Minutes of Finance and General Purposes Committee held on 23rd March 2016

               

Minute

 

Started 7.10 pm

Action

 

 

 

 

626

 

Attendance: Cllrs, Smith, Vincent, Bashford

 

 

 

 

 

627

 

Apologies and reasons for absence: Cllr Wood , Mear

 

 

 

 

 

628

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

629

 

Request for DPI Dispensations: None

 

 

 

 

 

630

 

Public participation: None present

 

 

 

 

 

631

 

Repayment of part grant received for Neighbourhood Plan: Members were informed that that the Council did not spend the total grant received for the continuation of the Neighbourhood Plan (£ 7975.00) and that £ 865.81 is to be paid back. The Clerk stated that this grant was specific in its content and any underspend could not be held by the Council for future use.

 

 

 

 

 

632

 

List of payments for approval: The revised list was approved for payments.

 

 

 

 

 

633

 

Verification of bank account and reconciliation statements:  Members received the bank statements and reconciliation statements. There were no differences to report. Cllr  Smith signed-off all reconciliation statements and the bank statements.

 

 

 

 

 

634

 

Youth Grant application: Cllr Smith stated that he had revised the grant application forms for all grants and requested that these are presented at Full Council for consideration. The committee thanked Cllr Smith for his work and agreed that the forms will be presented at Ful Council.

 

 

 

 

 

635

 

Detailed receipts and payments 2015/16: Members received the Clerk’s report and resolved approval to the recommendations made in the report.

 

 

 

 

 

636

 

Financial considerations due to Chancellor’s budget: The Clerk informed members that the only item he was aware of that could affect the budgets of the Council would be the minimum living wage but confirmed that this had been taken into account when setting the 2016/17 budget.

 

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 24th February 2016

               

Minute

 

Started 7.10 pm

Action

 

 

 

 

616

 

Attendance: Cllrs, Smith, Mear, Vincent, Wood

 

 

 

 

 

617

 

Apologies and reasons for absence: Cllr Bashford (ill)

 

 

 

 

 

618

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

619

 

Request for DPI Dispensations: None

 

 

 

 

 

620

 

Public participation: None present

 

 

 

 

 

621

 

List of payments for approval: The revised list was approved for payments.

 

 

 

 

 

622

 

Verification of bank account and reconciliation statements:  Members received the bank statements and reconciliation statements. There were no differences to report. Cllr Wood signed-off all reconciliation statements and the bank statements.

 

 

 

 

 

623

 

Youth Grant application: Cllr Smith apologised but forms had yet to be finalised so not presented. He stated that the forms are to be easier for youth organisations to complete with less financial detail required. This will be presented at next meeting.

 

 

 

 

 

624

 

Financial matters due to Caretaker resignation: Members received the outcome of the Centre meeting verbally from Cllr Wood regarding this item. Members agreed that any costs involved in payment of agencies for the cleaning of the Centre will be paid against the centre cleaning until the post is filled and operational.

 

 

 

 

 

625

 

Asset register: Members received  the Clerk’s report on the Council’s asset register and resolved approval.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 27th January 2016

 

               

 

Minute

 

 

Action

604

 

Attendance: Cllrs Bashford, Smith, Mear,Vincent, Wood

 

 

 

 

 

605

 

Apologies and reasons for absence:  None

 

 

 

 

 

606

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

607

 

Request for DPI Dispensations: None

 

 

 

 

 

608

 

Public participation: None present

 

 

 

 

 

609

 

List of payments for approval: The revised list was approved for payments.

 

 

 

 

 

610

 

Verification of bank account and reconciliation statements:  Members received the bank statements and reconciliation statements. There were differences reported and approved. Cllr Wood signed-off all reconciliation statements and the bank statements for November and December 2015 as the previous meeting was cancelled.

