Chesham Town Council
Bill Richards Town Clerk
Tel: 01494 774842 Fax: 01494 582908 www.chesham.gov.uk Email: [email protected] th 8 July 2013 Dear Councillor
I hereby give you notice that a meeting of the POLICY AND RESOURCES COMMITTEE to be held in the Council Chamber, The Town Hall, Chesham, on
MONDAY 15th JULY 2013 AT APPROXIMATELY 8.00pm (i.e. immediately following the close of the Development Control Committee meeting which is due to commence at 7.30pm) when the business set out below is proposed to be transacted:
A G E N D A
1. Election of Chairman and Vice Chairman for the administrative year 2013/14. 2. Apologies for absence. 3. Declarations of Interests. 4. To receive and confirm the Minutes of the meeting of 25th March 2013. 5. To receive and consider the Minutes of: CHAP Management Committee meeting of the 12th March 2013 and General Meeting of the 23rd April 2013. Town Centre Working Group meeting of the 14th March 2013. Chesham & District Transport Users’ Group meeting of 2nd April and 14th May 2013. Transition Town Group meeting of the 2nd May 2013. Finance Working Party meeting of 12th June 2013. 6. Devolved Services Update. 7. Community Engagement Strategy. 8. Financial Out-turn 2012/13. 9. Financial Statement and Annual Report 2012/13 10. Financial Report to 31st May 2013. 11. Internal Auditor’s Report. 12. Flag Flying Policy. 13. Forward Plan. 14. Future of Youth Council. 15. Exclusion of the Public and Press.
16. Granting of Easement – 5 Bellingdon Road, Chesham.
Yours sincerely,
Bill Richards Town Clerk
Chesham Town Council, Town Hall, Chesham, Bucks HP5 1DS Twinned with Friedrichsdorf Germany; Houilles France; Archena Spain Chesham Town Council continued . . .
Circulation:
Councillor V.M. Abraham Councillor Mrs. R .Juett Councillor A.K. Bacon Councillor Mrs C.M. Michael Councillor Mrs C. Boxer Councillor M. W. Shaw Councillor Mrs P. Cherrill Councillor F. S. Wilson Councillor M. Fayyaz Councillor P. W. Yerrell Councillor T. Franks Councillor P. J. Hudson
Publication Date 8th July 2013.
- 2 - Chesham Action Partnership Management Committee Meeting Tuesday 12th March 2013 at Chesham Town Hall
In attendance:
Martin Parkes (Chairman) Better Chesham David Carter (Treasurer) Chesham Society Kathryn Graves (Secretary) Chesham Town Council (CTC) Ken Austin Chesham Environmental Group (CEG) Mora Walker Chesham Museum Colette Littley CTC Bill Richards CTC Barbara Richardson COPAG Mort Smith Buckinghamshire Examiner
Apologies:
Fred Wilson (Chesham Chamber), Merrin Molesworth (Chiltern Voice), Niels Aalen (Pond Park Community Association) and Jo Pearce (Waterside Community Association).
1. Welcome & Introductions As Mort Smith was in attendance from the Buckinghamshire Examiner, each member of the committee introduced themselves and explained their involvement with ChAP. Mort explained that he is the Community Editor for the Bucks Examiner and Bucks Advertiser and is seeking to make links with community groups and charities in South Bucks and the Chilterns in order to find ways that the papers can help these groups.
2. Minutes of the 30th October 2012 The minutes were accepted as an accurate record.
3. Networking Meeting The networking meeting will be held on the 23rd April 2013 at 6pm, following the general meeting which will be held at 4pm.
Community groups invited to attend will be asked if they wish to bring information leaflets and displays with them.
A small budget of £20 for refreshments was agreed. Mora will purchase refreshments and organise them at the event. Barbara and Mora will ensure that attendees have name badges. Action: Mora & Barbara
Mort offered to publicise the networking meeting through the Bucks Examiner.
1 4. New Committee Members Jo Pearce, a member of Waterside Community Association, has been nominated by Cllr Peter Hudson. It is hoped that she will be able to observe a future committee meeting before being elected on to the committee.
5. The Portas Grant Martin explained that the Town Team has organised a survey to go out with the next issue of YourChesham to seek people’s views about the town centre, which will help to inform how the Portas Grant is spent. Bill said that the Chilterns Sustainable Gateways Cycling Project has begun and that perhaps some of the money could be earmarked for this.
6. New Markets Martin said that the Street Market is looking to develop more associated events, following on from the success of the Chinese New Year event. Better Chesham is looking to develop a World Market on the first Saturday of each month. Colette is investigating the possibility of holding a Night Market to help develop the evening economy.
7. Any Other Business (i) Waterside Lakes Mora said that she is in favour of this land becoming a nature reserve that could be incorporated into the riverside walk. She would like to see ChAP support this idea.
(ii) Skottowes Pond In light of the need for expensive regeneration works to safeguard its future, Mora suggested that people would be willing to donate money for Skottowes Pond, as it is a historical and popular feature of the town. Colette said that the Town Council and Friends of Lowndes Park are planning a campaign to educate people about the problems associated with feeding the pond’s waterfowl with bread.
(iii) Industry David asked how we can promote light industry in Chesham. Martin said that Better Chesham has met with Chiltern District Council and will be meeting Bucks Business First. There are currently more apprenticeships in town than there are willing candidates, so there is a need to encourage young people to take these up.
The meeting closed at 3.35 pm.
2 Chesham Action Partnership General Meeting Tuesday 23rd April 2013 at Chesham Town Hall
In attendance:
Committee: Martin Parkes (Chairman) Better Chesham Kathryn Graves (Secretary) CTC Ken Austin Chesham Environmental Group (CEG) David Gardner CDC Colette Littley CTC Merrin Molesworth Chiltern Voice Bill Richards CTC Barbara Richardson COPAG Mora Walker Chesham Museum Fred Wilson CTC, CDC, Chesham Chamber
General Members: Masud Ahmed Chesham Asian Welfare Society Ibrahim Ameen Mosque Committee Mick Carling Better Chesham Alex Day BCC Phil Folly Transition Town Chesham Nigel Gordon Christians Against Poverty Tom Gorsuch Chesham Society Stuart Ottley Shed@ThePark/Caracol Helen Petty Chiltern Dial-A-Ride Mark Rann Chesham Comedy Club Mort Smith Bucks Examiner Tanya Sunman The U Project Mandy Thompson Job Centre Plus
Apologies:
Committee: David Carter (Chesham Society), Niels Aalen (Pond Park Community Association), Noel Brown (CTC, CDC, BCC
General Members: Roy Abraham (Chiltern Commissioning Group), Christine Boxer (CTC), Peter Hudson (CTC, CDC), Charlotte Norris (Broadlands Avenue Residents Association), Deborah Taylor (NHS Bucks and Oxford), Kevin Patrick (Chiltern Hills Academy), John Shepherd (Emmanuel Church), Nigel Sims (BCC) and Liz Wright (Chilterns CAB).
1. Minutes of the meeting of the 15th January 2013 The minutes of the EGM were accepted as a correct record.
1 2. Roundtable Update from Organisations Everyone in attendance introduced themselves and provided an update of positive news from their organisation.
Colette Littley and Ibrahim Ameen arrived at 4.10pm.
3. Change for Chesham & Cycle Chilterns Alex Day introduced Change for Chesham, a project seeking to encourage behaviour change in local residents and businesses to improve people’s lives and increase sustainability. If your community group wishes to know more please contact Rachel Toresen-Owuor via [email protected]. If your business is interested in supporting the project, displaying a Change for Chesham window sticker and promoting products which enable people to lead more sustainable lives, please contact Alex Day via [email protected].
Alex also explained that central government funding (from the Local Sustainable Transport Fund) has been obtained to promote cycling in the Chilterns for both residents and visitors. Chesham/Amersham/Great Missenden is regarded as one of the gateway areas to the Chilterns. For the Chilterns area, an electric cycle hire scheme is planned. The exact location of hire and charge points has not been confirmed yet. CTC are delivering the Cycle Chilterns project with Bucks County Council as a supporting partner. Bill Richards mentioned that the Town Council and Transition Town Chesham are bidding for money to facilitate safer cycling through Chesham.
For further information on either of these schemes, contact [email protected].
4. Update on The U Project Tanya Sunman outlined the free training sessions taking place across town to bring the community together and enable people to learn new skills. The project will run for four months after which data will be analysed to assess what the next steps should be.
5. Update on the Chesham Community Well Being Project The group were referred to the update from Nigel Sims that had been circulated prior to the meeting.
6. Christmas in Chesham Kathryn Graves explained that the organising group for Christmas in Chesham is looking to recruit new members and that she would like to talk to anyone who may be interested in becoming involved.
