BRERETON AND RAVENHILL PARISH COUNCIL
DISTRICT OF CANNOCK CHASE COUNTY OF STAFFORDSHIRE
Minutes of the
FINANCE ASSET & RISK
COMMITTEE MEETING
Held at: the Parish Hall, Ravenhill Park, Brereton, Rugeley. WS15 1DU
Thursday 4th July at 7.30pm – 8.00pm
WELCOME
Ruth Hall (RH),
Kev Theobald (KT),
Dana Blocksidge (DB),
Caroline Davies (CD),
Sue Merriman (SM), arrived at 7.47pm.
APOLOGIES: Apologies were received from: Miles Blackham (MB)(Chair), Kay Paul (Vice Chair), Clair Harris (CH), Carl Boulton (CB), which were accepted. Sue Merriman (SM), arrived at 7.47pm.
Apologies were received from the RFO which were accepted.
In Attendance: J Gascoigne (JG)(Council V-Chair)(with voting rights), R Hall-Davies (RHD),
PR Whibley (Clerk)
61. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None
62. NOTICES FROM THE VICE CHAIR (JG)
1. Amendment to motion concerning the financial procedures for the café. RFO has agreed to allow the motion to be voted on at FC prior to his return from holiday. (see 54.1 and 54.2) (see item 69a).
2. New motions recommended by the RFO for support to be recommended to FC for approval. (see item 68a and 69b & c).
63. AGREEING THE MINUTES FROM THE PREVIOUS MEETING (see attached)
To approve and sign off the minutes of Finance Asset & Risk Committee meeting held on Thursday 20th June 2024.
The previous minutes were agreed and signed as a true record.
64. MATTERS ARISING FROM PREVIOUS MEETING
19.3a.2 That LF will investigate the issue of tax on food. To be presented at a future meeting.
44.1. That the clerk will update some of the highlighted sections of the Risk Assessment and place on the agenda for the next meeting for further review. Completed. (see item 70)
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
44.2. That the RFO organise the authorisation for all members of the Finance Committee to be able to countersign payments, as well as the Chair and Vice Chair of the council. To be actioned.
54.1. That a motion on the proposal about the financial procedures be put to the Council meeting on 18th July for approval. (see item 69)
54.2. That a further motion(s) on the selected equipment be put to the Council meeting on 18th July for approval. (see item 69)
55.1. That the position of our bank accounts and amount held in each be discussed further and placed on the agenda for the next meeting. Completed. (see item 68).
57.1. That the RFO would report back with his findings as to why this latter payment to E-ON is on this month’s spreadsheet. To be presented at a future meeting.
57.2. That the clerk place the pre-meeting discussion of the financial papers on the next agenda for further discussion. Completed. (see item 67).
58.1. That the clerk and SM meet to reassess the risks posed to BRPC using the Risk Assessment grid and to produce a revised grid showing areas of concern that presently the committee need to address prior to it being presented to council for approval. Completed (see item 70).
65. MATTERS ARISING FROM COUNCIL MEETING
None
66. PUBLIC PARTICIPATION
A member of the public was present but didn’t wish to speak.
67. FINANCIAL PRE-MEETING DISCUSSION
It was decided that as the RFO was not present that this would be placed on the agenda for the next meeting.
67.1. That the clerk would place this item on the next agenda.
68. BANK ACCOUNTS: MOTION for RECOMMENDATION REGARDING THE BRPC BANKING ARRANGEMENTS
68.a. That the FAR committee recommend that the Council deposit £80000 into the Unity Trust Bank a/c by transferring all funds from the Heritage a/c and the remainder from the PC a/c. Then to close the Heritage a/c.
68.1. Agreed for Recommendation to the Full Council.
69. CAFÉ: MOTIONS for RECOMMENDATION REGARDING THE CAFÉ FINANCIAL PROCEDURES AND EQUIPMENT
69.a. That the FAR committee recommend that the Council approve the 7 elements involved in the process needed to help ensure the successful financial operation of the café.
After a discussion about the seven elements it was decided to agree on the banking of all surplus monies from the café on a ‘weekly’ basis and to omit the word ‘order’, so as to allow the monthly budget to be spent on necessary items rather than just food stuffs.
