FGPC October 2018 Minutes

Deeping St James Parish Council

The Institute, 38 Church Street, Deeping St James, Peterborough PE6 8HD

e-mail: clerk.dsjpc@btconnect.com Tel: 01778 343266

Webpage: parishes.lincolnshire.gov.uk/deepingstjames

Parish Clerk: Julie Fortnum


The minutes of the meeting of the Finance and General Purposes Committee held on Thursday 11 October 2018 at 7.30pm in the Meeting Room at The Institute.

Present: Councillors Blessett, Bowell, Gilbert, Halls, Shinkins-Hoppe, Stevens, and Ward.


14.19 To receive apologies of absence.

Apologies had been received and accepted from Councillor Barber


15.19 To receive any declarations of interest.

None declared


16.19 To adopt the minutes of the previous meeting held on Thursday 19 July 2018

The minutes were agreed and signed as a true copy


17.19 To receive a report of matters arising from the minutes not dealt with elsewhere on the agenda.

None to report


18.19 To receive an update on lone worker procedures

Councillor Ward advised the Members of the package that had been purchased. Each employee now had an app on their phone which monitored their location and required them to check-in at regular intervals and alert a named person (currently Councillor Ward) if in difficulty.


19.19 To consider the revised communications policy

Councillor Ward had circulated a draft policy which combined three current policies (Communications, Media, and Social Media) into one Communications policy. Councillor Bowell offered an alternative. It was agreed that Councillor Ward’s draft should be modified slightly and then circulated again for consideration


20.19 To consider the parish council’s book-keeping and agree how the accounts are to be completed in the future

Councillor Ward introduced the Scribe accounting package that has been installed. Both employees have completed an introduction training course and are now familiarising themselves with the system with the intention of brining the book-keeping in house from 1 April 2019. The package offers excellent reports and has a purchase order system


21.19 To consider adopting a mission statement

Several alternatives were considered and Councillor Stevens volunteered to amalgamate the two preferred alternatives and circulate the statement to the Members


22.19 To consider amending the committee structure

Councillor Ward introduced his suggested committee structure – Assets and Amenities, Finance Policy and Personnel and Planning and Development – and they agreed that this structure should be considered in May 2019. It was agreed that the events committee should continue until procedures for regular events and community engagement were embedded.


23.19 To consider the Highways grass cutting contract 2019/20

It was agreed to Recommend to full council that the contract with the current contractor should be extended although for comparison purposes a quotation should be obtained from the District Council’s new in-house service


24.19 To consider the Cemetery riverbank and ‘Woody Heights’ grounds maintenance contract for 2019/20

It was agreed to Recommend to full council that the contract with the current contractor should continue for a further financial year.


25.19 To receive the reports on the parish council’s income and expenditure to date

The contents of the reports were noted.


26.19 To receive the budget recommendations for 2019/20 from other committees

The committee budget recommendations were noted


27.19 To consider all other budget requirements for 2019/20 in preparation for precept setting

The Clerk requested that all the Members started to think about any budgets that were required for special projects next year.

Councillor Stevens as Chair of the Friends of Deepings Community Library advised that a grant of £3000 would be required for next year rather than the current £6000


28.19 To consider investigating obtaining a pre-emptive injunction against illegal encampments.

It was agreed that Councillor Ward should make enquires about this


29.19 Date of next meeting 7.45pm Thursday 22 November 2018.