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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 30 MARCH 2010 AT 19:00 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL

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

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F09/10.48 Apologies and reasons for absence.
F09/10.49

Interests. To receive disclosures of personal and prejudicial interests from Councillors on matters to be considered at the meeting in accordance with the adopted Code of Conduct 2007. The disclosure must include the nature of the interest. If you become aware, during the course of a meeting, of an interest that has not been disclosed under this item you must immediately disclose it. You may remain in the meeting and take part fully in discussion and voting unless the interest is prejudicial.

 

A personal interest is prejudicial if a member of the public with knowledge of the relevant facts would reasonably regard it as so significant that it is likely to prejudice your judgement of the public interest and it relates to a financial or regulatory matter.

 

Members are reminded to repeat the declarations when the items are announced by the Chairman.

F09/10.50 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.
F09/10.51 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, after prejudiced members' participation. The Chairman should inform the public that their names will be recorded and representations etc. minuted.
F09/10.52 Minutes. To Resolve: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 15/12/2009.
F09/10.53

Budget Monitoring - see here. Members will be sent a hard copy of this document.

  1. Approval of first draft accounts for 2009/10
  2. 2010/11 Budget and Council Tax
F09/10.54

Grants/prizes received. A total of £10917 was received during 2009-10:

  • Pavilion - £6831 (final payment made to Steed Construction Ltd. £1070 remains in the Fund for a new fence at the front of the site. The portacabin is still to be sold and has not been taken into account. Money from the sale of the security fencing is expected to be added to the fund also.)
  • Red Barn Field - £300 was received in two tranches from the Sedlescombe Societies Association towards maintenance of Red Barn Field Nature Park. £35 has been spent on Barley straw for the pond and bracken clearance. The normal strimming and weedkilling work has been met from the Parish Council's own budget. The money remaining from the SSA grant is expected to be put towards one or two well covers.
  • Village of the Year prizemoney. Sedlescombe received two prizes of £800 and £500 for its success in the 2010 competition. A small amount has been spent on refreshments at two events. The remainder of the £1300 prizemoney is expected to be spent on 1) youth encouragement, 2) energy saving [Council resolution C09/10.130.1 That the Parish Council will pay one third of the cost of afternoon tea at the Brickwall for the Energy Conservation and Fuel Poverty Meeting on 18/05/10 from the Village of the Year prizemoney], 3) an advertising sign for the A21, 4) a circus workshop for the May Fayre. A decision is yet to be made on how the balance will be spent.
  • Playing Field Trust. The Playing Field trust has made a grant of £2,000 to the Council to cover the cost of maintaining its trust property at the Playing Field.
  • Pump Project. £455 was received from well wishers of a local resident who wished to mark her 50th birthday by contributing towards the refurbishment of the pump. £30 has so far been received in advance of the May Fayre.
  • Quality Council payout. A part-grant was expected in 2009-10 but has not been received. The Council has decided to use this money to replace the village sign on the Village Green.
F09/10.55

