APRIL MEETING CANCELLED 

 

 

Unconfirmed Minutes of Finance Committee held on 29th March  2017

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

733

 

Attendance: Cllrs Bashford (Chair), Godley, Thornton

 

 

 

 

 

 

 

734

 

Apologies:  Cllr  Mear (reason approved)

 

 

 

 

 

735

 

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

 

 

 

 

 

736

 

Request for DPI Dispensations: None

 

 

 

 

 

737

 

Minutes: The minutes of 22nd February 2017 resolved as a true record by Full Council.

 

 

 

 

 

738

 

Public participation: None present

 

 

 

 

 

739

 

List of Receipts and Payments for approval: The list was approved for payment. The Chairman accepted the March salary payments to be added and thus approved.

 

 

 

 

 

740

 

 

 

 

 

 

 

 

741

 

 

 

 

 

 

 

 

 

 

 

742

 

 

 

743

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Verification of bank accounts:  Cllr Bashford as Chair of the Committee signed the bank accounts. Members received the bank statements for   February 2017.The clerk had no adjustments to report.

The committee agreed to have for the new financial year

1.     a summary of the accounts’ activity (amounts in and out)

2.     Sight of the previous bank statement.

3.     The previous list of payments approved

 

 

Recommendations from 15/3/2017 Centre committee:

The Centre committee recommended that the following items be presented to this committee for consideration as the items affect the budget for 2017/18.

1.     That the Council has a recycling bin for the Centre at an annual cost of £ 195.00

2.     That as the Order for the replacement gates is to be issued prior to end of year, that the budget sum of £ 3,000.00 for this year be carried over due to the commitment.

3.     As there is insufficient time before the end of year that the cost of the survey for the air raid shelter be funded from reserves in 2017/18.

Members resolved to approve the recommendations.

 

Journals to budgets: The RFO has viewed the cashbook information for the year 2016/17 and will present his report giving suggested journals to the budgets. Members resolved to approve the journals presented

 

 

End of Year figures: The RFO is to present penultimate end of year figures for 2016/17 for members’ consideration (with changes subject to previous item). The Clerk will then use the information to make necessary journals before submitting the end of year figures to Full Council in April. Note the internal audit will occur on 18th April 2017. Members noted the information presented.

 

 

 

 

Unconfirmed Minutes of Finance Committee held on 22nd Feb  2017

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

722

 

Attendance: Cllrs Bashford (Chair), Godley, Mear

 

 

 

 

 

 

 

723

 

Apologies:  Cllr Thornton  (reason approved)

 

 

 

 

 

724

 

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

 

 

 

 

 

725

 

Request for DPI Dispensations: None

 

 

 

 

 

726

 

Minutes: The minutes of 25th January 2017 resolved as a true record by Full Council.

 

 

 

 

 

727

 

Public participation: None present

 

 

 

 

 

728

 

List of Receipts and Payments for approval: The list was approved for payment – with the proviso that Southern Water   invoice is checked and confirmed before payment.

 

 

 

 

 

729

 

 

 

 

 

 

 

 

730

 

 

 

 

 

731

 

 

 

 

 

 

 

 

 

 

 

732

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Verification of bank accounts:  As Councillor Jones has resigned Cllr Bashford as Chair of the Committee signed the bank accounts. Members received the bank statements for   January 2017.The clerk had no adjustments to report.

The committee suggested that it would be useful to also have a summary

of the accounts’ activity (amounts in and out) and sight of the previous bank statement.

 

 

Christmas Festival Breakdown – Cllr Godley reported that out of the budget of £900 and amount of £799 was spent. The committee noted the breakdown.  £112.50 was also raised for Help for Heroes and a thank you letter had been received.

 

 

Grants Application: Kent Surrey & Sussex Air Ambulance

After discussion,  it was resolved to grant Kent Surrey & Sussex Air Ambulance £250.00.

