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Minutes November 2007
BRIDGWATER TOWN COUNCIL
FINANCE COMMITTEE
MEMBERS' ROOM, TOWN HALL, BRIDGWATER
HELD ON WEDNESDAY 21 NOVEMBER 2007 AT 2PM
PRESENT: Cllrs Turner (Chairman), Downes, Granter, Parker, Richards and SmeedApologies: Cllrs Cresswell and Mrs Slocombe
10 MINUTES:
RESOLVED: That the Minutes of the Meeting held on 20 June 2007 be approved and signed by the Chairman as a correct record.
11 TOWN COUNCIL 01/11/07 - MATTERS REFERRED- SOMERSET 500 CLUB:
The Town Clerk reported a letter from Somerset County Council requesting the council's support in establishing a Somerset Olympic Fund by contributing a sum of £500 per year for 4 years. The fund would be jointly used to support competitors for the Games in 2012 and for improved facilities across the county available to all inhabitants of Bridgwater and the county. It would be administered by the Somerset Community Foundation.
RESOLVED: That a contribution of £500 per year for 4 years commencing 2008/2009 be included in the estimates.
12 GRANTS
AND APPLICATIONS FOR FUNDING:
RESOLVED: That the following decisions (within the provisions of section 137 where applicable) be made:-
1. Volunteer Centre - grant of £1500;
2. Sedgemoor CAB - grant of £2500 - to be accompanied with request to ensure retention of outreach service to Hamp;
3. New Town and Victoria Springboard Ltd - essential furniture and equipment - grant of £2500;
4. Victoria Springboard Committee - community café - application to BCI fund pending;
(Cllr Parker declared an interest in the Volunteer
Centre and CAB applications and took no part in the decisions).
That
the letters of thanks for grants and sponsorship received from Bridgwater Guy
Fawkes Carnival, Bridgwater Bowls Club (disability section), Victim Support
Somerset, Bridgwater Flower Show, and Somerset Art Week be noted.
13 WARD BUDGET BIDDING
The Town Clerk confirmed that as at 26 October 2007 of the sum or £18,000 earmarked funds for 05/06, 06/07 and 07/08, the following sums remained available:
Bower £3000
Eastover £3000
Hamp £1800
Quantock £1000
Sydenham £2200
Victoria £2000
The following new application was considered and it was RESOLVED:
1. Victoria Park Bowling Club and Victoria Park - improvements to surrounding - (Victoria) grant of £1000 approved: and
2. that all members be requested to note the outstanding balances in the Ward Grant Budgets and to be advised that there will be no carry forward beyond 31 March 2008.
14 DRAFT ESTIMATES FOR FINANCIAL YEAR 2008/2009:
Draft estimates had been prepared and circulated, together with background information based on 2006/2007 and 2007/2008, the estimated out-turn at 31/03/08, 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, estimated at 10,198.82 Band D equivalents for 2008/2009. Full information was also provided on the current levels of precept and special expenses on the town in the light of previous discussions on the need to continue to build a fund for civic enhancement, particularly for the regeneration of the town and environment and regard to future development of the town council's role.
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 on the out-turn for special expenses, particularly in relation to progress on memorial safety.
A letter from the leader of SDC was also reported, indicating the action that Council was having to consider in the light of an estimated budget deficit of £1.8M. This indicated the Council was considering significant changes in the type and manner of service delivery, including new joint delivery arrangements with other organisations, and the possibility of stopping some services altogether in order to bridge the funding gap. The review could also affect the level of support to the voluntary and community sector and organisations receiving annual core funding or regular project funding. The fundamental review of services was expected to be completed in time to inform the decisions on the level of council tax to be made by SDC at their meeting on 13 February 2008.
The Town Clerk and the Mayor reported further on this issue following a preliminary discussion with the Leader of the SDC and Chief Executive, with particular reference to Bridgwater Town Centre Partnership, Bridgwater Town Centre Improvements, Bridgwater Town Centre Farmer Markets, Blake Museum, Sydenham Community Centre, and Bridgwater Special Expenses for cemeteries and a minimal amount in relation to street lighting. Contributions were already made by the Town Council to the partnership, towards town centre improvements and a major element of street lighting.
