Dear Councillor,

Committee Members are summoned to attend the Meeting of the Finance, Governance & Estates Committee to be held on Thursday 22 February 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 16 February 2024

Committee Membership: Cllr Duncan Ranger (Chair), Cllr Rodney Jackson (Vice-Chair), Cllr David Evans, Cllr Barry Forster, 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 18 January 2024 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 10 (January 2024): To note:

5.1          Payments of £51,207.98 (EX VAT).  This includes December 2023 and January 2024 salaries.

5.2          Receipts of £56,092.65 (VAT N/A).  This includes a £45,000 transfer from the Unity Savings account.

5.3          Bank Reconciliations.

5.4          Balance Sheet.

5.5          Nominal Ledger.

5.6          Income and Expenditure. 

5.7          The funds held in CCLA shares on 31 January 2024 is £105,087.46.  To note the CCLA funds are not protected by the Financial Services Compensation Scheme (currently £85,000).

5.8          Deposits and investments accounts held on 31 January 2024: 

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• 5.9          To consider the Redwood Bank offer for the 1 Year Fixed Term Deposit maturing on 1 March 2024, and for any interest to be paid into the Unity Trust Bank current account.

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• 6.         Village Centre Financial Monitoring for Month 10 (January 2024): To note:

6.1          Payments of £4,907.83 (VAT N/A).

6.2          Receipts of £2,171.35 (VAT N/A).  

6.3          Bank Reconciliations.

6.4          Balance Sheet.

6.5          Income and Expenditure.

6.6          Deposit accounts held on 31 January 2024 are i) CAF Cash Current Account; and ii) CAF Gold Savings Account.  Maturity dates do not apply.

7.         Reserves Policy: To review the Reserves Policy and recommend its re-adoption to Council.

8.         Savings and Investments Policy: To review the Savings and Investments Policy, considering adding performance measures, and recommend its re-adoption to Council.

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

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

11.       Grounds Maintenance Contracts:  To consider and agree a revised start date for the new grounds maintenance contracts, to change from 1 April 2024 to 1 October 2024 (to end on 31 March 2029).

12.       Reeds Lane Drainage Project:  To consider a quote from a drainage specialist to manage the tender process and oversee the works.

13.       South Avenue Recreation Ground Drainage:  To consider the installation of an underground drain on the access track south of the bowling green to help alleviate surface water run-off.

14.       Energy Contract Renewals:  To review the current market conditions which are favourable at present, in order to agree new electricity supply contracts for 1 June 2024.  Up to date details to follow.

15.       Court Bushes Community Hub:  To consider two requests for excusive hire of the Function Room and Club Lounge at Court Bushes received from current users.

16.       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.