 

 

Reports by Clerk:

·         Letter of Thanks for the grant made to Worthing and Sompting Model Tank Club – was noted

·         Letter from Central and South Sussex Citizens Advice informing of operational changes in West Sussex – noted and information to be put on noticeboards.

·         Letter of thanks for the grant made to Victim Support Sussex

Meeting ended at 7.30pm

Items for future discussion by Council, Committees or Emergency Consultation Panel. – Council to agree where these items are to be discussed and the priority. – No further items

 

 

 

 

Clerk

 

 

 

 

 

 

 

 

 

 

 

Minutes of Finance Committee held on 25th January 2017

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

712

 

Election of Chairman and Vice Chair: Cllr Bashford elected as Chairman with Cllr Godley as Vice Chair

 

Attendance: Cllrs Bashford (Chair), Godley, Thornton, Jones

 

 

 

 

 

 

 

713

 

Apologies:  Mear (reason approved)

 

 

 

 

 

714

 

Declarations of interest by councillors on any of the agenda items below: Cllr Godley on item 9 Victim Support grant application

 

 

 

 

 

715

 

Request for DPI Dispensations: None

 

 

 

 

 

716

 

Minutes: The minutes of 23rd November 2016 resolved as a true record by Full Council.

 

 

 

 

 

717

 

Public participation: None present

 

 

 

 

 

718

 

List of Receipts and Payments for approval: The list was approved for payment.

 

 

 

 

 

719

 

 

 

 

720

 

 

 

 

 

 

 

 

 

 

721

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Verification of bank accounts:  Members elected Cllr Jones to verify accounts. Members received the bank statements for November and December 2016 and on agreement with the committee, Cllr Jones signed the statements. The Clerk had no adjustments to report.

 

Grants: Members received information on the grant applications. The Clerk presented St Mary’s application verbally. The Clerk spoke about the Worthing Tank Club application informing members that the applicant had changed the title of the club to Sompting instead of Worthing and the reason for the grant to encourage more members through advertising and marketing of club. On discussion, it was resolved:

1.     Sompting Tank Club granted £ 100.00

2.     Victim Support granted £ 100.00

3.     St Mary’s Church deferred for further financial information and requesting what other organisations had been approached.

 

Reports by Clerk: No reports

Meeting ended

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Clerk

 

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

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

699

 

Attendance: Cllrs Bashford (Chair), Mear, Thornton, D Lewis

 

 

 

 

 

700

 

Apologies:  None

 

 

 

 

 

701

 

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

 

 

 

 

 

702

 

Request for DPI Dispensations: None

 

 

 

 

 

703

 

Minutes: The unconfirmed minutes of 26th October 2016 resolved as a true record.

 

 

 

 

 

704

 

Public participation: None present

 

 

 

 

 

705

 

List of Receipts and Payments for approval: The list was approved for payment.

 

 

 

 

 

706

 

 

 

707

 

708

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

709

 

 

710

 

 

 

 

 

 

 

711

 

 

 

 

Verification of bank accounts:  Members received the bank statements for October 2016 and on agreement with the committee, Cllr D Lewis signed the statements. The Clerk had no adjustments to report.

 

Budget Virements:  Clerk had no report to present

 

Council budget 2017/18:  Members received the RFO’s report on the collective budget for 2017/18. Members viewed the figures and on discussion agreed with the RFO’s suggestions for funding the budget.

It was approved that:

Staff clothing £300; Staff mileage £250; Hmrc 17/18 employer £3000 Resident surveys £ 4000; Conservation projects start-up            £ 3000 Sompting entry signs £ 1000; South downs projects £ 1000; small hall heater replacement £ 2000; scaffold tower£ 500 are to be included.

The total expenditure budget is          £ 126,026.00

Less The expected income (excluding the precept) £ 15,565.00

Less The amount from ear marked reserves             £ 19,100

Less The amount to be carried over              £ 8,661.00

Cllr Nicklen attended 7.25pm

Council precept 2017/18: Members resolved that from consideration of the council budget 2017/18 and its funding previously resolved on, that the precept to be levied for 2017/18 is £ 82,700.00.