Members discussed the implications of all these issues based on the schedule of draft estimates, taking particular account of earmarked funds and additional items. Members requested the Town Clerk to bring forward the Town Council estimates based on a 3% and 4% increase, incorporating the scheduled items.
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 2008/2009 of £176980.71 for immediate town council purposes, and £37178.99 for the civic enhancement reserve, exclusive of special expenses (yet to be determined) equating to £20.99 per Band D property (3% increase) - ALTERNATIVE OPTION (4% increase) precept for 2008/2009 of £176980.71 for immediate town council purposes, and £39258.20 for civic enhancement reserve, exclusive of special expenses (yet to be determined) equating to £21.20 per Band D property
2. that a further report be submitted to the Town Council on the possible impact of decisions on funding by SDC and for this purpose the Town Clerk be authorised to continue investigations and discussions with SDC in relation to the specific service areas identified above, including the possibility of a service level agreement for cemeteries;
3. that in accordance with the conditions of service and the NALC salaries agreement 2007/2008, the salary of the Town Clerk be increased in line with the national agreement at .35 (.34 to .39) (14.64HR) based on 20 hours per week per annum (52 weeks) with effect from 01/04/07 and the Town Clerk requested to bring forward a further report following a re-examination of the responsibilities, duties, workloads and comparisons with other similar town councils;
4. that the Town Clerk be requested to establish the whereabouts of all the Glastonbury chairs in the town council's possession, including recovering two from the Quantock Road Cemetery and to check the position with the Mayor's chair purported to be located at the magistrate's court.
15 GOVERNANCE
AND ACCOUNTIBILITY:
I. Audit of Accounts - the Clerk confirmed that the audit of accounts for the year ended 31/03/07 was being undertaken and he was in communication with the auditors on one specific issue;
II.Review of Effectiveness of the System of Internal Audit - the legislative framework of the accounts and audit regulations required audited bodies to conduct a review at least once a year of the effectiveness of the system of internal control and to publish a statement on internal control (statement of assurance) each year with the body's financial statement. A statement of assurance had been presented and it was now necessary to formally review the effectiveness of the system. The Town Clerk reported on the current arrangements, including the scope, independence, competence, relationship and reporting.
RESOLVED: That members endorse the current arrangements as satisfactory for the Town Council's purpose and give further consideration to a formalised programme at the next meeting;
III. Review of Financial Regulations - the Town Council had undertaken a review of Standing Orders during 2007/2008 and were now invited to examine the current Financial Regulations approved at the setting up of the Town Council. Members had been supplied with the financial regulations and expressed their general satisfaction with the requirements and levels of control achieved. The Town Clerk invited members to record any issues upon examination for future review.
RESOLVED: That the current Financial Regulations be approved without amendment;
IV. Risk Management - the Town Clerk confirmed the arrangements in place to assess risk and the management thereof. This was undertaken on the basis of the SLCC advisory note, including a review of insurance cover and a planned inventory examination by the Town Clerk in the company of the Mayor and Cllr Parker. Members considered the paper.
RESOLVED: That action taken in terms of risk assessment and management be confirmed.
16 ALLOTMENT TRANSFER AND BRISTOL ROAD 1 & 2:
The Town Clerk referred to the report to the Council on the 01 November 2007 confirming the transfer and registration of the Bristol Road 1 and 2 sites and the signing of the lease to the carnival committee. Chilton 2 remained an outstanding issue, although the registration of the other transferred allotment land was being expedited.
The Town Clerk also reported the anticipated formal approach expressing interest in part of the council's land at Bristol Road in association with possible comprehensive development of land off Bristol Road and the Cattle Market Site. The interested parties in preliminary discussions with the district and town councils had been made fully aware of the town council's position, and other factors that affected the interests and the prospective land assembly.
RESOLVED: That the Town Clerk be authorised to continue discussions and to take such legal and valuation advice that may be necessary, including the employment of a specialist surveyor.
The meeting finished at 4.40pm
.............................................
Signed
Chairman