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Hurstpierpoint & Sayers Common
Parish Council

Dear Councillor,

Committee Members are summoned to attend the Meeting of the Finance, Governance & Estates Committee to be held on Thursday 19 October 2023 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 13 October 2023

Committee Membership: Cllr Duncan Ranger (Chair), Cllr Rodney Jackson (Vice-Chair), Cllr David Evans, Cllr Mark Froud, Cllr Malcolm Llewellyn, Cllr Claire Majsai 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 19 September 2023 Finance, Governance & Estates 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. 

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  • 5.         Parish Council Financial Monitoring for Month 6 (September 2023): To note:

5.1          Payments of £35,564.06 (EX VAT). 

5.2          Receipts of £169,615.69 (VAT N/A).  This includes receipt of the second half year precept of £151,819.

5.3          Bank Reconciliations.

5.4          Balance Sheet.  

5.5          Nominal Ledger.

5.6          Income and Expenditure. 

5.7          Q2 VAT Return.

5.8          The funds held in CCLA shares on 30 September 2023 are to be confirmed at the meeting.

5.9          Deposits and investments accounts held on 30 September 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 Bond22/06/2024
Cambridge & Counties BS1 Year Fixed Term Bond28/11/2023
United Trust Bank1 Year Fixed Term19/12/2023
Redwood Bank1 Year Fixed Term17/02/2024
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  • 6.         Village Centre Financial Monitoring for Month 6 (September 2023): To note:

6.1          Payments of £7,555.94 (VAT N/A).

6.2          Receipts of £5,352.24 (VAT N/A).  

6.3          Bank Reconciliations.

6.4          Balance Sheet.

6.5          Income and Expenditure.

6.6          Deposit accounts held on 30 September 2023 are i) CAF Cash Current Account; and ii) CAF Gold Savings Account.  Maturity dates do not apply.

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

8.         Review of 2022/23 External Audit Report: To note the External Auditor’s (Moore West Sussex) Certificate for the 31 March 2023 accounts and recommend it to Council for adoption.

9.         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.

10.       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.

11.       Internal Audit:  To consider the report of the first internal audit of 2023/2024, which took place on 3 October 2023 and agree any improvements required.

12.       Budget and Precept Setting Timetable: To review the proposed timetable, principles and assumptions to commence the budget setting exercise for 1 April 2024 to 31 March 2025 and recommend it to Council for adoption.

13.       Court Bushes Container Project:  To consider a briefing note setting out the proposals for the purchase of a storage container for Court Bushes Community Hub Car Park.

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

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

15.1    To note a letter from Boom Credit Union and consider whether to make this a future agenda item.

15.2    To consider adding assets of community value in the parish.

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.