,

FINANCE AND GENERAL PURPOSES COMMITTEE MEETING

You are summoned to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 22nd April 2015, commencing at 7.00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

Salary adjustments: To receive the Clerk’s report on final adjustments to salaries for tax year 2014/15 and approve.

 

 

 

6

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

 

7

 

Recommendation by Centre committee – purchase of sheds:

The Centre is suffering from a lack of storage especially now the back room is to be used for the IT Inclusion. The proposal considered by the committee is to replace the existing shed, which is now financially uneconomic to repair, and to purchase a new shed for additional storage.

However, following consideration by the committee it has been decided to purchase one shed from Meakers and review the storage problem.

The Centre Manager is obtaining full prices from Meakers following a site inspection. If however, the prices are not confirmed in time the Clerk suggests rounding off the estimated prices for this resolution.

 

The recommendation to Finance and General Purposes committee is to release from the Centre ear marked reserves funding of £1,000.00.

This committee is to consider the recommendation and resolve on its findings.

 

8

 

Grant application: The Council has received an application from Victim Support for the sum of £ 100.00 The application will be presented to members at the meeting for consideration and resolution.     

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 17th April 2015

 

 

FINANCE AND GENERAL PURPOSES COMMITTEE MEETING

on Wednesday, 25th March 2015, commencing at 7.00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

 

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

6

 

Service Agreement for 7A: To approve the payment from transportation earmarked reserve the sum of £3,000.00 to be paid monthly at £ 500.00. The committee should note that the Council has received the sum of £ 500.00 from Sompting Big Local.

 

 

 

7

 

Confidential Report: Public are to be excluded from this item as it discusses staff financial payments. The Clerk will present the report.

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 18th Mar 2015

 

Wednesday, 25th February 2015, commencing at 7.00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

 

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 18th February 2015

 

 

 

 

 

 

 

 

 

 

 

 

Wednesday, 28th January 2015, commencing at 7.00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

 

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

6

 

Treasurers’ Account: The committee to receive the Clerk’s report recommending the opening of a Treasurers’ Account with Nationwide Building Society. Members are requested to resolve accordingly.

 

 

 

7

 

THIS REPORT IS TO BE CONFIDENTIAL AND THE PUBLIC AND PRESS ARE TO BE EXCLUDED FROM THE MEETING DURING THIS ITEM’S DICUSSION. REASON: THE REPORT HOLDS PERSONAL FINANCIAL DETAILS OF MEMBERS OF STAFF

National Salary Award: Members are to receive the Clerk’s report and resolve accordingly

 

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 15th January 2015

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Wednesday, 26th November 2014 commencing at 7:00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

6

 

Recommendation of budgets and precept for council year 2015/16: To receive the Clerk’s report and to consider budget and precept for 2015/16. Resolution is a recommendation to Full Council.

 

 

 

 

 

Wednesday, 22nd October 2014, commencing at 7:00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

 

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

7

 

Budgets: To receive the Clerk’s report and to consider current status and bids for 2015/16. This will be issued at the meeting

 

 

 

8

 

Any item forthcoming from Centre committee meeting: To receive items arising from Centre committee meeting that requires this committee’s resolution.

 

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 17th October 2014

 

 

FINANCE AND GENERAL PURPOSES COMMITTEE MEETING

Wednesday, 24th September 2014, commencing at 8:00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

 

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

5

 

List of payments for approval: To approve list of payments and note bank balance. The list to be issued at the meeting due to late invoices.

 

 

                                                                     

6

 

Bus service

The Amenities and Environment Committee considered the report by Cllr Vincent on the proposed shuttle bus service. As part of theA&E committee’s resolution, this committee has been requested to review the funding that may be available. Min ref A&E  475

There is no current budget provision allocated for this proposal and any funds that may be available will be taken from the ear-marked reserve Transportation set at £ 11,970

This committee is asked to confirm what funds are available subject to the other projects under this ear-marked reserve not being compromised.

 

 

 

7

 

Budgets: To receive the Clerk’s report and to consider current status and bids for 2015/16.

 

 

 

8

 

Increase of Toilet Cleaning Contract Cost:

The Amenities and Environment Committee on 3rd September 2014 resolved the following:

Resolved – The committee confirms its acceptance to the requested increase and that the Clerk notifies Wettons accordingly.

This committee is informed of the resolution as the increase affects the contract value. The report to A&E is attached and this committee is to approve the change in the contract value as indicated in the report.

 

 

 

9

 

Grant and donation applications received: The committee is to receive the Clerk’s report and resolve on the recommendations.

 

 

 

10

 

IT Hub: Subject to the resolution made at the extraordinary Full Council meeting held on 24th September, this committee is to resolve on any financial impact to the Council finances that occurs.

