FG69/09/05

Apologies for absence were received and noted from the following Council Members, Mr.Apted, Mr.Blanchflower, Mr.P.Clarke, Mr.R.Dye and Mr.Forrest.

FG70/09/05

There were no declarations of interest.

FG71/09/05

It was proposed by Mr.Bull and seconded by Mr.Buckley and agreed by all present that the Minutes of the Finance & General Purposes Committee Meeting held on Wednesday, 6th July, 2005 be accepted as a true and proper record.

FG72/09/05

The Chairman reminded all Members of the visit to the new Village Centre redevelopment site on Wednesday, 14th September at 6.30 pm. The Chairman also indicated that the co-opted Member of Council, Ian Howard had been unwell during the August period, and wished him every speed for his recovery.

FG73/09/05

FG74/09/05

The Clerk referred to the Members Pack dated 7th September, containing summaries of the latest financial position of the Council. These documents were duly discussed, agreed by Members present, with the Chairman signing the master document. The Clerk was authorised to revised the Monthly Payment schedule as the deductions from public open space had been shown against Easteds Barn.

The Clerk reported that the Auditors are unhappy with the way in which the accounts reconciliation had been shown in that the Auditors require the bank reconciliation to match the end of year bank statements. The Clerk explained the way in which the reconciliation was calculated on the computer against the bank statements, but was happy that all funds and the balance sheet were 100% accurate. Documents have been supplied to reconcile the accounts with the bank figures, with a cut off at 31st March, when the reconciliation was carried out once bank statements were received on or about the 7th April. The Auditors are indicating that the reconciliation figures would be adjusted, however the Clerk has argued that the balance sheet etc., would remain unaffected and that this is unnecessary work bearing in mind that evidence has been submitted showing how the calculations and monies accounted for. Mr.Buckley concurred with the Clerk, but stating that if this were the rules then the Council would have to change this portion of the return, although he personally thought this was work for works sake. It didn?t matter which ever way the figure date were set the overall balance sheet would remain unchanged. It would not take long however to alter the figures if ultimately they are required.

The Auditor is to speak to a senior manager of the Audit Firm, but Members should be aware that it may be necessary to adjust the bank reconciliation portion of the accounts accordingly to meet their requirements.

The Clerk indicated that the Council?s employees were in some instances being penalised by their bankers due to the fact that, although currently staff are paid by cheque, there are sometimes occasions when having set up direct debit mandates, the cheques had not cleared and the staff then incurred charges. Staff had approached the Clerk to see if there was any way in which the Council could pay their salaries directly to their banks by electronic transfer.

The Clerk indicated that the current legislation and guidance stated once payments and invoices has been approved, cheques or any other order for payment must by law be signed by two members of Council" Paragraph 3.13 states that the "Council should develop control procedures for any payments by bank transfer, or other electronic means, taking into account the risks brought about by the ease and speed of these transactions". Cheques may only be released once confirmation has been obtained that adequate funds are available."

Whilst the Audit Commission acknowledges that there is recognition of the issues and that changes may be deemed necessary, this can only be carried out by Government. Civil servants are in the process of assimilating advice to Ministers, which may then involve over riding the Act by Order to allow such electronic payments.

It is the responsibility of local councils to put in place proper arrangements to ensure the proper conduct of their financial affairs, and to monitor the adequacy and effectiveness of their arrangements?.."and to maintain an adequate system of internal audit of their accounting records and control systems."

Some larger council?s throughout Sussex are already the Clerk believed, paying suppliers and staff by electronic transfer although they too have ensured that they have proper financial controls in place and that two members of Council sign off payment. The cost of such a facility through Financial Director would be £3 per Direct Debit batch plus £0.15p per item.

Mr.Bull felt that it was ridiculous that in this day and age that the Council had been prohibited in paying other than by cheque and felt that the statements contained in the Financial Regulations give some guidance. He felt that it would be permissible but only if strong financial controls remained in place, and he was confident that the Council had these in place. Mr.Buckley said, that it would certainly be cheaper for the Council overall, both financially and in relation to staff time. The Clerk stated that there would however need to be some changes to the remit of the Finance & General Purposes Committee in relation to the number of payments for it was envisaged that there should only be one payment date for both suppliers and staff salaries each month, possibly the 25th of each month. Mr.Buckley stated that most companies paid on or around this date. Mr.Senneck asked whether it was possible to pay on a four week basis, although Mr.Buckley said that this would give additional work to the office staff re PAYE etc. Mr.Buckley said that whilst the Council should pay all invoices and staff by electronic transfer, perhaps until March this should just relate to staff payments with suppliers being paid from April 2006, this would allow the office staff time to get used to the new system.

The Clerk advised that the outstanding balance due from Partridge Green Football Club has been paid in full. The Leisure Centre Manager has been informed and asked to ensure that proper payments arrangements are in hand prior to any further hire by this group eg., payment in advance.

FG75/09/05

Mr.Bull reported that the grass had not been cut at the Village Hall yet again. The Clerk apologised and indicated that she would check on the situation.

Mr.Senneck stated that he had attended a meeting of the Southwater History Group at which Jeremy Knight the Horsham Museum Curator gave a talk on the Lintot family and their association with publishing. Mr.Lintot did not however live in the village although there was some evidence that he had been borne within the village. His grand-daughter did however marry a Fletcher and lived at Great House Farm. Mr.Bull stated that Lintot had also been a Burger of the "rotten borough".

