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Minutes November 2008
RIDGWATER TOWN COUNCIL
FINANCE COMMITTEE
MEMBERS' ROOM, TOWN HALL, BRIDGWATER
HELD ON TUESDAY 25 NOVEMBER 2008 AT 2PM
PRESENT: Cllr Turner (Chairman), Cllrs. Cresswell, Downes, Granter, Parker, Richards, Mrs Slocombe
Apologies: Cllr Smeed
13 MINUTES:
RESOLVED: That the Minutes of the Meeting held on 30 July 2008 be approved and signed by the Chairman as a correct record.
14 MATTERS ARISING:
i. Governance and Accountability and Accounts 2007/2008 (Min 05) - formalised loan system for artefacts etc. - the Town Clerk confirmed that this had not been called upon, though temporary arrangements were in place.
ii. Grants & Applications for Funding (Min 09) - ACTS - the Town Clerk confirmed that all grants awarded had been paid;
iii. Friarn Lawn Allotments (Min 12) - the Town Clerk confirmed that the Allotment Tenants Association had taken the necessary action in terms of the overgrown and untidy areas
15 MINUTES OF THE TOWN COUNCIL 13/11/08:
The Town Clerk confirmed that matters referred were picked up elsewhere in the Agenda.
16 REVIEW OF PROGRESS ON MATTERS ARISING FROM BUDGET AND PRECEPT AND FACILITY AND SERVICE REPORT (MIN 07):
The Town Clerk updated the Finance Committee in relation to the following:-
i. Blake Museum - the Town Clerk reported on the draft heads of terms, which had been revised and the financial arrangements that had been put on the table to enable the transfer of the Museum and the Mill to the Town Council and the establishment of a Trust. A separate trust would be required for the Old Mill in the longer-term. Members agreed that a similar sum to that provided in 2008/2009 should be provided in the estimates to ensure that the Museum could continue to operate with voluntary staffing;
ii. Town Centre Management and new Chamber of Commerce and Trade - the Town Clerk reported upon the panel question and answer session held by the Chamber of Trade, which proved successful. The Town Council would look to 2009 to follow up on arrangements for town centre management in its wider sense and the most suitable for the Town. They would work closely with the Chamber in this, which would be aided by Cllr. Parker's nomination as the Town Council's representative to the Chamber;
iii. Sydenham Community Centre & Association - good progress was being made in the transition to a trust and an enquiry had been received whether the Town Council would provide funding in 2009/2010, as a continuation of funding, to make sure the new trust was successful. Members agreed to include this in the estimates;
iv. Cemeteries - as previously reported the transfer of Quantock and Bristol Road Cemeteries had been completed and the Service Level Agreement was in operation. Estimates had been put forward for the operation of the cemeteries based on the previous year with additions likely to be needed for necessary works to the replacement of fencing on the north side at Quantock Road, proposed to be erected by the adjoining owner and to provide new seating at Bristol Road. The second instalment set aside for Memorial Testing in 2008/2009 had not been paid and awaited confirmation. These items would be taken into account in the estimates.
v. Trinity Hall - the condition report and evaluation had been completed and in accordance with the Council's instructions the Town Clerk was pursuing the transfer of the Building as a Community Asset, possibly allied to the Council's interest in land elsewhere;
vi. Cattlemarket and Bristol Road Lands - the Town Council confirmed that negotiations were proceeding to complete the land owners' agreement between the District Council and Town Council and the Town Clerk outlined the position on those negotiations in relation to the proportion due to the Town Council, and the undertaking relating to the THIS Project and the terms for accommodation. Negotiations now worked towards a lease of 125 years with an offer to "provide premises of a similar size and facilities", first option on additional space and an increase in the percentage top slice contract fee, allied to a reduction against open market rental value. This would enable the THIS project to secure an income stream;
vii. THIS project - members noted the additional scaffolding that had now been erected and the position with the project both in terms of the cultural partners, the needs of the users, the Town Council's interest and the interest in commercial development. Work was proceeding with Allen Construction determining the requirements of the different groups to be accommodated on the site and secure the refurbishment of the Town Hall. Item to be included in the Town Council's estimates;
viii. Building Schools for the Future (BSF), including Chilton 2 Transfer - the formal submission had been made to the Secretary of State in relation to Chilton 2 and negotiations continued to secure compensation for the Town Council;
ix. Taunton Road Toilets - provisional sums had been included in the estimates, subject to supporting information on usage into the new year;
x. Christmas Lights - the Council's contribution of £5000 had been included in the estimates for the current year and details were now provided of the expenditure on the new lighting and infrastructure in St John Street. Members agreed to examine additional funds to assist with these increased costs.
