MINUTES OF THE STRATEGY & COMMUNITY PARTNERSHIPS
COMMITTEE
Thursday 4th June 2015 at 7.00 p.m.
1 Church Walk, Holmes Chapel
1. Attendance / Cllr S Ranger Nicola Clarke – Parish ClerkCllr B Bath 5 Members of the Public
Cllr D Savage
Cllr RC Parry
Cllr M Ranger
2. Apologies / RESOLVED (s15/16/02) to receive apologies from Cllrs J Clowes and L Slaughter.
3. Chairman of the
Committee / RESOLVED (s15/16/03) to accept the resignation of Cllr S Ranger as chairman of the committee and appoint Cllr B Bath as the Chairman of Strategy & Community Partnerships committee for 2015-16.
4. Declarations of Interest / None
5. Public Forum / Mr Richard Jarvis spoke about planning application 15/1975C (Dane Bank Bungalow, Knutsford Road, CW4 7DE) The Clerk clarified the decision previously made by council to object to the development. Mr. Ashworth and other members of the public spoke against the application on highways issues.
6. Minutes / RESOLVED (s15/16/04) to approve the minutes of the Commitee meetings held on 16 April 2015 and 21 May 2015.
7. Matters Arising / No contact has been made with CEC Education officer or NHS England
8. Committee Responsibilities / Members considered the responsibilities and structure of committees and agreed amendments.
RESOLVED (s15/16/05) to agree the functions as set out in Appendix 1 at the end of these minutes.
9. Planning Applications / The Committee considered the following planning applications listed below and RESOLVED (s15/16/06) to comment as follows:
15/1861C - 9 Elmore Close, CW4 7HW. / Single storey and two storey side extensions
No Objection
15/2187C - 41 Picton Square, CW4 7NN. / Change of use from residential to business use and parking for three taxis.
No Objection
15/2371C - 48 Coniston Drive, CW4 7LB. / Change of roof over garage from flat to pitched and conversion of part of garage.
No Objection
15/2154C – Former Fisons Site, London Road Holmes Chapel – / Variation of Condition 13 with respect for 12/2217C. Applicant pursuant to Outline Planning permission 11/1682C proposing full details for the appearance, landscaping, layout and scale for a residential development comprising 224 dwellings, internal access road, open space and landscaping.
No Objection
15/2390S – Rudheath Lodge Farm, Knutsford Rd Cranage. / Mineral Extraction
For Information only.
10. Holmes Chapel
Partnership / Cllr Bath gave a verbal report on the most recent meeting of the Partnership. HCP are involved in a campaign with the ‘5Towns’ to promote healthy living.
RESOLVED (s15/16/07)
· that the report be received.
· that the Clerk write to the Chairman of HCP asking about progress in updating the Parish Plan.
11. HC Community Centre / Cllr Bath gave a verbal report on activities to date. Reports are still pending from Sanofi prior to completion.
RESOLVED (s15/16/08)
· to receive a verbal update on activities
· to approve the closure of the www4HC Facebook account and to direct traffic to the HCPC website.
12. Neighbourhood Plan / Members considered a verbal report on progress to date. A meeting is taking place on 18th July 2015 to update on progress of the plan. It is anticipated a detailed questionnaire will be circulated in late summer 2015.
RESOLVED (s15/16/09)
· to receive the report
· the Chairman will circulate instructions for councillors to access the Neighbourhood Plan Google Drive account.
13. Risk Assessment / The committee reviewed the updated Risk Assessment.
RESOLVED (s15/16/10)
to recommend to Full Council the risk assessment for 2015-16 as amended pending an enquiry on insurance of the Holmes Chapel Community Centre. See Appendix 2.
14. Pensions / The Clerk outlined recent changes regarding employee enrolment into pension schemes. The Clerk is already enrolled in the Local Government Pension Fund and the Assistant Clerk earns below the minimum amount but knows she has a right to enrol and chooses not to.
