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NORTH HORSHAM PARISH COUNCIL

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									                      NORTH HORSHAM PARISH COUNCIL
     FINANCE & ADMINISTRATION COMMITTEE MEETING – 23.07.2009

     CLERK’S REPORT

8.   GRANT APPLICATIONS (Appendix I)
     8.1 The purpose of this report is to provide Members with a summary of the Phase 1
         grant applications for 2009/10. Phase 2 will be considered in February 2010. Each
         application is assessed against the Grants Policy, financial need and the level of
         service provided to residents of North Horsham. A schedule of applications is
         attached at Appendix I.

     8.2 The amount available in the Grants Fund is £18,784. This includes prior years
         underspends. Four applications have been received requesting grants totalling
         £4,428. The recommended grants amount total £4,428. This would    leave     a
         balance of £14,356 in the Fund for Phase 2 applicants. A summary of
         applicants, amount sought and recommended grant is as follows:

          Applicant                              Amount Sought                Recommended
                                                           £                         £
          1         The United Bus                         500                      500
          2         Crawley & Horsham Home-Start         1,000                    1,000
          3         Victim Support Sussex                  500                      500
          4         Rise (West Sussex)                   2,428                    2,428
                                       Total             4,428                    4,428

     8.3 RECOMMENDATION:

                    The views of the Committee will be sought at the meeting and that any
                    recommendations will be in accordance with the Council’s powers under
                    Section 137 of the Local Government Act 1972.

9.   COMMITTEE & COUNCIL MONITORING 2009/10 to 30.06.2009 (Appendix II)
     9.1 F & A COMMITTEE REVENUE EXPENDITURE/INCOME – The paid
         expenditure/income to 30.06.09 is shown in the second column of figures on the
         attached Appendix II (pages I & 2). The next column shows the committed
         expenditure to the 31 March 2010 – as yet unpaid. The ‘Probable’ column includes
         estimates of invoices to come.

     9.2 Page 1 is the Summary and shows a projected net overspend of £2,892 due mainly
         to the dramatic reduction in interest received due to the almost nonexistent interest
         rates.

     9.3 Details of the earmarked items brought forward from 2009/10 are listed at the bottom
         of page 1 for information.

     9.4 FULL COUNCIL & OTHER COMMITTEES – The subsequent pages of Appendix II
         incorporate the full Council monitoring schedule on pages 3 & 4 to 30.06.09 with all
         remaining committees’ on pages 5-13.
          Halls income is holding up well and hopefully will be maintained throughout the year.
          However the interest earned on balances is much reduced and overall there is an
          estimated shortfall of £722 for the financial year.


     F & A Committee Report 23.07.2009                                                       1
         Expenditure is forecast to bring in an underspend of £11,138. This mainly relates to
         the Personnel Committee. Members should note that it is very early in the financial
         year to project with any certainty the potential outcome of the new financial year.
    9.5 The improved 2009/10 out-turn; the first quarter movements and current estimates to
        March 2010 indicate increased General Reserves of £18,326.

    9.6 RECOMMENDATION:
                   Members are asked to note the contents of the report and attached
                   Appendix II.

10. BUDGET GUIDELINES for 2010/11 (Appendix III)
    10.1 The purpose of this report is to meet the responsibility delegated to this Committee
         under Financial Regulations as resolved at Annual Council on 16.05.06. That
         responsibility is to formulate budget guidelines each year for onward approval by
         Council.

    10.2 The attached Appendix III details the current year’s agreed budget and known
         budget revisions. The first page is a summary by committee with an, as yet
         undetermined, new Capital Projects for 2010/11 totalling £18,000. These are brought
         together on Page 2 using the Annual Precept template to indicate the overall effect
         on the Precept for 2010/11.

         The remaining pages detail each Committee individually, showing known reductions
         and increases together with a provision for inflation of 3% and other known
         increases.

