Full Council Extraordinary Meeting
E S S I N G T O N P A R I S H C O U N C I L
Council Chamber- Extraordinary Council Meeting.
Friday August 16th @ 6pm
2.Declaration of Interests of Members
3.Minutes of the last Meeting 5th August 2019
4.Matters arising from the last Meetings Minutes.
6.Finance- Car park, Online Banking, NYE, Alan Topliss associates.
7.Date of the Next Meeting Monday 9th September 2019.
Signed by L J Tipler
Acting Clerk to the Council. Date 9.8.2019
Essington Parish Council Full Council Extraordinary Meeting Minutes EP817
Friday 16th August 2019 @ 6.00pm
Chairman – Councillor Chris Steel
Acting Vice-Chairman – Councillor Winston Haddon
Councillor J Slim
Councillor R Ewers
Councillor W Fisher
Councillor S Curtis
Councillor M Moore
Councillor G Kelly
Councillor R Pole
Councillor S Porter
No members of the public present
Chairman Chris Steel welcomed all members to the Extraordinary Council Meeting.
- Apologies Councillor C Dodd, Councillor R Mattison
- Declaration of Interests. Councillor Kelly and Councillor Fisher declared an interest in item 5 Brownshore Pre-School.
- Approval of Minutes of last Management Meeting on Monday 5th August 2019. Councillor Slim proposed and Councillor Porter seconded that they were a true record. Councillors all in favour.
- Matters arising from the last meetings minutes:
5.2 – Aeroplanes are still up in the old crafters room but they are due to be taken
down this week.
5.3 - Personnel committee met with Tearoom Staff from the tearooms regarding
Staff holiday pay and annual leave owing. Situation ongoing but resolved in
5.7 -Teddybears: The meters need reading however Councillor Fisher & Councillor
Dodd away on holiday this week so will be read the following week. Pictures
taken, the Teddybears meters are very old. Unclear how previous Clerk
formulated invoices for electricity bills. No invoices can be found. Need to get
accurate, up-to-date readings and invoice correctly. Due to these prices are
likely to go up.
5.10-Swan Park has on-going issues. Councillor Slim has done the repairs he
has been able to however some things such as the rubber mats still need
Need to identify an employee and get them enrolled on the ROSPA equipment
Request a Representative from the Swan Park Committee to attend the next full
Council meeting on the 9th September.
- Brownshore Pre-School. Councillor Kelly and Councillor Fisher left the chamber. Heads of terms & Licence to proceed discussed. Agreement to proceed proposed by Councillor Slim and seconded by Councillor Porter. All Councillors in agreement.
6.1 Car Park-It appears that at a meeting with the previous Council last year
£23,000.00 was ratified to pay for the Community Centre car park to be resurfaced, however it was not put into the budget to be done this year.
A new quote has been obtained from Hilton Main for £15,502.00 for resurfacing and this would be done over two weekends.
Councillor Fisher proposed that the Council proceeds with the quote so that tenants can be consulted and suitable weekends can be arranged. Seconded by Councillor Moore. All Councillors in agreement.
6.2 Online Banking – This has now been set up for Councillor Steel, Councillor
Southern, Councillor Fisher & Acting Clerk Tipler. Councillor Fisher proposed that the council opens a second current account with a debit card function so that every day payments could be done easily. He proposed a small amount of money was kept in the account and when an item cost was ratified by the full council it could be easily transferred into the second account and paid for by debit card. This was seconded by Councillor Curtis and all councillors were in agreement
6.3 New Year’s Eve – Committee put together to look at arrangements.
Informal meeting needs to be arranged with the committee and Acting Clerk Tipler to see what has been arranged. A budget has not yet been ratified. It needs to be based on how much money will be raised through ticket sales.
6.4 LNR – An ecology report will cost approx. £400 + Vat and the management plan
will cost an additional £400. Councillor Steel proposed £1,000.00 was ratified for the LNR and this was seconded by Councillor Slim. All Councillors in agreement.
6.5 Alan Toplis associates – VAT. Alan has outlined a letter to send to the HMRC
explaining why VAT has been paid at the agreed flat rate of 12.5% by the previous clerk based on the money taken by the tea rooms. An external auditor has highlighted that the VAT has not been calculated correctly. The council is now aware that it should have been paying 20% since 2014.
The Council now has to decide about what action needs to be taken moving forward to look at the errors that occurred that led to the council being in this position.
7 – Date of next Full Council Meeting: Monday 9th September 2019 @ 7.00pm
8 – Closure @ 8.00pm