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					                   BSTC - Finance and Leisure Committee – 8 February 2006




                       BRADLEY STOKE TOWN COUNCIL

                             Finance and Leisure Committee

Minutes of the Meeting of the Finance and Leisure Committee of Bradley Stoke Town
Council held at Bradley Stoke Jubilee Centre, Savages Wood Road, on 8 February 2006.

PRESENT:      Councillors:     Julian Barge (Chair)
                               John Ashe
                               Veronica Conway-Haskins
                               Sandra Hobson
                               John Samways
                               Karen Sanders
                               Heather Williams

                               David Chandler          (Clerk)


1      Apologies for absence

       There were no apologies for absence.


2      Minutes of previous Meetings

       The Minutes of the Finance and Leisure Committee held on 14 December 2005
       were signed as a correct record. There were no amendments.


3      Declarations by members

       There were no declarations at this point.




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              BSTC - Finance and Leisure Committee – 8 February 2006

4   Matters Arising

    4.1   Southern Brooks Community Partnership

          Mrs Julie Snelling, Director of the Partnership, had written to confirm that
          all appointments to the management committee have to be approved at the
          AGM. No representatives from Filton or Stoke Gifford were nominated.
          The following change to the constitution would be proposed at the AGM,
          “only members from Councils that provide core funding and corresponding
          members from the communities they represent are able to vote on decisions
          that relate to core funding.”

    4.2   IML Bad Debt

          The Warrant of Execution had been served on 26 October and the Bailiffs
          had the matter in hand. So far two cheques for £80 and £40 respectively
          had been received.

    4.3   Baileys Court Redevelopment

          The Draft minutes from the meeting held on 1 February were tabled. It
          was proposed by Councillor Heather Williams, seconded by Councillor
          Sandra Hobson that all Councillors should continue to be notified of
          meetings rather than form a working group.

    4.4   Night Bus

          Filton Town Council had decided not to support the Night Bus financially,
          which left only Patchway committed. It was proposed by Councillor Julian
          Barge, seconded by Councillor Heather Williams and carried that the
          implications for Bradley Stoke should be investigated and the matter
          deferred to Council.

    4.5   Catering at Community Functions

          Councillor John Ashe reported that, for the likely profits that would accrue,
          £150 to £200 would not be inappropriate. However, this marked a
          significant departure from current practice so it was proposed by
          Councillor Heather Williams, seconded by Councillor Sandra Hobson and
          carried, that a commercial rate should be charged for a commercial
          operation and policies applied by other councils should be investigated.




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               BSTC - Finance and Leisure Committee – 8 February 2006

4   Public Question Time

    Mr Serge Dondoua of Pursey Drive expanded on the contents of his letter for a
    charity event that was to be discussed later in the evening. (See Item 9.3 below)


5   Date of next meeting

    8.00pm Wednesday 19 April 2006 at Bradley Stoke Jubilee Centre


6   Internal Auditor’s Report

    Councillor Veronica Conway-Haskins proposed, seconded by Councillor Sandra
    Hobson and carried unanimously, that the Report be accepted and thanks to the
    staff were proposed by Councillor Heather Williams and seconded by Councillor
    Julian Barge. The Report had been favourable and would form an important
    submission for the main Audit to be held in June.

    Councillor Heather Williams noted that the absence of a Business Plan had again
    been highlighted and it was agreed that Councillors Conway-Haskins and Karen
    Sanders should meet to devise a strategy for completion that could be presented to
    the next meeting of Council.

    It was essential that Councillors became involved in all aspects of the plan to
    cement ownership of it and provide the vision for future intentions that would
    benefit residents.


7   Income and Expenditure

    7.1    Statements and supporting information of income and expenditure until the
           end of January 2006 were received. It was noted that there were no issues
           requiring particular attention.

    7.2    Bank Mandate

           Some additional sections required signatures on the mandate that had been
           completed at the Council meeting on 11 January. These were duly added.

    7.3    Audit on FRS17

           Matters relating to the above still awaited clarification so it was proposed
           by Councillor John Ashe, seconded by Councillor Sandra Hobson and
           carried, that although it was necessary to continue to receive the FRS17
           Report from the pension provider, no authorisation of the external audit on
           the report should be approved until Council’s clear questions had been
           answered.
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               BSTC - Finance and Leisure Committee – 8 February 2006


    7.4    Miscellaneous Hire Charges

           It was proposed by Councillor John Ashe, seconded by Councillor John
           Samways and carried that the hire charges for the mobile food traders using
           Council premises and the Northavon Bowls Club’s hire charges should be
           increased by 10% with effect from 1 April.

