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

11 July 2019 in the Village Centre, Trinity Road, Hurstpierpoint.  

Committee Members Present 

Also Present:   

Stephen Hoyles CLERK TO THE COUNCIL 

Paul Mayne – Assistant Clerk 

F19/016. Apologies for Absence and Declarations of Interest:  There were no apologies for absence and no declarations of interest.      

F19/017.  Minutes of the meeting of Finance + General Purposes Committee of 6 June 2019:  The Minutes were received and accepted and signed by the Chairman. 

F19/018.  Matters arising from Minutes of the Finance + General Purposes Committee of 6 June 2019:  

(1)  Minute  F19/008.4:  South East Water:  Cllr Jee raised the matter of process but the Committee Chairman confirmed that it was not a matter for the Committee.  

There were no other matters not otherwise covered on this agenda.   

F19/019.  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.   

F19/020.  FINANCIAL MATTERS:  

F19/020.1 Payments and receipts:  The Committee was asked to RESOLVE to approve:  

1. (1) Revised payments of  £57,053.83  for month 3 (June 2019) (Ref: Schedule June 2019) 
2. (2) Payments of 19,512.85  for month 4 (July 2019) total receipts of £7,700.28  for Month 3 (June 2019) (Ref: Schedules July 2019) 

RESOLVED:  The Committee approves  

1. (1) Revised payments of  £57,053.83  for month 3 (June 2019)  
2. (2) Payments of 19,512.85  for month 4 (July 2019) 

F19/020.2  Financial monitoring:  The Committee was asked to note the Accounts Records  for Month 3 (June 

2019), in accordance with the Financial Regulations of the Council, as follows:  

1. (1) Bank reconciliation and Trial Balance  
2. (2) Qtr 1  Income /Expenditure Reports (June 2109):  The overspend recorded for grants (Code 4108) was noted, but that most of the amount was for grants made in 2018/19 but not paid until 2019/20.  The budget items for Parkland (code 2202) would be reallocated to Hurst Meadows (Code 7002).   

F19/020.3.  Deposits and Investment:  The Committee noted that the Council was holding the following funds on the dates shown:   

F19/020.4  WSCC Pension Fund – Employer Forum:  The Committee noted the presentation made to the Forum 

13 May 2019.  (REF:  WSCC Pension Fund – Employer Forum 13 May 2019) 

F19/021.  CONTRACTS:  The Committee  noted the following contracts with a cost over £500 + VAT: 

F19/021.1  Public toilets- handwash maintenance:  The contract for the maintenance has been renewed at a cost of £925 + VAT for the 12-month period.  (REF:  Wallgate Ltd Quotation  2620   June 2019)   

F19/022.  PROJECTS:  

F19/022.1 Action List 2019/20:  The Committee noted the Action List for the Council Year 2018/19.  It was agreed that the Parish Action Plan, along with the Action List  would be considered by the Committee at its meeting 12 September 

2019.  (Ref:  ACTION LIST 2019/20 rev33  23 April  2019) 

RESOLVED:  The Parish Action Plan, along with the Action List  would be considered by the Committee at its meeting 12 September 2019. 

F19/022.2  Roadside weedkilling:  Following the demise of the WSCC  and local parishes agreement for highways 

maintenance, the Burgess Hill TC ‘team’ no longer carry out minor maintenance tasks around the parish.  As a result the road signs are no longer routinely cleaned and the footway and roadside weedkilling was not carried out.  The Parish Office had been considering this position and coincidently an offer had been received from an individual local operator to  undertake weedkilling around the High Street in advance of the St Lawrence Fair in July 2019.  The operator had offered to undertake the work at no cost and he had been directed to WSCC to obtain the necessary permission.  The Committee considered whether the Council would undertake routine weedkilling and road sign cleaning around the Parish.  A suitable contractor would be required to hold appropriate licences for handling weedkillers and for working around the public highway.  It was suggested that some of the twittens should be included for treatment.  It was agreed that investigations were made and detailed proposals brought to the Committee in due course.  (REF:  T S Landscapes, Hurstpierpoint)   RESOLVED:  Investigations are made into  undertaking routine roadside weedkilling and sign cleaning, and proposals brought to the Committee for consideration.  

