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SEDLESCOMBE PARISH COUNCIL

RESOLUTIONS

Council 17/05/11

C11/12.1

17/05/11

That Councillor Wright be Chairman of the Council for the ensuing year. The Chairman signed her Declaration of Acceptance of Office.

C11/12.2

17/05/11

That Councillor Vine-Hall be Vice-Chairman of the Council for the ensuing year.

C11/12.3.1

17/05/11

That the Annual Report of the work of the Committees during the past year is received.

C11/12.3.2

17/05/11

That the following committees are constituted for the ensuing year with the Terms of Reference as attached to the agenda: 1) Planning; 2) Finance; 3) Emergency.

C11/12.3.3

17/05/11

That Membership of the Committees will be as follows for the ensuing year:
  1. Planning: Cllrs Glew, Mitchell, Rand, Reynolds with Cllrs Wright and Vine-Hall as ex-officio members with full voting rights.
  2. Finance: Cllrs Chapman, Glew, Heap, Martin with Cllrs Wright and Vine-Hall as ex-officio members with full voting rights.
  3. Emergency: Cllrs Chapman, Martin, Mitchell, Reynolds with Cllrs Wright and Vine-Hall as ex-officio members with full voting rights.

C11/12.4

17/05/11

That the following are appointed to represent the Council and are expected to provide regular reports to meetings of the full Council:

  1. Rother Association of Local Councils. Cllrs Glew and Wright.
  2. Village Hall Trustee. Cllr Glew.
  3. Sedlescombe Sports Association. Cllr Martin.
  4. Tree Warden. Cllr Martin.
  5. Transport representative. Cllr Glew.

C11/12.5

17/05/11

That the payment of the following subscriptions is approved as they fall due:

  1. Sussex Association of Local Councils £360.21 plus VAT of £11.62
  2. Rother Association of Local Councils £35
  3. Society of Local Council Clerks £135 or revised amount.

C11/12.6

17/05/11

That, in accordance with LGA 1972, s 83, the Council approves John Reynolds signing his Declaration of Acceptance of Office by the first available meeting following his return from holiday.

That, in accordance with LGA 1972, s83, the Council approves Anthony Rand signing his Declaration of Acceptance of Office by the next available meeting.

C11/12.9

17/05/11

That the Chairman of the Council is authorised to sign the Minutes of the Meeting of the Council held on 08/03/11.

C11/12.10.1

17/05/11

That the Minutes of the Meeting of the Planning Committee held on 29/03/11 are received.

C11/12.10.2

17/05/11

That the Minutes of the Meeting of the Finance Committee held on 29/03/11 are received.

C11/12.13

17/05/11

That the Internal Audit Report 2010-11 is noted.

C11/12.13.2

17/05/11

That the Chairman is authorised to sign the End 2010/11 Accounting Statement as follows:
 
2009/10
2010/11
1. Balances brought forward
36392
45780
2. +Annual precept
31500
31500
3. +Total other receipts
13572
14488
4. -Staff costs
-14725
-14800
5. -Loan interest/capital repayments
-4643
-4643
6. -All other payments
-16316
-23593
7. =Balances carried forward
45780
48732
8. Total cash and short term investments
61133
48510
9. Total fixed assets and long term assets
275000
275000
10. Total borrowings
49858
48499
11. Trust funds (including charitable) disclosure note. Figures above do not include any trust transactions.
YES
YES

C11/12.13.3

17/05/11

That the Chairman is authorised to sign the Annual Governance Statement as follows:

That we acknowledge as the members of Sedlescombe Parish Council our responsibility for ensuring that there is a sound system of internal control, including the preparation of the accounting statements. We confirm, to the best of our knowledge and belief, with respect to the accounting statements for the year ended 31 March 2011, that

  1. We have approved the accounting statements which have been prepared in accordance with the requirements of the Accounts and Audit Regulations and proper practices.
  2. We have maintained an adequate system of internal control, including measures designed to prevent and detect fraud and corruption and reviewed its effectiveness.
  3. We have taken all reasonable steps to assure ourselves that there are no matters of actual or potential non-compliance with laws, regulations and codes of practice which could have a significant financial effect on the ability of the council to conduct its business or on its finances.
  4. We have provided proper opportunity during the year for the exercise of electors' rights in accordance with the requirements of the Accounts and Audit Regulations.
  5. We have carried out an assessment of the risks facing the council and taken appropriate steps to manage those risks, including the introduction of internal controls and/or external insurance cover where required.
  6. We have maintained throughout the year an adequate and effective system of internal audit of the council accounting records and control systems and carried out a review of its effectiveness.
  7. We have taken appropriate action on all matters raised in reports from internal and external audit.
  8. We have considered whether any litigation, liabilities or commitments, events or transactions, occurring either during or after the year-end, have a financial impact on the council and, where appropriate have included them in the accounting statements.
  9. Trust funds (including charitable) - in our capacity as the sole managing trustee we have discharged our responsibility in relation to the accountability for the funds/assets, including financial reporting and, if required, independent examination or audit.

