Clerks Report – Parish Council Meeting 20th January 2021,7.30pm via Zoom.
Supplementary documents circulated to support the agenda:
- Traffic Management minutes (item 7)
- P&R Minutes, draft budget and precept report (item 7)
- Proposed summary finance report (item 7)
- Updated Staffing proposal documents (item 8)
- SCC letter from Cllr. Wilson and task/finish group notes (item 9)
- Health and Wellbeing Helping Hand proposal (item 10)
- Draft Covid-19 support information leaflet (item 10)
- Monthly financial report (item 15)
Committee Updates (to note):
- No report
- No additional report
- No report
Policy and Resources:
- No additional report
Borough Councillor Update:-
- No report
County Councillor Update:-
The Community Centre is closed at the moment apart from the end block which is used by Springfields Nursery, which is open as usual.
Offley Hay Village Hall
The swing seat and swings cross beam have been replaced in the play area.
The Green bins still haven’t been emptied (this has been reported to SBC) – they were due for collection on December 30th.
- Zoom Committee Meetings were held on November 17th and December 15th.
- The preparation of the small Christmas trees were carried out in two gardens in the High Street and a rota of family volunteers helped to put the lights on them.
- Thanks are due to Richard Egan, who organised the erection of the trees and the removal of the Union Flags on November 29th.
- Richard had also organised the project with Bishop Lonsdale Academy to decorate the baubles which were put on the big tree at the crossroads and on the tree brackets around the town centre.
- The batteries were replaced on the small trees before Christmas again with a small teams of family volunteers.
- The trees were taken down on January 3rd following a detailed plan from Richard Egan, with the lights removed into storage for next Christmas.
- The whole Christmas tree project worked very well, despite the constraints of the pandemic. Sadly there were many volunteers that would have liked to help but could not as we made sure to stay within the coronavirus protocols.
- We have ordered a full complement of flowers from Johnson Hall Nurseries for the 2021 street planting, based on a unanimous decision from the Committee. Our thanks are due to the Parish Council for covering the cost of the 2020 watering.
- The 2021 Eccleshall calendar has been selling well despite the problems with many of the outlets being closed during the main selling period. Philippa Smart organised an on-line selling capability.
- The Society are looking forward and planning a full set of activities for 2021
Flood Action Group:
Further Information to support agenda items:
- Quotation to upgrade fence – the corner of Bishops Court. We have been quoted for removal of the odd rails and post and replace it with the correct timber, two 150mm x 75mm timber posts which have highway treatment offering a 30 year guarantee and 4 rails for £225. This will also include the removal of an obsolete concrete post. 3 contractors were asked but only one wished to quote.
- Feedback from attendance at Task/finish group.
Please see separate sheet for meeting notes. The next meeting is planned for the 25th January.
- Draft Covid-19 support information leaflet. Supplied is a draft of the proposed leaflet, as it is pending checking with the Borough Council and links to be checked for accuracy. The leaflet will be A5 size, folded into 4 pages total, and distributed to as many properties as possible. It may be able to piggyback the Eccleshall Guide/Helping Hand flyer (if approved). Printing costs are:
A4 printed full colour both sides, folded to A5 4pp, material 130gsm gloss
2500 copies – £198 3000 copies – £225. Delivery costs may need to be considered.
- Interim Audit
An interim audit was undertaken with our internal auditor, Mr. Toplis, on the 12th January, via Zoom. The website was inspected to ensure key documentation was publicly available and easily accessible. Checks were also made on insurance provision, Standing Orders, Financial Regulations, asset registers, website accessibility and the annual audit. It was noted that the addition of a summarised finance document (as proposed in item 7) would be recommended by the auditor.
The audit was completed to the satisfaction of the auditor, with a couple of minor adjustments to the website to be actioned, including updating of the completed annual return document and updating the website accessibility document with action dates when available.
In addition to the interim audit, The Clerk and Cllr. S. Mifflin undertook an internal interim review of accounts. Cllr. Mifflin, as the Councils internal auditor, checked a representative sample of the financial accounting transactions for accuracy and verification against the bank statements, and all was in order.
The Clerk has successfully completed the first year of the CertHE in Community Governance qualification and will be starting year 2 at the end of January.
At the end of November/early December there were issues with antisocial behaviour at the Community Centre car park. There were issues with noise disturbance to local residents, due to young people congregating in the area. As part of this issue, a resident has raised the question regarding the provision of play facilities for older children. The resident has asked if something could be achieved for a park on the land near to the tennis club, cricket club where the youth club is held or the scout grounds. It is noted that the closure of the play area at Sancerre Grange has exacerbated the problem.
- SPCA Weekly Bulletins
- Visit Stafford Updates
General Council Updates:
- ***Any items for inclusion on a meeting agenda must be received by the Clerk 10 clear days ahead of the meeting date.***
SCC- Staffordshire County Council SARH – Stafford and Rural Homes
SBC- Stafford Borough Council SPCA – Staffordshire Parish Councils Assc.
EPC – Eccleshall Parish Council