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 18th July at 7.30pm – 8.00pm
WELCOME
Miles Blackham (MB)(Chair)
Carl Boulton (CB).
Kay Paul (Vice Chair)
Sue Merriman (SM),
Dana Blocksidge (DB),
Ruth Hall (RH),
Caroline Davies (CD),
Clair Harris (CH),
APOLOGIES: Apologies were received from Kev Theobald (KT), which were accepted.
In Attendance: Lee Featherstone (RFO), and PR Whibley (Clerk),
73. DECLARATIONS OF INTEREST IN ANY ITEMS ON THE AGENDA
None.
74. NOTICES FROM THE CHAIR AND CLERK
CLERK: The discussion about the Tractor Asset has been placed (incorrectly?) on the Council agenda as this agenda is extremely full.
75. 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 4th July 2024.
The previous minutes were agreed and signed as a true record.
76. MATTERS ARISING FROM PREVIOUS MEETING
19.3a.2 That LF will investigate the issue of tax on food. This will not be an issue as the threshold for VAT is £85000. Completed.
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. This is ongoing.
57.1. That the RFO would report back with his findings as to why the latter payment to E-ON is on this month’s spreadsheet. The E-On bill was for the supply of gas whereas the Yu Energy bill was for electricity. Completed.
57.2. That the clerk place the pre-meeting discussion of the financial papers on the next agenda for further discussion. Completed. (see item 79). 68.a. That the RFO 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. This is ongoing. After a lengthy discussion it was decided that to action the agreed motion, an invoice
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would be prepared for the Heritage a/c to pay the PC a/c owed funds; thus ensuring a ‘paper trail’.
69.b. That the RFO purchase a deposit safe for the café takings. FARc choice: Dirty Pro Tools cost £101.59. This is ongoing and needs to be actioned.
70.1. That the clerk would redraft the Rick Assessment (1-23) for recommendation and presentation to the FC. Completed (item 82)
70.2. That the clerk would redraft the Café Risk Assessment (54) for recommendation and presentation to the FC. Completed (item 82)
70.2. 24 – 53: The clerk has prepared a draft revised grid for discussion at this meeting. Completed (item 82)
70.3. It is recommended to the council that the clerk ask the caretaker to contact a locksmith to look at the kitchen window. JS has actioned this.
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. PAT testing has already been completed. All faults rectified and passed on retesting. Completed.
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. JS has actioned this. Completed.
77. MATTERS ARISING FROM COUNCIL MEETING
None.
78. PUBLIC PARTICIPATION
None.
79. FINANCIAL PRE-MEETING DISCUSSION (from previous meeting)
LF opened the discussion about what financial information he was presenting at the meeting. It was agreed that due to the amount of information and the time restraints of the meeting that a Working Group pre-meeting should be held. It was agreed the LF, KP and RH would meet prior to the (3rd week) monthly meeting to go through the information prior to sending the papers out.
An idea of a simplified ‘flow-chart’ to help all members understand the process would a great help.
79.1. That a WG scrutinise the monthly accounts prior to the financials being presented at the third week monthly meeting.
80. BANK RECONCILIATION
The Bank Reconciliation spreadsheet was given to the committee; scrutinised, agreed and signed by the Chair.
81. INCOME v INVOICES
This was given to the committee and accepted.
It was highlighted that monthly Direct Debits appear on the list. It was suggested that these items could be omitted as they occur every month.
82. RISK ASSESSMENT REVIEW CONTINUES
70.1. (1–23): Recommendation for presentation to the FC. (attached)
Agreed. To be presented to the Council for approval.
70.2. (54): Recommendation for presentation to the FC. (attached)
Agreed. To be presented to the Council for approval.
70.2. (24 – 53): The draft revised grid for discussion at this meeting. (attached)
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An extremely long and detailed discussion ensued. It went through this whole section of the Risk Assessment. Several items were highlighted and agreement was reached on most. The meeting became aware that the two seats which appear on the asset register had been previously dismantled and disposed of as they posed an accident and health risk.
The meeting decided that the following items needed further discussion at the next meeting:
 35. Social Media & Social Training policies
 42. Disclaimer on Common Land
 (44/51). Long Term Sickness of Staff
 52. Staff Payments
82.1. That the clerk would place these items on the agenda for the next meeting.
 30. Music Licence
The meeting felt that this needed urgent attention. The RFO was asked to investigate and contact all members. The members would then decide remotely on their decision so that this issue can be rectified immediately.
82.2. That the RFO would secure a licence after an agreed remote decision by the council.
83. NALC UPDATED FINANCIAL REGULATIONS (from previous meeting) (attached)
The RFO volunteered to use the template the Clerk had produced and complete a revised Financial Regulations policy based on the NALC guidelines. This will be presented at a future meeting.
83.1. That the RFO would submit a revised draft BRPC Financial Regulations policy at a future meeting for discussion.
84. DATE OF NEXT MEETING
Thursday 5th September 2024 at 7.30pm.
Meeting closed 8.20pm