The minutes of the FINANCE and POLICY COMMITTEE held on 16th July 2007 at Parish Office, 3 Gorringe Valley Road, Willingdon

PRESENT - Councillor John Pritchett (Vice Chairman),
Councillors Derek Cooper, Jo Carr (Present from FP07/1-FP07/6 inclusive), Trish Delaney, Linda Francis, John Martin, Fran Pritchett
Mrs Carol Adams - Clerk
Mrs Lorraine Powell - Finance Officer
Mrs L Baxter - Retiring Clerk
FP 07/1 Apologies and Substitutes
Cllr Colin Laycock (Chairman)
FP 07/2 Minutes
It was noted the minutes of the meeting held on 12th March 2007 had already been agreed at Council.
FP 07/3 Declaration of Interests: To receive notice of declarations of personal and prejudicial interests in respect of items on this agenda.
FP 07/4 Matters Arising
a) Neighbourhood Watch Signs
Four new signs for Church Street, The Triangle, Broad Road/A2270 and St Anne's Road, are in the Parish Office. Clerk will advise Cllr R. Ingram that the new signs are in the office and enquire whether he requires any help in having these signs erected.
b) Commemorative Plaques -RNAS
Invitations have been sent out and most replies received. Media, TV and local newspapers, have been also been invited.
c) Tott Yew Road - Footpath
The work on the path will be completed by the end of August 2007.
Cllr Cooper reported that they was a problem with cars parking inconsiderately during school times - the Clerk will ask the PCSO to deal with this issue.
d) Completion of Oldfield Road Kerbing
Still being discussed under SLR
e) Transfer of natural footpath in Watermill Ward
Footpath in process of being transferred. The transfer is presently at WDC for legal work to be completed. The Parish Council will only have to pay Land Registry Fees.
FP 07/5 Report of Responsible Finance Officer
a) Acceptance of Annual Accounts 2006 - 2007
Resolved:
Members agreed that these accounts be accepted and signed by the chairman (Cllr Prithcett)
b) Adoption of Statement of Internal Control for year ending 31st March 2007
Resolved:
Members agreed that this policy be accepted and adopted.
c) Adoption of Planning for Internal Audit 2007/2008
Resolved:
Resolved:
Members agreed that this policy be accepted and adopted.

d) Budgetary Control for June
This was noted by members.
e) Replacement of Office Computer
Resolved:
Three quotations had been obtained for a new office computer. Members agreed that the quotation of
£625 from Past Supplies be accepted. The computer would be networked into the existing office computer.
Expenditure: LGA 72 Section 111
f) Request by St Andrew's Church Jevington for Churchyard Grant
A letter together with costings of £2000, had been received from the Church Warden and the Vicar, requesting help with funding for the church yard maintenance which included grass cutting. It was advised that as this is not a 'closed' church yard, the Parish Council are under no obligation to maintain it. However when a closed churchyard does have to be maintained the maintenance would be split between WDC, PCC and the Parish Council all contributing 1/3rd each.
Resolved:
That the Parish Council allocates of a grant of £650 towards of the cost of maintenance of the churchyard at St Andrews Jevington. The Clerk would request from St Andrews Church Warden a copy of the invoices which have been paid this year for the churchyard maintenance before paying this grant.
Expenditure: LGA 72 Section 215(4) ( Closed Churchyards)
g) A request had also been made for assistance with providing lighting along the church path. Committee discussed the various options, solar, double headed lights. Quote to be obtained from our energy suppliers EDF.
Resolved:
Clerk to contact EDF for two quotes for provision of lighting on the church footpath.
h) Precept 2007 -2008 for information only
FP 07/6 Parish Administration - Parish Clerk
a) ESCC - Speed Management - on file in Parish Office for members information will be discussed under Amenities when agreed by ESCC.
b) Code of Conduct - adoption advert
This has been completed
c) WDC - Supply of register of electors - Councillors to advise Clerk if they would like a copy
d) Papers on deposit at Parish Office:-
DIS (District Information Services)- 658/659/660
Eastbourne Society Summer 2007
Countryside Voice - Summer 2007
East Sussex and Brighton and Hove Waste and Minerals Development Framework - SA Scoping Workshops Report
Action in Rural Sussex - 2006/2007 Review
CPRE (Council for Protection of Rural England) - Fieldwork
Sussex Review - Summer 2007
FP 07/8 Liaison with Police and Police Community Support Officer
The Clerk gave a report of the PCSO's progress and activities in the Parish since joining in June 2007.
Cllr D Cooper advised of a 'near miss' at the Triangle today, where a car just missed hitting a cyclist off his bike, due to the fading give way lines and the bright white line of the new cycle path.
The Clerk to speak to PCSO Richie Davidson and ESCC Highways, advising them of the incident and requesting a report on the matter.
FP 07/9 Any Other Urgent Business to be noted or for referral to relevant Committee or Council
A letter had been received from a resident about the speeding traffic through Willingdon Village. Advised Members that this is actually under Eastbourne jurisdiction and resident was advised this.
9.30pm The Clerk and Finance Officer left the meeting for the committee to discuss Confidential Business.

FP 07/10 Confidential Business report by Mrs L Baxter ( Retiring Clerk)
The new office system with Carol Adams as Clerk and Lorraine Powell as Finance Officer has been operating for one month - during this time I have had time to observe the office and working practices from an 'outsider's position' and would like to recommend to members the following:-

Ms L Powell was initially employed as a Finance Officer to work for 10 hours per week however this has not proved to be realistic with the number of callers/telephone enquiries the office has to handle day by day which have increased tremendously over the last four years when the office was first opened. Ordinary office enquiries would be in addition to the finance work as well. At the present time both Lorraine and Carol are working as many hours as they can in order to learn the office work and to service the Council as necessary. I would suggest that the hours are increased to 20 hours per week and the job be re classified as an Assistant Clerk with responsibility for the day to day finance work i.e. PAYE, Budgetary control etc. This would require an increase also in the pay for this position remembering that Lorraine will be required to deputise for Carol when she is an annual leave or sick. The table below shows the increased costs to the Parish Council however I do feel that this would be money very wisely spent for the future of the Council and the smooth operation of the office, which is the public face of the Council. With so many new councillors and many possible new projects which the Council will want to undertake.

Carol Adams Lorraine Lorraine Previous Clerk + or -
from 2006/07
Annual Salary LC2
Point 30
£23952 =
25/37 =
£16185 LC1
Point 18
£16137
10/37=
£4357.60 LC1
Point 22
£18450
20/37=
£9927.97 LC2
Point 37
£29100
29/37
=£22808
+£3304.97
Employer's NI Liability £971.16 NIL £608.28 £2551.32 -£971.88
Pension - employer's contributions @ 17.6% £2848.56 N/A £1747.32 £4181.76 +£414.12
Cost of increased hours/salary over previous year
+£3862.66

Resolved
That the Finance and Policy Committee/Personnel Sub Committee agree and adopt this new working arrangement for the Parish Office which will include a Parish Clerk and Assistant Clerk in place of the Parish Clerk and Finance Officer with immediate effect.

Meeting closed at 9.55p.m.