C11/12.13.5

17/05/11

That the bank reconciliations at the end of March and April 2011 are approved.

C11/12.13.6

17/05/11

That payment of the April 2011 cheque list is ratified and the May 2011 cheque list is approved.

C11/12.13.7

17/05/11

That the Clerk is paid £200, in accordance with the budget, towards maintenance of offices.

C11/12.13.8

17/05/11

That the Chairman is paid £200 as an allowance in connection with this post.

C11/12.14.1

17/05/11

That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re East View Terrace Kickabout Area as follows:
  1. That Sedlescombe Parish Council has been the owner of East View Terrace Kickabout Area since 31/01/1996.
  2. That there are no dedicated ways over East View Terrace Kickabout Area.
  3. That Sedlescombe Parish Council has no intention of dedicating public rights of way over this property.

C11/12.14.2

17/05/11

That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re Sedlescombe Village Hall Car Park and Red Barn Field Nature Park as follows:
  1. That Sedlescombe Parish Council has been the owner of Sedlescombe Village Hall Car Park and Red Barn Field Nature Park since 03/02/1999.
  2. That there are no dedicated ways over Sedlescombe Village Hall Car Park and Red Barn Field Nature Park.
  3. That Sedlescombe Parish Council has no intention of dedicating public rights of way over this property.

C11/12.14.3

17/05/11

That the Clerk makes a Statutory Declaration under the Highways Act 1980 s.31(6) re Sedlescombe Sports Field and Sedlescombe Sportsfield Car Park as follows:
  1. That Sedlescombe Parish Council has been the owner of Sedlescombe Sportsfield and Sedlescombe Sportsfield Car Park since 23/05/1985.
  2. That a public right of way across the land has been dedicated as a footpath as marked on the Definitive Map.
  3. That Sedlescombe Parish Council has no intention of dedicating any other public right of way over this property.

C11/12.14.4

17/05/11

That the Clerk forwards the Statutory Declarations and all other documents and maps required under the Highways Act 1980 s31(6) regarding the East View Terrace Kickabout Area, the Sedlescombe Village Hall Car Park and Red Barn Field Nature Park and Sedlescombe Sportsfield and Sedlescombe Sportsfield Car Park to East Sussex County Council.

C11/12.17.1

17/05/11

Community Transport. RESOLVED: That the completed questionnaire should be sent to Rother Voluntary Action with additional answers as provided by the Council.

C11/12.20.2.7

17/05/11

That the Council gives approval for the following work to be undertaken by the Sports Association at its own expense::
  1. Installation of loft flooring and a loft ladder.
  2. Installation of a large storage cupboard to be built into the alcove of the pavilion.
  3. Replacement of the green plastic fencing along river side of the Sportsfield with chestnut pale fencing (metal fencing to remain as existing).
  4. Installation of chestnut pale fencing around the cricket square instead of Green plastic fencing.

C11/12.20.2.9

17/05/11

That quotation No.14295 received from D&B Fencing of Sedlescombe Sawmills for £725 including VAT is accepted.

That a clear direction sign to the Sportsfield Car Park should be provided somewhere at the front of the Sportsfield/Pestalozzi entrance as visitors often end up at the Cottage Lane entrance to Pestalozzi.

C11/12.20.4.1

17/05/11

That the Parish Council approves a Brede Lane Car Park grounds maintenance agreement with Rother DC with the following main points:
  1. A ten-year period (up from five years) plus a proviso that the agreement will be subject to the outcome of Rother District Council's review of car parks in the District.
  2. First annual payment of £295.03 exclusive of VAT rising annually in line with the Consumer Price Index for grass cutting every two weeks, half moon edging annually, herbicide treatment annually and maintenance of 3 (down from 11) young trees in front of the toilets, one of which needs replacement.

C11/12.20.4.2

17/05/11

That the Clerk is authorised to request Rother to alter the markings at the car park to make it clear which way out should be taken.

C11/12.20.5

17/05/11

That the information regarding "Active Play" should be passed on to the School.