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 17^th 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 12^th 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 1^st December 2021, following the planning committee meeting.

There being no further business, the Chairman declared the meeting closed at 8.25pm.