Agenda – Finance Committee – 9 July 2025
Below is the agenda for the Finance Committee meeting for 9 July 2025.
You can also download a PDF copy of the agenda here: Agenda – Finance Committee – 9 July 2025
Supporting papers for this meeting are only available in PDF format. Please use the links below to download
CHICHESTER CITY COUNCIL
AGENDA
YOU ARE HEREBY SUMMONED TO ATTEND A MEETING OF THE FINANCE COMMITTEE TO BE HELD IN THE COUNCIL CHAMBER AT 5.30PM ON WEDNESDAY 9 JULY 2025
2 July 2025
1. ELECTION OF CHAIR FOR 2025-2026
2. APPOINTMENT OF VICE-CHAIR FOR 2025-2026
3. APOLOGIES FOR ABSENCE
To note apologies received from members of the Committee prior to the meeting.
4. DECLARATIONS OF INTEREST BY MEMBERS OF THE COMMITTEE IN MATTERS ON THE AGENDA FOR THIS MEETING
5. FINANCE COMMITTEE MEETING DAYS AND TIMES
To agree the weekday and start times of the Finance Committee meetings for the remainder of 2025-2026.
6. SUB-COMMITTEES AND WORKING GROUPS REPORTING TO THE FINANCE COMMITTEE
To confirm membership of the following (report attached):
- Property Sub-Committee
- Personnel Sub-Committee
- Business Plan Sub-Committee
7. MINUTES OF THE FINANCE COMMITTEE MEETING HELD ON 2 APRIL 2025 AND NOTES OF THE INQUORATE MEETING HELD ON 18 JUNE 2025
To make a correction to the minutes as follows:
Minute 104 – correct a typing error. Minute should read:
Revenue Budget Monitoring to end February 2025
Further to the above correction, to approve and sign as a correct record the minutes of the Finance Committee meeting held on 2 April 2025.
To receive the notes of the inquorate meeting held on 18 June 2025.
8. UPDATES ON ACTIONS FROM THE PREVIOUS MINUTES NOT COVERED ELSEWHERE ON THE AGENDA
a) Minute 102 – Implement the E-Display project and place orders for the installation of the trial display units
To note no further updates at this time.
b) Minute 103 – Initiate the application for Chichester City Council to join the Viv-up staff benefits scheme.
To note that the Viv-up scheme is now live and accessible for Officers.
c) Minute 104 – Action the Committee’s decisions in respect of twinning association budgets and earmarked reserves
To note that this has been completed.
d) Minute 105 – Conduct a review of Council House expenditure and identify the various cost categories
To note that this is in progress and currently being worked on through the Property Sub-Committee.
e) Minute 105 – Investigate availability of heritage grants for works on the Council House
To note that contact has been made with the Lottery Heritage Fund and that a webinar is being arranged that the Town Clerk and Deputy Town Clerk will attend.
f) Minute 105 – Investigate listing the Council House with filming location agencies
To note that the Council House has been registered as a filming location with Sussex Film Office.
g) Minute 111 – Put in place processes for better control and oversight of suitable indemnities for contractors undertaking work on behalf of the City Council
Property Maintenance Manager to report
h) Minute 111 – Review the risk assessment statements and allocate risks according to the Committee or Sub-Committee responsibility for each area of activity
To note that this is in progress and will be completed ready for the next annual risk assessment review at the Finance Committee meeting in February 2026.
i) Minute 112 – Assess current Councillor laptops for suitability for effective participation in hybrid meetings
To note that initial testing has taken place which indicates that a hardware review of all Councillor laptops may be necessary but that a more thorough test will be undertaken when the new hybrid meeting system has been installed.
j) Minute 112 – Ensure that any proposed hybrid meeting system would be capable of streaming meetings to non-participant attendees via a suitable streaming platform.
To note that the supplier has confirmed that this is possible and that specifics of how it will work in practice will be demonstrated during training on the new system.
k) Minute 113 – Arrange a training/briefing session for interested Councillors to talk through standing orders and enable them to better understand the process and the changes being made.
To note that this was completed on 30 April 2025 and was attended by Councillors Apel, Corfield, C Gershater, J Gershater, Kondabeka, McHale, Miall, Quail and Squire.
Officers present were the Town Clerk, Council Services and Support Manager and Communications and Civic Support Officer.
9. PROPERTY SUB-COMMITTEE
To receive and note the minutes of the Property Sub-Committee meetings held on 27 May 2025.
10. PERSONNEL SUB-COMMITTEE
To receive and note the minutes of the Personnel Sub-Committee meeting held on 27 May 2025.
11. BUSINESS PLAN SUB-COMMITTEE
To receive and note the minutes of the Personnel Sub-Committee meeting held on 28 May 2025.
12. COMMUNITY INFRASTRUCTURE LEVY (CIL) UPDATE
Deputy Town Clerk to report (report attached)
13. REVIEW OF PROPERTY AND ASSETS
To be deferred to the September meeting of the Finance Committtee to allow for completion of the transfer of asset records to a new management system.
14. SUBSISTENCE ALLOWANCES
To consider adopting the subsistence allowances as approved by Chichester District Council, effective from April 2025.
(Copy attached)
15. MEETING MANAGEMENT SOFTWARE
To consider the Town Clerk’s report recommending the purchase of meeting management to support the Officers in the production of agendas and minutes and aid distribution to Councillors.
Town Clerk to report (report attached)
16. ITEMS FOR INCLUSION ON THE NEXT AGENDA
17. DATE OF NEXT ORDINARY MEETING
DATE OF NEXT ORDINARY MEETING: Wednesday 17 September 2025 (time to be confirmed)
To :
Members of the Finance Committee
- Councillor Loxton
- Councillor Miall
- Councillor Pramas
- Councillor Scicluna
- Councillor Squire
Ex-Officio Member :
- The Mayor (Councillor McHale)
The filming, photographing and recording of City Council meetings is now permitted by those members of the press and public attending. This includes the use of mobile devices by those using social media. It would be appreciated if anyone who wishes to do this could let the Chairman know before the meeting commences.
However, these provisions will not apply on occasions where the press and public are excluded from the meeting when confidential matters are discussed.
It is requested that discretion is exercised and nothing done to disrupt or distract the meeting in any way. The Chairman will reserve the right to request that filming/recording ceases if it is having a detrimental effect upon the meeting. If you do not wish to be filmed then please let the Chairman know so that alternative arrangements can be made.