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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 Tuesday 19 September 2023 at 7.30pm at Court Bushes Community Hub.  Members of the public have a right to and are invited to attend the meeting.

Sarah Groom, Clerk to the Council & Responsible Finance Officer             Wednesday 13 September 2023

Committee Membership: Cllr Duncan Ranger (Chair), Cllr Rodney Jackson (Vice-Chair), Cllr David Evans, Cllr Mark Froud, Cllr Malcolm Llewellyn, Cllr Claire Majsai.

  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 24 August 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. 

5.         Parish Council Financial Monitoring for Month 5 (August 2023): To note:

5.1          Payments of £32,790.09 (EX VAT). 

5.2          Receipts of £46,041.46 (VAT N/A). This includes a £40,000 top up from the 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 August 2023 of £102,826.36.

5.8          Deposits and investments accounts held on 31 August 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

6.         Village Centre Financial Monitoring for Month 5 (August 2023): To note:

6.1          Payments of £1,253.71 (VAT N/A).

6.2          Receipts of £976.20 (VAT N/A).  

6.3          Bank Reconciliations.

6.4          Balance Sheet.

6.5          Income and Expenditure.

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

8.         Internal Auditors Engagement: To consider the letter of engagement which proposes appointing Mulberry & Co as the Parish Council’s Internal Auditor for 2023-2024, 2024-2025 and 2025-2026 and recommend their appointment to Council.

9.         Internal Controls:  To review the findings from the September 2023 internal controls exercise including the recommendation to include an insurance/replacement value uplift on the 31 March 2024 asset register and to recommend their adoption by Council.

10.       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.

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

12.       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.