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FINANCE MINUTES

MINUTES OF THE MEETING OF THE FINANCE COMMITTEE OF SEDLESCOMBE PARISH COUNCIL HELD ON TUESDAY 21 OCTOBER 2008 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL, 19:35 TO 21:15

 

PRESENT: Cllr Glew (Chairman), Cllrs Irwin, Martin, Dellow.
Cllr Wright (Chairman of the Council)
Clerk/RFO: Mrs P Raymond

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F08/09.17 Apologies and reasons for absence. Cllr Rand (business commitment).
F08/09.18 Disclosure of interests. None disclosed.
F08/09.19 Public participation session. No public present.
F08/09.20Minutes of Finance Committee Meeting on 01/07/08 Minutes. RESOLVED: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 01/07/08.
F08/09.21 Comparison of current financial position against budget. Members noted the current financial position. They were reminded that the budget was adjusted at the last meeting of the Finance Committee on 01/07/08 in order to free up additional money for the new sports pavilion.
Income
Adjusted 2008-9
Budget
Actual to 30/09/08
 
£
£
Precept
29,000
29,000
Sale of goods and services
635
42
Interest excluding Gratuity Fund
3,450
1,542
Income from other local authorities
290
148
Sportsfield income for capital project
126,628
24,931
Online Tax/NI return
100
0
Total income
160,103
£55,663
Expenditure
Administration
7,235
3,476
Clerk's Salary/National Insurance
14,660
7,035
Grants
500
75
Amenities
4,560
836
Sportsfield capital costs
175,303
33,608
Agency services
200
120
Riverside Playing Field
3,860
901
Total expenditure
£206,318
£46,051
Summary
   
Balances brought forward from 2007/8
77,472
77,472
Income for 2008/9
160,103
55,663
Expenditure for 2008/9
-206,318
-46,051
Balances
£31,257
£87,084
Represented by
General Funds
3,237
20,577
Clerk's Gratuity Grund
28,020
26,520
Sportsfield Fund
0
39,987
Balances
£31,257
£87,084

RESOLVED: That the Financial Statement at end September 2008 against the 2008-9 Budget is approved.

F08/09.222008 Inspection Report updated at Finance 21/10/08 Council-approved 2008 Inspection Report. Members were provided with the updated Inspection Report. After discussion, amendments were made to the Report.
F08/09.23 Grounds maintenance contract 2009. The Committee was informed that Roger Wood had agreed to hold his price at £1,950 for mowing in the Village in the 2009 season and his contract had, in accordance with Minute F08/09.15, been extended to the end of 2009.
F08/09.24 Litter collection contract from December 2008. RESOLVED: That Roger Wood's litter collection and bin emptying contract should be extended to the end of 2009, if a reasonable price can be negotiated.
F08/09.25 Fencing. The Clerk had met a representative of D&B Fencing regarding the following work:
  1. Repair of tennis courts fencing
  2. Replacement of spiles at Riverside playground.
  3. Replacement of chainlink fencing on the north side of the Kickabout Area at East View Terrace.

RESOLVED: That D&B Fencing's quote for repair of the tennis courts fencing (£124) and replacement of spiles at the Riverside Playground (£85) is accepted.

An application for grant aid for the replacement of chainlink fencing at the Kickabout Area had been made to the Fire and Rescue Service as the gap in the fencing had been used by youngsters to drag hay into the Kickabout Area where it was set alight. The application had not been successful and, therefore, for the time being, the fencing will not be replaced (cost £987).

RESOLVED: That Cllr Dellow's offer to repair the chainlink fencing under the oak tree at the Kickabout Area is accepted with the Council paying for materials.

F08/09.26 External Audit of 2007/08 Accounts. Apart from the omission of one word in the Annual Return, the Auditor had no comments to make. The Completion of Audit Notice had been prepared and it would, together with a copy of the Annual Return, be left on the noticeboard for the statutory 14 days. It had also been put on the Council's website.
F08/09.27 Internal Audit of 2008/09 and 2009/10 Accounts. The Parish Council had invited Mrs Valerie Bennett to carry out the internal audit of the Council's Accounts for the 2008/09 and 2009/10 Financial Years in accordance with the approved Terms of Reference. A reply dated 03/08/08 had been received from Mrs Bennett. RESOLVED: That Mrs V Bennett's quote of £85 p.a. for internal audit of the Sedlescombe Parish Council 2008/9 and 2009/10 accounts in accordance with the approved Terms of Reference and her Audit Plan is accepted.