 

 

 

 

 

611

 

7A bus service: Cllr Vincent presented the lastest document received from Stagecoach giving more information on the service. Cllr Smith had concerns over continuing with the service due to the small number of Sompting residents using the bus. Cllr Smith proposed that the service be discontinued which was seconded by Cllr Wood. The proposal was refused by vote. Cllr Bashford suggested that the service be continued for the six months but Cllr Vincent to consider other ways of providing the service. This was proposed and approved by all with the result of the investigation being presented to Amenities and Environment committee in April for consideration. Cllr Wood suggested that the Communications committee should consider how the use of the service is to be encouraged. This was agreed. Cllr Smith asked if the Sompting Big Local was to give the usual financial support. The Clerk is to request whether the contribution was forthcoming.

Resolved:

1.     The Council will continue with the financial support of £ 2,500.00 for the service 7A to have the service run for a further six months from March 2016.

2.     If the financial support from Sompting Big Local is not available then the Council will fund the service using the agreed budget 2016/17.

 

 

 

 

Cllr Vincent

 

 

 

 

Clerk

 

 

 

 

 

 

 

 

 

612

 

Work Place Pension: The Clerk updated members of the current position regarding the “take-up” of the pension scheme.

 

 

 

 

 

613

 

Grant applications: The Council received applications from the following: 

 1. OUTSET YOUTH ACTION: The West Sussex Volunteering Agency for Young People. Contact had been made to find if their volunteers could assist in the running of the IT Suite. The Clerk informed members that the organisation had not responded to his request to discuss this.

2. 4 SIGHT (West Sussex Association for the Blind)

The Council has in the past supported 4 Sight.

Resolved:

1.     OUTSET is not to receive a grant due to the lack of information given and that members were unsure of the benefit to be derived for Sompting residents.

2.     4 SIGHT is to receive a grant of £ 260.00 – a figure to support one volunteer.

3.     The Clerk is to inform the organisations of the resolution.

 

 

 

 

 

 

 

 

 

 

Clerk

 

 

 

 

614

 

Confidential report due to matters concerning employment - Review of caretaker and service:  Members considered the report and

Resolved:

1.     To offer the current post holder a permanent position following the end of the probation period.

2.     That the need to have a second caretaker to be re-considered when necessary.

 

 

 

Clerk

 

 

 

 

615

 

Income and expenditure monthly report: Members received the Clerk’s report  which was noted

 

 

 

Minutes of Finance and General Purposes Committee held on 25th November 2015

               

Minute

 

Started 7.00 pm

Action

 

 

 

 

589

 

Attendance: Cllrs Bashford, Smith, Wood

 

 

 

 

 

590

 

Apologies and reasons for absence: Cllrs Mear, Scotting

 

 

 

 

 

591

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

592

 

Request for DPI Dispensations: None

 

 

 

 

 

593

 

Public participation: None present

 

 

 

 

 

594

 

List of payments for approval: The revised list was approved for payments.

 

 

 

 

 

595

 

Verification of bank account and reconciliation statements:  Members received the bank and reconciliation statements and transfer sheets. There were no differences to report. Cllr Wood signed-off all documents.

 

 

 

 

 

596

 

Expenses policy: Members discussed the proposed policy and asked that the policy be expanded to cover the use of taxis and the mileage to be only for outside the parish area. The Clerk is to review the policy and present it at another meeting.

 

 

 

 

 

597

 

Work Place Pension: Members received the Clerk’s report on employer guidance for the new Works Pension. This guidance was noted. The Clerk is to report in the new year on the take up of the pension by staff and the policy on the implementation of the pension.

 

 

 

 

 

598

 

Salc and Nalc subscription 2016/17: members noted the report by the Clerk and adjusted the 2016/17 budget.

 

 

 

 

 

599

 

Council’s ear-marked reserves: Members received the Clerk’s report and noted the amount of reserves held at April 2015.

 

 

 

 

 

600

 

Recommendations made by committees for use of reserves: Members received the Clerk’s report and noted the corrected proposed level nov 15 for EMR 343 to read £11551. The committee acknowledged the present expenditure covered by use of reserves and resolved to agree with the recommendations made by the Centre committee in the use of reserves. In doing so, the committee noted the proposed new level nov 15 figures.

