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Notice of a Meeting of the Finance Committee (24/11/15)

GOTHAM         PARISH        COUNCIL

33, LEAKE ROAD
GOTHAM
NOTTS
NG11  OHW

Mrs J.A.RAVEN
CLERK TO THE COUNCIL
Tel :  0115 9830863
Email: gothamclerk@yahoo.co.uk

18th November, 2015

Dear Councillor,

YOU ARE DULY SUMMONED to attend a FINANCE COMMITTEE MEETING to be held in the Weldon  Room of the Memorial Hall on TUESDAY 24th November, 2015  commencing at 7.30 p.m.

Yours sincerely,

J.A.Raven   (Clerk to the Council)

AGENDA:

1.             Apologies

2.             Acceptance of Apologies

3.             Declaration of Interest

4.             Minutes of the Finance Meeting held 27th October, 2015

Accuracy/Progress

5.                   Bank Account Balances as at 18.11.2015:

a)       Co-Op Current Account                     £ 20,874.43 (unreconciled)

b)       Co-op 14 Day Account                       £          3.77

c)       Handelsbanken current account      £ 64,150.85

6.                   2015/16 Budget Rolling Balances (additonal to date)

a)     Recreation Ground Maintenance    Paper 4

b)     Recreation Ground Capital

7.             Revenue Budget for 2016/17:

a)     Cemetery – Gardening Update.

b)     Cricket Club Mowing Contract.

8.                   Asset of Community Value (A.C.V.) Funding Options to Raise £50,000:

a)       Capital Account Adjustments

b)       Precept – one off levy

c)       Precept Annual Period Surcharge – say ten years.

d)       Precept – Public Works Loan Board (P.W.L.B.) (10 years minimun repayment)

e)       Grants – Liaise with Steering Group.

f)         Donations/Gifts – Liaise with Steering Group.

g)       Any Other ‘Bright Ideas’

9.                   Appointment of Steering Group Liaison Officer:

10.                Precept 2016/17 RBC Update:

a)   Tax Base

b)   Transitional Relief

11.          Any Other Financial Matters to Report.

12.         Date and Time of Next Meeting  26.01.2016, fall back 12.01.2016.

Committee Members:   J.M.F.Royce, G.Clark, B.J.Walker, M.Sheppard, J.P.Anderson.

Distribution to Full Council.

Members of the Press and Public are cordially invited to attend this meeting.

Minute of a Meeting of the Finance Committee (28/10/14)

Present:     J.M.F.Royce, G.Clark, M.J. Sheppard, J.P.Anderson, B.J.Walker.

1/   Apologies: Nil

2/   Acceptance of Apologies: N/a

3/   Election of Chairman:

It was moved by B.J.Walker, seconded by M.J.Sheppard and duly carried, that J.M.F.Royce be appointed Chairman of the Finance Committee.

Vote: All in favour.

J.M.F.Royce thanked the Committee and agreed to stand as Chairman.

4/   Election of Vice-Chairman:

It was moved by G.Clark, seconded by J.P.Anderson and duly carried, that B.J.Walker be appointed Vice-Chairman of the Finance Committee.

Vote: All in favour.

B.J.Walker thanked the Committee and agreed to stand as Vice-Chairman.

5/   Declaration of Interest: Nil.

6/   Minutes of the Finance Committee Meeting held 28th January, 2014:

RESOLVED: The Minutes of the Finance Committee Meeting held on 28th January, 2014, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: J.P.Anderson   SECONDED: B.J.Walker Vote: All in favour. 

Progress: Nil to report.

7/   Bank Account Balances

  1. Co-Op Current Account: £ 20,494.84
  2. Co-op 14 Day Account: £          77
  3. Handelsbanken current account: £ 64,047.44
  1. 2014/15 Budget Rolling Balances (as per sheets circulated by e-mail)
  2. a)      Capital
  3. b)      Revenue
  4. c)      Recreation Ground
  5. d)      Environment
  6. e)     Gotham News

 

  1. a) Capital: Figures accepted.
  2. b) Revenue: The Revenue rolling balance was within normal limits for the third quarter of the year.
  3. c) Recreation Ground: Reduction in pavilion insurance costs to £1,000. Other costs within normal limits for the third quarter of the year. The Pavilion refurbishment is in year two of a four year programme of improvements with the tennis pavilion completed. Ultimately, it is anticipated that, the pavilion maintenance and play equipment maintenance will become the financial responsibility of the Trustees of the Memorial Hall/Recreation Ground.
  4. d) Environment: The Environment rolling balance was within normal limits for the third quarter of the year. Plans afoot for re-establilshing vandalised fencing, litter bin and pruning.
  5. e) Gotham News: All advertisements altered to comply with copyright rules since a change in editorial team.

