutes

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Table of contents

Minutes of the Meeting of the Finance and Personnel Committee of Drayton Parish Council

held on Monday 20th April 2020 remotely, at 7pm.

Present:

  1. Pat Athawes (Chairman)
  2. Matthew Lowy
  3. Shane McAleavey
  4. Claire Woollard
  5. Tamsin Crane
  6. Richard Wade

Also in attendance:

  1. Lorraine Watling (Clerk/RFO)
  2. Chris Price (Deputy Clerk)

Public:

None

This was the first remote Committee meeting that the Council had held and the start time was delayed slightly whilst some attendees sorted out minor teething problems dialling in.

1/20 Apologies for absence:

  1. Cllr Graham Webb

2/20(a) Declarations of Interest:

None

2/20(b) Dispensations received by the Clerk:

None

3/20 The Minutes of the Meeting of 20th January 2020:

were Approved as a true record.
Proposed: Cllr Crane Seconded: Cllr Woollard Resolved (unanimous by those in attendance)

4/20 Budget and Accounts Analysis to 31st March 2020 (12 months):

The Committee received and noted the draft budget position as at 31st March 2020. The Clerk noted that following a conversation with the Internal Auditor earlier that day the end of year figures needed to be adjusted by approximately £3k as they currently included the April 2020 payments in error. They will therefore be amended and re-distributed.

  • Internal Auditors Report. The Committee Recommends to Council that the approval of the internal auditors report (previously circulated to all Cllrs) be formally noted in the Council minutes.
  • Annual Accounts. The approval of the accounts for 2019-20 will be considered after they have been finalised.
  • Annual Governance Statement. Section 1 of the Annual Return – the Annual Governance Statement 2019/20 will be considered after the accounts have been finalised.
  • Accounting Statements. Section 2 of the Annual Return – the Accounting Statements 2019/2020 will be considered after the accounts have been finalised.
  • Setting the Date for the exercise of Electors Rights. The inspection period must run for a continuous period of thirty days from the set date and must include the period 1st July – 10th July. Cllr McAleavey proposed, Cllr Lowy seconded the proposal and the Finance and Personnel Committee Resolved (unanimously) to Recommend to Council that the dates for the exercise of Elector’s Rights be 29th June to 28th July (inclusive). The accounts etc. will be displayed on the public notice board for this period and placed on the village website from 29th June and be available on this for the next year.

5/20 OCC Pension Fund Requirement – Data Retention Policy:

The Finance and Personnel Committee noted that the OCC Pension Fund has asked all employers who are members of the fund to approve a data retention policy for their employees’ records. The Finance and Personnel Committee received and reviewed the template documents provided by OCC and completed by the Clerk. Cllr Wade proposed, Cllr Crane seconded the motion and the Finance and Personnel Committee Recommends to Council (unanimous) that the Data Retention Policy prepared by the Clerk is approved and adopted by full council.
Action: The approved policy will be posted on the Drayton Parish Council web site.

6/20 Grant Application – Citizens Advice Bureau:

The Finance and Personnel Committee received and considereda grant application for £1,100.00 from the Citizens Advice Bureau. Cllr Woollard proposed, Cllr McAleavey seconded the motion and the Finance and Personnel Committee Resolved (unanimously) that the CAB grant application of £1,100.00 is approved.
Action: The Clerk will arrange for the grant to be paid in May 2020.

7/20 Pond at Sutton Wick:

It was noted that no responses had yet been received to the letters that the PC has sent to Thames Water and OCC. The risk assessment for the pond will be completed by the end of April.
Action: Cllr Crane will liaise with Cllr G Schoonhoven to finalise the risk assessment.

8/20 Exclusion of the Public and Press:

In view of the nature of the business to be transacted members of the public and press are temporarily excluded from the meeting (Public Bodies (Admission to Meetings) Act 1960 s.1). The Clerk and Deputy Clerk therefore logged out of the remote meeting.

9/20 Annual Increments:

The Finance and Personnel Committee receive and considered a report about annual staff increments, that had been prepared and circulated by the Clerk. The Finance and Personnel Committee Recommends to Council that the Clerk be paid an annual increment from 01st April (as per the contract of employment), as she is not yet at the top of her salary scale.
Action: When approved by Council the Clerks rate of pay will be adjusted and backdated to 01st April 2020.

10/20 Any Other Business:

None.

The date of the next meeting.

The next Finance and Personnel Committee will be confirmed after the receipt of the final accounts.

The meeting concluded at 8.20pm

Signed: Pat Athawes (Chairman, Finance and Personnel Committee)

Date: 20th April 2020