BUXTED PARISH COUNCIL

Minutes of the meeting of the Finance & Policy Committee held in Five Ash Down Village Hall, on Monday 27 October 2008 at 7.30p.m.

Present: / Cllrs. Wilkes (Chairman), Chalmers, Crowe, Dopson, Downing,Rose and Sheard
Also present:B Macklen, Clerk to Parish Council.
Public: / None present.
1 / APOLOGIES FOR ABSENCE
Apologies received and accepted from Cllr Warner
2 / DECLARATION OF MEMBERS INTERESTS.
Cllr. Chalmersdeclared a personal interest by being a member, appointed by the Council, of the Basil Ionides Memorial Centre Committee. Cllr. Rose also declared a personal interest by being a member, appointed by the Council, of the Buxted Pavilion Trust Committee.
3 / REVIEW OF MINUTES OF PREVIOUS MEETING
The minutes of the Committee meeting of 30 October 2007were reviewed.
4 /
REMUNERATION OF CLERK AND CARETAKER 2009/10
The Clerk circulated an updated ‘staff costs’ report following resolution from NALC that a settlement between Employers and Staff had been reached.
The Clerk then withdrew from the room during the Committee’s consideration of this item.
The Committee recommend that the remuneration for the Clerk and Caretaker/ Booking Secretary be setin accordance with NALC scales as proposed and that budget be allocated as proposed.
5 / APPLICATION FOR ANNUAL GRANT BY RELATE: HEATHFIELD COMMUNITY COLLEGATE
The Committee considered the letter of application of 30th September 2008. The Committee recommendthat an annual grant be not awarded to Relate as the vast majority of children of senior age attend Uckfield Technology College, not Heathfield Community College. Therefore it was not considered appropriate for Parish Council grant funds to be allocated to schemes which would not benefit parishioners. It was agreed however, that if such a request were received from UckfieldTechnologyCollege, this would be looked on more favourably by the Parish Council.
6 /
REVIEW OF GRANT INCREASES
Following consideration of the triennial review of the grants, the Committee recommend that grants be increased as indicated in the budget recommendation. Additionally the Committee recommendthat the grant to High Hurstwood Village Fete Committee be withdrawn for the forthcoming year, considering recent Parish Council financial assistance in relation to CCTV at the High Hurstwood Village Hall. The Committee also recommendthat the Five Ash Down Hall Insurance and Basil Ionides Memorial Centre insurance is increased by 10% given the current financial climate.
The Committee recommend grants as follows:
Churches£ 253
CAB Wealden£ 759
FAD Hall Insurance£ 683
FAD Pop In£ 63
Basil Ionides Memorial Centre£1294
Anchor Staying Put£ 63
Wealden Independent Mediation Service£ 63
Neighbourhood Watch£ 58
East Sussex Association for the Blind£ 58
Saplings Pre-School£ 115
7 /
REVIEW OF TRIENNIAL CHARGES FOR READING ROOM HIRE, RECREATIONS GROUNDS RENT AND ALLOTMENT RENT
Discussion took place regarding the proposed regeneration of the Buxted allotment site and how this could affect the proposed receipt of funds for 2009/10. It was agreed to assume the income will be £20 per plot estimating a total number of 35 plots.
The Committee recommend, in accordance with the triennial review, that charges be increased as indicated in the budget recommendation.
8 /
PRECEPT AND BUDGET 2008/09
The Committee recommend that the Precept be increased to £72,906, an increase of 4.9%.
The Committee recommend that the Receipts budget to be £9,522 and the Payments budget be £84,321. The full budget proposals are attached to these minutes.
9 / ANNUAL REVIEW OF THE EFFECTIVENESS OF INTERNAL AUDIT
The Clerk advised that the terms of reference of the annual audit has been reviewedagainst the revised edition of ‘Governance and Accountability for Local Councils’ and has been found to be in accordance with no recommended changes or additions to the Parish Council’s existing internal audit plan.
In accordance with the annual review of the effectiveness of internal audit as carried out as part of the annual return for the year ended 31 March 2008 a new Member Training plan was proposed, which was discussed by the Committee at agenda item 11, sent to Members in advance of the meeting.
The Committee recommend that the Annual Review of the Effectiveness of Internal Audit has been completed in accordance with the revised edition of the Governance of Accountability for Local Councils.
10 / RISK ASSESSMENT
The annual Risk Assessment Programme was reviewed; the Committee recommendthat the responsibilities of Systems and Administration be transferred from the Chairman of the Property Committee to the Chairman of the Finance Committee.
The Committee recommend the Property & Recreations Grounds Committee meet before June of 2009 to annually review Risk Assessment for its areas of responsibility.
11 / ANNUAL REVIEW OF INSURANCE COVER
Discussion took place regarding the effectiveness of the existing insurance cover. The Committee recommenda review of the insurance scheme with a view to increasing the cover. It was therefore considered that the following is first necessary:
  1. Clerk to confirm with SALC/NALC what is the recommended insurance cover for public and employers liability, fidelity guarantee, officials indemnity, libel and slander;
  2. Employ surveyor to provide Parish Council with valuation for rebuilding costs of Reading Room and Pavilion.

12 / REVIEW MEMBER TRAINING PLAN
The Clerk presented the proposed revised Member Training Plan which is in accordance with the requirements for the amended Quality Parish and Town Council scheme.
The Committee recommend that the training programme be adopted by the Parish Council and the Clerk establish what training Members have attended to date.
13 / ANY OTHER MATTERS PROPERLY NOTIFIED
The Committee discussed the current banking arrangements in regards to the funds in the Capital Reserve and requested that the Clerk investigate savings options with the current financial provider in order to maximise savings.
The meeting closed at 9.09 p.m.
Signed: Chairman
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