 

 

 

 

 

601

 

Caretaker/Cleaner workload position: The Clerk and Cllr Smith informed members of the recent meeting held with the caretaker and the Centre Manager and confirmed that all parties had agreed with the determinations made on the workload. The Clerk informed members that in January 2016, the probation period for the caretaker will be completed and a review of the whole service will be undertaken prior to end of January and reported.

 

 

 

 

 

602

 

F&GP proposed 2016/17 and 17/18 budgets: Members reviewed the current bids for the 2016/17 and 17/18 budgets and other than the adjustment to the budget for the Salc subscription, agreed that there was no further change required.

 

 

 

 

 

 

 

 

 

 

 

contd

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

603

 

Proposed 2016_17 and 2017_18 budgets and precept: Members received the final bids from the committees and full council and after discussion resolved the council’s budgets for 2016/17 and 17/18. Members discussed the level of 16/17 precept to be levied and resolved to retain the level of precept at the current level. In resolving this level, members discussed the risk of using income derived from hiring the Centre and the effect of reducing ear marked reserves. It was then resolved on the amount of reserves and income to balance the required funds between the budget and precept.

 

Resolutions made as recommendations to Full Council for approval:

1.     The 2016/17 budget is £ 99,100.

2.     There will be £ 2,000 carried over from year 15/16 to 16/17

3.     The precept will be £ 82,700

4.     The balance between the budget and precept will be funded from

a.     income of hiring £ 5,000

b.     EMR 323 ( initative) £ 1,000

c.     EMR 338 ( elections) £ 6,000

d.     EMR 339 (communal garden) £ 2,000

e.     EMR 343 (H J Centre) £ 400

 

 

 

 

 

 

 

   Minutes of Finance and General Purposes Committee held on 28th October 2015

               

Minute

 

Started 7.00 pm

Action

 

 

 

 

577

 

Attendance: Cllrs Bashford, Smith, Mear, Scotting

 

 

 

 

 

578

 

Apologies and reasons for absence: Cllr Wood (family engagement)

 

 

 

 

 

579

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

580

 

Request for DPI Dispensations: None

 

 

 

 

 

581

 

Public participation: None present

 

 

 

 

 

582

 

List of payments for approval: The revised list was approved for payments.

 

 

 

 

 

583

 

Verification of bank account and reconciliation statements:  Members received the bank statements and reconciliation statements. There were no differences to report. Cllr Smith signed-off all reconciliation statements and the bank statements.

 

 

 

 

 

584

 

2015_16 budget expenditure and receipts report:  Members received the Clerk’s report and noted the current year’s figures.

 

 

 

 

 

585

 

Proposed 2016_17 and 2017_18 budgets with list of new items: Members received the proposed budget figures for 2016/17 and 17/18. On discussion members resolved:

Budget code 4155 to be increased from £ 30.00 to £ 100.00 for 2016/17 and 2017/18.

 

 

 

 

 

586

 

Resolution from Full Council regarding planter clearance: This committee noted the resolution made at Full Council to accept the quotation by Ed’s Garden Services for the sum of £ 450.00.

 

 

 

 

 

587

 

Change of Direct Debit figure – Eon: The committee noted that the direct debit sum to be requested for payment by Eon for the supply of electricity to the office has changed from £ 26.00 to £ 42.00 per month. The first request made for payment occurred this month.

 

 

 

 

 

588

 

The Sir Robert Woodard Cricket Academy grant: Members received a copy of the letter from the Academy regarding financial assistance for the cricket teams. Members discussed the letter’s content and agreed to support the project but asked the Clerk to confirm what could be supported. The figure of £ 1,000.00 was agreed as possible support.

 

 

 

 

 

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 23rd September 2015

 

               

Minute

 

Started 7.00 pm

Action

 

 

 

 

567

 

Attendance: Cllrs Bashford,  Wood,  Smith, Mear

 

 

 

 

 

568

 

Apologies and reasons for absence: Cllr Thornton

 

 

 

 

 

569

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

570

 

Request for DPI Dispensations: None

 

 

 

 

 

571

 

Public participation: None present

 

 

 

 

 

572

 

Caretaker/Cleaner position: Members were informed that interviews had been held and that two candidates were offered the positions

 

 

 

 

 

573

 

List of payments for approval: The list was approved for payments.