7. Chesham Community Hub Martin Parkes said that £3,000 has been secured from the LAF to initiate a Community Hub in a High Street unit. The hub will act as a box office for The Elgiva, a contact point for organisations, a media hub and a space for new business start-ups.
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8. Any Other Business (i) Pride of Bucks Awards Mort Smith explained that this is the first year of these awards, which are being run by the Bucks Examiner to celebrate people who contribute to their community. The awards will be given out in June. It was noted that there are lots of awards schemes that cover Chesham and that it would be helpful if the organisers liaised with one another.
(ii) Skatepark Bill explained that the consultation on the designs for the new skatepark in Lowndes Park closes this week, after which three companies will be shortlisted. The intention is that the skatepark will have been constructed by this time next year.
The meeting closed at 5.05pm.
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CHESHAM TOWN COUNCIL TOWN CENTRE WORKING GROUP
Minutes of the meeting of the Town Centre Working Group held on Thursday 14th March 2013.
PRESENT:
Cllr Colette Littley (CL), Chesham Town Council Kathryn Graves (KG), Chesham Town Council Masud Ahmed (MA), Taxi Drivers’ Association Noel Brown (NB), Buckinghamshire County Council David Carter (DC), Chesham Society Rod Culverhouse (RC), FastBreak Sports David Stowe (DS), Chiltern District Council Sgt. Richard Timms (RT), Thames Valley Police
1. APOLOGIES Apologies were received from Oliver Asbury (Chiltern District Council), Jon Dickens (Transport For Buckinghamshire), Jed Elverson (YourChesham), Cllr Peter Hudson, (Chiltern District Council), Martin Parkes (Town Team) and Anwar Zaman (Chiltern District Council).
2. MINUTES OF THE LAST MEETING AND MATTERS ARISING The minutes of the meeting held on the 13th December 2012 were confirmed as a correct record.
(i) High Street Relating to Minute 2(i), it was confirmed that vehicles dropping off disabled passengers in the High Street would not be ticketed by the Police or PCSOs. MA said that it was very useful to have this clarification for taxi drivers.
(ii) Police Recruitment With reference to Minute 3, NB said that he had passed on the concerns of the group regarding Thames Valley Police’s recruitment policy in his capacity as a member of the Thames Valley Police and Crime Panel.
Town Centre Working Group 14 March 2013 - 1 - (iii) CCTV Arising from Minute 3, KG said that Anwar Zaman had reported that the CCTV system was in excellent working order following its upgrade.
(iv) Parking CL reported that Oliver Asbury will be bringing a parking update to a future meeting. NB said that Oliver was being asked to look at options for providing shorter term parking in the town centre.
(v) Taxi Rank In relation to Minute 6, NB said that Chiltern District Council needs to ask Buckinghamshire County Council to make the amended Traffic Regulation Order so that the taxi rank in The Broadway can be extended. DS will ask Oliver Asbury to make the request. Action: David Stowe
3. COMMUNITY SAFETY/POLICE REPORT RT said that officers and PCSOs are trying to have a greater presence in the High Street, although this is challenging due to recent losses in staff and resources being required elsewhere. Operations are planned for afternoons and evenings to tackle youth-related anti-social behaviour in the town centre.
MA raised his concern about the impact that drugs are having on the Asian community. RT explained that gathering the necessary intelligence to prosecute dealers is time-intensive and that he would encourage the public to pass any knowledge on to the Police. NB reported that the Drug and Alcohol Action Team will be coming to Chesham to provide on-street drug education.
4. HIGHWAYS ISSUES (i) Signage DS explained that he and KG had met with Martin Bolton from Buckinghamshire County Council to look at High Street signage. Several of the signs are out of date and do not meet current requirements. It will be a long process to update the signs as many changes are required.
NB said that it would be helpful to have signage that indicates the presence of the town centre, parking and shops, as these are hidden behind the Parsonage Lane wall. Transport for Buckinghamshire does not want additional signage on the highway, so NB asked if it would be possible to have signage in Star Yard car park. DS will speak to Oliver Asbury. Action: David
(ii) Paviers surrounding trees RC queried when any action would be taken to rectify the paviers disturbed by tree roots. CL said that Jon Dickens, the Local Area Technician, is looking to develop a solution that will not involve felling the trees. CL will speak to Jon to get an update. Action: Colette
Town Centre Working Group 14 March 2013 - 2 -
(iii) Speed Indicator Device MA asked whether it would be possible to install a SID on Bellingdon Road. The Town Council is looking to purchase a portable SID that can be moved around the town’s roads. The approximate cost of this is £7,000.
(iv) Drains DC said that the drain by the Little Theatre By the Park in Church Street is blocked with rubble. KG will report this to Jon Dickens. Action: Kathryn
(v) High Street Restrictions KG explained that the owner of a business in Market Square had received a parking ticket from NSL whilst loading and unloading from a motorbike parked outside his shop. KG had emailed NSL for clarification on the restrictions, but received no response and asked whether anyone could advise her on whether loading/unloading was allowed from a motorbike. RT suggested that it would be very difficult for the business owner to prove that he was loading and unloading from a motorbike and would be likely to receive a ticket in future unless he did so extremely quickly.
(vi) High Street Cleansing KG said she had received a complaint from a High Street business owner regarding the new street cleansing machine. She showed the group a photograph showing mud and stones that had been deposited by the machine outside High Street shops, although she said that the clean conducted by the machine this morning had been fine.
There have been complaints from the public on the YourChesham Facebook page regarding the amount of pigeon excrement on the High Street. The machine is not clearing this up as it does not pass close enough to the buildings to reach the excrement.
DS will report both these items back to Waste Management. Action: David
(vii) Crossing from Lowndes Park It was noted that the new footpath has been laid from the St Mary’s Way crossing around the edge of the car park, so that people have an alternative route to crossing into Star Yard car park. However, the gap in the wall leading into the car park has not yet been blocked off. CL asked whether any markings could be put on the carriageway in the car park to indicate that people cross in that area. DS will make enquiries. Action: David
5. PARKING CL said that the electric car charger in Water Meadow car park is being fixed. The charger in Albany car park has never worked and Chiltern District Council is now
Town Centre Working Group 14 March 2013 - 3 - converting the space back to a normal bay. CL would like the Council to reconsider this decision.
It was noted that the Town Council is promoting an on-street parking review.
6. ANY OTHER BUSINESS (i) Pollution Prevention Campaign KG said that a number of pollution incidents have occurred to the Vale Brook recently, including oil spills. As a result of this a pollution prevention campaign is being launched by a partnership of organisations including the local councils, the Environment Agency, Chilterns Chalk Streams Project, Thames Water and the River Chess Association. This includes visits by the Environment Agency to industrial premises to provide advice on correct storage of hazardous chemicals.
(ii) Chesham in Bloom Chesham in Bloom are holding a “Tidy Up Chesham Day” on the 20th April, which will involve a litter pick and tidy up of the High Street and its raised flower beds.
7. DATE OF NEXT MEETING The next meeting will take place on 13th June 2013 at 10.30am.
Town Centre Working Group 14 March 2013 - 4 - CHESHAM & DISTRICT TRANSPORT USERS’ GROUP Minutes of a Meeting held at Chesham Town Hall on Tuesday 2nd April, 2013 at 7.30pm
Present: In Attendance:
Chris Emery (In the Chair) (CE) Cllr.Mohammed Bhatti MBE (MZB) Keith Raeburn (Treasurer) (KR) Joann Judson (JJ) Alan Wallwork (Secretary (AW) Andrea Polden (AP) Jenny Richardson (JR) Maureen Winders (MW)
Action 13/21 Apologies
Apologies for absence were received from Cllr.Rod McCulloch, Cllr.Tina Michael, Anthony Wood, Ian Bartlett (IB), Mark Brookes, Phil Folly, Martin Cooper, Frances Kneller, Georgina Lomnitz, Jean Queripel and Ray Delahunty.
13/22 Minutes
The Minutes of the Meeting held on 19th February 2013 were approved and signed.
13/23 Matters Arising
• CE confirmed that in connection with Minute 13/03, he proposed to circulate the Notes of the Meeting with James Loader with the Minutes of this Meeting. Notes of the recent FOMLUC meeting would also be provided for circulation at the same time. CE • AW confirmed he had submitted publicity material to both “Your Chesham” and “Chesham Local Directory” and to IB to populate the Chesham TUG website. AW • In connection with the arrangements made for Chesham TUG to be publicised on the noticeboard at Chesham station, AW handed CE a notice for display. CE • Following publication of the new bus timetable (see Minute 13/28), CE would be arranging a daytime meeting specifically on local bus services. CE
13/24 Metropolitan Line Off-Peak Services CE welcomed MZB to the Meeting. It was noted that MZB had been selected by the Labour Party as its candidate in the Chesham Division for the forthcoming County Council elections and that he had pledged to put pressure on TfL to reinstate off-peak Metropolitan Line fast services to and from Chesham.
