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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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