Resolved to recommend to Full Council in December 2016 that the precept is £82,700.00

Reports by Clerk: The Clerk recommended to members that the meeting in December 2016 be cancelled. This was approved.

Meeting ended

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 26th October 2016

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

688

 

Attendance: Cllrs Bashford (Chair), Thornton, D Lewis,

 

 

 

 

 

689

 

Apologies:  Cllrs Mear, Nicklen. Reasons approved

 

 

 

 

 

690

 

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

 

 

 

 

 

691

 

Request for DPI Dispensations: None

 

 

 

 

 

692

 

Minutes: The unconfirmed minutes of 28th September 2016 resolved as a true record.

 

 

 

 

 

693

 

Public participation: None present

 

 

 

 

 

694

 

List of Receipts and Payments for approval: The list was approved for payments, with the alteration of payment to Harrison EDS to read £ 29.94 and St Barthomews to read Barnabas for the payment sum of £ 8,210.39. The vat figure stays the same.

 

 

 

 

 

695

 

 

 

696

 

 

 

 

 

 

Verification of bank accounts:  Members received the bank statements for September 2016 and on agreement with the committee, Cllr D Lewis signed the statements. The Clerk had no adjustments to report.

 

F&GP Budget 2016/17:  Members received the committee’s budget report and noted the figures. Members considered the approach to be taken on salary allocation to Centre committee and agreed that the caretaker salary is to be split between Parish and Centre work and allocated to Centre committee with the total of Centre Manager’s salary. Report back to Amenities and Environment committee.

 

 697

 

Budget Virements:  Clerk had no report to present

 

698

 

 

 

 

 

 

 

 

 

Committee budget bids for 2017/18 and 18/19: Members received the RFO’s report and agreed the list subject to finalising in November and due to the changes proposed in minute 696 above.

 

 

Future Terms of Reference: Not discussed

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 28th September 2016

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

675

 

Attendance: Cllrs Bashford (Chair), Thornton, Lewis, Mear

 

 

 

 

 

676

 

Apologies and reasons for absence:  Cllr Nicklen absent

 

 

 

 

 

677

 

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

 

 

 

 

 

678

 

Request for DPI Dispensations: None

 

 

 

 

 

679

 

Minutes: The unconfirmed minutes of 27th July 2016 resolved as a true record.

 

 

 

 

 

680

 

Public participation: None present

 

 

 

 

 

681

 

List of Receipts and Payments for approval: The list was approved for payments for the payment sum of £ 11,000.27

 

 

 

 

 

682

 

 

 

683

 

 

 

 

 

 

Verification of bank accounts:  Members received the bank statements for July and August 2016 and on agreement with the committee, Cllr Lewis signed the statements. The Clerk had no adjustments to report.

 

Grant applications:

1.     The Council received application from 1st Sompting Scout Group for the sum of £ 1,000.00 to purchase new camping equipment. On consideration of accounts and application, members resolved to grant the sum of £ 1,000.00 to the Scout Group.

2.     Members approved the grant donation of £ 500.00 to Citizen Advice Bureau.

 

 

 

 

 

684

 

F&GP Budget 2016/17:  Members received the committee’s budget report and noted the figures.

 

 

 

 

 

 

 

 

 

685

 

686

 

Budget Virements:  Clerk had no report to present

 

Committee budget bids for 2017/18 and 18/19: Members received the RFO’s report and resolved on bids.

 

 

 

 

 

 

 

 

687

 

Work Place Pensions: The Clerk informed members of the work place pension compliance acted on by the Council and that the Clerk was auto enrolled but opted out. The Clerk informed members of their legal obligations when employing new staff and to review the current position for the Clerk in three years’ time.

 

 

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

 

               

Minute

 

Action

 

 

 

 

 

 

 

 

662

 

Attendance: Cllrs Bashford (Chair), Thornton, Lewis, Mear. Cllr Godley attended for items 10,11 and 12 as Chairman of Centre committee.

