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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the FULL COUNCIL MEETING
Held on Thursday 16th November 7.30pm (ref 23.11.16)
Cllrs Present: M Blackham (MB)(Chair), C Davies (CD), R Hall-Davies (RHD), C Harris (CH), S Merriman (SM), K Paul (KP), K Theobald (KT)(Vice Chair), D Blocksidge (DB), A Cowdell (AC), J Gascoigne (JG),
Cllrs Absent: Apologies were received from: C Boulton (CB), R Hall (RH), J Johnson (JJ), which were accepted.
In Attendance: J Smith (JS)(RFO/Caretaker), L. Featherstone (LF), PR Whibley (Clerk/RFO)
20. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None
21. MINUTES
To approve and sign off the minutes of Full Council meeting held on Thursday 19th October 2023
Minutes approved and signed by the Chair
22. MATTERS ARISING
8.1 Roof Cleaning: This has been completed at a cost of £800
8.2 Energy provider changed to YU Energy.
8.3 Decision regarding new 2024 hiring costs for the Parish Hall. See Item 26 on today’s minutes.
9.1 & 9.2 Christmas Banner and outside hall lights being discussed by the Christmas sub-committee.
9.3 Residents support the sale of the failing Digger and Tractor.
10.1 Tuesday’s Support Drop-in on the agenda. (See Item 27)
10.2 To encourage residents to sign up for ‘Smart Alerts’ has been actioned.
11.1, 11.2, 11.3 A sub-group focusing on a ‘speed watch’ initiative is under discussion, to include the use of solar signs and a speed gun.
12.1 New Clerk/RFO in post.
13. Re-drafted policy on ‘Standing Orders’ was presented to the Policy Committee Cllrs for their comments.
14.1 Website being re-designed at present.
23. CORRESPONDENCE RECEIVED
Cllrs to consider updates on matters arising from the previous minutes where they are not on the agenda.
None.
24. FINANCE REPORT
24.1. Finance Report
JS distributed a pack of fiscal documents showing the present financial position of the Council. This led to a long and detailed question and answer session by all Cllrs. The bank reconciliation
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
showed no discrepancies. A discussion about the need for a meeting to start the budgeting process which would lead to the formation of our Precept requirement was agreed.
24.1a Resolved: That LF, JS and PRW will meet to discuss the present expenditure budgets against their allocation
24.1b Resolved: That KP will cancel the Direct Debit monthly payment to Mcfee for software protection that was now not necessary.
The phone and broadband supplier has not met the level of service that was promised. The council are very dissatisfied with the service given by Agincourt Telecommunication Company and as such, a new supplier is being sought
24.1c Resolved: That KP will cancel the Service agreement with Agincourt TC by stopping the withdrawal of a fixed monthly fee via an unused bank card.
A discussion about additional suites of programmes that could be included within Scribe decided that the number of bookings of the Parish Hall wasn’t big enough to warrant spending the extra money to include their ‘booking’ package.
24.2. Audit Report Update
The external audits (Mazars) contacted us for clarification on certain points. The principal one was to know the actual date that the internal auditor (Topliss) was engaged. Information was sent to Mazars to answer all the questions raised. Still awaiting their audit report. It was stated that as the auditors had not billed the council in the previous year, the size of the bill this year, will reflect this.
24.3. Update on Bank accounts and online banking
After discussion it was agreed that the council would retain the email address presently used by the bank but KP would contact the bank for further discussion.
24.3a. Resolved: That KP will contact the bank and discuss the best way forward and report to back to the Finance Committee.
24.4. New SIM for parish John/phone
This is being actioned at the moment by MB/SM.
24.5. Consumables for the clerk
After discussion, it was decided that JS set up a Business Account with Amazon on behalf of the council which Cllrs and staff can order from. JS agreed to be the gatekeeper.
24.5a. Resolved: That JS set up an Amazon business account on behalf of the council.
25. HALL, MANAGEMENT AND COMMUNITY ENGAGEMENT COMMITTEE
To approve and sign off the minutes of the meeting held on Thursday 5th October 2023
Minutes approved and signed by the Chair.
