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Minutes July 2008
BRIDGWATER TOWN COUNCIL
FINANCE COMMITTEE
MEMBERS' ROOM, TOWN HALL, BRIDGWATER
HELD ON WEDNESDAY 30 JULY 2008 AT 4PM
PRESENT: Cllrs Cresswell, Granter, Parker, Richards, Turner and Mrs Slocombe
Apologies: Cllrs Downes and Smeed
01 ELECTION OF CHAIRMAN:
RESOLVED: That Cllr Turner be elected Chairman for the ensuing year.
02 MINUTES:
RESOLVED: That the Minutes of the Meeting held on 09 April 2008 be approved and signed by the Chairman as a correct record.
03 STAFFING MATTERS:
(Min 28) - Town Clerk requested to bring forward information and update requested in Resolution 2.
04 MINUTES OF THE TOWN COUNCIL 19/06/08:
Copies were circulated to Members with the relevant items contained elsewhere in the agenda.
RESOLVED: That the Minutes be noted.
05 GOVERNANCE AND ACCOUNTABILITY AND ACCOUNTS 2007/2008:
Copies of the accounts, which had been submitted for external audit, had been circulated to all Members.
Members referred back to the thorough examination of governance and accountability, which had been undertaken at the meeting in November 2007. They now received the report of the Internal Auditor confirming her satisfaction with the governance arrangements and effectiveness of the Council's systems of control. Specific issues of an advisory nature were raised by the Internal Auditor and were discussed.
Members noted the action taken in relation to insurance, increasing cover in certain areas, and in recognition of the additional services and facilities undertaken by the Council. It was suggested that further discussions should be held with SDC relating to the insurance for the cemeteries.
RESOLVED:
1. That the accounts for 2007/2008 be noted;
2. that the Internal Auditor's report be received with the following actions:-
i. VAT claims to be made as quickly as possible at the relevant year end;
ii. instruction to continue to aim for best value in terms of use of suppliers, whether or not VAT registered and in accordance with financial regulations;
iii. expenditure headings in year end accounts to be reviewed;
iv. intention to rationalise bank accounts and ensure best interest rate;
v. examine options for bespoke accounts package and any facility available via SDC;
vi. formalise loan system for artefacts etc;
vii. complete audit and review of assets and reclaim Mayoral Chair presently located in the Courthouse;
3. that the Internal Auditor's account in the sum of £150.00 be paid;
4. that members be requested to put forward any suggestions for audit review to be included in a future programme.
06 BUDGET 2009/2010:
Members held a general discussion on the target for budget and precept in the next financial year, which would be fully considered in accordance with the usual timetable at the meeting in November. A continuation budget was anticipated.
07 BUDGET AND FACILITIES AND SERVICE SUPPORT:
The Town Clerk updated the Finance Committee on the progress in relation to the following:-
i. Blake Museum - the report covered the transfer of sales to the Friends, the Condition Survey update, the presentation of draft charitable objects, the continuing search for possible trustees, confirmation that the Museum and Old Mill would be available for transfer, and the awaited outcome on a possible dowry. Members confirmed their desire to ensure the continuation of the Museum's presence in Bridgwater.
ii. Town Centre Management Partnership responsibilities and establishment of revived Chamber of Commerce and Trade - the Chamber of Commerce and Trade was up and running and in due course the Town Clerk intended to set up discussions on the form of town centre management and partnership best suited to Bridgwater with the acknowledged support of the Chamber.
iii. Sydenham Community Centre and Association - progress was being made towards the establishment of a trust to maintain the operation of the Community Centre, although it was possible this would move into the next financial year before coming to fruition.
(Cllr. Cresswell declared an interest in this matter and took no part in the consideration and did not vote thereon).
iv. Transfer of Cemeteries - the Town Clerk confirmed that the transfer of the Quantock and Bristol Road cemeteries had been completed and the final terms of the service level agreement settled.
RESOLVED: That in due course the Town Council consider improving facilities at Bristol Road, including provision of suitable seats and request the tracing of the "Bell" removed with the demolition of the former Chapel.
v. Trinity Hall - a further condition survey had been completed and a copy requested. The Town Clerk had met with hall users who had indicated their willingness to join a management committee, but not to take over the running of the hall.
RESOLVED: That subject to the examination of the condition survey, SDC be requested to transfer the hall to the Town Council as a community asset free of charge, repeating the previous request subject to any other terms being agreed.
vi. Barclay Street car park and other assets, including Cattle Market and Bristol Road lands - Barclay Street car park had been withdrawn from the assets for disposal at least for the time being. The Town Clerk updated members on the continuing negotiations in respect of the town council's interest in land at Bristol Road and the connection of this to the redevelopment of the Cattle Market and adjoining lands at Bristol Road. The Town Council's agents had undertaken a further meeting with the SDC Valuer and it was anticipated that further meetings would now be held in relation to the town council's claim and related issues.
vii. Building Schools for the Future (BSF), including Chilton 2 Allotment transfer - formal notification of Chilton 2 was awaited and would have to be viewed by the Town Council enabling the options to be considered having regard to the location of the land and plans in relation to the BSF programme.
