Minutes of a Meeting of the Finance and General Purposes Committee Held On

PETWORTH TOWN COUNCIL

MINUTES OF A MEETING OF THE FINANCE AND GENERAL PURPOSES COMMITTEE HELD ON

TUESDAY 14 JULY 2016

IN THE TOWN COUNCIL OFFICE AT 7.00 PM

Cllrs Present: Mr Alan Copus (Chair)Cllrs Absent: Mr Rob Evans

Mr Neville Fox Dr Rosa Pawsey

Mr Chris Kemp

Miss Samantha Spriggs

Mr Hugo Petersens

Mr Michael Peet

In attendance: Locum clerk, Mr Peter Welch JP

F/68/16Apologies for absence

Apologies for absence were received from Cllrs Evans and Pawsey

F/69/16Declarations of interest

There were no declarations of Pecuniary, non-pecuniary or personal interests in relation to any items included on the agenda for this meeting in accordance with THE LOCALISM ACT 2011 and the Relevant Authorities (Disclosure Pecuniary Interests) Regulations 2012.

F/70/16Minutes of the previous meeting

The minutes of the previous meeting dated 21 June 2016 were AGREED as a true record. Proposed by Cllr Kemp and Seconded by Cllr Copus.

RECOMMENDED to be ADOPTED by Council.

Cllr Peet arrived at 7.20 pm

F/71/16Matters Arising

Action carried forward from previous meeting: Reimbursement for damaged slide at Hampers Common. In hand with Cllr Kemp

Action carried forward from previous meeting:Issuing of a receipt to the Petworth Society for donation towards Defib.Pending action.

Action carried forward from previous meeting:Cllr Copus to complete an Additional Party form for Nat West Bank. Completed. Cllr Copus to submit form to the bank.

F/72/2016Accounts – June 2016

INCOME2016/17Actual cash

Budgetto date

Precept104,80053,100

Support Grant3,4841,742

Hampers Common

Hire200100

Interest204

Allotment Rents2,5001,273

Xmas Event2,50075

Farmers Market1,260

Totals113,50457,554

EXPENDITURE2016/17Actual cash% cash

Budgetto dateto dateAprilMayJune

OutsideRosemary Gdns/Hampers Com Contract6,0001,80830%5651,2430

Rosemary Gardens Maintenance50031663%024076

Hampers Common Maintenance50000%000

Safety checks5321523800

Hampers Common Lease80000%000

Waste & Dog Bins60000%000

Hanging Baskets - Maintenance1,200292%0029

Hanging Baskets - Watering2,00000%000

Planters20000%000

CCTV5,00000%000

Street Lighting1,80026915%26900

Church clock25012249%00122

General Maintenance2,00072536%51550160

20,8503,80118%1,5011,913387

Allotments Lease 500750150%07500

Allotments Water500112%0110

Allotments Maintenance1,500554%0055

2,50081633%076155

Xmas Event - General1,300504%5000

Xmax Event - Lighting1,00000%000

2,300502%5000

Farmers Market1,076620220236

AdminOffice Rent & Service Charges6,7001142%11400

Clerk's Salary31,0008,61728%2,8442,8612,912

Clerk's pension from 1/2/2017 @ 3%12600%000

Insurance1,5001,21381%001,213

SALC/SLCC Subscriptions/Contracts90083192%83100

Audit Fee1,00031031%03100

Annual meetings100128128%01280

Office Expenditure900607%0600

Expenses/Postage3005217%0520

Repayment of £80k loan for playgrounds8,9604,41349%4,41300

Local Election2,00000%000

Training1,50031521%650250

Web Site20000%000

Comms/IT70028340%6317149

Office Water1104642%4600

55,99616,38229%8,3763,5824,424

MiscGrants Awarded3,00047516%00475

Repayment of £10k loan for skatepark1,22100%000

Traffic consultant recommended works10,00000%000

War Memorial04,9004,90000

Street light refurbishment10,00000%000

Bus shelter3,00000%000

Jubilee walk500306%0300

Sign posts1,00000%000

Queen's 90th birthday celebrations100250250%00250

Chairman's allowance500265%0026

Petworth Pages net contribution50000%000

Unallocated budget/contingency2,00082541%077550

31,8216,50620%4,900805801

113,46728,63125%15,4477,2815,903

Action carried forward from previous meeting: To contact SDNPA regarding outstanding £4K Grant. In hand with Cllr. Kemp.

