STORRINGTON & SULLINGTON PARISH COUNCIL
MINUTES OF THE COUNCIL MEETING
HELD IN THE CHANCTONBURY ROOM,
SULLINGTON PARISH HALL,
THAKEHAM ROAD, STORRINGTON,
ON WEDNESDAY, 25th JUNE, 2008,
COMMENCING AT 6.00 p.m.
Present: Mr. R. Dawe in the Chair, Mr. D. Atkins, Mr. A. Head, Mr. J. Macey, Mr. C. Mason, Mr. A. Mullard, Mr. D. Roper, Mr. J. Sanson, Mrs. L. Wheatley, Mr. J. Williams and Mrs. A. Worthington-Leese.
In Attendance: 1 Member of the Public.
30. APOLOGIES FOR ABSENCE were received from Mr. E. Gibbons (attending Police Meeting), Mr. R. Carter (holiday). The reasons for absence were duly ACCEPTED.
31. TO RECEIVE DECLARATIONS OF INTEREST FROM MEMBERS. There were no declarations of interest from Members.
32. TO CONSIDER THE PURCHASE OF A DISHWASHER FOR THE PARISH HALL. Prices of various commercial dishwashers had been obtained. These were as follows :-
Model Price Speed Capacity Noise Level
Washrite W700A £1,720 plus VAT 2 or 3 minute cycle 540 pieces per hour Reduced level, double skinned.
Washrite
W600A £1,550 plus VAT 2 or 3 minute cycle 420 pieces per hour Reduced level, double skinned.
Ecomax
CHF40 £1,425 plus VAT 1, 2 or 3 minute cycle 160 pieces per hour Not double skinned approx. 1 d.b. louder
Discussion ensued with regard to the need for this provision, following which Mr. Roper Proposed; Seconded Mr. Sanson and Vote: In Favour 7; Against 1 it was AGREED :-
To purchase a Washrite W600A at a cost of £1,550 plus V.A.T. (Local Government (Miscellaneous Provisions) Act 1976 s.19.
33. TO CONSIDER TAKING ON RESPONSIBILITY FOR THE UPLIGHTERS OUTSIDE MULBERRY HOUSE. Following discussion it was UNANIMOUSLY AGREED :-
To take on responsibility for the uplighters.
34. TO CONSIDER THE APPLICATION FROM “CORNUCOPIA” TO PARK A VAN ON PLACE VILLEREST. The request was for permission to place a fruit and vegetable van on Place Villerest each Tuesday, Thursday and Saturday. Following discussion it was AGREED :-
That Place Villerest would not be a suitable location for the citing of a commercial vehicle.
35. ANNUAL REVIEW OF THE EFFECTIVENESS OF INTERNAL AUDIT. This document had been circulated to Members and was duly AGREED.
36. REVIEW OF FINANCIAL REGULATIONS AND FINANCIAL AND NON-FINANCIAL RISK ASSESSMENTS. This document had been circulated to Members and the following alterations were AGREED :-
• There was a need to add a clause to the Hire Agreement as follows :-
“Should circumstances arise beyond the Parish Council’s control due to act of God or other event, it be not possible to satisfy the hire hereby being made, the Parish Council would advise you that this contract would then become void.”
• Back-up of computer information – Exposure to current information risk – the computer is backed up at the end of each day in order that should there be a fire or similar, the Council would always have at least the previous day’s situation in financial terms, minutes, etc. Currently the disc was taken home each day and returned the next. In future there should always be one day’s record not held in the building in case of an incident occurring during the working day. The insurance company should be asked to quote for loss of information.
• The authenticity of the back-up should be tested every three months by reconstituting to ensure that it works. The Clerk should put a note in her diary that this action should be performed.
• Insurance documents which are paper documents should be scanned so that there was a back-up.
37. TO REVIEW THE FIXED ASSET REGISTER. This document had been circulated to Members. The following items should be checked :-
(a) Watering machines – it should be checked whether these were still of use to Storrington Greenfingers now that there were no hanging baskets.
(b) Cricket and Football Pavilions and The Parish Hall – values should be checked either by insurance company or quantity surveyor to ensure that the amounts were adequate.
38. TO APPROVE THE ANNUAL RETURN AND ACCOUNTS FOR THE YEAR ENDED 31ST MARCH, 2008 AND TO AUTHORIZE THE CHAIRMAN TO SIGN THESE. Copies of these documents had been circulated to Members. The costs of maintenance of the lift at the Football Pavilion were queried. The Football Club should once more be approached to ensure that they were not misusing the lift. It was wondered whether it was possible to have override sensors on the lift in case it got overloaded. A report on the lift should be produced. Mrs. Worthington-Leese Proposed; Seconded Mr. Mason and UNANIMOUSLY AGREED :-
That the Annual Return and Accounts for the financial year to 31st March, 2008 were duly APPROVED and the Chairman was authorized to sign these documents.
39. VILLAGE HEALTHCHECK FOLLOW-UP. In 2002 a Healthcheck was undertaken as a way to obtaining the views of the Parish. It was suggested that it was an appropriate time to go through the process again in order that electors could express their opinions on a number of factors. One of the items that could be included was the allotment issue and should the parishioners not be in favour, the Council could then drop their strategy, but if the majority were in favour, could continue with it. Mr. Dawe Proposed; Seconded Mr. Mason and UNANIMOUSLY AGREED :-
To proceed with the proposed vote.
There being no further business the meeting closed at 7.30 p.m.
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