 

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 16th September 2014

 

 

 

 

 

 

 

 You are invited to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 25th June 2014, commencing at 7p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Elect chairman

 

 

 

2

 

Elect vice-chairman

 

 

 

3

 

Apologies and reasons for absence

 

 

 

4

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

5

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

6

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

7

 

List of payments for approval: To approve list of payments and note bank balance and that the list may be revised at the meeting due to late invoices.

 

 

                                                                     

8

 

Internal Audit Report: The committee is to view the audit’s report and resolve on the recommendations.

 

 

 

9

 

Festival cash payments: The committee is requested to approve retrospectively the cash payments made

for the festival bands via the Clerk.

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 18/06/2014

 

MEETING 28TH MAY CANCELLED

MEETING 23RD APRIL 2014 CANCELLED

 

 

You are invited to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 26th March 2014, commencing at 7pm at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

6

 

List of payments for approval: To approve list of payments and note bank balance and that the list may be revised at the meeting due to late invoices.

 

 

                                                                     

7

 

Date for extraordinary meeting: There is a need to have an extraordinary meeting for this committee to agree the end of year submission. Date of meeting to be agreed.

 

 

 

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 19/03/2014

 

You are invited to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 26th February 2014, commencing at 7:30 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

6

 

List of payments for approval: To approve list of payments and note bank balance and that the list may be revised at the meeting due to late invoices.

 

 

                                                                     

7

 

Confidential Report: This item is to be treated as confidential due to terms of tenders and negotiations for contracts to be entered into.

Back room toilet conversion: The committee is to receive the Clerk’s report and resolve accordingly

 

 

 

8

 

Confidential Report: This item is to be treated as confidential due to the appointment of the Assistant Parish Clerk. The committee is to receive the Clerk’s report and resolve accordingly.

 

 

David Porter, Clerk to the Council                                                                      Dated: 19/02/2014

 

 

 

You are invited to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 22nd January 2014, commencing at 7:00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

6

 

List of payments for approval: To approve list of payments and note bank balance and that the list may be revised at the meeting due to late invoices.

 

 

                                                                     

7

 

Councillor’s personal expenses: Councillors are already able to claim for stationary used at home for council business and have to produce receipts. The same applies for petrol.  However, some councillors use their home internet and telephone for council business but are unable to produce receipts. This committee is asked to find a method to resolve this difficulty and recompense councillors.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 15/01/14

 

 

No meeting December

 

 

FINANCE AND GENERAL PURPOSES COMMITTEE

AGENDAS

You are invited to attend the above meeting of Sompting Parish Council

to be held on Wednesday, 27th November 2013, commencing at 7:00 p.m. at

Harriet Johnson Centre, Loose Lane, Sompting.

AGENDA

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Review of Parish Council Staff pay and condition of service:

“In view of the confidential nature of the business about to be transacted, it is advisable in the public interest that the press and public be temporarily excluded and they are instructed to withdraw. Reason: This item will discuss staff pay and conditions of service which is of a personal nature and confidential.”

Under Standing Orders, every year, not later than the meeting at which the estimates for next year are settled, the Council shall review the pay and conditions of service of existing employees. The committee is to undertake the review and resolve on their findings. Any improvement resolved on may need to be reflected during item 8 below. A confidential report will be issued before the meeting.

 

 

 

6

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

7

 

List of payments for approval: To approve list of payments and note bank balance and note that the list may be revised at the meeting due to late invoices.

 

 

 

8

 

Committee budget 2014/15: To consider the budget sheets issued at Full Council, informing the Clerk of any changes required. To resolve approval on the final stage of budget preparation.

 

 

                                                                     

9

 

Proposed changes to reserves: The committee is to consider the Clerk’s report on his proposed changes to reserves and resolve on its recommendation

 

 

 

 

 

David Porter, Clerk to the Council                                                                      Dated: 19/11/2013

 

23rd October 2013 - cancelled

25th September 2013

                                                                                                         

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

6

 

Salary increases for Parish staff:  Staff employed by the council are to receive a pay rise back dated to 1st April 2013. Please refer to Clerk’s report for details. The committee is to resolve on the recommendation in the Clerk’s report.

 

 

 

7

 

Grant application: The Queen Alexandra Hospital Home and Central and South Sussex CAB have made an application for grant. The committee is to resolve on the applications and the funds to be donated. The Clerk will present applications.

 

 

                                                                     

8

 

List of payments for approval: To approve list of payments and note bank balance and that the list may be revised at the meeting due to late invoices.

 

 

 

9

 

Vat duty repayment claim 2012/13: The vat duty repayment of £ 8,994.89 for the year 2012/13 has been received and has been placed in account number 81393103. The committee is to resolve acceptance of this notification by the Clerk.