 

 

 

 

 

574

 

Verification of bank account and reconciliation statements:  Members received the bank statements and reconciliation statements. There were NO differences to report. Cllr Wood signed-off all reconciliation statements and the bank statements.

 

 

 

 

 

575

 

2015_16 budget expenditure and receipts report:  Members received the Clerk’s report and noted the current year’s figures.

 

 

 

 

 

576

 

Proposed 2016_17 and 2017_18 budgets with list of new items: Members received the proposed budget figures for 2016/17 and 17/18. On discussion members resolved:

1.     To increase the budget for the caretaker by £1,000 to read £ 8,000 each year

2.     To reduce budget code 4150 CAB donation to  £ 500

3.     To reduce budget code 4160 Other donations to £ 3,000 each year

4.     To remove budget code 4161 completely

5.     To remove budget code 4240 completely

6.     To increase Training for caretaker in 2016/17 to £ 1,000

7.     To increase projected cost for caretaker training in 2015/16 to £ 500

8.     To recommend to Full Council the transference of the following budgets:

a.     Budget code 4165 Year competition of £ 200.00 to A&E committee both years due to error of presentation

b.     Budget code 4170 Best Garden Awards of £ 300.00 to A&E committee both years due to error of presentation.

c.     Budget code 4210 Som Signpost of £ 2,000 to communications committee both years

d.     To add reflected figures for 2016/17  to 2017/18 for budget codes 4120,4125, 4130 and 4135.

 

 

 

 

Minutes of Finance and General Purposes Committee held on 22nd July 2015

               

Minute

 

Started 7.00 pm

Action

 

 

 

 

556

 

Attendance: Cllrs Bashford,  Wood,  Smith, Mear, Thornton

 

 

 

 

 

557

 

Apologies and reasons for absence: None

 

 

 

 

 

558

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

559

 

Request for DPI Dispensations: None

 

 

 

 

 

560

 

Public participation: None present

 

 

 

 

 

561

 

List of payments for approval: The list was approved for payments. Cllr Wood signed off the month bank statements and the corresponding account reconciliations. The payment for the Clerk was deferred until the item 10 Payment for Clerk’s extra hours had been approved. This payment will be presented as ratification next meeting.

 

 

 

 

 

562

 

Budget expenditure and receipts report: The Clerk presented the Council’s budget expenditure and receipts report giving figures from April to June. Members were concerned over the expenditure to date of the Festival budget. The Clerk informed members that it would be the responsibility for Amenities and Environment committee to review their budgets and recommend budget virements. If insufficient funds were identified, this committee would need to  consider how the overspend would be resolved.

 

 

 

 

 

563

 

Proposed Centre Manager’s budget expenditure delegation: Members considered the Clerk’s report and resolved approval to the recommendation that the Centre Manager is authorised to spend up to £300.00 within the restrictions in the report. As in the report, there is now change required to the existing Standing Orders and Financial Regulations which will be presented to Full Council in September for approval.

 

 

 

 

 

564

 

CONFIDENTIAL Item: The press and public are excluded for this item as it discusses terms of service of employees.

Caretaker/Cleaner position: Members discussed the proposed new position of Caretaker./Cleaner and resolved approval to

1.     The proposed job description

2.     The identified budget virements for funding the post

3.     Have two post holders as a job share

4.     The possible need to fund the extra expenditure incurred in purchasing equipment, extra hours etc  from ear marked reserves.

5.     That the work identified would exclude disabled applicants

6.     Instruct the Clerk to advertise the position(s) as soon as possible

7.     Approve the use of ear marked reserve 342 “Establishment” to cover the cost of advertising the position(s) and any incurring costs involved in interviewing and the cost of obtaining a Criminal Record Check on the successful applicant(s).

