MINUTES of the Meeting of the Finance + General Purposes Committee held at 8.00pm on Thursday 6 September 2018 in the Village Centre, Trinity Road, Hurstpierpoint.  

Committee Members Present 

Also Present:   

Charlotte Kempson – Assistant clerk 

Paul Mayne – Assistant Clerk 

1 Member of Public 

F18/028. Apologies for Absence and Declarations of Interest:  The following apologies were received prior to the meeting and accepted:  Stephen Hand, Julia Shorrocks., Martin Machin. There were no declarations of interest.   

F18/029.  Minutes of the meetings of Finance + General Purposes Committee of 9 August 2018:  The Minutes were received and accepted and signed by the Chairman. 

F18/030.  Matters arising from Minutes of the Finance + General Purposes Committee of 9 August 

2018: There were no matters not otherwise covered on this agenda.   

F18/031.  Adjournment for questions from the public:  The Committee AGREED to adjourn the Meeting in accordance with Clause 19d) of Standing Orders, in order to receive questions from the member of the public 

  RESOLVED:The meeting is adjoined to receive questions from the member of public. 

The member of the public spoke in reference to F18/034.4 Reeds Lane Play Area and requested that someone from the 

Sayers Common Steering Group be part of the Working Group being set up by Council. A discussion took place and the Committee agreed that the matter should go to full Council for their consideration. The Committee requested the office liaise further with MSDC regarding S106 monies available.  

The meeting then resumed 

F18/032.  FINANCIAL MATTERS:  

F18/032.1 Grant:  The Committee was asked to approve a grant of £2500 for Hurst Festival.  The application was received 23 August 2018 and the Festival committee would appreciate early payment.  The sum is in the budget 2018/19.  (This matter would normally be authorised by Community Affairs Committee, but due to the short notice it is proposed that this Committee approves the payment.)  (REF:  Hurst Festival grant application 23 August 2018) A question arose whether the payment for 2018/2019 had already been paid in 2017.  The Committee approved the grant but requested the office confirm payment has not already been made for 2018/19. 

RESOLVED:  That a grant of £2500 is made to Hurst Festival for its event in 2018, on confirmation from the office that payment has not already been made.  

F18/032.2 Payments and receipts:  The Committee was asked to RESOLVE to approve payment of accounts totalling £37,868.38 for month 6 (September 2018) and the total receipts of £8,190.23 for Month 5 (August 2018) (Ref: 

Schedule 1   RECEIPTS Schedule) 

RESOLVED:  The Committee approves the revised schedule of payments presented of   £39,417.84 for September 2018.   

F18/032.3 Financial monitoring:  The Committee was asked to note the Accounts Records for Month 5 (August 

2018), in accordance with the Financial Regulations of the Council, as follows:  

(1)  Bank reconciliation and Trial Balance  

F18/032.4.  Deposits and Investment:  The Committee noted that the Caouncil was holding the following funds on the dates shown:   

F18/033.  CONTRACTS:  The Committee noted the following contracts with a cost over £500 + VAT: 

F18/033.1 Street lighting Replacement Scheme:  There has been no further action since the last report.   

F18/033.2 Hurst Meadows (Contract 2 – Little Park):   The Contract is now complete.   

F18/033.3 Village Gateways:  As previously agreed (Committee meeting 9 August 2018 Minute F18/026.2) the contract has been placed for the supply of the gateways.  A separate contract will be awarded for the installation and quotations are being sought from at least two contractors.  (Budget code 6015) 

F18/033.4 Hurst Meadows waste bins:  As approved by the Hurst Meadows Management Committee (meeting 21 June 2018 Minute PA18/011) an order has been made to Glasdon Ltd for the supply of dog and general waste bins for 6 locations.  A contract has been let to Barcombe Landscapes for the installation at a cost of £600 +VAT.  (Budget code 6014) 

F18/033.4 Trinity Road steps and footpath:  As approved by the Hurst Meadows Management Committee 

(meeting 16 August 2018 Minute PA18/019) a contract has been let to Barcombe Landscapes for the resurfacing of the footpath, and this work was completed 28 August 2018.  A second contract for the steps wall brickwork repairs has been let to Any Garden but a start has not yet been confirmed.  (Budget code 6014) 

F18/033.5 Village Garden and War Memorial site- grounds maintenance Contract B:  The maintenance contract is currently let to Wilkinson Landscapes, and expires 31 December 2018.  The contractor had advised that he does not wish to renew and it was therefore proposed that tenders are sought for a 5-year grounds maintenance contract, extendable by two years, commencing 1 January 2019.  It was also suggested that the contract include for a one-off replanting of the Garden, removing the existing grasses in the front beds, and replacing with a range of high colour and variegated leaf bushes.  The use of flower plants would require regular watering and higher maintenance. A discussion took place and the Committee suggested that Barcombe, who manages the Councils Maintenance Contract A, is asked to include the Village Garden and War Memorial in their schedule of works for the short term, to allow additional time for tenders to be sent out for the new contract B. Barcombe are to be included in the list of contractors the tenders are sent out too. The Committee felt a 5 year contract was too long and a reduced time scale was more appropriate. They also considered the contract should allow for more flexibility to enable the addition of extra works if required.  

F18/034.  PROJECTS:  

F18/034.1 Action List 2017/18:  The Committee noted the Action List for the Council Year 2018/19.  (Ref:  ACTION LIST 2018/19 rev29 30 August 2018  

F18/034.4 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 Committee was asked to note the results of the consultations as detailed in the Briefing Note.  It has been agreed that a small sub-group of Members will consider the results and, taking account of the available budget, propose a specification to enable quotations to be sought.  (REF:  BRIEFING NOTE Reeds Lane Play Area Consultations 24 August 2018)  

F18/035.  OPERATIONS:  The Committee noted (exception reports only): 

F18/035.1 Street lighting: (No report) 

F18/035.2 Toilets: (No report) F18/035.3 Trees: (No report) F18/035.4 Cemetery:   

(1) Cemetery wall:  A meeting took place on site on 21 August 2018 with the adjacent landowner from which further suggestions were made regarding the repairs.  A further site meeting and discussions took place with one of the Council’s retained contractors at which it was proposed that the wall is retained, and a series of concrete/brick buttresses are placed on the east side.  The 20m section of collapsed wall could be rebuilt and buttressed.  The buttresses would be sited on the adjacent land, and the owner is willing to support this solution, as being less disruptive.  A legal agreement (licence) would be required to permit the buttresses owned by the Council to be sited on the land.  The contractor is preparing designs and quotes for the Council’s consideration.  Reference is made to the Briefing Note which explains the options for repair that have been so far considered.    A discussion took place and the Committee suggested a Structural Engineer is consulted to manage the project,  to ensure the new wall is structurally sound and to the correct specification.  Ref: (BRIEFING NOTE Cemetery Wall 30 August 2018.) 

F18/035.5 Recreation Grounds:  

F18/035.6 Waste bins:    

F18/035.7 Buildings: (No report) 

F18/035.8 Allotments: (No report) 

F18/035.9 Village Centre: (No report) 

F18/035.10 Village Garden: (No report) 

F18/035.11 Highways: (No report)  

F18/035.12 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 9.10 pm 

Chairman