MINUTES of the Meeting of the FINANCE, GOVERNANCE & ESTATES COMMITTEE held at 7.30pm on Thursday 24 August 2023 at the Hurstpierpoint Village Centre.

Also present: Sarah Groom, Clerk to the Council & Responsible Finance Officer and Stephen Witchell, Estates & Facilities Manager. 

F23/24.030: Apologies for absence:  Apologies for absence were received from Cllr Froud, and it was:

RESOLVED: That the Committee ACCEPTS the apologies for absence from Cllr Froud.

F23/24.031: Declarations of interest: Cllr Ranger declared a personal interest in the Confidential item concerning the Hurstpierpoint Bowling Club as he was a fee paying member of the club so would not take part in the discussion and would hand the Chairmanship of the meeting over to the Vice-Chair Cllr Jackson for that item.

F23/24.032: Previous Minutes: The minutes of the Finance, Governance & Estates Committee meeting on 20 July 2023 were received and accepted by the Committee and signed by the Chair, and it was:

RESOLVED:  That the Committee AGREED the minutes of the Finance, Governance & Estates Committee meeting on 20 July 2023.

F23/24.033 Adjournment for questions from the public: There were no members of the public present so the meeting was not adjourned.

F23/24.034 Parish Council Financial Monitoring for Month 4 (July 2023): The Committee noted:

• Payments of £40,194.46 (EX VAT).  This included a data entry error showing a £14,704.73 payment to HMRC for the Q1 VAT Claim.  This was corrected in the list of receipts.  Two direct debit payments had been taken by ex-contractor Grenke for the photocopier lease in error on 4 April and 6 July.  These were now refunded.
• Receipts of £34,311.40 (VAT N/A). This included a data entry error showing a £14,704.73 receipt from HMRC for the Q1 VAT Claim to cancel out the payment error above.  The actual Q1 VAT Claim receipt from the HMRC was £16,488.63 (VAT N/A).
• Bank Reconciliations.  These were signed by Vice-Chair, Cllr Jackson.
• Balance Sheet.  
• Nominal Ledger.
• Income and Expenditure.
• The funds held in CCLA shares on 31 July 2023 of £102,402.32.
• The deposits and investments accounts on 31 July 2023 were as follows, and it was:

RESOLVED:  That the Committee AGREED the Parish Council financial monitoring for Month 4 (July 2023).

F23/24.035 Village Centre Financial Monitoring for Month 4 (July 2023): The Committee noted:

• Payments of £1,162.13 (VAT N/A). This did not include the July Gas or Electricity invoices.
• Receipts of £3,056.00 (VAT N/A).
• Bank Reconciliations.  These were signed by Vice-Chair, Cllr Jackson.
• Balance Sheet.
• Income and Expenditure.
• Bank accounts held on 31 July 2023 were i) CAF Cash Current Account and ii) CAF Gold Savings Account.  Maturity dates do not apply, and it was:

RESOLVED:  That the Committee AGREED the Village Centre financial monitoring for Month 4 (July 2023).

F23/24.036: Parish Action Plan:  The Committee reviewed the:

1. the Finance & Governance Action Plan:  The Committee agreed to add the Visioning/Business Planning exercise to the actions including the meeting planned for 5 October 2023 with WSALC.

1. the Estates & Facilities Action Plan: The Committee noted updates on (2) the Hurst Meadows vehicle gate which had been installed in Hovel Field South and that (8) the Estates & Facilities Manager would bring back recommendations arising from the bin audit, and it was:

RESOLVED:  That the Committee AGREED the updated Action Plans for 2023/2024.

F23/24.037: Reeds Lane Drainage Designs:  The Committee considered the options for the design of a drainage scheme for Reeds Lane Recreation Ground and agreed to seek quotes for the implementation of the P2 design.  Depending on the estimated value of the works an advert will have to be placed on Contract Finder if over £25,000 Net.  A further improvement will be to have the culvert cleared in front of the Kingsland Cottages, and it was:

RESOLVED:  That the Committee AGREED to accept Drainage Design P2 and to seek estimates from drainage contractors for the installation of the new drainage system, the costs of which will be met by Section 106 funds, including the costs of the site survey and drainage designs.

F23/24.038: Repairs to the Bi-fold Doors at Court Bushes Community Hub:  The Committee considered a briefing note concerning the repairs required to the Function Room bi-fold doors and the replacement of the plastic frame with a more robust metal one, and it was:

RESOLVED:  That the Committee AGREED to appoint Aftercare to carry out the repairs to the bi-fold doors and to approach the Insurance Company to determine if it is possible to claim for this damage and depending on the outcome, either pay the excess or the full amount of £1,466.05 plus VAT out of the Court Bushes/Repairs budget code 5440/211.

F23/24.039: Estates & Facilities Update:  The Committee received and noted an update report on Estates & Facilities Management.  Items highlighted included the purchase of the wooden post to fix the final Green Circle sign to, resetting of the Court Bushes emergency lighting switch, replacing the skirting boards in Kiddie Capers at Court Bushes damaged by a water leak, the Village Centre main hall thermostat will be fixed, the damaged electrical lighting bollard at Court Bushes will be repaired and the St George’s Lane flint wall repairs were completed, and it was:

RESOLVED:  That the Committee NOTED the update report on Estates & Facilities Management.

F23/24.040: To note any further information items, correspondence received or requests.

F23/24.040.1: BHIB Councils Insurance: The Committee noted that from 1 September 2023 the Parish Council’s insurers BHIB will retire the BHIB Councils Insurance name, brand and website and start trading as Clear Councils.

F23/24.040.2: Signage: The Committee noted that a resident had requested that the High Street sign above the “Allum” offices on the mini-roundabout was cleaned.  Mid Sussex District Council had offered to replace the sign but it was felt that in a conservation area the existing sign should be restored instead.  Cllr Evans asked that the “West Town” sign now lost under ivy opposite the Horse Pub be revealed. 

F23/24.040.3: Christmas Lights: The Committee noted the difficulties being created by the Christmas lights contractor regarding structural tests required on street lights.  Actions were being taken to find an alternative contractor to offer the structural tests urgently.  It had also been reported that a crane working on the Pitt Court flats above the chemist had damaged the cross street wiring for the Christmas lights as well as on the opposite side of the road above Cruise Line.  This will also need to be tested and repaired to support the Christmas light.

F23/24.040.4: Hurst Meadows Funding Sources: The Committee noted that contact details had been received for a Batchelor Monkhouse employee who may be able to provide external funding advice to help cover the costs of maintaining Hurst Meadows, for a fee.

The Committee RESOLVED that in view of the confidential nature of the following items, the press and public be excluded under section 1(2) of the Public Bodies (Admission to Meetings) Act 1960.

Confidential Matters:

Cllr Jackson, Vice-Chair led this item due to the declaration of interest announced by Cllr Ranger, Chair.

F23/24.041: Hurstpierpoint Bowling Club:  The Committee considered an independent valuation for the five-yearly rent review of Hurstpierpoint Bowling Club (April 2023 to April 2028), and it was:

RESOLVED:  That the Committee AGREED the independent valuation for the five-yearly rent review of Hurstpierpoint Bowling Club (April 2023 to April 2028) and agreed to recommend it to Council for approval.

There being no other business, the Chair closed the meeting at 9.09pm.

Chairman