 

9/ Capital Requests to Date::

  1. a) Judicial Review Legal Fees                               £  10,000 (Recommendation from Planning Committee)
  2. b)      Village Pump                                        £    1,000
  3. c)      Railway Walk                                       £    1,000
  4. d)     Children’s  New Play Equipment      £       500
  5. e)     Pavilion Refurbishment                      £    1,000
  6. f)      Gotham Remembers                            £       500

 

J.P.Anderson reported, K.Mafham had agreed to work on the Judicial Review on a ‘no win, no fee basis’. Regarding the RBC  Core Strategy, he will charge a fee. Gotham would be to pay a proportionate share with Barton and Thrumpton.

PROPOSAL: That all Capital items be adopted. PROPOSED: J.M.F.Royce  SECONDED: J.P.Anderson  Vote: All in favour.

 

10/  Horizon Contract Review:

The 2015/16 contract shows a 3% increase. It was agreed to reduce the mowing frequency of The Square and Cemetery from fourteen to twelve cuts per season. August and September to be cut from two to one monthly cut. Regarding the Nottingham Road verge under the Village Sculpture, Horizon had quoted £12.50 per cut. Currently the cost of eight cuts per season is £160.  The Clerk would seek advice from the Chairman of the Environment Committee re plans to fill the verge with Spring bulbs which would prevent mowing up to April/May. (Decision pending).

M.J.Sheppard left the meeting at 9.00 p.m.

11/ New Revenue Budget Items:

  1. a)     Cemetery Gardening                            £       500
  2. b)     Cemetery Horizon Contract                 to be agreed.

 

Cemetery Gardening had been moved from the Environment budget to the Revenue budget at an annual cost of £500 to allow for additional plant supplies.

Horizon: An extra weed spray of the Cemetery front apron was required. Clerk had contacted Horizon for a price.

12/  Preliminary Budgets for 2015/16 (to date).

  1. Revenue Paper 2                                 £   30,047.07 (increased to £30,097.07)
  2. Environment Paper 3 £     3,971.93 (subject to adjustment)
  3. Recreation Ground Paper 4                 £     6,600.00

 

PROPOSAL: Acceptance of 2015/16 budgets with an original budget of £50 for printing ink to be continued on the Revenue Budget – £30, 097.07 .

The Environment Budget – to be accepted subject to a reduction in mowing sessions as agreed by J.M.F.Royce and the Clerk.

PROPOSED: J.M.F.Royce, SECONDED: J.P.Anderson  Vote: All in favour.

Capital items:

Boundary Signs: The Boundary Planter Budget of £1,500 to stay in place for future signage. Before his departure, M.J.Sheppard confirmed the British Gypsum boulders could not be used as Village entry signs due to the inability to find a site at The Ridgeway entrance due to the narrowness of the verge.

Cemetery: A draw down facility of £1,500 from the Capital budget for 2015/16.

Burial Fund: To comply with the wishes of St. Lawrence PCC, the burial fund only to be spent on Cemetery infrastructure, not maintenance.

SSSI:The SSSI facility fund of £4,500 could be reduced to £3,500 in accordance with the instructions of D.Power (treasurer of the SSSI – (now Gotham Nature Reserve).

Village Pump: The Village Pump is in need of re-decoration of the ceiling.

Railway Walk: Notts County Council had confirmed in writing it would be responsible for Railway Walk path re-stoning as the Railway Walk had been included on the NCC definitive map of footpaths.

 

13/  Any Other Financial Matters to Report: Nil.

14/ Date and Time of Next Meeting: To be announced.

 

Meeting closed at 9.15 p.m.

