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FINANCE AGENDA

YOU ARE HEREBY SUMMONED TO ATTEND THE MEETING OF THE FINANCE COMMITTEE OF SEDLESCOMBE PARISH COUNCIL TO BE HELD ON TUESDAY 20 OCTOBER 2009 AT 19:00 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL

MEMBERS: Cllr Glew (Chair), Irwin, Martin, Mitchell
Councillor Wright (Chairman of the Council), Councillor Rand (Vice-Chairman of the Council)

PLEASE NOTE THAT THERE HAS BEEN A SMALL CHANGE IN THE ORDER THAT PREJUDICED MEMBERS AND THE PUBLIC MAY SPEAK ON AN AGENDA ITEM. THESE WILL NOW BE HEARD IMMEDIATELY PRIOR TO THE RELEVANT AGENDA ITEM.

 

ALL MEMBERS SHOULD STUDY THE CLERK'S DECLARATIONS OF INTEREST BRIEFING NOTE BEFORE MEETINGS

Line
F09/10.12 Apologies and reasons for absence.
F09/10.13 Declarations of existence and nature of councillors' interests, whether personal or personal/prejudicial, with regard to items on the agenda. Members are reminded to repeat their declaration immediately prior to the commencement of the item in question.
F09/10.14 Prejudiced members' participation. Chairman to ask prejudiced members whether they wish to make representation, answer questions or give evidence to the Committee with regard to items on the agenda. At the Chairman's discretion, members will be allowed to make their representations etc. at the beginning of the appropriate agenda item and to leave the meeting during the representations made by the public and the deliberations of the Committee.
F09/10.15 Public participation session. Chairman to ask any members of the public whether they wish to make representation, answer questions or give evidence with regard to items on the agenda. At the Chairman's discretion, the public will be allowed to make their representations etc. at the beginning of the appropriate agenda item. The Chairman should inform the public that their names will be recorded and representations etc. minuted.
F09/10.16 Minutes. To Resolve: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 30/06/09.
F09/10.17 2009-10 Second Quarter Review. Members to note that the 2009-10 total income is expected to exceed the budget by more than £8500 (£6800 net if income from the Playing Field Trust is excluded), mainly because of pavilion fund income, a Societies Grant of £200 for Red Barn Field maintenance and £800 Village of the Year prizemoney. The total expected expenditure is roughly in line with the budget.
F09/10.18

Council-approved 2009 Inspection Report and any additional jobs whether already approved or to be approved.. This could include matters raised by the public in response to invitation in the September Bulletin.

  1. EVT Kickabout - strim nettles, clear weeds from base of units in 2009
  2. EVT Kickabout - fence repair? hedge cut? 2009
  3. Footpath by Kickabout - strim 2009
  4. Red Barn Field - grass cut in February 2010. ?grass collection
  5. Portacabins' disconnection of services and removal from sportsfield asap
  6. Work to close off gate and replace fence at sportsfield asap
  7. Sportsfield car park ditch - ?any budget needed
  8. Village Green Pictorial Sign quotes
  9. Village Green Sign post - removal of plaques completed. Sign to be repainted when sign is replaced unless too long
  10. Sir John Keeling teak seats on Village Green - AR to wash
  11. Mjr Haddon oak seats at Pumphouse - for repair as part of Heritage Committee project
  12. Pumphouse and Pump restoration - part of Heritage Committee project
  13. Pumphouse & bus shelter - sweeping. Quote received of £20 (first sweep) + £10 fortnight.
  14. Oak tree top Village Green - tree surgery?
  15. Oak tree bottom Village Green - reaching overhead telephone cables
  16. Mountain ash bottom Village Green - remove stake
  17. Computer software - Windows 7 update obtained

The Public Playing Field & Recreation Ground Trust has approved the following work:

  1. Replacement of the half-moon litter bin on the fence with a larger bin
  2. Replacement of fence spiles as required
  3. Adjustments to main gate to allow closure. Needs spring if one can be found
  4. Adjustment of swing chains - being undertaken
  5. Reset Cat Springer in ground
  6. Replacement of bolts done
  7. Raising of ropes on equipment
  8. Turning over tops of table because of fire damage - being undertaken by volunteer
  9. Removal of suckers from tree near entrance
  10. Gathering of information about Multi-Use Games Areas (MUGAs)
  11. Tennis net replacement if acceptable price