For MZB’s benefit, AW gave a resume of the action taken by Chesham TUG and other interested parties so far and undertook to provide MZB with appropriate information to enable him to pursue the issues with AW TFL.
AW also reported on the results obtained by both himself and IB from Freedom of Information requests and confirmed there was no
Initials …… information to support LU’s and Better Chesham’s contention that passengers from intermediate stations such as Pinner, Northwood and Preston Road used those services to travel to and from Chesham for shopping purposes.
MZB suggested that it would be useful to conduct a survey to confirm the FoI results and confirmed that in his opinion, there was little evidence to show any significant number of people were specifically travelling to Chesham to use the shops, given that so many were currently in the process of closing down or had already done so.
AW indicated that in a letter published in the Bucks Examiner recently, he had suggested a number of initiatives which Better Chesham could pursue to stimulate trade in Chesham, including (amongst others) suggesting the reduction or abolition of parking charges in the town’s car parks, which Better Chesham had now adopted. AW further reported that he had been approached by a number of local people recently to suggest that rather than using slow trains to stimulate trade, it would be better to open up Chesham High Street again to southbound traffic one-way, to enable motorists to see what Chesham had to offer, whilst northbound traffic could continue to use St.Mary’s Way. MZB indicated he would be prepared to support that as a measure to help stimulate trade in the town.
13/25 Report From The Treasurer
KR tabled and circulated an Income and Expenditure Statement showing a surplus of £36 in hand as at 31st March 2013.
13/26 Federation of Met Line User Groups Association
CE reported that due to a recent accident, Anthony Wood the Chairman of FOMLUC was once again unable to attend our Meeting but that Anthony had indicated he hoped to attend a future Chesham TUG Meeting.
In Anthony’s absence, CE gave a resume of the FOMLUC meeting held on 27th March.
In response to a number of recent adverse incidents, CE asked that they should always be reported immediately to him for onward notification to Anthony, so that FOMLUC could take up the issue with Angela Back quickly.
13/27 Operational Issues
The Meeting touched on a number of recent operational and other issues including extensive tree lopping along the route particularly on the Chesham Branch. LU’s contention was that it was needed in order to stabilise the railway embankments, but a degree of scepticism was expressed by the Meeting as to whether or not that was the real reason the work had been undertaken.
13/28 Revised Bus Timetable
CE made reference to the new Bus timetable which had been issued. The major change this time was the introduction of the new 1 service with effect from 14th April operated jointly by Arriva and Carousel, with the support of Bucks County Council, providing a 15 minute interval service between Chesham, Amersham and intermediate destinations, to High Wycombe.
Initials …… 13/29 Any Other Business
• MZB reminded the Meeting that applications for the 2013 Chesham Town Council Mayoral Awards would close shortly with the winners being announced at the Annual Town Meeting on 9th May. • CE agreed to write to Chesham Town Council about the continuing practice of large numbers of local taxis queuing around the Broadway making traffic circulation difficult. CE
13/30 Date of Next Meeting
Tuesday 14th May 2013 at Chesham Town Hall at 7.30pm
. Signature
Chairman
Distribution Those Present + Cllr.McCulloch + Cllr.Michael + Ian Bartlett + Mark Brookes + Phil Folly + Martin Cooper + Georgina Lomnitz + Frances Kneller + Jean Queripel + Ray Delahunty + Steve Gentry + Kevin Bee + Timandra Slade + Anthony Wood + Bill Richards + Maria McGwynn + Jared Wood + Jonny Cheetham + Camilla Goodman + Merrin Molesworth + Andrew McCallum + Pauline Cuggy + Tony Smale
Initials …… CHESHAM & DISTRICT TRANSPORT USERS’ GROUP Minutes of a Meeting held at Chesham Town Hall on Tuesday 14th May, 2013 at 7.30pm
Present: In Attendance:
Alan Wallwork (Secretary and (AW) Ian Bartlett (IB) In the Chair) Mark Brookes (MB) Keith Raeburn (Treasurer) (KR) Martin Cooper (MC) Joann Judson (JJ) Frances Kneller (FK) Andrea Polden (AP) Cllr.Mohammed Bhatti MBE (MZB) (Minute 13/36 onwards)
Action 13/31 Apologies
Apologies for absence were received from Chris Emery, Cllr.Rod McCulloch, Cllr.Tina Michael, Anthony Wood, Phil Folly, Georgina Lomnitz, Jenny Richardson, Maureen Winders, Jean Queripel and Ray Delahunty.
13/32 Minutes
The Minutes of the Meeting held on 2nd April 2013 were approved and signed.
13/33 Matters Arising
• AW tabled copies of the May editions of “Your Chesham” and “Chesham Local Directory” both of which contained free publicity material for Chesham TUG. • It was noted that CE had now arranged for Chesham TUG publicity material to be put on the noticeboard at Chesham station. • As CE had not yet arranged a daytime meeting specifically on local bus services (see Minute 13/28) this item would be carried forward to the next Meeting. CE • In CE’s absence, the item relating to taxis queuing around the Broadway would also be carried forward. CE
13/34 Report From The Treasurer
KR indicated that the Group currently had £36 in hand as at 31st March 2013. He also collected a subscription from FK for 2013-14.
13/35 Federation of Met Line User Groups Association
AW reported that Anthony Wood the Chairman of FOMLUC having been incapacitated and thereby prevented from attending to make a presentation on the work of FOMLUC, was now much better and planned to attend our next Meeting.
It was also noted that the next FOMLUC meeting was due to take place at Baker Street with Met Line management on 23rd May.
Initials …… 13/36 Operational Issues
The Meeting touched on a number of recent operational and other issues including:- • Incorrect announcements. • Unacceptable connection times between Chiltern Railways services and Chesham trains at Chalfont (24 mins). • A recent experience by KR involving one of the late night trains on the Chesham branch. • FK recently witnessed a southbound service terminating (unusually and surprisingly) at Platform 2 at Baker Street. • Further examples of S7+1 stock being used on our services. • Complaints by passengers about the “legalised vandalism” by LU to many of the trees on the Chesham branch and also further along the line. • A new May timetable to be introduced wef 19th May which did not appear to be available currently.
• Suspension of the Chesham branch from 05.30 to 06.30 on th 13 May due to signal failure at Chalfont, with taxis replacing
trains.
MZB indicated that he was prepared to write to TfL in his • capacity as a member of Chiltern District Council, in an effort
to get the fast off-peak services reinstated. AW undertook to
draft a suitable letter for him. AW
13/37 Chesham TUG Website (www.cdtug.org)
IB reported that the website was now fully operational and had been populated. It was however still in its infancy and he described the likely measures to be implemented to make it more comprehensive.
AW thanked IB once again for setting it up entirely at his own expense and also for maintaining it on the Group’s behalf.
KB undertook to provide IB with some form of words to explain more about the Group and AW indicated that he would provide further pictures for inclusion. KB/AW
13/38 Any Other Business
• IB reported rumours from LU staff on Twitter that LU was proposing to withdraw all fast services to and from Chesham. FOMLUC would be asked to follow up on this. CE • JJ asked if Chesham TUG would be interested in taking a stall at Chesham Carnival on Saturday 15th June at a cost of £25. The Meeting agreed in principle, subject to any comments from CE if he could be contacted in time. KR/AW
13/39 Date of Next Meeting
Tuesday 25th June 2013 at Chesham Town Hall at 7.30pm.
Signature
Chairman Distribution Those Present + Apologies + Steve Gentry + Kevin Bee + Timandra Slade + Bill Richards + Maria McGwynn + Jared Wood + Jonny Cheetham + Camilla Goodman + Merrin Molesworth + Andrew McCallum + Pauline Cuggy + Tony Smale + Andrew Bosi
Initials ……
MINUTES OF A MEETING OF THE FINANCE WORKING PARTY HELD ON WEDNESDAY 12th JUNE 2013
PRESENT Councillors Roy Abraham (RA) Alan Bacon (AB), Tina Michael (TM), Ruth Juett (RJ), Mark Shaw (MS), & Fred Wilson (FW); Chesham Town Council Bill Richards (BR); Chesham Town Clerk Steve Pearson (SP); Finance and Contracts Manager Kathryn Graves (KG); Policy and Projects Officer (agenda item 4 only)
1. MINUTES OF LAST MEETING
These were agreed as a true and correct record.
BR advised that he, FW and RA were meeting with the Elgiva Manager and Chairman of the Elgiva Board of Management on the 20th June to look again on the matter of a business plan for the theatre.
2. INCOME GENERATION
SP circulated an income generation sheet with income streams comparing year end 2012/13 figures with 2011/12.
The working party was pleased to see, overall, that income generation had increased by 11% (though of course it was accepted expenditure would have slightly increased as well, particularly with the Chesham Moor Gym and Swim Centre’s longer opening hours). SP advised that the final figures had shown the Council coming some £45,000 under its revised budget.