F19/022.3  Bus Shelter, Sayers Common:  The outcome of the recent consultation by WSCC was still awaited.  

The Parish Council had secured up to £10,000 of s106 funding (Community Buildings) from MSDC, which would be paid once an approved scheme was confirmed.  The next stage would be to obtain detailed quotations for supply and installation.  The committee agreed that the design should if possible include side windows and be of timber construction, being similar to the existing shelter on the southbound side of the road.   (REF:  MSDC s106   Schedule 20 June 2019) 

F19/023.  OPERATIONS:  The Committee noted (exception reports only): 

F19/023.1  Street lighting:   (No report) 

F19/023.2  Toilets:  (No report) 

F19/023.3  Trees:  A willow tree in the Cemetery had been ultra-sound tested and found to be severely damaged and required felling.   

F19/023.4  Cemetery:   

(1)  Cemetery Wall.  The collapsed wall (previously reported to Committee) had not yet been repaired due to false starts with contractors, and no contract had been awarded.  There was one valid quote from Barcombe Landscapes which was being reviewed and it was intended that following discussions a revised proposal will be brought to Committee for approval.   

F19/023.5  Recreation Grounds:   

1. (1) RoSPA  safety report:  A routine annual safety inspection of the Council’s play equipment had been undertaken by RoSPA 10 June 2019.  There were no matters requiring immediate attention and other issues would be addressed through  normal maintenance.  (REF:  RoSPA  Safety Inspection Report  – South Avenue and Reeds Lane recreation grounds – 11 June 2019)     
2. (2) South Avenue Recreation Ground – St Lawrence Fair:  A licence had been granted for the Fair from 4 to 7 July 2019  inclusive, and it was understood that the event proceeded satisfactorily.  The Parish Council attended the event with its own stall.  

F19/023.6  Waste bins:   (No report) 

F19/023.7  Buildings:   The refurbishment work on the Village garden  bus shelter started in the week from 8 July 2019.   

F19/023.8  Allotments:  (No report) 

F19/023.9  Village Garden:  The summer floral planting had taken place.  The Committee expressed concern about the lack of variety in the new planting and asked to have the opportunity of reviewing the planting plan for the next season.  It was also suggested that further weeding should take place next to the wall at the west end.  A small dead tree had been identified and is to be removed.   

F19/023.10  Highways:  (No report)  

F19/023.11  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.  

F19/024.  Land and Property:   

F19/024.1  Millennium Garden:   The Committee was asked to note that advice had been received from Trinity Court Retirement Management Co Ltd, being adjoining neighbours to the Millennium Garden, to the effect that they believe that remedial works should be carried out on the boundary, and that these works were the responsibility of the Millennium Garden Trust, being the current sub-lease holders.  The comments had been passed to the Trust.  (REF:  Trinity Court Retirement Management Co Ltd  ltr 12 June 2019) 

F19/024.2  Hurst Meadows,  Highfield Drive:  The committee was asked to note that advice had been received from the previous owners of the fields an easement for drainage pipes passes over part of the land now in the Council’s ownership.  In order that the pipes could be adopted Southern Water  require a Deed of Discharge to be issued by the Council.  The matter had been referred to the Council’s solicitors and their response was that the Council is under an obligation to grant the discharge.  It was considered that there were no apparent risks to completing the Deed and that a 

RECOMMENDATION to Council was made to that effect.  (REF:  MWB  email  19 June 2019; Draft Deed of discharge;  Plan  of easement June 2019;  Rydon Homes  ltr  28 May 2019)  

RECOMMENDATION to Council:  The Southern Water Deed of Discharge (Highfield Drive, Hurstpierpoint) is confirmed and that in accordance with clause 22 of Standing Orders the Chairman and VC of Council are authorised to sign on behalf of the Council.   

There being no other business the Chairman closed the meeting at       8.53  pm 

Chairman