SPC logo

FINANCE AGENDA

YOU ARE HEREBY SUMMONED TO ATTEND THE MEETING OF THE FINANCE COMMITTEE OF SEDLESCOMBE PARISH COUNCIL TO BE HELD ON TUESDAY 04/12/12 AT 19:00 IN COMMITTEE ROOM 2 OF SEDLESCOMBE VILLAGE HALL

MEMBERS: Cllrs Chapman, Eldridge, Anson, 1 vacancy

Cllr J Vine-Hall (Chairman of the Council), Cllr P Glew (Vice-Chairman of the Council)

Line
F12/13.29 Apologies and reasons for absence.
F12/13.30

Interests

  1. 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 2012.
  2. To receive written requests for dispensation from councillors.
F12/13.31 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.
F12/13.32 Minutes. To Resolve: That the Chairman of the Committee is authorised to sign the Minutes of the Meeting of the Finance Committee held on 16/10/12.
F12/13.33

Volunteer Scheme. The Parish Council, at its meeting on 20/11/12, agreed to set up a Sedlescombe Volunteer Scheme and delegated the Finance Committee to agree working details.

  1. Volunteer Registration Agreement to be introduced to ensure that volunteers are working under the auspices of the Parish Council and are covered by the Council's public liability and personal accident insurance. Committee to agree the Volunteer Registration Form.

  2. Job Sheets are to be introduced for each type of voluntary work approved by the Council listing the site location(s), hazards that need to be brought to the attention of the volunteers for their protection and the tools and equipment needed for the job. Committee to agree the Job Sheet.
F12/13.34

Jobs List

  1. To note the jobs that have been completed recently.
    1. Cllr Chapman has made the following repairs:
      1. Riverside Playing Field (PF) - replaced one seat slat in playground.
      2. Riverside Playing Field (PF) - turned round steel gate next to public footpath to stop fingers from getting trapped between post and gate.
      3. Riverside Playing Field (PF) - Repaired Klondike x 2.
      4. Bus Shelter (BS) - screwed back 3 weatherboards on bottom left side.
      5. Village Green (VG) - glued and screwed bracket onto village pumphouse seat arm.
      6. Church Hill (CH) - fitted new timber back rail and painted same.

  2. To note the current situation regarding the creation of a Multi-Use Games Area (MUGA) at the tennis courts:
    1. Loan repayments.
    2. Fencing.
    3. Surfacing.

  3. To note the current situation regarding the extension to the Sportsfield Car Park.

  4. To note information from ESCC Highways re:
    1. Additional work suggested by the Parish Council for the Parish Maintenance Team.
    2. Highways maintenance work passed to Graeme Lake at Parish Council meeting on 20/11/12.
    3. White lining.

  5. To note that, in accordance with Sedlescombe's Financial Regulations, quotations were invited from local contractors for grounds maintenance and other work for the end of the 2012-13 season and for the 2013 season. A general invitation was placed on the Parish Council's website from 01/10-05/11/12, in several issues of the Sedlescombe News and for one week in the Sedlescombe Village Voice column of the Battle Observer. Individual invitations were sent to Roger's Gardening Services, Landscape Services, Southern Counties Landscapes, John O'Connor Grounds Maintenance, Kemp & Catt Ltd of Ewhurst.

    Quotations were received from 1) three contractors with an additional quote for herbicide treatment from another contractor and 2) an additional contractor quoting for the annual professional playground inspection.

  6. To review the Jobs List (hard copy to be provided to councillors and to agree whether each task should be allotted to a contractor or to volunteer(s).

  7. To resolve acceptance of grounds maintenance quote(s) for the work that has not been allocated for voluntary work.
F12/13.35

Annual Report & Directory 2013

  1. To resolve acceptance of a quote for printing 800 copies of a 36-page booklet with colour cover as the 2013 Annual Report & Directory.

  2. To consider front cover.

  3. To note that a form will be available for businesses to apply for advertising space in the 2013 Directory and website.
F12/13.36 Proposed bus stop in The Street. To receive a report from Cllr Glew and the financial implications for the Parish Council.
F12/13.37

Administration costs. Committee to consider amounts for inclusion in the 2013/14 budget.

  1. Chairman's Allowance.
  2. Clerk's Salary and total Employment Costs.
  3. Insurance.
  4. Maintenance of offices
  5. Subscriptions to other bodies.
  6. Election expenses.
  7. Computer and software.
  8. Website expenses.
F12/13.38 Grant aid and letter of support to Battle Area Community Transport
F12/13.39 Inspection of the interior of the pavilion. Cllr Chapman to report.
F12/13.40 Fund-raising for a defibrillator for Sedlescombe.
F12/13.41

Date of next meeting: 11/12/12 - Budget meeting and recommendation to Council of the precept.

 

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

26 November 2012