The working party then considered the income generation for the three main income service centres – namely the Chesham Moor Gym and Swim Centre, the Elgiva and the Town Hall.
In respect of the Chesham Moor Gym and Swim Centre, AB opined that it would be harder to monitor the trends for gym and swimming with the introduction of the ‘£25 all in’ package but the working party agreed that it was positive more people appeared to be coming through the doors generally. SP highlighted that this was only service sector where the deficit had risen significantly but FW reminded his colleagues that the Friends’ excellent Business Plan had indicated that a deficit was likely to rise before it decreased and exponentially reduced thereafter. The working party accepted that the new hours and prices needed time to be assimilated by the public before any judgements on its success or otherwise were made.
SP advised that the Elgiva had had an excellent year financially coming in some £20,000 under-budget. Much of this increased revenue was down to the resurgent in film attendances which was promising in light of the digital projector’s imminent installation. RJ suggested that, in the interests of inclusion, the Elgiva show some ‘Bollywood’ films though it was accepted there may be financial risk with such an undertaking.
The Town Hall income was also significantly increased by some 17% from 2011/12. Expenditure was also reduced but, SP explained, some of this was due to a rate rebate. Nonetheless bookings had increased significantly in 2012/13. It was noted that weddings and civil partnerships at the facility remained low. RJ suggested that the Administration Manger may wish to target advertising at the LGBT community to increase civil partnerships.
Generally there was satisfaction in regard to the figures and it was agreed that officers and Friends were to be commended in increasing income since there were little further cost saving measures that could be taken, particularly in regard to staffing.
3. STRATEGIC RISK MANAGEMENT AND STRATEGIC OBJECTIVES
BR reminded the working party that previously they had considered FW’s ideas for a strategic risk list and mitigation measures thereof but that it had been agreed that this be deferred until the Council had agreed its revised strategic objectives. As this had been undertaken now, he opined the matter should perhaps be revisited.
FW then explained to the working party his concept of his draft strategic risk register, the purpose of which, he stated, would be monitoring of adherence to the strategic objectives on a ‘broad-brush’ basis and not being too onerous on officers. He clarified it was designed to highlight the key risks of not achieving our key objectives for the town. A brief discussion then took place on what exactly could be achieved by the Council and what was out of its hands and controlled by other organisations. It was accepted that the Council had a key role in speaking on behalf of the people of Chesham but could not necessarily improve something that was under direct control of others e.g. highways. It was therefore agreed that a small group should look at the strategic risk register and mitigation measures pertaining entirely to matters under the Council’s direct control (i.e. no 1 ‘To enable residents to enjoy high quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents’) to be used as a template for all other strategic objectives. FW and RJ agreed to devise a first draft for this.
A discussion then took place on the use of partners to achieve some of these strategic objectives. KG explained that the officers had already been looking at this and it had been suggested that some sort of compact be drawn up with an appropriate logo which town partners could sign up to the mutual benefit of both Council and partners culminating in an annual networking reception hosted by the Mayor. KG reported that the initial steps to achieving this would be presented to the whole Council, through the vehicle of the Annual Plan, to be considered at the meeting on the 24th June.
The working party considered this an excellent way forward and agreed that it should be developed further at the next working party meeting.
Note: MS left the meeting at 3.15pm
4. INVESTMENTS
In light of the recent news of the Co-op Bank’s recent downgrading to ‘junk’ by Moody’s, SP enquired as to where the working party would wish to see the Council’s latest investments of £150k and £300k respectively be placed. Members suggested that, with such low interest rates, it would be a good time to pay off any loans but SP explained that, unfortunately, early repayment of the on-going PWLB loans would entail the Council picking up any difference between current interest rates and the original fixed-term loan interest rates.
It was agreed that that it was probably still2 prudent to use the major High Street banks even
though their rate of interest for public bodies remained disappointingly low. It was proposed therefore that SP divide the £300k investments between Lloyds TSB and NatWest and put the £150k in the NatWest ‘instant access’ account. It was also suggested that, for future investments, the working party consider both the possibility of buying bonds from the Bank of England and investigate the merits of the CCLA, specialist investment management for charities, faith organisations, and local authorities.
5. ANY OTHER BUSINESS
BR reported he was still having problems getting the finance team from the Friends of Chesham Moor Gym and Swim Centre together to meet the working party to discuss its Business Plan. The working party felt there was no immediate rush to facilitate such a meeting but suggested that BR request dates from the Friends and the working party would work around these.
6. DATE OF NEXT MEETING
The date of next meeting is Wednesday 17th July at 2.30pm
Bill Richards Town Clerk
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Report of the Officers to a meeting of the POLICY & RESOURCES
Committee on Monday 15th July 2013.
Agenda Item: 6 Devolved Services Update
G2C2
- Closer To Communites Worksheet
Mar-13 1 BARRIER CHECK & END TO END WALK 1.5 END TO END WALK Postes removed. 2 BARRIER CHECK - Saturday 1 MARKET SQUARE 3 BARRIER CHECK- Sunday 1 MARKET SQUARE 4 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Posters & banners taken down. 5 BARRIER CHECK 1 MARKET SQUARE 6 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Posters removed from backs. 7 BARRIER CHECK 2.5 MARKET SQUARE 8 BARRIER CHECK & END TO END WALK 1 END TO END WALK 9 ` 1 MARKET SQUARE 10 BARRIER CHECK - Sunday 1 MARKET SQUARE 11 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal 12 BARRIER CHECK & END TO END WALK 1.5 END TO END WALK Graffiti Removal 13 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Removes posters and circus flyers 14 BARRIER CHECK 1.5 MARKET SQUARE 15 BARRIER CHECK 3.5 MARKET SQUARE Removes graffiti ,posters and banner. 16 BARRIER CHECK - Saturday 1 MARKET SQUARE 17 BARRIER CHECK- Sunday 1 MARKET SQUARE 18 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal 19 BARRIER CHECK 1 MARKET SQUARE Signage removed 20 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Circus posters removed. 21 BARRIER CHECK 1.5 MARKET SQUARE 22 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK 23 BARRIER CHECK - Saturday 1 MARKET SQUARE 24 BARRIER CHECK - Sunday 1 MARKET SQUARE 25 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal and barriers linked back together. 26 BARRIER CHECK 2.5 MARKET SQUARE Banners removed. 27 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE - Reported Ref : 28 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal 29 BARRIER CHECK 1.5 MARKET SQUARE Removed Flyers 30 BARRIER CHECK - Saturday 1 MARKET SQUARE 31 BARRIER CHECK- Sunday 1 MARKET SQUARE Total 53 John Hemmings - Closer To Communites Worksheet Apr-13 1 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Removed sale posters. 2 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK banners taken down 3 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Nil to report 4 Annual Leave 5 Annual Leave 6 BARRIER CHECK - Saturday 2 MARKET SQUARE Removed banners and posters from Town and Backs 7 BARRIER CHECK - Sunday 1 MARKET SQUARE 8 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Removed posters and banners. 9 BARRIER CHECK 1 MARKET SQUARE Banner removed from clocktower. 10 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Poster removal and graffiti cleared from road sign. 11 BARRIER CHECK 1.5 MARKET SQUARE 12 BARRIER CHECK 3 MARKET SQUARE Poster removal and graffiti cleaned rom road sign and lampost. 13 BARRIER CHECK - Saturday 1 MARKET SQUARE 14 BARRIER CHECK- Sunday 1 MARKET SQUARE 15 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster Removal 16 BARRIER CHECK 1 MARKET SQUARE Poster and banner removal. 17 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Wooden pallet removed from highway and banner and signs removed. 18 BARRIER CHECK 1.5 MARKET SQUARE Graffiti cleared from railing. 19 BARRIER CHECK 2.5 MARKET SQUARE Nil to report 20 BARRIER CHECK - Saturday 1 MARKET SQUARE 21 BARRIER CHECK - Sunday 1 MARKET SQUARE 22 BARRIER CHECK & END TO END WALK 3 END TO END WALK Graffiti & Flyposting removed. 23 BARRIER CHECK 1.5 MARKET SQUARE 24 BARRIER CHECK 3 MARKET SQUARE Lion St. 25 BARRIER CHECK 1 MARKET SQUARE Flyosting and graffiti cleared. 26 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Nil to report 27 BARRIER CHECK - Saturday 1 MARKET SQUARE 28 BARRIER CHECK- Sunday 1 MARKET SQUARE 29 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal. 30 BARRIER CHECK 1 MARKET SQUARE Poster removal.