Jobs Update

  1. Red Barn Field.
    1. To note that the following work had been undertaken: Land drainage (see Minute C09/10.127.2) and to consider whether proposed remedial work had been carried out satisfactorily by the contractor.
    2. To consider the current situation regarding the wells in Red Barn Field. [Council resolution C09/10.127.2 That emergency replacement of the well tops in Red Barn Field is approved.]
    3. To consider the current situation regarding water draining from Red Barn Field into Short Hill and into the B2244. [Council resolution C09/10.127.2 That the Parish Council agrees in principle to carry out further drainage work to deal with the water running down Red Barn Field path.]
    4. To consider other maintenance work.
  2. Sportsfield
    1. Pavilion.
    2. Portacabin(s).
    3. Replacement of the garage by the Sports Association.
    4. Closure of gate and replacement of front fence.
    5. Car park.
    6. Ladybird Lane - maintenance arrangements and proposed use by the Tunbridge Wells Motor Car Club for a Speed Hill Club weekend on 7/8 August 2010. [Council resolution C09/10.128.5 That, due to the fluid situation and possible imminent construction work, the Parish Council will defer any decision on the repair of Ladybird Lane until a full consultation has taken place with interested parties.]
  3. Village Green
    1. Pictorial sign. [Finance resolution RECOMMENDED: That the Quality Council payout is put towards purchase of a new village sign. For adoption by Council 12/01/10. Approved by Council 12/01/10 and That the quote of £1,440 + carriage and VAT is accepted from Signs of the Times of Leighton Buzzard for a two sided village sign to the existing design, cast in solid rigid polyurethane with letters, border and other detail in relief, to fit the existing bracket. For adoption by Council 12/01/10. Approved by Council 12/01/10.]
    2. Sir John Keeling teak seats.
    3. Pumphouse and Pump Restoration.
  4. Tree work. To note that the tree work specified at F09/10.38.4 is complete.
  5. Riverside
    1. Litter bin.
    2. Main gate adjustment.
    3. Cat springer.
    4. Motorbike springer.
    5. Fence repair
    6. Recycled plastic seat damage
    7. Use of the tennis courts.
  6. East View Terrace Kickabout Area
  7. Business advertising in Directory and on website
  8. Bus shelter replacement
  9. Winter maintenance. See here.
F09/10.56 Allowances and expenses 2009/10. The Chairman has claimed £38.28 out of her £200 allowance for Citizenship Awards and a Poppy Wreath. She also claimed £24 for travel to Scaynes Hill for the VOY prize giving. Cllr Dellow claimed £26.40 for two journeys on Council business to Bexhill and Uckfield. The Clerk claimed £7.10 for two journeys to clerks' meetings at Battle and Uckfield. No other councillor has made any claim during the year.
F09/10.57

Contracts awarded 2009/10. The following contracts were awarded in 2009/10:

  • Fortnightly sweeping and clearance of rubbish at bus shelter and pump from 01/01/10 - £150
  • Hedge cut at Riverside and Kickabout, winter 2009 - £130 (completed)
  • Mowing 2010 season, Brede Lane car park 20 cuts Feb to Nov; village Green 20 cuts Feb to Nov removing arisings; Riverside Playground 20 cuts Feb to Nov removing arisings; Red Barn Field path 10 strims; Riverside Playing Field excluding fenced-off area 16 cuts Mar to Oct £1630
  • Litter collection and bin emptying at East View Kickabout Area and Riverside Playground £750
  • Internal audit of 2009/10 accounts £85
  • Application of herbicide (Diuron) in Feb and two further treatments using Glyphosate in July and October in the following areas:
    • Tennis courts
    • Public car park at Brede Lane and access path adjacent to surgery
    • Pumphouse on village green
    • Red Barn Field Nature Park footpath
    • Sedlescombe Sportsfield car park
  • Monitoring and treatment of giant hogweed as required along riverbanks throughout 2010 £350
  • Tree work in Sedlescombe £680 (completed)
F09/10.58

Grants given 2009/10. Grants totalling £1950 were made in 2009/10 as follows:

  • Crimestoppers - £50
  • Battle Area Community Bus £100
  • Sedlescombe Playing Field Trust and Recreation Ground £1800

A request for a grant for the maintenance of the churchyard was approved in principle by the Council but held pending a decision on a Societies Association grant. The SSA grant was made.

 

F09/10.59 To consider grants for the 2010/11 financial year. A total of £3500 has been included in the budget, of which £3,000 is for the Sedlescombe Playing Field Trust and Recreation Ground. The remaining £500 has not yet been allocated.
F09/10.60 RFO's financial reports to the Annual Assembly of the Parish Meeting
F09/10.61 To approve the Asset Summary List 2010. Members will be sent a hard copy of this document.
F09/10.62 To approve the 2010/11 Risk Management Report. Members will be sent a hard copy of this document.
F09/10.63

Insurances.

  1. To note Came and Company's reply regarding
    1. Volunteers
    2. Public liability insurance cover of contractors on Council-owned land
  2. To consider Insurances for 2010/11
 

Mrs P J Raymond

Clerk/RFO, Sedlescombe Parish Council

Woodland Cottage, Chapel Hill, Sedlescombe

Tel: 01424 870508

sedlescombe@freezone.co.uk

www.sedlescombe.org.uk