(Cllr. Parker declared an interest in this matter as a member of the BSF Project Board and took no part in the consideration and did not vote thereon).
viii. Northgate - members were aware of the position from the briefing note that had been circulated. No further information was available, other than a further retail study being undertaken on behalf of SDC in relation to the future economy of the town and district.
ix. SDC Funding Reduction and Grant Aided Organisations - it had been agreed that formal applications would be considered through the Town Council's normal grant process.
x. Blake Gardens CCTV and management plan - the new CCTV camera was now in position and work on the management plan was ongoing.
xi. Taunton Road toilets - information on usage to be chased up.
08. TOWN HALL AND ISLAND SITE (THIS project):
The Town Clerk gave members an update arising from Minute 12/08 of the Town Council meeting and confirmed the recent decision of the SDC Executive. The outcome of further negotiations with developers was awaited, which would then enable the Town Council to consider their position having regard to their well-documented desire to see the town hall remain as a base for the Town Council operations and a facility for the community. Members considered that in taking this forward decoration of the frontage would help. Members thought that in the light of the current financial climate, alternatives which may even more closely involve the town council should be considered.
(Cllrs Parker and Mrs Slocombe declared an interest in their association with the Arts Centre and took no part in the consideration and did not vote thereon).
09 GRANTS AND APPLICATIONS FOR FUNDING:
RESOLVED: That the following decisions (within the provisions of section 137 where applicable) be made:-
1. Twinning - grant of £300 to each of the four twinning organisations supported by the Council subject to receipt of audited accounts;
2. ACTS - grant of £2000 subject to receipt of balance sheet from recent Show;
3. Rhode Lane Wanderers Football Club - grant of up to £2500 subject to confirmation of visit to Czech Republic taking place and final breakdown of costs for trip;
4. Somerset Film & Video Ltd - support from drop in and advisory services at the Engine Room - grant of £436
5. Bridgwater Amateur Operatic Society - radio microphones - grant of £1500
6. Bridgwater Flower Show Society - grant of £500
7. Bridgwater & District Civic Society - core funding for administration - grant of £300
8. Bridgwater & District Civic Society - summer projects and preparation for new Town Trails publication - grant of £600
9. Home Start Sedgemoor - recruitment and training volunteers - grant of £1500
10. Sedgemoor CAB - confirmation received of continued outreach services in HAMP ward - grant of £2500
11. Sedgemoor Volunteer Centre - services to the wider community - grant of £1500
(Declarations of Interest: Cllr Cresswell (1) La Ciotat, Cllrs Granter and Parker (1) Marsa and Homberg, Cllr Parker (1) UH, Cllrs Parker, Cresswell and Mrs Slocombe (2), Cllr Parker (3), Cllrs Parker and Mrs Slocombe (5), Cllr Richards (6), Cllr Mrs Slocombe (7&8), and Cllr Parker (9 - interests of a non-prejudicial nature and took no part in the consideration and did not vote thereon on those items)
10. WARD BUDGET BIDDING:
The Town Clerk confirmed that as at 30/07/08 of the sum of £24,000 earmarked funds for 05/06, 06/07, 07/08 and 08/09 the following sums remained available:-
Bower £1010.00, Eastover £3000.00, Hamp £2450.00, Quantock nil, Sydenham £2850.00, Victoria £2000.00
The following new applications were considered and it was RESOLVED:
1. Lakeside Park Residents Association - establishment of association - (Hamp) grant of £200 approved;
2. Saxon Green Playgroup - slide for play time activities - (Sydenham) grant of £250 approved;
3. That prospective grants in relation to The Garden Centre (Eastover), play group garden (Sydenham), shirt sponsorship (Sydenham) be noted and formal applications awaited
11 RLT 2/3 MONIES AND REVIEW OF CRITERIA:
It was noted that SDC was undertaking a review of the criteria and usage of RLT 2 and 3 monies. The Town Clerk advised the sums available to each of the wards within the town as at 8 July 2008.
RESOLVED: That this be noted particularly in relation to land at Friarn Avenue, and possible alternative site for a play area in this vicinity, and possible acquisition of green space at former Sion Chapel burial ground, Friarn Street.
12 FRIARN LAWN ALLOTMENTS:
RESOLVED: That the overgrown condition of areas within the Friarn Lawn allotments be drawn to the attention of the Allotment Tenants' Association for appropriate action to be taken.
The meeting finished at 6.10pm
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Signed
Chairman