SEDLESCOMBE PARISH COUNCIL FINANCE COMMITTEE MINUTES

MINUTES OF THE MEETING OF THE FINANCE COMMITTEE OF SEDLESCOMBE PARISH COUNCIL HELD ON TUESDAY 2 JANUARY 2007 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL, 19:30 TO 20:55

PRESENT: Cllr Mrs P Glew (Chairman of the Committee), Cllr R Dellow, Cllr N Foord, Cllr Mrs M Irwin, Cllr Mrs V Wright (Chairman of the Council)
Mrs P Raymond - Clerk/Responsible Financial Officer

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F06/07.24 APOLOGIES FOR ABSENCE. None received.

F06/07.25 MINUTES. The Chairman was authorised to sign the Minutes of the Meeting of the Committee held on 31/10/06.

F06/07.26 INTERESTS. Members were reminded to declare interests as they arose.

F06/07.27 MATTERS RAISED AT THE LAST MEETING
27.1 Red Barn Field.
The Balcombe Green end interpretative board had been removed and the one nearest to the village hall had been replaced by a new glass reinforced plastic panel set into a refurbished lectern. Cllrs Dellow and Rand were thanked for their work.
27.2 Sports Association Public Liability Insurance Cover confirmation. The Clerk to ensure that, when the Sports Association insurance is renewed, confirmation of the cover is obtained.

F06/07.28 2006-7 FINANCIAL POSITION AT END DECEMBER 2006. Members had received details. No questions.

F06/07.29 BUDGET PLANNING FOR NEW JOBS/CONTRACTS IN THE 2006/7 AND 2007/8 YEARS
29.1 Minor Maintenance. RECOMMENDED: That quotes received from Roger Wood are accepted as follows:

Bus Shelter Remove ivy from inside and clear away £10
Kickabout Area Trim hazels near entrance to ground level £10
Kickabout Area Litter collection, emptying litter bin and transfer of rubbish to bin at entrance to playing field, winter leaf/acorn sweeping and removal. January, February and March, every other week £25 each
Sportsfield car park Cut herbage from sign at entrance, cut weeds and clear ditch from car park end only £60
Tennis courts Winter leaf/acorn sweeping and removal. January, February and March, every other week £20 each
Tennis courts Clip bottom of fence to wire £20
Riverside playing field Install white posts (supplied) - to be placed in dry post mix £30
Riverside Playground Litter collection, emptying litter bin and transfer of rubbish to bin at entrance to playing field. January, February and March, every other week £25 each
Village Green Under seats, top of Green. Repair cracks in concrete around seats £30
Village Green Repair bottom middle sections of wood on pumphouse seats £40
Footpath adjacent to Kickabout Area Cut back grass, nettles and brambles from path £30

29.2 Grasscutting and weedkilling. Quotes for grasscutting, hedgecutting and weedkilling in the 2007 season had been invited from six contractors. Replies had been received from three. The Chairman and Clerk had opened the quotes on 06/12/06 and the Clerk had produced a comparison schedule for the different areas.
It was RECOMMENDED:

  1. That Southern Counties Landscapes quotes for all grass cutting, strimming (£1965) and hedge cutting (£195) should be accepted.

  2. That Languard Ltd.'s quote of £900 for weedkilling at the Tennis Courts, Public car park in Brede Lane and access path adjacent to surgery, Pumphouse at the village green, Red Barn Field Nature Park footpath and Sedlescombe sportsfield car park on three occasions (Diuron in February, Glyphosate in July and October) should be accepted.

29.3 Playground Inspection Courses. The Clerk reported that Playground Inspection Courses were available from The Institute of Leisure and Management and ROSPA. These are either one (£200) or two day (£400) courses at various venues, none close to here. Day Courses on clients' premises with practical work at their playground can be arranged for a minimum of six people at the cost of £780 for the six.

29.4 Annual Play Inspection. RECOMMENDED: That arrangements should be made for an annual playground inspection at the cost of £75/site (three sites are needed so another parish will need to have the same contractor).