The following additional work needs to be considered

  • Replacement of Motorbike Spring which has recently broken and has been removed
F09/10.19

Ladybird Lane. To note that Sedlescombe Parish Council's will be expected to contribute towards a future maintenance fund of Ladybird Lane from the entrance to the sportsfield car park from the 2011/12 financial year. A covenant on the sportsfield land requires the Parish Council to contribute towards maintenance of the road according to user. The maintenance fund is expected to be set up if the Tunbridge Wells Car Club undertakes work to the road prior to a Hill Climb Event it plans to run on Ladybird Lane in August of 2010. Negotiations will have to take place regarding the percentage split of the contributions from all users during the 2010/11 financial year.

F09/10.20

Grounds Maintenance Contract 2010 season. Following approval by the Council, Roger's Gardening Services' contract for mowing has been extended for the 2010 season at the same price as 2009 but excluding, for the time being, the EVT Kickabout Area, pending negotiations with the Youth Service. If a lease of the Kickabout Area is not agreed, mowing at the Kickabout Area in 2010 will form a separate contract. The approved contract is as follows:

Brede Lane Car Park 20 cuts Feb to Nov £20/month £200
Village Green 20 cuts Feb to Nov removing arisings £50/month £500
Riverside playground fenced-off area 20 cuts Feb to Nov removing arisings £30/month £300
Riverside Playing Field excluding fenced-off area 16 cuts Mar to Oct £60/month £480
Red Barn Field 10 strims particularly termtime £15/month £150

 

F09/10.21 Litter collection contract from April 2010. The current contract whereby Roger Wood collects litter for £50/month (done twice) at the Kickabout Area and the Riverside expires on 31/03/10.
F09/10.22 Sweeping contract from January 2010. Following the annual inspection, Roger Wood was asked to quote for sweeping the bus shelter and Pumphouse every fortnight. His charge would be £20 for the first sweep and then £10 fortnightly.
F09/10.23 Hedge-cutting. With the removal of the Balcombe Green hedge at Red Barn Field from the list, the only hedges that the Parish Council is expected to cut in 2009 are at the Riverside between the footpath and Powdermills and at the Kickabout Area. Roger Wood has been asked to quote.
F09/10.24 To note report from weed control contractor. To consider the 2010 contract requirements.
F09/10.25 To consider the approved Pay Settlement 2009 for clerks and to RESOLVE to pay the Clerk a revised salary of £13,768.65 for 2009/10 and 2010/11 until revised salary scales are announced, based on salary scale level 30 and 20 hours per week employment.
F09/10.26 Clerk's Gratuity Fund investment.
F09/10.27

Grants to other bodies. £500 has been allocated in the 2009/10 budget. The following have been received:

  1. A request from the Chairman of the Rother District Council for donations towards The Rural Rother Trust. Parish councils are being asked to identify people in their parishes who could benefit with some assistance to get them into work, or simply to help out with a seemingly insolvable problem.
  2. A request from the Chairman of the Battle Area Community Transport for donations towards expenses of the BACT. Leaflet e-mailed.
F09/10.28 To consider production of the Sedlescombe Annual Report and Directory 2010. To approve advertising cost which was at least £20 including 15% VAT for 2009. VAT is expected to rise to 17.5% in January 2010. 31 businesspeople contributed £596 excluding VAT. The printing cost was £554 and other costs were postage.
F09/10.29

To note the following 2009/10 subscriptions:

  • SALC 25p/elector (2p increase) About £276.50 based on 1106 electors.
  • NALC 5.19/elector (0.5p increase) About £57.40 based on 1106 electors.
F09/10.30 To consider the first draft of the 2010/11 budget.
F09/10.31

Audit

  1. External Audit by Mazars 2008/09.
  2. Internal audit of 2009/10 accounts. To note that Mrs Bennett has been appointed to carry out the internal audit of the 2009/10 accounts at the cost of £85.
  3. To consider the effectiveness of the 2008/09 internal audit.
 

Mrs P Raymond

Clerk/Responsible Financial Officer

Sedlescombe Parish Council, 01424 870508, www.sedlescombe.org.uk, sedlescombe@freezone.co.uk

14 October 2009