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

10 January 2019 in the Village Centre, Trinity Road, Hurstpierpoint.  

Committee Members Present 

Also Present:   

Stephen Hoyles CLERK TO THE COUNCIL 

Paul Mayne – Assistant Clerk 

The Committee noted with sadness the recent passing of Committee Member Cllr Amanda Geel  and that a time of reflection would be available at the forthcoming full meeting of Council.   

F18/060. Apologies for Absence and Declarations of Interest:  The following apologies were received prior to the meeting and accepted:  Martin Machan,  Julia Shorrocks.   There were no declarations of interest.   

F18/061.  Minutes of the meetings of Finance + General Purposes Committee of 6 December 2018:  The Minutes were received and accepted and signed by the Chairman. 

F18/062.  Matters arising from Minutes of the Finance + General Purposes Committee of 6 December 

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

F18/063.  Adjournment for questions from the public:  There being no members of the public present the  Committee was not required to adjourn the Meeting in accordance with Clause 19d) of Standing Orders.   

F18/064.  FINANCIAL MATTERS:  

F18/064.1 Payments and receipts:  The Committee was asked to RESOLVE to approve payments £42,971.94 for month 10 (January 2019) and the total receipts of £1,889.40 for Month 9 (December 2018) (Ref: Schedule 1 ) RESOLVED:  The Committee RESOLVES to approve the schedule of payments of   £42,971.94 for January 2019.   

F18/064.2  Financial monitoring:  The Committee noted the Accounts Records  for Month 9 (December 2018), in accordance with the Financial Regulations of the Council, as follows:  

1. (1) Bank reconciliation and Trial Balance  
2. (2) Income/Expenditure  (QTR3 ) 

F18/064.3.  Deposits and Investment:  The Committee noted that the Council was holding the following funds on the dates shown:   

F18/064.4  Budget 2019/20:  The Committee was asked to approve the Budget and Precept for 2019/20 and make a RECOMMENDATION to COUNCIL at its meeting 24 January 2019 to approve the Budget and set the Precept.  It was noted that the Revenue Budget indicates a surplus of £ NIL  on expenditure of £277,132.  The CAPEX Budget shows a surplus  of £9,915 on expenditure of £91,625.  It was predicted that the total funds (earmarked plus general reserves) will increase from an estimated £333,000 to £347,916  at 31 March 2020.   

It was proposed that there is a 5% increase in Band D Council Tax (to £71.74) which, with a 2.8% increase in the Tax Base, provides for a 7.8% increase in Precept  to £218,788.  In discussion it was agreed that the Hurst Meadows Management Committee would have a separate budget heading, for presentation purposes.   

(Ref:  Budget 2019/20 V5  6 December 2018 ;  BRIEFING NOTE Budget and Precept  2019/20  28 Nov 2018)   

RECOMMENDATION to COUNCIL:   

1. (1) Budget 2019/20 (V5 6 December 2018)  is approved.  
2. (2) The Precept 2019/20  is set at £218,788  equating to an increase on the Band D Council Tax of 5%.   

F18/065.  CONTRACTS:  The Committee noted the following contracts with a cost over £500 + VAT: 

F18/065.1  Village Gateways:   The installation contract had been awarded and work is expected to start on site  in the week commencing 14 January 2019.  Discussion was taking place with the Twinning Association regarding the addition of ‘twinning’ signs  on the gateways at Sayers Common.  At this stage the additional signs had not been ordered.  

F18/065.2  Streetlight replacement scheme:  The Committee was advised that the following remained outstanding:  I column to be painted; all columns to be labelled; 2 pole-mounted lanterns to be installed in Brighton Road; 1 ‘gear-tray’ repair at Hassocks Road;  certification to  be provided.   

F18/066.  PROJECTS:  

F18/066.1 Action List 2018/19:  The Committee noted the Action List for the Council Year 2018/19.  (Ref:  ACTION LIST 2018/19 rev31  20 December 2018 ) 

F18/066.  OPERATIONS:  The Committee is asked to note (exception reports only): 

F18/066.1  Street lighting:   (No report) 

F18/066.2  Toilets:  (No report) 

F18/066.3  Trees:  It was reported that an Ash tree had been identified in the Wilderness woodland, overhanging a garden  in Wilderness Road, and thought to be damaged.  The MSDC Tree Officer had inspected and the Parish Office was arranging for appropriate tree surgery.  It was noted that the Wilderness woodland (recently acquired by the Council) was under a  TPO and surgery would only take place where there was a risk of failure.   

F18/066.4  Cemetery:  (No report) 

F18/066.5  Recreation Grounds:   A toddler swing was being repaired in South Avenue Recreation Ground;  the St Georges Green steps had now been repaired; the flint faced boundary wall at St Georges Green was being monitored for deterioration.   

F18/066.6  Waste bins:  Some recent collections of dog waste bins had been missed by the MSDC contractor.   

F18/066.7  Buildings: (No report) 

F18/066.8  Allotments:  The waiting list had reduced from a recent high of 17 to a current 8.  The Allotments 

Association had requested some additional standpipes and it was agreed that four would be provided at location to be agreed between the Association and the Parish  Office.   

F18/066.9  Village Centre:   (No report) 

F18/066.10  Village Garden:  A new maintenance contract was being prepared, to start Spring 2019.   

F18/066.11  Highways:  (No report)  

F18/066.12  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   9.10pm 

Chairman