Dear Councillor 

There will be a meeting of the FINANCE + GENERAL PURPOSES Committee to be held at 8.00 pm on Thursday  9 August 2018 in the Village Centre, Hurstpierpoint and you are summonsed to attend.   

Members of the public have a right and are invited to attend.   

Stephen Hoyles    CLERK TO THE COUNCIL 

AGENDA 

1. 1. Apologies for Absence and Declarations of Interest:  To receive and accept apologies for absence and to note any declarations of interest.   

1. 2. Minutes of the meeting of Finance + General Purposes Committee of 12 July 2018:  To receive and adopt the minutes.   

1. 3. Matters arising from Minutes of the Finance + General Purposes Committee of 12 July 2018: There are no matters not otherwise covered on this agenda.   

1. 4. Adjournment for questions from the public:  The Committee is to consider whether to adjourn the Meeting in accordance with Clause 1(d) of Standing Orders, in order to receive questions from members of the public.   

1. 5. FINANCIAL MATTERS:  
   1. 5.1 Payments and receipts:  The Committee is asked to RESOLVE to approve payment of accounts totalling £33,300.85 for month 5 (August 2018) and the total receipts of £5,141.43 for Month 4 (July 2018) (Ref: Schedule 1 and 2 ATTACHED) RECOMMENDATION:  The Committee RESOLVES to approve the schedule of payments of   £33,300.85 for August 2018.   

1. 5.2 Financial monitoring:  The Committee is asked to note the Accounts Records  for Month 4 (July 2018), in accordance with the Financial Regulations of the Council, as follows:  

(1)  Bank reconciliation and Trial Balance (PRESENTED at the MEETING) 

5.3.  Deposits and Investment:  The Committee is asked to note that the Council was holding the following funds on the dates shown:   

5.4  Allotment rents:  The rent for the year from 1 October 2018 has been set at £4.20/rod (a rise of £0.20p from the prior year).  The Council as landlord is required to give a minimum 12 month’s notice of any change to rates.  The rates are still generally in the lower third of rents charged by neighbouring councils, and it is suggested that a further £0.20p/rod rise is set for the year from 1 October 2019.  The Committee is asked to note that the current tenancy agreement is being reviewed with the intention of creating a simpler and better-understood document for future use.  The revisions will be brought to Committee for approval in due course.  RECOMMENDATION:  The rent charge for the Council’s allotments are set at £4.40/rod from 1 October 2018.   

5.5  Deposit account:  The Committee is asked to approve the placing of £52,772.33 into  a 95-day Saver Account with Nationwide, at a variable interest rate of 1.00%.  The funds are currently with a Nationwide 1-year account, expiring 20 August 2018.  (REF:  BRIEFING NOTE Nationwide deposit account 26 July 2018)   

RECOMMENDATION:  £52,772.33 is placed in a 95-day notice saver account with Nationwide, at a current rate of 1.00%.   

1. 6. CONTRACTS:  The Committee is asked to note the following contracts with a cost over £500 + VAT: 

6.1 Street lighting Replacement Scheme:  There has been no change from the previous report to the Committee (meeting 

12 July 2018), other than the Council’s email to the contractor’s senior management and their acknowledgement.  The contract with SSE is largely complete but the following matters remain outstanding:  Brighton Road – 3 lanterns to be replaced, Chestnut Grove – 2 columns to be connected, reference labelling of all lights, 15 older columns to be painted (but this was an extra to the contract.  To date no response has been received to the Council’s letter of 7 June 2018 regarding the performance of the contract, and a 

further detailed email was issued 28 June 2018 listing the outstanding matters for attention.  The Council currently holds two invoices from the contractor totalling £42,017.78 + VAT, with payment pending a resolution of the outstanding matters.  Meanwhile 134 streetlights are operating satisfactorily and the Council is benefitting from the reduced energy consumption of the LED lights, giving an annual saving of approximately £2,700 pa.   

The contractor has quoted for additional works which we have requested to be undertaken under the contract, as requested by the Council as follows:   

1. (1) The painting of 15 columns (these were previously fitted by others and require painting to the standard dark green specification) 
2. (2) An additional column in St Georges Place 
3. (3) An additional column in Blackthorns  
4. (4) Chestnut Grove:  new underground cabling required, not previously identified, to enable two new lights to function.  