Minutes of a Meeting of the Finance Committee (28/01/14)

Present:     J.M.F.Royce, G.Clark, M.J. Sheppard, J.P.Anderson, B.J.Walker. In attendance: P.R.Dines

1/   Apologies: Nil

2/   Acceptance of Apologies: N/a

3/   Declaration of Interest: Trustees of the Memorial Hall/Recreation Ground in any discussion re Item 6a and 6b Recreation Ground Budget Paper.

 4/  Minutes of the Finance Committee Meeting held 26th November, 2013:

RESOLVED: The Minutes of the Finance Committee Meeting held on 26th November, 2013, as previously circulated, be confirmed and signed as a tr           ue record of the business transacted.

PROPOSED: J.P.Anderson SECONDED: M.J.Sheppard   Vote: All in favour.

Progress: Nil to report.

5/   Bank Balance:

The Clerk reported the current account bank balance is £8,070.97

J.M.F.Royce reiterated his personal guarantee to underwrite the Parish Council’s finances up to the 1st May, 2014 should it prove necessary.

The Chairman welcomed P.R.Dines, Chairman of the Trustees  of the Memorial Hall/Recreation Ground,  to the meeting to present the proposed Recreation Budget for the year 2014/15.

6/   Budgets 2014/15:

a) Recreation Ground: Paper 2          £7,800.00

b) Recreation Ground Capital Paper 2a (incorporated at the foot of Paper 2).

PROPOSAL: Suspension of Standing Orders:

PROPOSED: J.P.Anderson SECONDED: G.Clark  Vote: All in favour.

P.R.Dines presented the proposed Recreation Ground Budget Paper for 2014/15 – total £7,800.

A  Contingency Fund of £500 had been removed as the Trustees had deemed it to be unnecessary. The cost of insurance has been substantially reduced from £4,100 to £2,200 due to a change of insurers.

The Horizon Maintenance Contract Specification has been reduced from thirteen areas of work to ten at an estimated cost of £1,950 down from £2,018. It had been noted that Bidwell Crescent pathway had not been cut back, as instructed, during the current year. The Clerk will obtain confirmation of the new quote for the revised schedule from Horizon.

The Play Equipment Maintenance Budget is £500 with an underspend carried forward from previous years’ of £557. P.R.Dines suggested a new Play Equipment Sinking Fund of £500 per annum should be established by Gotham Parish Council, due to the increasing cost of new play equipment, the Trustees would apply for grants, as appropriate.

PROPOSAL: Approval of a Play Equipment Sinking Fund of £500.

PROPOSED: J.P.Anderson SECONDED: M.J.Sheppard  Vote: All in favour.

The Sports Clubs Pavilion Maintenance Budget has been increased from £600 to £1,000 for 2013/14.

The difference of £400  will be match funded by the Trustees and the monies placed into a proposed new Pavilion Sinking Fund. i.e. (A total of £800 –  £400 from GPC and £400 from the Trustees). With regard to 2014/15, the maintenance budget will be £600 as before and a minimum of £1,000 match funded by £1,000 from the Trustees and the Sports Clubs will be added to the proposed new Sinking Fund. These match funded monies will be held separately by the Trustees and GPC respectively.

A maintenance underspend of £607 has been brought forward from previous years’ together with £220, provisionally unspent from 2013/14 amounting to £827 to be carried forward to 2014/15.

It was agreed to await final confirmation from the Trustees re the Sports Pavilion Sinking Fund. These arrangements, if confirmed, will add a further £100 to the 2014/15 Recreation Ground Budget, making a total of £7,900.

The Chairman thanked P.R.Dines and she left the meeting at 8.35 p.m.

PROPOSAL: Re-instatement of Standing Orders.

PROPOSED: J.P.Anderson SECONDED: M.J.Sheppard  Vote: All in favour.

PROPOSAL: Acceptance of Recreation Ground Budget, (Paper 2) as discussed and agreed. (£7,900.)

PROPOSED: J.P.Anderson  SECONDED: B.J.Walker  Vote: All in favour.

c)  Revenue Paper 3 £29,378. ( 29,478 as amended due increase in Recreation Ground Budget)

PROPOSAL: Acceptance of the Revenue Budget for 2014/15.

