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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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