69.1. Agreed for Recommendation to the Full Council.
69.b. That the FAR committee recommend that the Council approve the purchase of a deposit safe for the café takings. FARc choice: Dirty Pro Tools cost £101.59
After discussion it was agreed that the safe could be used by all members who wish to place counted, signed and bagged cash into a secure place prior to it being deposited into the council parish bank account.
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
69.2. Agreed for Recommendation to the Full Council.
69.c. That the FAR committee recommend that the Council approve the purchase of a cash register. FARc choice: CRG XA137 cost £179.95
Brereton Million very kindly offered the donation of a cash register to the parish council. This is being trialled at present to ensure that it is suitable. If it proves successful, then there won’t be a need to purchase the recommended CRG register. If it doesn’t, then this motion will be re-presented at a future meeting.
Withdrawn and Agreed NOT TO Recommend to the Full Council at this time.
70. RISK ASSESSMENT REVIEW CONTINUES
70.1. 1 – 23:
Decisions to be recommended about the laptops and the locked cupboard.
It was decided to re-word the Risk Assessment to ensure accuracy as follows:
SECTION: FINANCIAL MANAGEMENT:
ITEMS 1; 13; 14
“ All electronic files which deal with confidential matters i.e. financial are on the password protected council’s desktop computer which is in the locked parish council office. The council has use of three laptop computers which are for everyday working documents. “
SECTION: FINANCIAL MANAGEMENT:
ITEMS 13;
“ Records include historical correspondences, minutes, insurance and bank records are kept in a filing cabinet in the locked Parish Office. “
SECTION: FINANCIAL MANAGEMENT:
ITEM 18;
“ The Parish Council has two banking accounts but presently one of the accounts is sub-divided into two. “
70.1. That the chair of this meeting would recommend to the council to approve the proposed changes (above) to the risk assessment.
(This includes the Council’s approval of Motion 68a above)
70.2. 24 – 54:
SM and Clerk have prepared the draft revised grid for discussion at this meeting.
It was decided to only deal with Item 54 Café and leave 24–53 for the next meeting. SM / C / members of the council had identified 25 possible hazards.
70.2. That the clerk would place the review of the risk issues 24-53 on the next agenda.
The Clerk presented an updated version of the café risk assessment to the meeting. It became quickly obvious that the members had already put in place or had available several systems of meeting the identified risks i.e. wet floor and hot water warning signage, as well as, training for staff.
It was decided to initiate the café with pre-packaged food which had contents and allergy warnings printed on them. This, the meeting was told meant that both a food hygiene poster and an allergies poster do not have to be displayed.
All staff would be given training to ensure they are familiar with evacuation procedures.
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Minutes Approved by Chair / Acting Chair : …………………………… Date: ……………………………
If, due to staff illness etc. there was less than two staff available for a rota, then the café would not open. Also that there would be at least one member of staff on duty at all times with the required food hygiene certificate.
The meeting was informed that water testing had been completed regularly to meet the potential risk of possible contamination and also that the hall already had a water restrictor system installed to prevent scalding.
The issues that were highlighted that needed attention were:
1. The PAT testing of all electrical equipment prior to the next meeting to be completed.
2. The work on the kitchen hatch window area.
3. To warn people of an area of pathway which is a potential hazard by using yellow paint or tape to highlight this.
70.3. It is recommended to the council that the clerk ask the caretaker to contact a locksmith to look at the kitchen window.
70.4. It is recommended to the council that the clerk ask the caretaker to contact the contractor who has completed the hall’s PAT testing previously and complete this year’s annual check asap.
70.5. It is recommended to the council that the clerk ask the caretaker to either use yellow paint or tape to highlight the uneven section of the pathway.
70.6. That the clerk complete an updated version of the café risk assessment for the next meeting.
71. NALC UPDATED FINANCIAL REGULATIONS
It was decided that this item should be left till the next meeting when the committee and the RFO can discuss this more fully.
71.1. That the clerk would place this on the next agenda.
72. DATE OF NEXT MEETING
Thursday 18th July 2024 at 7.30pm.
Meeting closed 8.09pm
PRWhibley
Clerk