Total 51 John Hemmings - Closer To Communites Worksheet May-13 1 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Graffiti & poster removal 2 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK 3 ANNUAL LEAVE 4 BARRIER CHECK - Saturday 1 MARKET SQUARE 5 BARRIER CHECK - Sunday 1 MARKET SQUARE 6 7 8 9 10 11 12 13 BARRIER CHECK & END TO END WALK 3 END TO END WALK Poster Removal 14 BARRIER CHECK 1.5 MARKET SQUARE 15 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE 16 BARRIER CHECK 1 MARKET SQUARE Posters Removed 17 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Removing flyers. 18 BARRIER CHECK - Saturday 1 MARKET SQUARE 19 BARRIER CHECK - Sunday 1 MARKET SQUARE 20 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK 21 BARRIER CHECK 0 MARKET SQUARE Removed banner. 22 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Graffiti & poster removal 23 BARRIER CHECK 1 MARKET SQUARE 24 BARRIER CHECK & END TO END WALK 3 END TO END WALK posters removes and graffiti cleasned from road sign. 25 BARRIER CHECK - Saturday 1 MARKET SQUARE 26 BARRIER CHECK- Sunday 1 MARKET SQUARE 27 BARRIER CHECK 1.5 MARKET SQUARE Circus posters removed. 28 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Flyers and posters removed from around the town. 29 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Banner removed from Market Square. 30 BARRIER CHECK & TOWN AND BACKS 1.5 TOWN ROUTE Graffiti removed from fencing. 31 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Nil to report
Total 52.5 John Hemmings - Closer To Communites Worksheet Jun-13 1 BARRIER CHECK - Saturday 1 MARKET SQUARE 2 BARRIER CHECK - Sunday 1 MARKET SQUARE 3 BARRIER CHECK & END TO END WALK 3 END TO END WALK Flyers and posters removed. 4 BARRIER CHECK 1.5 MARKET SQUARE Signage taken down and graffiti cleaned. 5 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Posters removed. 6 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Removed flyers and fly posting. 7 Annual Leave 8 Annual Leave 9 Annual Leave 10 Annual Leave 11 Annual Leave 12 Annual Leave 13 Annual Leave 14 Annual Leave 15 Annual Leave 16 Annual Leave 17 Annual Leave 18 Annual Leave 19 Annual Leave 20 BARRIER CHECK & TOWN AND BACKS 2.5 TOWN ROUTE Barrier check and removal of posters & circus flyposting. 21 BARRIER CHECK & END TO END WALK 2.5 TOWN ROUTE Barrier check and removal of posters & circus flyposting. 22 BARRIER CHECK - Saturday 1.5 MARKET SQUARE 23 BARRIER CHECK- Sunday 1.5 MARKET SQUARE 24 BARRIER CHECK & END TO END WALK 2.5 END TO END WALK Poster removal. 25 BARRIER CHECK 1 MARKET SQUARE Banner removal from Market Square and lowndes Park 26 BARRIER CHECK & TOWN AND BACKS 2 TOWN ROUTE Poster removal. 27 BARRIER CHECK 1 MARKET SQUARE 28 BARRIER CHECK & END TO END WALK 3 END TO END WALK Poster and graffiti removal. 29 BARRIER CHECK - Saturday 1 MARKET SQUARE 30 BARRIER CHECK - Sunday 1 MARKET SQUARE Total 30.5 Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 7 – COMMUNITY ENGAGEMENT STRATEGY
Reporting Officer: Kathryn Graves (01494 583798)
Summary
1. To consider the adoption of a Community Engagement Strategy.
Background Information
2. The formulation of a Community Engagement Strategy is a discretionary aspect of achieving Quality Status.
Financial Implications
3. None pertaining to this report.
Strategic Objectives
4. Accords with the Council’s strategic objective 4 – ‘To consult with, understand and represent the views and wishes of the citizens of Chesham’.
Equality Act Implications
5. The Strategy requires the Council to take into account the needs of all residents, especially those in hard-to-reach groups, to enable them to engage with the Council.
Detailed Consideration
6. The Strategy, attached, aims to provide opportunities for people to participate at whatever level they wish in order to influence the Council’s service delivery, priorities and policies. The Strategy details our current, comprehensive engagement mechanisms as well as the standards we adhere to. The Strategy also refers to our existing Consultation Policy, Strategy and Procedure, as consultation forms a major component of our engagement work.
Recommendation
That the policy be adopted, subject to any amendments the Committee wishes to make.
CHESHAM TOWN COUNCIL
COMMUNITY ENGAGEMENT STRATEGY
1. PURPOSE
The purpose of community engagement is to effectively involve people in the decision-making processes and work of the Town Council. It will give a voice to local people as individuals, as well as community groups, public bodies, businesses, and anyone with an interest in the Council’s services and projects. Engagement is a two- way process, which allows the public to talk to the Council about their views and needs and in return enables the Council to tell the community about its work, its priorities and how well it is performing.
The aim of the strategy is to provide opportunities for people to participate at whatever level they wish in order to influence the Council’s service delivery, priorities and policies.
Effective community engagement will help to clearly identify the needs of local people, empower the community in local decision-making, and create a greater level of interest in, and understanding of, local government.
2. LEGISLATION
The Local Government and Public Involvement in Health Act (2007) places emphasis on the importance of effective engagement with the community and facilitating inclusive and effective participation by individuals and organisations in local governance.
3. OUR COMMITMENT TO COMMUNITY ENGAGEMENT
The Town Council’s commitment to community engagement is enshrined within its Strategic Objectives:
“To consult with, understand and represent the views and wishes of the citizens of Chesham
a. Through regular consultation with residents, including town-wide surveys, and representation on local voluntary organisations, assess how well current services meet residents’ needs, understand how those needs are
Chesham Town Council 1 Community Engagement Strategy V.1 1
changing and respond effectively to those changes b. Consult with and respond to District Council, County Council and other Authorities on current services and planned changes, to ensure continuing improvement in services consistent with local needs
2. To help create a socially inclusive and caring community, which embraces all its residents equally, seeking to develop their well‐being, knowledge, understanding, and mutual co‐operation
a. Encourage community associations and other voluntary organisations which actively engage in projects that contribute to social inclusiveness and community cohesion. b. Engage and work with COPAG, the CAB, youth groups and other voluntary organisations to provide for the needs of more vulnerable or isolated groups in Chesham.”
4. ENGAGEMENT MECHANISMS
The Town Council will engage with its community using the following methods:
(i) Provision of information to the community
We have adopted the Information Commissioner’s Office “Model Publication Scheme”, which commits the Council to producing and publishing the method by which specific information will be made available, so that it can be easily identified and accessed by the public. As a result, we publish the “Guide to Information Available from Chesham Town Council” each year, which explains what information is routinely available and how it can be accessed.
Council and committee agenda, reports and minutes are made available on www.chesham.gov.uk and from Chesham Library. Agenda are posted on the Town Hall noticeboards.
We produce four newsletters per year, which are freely available from the Town Hall and www.chesham.gov.uk as well as other town centre locations. The newsletters can be made available in large print and Urdu upon request. We provide a Town Council report to the monthly yourChesham magazine, distributed door-to-door throughout Chesham and the surrounding area.
We publish a Performance Plan annually that provides information on Town Council projects, performance against targets, a breakdown of our precept and expenditure and costs per service area.
Press releases are sent to all local media outlets and news stories are published on
Chesham Town Council 2 Community Engagement Strategy V.1 2 www.chesham.gov.uk and flagged up through our social media accounts.
(ii) Enabling the community to comment
We run open surgeries in the town centre on Saturdays to enable members of the public to talk to councillors face-to-face.
Councillor contact details are available on www.chesham.gov.uk and are published in the annual Town Guide which is delivered door-to-door and in the quarterly newsletters.
We have a “Contact Us” facility on www.chesham.gov.uk.
We can be contacted via our Twitter feed and Facebook page. Officers and councillors also monitor other social media streams and interact with the public using these formats.
There is a period set aside for public questions at the beginning of every meeting of the full Council and within the Annual Town Meeting.
Officers are available to speak to the public at the Town Hall from 10am Monday to Friday.
We support a number of “friends” groups that enable community members to become directly involved in running and supporting Town Council facilities.
We have formal councillor representation on a wide range of charitable and outside bodies, as well as working in partnership with agencies such as Chiltern District Council, Buckinghamshire County Council, Thames Valley Police and the Environment Agency.
Our annual external audit provides an opportunity for the public to ask questions about our Statement of Accounts and Balance Sheet.
We carry out targeted consultation to ascertain people’s views on specific topics as and when the need arises, in order to avoid consultation fatigue. Consultation is carried out in line with our Consultation Policy, Strategy and Procedure.
5. STANDARDS FOR ENGAGEMENT The Town Council will adhere to the following standards:
Inclusion • Use plain language • Take into account the particular needs of people, especially in hard-to-reach groups, to enable them to participate
Chesham Town Council 3 Community Engagement Strategy V.1 3
• Listen to, and respect, all opinions received
Clarity and Transparency • Be clear about what we are asking the public to comment on when seeking people’s views • Only use engagement and consultation processes when there is a real opportunity for people to influence decision-making and services • Provide feedback whenever possible
Visibility • Ensure that those directly affected by decisions, policies and plans are aware of the opportunity to engage
6. RESPONSIBILITY The success of this strategy lies with all councillors, who actively work to enhance community engagement in Town Council decision making) and the Town Clerk who is responsible for overseeing its implementation.