The Clerk advised Members that she had taken up with the County Times the issues of the loss of the "Southwater News" page into the community section rather than its own individual page. A meeting is to be held with the Editor to discuss the matter in the near future.

Mrs.Flores-Moore asked whether action had been taken about the footpath previously reported opposite Coles Restaurant in that this had been blocked by builders debris? The Clerk responded that the Chairman of the Parish Council had visited as had an officer from the Public Rights of Way team, however both reported that the footpath was clear on these occasions, therefore no further action was possible. Generally the builders were keeping the area clean and tidy.

Mrs.Flores-Moore also expressed concern about the continuing appearance of large skid marks on the road from the Northern Worthing Road roundabout towards the RSPCA building roundabout at Wilberforce Way. The Clerk stated that she believed that Mr.Blanchflower (fellow Parish Councillor) was to look at the area and report back. The Clerk had reported this to the local police team, but would do so again as the problem appeared to have escalated. The view was that cars were using the roadway as a race track.

Standing Orders were reinstated.

FG76/09/05

Unfortunately, the Clerk could not supply the information due to the fact that the Council?s contractor is awaiting supplier information. The information on costings and provisional sketches would be provided by Full Council on the 28th September 2005.

FG77/09/05

Council Chairpersons and Clerks have received documention in relation to the Sustainable Communities Bill from Local Works.

Local Works is the campaign for the ^{Sustainable Communities Bill. The Sustainable Communities Bill is a proposed piece of legislation that will empower local people to improve their local communities.}

FG78/09/05

During the August recess it became apparent if the Leisure Centre were to hold the SNAP (Say No and Phone) disco in October, then the electrical system would require improvement. The cost of this work being £1,100 plus VAT. Having spoken to both Mr.Clarke, Mr.Buckley and Mr.Senneck it has been agreed to proceed with these works, with the costs being attributed to the Ringfenced Café Maintenance fund. The Clerk therefore requires formal confirmation of this order. It is felt that the works will ensure that the facility has adequate power supplies to meet the needs of future community events. Mr.Bull indicated that it was quite a concern that a facility of this size had not been built with the appropriate power systems. Mr.Buckley and Mr.Senneck pointed out that at the time of build the system was possibly adequate, with Disco and other sound systems now used being more powerful. Mr.Senneck said that if this disco were successful the hope was to provide this three to four times a year as well as other special community type events.

Further to previous discussions with Council, the Clerk is delighted to confirm that the Police wish to hire for a short term period the rear office accommodation at the Leisure Centre. This it is felt will provide them with a base within the community until the new community building is opened mid 2006. Council when discussing this matter previously, suggested that once the police position was known re the possible hire then a charge could be set.

The Police would like to hire the facility from the last week in October 2005 until possibly July 2006 and would be willing to pay towards the cost of any extra storage that may be required by the Centre dependent on cost.

The Clerk indicated that there would be the need with extra use of the Centre envisaged for storage, but that under Part 12 Permitted Development Rights allowed the Parish Council to install a contained up to 4M in height and 200 cubic meters in volume, although this is not envisaged something smaller would be preferable. Mrs.Flores Moore said that she might be able to obtain a price along with the Clerk for say a 20ft container which Members generally felt would be an acceptable size and that this would also be more secure that sheds or indeed a metal shed type structure. The Clerk indicated that whilst under Part 12 Council should still verify the placing of this container with the Planning Authority.

The formal lease extension documents have been signed by both the Parish Council and Lombard North Central Plc. Monthly rental payments now being £698.18 per month for a period of 12 months. Both Mr.Buckley and Mr.Nagy expressed surprise that the service had been carried out as some of the equipment did not appear to be functioning any differently. The Clerk indicated that she would double check that the service had been carried.

The Clerk stated that she was delighted to confirm that with some minor signage problems, Zurich Municipal?s Playgrounds Engineer had given all four play areas currently under the jurisdiction of the Parish Council had little or no signification defects, this being a credit to Mr.Burton who maintained these areas on behalf of the Council.

The Clerk indicated that she had circulated the tree survey to all Members, however that there had been one slight omission in that the land to the north and east of the Leisure Centre had been missed due to a small error in marking up the plans. The contractor has been asked to now include this area. The Clerk would propose that tenders be sent out to five contractors along with the specification provided by the company of consultants once the few amendments were to hand and questions answered as raised by the District Arboriculturist. Mr.Bull stated that the consultant had also missed the area of bund to the right of Easteds Lane running along the line of the allotment land. The Clerk indicated that she would ask that he also look at this area as she feared again it was the interpretation of the line drawn.

Mr.Senneck said that the report overall had been value for money. He questioned whether it was not worthwhile tendering for those few trees on parish land at the present time? Mr.Bull and Mr.Senneck had identified from the plans various trees identified but actually on District Council owned land. Mr.Buckley stated that he agreed with the Clerk that it would be preferable to contract for the whole of the works based on a three-year period.

The Clerk has held a meeting with the café owner and it has been agreed that keys to the unit will be handed over on the 29th September 2005. Meanwhile the Clerk has asked the Billingshurst Town Partnership whether they would be interested in acquiring the catering equipment held within Unit 23.

The Clerk indicated that the cost of removing some of the items was estimated at £40 per hour although it was envisaged that this would only take a couple of hours at the most, dependent on the dismantling of the snooker tables. The cost of the Cleansing Department clearing the rema