SPC logoFinance Committee Minutes

Meeting on 8th March 2016
in Committee Room 2 of Sedlescombe Village Hall
starting after the Full Council Meeting at 19:00

All Minute Numbers are preceded by F14/15

Present:
Chairman - Cllr Pauline Glew
Cllr Anson, Chapman, Page
Ex-officio member: Cllr J Vine-Hall (Chairman of the Council)
Clerk/RFO: Mrs Carol Hodgson

42 Apologies
None required. All Members were present.

43 Interests in items on the Agenda
None received

44 New written requests for Dispensation
None received

45 Public participation session re matters on the Agenda at the Chairman's discretion.
There were no Members of the public present.

46 Approval of Minutes of Finance Meeting held on 15-Dec-15
RESOLVED: That the Chairman is authorised to sign the minutes of the Finance meeting held on 15th December 2015.

47 To approve the cost of five x '7 day temporary speed surveys' by ESCC Highways at a cost of £1,500+VAT on the following roads/lands:

  1. The stretch of road taking-in Chapel Hill - Cottage Lane - Harts Green
  2. Stream Lane
  3. Hurst Lane
  4. Brede Lane
  5. The Street

RESOLVED: The Finance Committee approves the funding to undertake five x '7 day temporary speed surveys' by ESCC Highways at a cost of £1,500+VAT on the nominated lanes/roads.

48 To receive quotes for 2016 Grounds Maintenance in Sedlescombe
Quotes had been received from two grounds maintenance contractors.
Landscape Services £2,724.35 to £3,946.47 + vat (PC's current supplier)
G Burley and Sons Ltd £2,650.00 + vat (Price held for 3 years)
RESOLVED: To accept the quote from G Burley and Sons Ltd for a 3 year fixed cost contract at £2,650.00 + vat to undertake the grounds maintenance in Sedlescombe subject to providing a breakdown of costs for each area and confirmation that any work not completed by the contractor will not be chargeable

49 To receive quotes for 2016 printing of bulletins and the Annual Directory
Quotes had been received from two printing suppliers.
Fastprint & Design Ltd: 800 x Annual Directory £510 / 700 x Bulletins £48 + vat (PC's current supplier)
Print Station Ltd: 800 x Annual Directory £425 / 700 x Bulletins £66 + vat
RESOLVED: To accept the quote from Fastprint & Design Ltd at 800 x Annual Directory £510 / 700 x Bulletins £48 + VAT

50 Neighbourhood Plan

  1. To receive an update on applying for a grant from Locality towards the costs of continued work on the neighbourhood plan.
    Cllr. Vine-Hall reported that Parish Council had been successful in securing a further Neighbourhood Plan Grant from Locality amounting to £8,800 which should cover all the expenses.
  2. To approve quotes for professional consultation work for the neighbourhood plan.
    The following quotes had been obtained:
    GRF Planning: Professional services for preparing reports relating to allocation of land at Scotch Down and land to the North of the Village Hall. £700
    rCOH Ltd: Professional services for plan preparation up to and including the submission of the documentation for examination. £7,000 + VAT
    RESOLVED: To accept the quotes from GRF Planning at £700 and rCOH Ltd at £7,000 + VAT which will be covered by the Locality grant.

51 Finance

  1. To receive the latest statement of accounts for February 2016 and transactions
    Received and noted.
  2. To receive the latest bank reconciliation for January 2016
    Received and noted
  3. To approve the following cheques for payment:-
    a Sedlescombe Village Hall January and February Hire
    £20.00
    b Mrs C Hodgson Salary - Feb-16
    940.13
    RESOLVED: The cheques were approved for payment

  4. Internal Audit
    a. To appoint an Internal Auditor for the year ending 31st March 2016
    Alison Hillman - Parish Council's current Internal Auditor - had advised that due to an increasing workload she was winding down her Internal Audit Service. Three independent Internal Auditors had been approached.
    RESOLVED: To appoint Mr. Keith Robertson as Internal Auditor for the year ending 31st March 2016.

 

Chairman

 

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