Members to consider the effectiveness of the internal audit of the 2007/8 accounts at the end of the meeting.

F08/09.28 New investment scheme for the Clerk's Gratuity Fund (see C08/09.56.3). The Chairman and the Clerk/RFO had been authorised to arrange investment of the money in the Clerk's Gratuity Fund which had matured in a Bank of Scotland 1-yearFixed Deposit account on 21/10/08. The account had earned interest of £1610 in 2007/08. The fund now stands at £28,129 and has been rolled over for a further year in a Bank of Scotland Fixed Deposit Account.
F08/09.29 Grants. £500 has been allocated in the 2008/09 budget for grants to other bodies. To date, the Council has approved grants totalling £350 to Sussex Air Ambulance Service, East Sussex Association for the Blind, Battle Area Community Transport, Churchyard Fund, Parish Tree Warden Scheme. Applications for funding from The Rural Rother Trust and the WRVS were considered by the Committee. NO ACTION.  
F08/09.30 First Draft of the 2009/10 budget. Members were provided with a statement of Final Accounts 2007-08, Estimates of the 2008/09 end-year position, a first draft of the 2009/10 budget with examples of 2010-11 and 2011-12 budgets for information. Members asked the Clerk to include a budget for 2009-10 for weedkilling at the Sportsfield Car Park, Tennis Courts, Pumphouse and Brede Lane Car Park. Discussions were held regarding a possibly acceptable percentage increase in the Band D Council Tax for Sedlescombe. RECOMMENDED: That adjustments should be made to the draft 2009/10 first budget to allow for a 4.5% increase in the Band D Council Tax over 2008/09.
F08/09.31 Sedlescombe Annual Report and Directory 2009. £922 was raised last year from the sale of advertising to 42 companies which comfortably covered the cost of printing and postage. RECOMMENDED: That similar arrangements are made as for 2008 for production of a 2009 Sedlescombe Annual Report and Directory.
F08/09.32 Sedlescombe Pavilion Financial Report. The Committee was pleased to hear that Rother District Council had agreed to make a grant of £30,000 to the project and that the Leader had said at the Cabinet Meeting at which it was approved that "the Parish Council should seek alternative sources and then turn to Rother for further match-funding".

Members were supplied with details of the Sportsfield Fund and noted that the Council has sufficient funds to meet bills to end November but still has a shortfall of about £57,000 to cover expenses to the end of the project. Members discussed possible funders.There is still a contingency figure of £7,000. Members noted that it is important that all monies relating to the project are with the Parish Council by the end of November so that a realistic loan can be raised in December prior to the expiration of borrowing approval on 25 December 2008.

The project is both ahead of time and on budget. If the project is complete by the end of February 2009, the portacabin could be sold to the Youth Committee for installation on the Scout Hut site at East View Terrace. TheYouth Committee has funding which must be spent by the end of March 2009. £5,000 has been included in the Parish Council pavilion budget for income from the sale of the portacabin. Cllr Wright will offer the portacabin to the Youth Development Officer.

F08/09.33 Date of next meeting. The next Finance Committee will be held as planned on 09/12/08 with an Emergency Council Meeting held on 02/12/08 to agree the amount of loan needed for the pavilion.
F08/09.27 continued Effectiveness of Internal Audit of 2007/08 Accounts. The Clerk left the meeting to allow members to discuss the effectiveness of the internal audit carried out by Mrs Bennett on the 2007/08 accounts. RESOLVED: That the Council is satisfied that Mrs Bennett was independent and competent, that the Audit Plan was appropriate and completed, that Mrs Bennett's report to the Council was clear and that it was effective in giving the Council confidence in its financial procedures.
  Chairman.............................................. Date...............................................