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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 6 SEPTEMBER 2011 AT 19:00 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL

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

 

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F11/12.15 Apologies and reasons for absence.
F11/12.16

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.
F11/12.17 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 to inform the public that their names will be recorded and representations etc. minuted.
F11/12.18 Minutes. To Resolve: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 28/06/11.
F11/12.19

2011/12 Budget Monitoring

  1. 2011/12 Budget and income and expenditure to end August 2011. Hard copy to be posted to councillors. To resolve that the 2011/12 First Review Figures are accepted:
    1. Income and Expenditure
    2. Summary
  2. To consider use of funds.
F11/12.20 Neighbourhood Watch. To consider making a grant to the Rother Neighbourhood Watch following a request from its Chairman.
F11/12.21

Audit of Accounts

  1. To note what was said by Mrs A Alexander in her report following the internal audit of the Council's 2010/11 accounts.
  2. To Resolve: That the Internal Financial Controls adopted by the Parish Council are effective.
  3. To note Mrs Alexander's comments regarding the frequency of the internal audit of Sedlescombe Parish Council accounts. To Resolve: That Mrs Alexander is appointed to carry out the annual internal audit of the 2011/12 accounts at the cost of £125.
  4. External audit of accounts by Mazars. To Resolve: That the satisfactory completion of the external audit of the 2010/11 account is noted.
F11/12.22

Savings accounts. To note that, following the decision made by the Council at C11/12.31.3, the situation with the Council's bank accounts is as follows:

  1. Current account - Barclays Bank Community Account
  2. Business Savings account - Barclays Bank closed
  3. West Bromwich Building Society Direct Corporate Deposit Gross
  4. Co-operative Bank Guaranteed 6-month Investment Account awaiting confirmation of opening
F11/12.23

Brede Lane Car Park

  1. Proposed agreement Brede Lane Car Park maintenance of grass areas and young trees.
  2. Layout change (included for the sake of completeness).
  3. District Council review of car parks.
F11/12.24

Safety inspections of children's playgrounds.

  1. To consider Sedlescombe's Parish Council's current arrangements and to decide whether they are satisfactory. See Clerk's Report.
  2. To consider which company should be employed to do the 2012 professional safety inspection.
F11/12.25 Safety inspections of trees. To consider whether Sedlescombe Parish Council should carry out regular tree safety inspections.
F11/12.26 Water safety inspection. To consider whether Sedlescombe Parish Council should arrange a Water Safety Inspection Report to be provided by a professional company.
F11/12.27

Sportsfield footpath. To consider what adjustments should be made to the metal gate at the eastern end of the Sportsfield where the ground has dropped under the bottom metal bar.

F11/12.28 Playground equipment. To consider how the ropes on the Grand Canyon, Jacobs Ladder and Niagara Falls can be lifted.
F11/12.29

Contracts for the 2012 season. To consider specifications for

  1. Grounds maintenance contract ie mowing and hedge cutting
  2. Litter contract
  3. Weedkilling
  4. Dog bin emptying
  5. Insurances
F11/12.30

Local Action Plan funding. To note the following from the Local Strategic Partnership Board Minutes of 13/07/11 - "Rother Association of Local Councils continues to raise awareness of the LAPs and how to maintain and refresh the processes and who will pay for them. Dave Young (Chairman) to be invited to talk with Rother District Council with a view to seeking funding from Town/Parish Council precepts with possible match-funding from the Rother Community Grants Scheme."

F11/12.31

Sportsfield ditch. To receive a report following investigations that have been carried out during the summer which include receipt of quotations for the work. To consider the implications of the Parish Council either

  1. Agreeing to amendment of the Parish Council/Sports Association lease to return the responsibility for maintenance of the ditch to the Parish Council.
  2. Agreeing to consider maintenance of the ditch this year as requested by the Sports Association but with the Association retaining ongoing responsibility for the ditch.
  3. Refusing to undertake the task of clearing the ditch because of the ongoing cost for Council Taxpayers, since July 2009, of repayment of the loan on the pavilion, ie £4,643 p.a. and £4,000 contribution either this year or next towards repair of Ladybird Lane.
  4. Water from Chapel Hill/Paygate Road and flooding into Ladybird Lane and, subsequently, into the ditch.

Note that whatever decision is made, the Parish Council is still responsible for clearing the car park part of the ditch.

F11/12.32 Bus shelter. To consider quotations for repairs to the bus shelter.
  Mrs P Raymond
Clerk/Responsible Financial Officer, Sedlescombe Parish Council
01424 870508
31 August 2011