           It was agreed that Bradley Stoke Cricket Club should be reminded that
           their annual hire charge review was imminent.


8   Bills submitted for payment

    The following bills for payment were proposed by Councillor Veronica Conway-
    Haskins, seconded by Councillor John Samways and carried. They include VAT
    where applicable:

           Post Office Ltd                                 £4,590.57
           Bath & North East Somerset                      £2,040.67
           SGC                                               £101.65
           Bishop Fleming                                  £1,598.00
           Bristol Wessex Billing Services                   £335.84
           Bunzl Cleaning & Hygiene Supplies                  £43.62
           Cleaning Made Easy                              £2,796.83
           The Corps                                       £1,865.09
           Four Square                                       £298.16
           G E Capital Equipment Finance                     £259.52
           Initial healthcare                                £392.45
           Integral                                          £508.78
           Ionet                                             £258.51
           Ives Evert Catering                                £30.99
           JNC Fire Protection                                £92.83
           Kingpin Electrica;                                £795.48
           KN Donalds                                        £595.56
           J L Massie                                        £490.00
           Neptune Outdoor Furniture                         £681.50
           Powergen                                          £398.02
           Sage                                               £39.96
           Standfast Security                                £302.86
           SGC                                               £349.87
           SGC                                            £10,885.67
           Total Construction                                £111.63
           Watercress Kids Club                              £400.00
           Total Construction                              £1,336.56
           Playground Services                               £423.00
           Steaming Brigade                                  £492.00
           Kwik Dry Carpet Care                              £157.00
           The Corps                                       £1,286.64
           Classic Landscapes                              £3,872.40
           Powergen                                          £330.54
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          BSTC - Finance and Leisure Committee – 8 February 2006

      BACS                                           £13,692.76
                                                     £51,854.96

8.1   Hygiene Vending Machine

      It was noted that this had been installed at the Jubilee Centre and costs
      should be covered by the sale of products.

8.2   Nappy Disposal Bin

      It was proposed by Councillor Heather Williams, seconded by Councillor
      Sandra Hobson and carried, that a nappy disposal bin should be installed at
      Bradley Stoke Jubilee Centre. The Budget for Nominal Code 6036 to be
      increased by £400 for this purpose.

      There had been several instances in recent months where soiled nappies
      had been found hidden in various places and Dynorod had also been called
      in to remove blockages.

8.3   Activity Centre Towels

      Due to underestimated use of the towels it was necessary to double the
      frequency of change. It was therefore proposed by Councillor John Ashe,
      seconded by Councillor Sandra Hobson and carried, that the Nominal
      Code 6075 Budget be increased by £1000 per annum, to be switched from
      the underspend on the Southern Brooks Community Partnership Budget.

8.4   Bad debts

      Samantha Richter owed £59.40 for a room hire in July 2005. Her cheque
      had not been honoured by the bank and fees and administrative charges
      had now increased the debt to £91.40. Despite letters, phone calls and
      home visits the amount was still outstanding. It was proposed by
      Councillor Julian Barge, seconded by Councillor John Ashe and carried
      that she be approached once more with the offer of part payments or
      referral to the small claims court if payment was not forthcoming.

      Procedures had since been reviewed and all bookings now required
      payment in advance. It was further suggested that cheque card numbers
      should be required on the backs of all such cheques.

8.5   Bus Shelter – Brook Way

      The provision of a shelter near Courtlands, off Brook Way, would overrun
      the Budget of £5000 if all the recommendations to cater for disabled access
      were implemented.



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              BSTC - Finance and Leisure Committee – 8 February 2006

          It was proposed by Councillor Heather Williams, seconded by Councillor
          Sandra Hobson and carried that the necessary alterations be incorporated
          up to a total expenditure of £6000, but that the matter be referred again to
          Council if the total were to exceed that figure. The additional sum to be
          taken from the DDA Account.


9   Matters for determination

    9.1   Chair’s Allowance

          It was proposed by Councillor Veronica Conway-Haskins, seconded by
          Councillor Sandra Hobson and carried, that the policy for the payment of
          the Chair’s Allowance be adopted for recommendation to Council. The
          document is attached to these Minutes.