Action carried forward from previous meeting: Cllr Copus to establish outstanding rents for allotments.Cllr Kempto request an audit of allotments from John Robbins, then match results to council’s list of allotment holders before late payment letters are sent to holders.

F/73/16Bank reconciliation

BALANCE SHEET
Reserve at 1 April 2016 - general / 24,478
Reserve at 1 April 2016 - for allotments / 99
Reserve at 1 April 2016 - for NP / 12,829
Reserve at 1 April 2016 - for playparks / -1,551
Less: Playpark spend / -4,371.72
Less: Recoverable VAT 2015/16 / 669
Less: Recoverable VAT 2016/17 / -3,091
Plus: income / 57,554
Less: expenditure / -28,631
Less: N Plan expenditure / -5,347
Balance at / 30/06/2016 / 52,638.73

Bank Balances at 30/06/2016

Nat West Current Account 17,522.63

Nat West Deposit Account 35,116.10

Total 52,638.73

The bank reconciliation was proposed by Cllr Kemp and Seconded by Cllr Spriggs to be RECOMMENDED to Council for ADOPTION.

F/74/16Receipts

The following payments were NOTED.

16/06/2016 / 20.50 / Allotment Rents
16/06/2016 / 20.00 / Allotment Rents
16/06/2016 / 15.00 / Allotment Rents
01/01/2016 / 35.00 / Farmers Market
01/01/2016 / 35.00 / Farmers Market
13/06/2016 / 35.00 / Farmers Market
20/06/2016 / 35.00 / Farmers Market
20/06/2016 / 35.00 / Farmers Market
21/06/2016 / 35.00 / Farmers Market
22/06/2016 / 35.00 / Farmers Market
23/06/2016 / 35.00 / Farmers Market
28/06/2016 / 105.00 / Farmers Market
28/06/2016 / 35.00 / Farmers Market
30/06/2016 / 105.00 / Farmers Market
30/06/2016 / 35.00 / Farmers Market
30/06/2016 / 70.00 / Farmers Market
30/06/2016 / 1.44 / Interest
12/07/2016 / 35.00 / Farmers Market
12/07/2016 / 210.00 / Farmers Market
12/07/2016 / 45.00 / Xmas Event
12/07/2016 / 35.00 / Farmers Market

Total: 1242.44

F/75/16Invoices for approval

J Aguilar285.00Petworth Pages net contribution

J Aguilar26.45N PlanBadges & Velcro

J Aguilar29.09N PlanFacebook ads

J Aguilar89.87N PlanFacebook ads

CDC1,560.00Office Rent & Service Charges

Southern Water66.52Allotments Water

Link Hire 102.00Farmers Market Barriers and sign

Leconfield Estate47.53Allotments Water

Viking189.90Office stationery

Parkfield Retail8.18Farmers Market cable ties

Southern Electric262.78Street Lighting

Steeple42.00Farmers Market Fit signs

Flude1,638.00Office Rent & Service Charges

WSCC863.28Street Lighting Maintenance FY 2015/16 20 lamps

HJS land Services1,140.00Rosemary Gdns/Hampers Com Contract for June

AGREED to be RECOMMENDED to council.

Proposed by Cllr Copus and Seconded by Cllr Kemp

ACTION: Cllr Copus to draft letter to transfer to transfer £15, 000 from deposit account to current account.

ACTION: The Clerk to draft Terms of Reference for Petworth Pages. Proposed by Cllr Copus and Seconded by Cllr Kemp.

Action carried forward from previous meeting:F/64/16 Farmers Market. The clerk to draft TOR’s for the working group and Staffing group. Cllr Peet to draft TOR’s in the absence of the Clerk.

Action carried forward from previous meeting:F/65/16 Allotment database. Notice of Termination. On hold pending an audit of the allotments and review of the council’s own records.

F/76/16Matters to be discussed at the Chairman’s discretion.There were no further matters for discussion.

The meeting closed at 8.24 PM