7. POLICY REVIEW This policy will be reviewed on a four-year cycle. However, the policy may be developed and enhanced more frequently in light of on-going experiences in engaging with the community.
Version One Adopted:
Chesham Town Council 4 Community Engagement Strategy V.1 4
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 8 - FINANCIAL OUT-TURN - 2012/2013
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. Summary of out-turn for 2012/13
Background Information
2. The revised budget was agreed by this Committee at its meeting on 17th December 2012 and is detailed below.
Financial Implications
3 As outlined within the report.
Strategic Objectives
4. Accords with strategic objective 6 -‘Chesham Town Council will ensure that the money entrusted to it by the residents of Chesham is securely managed and spent effectively on achieving its strategic objectives’.
Equality Act Implications
5. None pertaining to this report.
Detailed Consideration
6. A simple summary of the actual outturn for 2012/13 against the original and revised forecast is detailed below. These are management budgets showing the impact on the General Fund Balance and do not include depreciation or the renewal and repairs charge.
2012/13 2012/13 2012/13 Explanation *Budget Actual Revised Forecast COST CENTRE £ £ £ Central Support Services – NIL NIL NIL recharged Civic Activities 17,005 21,305 21,555 Jubilee Grant to Chesham Festival CCTV 195 187 190 Cemetery 41,960 36,165 41,420 Lower maintenance charges Closed Churchyard 2,020 4,671 2,155 Increased maintenance Interest -7,500 -12,497 -11,000 Higher interest rates
2012/13 2012/13 2012/13 Explanation *Budget Actual Revised Estimate
Housing -9,105 -10,323 -9,805 Corporate Management 90,165 87,910 90,085 Democratic Management 86,555 89,674 91,385 By-election costs Section 137 Expenses 1,320 982 1,050 Internal grants Moor Gym & Swim 91,215 103,556 103,320 Lower gym income Codmore Football 4,330 2,999 4,330 Lower maintenance charges Marston Football 1,865 985 1,925 Lower maintenance charges Amenities 35,515 25,838 33,170 Less maintenance on tree works, flower beds, etc. Parks & Open Spaces 159,655 149,092 155,745 Less contractors used Lowndes Park Toilets 18,355 17,800 18,210 Agency Work -10,450 -11,130 -10,240 Skatepark Noise Abatement 3,015 2,727 3,160 Works Depot – recharged NIL NIL NIL The Elgiva 154,665 117,115 143,810 Better cinema/panto results Temperance Hall -100 -100 -100 Town Hall 34,500 22,078 20,210 Income and back dated non domestic council tax revaluation/reduction Allotments 7,860 8,118 7,660 Town Centre Revitalisation 21,230 15,225 21,280 Culvert grant and less Christmas lighting costs Devolved Services 0 0 0 744,270 672,377 729,515 Moor Gym & Swim-Capital 0 8,616 8,854 Water treatment Works improvements, safety fencing on roof & income from the solar power TOTAL 744,270 680,993 738,369
* Includes £13,070 carried over from 2011/12
7. The above TOTAL figures show an improvement of £57,376 against the revised forecast (£63,277 against the original budget) for the main reasons shown above. Part of the improvement is due to some works not being completed and the budget for these is detailed below and will be carried over into 2013/14:
Budgets to be carried over to 2013/14: £
Open Spaces Contractors 7,670** Amenities Tree works & flower beds 5,588 Cemetery Grounds maintenance, etc 1,000 Town Hall New initiatives & advertising 980 Public Toilets New initiatives 600 Housing Electrical test 500 _____ TOTAL TO BE CARRIED FORWARD TO 2013/14 16,338
** The Parks & Premises Manager has requested this sum be carried over as most of this year’s 2013/14 budget has already be allocated and there are a number of works to be undertaken plus paternity and sick leave have had to be covered during the first three months of 2013/14.
8. The net improvement taken into account the above is just under £41k against the revised budget (just under £47k against the original budget).
9. The Renewal and Repairs Programmes is attached. The office equipment shows expenditure of £5,119 against a revised budget of £2,000 due to the omission of the franking machine which was replaced earlier in the year and a computer that had to be replaced. Schemes not completed in 2012/2013 will be carried over into 2013/2014.
10. The Council has set a balanced budget for 2013/14 apart from the £22,000 in respect of the contribution to the major culvert repairs and parking review which are to be funded from the General Fund Reserve. A report on the first two months of 2013/14 is included under the next agenda item 10.
11. The Council has two investment properties which the Council have decided to improve and let out at commercial rents at the earliest opportunity, rather than continue renting out to the social property market.
12. The Council have agreed to put on hold any current move to charitable trusts status for the Chesham Moor Gym and Swim, The Elgiva and Town Hall but agreed to keep the situation under review. The Elgiva Board of Management and the Friends of the Moor Gym & Swim are both producing business plans to ensure the sustainability of these services.
13. If a Member has specific detailed questions, it would be helpful if they would telephone the office in advance of the meeting.
Recommendation
That the report be noted and that the works not completed in 2012/13 (including the Repairs & Renewals) be carried over to 2013/14.
Report of the Officers to a meeting of the TOWN COUNCIL on Monday 15th July 2013
AGENDA ITEM NO: 9 - FINANCIAL STATEMENTS AND ANNUAL REPORT 2012/13
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To approve the Financial Statements and Annual Report 2012/13.
Background Information
2. Due to the changes in the banding levels in 2011 regarding the type of published accounts, the Council decided at its meeting held on the 18th April 2011 to publish an Annual Return rather than the Statement of Accounts as it had previously, thereby saving around £12,000 on external audit fees. The Council also decided to a produce a set of new Financial Statements similar to the previous accounts for management information but which are not to be audited.
3. The statutory Annual Return had to be approved by the 30th June 2013 and was approved by the Council at its meeting held on the 14th June 2013.
Financial Implications
4. As detailed within the report.
Strategic Objectives
5. Accords with strategic objective 6 – ‘Chesham Town Council will ensure that the money entrusted to it by the residents of Chesham is securely managed and spent effectively on achieving its strategic objectives.’
Equality Act Implications
6. None pertaining to this report
Detailed Consideration
7. The Committee is asked to approve the Financial Statements and authorise the signing of these by the Town Mayor, Town Clerk and Responsible Finance Officer. The Annual Report is also enclosed and this is produced as it is one of the considerations taken into account in the Council achieving Quality Status and needs to be signed by the above persons.
8. The Buckinghamshire County Council pension fund figures are not included in the Financial Statements produced by the external accountant as the Actuary charges £675 for producing the report.
9. A more detailed report on the year end out-turn was made to this Committee under agenda item 8.
10. Any member of the public will be allowed a copy of the Financial Statements on request on the understanding that they are unaudited.
11. Should any Member require further information on the accounts, they are asked to contact the office prior to the Council meeting.
Recommendation
That the Financial Statements and Annual Report be approved and signed by the Town Mayor, Town Clerk and Responsible Finance Officer as appropriate and be made available to the public with copies also being placed at the principal authorities and libraries.