 

 

 

 

 

663

 

Apologies and reasons for absence:  , Nicklen (work). Reason for absence approved.

 

 

 

 

 

664

 

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

 

 

 

 

 

665

 

Request for DPI Dispensations: None

 

 

 

 

 

666

 

Minutes: The unconfirmed minutes of 22nd June 2016 approved as a true record with the word “Cllr” in front of Mear to be removed so that the minute reads properly.

 

 

 

 

 

667

 

Public participation: None present

 

 

 

 

 

668

 

List of Receipts and Payments for approval: The list was approved for payments for the payment sum of £ 9,776.40 and receipts sum of £ 9,300.94

 

 

 

 

 

669

 

Verification of bank accounts:  Members received the bank statements  and on agreement with the committee, Cllr Lewis signed the statements. The Clerk had no adjustments to report.

 

 

 

 

 

670

 

F&GP Budget 2016/17:  Members received the committee’s budget report and noted the figures.

 

 

 

 

 

671

 

Council Budget 2016/17: Members received the other committee’s budget reports and noted the figures.

 

 Clerk

 

 

 

 

672

 

Budget re-allocations: Members received the Clerk’s report and it was

Resolved:  

1.     to re-allocate the budgets 4916 (£ 3000.00) and 

4265  (  £ 1000.00)  to the Centre committee.

  1. To re-allocate the budget 4208 ( £ 500.00) to the Amenities and Environment committee

 

 

 

RFO

 

 

 

 

673

 

Budget Virements:  Members received the Clerk’s report and

Resolved:

  1. to vire the surplus of the budget  4030 Insurance to 4265 Stationery/Pubs/Printing at a sum of £ 132.00 in total.
  2. that the funding for the gates comes from the Centre advertising events at £ 3,000.00 and £ 2,000 from the EMR asset maintenance.

 

 

 

 

Clerk

 

 

 

 

674

 

Caretaker position: Cllr Godley presented the unconfirmed minute concerning the caretaker position and the reasoning behind the recommended changes to the rate of pay and the number of hours for the post. Members noted that the hours had been reduced from 20 to 12. Cllr Godley stated that the work to be undertaken by the caretaker is recommended to be for the Centre and its grounds only while the original work outside the Centre but within the Parish is to be done by contractors. Members considered this recommendation and agreed that the number of hours should be increased to 15 with the caretaker undertaking the maintenance of the bus shelters and attached noticeboards and part of the recreation toilets (yet to be finalised).

Members considered the rate of pay beyond normal working periods and agreed that

a)     during the week the post-holder should be flexible in achieving the 15 hours

b)     Saturday shall be normal rate of pay

c)     Sunday shall be 1.5 normal rate of pay

d)     After 10pm 1.5 normal rate of pay – but taking into account a) above

Members considered and agreed the rate of mileage to be paid as 45p per mile for approved  trips to the Centre  after the first working visit.

 

Resolved:

  1. The post of caretaker is confirmed
  2. That the rate of hourly pay is increased to £ 8.20
  3. The number of hours should be increased to 15 with the caretaker undertaking the maintenance of the bus shelters and attached noticeboards and part of the recreation toilets (yet to be finalised).
  4. during the week the post-holder should be flexible in achieving the 15 hours
  5. Saturday shall be normal rate of pay
  6. Sunday shall be 1.5 normal rate of pay
  7. After 10pm 1.5 normal rate of pay – but taking into account a) above
  8. the rate of mileage to be paid as 45p per mile for approved  trips to the Centre  after the first working visit.