F06/07.30 CURRENT FUNDING ARRANGEMENTS. The Committee noted that Rother District Council is currently offering the following grants:

Sports Grants Support to clubs and to encourage people into sport. Bids to support coach training, club support or events for excluded youths. Contact Adrian Gaylon, Rother District Council, Town Hall, Bexhill TN39 3JX. Tel: 01424 787878. E-mail: Adrian.gaylon@rother.gov.uk.
Community Project Grant for rural areas and Bexhill Maximum for projects £5000. Contact Cheryl Poole for applications. See www.rother.gov.uk for details.
Crime and Safety Grants up to £500 to fund small projects to reduce antisocial behaviour, crime or the fear of crime. Contact Thelma Blankley, Rother District Council Crime Prevention Officer. Tel: 01424 787845. E-mail: Thelma.Blankley@rother.gov.uk.
Big Lottery Play Projects Funding Grants for capital or revenue play projects costing at least £50,000 and a maximum of £200,000. Rother to decided on the project portfolio from submitted applications. Projects to commence within six months of the award which is expected to be in December 2007. No partnership funding required. Inititial applications to be submitted by 16/02/07. Applications to Rebecca Owen, Parks Department Officer, Rother District Council, 14 Beeching Road, Bexhill TN39 3LG. E-mail: rebecca.owen@rother.gov.uk.

The WARR Small Grants Fund is inviting applications from 01/01/07 to 30/06/07 for 50% funding for projects limited to less than £10,000. Preference will be given to projects requiring a grant of less than £5,000.

It was RECOMMENDED: That an application for Big Lottery Play Projects funding is made for the following:

AT RIVERSIDE PLAYING FIELD - Installation of play equipment, including swings, suitable for 12-16 year olds. Change of tennis courts to a multi-play area.

F06/07.31 TENNIS COURTS' HIRE CHARGES. RECOMMENDED: That, for the 2007 season, the tennis courts should be left open and no fee charged for use. Uses, other than tennis, will not be stopped.

F06/07.32 ASSET REGISTER. Members had been provided with a copy of the current Asset Register.

F06/07.33 BASIC ALLOWANCES TO COUNCILLORS. The Council had asked the Committee to consider whether it should introduce the payment of basic allowances to members of Sedlescombe Parish Council (this is the only way to reimburse members for expenditure on, for example, ink cartridges or copies). The current level recommended by the Rother Committee is £200/each. Councillors may refuse to accept the allowance. It was RECOMMENDED: That no change in the current situation is adopted by Sedlescombe Parish Council. Parish councillors may continue to claim travelling expenses at 40p/mile for travel outside the parish.

F06/07.34 CHAIRMAN'S ALLOWANCE. CLLR MRS WRIGHT DECLARED HER PERSONAL AND PREJUDICIAL INTEREST AND LEFT THE ROOM DURING DISCUSSIONS. Currently, the Council pays an annual statutory allowance to the Chairman under section 15 of the LGA 1972 and the Chairman uses it to pay for funeral flowers, donations in memory of local people, Remembrance Sunday wreath etc. at her discretion. It appears that other parishes allocate sums from which their chairmen can draw. RECOMMENDED: That, in the interests of open accounting, for 2007/8, the Council should allocate a £200 statutory chairman's allowance from which the chairman will be authorised to draw money as required.

F06/07.35 CLERK'S EXPENSES. As well as her salary, the Clerk is currently paid the following expenses which have recently been revised:

RECOMMENDED: That the payment of the Clerk's expenses is authorised.

F06/07.36 SPORTS ASSOCIATION/PARISH COUNCIL WORKING GROUP. The Clerk reported that the Sports Association is having to complete a detailed Football Foundation funding application form as well as a business plan for submission by February. A decision will be announced in six months. Even if this funding for the pavilion is received, further funding will be needed.

F06/07.37 INTRODUCTION OF THREE-YEAR CAPITAL PLAN FOR THE PARISH COUNCIL. Larger councils are introducing three and five-year capital plans but it was agreed that, at the present time, this is uncessary for Sedlescombe Parish Council.

F06/07.38 BUDGET AND PRECEPT AMOUNT FOR THE 2007/8 YEAR. RECOMMENDED: That the following budget and precept is adopted by Sedlescombe Parish Council for the 2007/8 financial year

£
INCOME
1 Precept
28270
2 Sales
395
3 Interest
1475
4 Income from rents
2
5 Agency services
275
6 Grant income
0
7 Playing field income
350
Total budgeted income
30767
EXPENDITURE
8 Administration
6774
9 Clerk's salary/NI
14320
10 Village Security
500
11 Grants
500
12 Sportsfield
18165
13 Agency services
200
14 Amenities
6848
15 Playing field expenditure
3750
Total budgeted expenditure
51057
SUMMARY  
Brought forward
61719
Income
30767
Expenditure
-51057
41429
REPRESENTED BY:
16 General funds
1609
17 Unspecified youth work
1300
18 Village Security Fund
7000
19 Sportsfield Fund
0
20 Clerk's Gratuity Fund
26520
21 Tennis Courts Fund
5000
TOTAL FUNDS
41429

Chairman..................................................... Date..........................................................