Chesham Town Council
Financial Statements
For the year ended 31 March 2013 Chesham Town Council Table of Contents 31 March 2013
Table of Contents Page Table of Contents...... 2 Council Information...... 3 Statement of Responsibilities...... 4 Statement of Accounting Policies...... 5 Income and Expenditure Account...... 8 Statement of Movement in Reserves...... 9 Balance Sheet...... 10 Cash Flow Statement...... 11 Notes to the Accounts...... 12 1 Other Costs Analysis...... 12 2 Interest Payable and Similar Charges...... 12 3 Interest and Investment Income...... 13 4 Agency Work...... 13 5 Related Party Transactions...... 13 6 Audit Fees...... 14 7 Tenancies...... 14 8 Members' Allowances...... 14 9 Employees...... 15 10 Pension Costs...... 15 11 Tangible Fixed Assets...... 16 12 Financing of Capital Expenditure...... 16 13 Information on Assets Held...... 17 14 Stocks...... 18 15 Debtors...... 18 16 Creditors and Accrued Expenses...... 18 17 Financial Commitments under Operating Leases...... 18 18 Long Term Liabilities...... 19 19 Deferred Grants...... 20 20 Capital Financing Account...... 20 21 Usable Capital Receipts Reserve...... 21 22 Earmarked Reserves...... 21 23 Capital Commitments...... 21 24 Contingent Liabilities...... 21 25 Reconciliation of Revenue Cash Flow...... 22 26 Movement in Cash...... 22 27 Reconciliation of Net Funds/Debt...... 22 28 Post Balance Sheet Events...... 23 Appendices...... 24
Page 2 Chesham Town Council Council Information 31 March 2013
Council Information ( Information current at 24th June 2013 )
Town Mayor Cllr M. Shaw Councillors Cllr M. Fayyaz (Deputy Town Mayor) Cllr V. M. Abraham Cllr A. K. Bacon Cllr Ms R. Bhatti Cllr C. Boxer Cllr N. L. Brown Cllr Mrs P. Cherrill Cllr T. Franks Cllr P. J. Hudson Cllr Mrs R. Juett Cllr D. J. Lacey Cllr Mrs C. Littley Cllr R. McCulloch Cllr Mrs T. Michael Cllr Mrs A. M. Pirouet Cllr C. H. Spruytenburg Cllr F. Wilson Cllr P. W. Yerrell
Town Clerk Mr W. Richards CILCA
Responsible Financial Officer (R.F.O.) Mr S. D. Pearson
Auditors Mazars LLP 8 New Fields, 2 Stinsford Road Poole, Dorset, BH17 0NF
Internal Auditors Auditing Solutions Limited Clackerbrook Farm 46 The Common, Bromham Chippenham, Wiltshire, SN15 2JJ
Page 3 Chesham Town Council Statement of Responsibilities 31 March 2013
Statement of Responsibilities The Council's Responsibilities The council is required: • to make arrangements for the proper administration of its financial affairs • to secure that one of its officers (R.F.O.) has the responsibility for the administration of those affairs. At this council that officer is the Finance and Contracts Manager, and • to manage its affairs to secure economic, efficient and effective use of resources and safeguard its assets. The Responsible Financial Officer's Responsibilities The R.F.O. is responsible for the preparation of the council's Financial Statements in accordance with Part 4 of the Governance and Accountability for Local Councils – A Practitioners Guide (England) (as amended)” (the guide), so far as is applicable to this council, to present a true and fair view of the financial position of the council at 31 March 2013 and its income and expenditure for the year then ended. In preparing the Financial Statements, the R.F.O. has: • selected suitable accounting policies and then applied them consistently • made judgements and estimates that were reasonable and prudent, and • complied with the guide. The R.F.O. has also: • kept proper accounting records, which were up to date, and • taken reasonable steps for the prevention and detection of fraud and other irregularities. Responsible Financial Officer's Certificate I hereby certify that the Financial Statements for the year ended 31 March 2013 required by the Accounts and Audit Regulations 2010 (as amended) are set out in the following pages. I further certify that the Financial Statements present a true and fair view of the financial position of Chesham Town Council at 31 March 2013, and its income and expenditure for the year ended 31 March 2013.
Signed: ...... Mr S. D. Pearson- Finance and Contracts Manager
Date: ......
Page 4 Chesham Town Council Statement of Accounting Policies 31 March 2013
Statement of Accounting Policies Accounting Convention The accounts have been prepared in accordance with the Financial Reporting Standard for Smaller Entities (effective April 2008) (FRSSE) issued by the Accounting Standards Board, as applied to Local Councils by part 4 of Governance and Accountability for Local Councils – A Practitioners Guide (England) (the guide). Comparative figures have been restated to conform to the revised formats where appropriate. Certain requirements have been omitted for clarity and simplicity as these statements are not subject to audit. They are produced in support of the council's audited Statement of Accounts contained within the Annual Return Statement of Accounts. These accounts have been prepared having regard to the fundamental accounting concepts of: Going Concern, Prudence, Accruals, Relevance, Consistency, Reliability, Comparability, Understandability and Materiality. The accounts have been prepared under the historical cost convention. Fixed Assets All expenditure on the acquisition, creation or enhancement of fixed assets is capitalised on an accruals basis in the accounts. Expenditure on fixed assets is capitalised, provided that the fixed asset yields benefits to the authority and the services it provides, for a period of more than one year. Fixed assets are valued on the basis recommended by the Chartered Institute of Public Finance and Accountancy (CIPFA) and in accordance with the statements of asset valuation principles and guidance notes issued by the Royal Institution of Chartered Surveyors (RICS). The closing balances are stated on the following basis: land and buildings are included in the balance sheet at Depreciated Replacement Cost (DRC). The DRC basis of valuation requires an estimate of the value of the land in its existing use, together with the current replacement cost of the building and its external works, from which appropriate deductions have been made to reflect the age, condition, economic, functional and environmental obsolescence and other locational factors which might result in the existing building being worth less than a new replacement building, investment properties are included in the balance sheet at open market value, all other assets are included in the balance sheet at the lower of cost (estimated where not known) or estimated realisable value, except that, certain community assets are the subject of restrictive covenants as to their use and /or future disposal. Such assets are therefore considered to have no appreciable realisable value and are included at nominal value only. The surplus or deficit arising on periodic revaluations of fixed assets has been credited or debited to the Revaluation Reserve. Subsequent revaluations of fixed assets are planned at five yearly intervals, although material changes to asset valuations will be adjusted in the interim period, should they occur. In accordance with Financial Reporting Standard (FRS) 15, depreciation is provided on all operational buildings (but not land), as well as other assets. Depreciation Policy Buildings and leasehold land are depreciated over the shorter of 50 years or the anticipated remaining useful lives on a straight line basis. Freehold land is not depreciated. Non Operational Assets (including Investment Properties) are not depreciated Vehicles, plant, equipment and furniture are depreciated over their estimated useful lives (varying between 3 and 10 years) on a straight line basis. Play equipment is depreciated over 10 years at 10% per annum straight line. Infrastructure assets are depreciated over their estimated useful lives (varying between 10 and 20 years) on a straight line basis. Community assets are not depreciated, because they are of purely nominal value. Depreciation is accounted for as a Balance Sheet movement only, not through the Income and Expenditure Account.
Page 5 Chesham Town Council Statement of Accounting Policies 31 March 2013
Grants or Contributions from Government or Related Bodies Capital Grants Where a fixed asset has been acquired or improved with the financing either wholly or in part by a grant or contribution from government or a related body, e.g. Sports Council, the amount of the grant has been credited to Deferred Grants Account and carried forward. Grants so credited are released back to revenue over the life of the asset to match, and thereby offset wholly or in part, depreciation charged. Revenue Grants Revenue grants are credited to income when conditions attached thereto have been fulfilled and/or equivalent expenditure has been incurred. Grants received in respect of which the conditions have not been fulfilled, or expenditure incurred, are carried forward as deferred revenue grants. Investments Investments are included in the balance sheet at historic cost and realised gains or losses are taken into the income and expenditure account as realised. Stocks and Work in Progress Stocks held for resale, where significant (generally in excess of £1,000), are valued at the lower of cost or net realisable value. Consumable stocks have been treated as an expense when purchased because their value was not material. Debtors and Creditors The revenue accounts of the council are maintained on an accruals basis in accordance with the regulations. That is sums due to or from the council during the year are included whether or not the cash has actually been received or paid in the year. Exceptions to this are payment of regular quarterly and other accounts (e.g. telephones, electricity). This policy is applied consistently each year. Therefore, it will not have a material effect on the year’s accounts or on the council’s annual budget. The council reviews the level of its commercial debtors on a regular basis and provisions are made, as required, where the likelihood of amounts proving ultimately collectable is in doubt. Value Added Tax Income and Expenditure excludes any amounts related to VAT, as all VAT suffered/collected is recoverable from or payable to HM Revenue and Customs. Any amounts not so recoverable are treated as a separate expense. External Loan Repayments The council accounts for loans on an accruals basis. Details of the council’s external borrowings are shown at note 18. Leases Rentals payable under operating leases are charged to revenue on an accruals basis. Details of the council’s obligations under operating leases are shown at note 17. Reserves The council maintains certain reserves to meet general and specific future expenditure. The purpose of the council’s reserves is explained in notes 20 to 22 Certain reserves are maintained to manage the accounting processes for tangible fixed assets, available for sale investments and retirement benefits. They do not represent usable resources for the council: Capital Financing Account – represent the council's investment of resources in such assets already made. Interest Income All interest receipts are credited initially to general funds.
Page 6 Chesham Town Council Statement of Accounting Policies 31 March 2013
Cost of Support Services The costs of management and administration have been apportioned to services on an appropriate and consistent basis. This apportionment is not reflected in the Income and Expenditure account, but is used for Management Accounting and Annual Report purposes only. Pensions The pension costs that are charged against precept in the council’s accounts, in respect of its employees, are equal to the contributions paid to the funded pension scheme for those employees. These contributions are determined by the fund’s actuary on a triennial basis and are set to meet 100% of the liabilities of the pension fund, in accordance with relevant government regulations. The next actuarial valuation was due at 31st March 2013 and any change in contribution rates as a result of that valuation will take effect from 1st April 2014.
