STANSTED MOUNTFITCHET PARISH COUNCIL F&GP COMMITTEE
MINUTES of a meeting of the FINANCE & GENERAL PURPOSES COMMITTEE held at 7.30pm on Wednesday 18th September 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex
PRESENT Cllr J O’Brien (Chair), Cllrs M Caton, P Jones and A Khan
ATTENDING Mrs Ruth Clifford – Parish Clerk, 1 member of the public via Zoom
161 APOLOGIES FOR ABSENCE
Apologies for absence were received from Cllr Sell – Holiday
RESOLVED to approve the apologies for absence from Cllr Sell.
No apologies were received from Cllr Ghosh
162 DECLARATIONS OF INTEREST – None
163 TO APPROVE THE MINUTES OF THE MEETING HELD ON 26TH JUNE 2024
RESOLVED to approve the minutes of the meeting held on 26th June 2024 as a true and accurate account.
164 TO RECEIVE AN UPDATE ON ACTION POINTS FROM THE LAST MEETING
78 – Clerk to seek further information from our IT company – Done
81 – Clerk to seek references and bring back to the next meeting – Done and decision was taken to Full Council.
165 TO RECEIVE A REPORT FROM THE CHAIR, CLLR O’BRIEN
We are now starting our preparation for the 2025/26 Annual Budget at a time when Parish Councils, being at the bottom of the Local Government food chain, are wondering what and how further cuts in services from those higher up will affect them.
One cause of concern for us is that, after 5 years, Essex County Council have yet to sign the Lease of the Library space in this building.
We have a new Government who has informed us, what we knew already, that the UK’s financial position is in bad shape. The greatest concern is for those pensioners who are facing financial difficulties through the cuts in the Winter Fuel Allowance.
I urge all those pensioners affected, and those on low incomes in Stansted, to seek as much advice as possible to find if they may be eligible to claim other benefits.
To this end, I recommend they make use of the excellent help from the wide range of services offered by Touchpoint, the charity based here.
As stated some time ago, we were hoping to combine the Parish Council’s energy contracts this year to obtain greater bargaining power. Unfortunately, our consultants have recommended that, owing to the continued volatility of the energy markets, we postpone doing so until February 2026. End of Report
Cllr Caton stated that the revised lease with Touchpoint must also be completed.
Cllr Khan outlined some actions that the Harlow MP and Local Councillors are taking with regard to the loss of the Winter Fuel Allowance and wondered what our MP is doing about this issue. It was agreed that Cllr Khan would draft a letter for the Council to send.
166 LIGHTING
- a) TO RECEIVE AN OUTAGE REPORT
No outstanding outages to report
- b) TO RECEIVE A GENERAL REPORT ON LIGHTING
Cllr O’Brien reported that he was in discussion with the owners of a property on Chapel Hill where light CH16 used to be situated. They have informally given their consent for the removal of an old bracket and the installation of a new one and the Clerk will now endeavour to formalise the arrangement with an appropriate legal document.
167 FINANCE
- a) TO APPROVE THE LIST OF PAYMENTS FOR AUTHORISATION
The list of payments was checked against the invoices before the start of the meeting by Cllr Jones. Members agreed to add the grant payable to Uttlesford Community Travel in the sum of £1,000 as agreed at the last meeting.
PAYEE DESCRIPTION AMOUNT £
Genmar IT System Upgrade 464.98
Genmar IT System Upgrade 237.48
GWB Horticulture Gardening – July 2024 4105.00
PKF Littlejohn External Audit 1638.00
Serv Security Annual Contract – Intruder Alarm 532.80
Geraldine Allars Twinning Supplies 20.92
Smartest Energy Electricity Mft Exch – August 2024 1319.00
Amazon Prime Membership – Annual Fee 95.00
Fairycroft House Youth Club Provision 1458.25
Smartest Energy Electricity – CGH – August 2024 176.24
Amazon Paper towel rolls for Day Ctr 8.99
A&J Lighting Maintenance 218.52
The Design Mill Windmill Magnets – to be reimbursed 50.40
EALC Training – Ruth Clifford 288.00
A&J Lighting Maintenance 96.00
Ruth Clifford Expenses 62.90
4.com Phones & Broadband – August 2024 2 90.75
Uttlesford Community Travel Parish Grant 1000.00
The payment schedule was approved.
- b) TO NOTE THE CONCLUSION OF THE EXTERNAL AUDIT
The Chair reported that the External Audit had been signed off with no issues arising and gave thanks to the RFO for her hard work.
168 TO CONSIDER GRANT APPLICATIONS RECEIVED
This item had been included on the agenda in error as it had been dealt with at the meeting held on 26th June 2024
169 BUDGET PROCESS 2025/26
The Chair reminded members that it is time for suggestions for projects for the next financial year to be submitted. The Open Spaces Committee has identified items including additional sockets for goal posts on the Recreation Gound, additional play equipment and possibly further Wildflower Planting. All suggestions should be sent to the Clerk and copied to Cllr O’Brien.
170 WINDMILL – TO RECEIVE ANY AVAILABLE UPDATES
The Chair reported that Historic England have now approved the mortar to be used for the repointing and invited the Millers to re-submit their grant application. This has been done and a decision must be awaited prior to any works being undertaken.
171 STAFF MATTERS – TO RECEIVE ANY AVAILABLE UPDATES
The Clerk reported that the Projects Officer will be attending a Keeping In Touch day before the end of October.
172 YOUTH MATTERS – TO RECEIVE ANY AVAILABLE UPDATES
Youth Club
The Senior Youth Worker has joined the Twinning Committee and is hoping to take a group of young people to Rungis in 2025. Overall attendance is very good and activities are agreed in discussion with the youths regularly attending.
The scaffolding has been causing a number of issues including anti-social behaviour. The Senior Youth Leader is in touch with our PCSO about this. Cllr Caton will be enquiring of Essex County Council why the scaffolding has still not be removed.
The club operated over the summer holidays, funded by a grant which Fairycroft had secured.
Finally, we understand that a few of the young people have expressed an interest in joining the Youth Council.
Youth Council
We have been in touch with the member of staff who leads on this at Forest Hall School and have sent application forms for more students to join the Youth Council.
Meeting closed at 7.45pm
Action Points
165 Revised lease with Touchpoint to be completed
165 Cllr Khan to draft a letter to the MP
172 Cllr Caton to contact Essex County Council and find out why the scaffolding has not been removed.
Agenda
Members of the Committee you are hereby summoned, and members of the public and press are hereby invited, to attend a meeting of the FINANCE AND GENERAL PURPOSES COMMITTEE which will be held at 7.30pm on Wednesday 18th September 2024 in The Mountfitchet Exchange, Crafton Green, 72 Chapel Hill, Stansted Mountfitchet, Essex where the following business will be transacted:
1 To receive apologies for absence
2 To receive declarations of interest
3 To approve the minutes of the meeting held on 26th June 2024
4 To receive an update on action points from the last meeting
5 To receive a report from the Chair, Cllr O’Brien
6 Lighting:
- a) To receive an outage report
- b) To receive a general report on lighting
7 Finance:
- To approve the list of payments for authorisation – to be tabled
- To note the conclusion of the External Audit
8 To consider grant applications received – see attached
9 Budget Process 2025/26 – to note that the budget process for 2025/26 is starting with immediate effect
10 Windmill – to receive any available updates
11 Staff Matters – to receive any available updates
12 Youth Matters – to receive any available updates
Parish Clerk
12th September 2024
Any intention to record, film or take photographs during a meeting must be notified to the Clerk prior to the start of the meeting.
Zoom details for the meeting: ID: 958 8353 8995 Password: 943523