Dear Councillor,

Committee Members are summoned to attend the Meeting of the Finance, Governance & Estates Committee to be held on Thursday 17 October 2024 at 7.30pm at Hurstpierpoint Village Centre.  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 11 October 2024

Committee Membership: Cllr David Evans, Cllr Rodney Jackson, Cllr Malcolm Llewellyn, Cllr Claire Majsai, Cllr Duncan Ranger (Chair), Cllr Julia Shorrocks and Cllr Annette Street.

AGENDA

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 & Estates Committee: To receive and adopt the minutes of the 15 August 2024 Finance, Governance & Estates Committee meeting, and note the 19 September 2024 meeting was cancelled as it was not quorate.

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. 

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• 5.        Parish Council Financial Monitoring for Month 5 (August 2024): To note:

5.1      Payments of £26,881.73 (EX VAT). This includes July salaries but does not include August salaries.

5.2      Receipts of £51,756.00 (VAT N/A). This includes £44,854.26 of S106 funds for the Drainage Project.

5.3      Bank Reconciliations.

5.4      Balance Sheet.  

5.5      Income and Expenditure. 

5.6      The funds held in CCLA shares on 31 August 2024 were £108,331.54.

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• 6.        Parish Council Financial Monitoring for Month 6 (September 2024): To note:

6.1      Payments of £54,071.42 (EX VAT).  This includes August and September salaries.

6.2      Receipts of £188,194.16 (VAT N/A). This includes the second half of the year precept payment of £159,080.

6.3      Bank Reconciliations.

6.4      Balance Sheet. 

6.5      Income and Expenditure. 

6.6      Nominal Ledger

6.7      Q2 Vat Claim 30 September 2024.

6.8      The funds held in CCLA shares on 30 September 2024 are £108,794.95.

6.9      Deposits and investments accounts held on 30 September 2024: 

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• 7.        Village Centre Financial Monitoring for Month 5 (August 2024): To note:

7.1      Payments of £4,345.81 (VAT N/A).   

7.2      Receipts of £1,198.80 (VAT N/A).

7.3      Bank Reconciliations.

7.4      Balance Sheet.

7.5      Income and Expenditure.

• 8.        Village Centre Financial Monitoring for Month 6 (September 2024): To note:

8.1      Payments of £8,106.99 (VAT N/A).  

8.2      Receipts of £6,916.16 (VAT N/A).

8.3      Bank Reconciliations.

8.4      Balance Sheet.

8.5      Income and Expenditure.

8.6      Bank accounts held are i) CAF Cash Current Account; and ii) CAF Gold Savings Account.  Maturity dates do not apply.

9.        Parish Action Plan:  To review the items for the Committee on the new Parish Action Plans for 2024/2025. 

10.      Estates & Facilities Update:  Toreceive and note an update report on Estates & Facilities Management. 

11.      Reeds Lane Ephemeral Pond Fencing:  To consider a briefing note on the proposal to fence in the ponds at Reeds Lane Recreation Ground.

12.      Tree Works 2024/25:  To consider a briefing note on tree works required resulting from the surveys of the Recreation Ground trees.

13.      Review of 2023/24 External Audit Report: To note the External Auditor’s (Moore West Sussex) Certificate for the 31 March 2024 accounts and recommend it to Council for adoption.

14.      Internal Controls and Asset Register:  To review the internal controls completed in September 2024 and note the updated asset register.  The Asset Register Policy will be reviewed in May 2025.

15.      Parish Council Half Year Financial Analysis: To review and assess the Parish Council’s financial position at the half year stage and agree any actions or remedies required including any changes to earmarked reserves.

16       Village Centre Half Year Financial Analysis: To review and assess the Village Centre’s financial position at the half year stage and agree any actions or remedies required for recommending to the Trustees.

17.      Internal Audit:  To consider the report of the first internal audit of 2024/2025, which took place on 7 October 2023 and agree any improvements required.

18.      Budget and Precept Setting Timetable: To review the proposed timetable, principles and assumptions to commence the budget setting exercise for 1 April 2025 to 31 March 2026 and recommend it to Council for adoption.

19.      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.