           The exercise has produced a different outlook for each Committee, as follows:

           Committee                    Before Income            After Income
                                        % change over            % change over
                                        current year             current year
           F&A                          1.2% reduction           1.04% increase
           Personnel                    2.36% increase           not applicable
           PE & T                       33.27% reduction         57.78% reduction
           Property (Halls)             7.02% increase           £2,142 net increase
           Property (Amenities, etc)    5.18% increase           4.83% increase
           Property (Allotments)        21.61% increase          36.59% increase

    10.3 The major movements in expenditure/income are as follows:

         Increases
           F&A                          £484   Increased cost of delivering newsletter
                                        £2000  Reduced interest
           Personnel                    £1088  Job ads re Clerk (Feb 2011)
           PE&T                         £718   Extra 2hrs litter warden
           Property (Halls)             £1343  Re NNDR, Refuse clearance, RMH beverages
                                               & hanging baskets
           Property (Amenities)         £1477 New grounds maintenance contract & one extra
                                               bus shelters to clean
           Property (Allotments)        £135 New grounds maintenance contract & new 5yr
                                               lease on Harwood Road allotment site
           Inflation generally          £11097 2.46% on gross 2009/10 expenditure of £450k
                         Total          £18342
    F & A Committee Report 23.07.2009                                                      2
         Reductions
          F&A                           £1431 Reduced amount to meet £16K for May 2011
                                        £1000 Councillor training
                                        £493 Reduced loan charges
           Personnel                    £343 Wages admin charge (WSCC)
           PE&T                         £2227 Improved environment cleansing grant
                                        £4000 Bus services, Motte & Bailey & consultants fees
           Property (Amenities)         £138 In Bloom Sponsorship
           Property (Allotments)        £35    Increased charge re Harwood Road allotment
           Inflation generally          £3483 2% on halls income
                         Total          £13150

         Net Expenditure Increase £5192

                   ADD                  £20889 Net change in transfer to/from General
                                               Reserves
           Capital Projects             £798 Net increase over 2009/10

           TOTAL NET INCREASE £26879                 9.57% increase

    10.4 There are a number of major assumptions used in preparing the figures in Appendix
         III. The following areas should all be examined by the committees affected as they
         could mitigate the 10% possible increase in the Precept. These are listed as
         follows:

                  £19148 Effect of changing General Reserve formula to 3 months from
                          2.5 months

         This could change the Precept to a 2.69% increase if all the above agreed.

    10.5 Clearly, at this stage of the financial year, the figures are only indicative and subject
         to refinement when the budget process begins in earnest later in the year. Any
         further under spends will improve the net position. Further Capital Projects and other
         currently unforeseen increased costs will have the opposite effect.

    10.6 RECOMMENDATION TO COUNCIL

                   That individual Committees, in preparing Budgets for 2010/11 are
                   mindful of:

                   a) The percentage changes contained in Appendix III, and
                   b) Examine the principles for the items as listed in paragraph 10.4
                      above

11. WEBSITE REDESIGN: Progress Report
    11.1 The Council website is being redesigned using the agreed WordPress software. The
         project is primarily being undertaken by the Administration Officer and has been
         included in a newly agreed Job Description (2nd July 2009). The project shall be
         supervised by the Parish Clerk with assistance from the Deputy Clerk.

    11.2 The WordPress version currently accessed is version 2.3 and the latest 2.8 version
         is to be uploaded in the very near future. This has involved reading (on screen) the
         support pages to achieve this successfully. However, the upload needs to be
         completed in ‘one hit’ and this has proved difficult to date. Arrangements are now in
    F & A Committee Report 23.07.2009                                                           3
          place to provide adequate ‘interruption free’ time (from telephone calls by potential
          hirers of the halls).

     11.3 Work has already started on the home page using a ‘presentation theme’ best suited
          to the Council’s needs from the 1,000’s available.

     11.4 The Council’s Branding Guidelines have not been applied at this very early
          developmental stage.

     11.5 RECOMMENDATION

          Members are asked to note the report.

12. PARISH PLAN UPDATE
    12.1 There is nothing to add to the report to Council made on the 15 th January 2009.

     12.2 RECOMMENDATION:

                    Members are asked to note the current position.

13. ACCOUNTS FOR PAYMENT (Appendix IV)
    13.1 The schedule of accounts for payment will be tabled at the meeting as Appendix IV.

     13.2 RECOMMENDATION:

                    The Committee is asked to authorise the schedule of accounts for payment
                    as contained in Appendix IV.

14. To Confirm DATE OF NEXT MEETING: - THURSDAY 22nd OCTOBER 2009.




     F & A Committee Report 23.07.2009                                                        4

								
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