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Hurstpierpoint & Sayers Common
Parish Council

Dear Councillor,

Committee Members are summoned to attend the MEETING of the Finance & Governance Committee to be held on Thursday 18 March 2021 at 7.30pm via Microsoft Teams Video Conferencing.

Members of the public have a right to and are invited to attend the virtual meeting using Microsoft Teams. If you wish to attend, please email the before 4pm on Thursday 18 March 2021 to be sent an email or telephone invitation.

Sarah Groom, Clerk to the Council & Responsible Finance Officer Friday 12 March 2021

Committee Membership: Cllr Malcolm Llewellyn (Chair), Cllr Julia Shorrocks (Vice-Chair), Cllr Allan Brown, Cllr Rodney Jackson, Cllr Seth Jee, Cllr John Lowman, Cllr Duncan Ranger.


1. Apologies for absence: To receive and accept apologies for absence.

2. Declarations of interest: To note any declarations of interest.

3. Minutes of the previous meeting of the Finance & Governance Committee: To receive and adopt the minutes of the 18 February 2021 Finance & Governance Committee meeting.

4. Adjournment for questions from the public: To consider adjourning the meeting in accordance with Standing Orders, to receive questions from members of the public.

5. Payments and receipts: The committee is asked to:

5.1 Note payments of £27,265.90 (excl. VAT) for month 11 (February 2021).

5.2 Note receipts of £1,727.38 (no VAT) for month 11 (February 2021).

6. Financial monitoring: To note the account records for month 11 (February 2021) in accordance with the Financial Regulations of the Parish Council, as follows:

6.1 Bank Reconciliations.

6.2 Balance Sheet.

6.3 Detailed Income and Expenditure by Budget Heading.

6.4 Summary Income and Expenditure.

7. Deposits and investment: As of 28 February 2021, the Parish Council held the following balances.

Financial Institution Account Type Maturity Date Amount

Unity Trust Current account n/a £146,451.67

Nationwide 95 Day Savings Account 95 days’ notice £54,107.44

Nationwide 2 Year Fixed Term Bond 11/02/2021 £33,614.78

Cambridge & Counties BS 3 Year Fixed Term Bond 10/05/2021 £51,716.82

Cambridge & Counties BS 3 Year Fixed Term Bond 14/11/2021 £36,559.10

United Trust Bank 1 Year Fixed Term 17/12/2021 £85,000.00

Hodge Bank 1 Year Fixed Term 13/01/2022 £85,000.00

7.1 At 28 February 2021 a further £46,388.38 is held with the CCLA in shares.

7.2 From 1 March 2021, the 95 Days Saving Account with Nationwide has been amalgamated with the 2 Year Fixed Term Bond Account with Nationwide. At the January Committee meeting it was confirmed the balance at Nationwide would be reduced to below £85,000 once the accounts were

combined. Now this has happened, the combined balance is £88,095.09. It is therefore recommended that £4,000 is transferred, to reduce the balance below £85,000 allowing for interest during the year.

8. Action Plan: To review the Action Plan Version 15, adoption by Council on 25 February 2021.

9. Review of the Coronavirus Cancellation Policy: To review the Coronavirus Cancellation policy agreed by the Council on 23 April 2020 (Minute C19/123: Coronavirus Cancellation Policy) and agree to extend it to 30 June 2021.

10. Reserves Policy: To consider a financial Reserves Policy for recommendation to Council on 25 March 2021 for approval and adoption.

11. IT Audit: To consider a briefing note regarding the IT Audit by Joel Baker Computers and agree the creation of an ear marked reserve to fund improvements to the IT infrastructure.

12. Cemetery Chapel Repairs: To consider transferring any unspent funds from the Cemetery Property Maintenance code 201-5400 at year end, to create an ear marked reserve for future Cemetery Repairs.

13. Court Bushes Community Hub Outside Decking: To consider appointing VG Builders to complete the external decking at Court Bushes Community Hub, at a revised cost of £11,358 and to note the successful bid to Mid Sussex District Council for Section 106 funding of (£10,998) towards completing the work.

14. Purchase of a Speed Indicator Devise: To consider a briefing note recommending the purchase of a dedicated Speed Indicator Devise for use solely within the parish.

15. WSALC: To receive a verbal update on WSALC and the subscriptions proposed for 2021/2022.

16. To note any further information items, correspondence received or requests.