Held online – Wednesday 24th June 6:30pm
Present:
Councillors: Karen Chinn (Chair), Joanne Akers, Chris Barron, Simeon Cole, Monica van Lienden and Bob Puzey
In attendance: Jayne Putland (Clerk), 1 member of the public
1. To elect a Chairman
The current Chair asked for nominees for the role of Chairman. As none were received the present
Chairman was happy to continue in this role. Cllr Chinn proposed and Cllr van Lienden second. It was
resolved to elect Cllr Chinn to the role of Chairman.
2. Apologies for absence: – None
3. Declarations of interest and written requests for dispensation:
Cllr Puzey declared a non-pecuniary interest regarding item 10.
4. Adoption of Minutes of previous meeting: – Cllr Akers proposed and Cllr van Lienden second. Cllr
Barron abstained as he was not on the committee at the March meeting. It was resolved to adopt the
minutes of the meeting held on 18th March 2020 as a true and accurate record and to be signed by the
Chair once physical meetings are resumed.
5. Public participation session
Member of the public made the following statements:
• Regarding the Asset Register – all 3 War Memorials are owned by Walford Parish Council.
• Community Assets – Kerne Bridge Canoe Launch. Would it be more appropriate to call this area
land at Kerne Bridge.
• Risk Management Register – Kerne Bridge Canoe Launch- 1st item, is listed as a high priority –
what are the appropriate records that support this rating.
6. Financial information: –
6.1 The clerk explained that due to double accounting this appendix had not been circulated for
discussion at this meeting. Clerk will amend and circulate next week.
6.2 Members had received the bank statements and reconciliation before the meeting. Cllr Akers
proposed and Cllr Cole second. Cllr Akers will sign the bank reconciliation as accurate once
physical meetings are resumed.
6.3 Clerk is awaiting to receive Year End Toolkit from HALC to complete the Annual Return, deadline
is 31.07.20. Clerk to send Year End Account out to all members of the council to approve at the
next Full Council Meeting on 29th July
7. Payments: –
7.1 It was resolved to approve the payments on Appendix 4.
7.2 It was resolved to ratify the payments on Appendix 4.
8. Risk management:
Kerne Bridge Canoe Launch – 1st item – Cllr Akers noted that there is a Management Agreement and
Herefordshire Council Agreement, but some of the historical documents are not easily available with
some being in storage.
Walford Community Support Scheme – Coordinator has put together a comprehensive list of risks that
need to be added to risk register. Cllr Chinn to send over to Clerk for inclusion.
The Risk Register is the responsibility of the Finance Committee to review at every meeting and this will
be reviewed at the July meeting.
9. Asset Revaluation:
During the recent Insurance renewal process, it had been highlighted that a revaluation of assets should
be taken. There is currently a spread sheet of all assets which are valued at an accounting/balance
sheet valuation. Car Parking meter needs to be included on the Asset Register but has been included
on the insurance renewal at no cost for this year but will be an extra £7.00 premium on future renewals.
Cllr Barron informed that the war memorials are now all Grade 2 listed. Cllr Akers will have a discussion
with the insurance company regarding how to best go forward in valuing the council’s assets.
Cllr Puzey was moved to the electronic lobby.
10. Working Group Proposed Expenditure
Raised at the Safety Working Group to obtain 3 quotes with the guidelines stating it was for a tree survey
at the Kerne Bridge Canoe Launch. Cllr van Lienden asked would it be better if one person was to obtain
the 3 quotes as the quotes received had been for different services. Cllr Chinn stated that 3 quotes are
only necessary if the works are over £1000. Cllr Cole propose that Adrian Hope Tree Services be
appointed to carry out tree survey with Cllr Chinn second. It was resolved to appoint Adrian Hope Tree
Services to undertake tree survey, the outcomes of which will be reviewed in regard to undertaking
further work on the trees.
Cllr Puzey returned to the online meeting.
11. Project Work
Cllr Akers noted that this item came out of the Safety Working Group regarding documentation in the
archive filing cabinets stored on Cllr Drummond land. It was discussed that this would need to be a
piece of work for the clerk to have additional hours to undertake. Cllr van Lienden asked whether this
would be carried out on a full or partial basis. Clerk agreed that this would be more beneficial as a full
overview of documents held, with a possible action to upload electronically, and the Clerk was asked
what number of hours would be required to facilitate this project. Cllr Puzey had seen a retention
document that records where documents are stored.
It was discussed what value this project would offer and Cllr Chinn proposed that the clerk draft an
outline business case on why we need to do it, proposed costs, benefits of doing this and the duration
of this project, Cllr Simeon second. It would also be of benefit if the clerk could record how many hours
are wasted looking for documents and list those documents that are missing and to review in a months’
time as a starting point.
12. Update to Full Council
12.1 AGAR – to be presented at July’s meeting.
12.2 Risk Register to be updated with Walford Community Support Scheme risks
12.3 Liaising with Insurers regarding revaluation of council assets
12.4 Commissioned Tree Survey at Kerne Bridge Canoe Launch
13. Items for next meeting agenda: –
13.1 Review Documentation Survey
13.2 Kerne Bridge Canoe Launch Tree Survey
13.3 Asset Valuation – Insurance Valuation Update
14. Next meeting: – Wednesday 29th July 2020 at 6.30pm – venue to be confirmed
The meeting closed at 19:23