PROPOSED: J.M.F.Royce SECONDED: J.P.Anderson Vote: All in favour.

d)  Cricket Club Mowing Contract

The Cricket Club Mowing Contract cost of £1,100 for the year 2014 had been confirmed with E.Perrell.

7/  Future Projects:

a) Cemetery Arch: M.J.Sheppard explained a desire to consider the replacement of the Cemetery Arch. He was in the process of contacting the Royal British Legion and St. Lawrence PCC for their approval and suggestions. The Cemetery Arch could display an outside Honours Board of the fallen of Gotham during the World Wars. To be a Gotham News article to gauge public support.

b) WWI Centenary Commemorations: M.J.Sheppard had received grant application forms for the WWI Centenary Commemorations from T.Coles of the Gotham Branch Royal British Legion.. Substantial grant funding is to be made available for commemorative celebrations. M.J.Sheppard thought it important the public should be kept informed of GPC’s proposals for the WWI Commemoration and would write an article in Gotham News inviting public comment/support.

8/   2014/15 RBC Precept Update:

The Clerk explained that, although a transitional claw back of £2,030 is being imposed by the Government, this will not affect the total amount of calculated precept as RBC would make up the difference for the year 2014/15. The policy of a transitional claw back may be enforced in 2015/16. Although the Government have capped increased to 2% on Cities and Counties, the Parishes are still excluded for the year 2014/15.

9/  Precept 2014/15:

The Chairman reminded the Committee that due to unprecedented expenditure during 2013/14 the Capital sheets would need rebalancing. Other projects, such as the Fight to Save the green belt land with a suggested figure of a further £2,000 for legal expenses, the Cemetery Arch and the Commemoration of World War 1 were ongoing. J.P.Anderson asked that the further provision for Cemetery improvements could be foregone from this years capital allocation. B.J.Walker pointed out that the Sculpture landscaping was still unfinished. In the light of this situation and various other issues, the Chairman proposed an increase of 2.5% in the precept for the year 2014/15.

PROPOSAL: A 2.5% increase in the Precept for the year 2014/15.

PROPOSED: J.M.F.Royce  SECONDED: M.J.Sheppard.  Vote: two in favour, three against.

The vote having been lost, an amendment was moved by J.P.Anderson, seconded by B.J.Walker that the Precept be increased by 2% in line with the Government cap.. Vote: three in favour, two against. The Chairman accepted the amendment.

10/  Any Other Financial Matters to Report:

J.P.Anderson asked the Clerk for a formal letter of acceptance of the Sports Arena loan to GPC.

11/ Date and Time of Next Meeting: To be arranged..

Meeting closed at 9.30 p.m.

Minutes of a Meeting of the Finance Committee (27/11/12)

Present:     J.M.F.Royce, (Chairman) R.Muir, B.J.Walker, G.Clark, M.J. Sheppard.

1/   Apologies: Nil

2/   Acceptance of Apologies: N/A

3/   Declaration of Interest: Trustees, G.Clark and M.J.Sheppard in any matter pertaining to the Memorial Hall/Recreation Ground.

4/   Minutes of the Finance Committee Meeting held 30th October, 2012:

RESOLVED: The Minutes of the Finance Committee Meeting held on 30th October, 2012, as previously circulated, be confirmed and signed as a true record of the business transacted.

PROPOSED: G.Clark   SECONDED: R.Muir Vote: All in favour.   

Progress: Item11:

a)   Netball Club: The Clerk had written to Ms. E.Lomas re the GPC offer to fund equipment up to a cost of £170, invoiced directly to GPC.

5/   Budget 2013/14

a) Paper 1  Environment:     £ 5,323.00

PROPOSAL: Acceptance of the recommended Environment Budget: £ 5,323.00

PROPOSED: J.M.F.Royce SECONDED: R.Muir  Vote: All in favour.

The Chairman asked that item 7 on the agenda be discussed next.

             7/   Recreation Ground water bill (£873.75)

             A larger than usual water bill had been received to cover the summer period. There is a longstanding arrangement with the Trustees, that  GPC pay the summer bill and the Trustees, the winter bill. The GPC budget for its share of the water is £650. No leaks on the Recreation Ground had been identified plus the added fact that the weather had been inclement during the summer, led to the conclusion that extra water use must have occurred within the Memorial Hall.  Various alternatives were discussed, in view of the fact that the budget is only £650.