RESOLVED (s15/16/11)
that the information be noted and the Clerk to register with the Pension Regulator as required.
15. Quality Council Status / Members discussed the requirements for submission and identified the following areas which require further work.
RESOLVED (s15/16/12)
That the Clerk circulate the final statements to be considered at the next Strategy & Partnerships meeting with a view to recommending submission to Full Council in August 2015.
16. Training / Members discussed their training requirements.
RESOLVED (s15/16/13)
· to ask CEC if they are running any training
· to ask CHALC to organise bespoke planning and highways training and to invite neighbouring parishes to the training.
17. Villages Mag / Content of the July/August newsletter was reported by the Clerk. The NP group have taken a page for the next few months to communicate with residents.
18. Chairman and Clerk’s Reports. / The Clerk informed Members
· CEC has asked for views on the devolution of Car Parks
· about the delay on the Elm Drive Play Area refurbishment.
RESOLVED (s15/16/14)
The Clerk to write to HAGS-SMP and CEC ANSA expressing our disappointment with the management of the project.
19. Part II - Private and Confidential. / RESOLVED (s15/16/15)
· In view of the private and confidential nature of the business the public and press be excluded from the meeting
· Once the Private and Confidential matters had been dealt with the meeting reconvened.
Meeting closed at 8.45 p.m.
These minutes will be submitted for approval at the next meeting scheduled for 9th July 2015. Until approved they are draft minutes.
Signed as Chairman of the Committee as a true and accurate record:
……………………………………………………………………Date……………………
Appendix 1
Committee Structure and duties
Strategy and Community Partnerships Committee Functions
General Management
Governance
Office
Planning applications
Forward Planning – Policy documents.
Major applications and appeals (liaison with Full Council)
Quality
Communications ‘umbrella’ between Council and other committees.
External communications
Liaison / Management of external partnerships
Liaison with relevant task group(s)
Technical Services Committee Functions
Planning applications
Liaison with relevant task group(s)
Village Infrastructure
Shops and businesses
Churches
Car Parking
Pedestrian issues
Public facilities
Highways
Road Safety
Street lighting
Improvements
Traffic problems
Complaints and repairs
Police liaison regarding highway issues
Highway programmes;
M6
Street Cleaning
Street Naming
Street signage
General Maintenance
Village volunteers
Christmas lights
Annual planting and maintenance
Grass cutting
Litter and cleanliness
Recycling
Amenities Committee Functions
Planning applications
Liaison with relevant task group(s)
Public Services
Liaison with Strategy
Schools
Police/PCSO – Monitoring
Fire
Health Centre – periodic review of expansion plans
Library
Public transport
Rail
Buses
Station
Leisure & Recreation
Leisure Centre
Play Areas
Cranage Playing Fields
Dane Valley
Youth Facilities
Joint Use Arrangements
Finance Committee Functions
Accounts
Computer and associated finance packages
Risk Management
Budget and financial control.
Grant Sourcing
Liaison with Full Council (ongoing)
Liaison with relevant task group(s)
Appendix 2
HOLMES CHAPEL PARISH COUNCIL
RISK ASSESSMENT
Table 1Area where there may be scope to use insurance to help manage risk
Risk Identification
Insurance cover for risk is the most common approach to certain types of inherent risks:
The protection of physical assets owned by the council – buildings, furniture, equipment, etc. (loss or damage)
The risk of damage to third party property or individuals as a consequence of the council providing services or amenities to the public (public liability)
The risk of consequential loss of income or the need to provide essential services following critical damage, loss or non-performance by a third party (fidelity guarantee)
Legal liability as a consequence of asset ownership (public liability) / Council’s response
Comprehensive insurance is in place with Hiscox.
These items are covered.
Public liability insurance cover for £10,000,000
Fidelity cover for £400K
Reviewed at appropriate times in the year.