(Cllr. Parker declared an interest in item viii above as a member of the BSF Project Board and Cllr. Parker and Mrs Slocombe declared interests in item vii, the THIS project, in their association with the Arts Centre and took no part in the discussion and did not vote thereon)
17 GRANTS AND APPLICATION FOR FUNDING:
RESOLVED: That the following decisions (within the provisions of section 137 where applicable) be made:-
1. Victim Support Somerset - in abeyance;
2. Age Concern Somerset - in abeyance;
3. Sedgemoor Community Transport - grant in the sum of £150 subject to completion of application form;
4. Volunteer Centre Sedgemoor - grant already awarded - no additional grant;
5. Sedgemoor CAB - no additional grant;
6. Bridgwater Shop Mobility - servicing equipment - grant of £2000;
7. Somerset Children's University - Bridgwater faculty - contribution towards activities and equipment - grant of £2000;
8. Bridgwater Corps Drums - maintenance of instruments and repairs - grant of £500;
9. Bridgwater Guy Fawkes Carnival Committee - grant in lieu of rent - £1192.70 i.e. rental excluding £290 paid directly to Allotment Tenants Association by BGFCC
(Declarations of Interest: Cllr Parker (5) and (7), and Cllrs Cresswell and Mrs Slocombe (9) - interests of a non-pecuniary nature though all took no part in the consideration and did not vote thereon on those items)
18. WARD BUDGET BIDDING:
The following new applications were considered and it was RESOLVED:
1. Sydenham Family Centre - umbrella and covering for outside social activities and festivities - (Sydenham) grant of £250 approved;
2. Re-Creation - assistance to school and holiday care and servicing of cooker hood - (Hamp) grant of £530 approved;
19 DRAFT ESTIMATES FOR FINANCIAL 2009/2010:
Draft estimates had been prepared and circulated together with background information based on 2007/2008 and 2008/2009, the estimated out turn at 31/03/09, inflation at a 3% figure, and decisions taken by the Finance Committee in recommendations to the Council during the previous year. The tax base for the town had been provided by SDC provisionally estimated at £10293.87 Band D equivalent for 2009/2010. Full information was also provided on the current levels of Precept and recovery of Special Expenses from 2006/2007 and 2007/2008 following closure of the accounts for cemetries.
The Town Clerk invited Members to consider the items individually, providing explanations for significant variations and additions within the figures, including those arising from the decisions taken by the Committee or Council through the year. Confirmation was still awaited from SDC in relation to the second tranche of the finance provided for Memorial Testing in the cemeteries (£24K).
Members noted the position with the money set aside for service support and facilities.
Having regard for Minute 16 above, members also discussed the implications of the various issues raised based on the schedule of draft estimates, taking particular account of ear-marked funds and additional items. With relatively minor changes introduced, Members requested the Town Clerk to bring forward the Town Council estimates based on a continuation budget, but maintaining the current level of precept.
RESOLVED:
1. That the draft estimates be put forward to the next meeting of the Town Council for the purpose of securing the precept for 2009/2010 of £441964 for Town Council purposes, including cemeteries, and facility and service support and ear-marked funds exclusive of special expenses recovery, equating to £42.93 per band D property;
2. that following the closure of the Special Expense accounts for 2006/2007 and 2007/2008 a Special Expense of £14557 be levied for 2009/2010 (with a similar sum to be recovered in 2010/2011), equating to £1.41 per band D property;
3. that in accordance with the Conditions of Service and the NALC/SLCC salaries agreement for 2008/2009, staff salaries be increased in line with the interim (pending arbitration) national agreement, subject to the further report arising from Minute 20 below;
4. that the Town Clerk be requested to follow up the provision of Adshell Shelters on sites at Taunton Road, Rhode Lane, North Street and Great Escape, and to check upon an alternative date for the sports sponsorship at Bridgwater & Albion Rugby Football Club in the current year.
19 GOVERNANCE AND ACCOUNTABILITY - AUDIT OF ACCOUNTS 2007/2008:
The Town Clerk reported on the auditors' advice following completion of the accounts in respect of two matters, namely, internal auditors' engagement letter and risk management/ assessment.
RESOLVED:
1. that in light of Mrs Geri O'Loughlin's willingness to continue as the Council's Internal Auditor under the terms and conditions submitted, an engagement letter confirming her appointment be sent;
2. that the Town Clerk be requested to bring forward a report to a meeting of this committee in the form of a draft paper, identifying key risks facing the Town Council, evaluating potential consequences and considering appropriate measures to avoid, reduce or control risk or its consequences in particular where risk might threaten the achievement of key policy objectives.
20 STAFF SALARIES - INTERIM PAY AWARD AND HOURS OF WORK:
The Town Clerk reported the joint recommendations of NALC and SLCC, which constituted an interim (pending arbitration) pay award for the year to 31/03/09, based . Based on the existing hours for the Town Clerk on salary .36 (.34 to .38) and the administrative assistant on .12 (.11 to .15). As requested the Town Clerk also reported on the additional hours worked in the period from 1 January 2006 to date.
RESOLVED:
1. That the salaries for 2008/9 be confirmed in accordance with the conditions of service salaries agreement;
2. That the Chairman of the Committee and the Town Clerk meet to settle the form of recompense for the additional hours and to complete the re-examination of salary in relation to the responsibilities, duties, workloads and comparisons with other similar Town Councils for report to Council.
The meeting finished at 4.35pm
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Signed
Chairman