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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 28 JUNE 2011 AT 19:00 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL. NB 1 hour has been allocated for this meeting.

MEMBERS: Cllr Chapman, Glew, Heap, Martin
Councillor Wright (Chairman of the Council), Councillor Vine-Hall (Vice-Chairman of the Council)

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F11/12.1 Election of the Chairman of the Committee for the ensuing year.
F11/12.2 Apologies and reasons for absence.
F11/12.3

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.

Councillors should state:

  1. The Agenda number (last number only - the remainder of the number is the financial year).
  2. Whether the interest is
    1. personal (remain in the meeting for the whole agenda item) or
    2. personal/prejudicial (leave the meeting for the public involvement and Council debate on the agenda item.
  3. The reason for the interest.
  4. Whether, if the Chairman permits, they will, at the appropriate time, make representation, answer questions or give evidence to the Council regarding any item where they have declared a prejudicial interest.

Please note:

  1. If a member becomes aware, during the course of a meeting, of an interest that has not been disclosed at the start of the meeting, he/she must immediately disclose it.

  2. 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 a member's judgement of the public interest AND it relates to a financial or regulatory matter.

  3. Members should repeat the declarations when the agenda items are announced by the Chairman.
F11/12.4 Public participation. 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.
F11/12.5 Minutes. To Resolve: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 29/03/11.
F11/12.6

Job Update

  1. Red Barn Field
    1. Land drainage (budget retained from 2010/11) - Cllr Rand
    2. Wells (budget retained from 2010/11) - Cllr Rand
    3. Pond - holding water despite dry spell. Oxygenating plants growing well and should help reduce blanket weed.
    4. Grass and wildflowers.
      1. Yellow rattle seed planted 2 years ago growing well and in time is expected to keep the ranker grasses at bay and encourage wild plants.
      2. Locally-unusual Sneezewort appears absent this year.
      3. Masses of Knapweed have grown on the excavation line for the new drainage pipe, an excellent plant for invertebrates in late summer.
      4. Colin Boyd keeps the Creeping thistle at bay by topping plants as they come into flower.
      5. Members of the Hastings Conservation Group have agreed to cut the bracken on 10/07/11. We paid £25 last year for this work.
      6. Members of the Hastings Botanical Group are planning to visit on 25/06/11 to carry out a second botanical survey. Last year's survey took place in August.
      7. Arrangements need to be made for cutting and baling the field.
    5. Hedges. Fruiting hedge planted by volunteers in February and doing well. Established hedges in RBF were used as a training ground for Sussex Biodiversity Centre course on hedge surveying in May. The RBF hedges were found to be species-rich.
    6. Wildlife
      1. Birds: blackcap and whitethroat have bred again this year.
      2. A fox is a regular visitor on dry evenings.
      3. The Tree Bumblebee, Bombus hypnorum is a relatively new species for the UK (first reported in 2001). Seen throughout the area including RBF.
    7. Website. A series of new webpages has been added to the www.sedlescombe.org.uk website with up to date species lists and various photos.
  2. Sportsfield
    1. Pavilion running costs (Sports Association responsibility)
    2. Fence replacement (from Sportsfield Pavilion Fund). Done
    3. Hedge planting (from Sportsfield Pavilion Fund). Committee agreed mixed beech hedge.
    4. Pedestrian gate replacement - Cllr Vine-Hall to report.
    5. Garage replacement (Sports Association responsibility) - Cllr Martin to report.
    6. Sportsfield Car Park (Parish Council responsibility)
      1. Urgent manhole cover replacement. Done
      2. Culvert
      3. Ditch clearance
      4. Portacabin
    7. New dog bin. Obtained and installed.
  3. Ladybird Lane
    1. Road repairs - Pestalozzi/builder responsibility, SPC to contribute - possibly before Christmas 2011 (base coat expected within 6 months of sale of land completion with final top coat on completion of building plots)
    2. Highway modifications at entrance to Ladybird Lane and junction with B2244 and Chapel Hill - Pestalozzi/builder responsibility - by end 2011
  4. Village Green
    1. Sir John Keeling seats and ground under - power wash.
    2. Noticeboard
      1. Redecoration
      2. Replace lock and handle - Cllr Chapman to report
    3. Planters.
    4. Washing cobbles at Pumphouse.
    5. Concreting base of pump.
  5. East View Terrace Kickabout Area
  6. Bus Shelter repair
  7. Playing Field Trust
    1. Agreement between Playing Field Trust and Parish Council for maintenance of land
    2. Professional inspection. Tendering for annual inspection in 2012.
    3. Spring replacement on gate. Done
    4. Repair of playground equipment
    5. Washing playground equipment
    6. Fence repair pending fence replacement
    7. Tennis courts surface and possibility of turning courts into MUGA
    8. Tennis courts netting - minor damage
    9. Power wash dog bin
    10. Replace plastic tarpaulin on top of litter bin and decorate. Done
  8. Weedkilling - current contract with Languard Ltd. Tendering of weedkilling contract for 2012 or period as agreed.
  9. Mowing - current contract with Roger's Gardening Services. Tendering of mowing contract for three years 2012-2014 inclusive or period as agreed.
  10. Litter collection - current contract with Roger's Gardening Services. Tendering of litter collection contract for three years 2012-2014 inclusive or period as agreed.
  11. Dog bin emptying - contract through Rother District Council
  12. Hedge cutting - current contract with Roger's Gardening Services. Tendering of hedge cutting contract for 2012.
F11/12.7

2011/12 Budget Monitoring

  1. 2011/12 Budget and income and expenditure for the first quarter. To resolve that the 2011/12 First Quarter Review Figures are accepted:
    1. Income and Expenditure
    2. Summary
F11/12.8 Neighbourhood Watch. To consider making a grant to the Rother Neighbourhood Watch following a request from its Chairman.
F11/12.9 Village of the Year Prizemoney. To consider how to spend the £112 remaining from the Village of the Year Prizemoney 2009.
F11/12.10

Audit of Accounts

  1. To review Mrs A Alexander's internal audit report of the Council's 2010/11 accounts.
  2. To Resolve: That the Internal Audit of the 2010/11 accounts carried out by Mrs A Alexander was satisfactory, that she was independent and competent in carrying out the audit and that her report to the Council was clear and effective in giving the Council confidence in its financial procedures.
  3. To Resolve: That Mrs Alexander is appointed to carry out the internal audit of the 2011/12 accounts at the cost of .........
  4. External audit of accounts by Mazars.
F11/12.11

Current account

  1. Proposed change of bank from Barclays Bank plc to Unity Trust Bank.
  2. Approval of signatories ie Cllrs Wright, Vine-Hall, Glew as approved by Finance Committee F10/11.38.
F11/12.12

Savings accounts currently with West Bromwich Building Society and Barclays Business Saver Account

  1. Review of savings accounts
  2. Approval of signatories
F11/12.13 Proposed agreement Brede Lane Car Park maintenance of grass areas and young trees.
F11/12.14 To agree time for stand-alone Finance Committee Meetings to start.
 

Mrs P Raymond
Clerk/Responsible Financial Officer, Sedlescombe Parish Council
01424 870508

22 June 2011