 

 

 

10

 

Approval to use reserves: The Centre Committee were informed that dry rot has been found at the Centre. Heritage quoted £5860 + vat to rectify the problem. The Council will have to do some work themselves externally. There is no budget for this work and as the work needed to be done as quickly as possible,  the committee, on the agreement of the Chairman of Finance and General Purposes Committee, ordered the work to be done with the funding coming from reserves.

This committee is to resolve approval to the agreement by the Finance and General Purposes committee’s chairman that funding will be found from the Council’s reserves.

 

 

 

11

 

Committee budget 2014/15: To consider the budget sheets for this committee, informing the Clerk of any changes required. To resolve approval on the first stage of budget preparation.

 

 

 

12

 

Contract for recreation ground toilets: The Clerk presented to the Amenities and Environment Committee the quotation from Wettons Ltd to unlock by 08.30am, cleanse, supply and replenish consumables ie toilet roll and wallgate soap and lock 16.00 in Winter and 18.00 Summer 7 days per week all year round: Annual Charge would be £3914.89 + vat. This has been approved by the Amenities and Environment Committee. The contract is a rolling contract with 3 month cancellation clause. This committee is to resolve on entering into the contract.

 

24th July 2013

1

 

Apologies and reasons for absence

 

 

 

2

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

3

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

4

 

Items not on the Agenda that the Chairman is of the opinion should be considered urgently.

 

 

 

5

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

6

 

Internal audit report: To receive the report and to resolve on the recommendations

 

 

 

7

 

Grant application: Victim Support have made an application for grant. The committee is to resolve on the application. The Clerk will present application.

 

 

                                                                     

8

 

List of payments for approval: To approve list of payments and note bank balance. The list includes those payments made prior to June meeting which was cancelled. The list includes payments for the festival and the list may be revised at the meeting due to late invoices.

 

 

 

9

 

Festival cash payments: The committee is requested to approve retrospectively the cash payments made for the festival bands via Cllr B Mear. This was a recommendation made by Amenities and Environment committee.

 

 

 

10

 

Office Assistant post: The Clerk will present his report on this post and the post holder.

 

 

 

11

 

Boiler change: The Clerk requests authorisation to a one-off change of the Financial Regulations on the number of estimates required for this work. The Clerk will present the report.

 

 

 

 

 

 

24th June 2013 – CANCELLED BY CHAIRMAN

 

23rd May 2013

1

 

Election of Chairman

 

 

 

2

 

Election of Vice-Chairman

 

 

 

3

 

Apologies and reasons for absence

 

 

 

4

 

Declarations of interest by councillors on any of the agenda items below

 

 

 

5

 

Request for DPI Dispensations: Any request for dispensation to be made now and Council  decide whether the request is agreed

 

 

 

6

 

Public participation: The public have a Right and are welcome to attend all council meetings and an opportunity is provided at the meeting to ask questions. However, the public may be excluded for the whole or part of a meeting if the agenda states what business is going to be considered during the exclusion and only if the council resolves to exclude the public for those items clearly stating the reason for the exclusion.

 

 

 

7

 

Asset Register 2013: The current asset register is presented and the committee is asked to approve.

 

 

 

8

 

Annual Council Insurance: The committee is to consider the renewal papers submitted by the insurer Came and company and with the Clerk presenting any changes to the cover approve the

 

 

 

9

 

List of payments for approval: To approve list of payments. Bank balance will be given at meeting

 

 

 

10

 

List of budget allocations to other committees: Following AGM’s revision of terms of reference budget allocations  to be approved.

 

 

 

 

Bank balance at 30th April 2013:  £ 165,900.94

PAYMENTS FOR RATIFICATION

BP

 

HMRC

 

2012/13 tax etc

£ 2450.34

BP

 

Clerk

 

Salary april

£ xxxx

BP

 

Centre Manager

 

Salary april

£ xxxx

BP

 

Assistant Clerk

 

Salary april

£ xxxx

DD

 

BGas

 

Office gas

£ 126.10

DD

 

BGas

 

Centre gas

£ 344.50

DD

 

Adur District Council

 

Rates april

£ 159.00

DD

 

Adur District Council

 

Rates May

£ 162.00

 

 

 

PAYMENTS FOR APPROVAL

101301

 

Pip Services Southern Ltd

 

Cleaning materials

£ 51.78

101302

 

Pat Perspective Ltd

 

Pat testing

£ 83.52

BP

 

D Porter

 

Various purchases

£ 44.43

BP

 

S Williams

 

Keys cut

£ 4.99

BP

 

D Porter

 

Emergency phone*

£ 27.98

BP

 

Premier domestic services

 

Cent cleaning april

£ 242.00