    9.2   VAT on re-imbursement for mileage and other purchases on
          personal credit cards

          It was noted that the Auditors now required proof that fuel had been bought
          from all staff who claimed mileage. In addition it was noted that the Clerk
          made occasional payments on behalf of Council on his personal credit card
          to facilitate the transactions and sought re-imbursement later. In order to
          regularize this situation the following proposal was agreed as a temporary
          measure pending investigations on the possibility of setting up a Council
          credit card.

          “The Clerk is hereby authorised to use his personal credit card up to the
          de-minimus limit set by the Council on legitimate purchases for the Town
          Council, for a single specific cheque to be drawn on the Council’s account
          in recompense. This payment method will not be used other than for
          specific purchases that cannot be undertaken in any other way. [The
          payment by Council complies with S150 of the Local Government Act
          1972 as two members will sign the refund cheque.]

    9.3   Serge Dondoua Charity Event

          It was proposed by Councillor Veronica Conway-Haskins, seconded by
          Councillor John Samways and carried that Mr Dondoua be allowed to hire
          the Jubilee Centre at the Charity/Community rate current at the time.




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                  BSTC - Finance and Leisure Committee – 8 February 2006

       9.4    C J Hole: advertising

              It was proposed by Councillor Sandra Hobson, seconded by Councillor
              John Ashe and carried with one vote against, that use of Activity Centre
              sites by the Estate Agent should be agreed in principle but on the terms to
              be set by Council for an experimental period of one year. The possible hire
              charge should be investigated in the first instance.

       9.5    Full Licence for the Jubilee Centre

              It was proposed by Councillor Julian Barge, seconded by Councillor
              Sandra Hobson and carried that a full premises licence by applied for.

       9.6    Television Licence for the Jubilee Centre

              It was proposed by Councillor Julian Barge, seconded by Councillor
              Sandra Hobson and carried that a television licence by applied for.

       9.7    Bradley Stoke Community School Specialist Status

              The Headteacher had approached Council requesting support for a bid to
              Government for specialist status for the school in foreign languages and
              performing arts up to a total of £20,000 from a variety of sources. After
              some discussion it was proposed by Councillor Julian Barge, seconded by
              Councillor John Ashe and carried, that the matter be deferred to Council
              for further discussion and a decision.




The Meeting closed at 10.15 pm




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                         BSTC - Finance and Leisure Committee – 8 February 2006

                         BRADLEY STOKE TOWN COUNCIL

                       POLICY FOR PAYMENT OF THE CHAIR’S ALLOWANCE


Bradley Stoke Town Council will pay the Chair annually a reasonable reimbursement of the
expenses of an unpaid office to be known as the Chair’s Expense of Office Allowance.

The allowance paid will cover the following possible expenditure incurred when undertaking
the duties of the Chair:

             cards
             stationery
             mileage
             travel (bus or taxi)
             money to support local community groups at fund raising events etc
             donations to collections at services attended
             subsistence
             telephone/fax rental
             telephone/fax calls
             chair’s personal sundries/civic appearance*
             gifts
             chair’s receptions

(Funding for use for anything political is definitely not allowed.)

The Chair is to make available at the end of the financial year to the Town Council offices a
list of expenditure with supporting vouchers. Supporting vouchers will be kept for all
expenditure and submitted at the end of the financial year with a list of all expenditure
incurred to the Town Council offices. The reconciliation along with the vouchers will be
retained for a period of six years.


Notes to the Policy:

1         NALC has advised: Chair’s allowance (section 15(5)LGA1972) – This section has not been repealed by the
new regulations and can still be used to make the customary payment to meet the costs associated with the position
of chair. It was advised that this may be particularly useful to councils who wish to continue with the practice of
making the payment without the need to refer to the parish remuneration panel.

2         Taxation:          “As long as the Chair’s allowance is a reasonable reimbursement of the expenses of an
unpaid office, and contains no element of remuneration for the holder, the Inland Revenue treat it as not chargeable
for tax, but they ask councils how much is paid; and where it is thought that there might be an element of
remuneration, they might ask chairmen for details of the uses to which the allowances are put.” (Charles Arnold
Baker p.183)

3        South Gloucestershire Council’s Independent Panel on Parish Councillors’ Remuneration has
recommended that in a parish with a population greater than 15,000 the Chair’s allowance paid should be up to
£1,200. The current allowance agreed by Bradley Stoke Town Council is £750.


*        May include laundry but not the purchase of clothing.


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