Legal advice to confirm liability
Internal controls
A council’s internal controls may include:
An up to date register of assets and investments
Regular maintenance arrangements for physical assets
Annual review of risk and adequacy of cover
Ensuring the robustness of insurance providers / Council’s response
Yes, reviewed annually
Playing field equipment
Street lighting
Office equipment
Street Furniture
Yes
Use insurance brokers recommended by organisations NALC/ChALC
Internal audit assurance
Internal audit testing may include:
Review of internal controls in place and their documentation
Review of management arrangements regarding insurance cover
Testing of specific internal controls and reporting findings to management / Council’s response
This is covered by general management arrangements with a financial calendar with reports to Finance Committees.
Also compliance with Standing Orders
Table 2
Areas where there may be scope to work with others to help manage risk
Risk Identification
The limited nature of internal resources in most local councils means that councils wishing to provide services often buy them in from specialist external bodies, e.g.
Maintenance for vulnerable buildings, amenities or equipment
The provision of services being carried out under agency/partnership agreements with principal authorities
Banking arrangements, including borrowing or lending
Ad hoc provision of amenities/facilities for events to local community groups
Markets management
Vehicle or equipment lease or hire
Trading units (leisure centres, playing fields, burial grounds, etc.)
Professional services (planning, architects, accountancy, design etc.) / Council’s response
Cheshire East Council (CEC) provide services for play areas and have provided professional services for some projects e.g. Dane Valley Improvements.
Holmes Chapel Partnership, Village Volunteers have their own public liability insurance
Present banking arrangements with Barclays and the Co-op are regularly reviewed
Only relevant issue is playing fields where management provided by CEC.
Service provided by CEC.
Internal controls
A council’s internal controls may include:
Standing orders and financial regulations dealing with the award of contracts for services or the purchase of capital equipment
Regular reporting on performance by suppliers, providers, contractors
Annual review of contracts
Clear statements of management responsibility for each service
Regular scrutiny of performance against targets
Adoption of and adherence to codes of practice for procurement and investment
Arrangements to detect and deter fraud and/or corruption
Regular bank reconciliations, independently reviewed / Council’s response
In place
HCPC activities are not on such a regular basis to require such controls. Individual projects have controls in place
Part of Financial Calendar at Finance Committee
Internal audit assurance
Internal audit testing may include:
Review of internal controls in place and their documentation
Review of minutes to ensure legal powers are available, and the basis of the powers recorded and correctly applied
Review and testing of arrangements to prevent and detect fraud and corruption
Review of adequacy of insurance cover provided by suppliers
Testing of specific internal controls and reporting findings to management / Council’s response
A comprehensive internal audit is provided by JDH
This is done on an individual basis because of small number of projects undertaken.
Table 3
Areas where there may be a need to self-manage
Risk identification
There are a number of activities that create business risks but do not fall easily into either of the above categories for a number of reasons, principally because they are either difficult to quantify or considered inefficient to have provided externally or just uninsurable.
Keeping proper financial records in accordance with statutory requirements`
Ensuring all business activities are within legal powers applicable to local councils
Complying with restrictions on borrowing
Ensuring that all requirements are met under employment law and Inland Revenue regulations
Ensuring all requirements are met under Customs and Excise regulations (especially VAT)
Ensuring the adequacy of the annual precept within sound budgeting arrangements
Monitoring of performance against agreed standards under partnership agreements
Ensuring the proper use of funds granted to local community bodies under specific powers or under section 137
Proper, timely and accurate reporting of council business in the minutes
Responding to electors wishing to exercise their rights of inspection
Meeting the laid down timetables when responding to consultation invitation
Meeting the requirements for Quality parish status or other accreditation
Proper document control
Register of members’ interests and gifts and hospitality in place, complete, accurate and up to date / Council’s response
Council has a management plan in place
Done and checked on internal audit
Covered by internal and external audit.