It is proposed that these works are authorised at a cost of £7,371.72 + VAT. (Budget code: 6009)  

(REF:  BRIEFING NOTE Streetlights additional work 26 July 2018)   

RECOMMENDATION:  The additional works are placed with contractor SSE at a cost of £7,371.72 + VAT 

6.2 Hurst Meadows (Contract 2 – Little Park):   The fencing and gates have been installed.  There remains the placing of ‘MoT’ on some paths and the installing of temporary signs (as for Highfield Drive Meadows).  The Council’s contractor carried out a 

‘topping’ of the growth in the fields over the weekend 23/24 June 2018 (thistle and dock) to limit seed spread.  Whilst this was generally supported by the public, there has been one objection on the grounds of damage to wildlife.  It is understood that the topping should have been left until later in the year.   

6.3  Tree surgery:  Following the routine tree survey, a contract has been awarded to J Lee Trees for the reduction (but not felling) of the dead oak tree in Latchetts Lane, at a cost of £900.00 + VAT.   

1. 7. PROJECTS:  
2. 7.1 Action List 2017/18:  The Committee is asked to note the Action List for the Council Year 2018/19.  (Ref:  ACTION LIST 

2018/19 rev28  3 July 2018   ATTACHED) 

1. 7.2 Village Gateways:  Following the meeting of Council 26 July 2018 negotiations have taken place with two reputable contractors for the supply of the gateways and signs.  (A third company having installed gateways in a neighbouring area was investigated but the product was not in line with the specification required by this Council.)  A separate contract will be required for the installation, which must be undertaken by a company with the appropriate ‘street works’ licences to work in the public highway.  It is intended that specific proposals will be brought to the next meeting of the Committee.  The prices for the supply and delivery only of the gateways and signs were £13,595.90 and £14,358.33 + VAT.  The style and quality of the products has been investigated and it is recommended that the slightly more expensive option is chosen, due to its appearance and durability.   The cost of installation would be approximately £6,000 + VAT and would be placed with one of the Council’s local maintenance contractors, which brings the whole project in line with the budget of £20,000 (Code: 6015). 

RECOMMENDATION:  The supply of gateways and signs is placed with Glasdon UK Ltd at a cost of £14,358.33 + VAT 

1. 7.4 Reeds Lane  play area:  Further to the previous report to the Committee (7 June 2018)  consultations with local residents started 29 June 2018   and closed 31 July 2018.  The feedback is being assessed and a detailed specification will be prepared for consideration by the Committee.   

1. 7.5 Assets Management Plan:  The Committee is asked to note the new Plan, which has been prepared to schedule the routine maintenance of the Council-owned property.  The general principles are for annual condition checks, with maintenance as required, and external decoration every 5 years and internal every 7 years.  The Council Budget for 2019/20 will reflect some of the ‘catch-up’ maintenance that has been identified.  The maintenance inspections are in addition to the routine safety inspections which are undertaken in accordance with the Risk Assessment.  (REF:  Assets Management Plan – 25 July 2018  ATTACHED) 

1. 8. OPERATIONS:  The Committee is asked to note (exception reports only): 
2. 8.1 Street lighting:   (No report) 
3. 8.2 Toilets:  (No report) 8.3  Trees:  (No report) 

8.4  Cemetery:   

(1)  Cemetery wall:  The Planning Authority MSDC have advised that planning permission will be required for the replacement and that the installation of a fence and/or hedge would have to be justified.  It is intended that a Yew hedge is installed and an application is being prepared.   

8.5  Recreation Grounds:  

8.6  Waste bins:    

(1)  South Avenue Recreation Ground:  As experienced in Summer 2017, there has been considerably more waste arising during the school holidays.  The contractor has therefore been instructed to move to twice-weekly collections for the 5 weeks of the holiday period.   

8.7  Buildings: (No report) 

8.8  Allotments:  (No report) 

8.9  Village Centre:   (No report) 

8.10  Village Garden:  (No report) 8.11  Highways:  (No report)  

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

Protocol for filming and recording at public meetings:  The Council has a protocol for public filming, recording and photography at its meetings, which is available on the Council’s website or on request at the Parish Office.