Essington Parish Council Full Council Extraordinary Meeting Minutes      EP817

                                    Friday 16^th August 2019 @ 6.00pm

Councillors Present

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.

1. Apologies Councillor C Dodd, Councillor R Mattison

2. Declaration of Interests. Councillor Kelly and Councillor Fisher declared an interest in item 5 Brownshore Pre-School.

3. Approval of Minutes of last Management Meeting on Monday 5^th August 2019. Councillor Slim proposed and Councillor Porter seconded that they were a true record. Councillors all in favour.

4. 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

theory.

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

replacing.

Need to identify an employee and get them enrolled on the ROSPA equipment

check course.

     EP818

Request a Representative from the Swan Park Committee to attend the next full

Council meeting on the 9^th September.

5. 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. Finances:

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 9^th September 2019 @ 7.00pm

            8 – Closure @ 8.00pm