8.     Instruct the Clerk on commencement of the appointment(s) to terminate the contract with Wettons Cleaning Services Ltd (giving 3 months notice), the order_contracts with B Ogle, Premier Domestic Cleaning, Wash and Wipe and the casual contract with Mr J Williams.

 

Clerk

 

 

 

 

565

 

CONFIDENTIAL Item: The press and public are excluded for this item as it discusses terms of service of employees.

The committee considered the revised staff contracts and job descriptions and resolved approval.

 

 

 

 

 

566

 

CONFIDENTIAL Item: The press and public are excluded for this item as it discusses terms of service of employees.

Payment for Clerk’s extra hours. Members considered the report and resolved approval.

 

 

 

 

Minutes of Finance and General Purposes Committee held on 24th June 2015

               

Minute

 

Started 7.00 pm

Action

 

 

 

 

549

 

Attendance: Cllrs Bashford,  Wood,  Smith, Mear, Scotting

 

 

 

 

 

550

 

Apologies and reasons for absence:  None

 

 

 

 

 

551

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

552

 

Request for DPI Dispensations: None

 

 

 

 

 

553

 

Public participation: None present

 

 

 

 

 

554

 

List of payments for approval: The committee received the list of payments and approved following Clerk’s request for payment to be made to

A Harvey (stuntmen band) £ 400.00; Krypton band £ 300; Seaside Hospital Radio £250 as a donation. Reason being for payment at Festival

Resolved that the revised list approved

 

 

 

 

 

555

 

Caretaker/Cleaner position: The Clerk updated this committee on the position of caretaker/cleaner. Members were informed that a draft job description for the post had been presented to Centre committee (24 June 2015) for their agreement to the elements of the description appertaining to their remit and delegated budgets. The same will be presented to Amenities and Environment committee ( 1st July). The position will be presented to the F&GP in July for their agreement on the position (employment) and financing of the post through budget virement.

 

 

 

 

 

 

 Minutes of Finance and General Purposes Committee held on 27th May 2015

               

Minute

 

Action

 

 

 

 

539

 

Election of Chairman : Cllr Bashford was elected

Vice Chair: Cllr Smith

Clerk

 

 

 

 

540

 

Attendance: Cllrs Bashford,  Wood,  Smith, Mear, Scotting

 

 

 

 

 

541

 

Apologies and reasons for absence: None

 

 

 

 

 

542

 

Declarations of interest by councillors on any of the agenda items below: None

 

 

 

 

 

543

 

Request for DPI Dispensations: None

 

 

 

 

 

544

 

Public participation: None present

 

 

 

 

 

545

 

Grant application: Members considered the grant application from 1st Sompting Scouts for the sum of £ 1,000. The application was presented to members following the action required by Full Council as the scouts did not present bank statements and there were questions raised as to whether the Council was paying for the scouts through the Festival budget as well as a grant. Following discussion it was

RESOLVED: The grant application from the scouts is refused as the applicant had not fulfilled the requirements of the application i.e. no bank statements had been presented.  Members recommended that the Events committee consider whether payment towards the scouts could be funded through the Festival budget due to the reason for the grant application.

Events Committee

 

 

 

 

546

 

Renewal of Council Insurance: Members considered the Clerk’s report and the opportunity to have a three year insurance period with the insurer Came and Company. Following discussion the committee

RESOLVED: That the council will use Came and Company has the council’s insurers for the cover given in the schedule and at the premium of £1,407.45 by having a three year insured period, until 16th June 2018, noting that the approved insurance premium will only increase during the three years due to property sums insured being index linked.

Clerk

 

 

 

 

547

 

List of payments for approval: The committee received the list of payments and approved including on the Clerk’s request, payment to be made to cover the staff salaries, the insurance premium (see above) and for J Williams. It was agreed that the list of payments will be revised and presented to full council with the minutes of this meeting.

Clerk

 

 

 

 

548

 

Recommendation to Centre committee – cost of grass cutting: Members were concerned over the cost of the grass cutting at the Centre and recommended  that the Centre committee considers and resolves on other options and costs at their next meeting.

Centre Manager/ Centre com