Minutes of the Meeting held on 11th October 2016
in Committee Room 2 of Sedlescombe Village Hall
starting after the Full Council Meeting at 19:00
Chairman - Cllr Pauline Glew
Cllr Anson, Chapman and Page
Clerk/RFO: Mrs Carol Hodgson
F16/15 Interests in items on the Agenda
F16/16 Written requests for dispensation
F16/17 Public Participation
To receive requests from the public for permission to speak on matters on the agenda with the Chairman's approval.
There were no members of the public present.
F16/18 Approval of Minutes for the meeting held on 07-Jun-16
RESOLVED: That the Chairman is authorised to sign the minutes of the Finance meeting held on 7th June 2016.
F16/20 Financial Year End 31st March
- To receive the external audit report for the year ended 31-Mar-16 by PKF Littlejohn
The external auditor PKF Littlejohn LLP reported:-
On the basis of our review of the annual return, in our opinion the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
Other matters not affecting our opinion which we draw to the attention of the Council:
We note that the smaller authority did no comply with Regulation 15 of the Accounts and Audit Regulations 2015 as it failed to make proper provision during the year 2016/17 for the exercise of public rights, since the approval date was after the start of the period for the exercise of public rights. As a result, the smaller authority must answer 'No' to Assertion 4 of the Annual Governance Statement for 2016/17 and ensure that it makes proper provision for exercise of public rights during 2017/18.
The Finance Committee noted that the Annual Return was not made available to the public for the first 2 days of the designated time period.
The Annual Return was not accurately completed before submission for review:
* Section 2, Box 10 is inconsistent with the balance published by the Public Works Loan Board. The Clerk confirmed it was an error on the form. The figure in Box 10 should read £38,175
- To consider reappointing Mr. Keith Robertson as Internal Auditor for the year end 31-Mar-17
RESOLVED: To reappoint Mr. Keith Robertson as Internal Auditor for the year end 31-Mar-17
F16/21 To receive the latest statement of accounts
- Income and Expenditure Statements: 30-Sep-16
Received and noted.
- Transactions for Jun16, Jul16, Aug16 and Sep16
Received and noted.
F16/22 To receive the latest bank reconciliation
Received and noted.
F16/23 To approve the following cheques:-
|a||Came & Company||Annual Insurance||
|b||Sedlescombe Village Hall||September Hall Hire||
|c||G Burley & Sons Ltd||Grounds Maintenance Sept 16||
|d||PKF Littlejohn LLP||External Audit 2015/16||
|e||rCOH Ltd||Professional Services SNP||
Item c. G Burley & Sons Ltd would be withheld for payment pending a query on litter collection at Riverside Playground and East View Terrace Kickabout area.
RESOLVED: With the exception of the payment to G Burley & Sons Ltd for £265.00, the reamining cheques were approved for payment.
F16/24 To receive quotes for replacement fencing at the Riverside Play Area.
Suppliers had been invited to quote to replace the existing chestnut paling fence on the west and north sides up to the small gate. No responses had been received to date.
F16/25 To make arrangements for the Annual Village and Pavilion / Sportsfield Inspections.
RESOLVED: Cllrs. Anson and Chapman to arrange an inspection of the Pavilion and Sportsfield before the next Full Council Meeting in November. Cllr. Glew and The Clerk to arrange a date for the Annual Village Inspection and invite other available Members.
F16/26 Reports & Questions
To receive reports and questions from Members in brief, including items for next agenda.
- 3 new litter bins with lids are needed for the Riverside Playground.
- To look into other arrangements for the litter collection at the Riverside Playground and East View Terrace Kickabout area.