MINUTES of the Meeting of the Finance + General Purposes Committee held at 8.00pm on Thursday 10 

March 2016 in the Village Centre, Trinity Road, Hurstpierpoint.  

Committee Members Present 

Stephen Hand (Chairman) Rodney Jackson 

Allan Brown  John Lowman   

Also Present:   

1  Member of the public 

Stephen Hoyles – CLERK TO THE COUNCIL 

Charlotte Kempson – Assistant Clerk 

F15/064. Apologies for Absence and Declarations of Interest: The following apologies for absence were received prior to the meeting and accepted:  Judith Marsh,   Martin Machan,   Pam Mitchell,  Julia Shorrocks.    There were no declarations of interest.   

F15/065.  Minutes of the Finance + General Purposes Committee of 11 February 2016:  The Minutes were received and adopted and signed by the Chairman.   

F15/066.  Adjournment for questions from the public:  The Committee considered whether to adjourn the Meeting in accordance with clause 3(e) of Standing Orders, in order to receive questions from members of the public in attendance.   

RESOLVED :  The Committee Meeting is adjourned.   

A member of the public raised comments about Item F15/069.5  (Recreation Grounds:  (1)  South Avenue boundary hedge).  Concern was expressed that the new hedge was on a different alignment and the adjacent landowner had widened the private drive, to the detriment of the Council land.  The Meeting was advised that the Clerk and Maintenance Officer had inspected the site and, although the drive had been widened, the Council owned land had not been affected.  There was therefore disagreement between the Council officers and the member of the public.  The Committee agreed that it would appoint Chartered Surveyor and Member john Lowman to independently investigate the matter and report back.  The Meeting then resumed.   

F15/067.  FINANCIAL MATTERS:  

F15/067.1  Payments and receipts:  The Committee was asked to RESOLVE to approve payment of accounts totalling £40,137.35 for month 12  (March), and note receipts of £37,525.63 for month 11 (February)  (Ref: Payments 

March 2016 Schedules 434,435   ATTACHED;  Receipts February 2016  Schedules 433 ) 

RESOLVED:  The Committee RESOLVES to approve the schedule of payments of £40,137.35 for March 2016.  

F15/067.2  Financial monitoring:  The Committee noted the Accounts Records  for Month 11 (February 2015), in accordance with the Financial Regulations of the Council, as follows:  (1)  Bank reconciliation and Trial Balance (PRESENTED at the MEETING) 

It was noted that there were a number of unpresented cheques with long dates and it was agreed that these would be investigated.  

F15/067.3.  Deposits and Investment:  The Committee noted that the Council was holding the following funds:   

F15/067.4  Contracts:  

1. (1) Highfield Drive Parkland:  The Council’s solicitors had been instructed to act for the transfer of the COS1 land (as part of the s106 Planning Agreement for the land north of Highfield Drive).  It was expected that the transfer would take place by end May 2016 and the first payment of commuted sum be made.   
2. (2) High Street hanging baskets:  The Committee was asked to note that an offer had been received for the provision and fixing of 35 hanging baskets in the High Street, as specified by Community Affairs Committee.  Three contractors were invited but only one offer received for £1,237 + VAT from Greenscenes Landscapes.  The offer was on budget. The contractor had also been asked to offer a fixed price for a three-contract which is £3,706.64 + VAT and it was suggested that this offer is accepted.  The Chairman of Community Affairs Committee had been consulted and agreed to 

the three-year contract.  The committee noted that the shopkeepers were required to indemnify the Council and provide and install the fixing brackets.   (Ref:  Greenscene Landscapes – email 19 February 2016 and 1 March 2016)  RESOLVED:  The contract for hanging baskets is awarded to Greenscenes Landscapes for a three-year term at a price of £3,706.64 +VAT.   

F15/067.5  Leases:  The Committee was advised that the new lease  for Chantry House had today been received from solicitors Mayo Wynne Baxter.  A further report would be brought to the Committee in due course.   

F15/067.6  Financial Regulations – review of Direct Debits and Standing Orders:  In accordance with the Council’s Financial Regulations (15 May 2015;  5.6 and 6.7) the Committee was required to review the instructions to the bank for Direct Debits and Standing Orders.  (Ref:  Schedule of instructions to the bank for Direct Debits and Standing Orders  – 1 March 2016 ) 

RESOLVED:  The Schedule of  instructions to the bank for Direct Debits and Standing Orders (1 March 2016) is approved.   

F15/067.7  Authorised payments 2015/16:  At the visit of the Internal Auditor 6 October 2015, the matter was raised of some inconsistency of payments authorised by Finance + General Purposes Committee, and the appended payments schedules.  The error occurred when additional late payments were added to the schedule but had not been properly recorded in the minutes.  This matter had been investigated and the figures are shown in the BRIEFING NOTE:  The Committee was therefore asked to RESOLVE to note the mis-recording of the Minutes of 9 July 2015, 13 August 2015, 3 September 2015 and 8 October 2015, as detailed in the Briefing Note.  (Ref:  BRIEFING NOTE Authorised payments 2015/16   18 February 2016 ).     

RESOLVED:  The revisions to the recorded payments in the Minutes are approved.   

F15/068.  PROJECTS:  

F15/068.1  Action List 2015/16:  The Committee noted the Action List for the Council Year 2015/16.  (Ref:  ACTION LIST 2015/16 rev9 2 March 2016) 

F15/068.2  Seats:  The Committee was asked to agree to the replacement of two the existing ‘angle-iron’ seats in south Avenue Recreation Ground with the new ‘parish- style’ seats.  These replacements were next on the priority list and the estimated cost was £1,800 +VAT, for supply, fixing and disposing of the existing.  The current remaining budget is £1,369 plus £250 donation =  £1,619,  leaving a deficit of £181.  This additional cost can be met from within the 2015/16 CAPEX budget.  (Budget code 6003)  

RESOLVED:  Two replacement seats are installed in the South Avenue Recreation Ground.   

F15/069.  OPERATIONS:  (exception reports only) F15/069.1  Street lighting:    Nothing to report.   

F15/069.2  Toilets:  Nothing to report.   

F15/069.3  Trees:  Nothing to report.   

F15/069.4  Cemetery:   Nothing to report.   

F15/069.5  Recreation Grounds:   

(1)  South Avenue boundary hedge:  Further to Minute F15/063.4(2)  of the Committee meeting of 11 February 2016, the Committee  was advised that the work had been completed.  Reference was made to previous Minute F15/066 –  Adjournment for questions from the public. 

F15/069.6  Dog waste bins:  Nothing to report.   

F15/069.7  Buildings:   

(1)  Chantry House Stables (Community Charity Shop):   An approach had been received from representatives of the Shop who are exploring a possible extension to create more space and a possible community help-point.  It had been requested that a brief presentation of the ideas are made to the Council and the committee agreed that it would receive the presentation at its next meeting.  

F15/069.8  Allotments:   Nothing to report.   

F15/069.9  Public enquiries: The Committee was advised that the Parish Office maintains a  Customer log  of all public enquiries and which is available for inspection by Members.   

There being no other business the Chairman closed the meeting at      9.05 pm    Chairman