Dear Councillor,

Committee Members are summoned to attend the Meeting of the Finance, Governance & Estates Committee to be held on Thursday 23 November 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 17 November 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 October 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 7 (October 2023): To note:

5.1          Payments of £121,963.66 (EX VAT).  This includes a £100,000 transfer to the Unity Trust Savings Account on 3 October 2023.

5.2          Receipts of £11,049.43 (VAT N/A).  This includes the Q2 VAT Refund of £6,749.48.

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 October 2023 are £103,694.53.

5.8          Deposits and investments accounts held on 31 October 2023: 

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• 5.9          The Cambridge & Counties 1 Year Fixed Term Deposit matures on 28 November 2023 and the Committee is asked to agree whether it wishes to reinvest its £50,000.
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• 6.         Village Centre Financial Monitoring for Month 7 (October 2023): To note:

6.1          Payments of £1,173.96 (VAT N/A).

6.2          Receipts of £10,227.33 (VAT N/A).  

6.3          Bank Reconciliations.

6.4          Balance Sheet.

6.5          Income and Expenditure.

6.6          Deposit accounts held on 31 October 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.         Estates & Facilities Update:  Toreceive and note an update report on Estates & Facilities Management.

9.         Fees and Charges Review for 2024/25: To review the briefing note setting out the schedule of annual charges recommendations for 1 April 2024 to 31 March 2025 and to recommend it to Council for adoption.

10.       Budget Setting 2024/25: To review and assess the Finance & Governance budget requirements for 2024/25 including staffing costs.

11.       Budget Setting 2024/25: To review and assess the Estates & Facilities Management budget requirements for 2024/25.

12.       Phone and Broadband Contract Review:  To consider a proposal for the renewal of the phone and broadband services for Court Bushes Community Hub and the Parish Council office/Village Centre currently with British Telecom.

13.       Draft CCTV Policy:  To consider a draft policy regarding the use of closed-circuit cameras for recommendation to Council.

14.       Court Bushes CCTV:  To consider a business case for the purchase of extra cameras to cover Court Bushes Community Hub external areas following a recent increase in vandalism.

15.       Draft Winter Plan 2023/24:  To review the draft Winter Plan for 2023/24 and recommend it to Council for adoption.

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.