26. HALL UPDATE
Rate review of hirers
The Hall Management Committee met prior to this Full Council meeting and finalised the pricing structure (as it had already been mentioned in meetings) for the hire of the Hall be changed. During their discussion it was decided that an increase was necessary to cover the running costs of the Parish Hall. There would be a 16% increase per hour to £18, with a set amount of £25 for the weekend rate. It was decided that there needed to be an additional deposit for those hirers using the building for an event, in case of cancellation at short notice. The kitchen can be
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Minutes Approved by Chair / Acting Chair : ………………………………… Date: ……………………………
booked for £7.50 drinks only, or for £25 which includes catering for a whole session. It was agreed that each hirer would be given a letter stating the hire charges at present and the new charge starting in January 2024. There was a concern about the fact that one hirer in particular didn’t leave the room clean and ready for the next hirer. This will be dealt with on an individual basis with the person concerned. The Committee will review the process in 6 months (July 2024) which the Council supported.
26.1a. Resolved: That the Hall Management Committee send a letter to all present hirers with the new ‘terms of hire for 2024’.
27. COMMUNITY ENGAGEMENT UPDATE
27.1 Drop In feedback of sessions
DB/AC stated that as the District Councillors run a clinic on the same afternoon in the local church, parishioners are slightly confused as to who to talk to for their specific concern. A suggestion that the District councillors could join with the Parish Councillors was discussed but this was felt to be problematic. There was concern raised that the Tuesday Drop-in session that DB/AC manage should continue to be non-political which would not be possible if the two clinics joined together. It was felt important that the parishioners could see the distinction in the two tiers of support.
The meeting was told about this week’s clinic and the three issues that were addressed with individuals as well as the individual ‘evidence sheets’ that were used. This led to the groups of helpers that SM organises and what areas they help to keep tidy. A particular issue was raised about the litter near to the McDonalds outlet.
27.1a. Resolved: That DB will discuss with the management of the McDonalds outlet how they can help with the litter issue around their building.
A suggestion was that the District Councillors could run their session on a different afternoon, and so be able to hire the use of the Parish Hall.
27.1b. Resolved: That MB contact the District Councillors and invite them to the next Full Council meeting.
27.2 Tractor, Digger and Lift feedback from notifying residents
The feedback from residents asked, has been overwhelmingly positive to selling /disposing of the vehicles. There has been interest shown from a couple of residents who would consider buying them from the council, depending on the price. MB said he would find out an appropriate figure of their value to ensure the council get the best price available if sold.
27.2a. Resolved: That MB investigate what an appropriate value of the vehicles are.
Using online Community Groups, parishioners will be invited to make an offer on the vehicles against the agreed set price. All offers will be voted on by the BRPC at their next meeting.
27.3 Black grit bins
MB will be collecting a van load of grit ready to be used to fill all the grit bins.
27.4 Information of Heritage Walk on Sunday 26th November 2023
All arrangements in place. Event will be advertised on social media by RH-D/CH.
28. POLICE UPDATE
None
29. DISTRICT AND COUNTY COUNCIL UPDATE
29.1 Armitage Road Speeding PF/CB
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Unfortunately none of the District councillors attended the meeting.
30. CLERK JOB APPLICATIONS
New Clerk/RFO appointed
31. SUBGROUP REPORT ON
Christmas lights
Discussions are ongoing with the sub-group concerning both the banner and roof lights. The agreed date for the ‘switch-on’ is Friday December 1st.
32. WEBSITE UPDATE
Change of logo and name
A range of ideas, from a competition possibly involving Primary school children to design a logo, up to, using historical ‘crests/coats of arms ‘ . Further discussion required.
33. REMEMBERANCE PARADE REVIEW
Overall the Council’s (BRPC) organisation of the event went very smoothly and the Council (BRPC) was thanked for the large number of Cllrs that attended. Although the Memorial is the responsibility of Cannock Chase District Council, SM has annually ensured that it’s always cleaned prior to the day. It was noted that the signage compared to previous years has been upgraded but BRPC will ensure that it will be further improved next year. The only negative aspect of the day was having to deal with an impatient driver who refused to willingly accept the inconvenience of the road closure.
34. PLANNING UPDATE
CH/23/0353: This has been opposed already by the District Council due to access issues.
CH/23/0241: No Comment/Objection
35. PUBLIC SESSION
None attended
36. DATE OF NEXT MEETING
Full Council will next meet on Thursday 21 December 2023 at 7.30pm
Meeting Closed: 9.14pm