PROPOSAL: That, as a gesture of continuing goodwill, the entire bill of £873.75 be paid in full..

PROPOSED: B.J. Walker  SECONDED: R.Muir  Vote: two in favour, one against, two abstentions.

b) Paper 2   Recreation Ground:

P.R.Dines, Treasurer of the Memorial Hall/Recreation Ground Trustees, had submitted a draft document which had been circulated, requesting significant changes to the Recreation Ground Budget.

Water: A request to increase the budget from £650 to £750 and also, that due to inadequate sub-metering arrangements, the annual water bill henceforth be split 50:50 between GPC and the Trust.

PROPOSAL: To increase the budget for water  to £750 as annual half share.

PROPOSED: J.M.F.Royce  SECONDED: R.Muir Vote: three in favour, two abstentions.

Sports Pavilion Maintenance: P.R.Dines requested that this budget be raised from £600 to £1,500 in anticipation of new proposals under discussion, between the Trustees and the Sports Clubs, re future pavilion maintenance arrangements. It is anticipated the new scheme will become effective from the 1st April, 2013. It was eventually proposed that this budget be raised from £600 to £1,000 with the proviso that the matter would be reviewed if necessary post the finalisation of any new arrangements.

PROPOSAL: To raise the Sports Pavilion Maintenance budget to £1,000.

PROPOSED: B.J.Walker  SECONDED: R.Muir. Vote: two in favour, one against, two abstentions.

M.J.Sheppard left the meeting at 9.15 p.m.

Dog Bins: It was requested by P.R.Dines be deleted from the Recreation Ground budget and charged entirely to the Environment Committee budget.

It was agreed, it was preferable to keep a charge relating to the Recreation Ground and, therefore, the sum of £400 was left in place for dog bin emptying.

PROPOSAL: To retain the budget of £400 for dog bin emptying.

PROPOSED: B.J.Walker  SECONDED: J.M.F.Royce. Vote: three in favour, one abstention.

R. Muir left the meeting at 9.30 p.m.

Recreation Ground Budget   £  11, 543

PROPOSAL: Acceptance of the recommended Recreation Ground Budget of £11,543 – to show the above alterations.

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker   Vote:  two in favour, one abstention.

The Clerk was requested to prepare Recreation Ground Budget (Paper 2) for circulation incorporating the above proposals.

c) Cricket Club Mowing Contract for 2013: 

The Cricket Club had allegedly requested an increase of £50 to £1,150 for the 2013/14 mowing contract.  J.M.F.Royce expressed his surprise that, the Club had made such an early request for an increase bearing in mind the extremely generous uplift in the value of the current contract, compared to the previous arrangements i.e. £750 to £1,100 and with the full cost of repairs and maintenance now being borne solely by GPC. Current annual maintenance estimate – £500 to £1,000.

PROPOSAL: To offer Gotham Cricket Club a further one year Mowing Contract – £1,100 (same as 2011/12).

PROPOSED: B.J.Walker   SECONDED: R.Muir. Vote: All in favour.

d) Paper 3 Revenue –             £ – 32,811

Paper 3 as circulated was discussed and changes noted.

PROPOSAL: Acceptance of Revenue Budget of £- 32,811.

PROPOSED: J.M.F.Royce  SECONDED: B.J.Walker  Vote: All in favour.

6/ Precept 2013/14 Preliminary Discussion: To be set at the January 2013 full Council meeting. (agenda item).

7/ See above – already discussed.

8/  Any Other Financial Matters to Report:

An application for funds had been received from the W.I. in favour of the Over Seventy’s Christmas Party. For discussion at the December full Council meeting.

A cheque for £325 should have been paid to R.Muir as the first instalment of her Chairman’s allowance in December, 2012. A request was received from the Chairman to receive early payment of the second instalment to a total of £650.

PROPOSAL: Early payment of the Chairman’s Allowance – cheque for £650.

PROPOSED: G.Clark  SECONDED: B.J.Walker  Vote: two in favour, one against.

9/   Date and Time of Next Meeting: To be arranged.

Meeting closed at 10.00 p.m.