 

 

 

 

 

Minutes of Finance and General Purposes Committee held on 22nd June 2016

               

Minute

 

Action

 

 

 

 

 

 

 

 

650

 

Attendance: Cllrs Bashford (Chair)  Thornton, Nicklen, Lewis Cllr Mear,

 

 

 

 

 

651

 

Apologies and reasons for absence:  None

 

 

 

 

 

652

 

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

 

 

 

 

 

653

 

Request for DPI Dispensations: None

 

 

 

 

 

654

 

Public participation: None present

 

 

 

 

 

655

 

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

 

 

 

 

 

656

 

Verification of bank accounts:  Members received the bank statements  and on agreement with the committee, Cllr Lewis signed the statements  (after clarification on one item by Chair, with  the Clerk)

 

 

 

 

 

657

 

Cllr Nicklen arrived at 7.30pm

 

 

 

 

 

658

 

Grant Application: The Committee considered the grant application from Mrs Mason to start a new Carers Group in Sompting at the Harriet Johnson Centre.   It was resolved to grant the £200 requested.

 

 

Clerk

 

 

 

 

659

 

Sompting  Festival : Cllr Mear presented the list of suppliers  and the charges that exceed £500. 

Brighton Marquee Hire - £1479.00 net

GB ems  (1st aid Cover)  - £1193.00 net

Kodiak Security              -  £740 net

Entertainment                 -  £820 net   (Elvis £250, Dolly & the Misfits £285, 

                                                                Amalgamation £285)     

It was noted that the entertainment would need paying in cash on the night.

It was resolved that due to the short timescale, it was agreed to waiver the requirements for three quotes for these items. 

 

 

 

 

 

 

660

 

F & GP budget: Members received the list of allocated budgets and the expenditure / income to date. On consideration the committee noted   the budget information.

As Cllr Nicklen was new to the committee, the Chair clarified the  procedure re virements and using money from  Reserves.

Cllr Nicklen then requested an item be placed on the next agenda to vire the excess in the insurance budget to stationary/publishing/printing.

 

 

 

 

Clerk

 

 

 

 

661

 

National Pay award:  The committee noted the pay award.  Cllr Nicklen requested the percentage increase.

 

 

  Minutes of Finance and General Purposes Committee held on 25th May 2016

               

Minute

 

Action

 

 

 

 

637

 

Election of committee chair: Cllr Bashford was elected

 

 

 

 

 

638

 

Election of Vice Chair:  Cllr Nicklen was elected

 

 

 

 

 

639

 

Election of Cllrs of verify accounts: Cllr Lewis with Cllr Thornton as substitute

 

 

 

 

 

640

 

Attendance: Cllrs Mear, Bashford, Thornton, Nicklen, Lewis

 

 

 

 

 

641

 

Apologies and reasons for absence:  None

 

 

 

 

 

642

 

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

 

 

 

 

 

643

 

Request for DPI Dispensations: None

 

 

 

 

 

644

 

Public participation: None present

 

 

 

 

 

645

 

Renewal of Council Insurance: Members received the quotation dated 11th April 2016 for the year 2016/17. The Clerk informed members that the Council had entered a three year agreement with the insurance company ending 16th June 2018. Members viewed the schedule for the previous year. The Clerk indicated that the Insurance Premium Tax had increased to 9.5% which increased the premium. On consideration, it was

Resolved: That the premium of £ 1468.46 be paid.

 

 

 

 

 

646

 

Annual Return 2015/16 to external auditor: Members received the documents to be sent to the external auditor. The Clerk informed members that sections 1 and 2 had already be viewed by Full Council in April but he would add that this committee had viewed and approved section 2 again with the Clerk inserting the minute reference. Page 5 of 6 gave the Internal auditor’s report following his inspection of the Council’s internal control objective. Members also viewed the explanation of variances form, bank reconciliation for year end, Notice of public rights and publication of unaudited annual return.

On consideration it was

Resolved: That the financial documents viewed are approved to be submitted to the external auditor.

 

 

 

 

 

647

 

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

 

 

 

 

 

648

 

Verification of bank accounts:  Members received the bank statements  and on agreement with the committee, Cllr Lewis signed the statements.

 

 

 

 

 

649

 

Finance and General Purposes committee budget and expenditure to date: Members received the list of allocated budgets and the expenditure / income to date. On consideration the committee noted  the budget information.