1. At the start of this project David Rimell, Deputy Chairman of the GBCSL negotiated a Grant from the Post Office for the installations of terminals, alarms and training aspects etc. which was between £10,000 & £12,000, this Grant was acknowledged by the Shop Committee and the Parish Council.
2. After a meeting on site with the Post Office Project Manager, a member of the Shop Committee and a member of the Parish Council, the Project Manager clearly stated that they would supply a Post Office counter, a special laminated top and all the necessary ducting for the supply of hard wiring from inside the building to their box on Long Looms.
3. Just before the laying of the concrete floor inside the building this ducting was laid by the Parish Council from the building to the road. There was sufficient ducting to complete the job including the road crossing. The cost of laying this was borne by the Parish Council, which was the digging out the trench, laying the ducting, backfilling and levelling the surface, two days hire of a machine plus fuel. There were no costs paid to Openreach by the Parish Council but this clearly shows there were costs incurred.
4. There was quite a lapse in time after the installations of this ducting before the road crossing was agreed. This part of the project was administered by the Chairman of the Shop Committee, and it became apparent that they the Shop Committee were going to pay for this out of their own funds. The cost of this was not factored in on the original project. It now becomes clear after a recent email from the Shop Committee that Grant monies have been used for this crossing, together with further ducting which was surplus to requirements and should have been returned for a full refund. This now lies beside the Pavilion – redundant.
If £3,849 of Grant money was used for this crossing from which part of the project did this come. Does this now leave a deficit in that area? It now appears the Post Office will not be opening in the near future, was there any need for this crossing to proceed at this time, because clearly the level of security is not the same for a shop without a Post Office? and the IT connections could have been via an overhead cable or wireless.
5. As you are aware the Parish Council have requested, numerous times, for a financial breakdown of the Shop Finances .An Income & Expenditure Spreadsheet listing all purchases and payments for the duration of this Project, this has never been supplied.
We find it very difficult to see where the Grant money has been spent and we think that the Shareholders would welcome a clear and transparent document to be shared by all.
6. In your email dated Wednesday 8th April, you state that further details requested by the Parish Council will be made available when the Lease is ready for signature, we are sorry to inform you that we need sight of all financial documents in advance of signing any Lease, as we need to protect the financial integrity of the Parish Council. We can’t proceed forward on this project until all financial aspects are mutually resolved.