Professional advice taken where necessary
Payroll calculations check done by Clerk and internal audit. VAT checks done regularly as part of Finance Calendar.
Part of the budgeting is checked on internal audit
N/A
Donation/Grant policy is in place. Internal audit check this item.
Done
Clerk responsible for compliance and council calendar.
Council seeking quality status
In place and revised annually
Table 4
Areas where there may be a need to self-manage risk
Internal controls
A council’s internal controls may include:
Regular scrutiny of financial records and proper arrangements for the approval of expenditure
Recording in the minutes the precise powers under which expenditure is being approved
Regular returns to the Inland Revenue; contracts of employment for all staff, annually reviewed by the council, systems of updating records for any changes in relevant legislation
Regular returns of VAT; training the responsible officer in matters of VAT and other taxation issues as necessary
Regular budget monitoring statements
Developing systems of performance measurement
Procedures for dealing with and monitoring grants or loans made or received
Minutes properly numbered and paginated with master copy kept in safekeeping
Documented procedures to deal with enquiries from the public
Documented procedures to deal with responses to consultation requests
Monitoring arrangements by the council regarding Quality Council status
Documented procedures for document receipt, circulation, response, handling and filing
Procedures in place for recording and monitoring members’ interests and gifts and hospitality received
Adoption of codes of conduct for members and employees / Council’s response
These items are covered by regular calendar of meetings, financial calendar, management system, attendance on courses so members of staff and councillors keep up to date.
Done
Complaints policy in place with regular management procedures.
Part of Code of Conduct
In place
Internal audit assurance
Internal audit testing may include:
Review of internal controls in place and their documentation
Review of minutes to ensure legal powers in place, recorded and correctly applied.
Testing of income and expenditure from minutes to cashbook, from bank statements to cashbook, from minutes to statements etc. including petty cash transactions
Review and testing of arrangements to prevent and detect fraud and corruption
Testing of disclosures
Testing of specific internal controls and reporting findings to management / Council’s response
These are part of the management process, covered by the Financial Calendar and the Internal Audit process.
Finance Member
Committees and Council carry out monitoring procedures
Members are encouraged to carry out checks.
Business continuity and disaster recovery
How and where data is stored
Provision Council has made should the data be compromised.
Where does the Council keep key passwords and access information such as HMRC log on.
If the office was no longer available where would the Council operate from?
How would any costs of recovery be paid? / Council's response
Paper records are stored in the Council office. Electronic data is stored on the main computer in the office and on the Clerk's lap top.
A back up is made on a weekly basis and this is stored in a fireproof safe held at the office. This supplements the information on the Clerk's lap top.
Information is also copied to members, and available on the Council's web site to assist any process to reconstitute records.
In the event of paper records being destroyed there is sufficient information stored as above in order to reconstruct files.
This is held in a fireproof safe at the office.
As a temporary measure, staff would be able to operate from their homes, pending damage repair or sourcing alternative premises. There are various venues available in the village, in addition to the Library, to hire rooms for meetings. The Library would be approached to provide an information point and surgery on a temporary / periodic basis.
The Councils' insurance cover includes an item for Increased cost of Working - Limit of Indemnity £10,000. Any additional costs would be capable of being used from deposits / reserves.
Table 5
Partnership
Ensure that proper safeguards exist when the Council works in partnership with another body / If the Council is working in Partnership with another body the Council should take a critical look at the situation with particular emphasis on:
1. If the body is not a statutory body check if a constitution is in place and appropriate officers are in place.
2. Review the financial position of the body.
3. Where appropriate check for public liability insurance.
4. Keep records of the relationship of the parties by a written agreement where appropriate or the use of regular notes and minutes
HCP or any individual or organisation receiving money from the Council to assist with a grant application, or to finance a project, or receiving grant money in respect of a project, should carry both indemnity and public liability insurance and the risk strategy / assessment should be amended accordingly.
Approved by Council on 25 June 2015