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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 20 April 2023 at 7.30pm in the Hurstpierpoint Village Centre Conference Room.  Members of the public have a right to and are invited to attend the meeting.

Sarah Groom, Clerk to the Council & Responsible Finance Officer                           Friday 14 April 2023

Committee Membership: Cllr Duncan Ranger (Chair), Cllr Allan Brown, Cllr Rodney Jackson, Cllr Malcolm Llewellyn, Cllr John Lowman, Cllr Martin Machan, Cllr Claire Majsai (plus two vacancies).

  1. Apologies for absence:  To receive and accept apologies for absence.
  • Declarations of interest: To note any declarations of interest. 
  • Minutes of the previous meeting of the Finance & Governance Committee: To receive and adopt the minutes of the 16 March 2023 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.        Parish Council Financial Monitoring for Month 12/Year End (March 2023): To note:

5.1         Payments of £142,912.13 (EX VAT).  This includes February 2023 and March 2023 Salaries, and a £100,000 transfer to the Redwood Bank Account

5.2         Receipts of £39,140.18 (VAT N/A).  This includes a £20,000 transfer from the Unity Trust Savings Account.

5.3         Bank Reconciliations.

5.4         Balance Sheet.  

5.5         Nominal Ledger.

5.6         Income and Expenditure. 

5.7         Q4 VAT Return.

5.8         The funds held in CCLA shares on 31 March 2023 of £100,952.34

5.9         Deposits and investments accounts held on 31 March 2023: 

Financial InstitutionAccount TypeMaturity Date
Unity TrustCurrent AccountN/A
Unity TrustSavings AccountN/A
Nationwide95 Day Savings Account95 Days notice
Cambridge & Counties BS1 Year Fixed Term Bond22/06/2023
Cambridge & Counties BS1 Year Fixed Term Bond28/11/2023
United Trust Bank1 Year Fixed Term19/12/2023
Redwood Bank1 Year Fixed Term17/02/2024

6.        Village Centre Financial Monitoring for Month 12/Year End (March 2023): To note:

6.1         Payments of £7,144.61 (VAT N/A).

6.2         Receipts of £8,341.95 (VAT N/A).  

6.3         Bank Reconciliations.

6.4         Balance Sheet.

6.5         Income and Expenditure.

6.6         Deposits and investments accounts held on 31 March 2023:

Financial InstitutionAccount TypeMaturity Date
CAF BankCAF Cash Current AccountN/A
CAF BankCAF Gold AccountN/A
Shawbrook Bank60 Days Notice60 Days Notice

6.7         To note that following the Trustees decision on 23 March 2023, to transfer the £65,000 balance from the Shawbrook Bank 60 Day Notice Account into the CAF Gold Account (via the CAF Cash Account) the letter giving notice on the account was sent on 31 March 2023.

7.        End of Year Adjustments 2022/23:  To review the end of year adjustments for 2022/2023.

8.        Parish Action Plan:  To review the items for the Committee on the Parish Action Plan 2023/2024. 

9.        Internal Controls:  To review the six monthly internal controls exercise and note the recommendations.

10.      Asset Register:  To consider the Asset Register at 31 March 2023 and recommend it to Council for approval and adoption.

11.      Branding Manual:  To review the draft Branding Manual and recommend it to Council for adoption.

12.      Electricity and Gas Contracts:  To review the electricity supply contracts that expire on 31 May 2023 for the Chapel, Public Toilets and Streetlighting currently with SSE Scottish Hydro and Court Bushes currently with Ecotricity, and the Gas Supply at the Village Centre with Crown Gas and Power.

13.      Supply of Water and Sewerage Services: To review the offers received for the supply of water and sewerage services and agree options going forward.

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

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.