Page 7 Chesham Town Council Income and Expenditure Account 31 March 2013
Income and Expenditure Account Notes 2013 2012
(Restated) £ £ Income
Precept on District Council 828,430 806,390 Grants Receivable 2,749 1,243 Rents Receivable, Interest & Investment Income 24,514 20,655 Charges made for Services 699,340 642,914 Other Income 4,754 2,156
Total Income 1,559,787 1,473,358
Expenditure
Direct Service Costs: Salaries & Wages (470,409) (452,741) Grant-aid Expenditure (8,789) (9,816) Other Costs 1 (669,552) (664,677)
Democratic, Management & Civic Costs: Salaries & Wages (211,056) (207,593) Other Costs 1 (65,702) (57,892)
Total Expenditure (1,425,508) (1,392,719)
Excess of Income over Expenditure for the year. 134,279 80,639 Exceptional Items Profit/(Loss) on the disposal of fixed assets 9,179 (1,857) Net Operating Surplus for Year 143,458 78,782
STATUTORY CHARGES & REVERSALS Statutory Charge for Capital (i.e. Loan Capital Repaid) (9,444) (4,482) Capital Expenditure charged to revenue 12 (105,437) (89,414) Reverse book value of asset disposals 5,547 2,357 Transfer (to)/from Earmarked Reserves 22 (8,981) 20,835 Surplus for the Year to General Fund 25,143 8,078 Net Surplus for the Year 34,124 (12,757) The above Surplus for the Year has been applied for the Year to as follows: Transfer (to)/from Earmarked Reserves 22 8,981 (20,835) Surplus for the Year to General Fund 25,143 8,078 34,124 (12,757)
The council had no other recognisable gains and/or losses during the year.
The notes on pages 12 to 23 form part of these statements.
Page 8 Chesham Town Council Statement of Movement in Reserves 31 March 2013
Statement of Movement in Reserves Net Movement in Reserve Purpose of Reserve Notes 2013 Year 2012 £ £ £ Capital Financing Account Store of capital resources set aside 20 5,057,416 (64,447) 5,121,863 to purchase fixed assets Usable Capital Receipts Proceeds of fixed assets sales 21 17,000 - 17,000 available to meet future capital investment Earmarked Reserves Amounts set aside from revenue 22 253,298 8,981 244,317 to meet general and specific future expenditure General Fund Resources available to meet future 369,761 25,143 344,618 running costs Total 5,697,475 (30,323) 5,727,798
The notes on pages 12 to 23 form part of these statements.
Page 9 Chesham Town Council Balance Sheet 31 March 2013
Balance Sheet Notes 2013 2013 2012 £ £ £ Fixed Assets Tangible Fixed Assets 11 5,313,080 5,387,310
Current Assets Stock 14 4,442 4,069 Debtors and prepayments 15 58,548 61,136 Investments 565,004 550,906 Cash at bank and in hand 208,393 174,153 836,387 790,264 Current Liabilities Current Portion of Long Term Borrowings (15,453) (14,416) Creditors and income in advance 16 (193,329) (184,329) Net Current Assets 627,605 591,519
Total Assets Less Current Liabilities 5,940,685 5,978,829 Long Term Liabilities Long-term borrowing 18 (132,453) (142,934) Deferred Grants 19 (110,757) (108,097) Total Assets Less Liabilities 5,697,475 5,727,798
Capital and Reserves Capital Financing Reserve 20 5,057,416 5,121,863 Usable Capital Receipts Reserve 21 17,000 17,000 Earmarked Reserves 22 253,298 244,317 General Reserve 369,761 344,618 5,697,475 5,727,798
The Financial Statements represent a true and fair view of the financial position of the Council as at 31 March 2013, and of its Income and Expenditure for the year. These accounts were approved by the Council on 24th June 2013 .
Signed: ...... Cllr M. Shaw Mr S. D. Pearson Town Mayor Responsible Financial Officer
Date: ......
The notes on pages 12 to 23 form part of these statements.
Page 10 Chesham Town Council Cash Flow Statement 31 March 2013
Cash Flow Statement Notes 2013 2013 2012 £ £ £ REVENUE ACTIVITIES Cash outflows Paid to and on behalf of employees (680,464) (640,374) Other operating payments (714,188) (714,178) (1,394,652) (1,354,552) Cash inflows Precept on District Council 828,430 806,390 Cash received for services 682,537 638,140 Revenue grants received 5,749 1,243 Agency receipts 26,369 22,661 1,543,085 1,468,434 Net cash inflow from Revenue Activities 25 148,433 113,882
SERVICING OF FINANCE Cash outflows Interest paid (9,450) (4,964) Cash inflows Interest received 9,511 9,297 Net cash inflow from Servicing of Finance 61 4,333
CAPITAL ACTIVITIES Cash outflows Purchase of fixed assets (105,434) (139,413) Cash inflows Sale of fixed assets - 500 Capital grant received 14,723 49,999 Net cash (outflow) from Capital Activities (90,711) (88,914) Net cash inflow before Financing 57,783 29,301
FINANCING AND LIQUID RESOURCES (Increase) in money on call (14,098) (50,902) Cash outflows Loan repayments made (9,444) (4,482) Loans made (193) - Loan repayments received 193 193 Net cash (outflow) from financing and liquid resources (23,542) (55,191) Increase/(Decrease) in cash 26 34,241 (25,890)
The notes on pages 12 to 23 form part of these statements.
Page 11 Chesham Town Council Notes to the Accounts 31 March 2013
Notes to the Accounts
1 Other Costs Analysis Other Costs reported in the council's Income and Expenditure Account comprise the following: Direct Service Costs 2013 2012 £ £ Theatres & Public Entertainment 355,571 326,294 Community Centres 32,377 56,671 Outdoor Sports & Recreation Facilities 139,483 137,989 Community Parks & Open Spaces 79,658 71,961 Allotments 1,636 1,571 Cemeteries 20,109 23,052 Closed Churchyards 2,711 9,032 Public Conveniences 9,100 10,609 Community Safety (Crime Reduction) 187 186 Promotion & Marketing of the Area 26,551 26,364 Community Development 9,264 8,701 Investment Properties 1,694 2,063 Less: Grant-aid Expenditure (8,789) (9,816) Total 669,552 664,677
Democratic, Management & Civic Costs 2013 2012 £ £ Corporate Management 29,236 24,996 Democratic Representation & Management 21,479 20,144 Civic Expenses 3,240 481 Mayors Allowance 2,630 2,500 Interest Payable 9,117 9,771 Total 65,702 57,892
As reported in the Statement of Accounting Policies, apportionment of central costs is not reflected in the above analysis.
2 Interest Payable and Similar Charges 2013 2012 £ £
External Interest Charges - Loans 9,117 9,771 9,117 9,771
Page 12 Chesham Town Council Notes to the Accounts 31 March 2013
3 Interest and Investment Income 2013 2012 £ £ Interest Income - General Funds 12,497 9,297 12,497 9,297
4 Agency Work During the year the Council undertook the following agency work on behalf of other authorities: Commissioning Authority and Nature of Work 2013 2012 £ £ Chiltern District Council - Grounds Maintenance 5,464 5,298 Chiltern District Council - Market Management 6,667 6,033 Bucks County Council - Getting Closer to Communities 14,238 11,330 26,369 22,661
A final claim for reimbursement to 31 March 2013 has been made. During the year the Council commissioned no agency work to be performed by other authorities. 5 Related Party Transactions The council is required to disclose material transactions with related parties – bodies that have the potential to control or influence the council or to be controlled or influenced by the council. Disclosure of these transactions allows readers to assess the extent to which the council might have been constrained in its ability to operate independently or might have secured the ability to limit another party's freedom to bargain with the council at arms length. Related parties include: Central Government The council's operations are controlled by statutes passed by Central Government. All transactions with Central Government arise as a result of some of those statutes but do not, in the opinion of the council, require to be disclosed here. Principal Authorities The District/Borough Council collects this council's Precept and remits the same to the council under statutory provisions. The Precept is disclosed separately elsewhere in these accounts. The County Council administers the Pension Fund of which certain of the council's staff are members. Agency arrangements with other authorities are disclosed at note 4.
Members of the council Members have direct control over the council's financial and operating policies. During the year no members have undertaken any declarable, material transactions with the council, nor the council with any member. Details of such transactions (if any) are recorded in the Register of Members' Interests, open to public inspection at the council's offices. Members represent the council on various organisations. Appointments are reviewed annually, unless a specific termination date applies to the term of office. None of these appointments places a Member in a position to exert undue influence or control.
Officers of the Council Other than their contracts of employment, no material transactions have been made during the year between the council and any officer.
Other Organisations The council awards grants to support a number of voluntary or charitable bodies. It does not attempt to exert control or influence as a result of such grants.
Page 13 Chesham Town Council Notes to the Accounts 31 March 2013
6 Audit Fees The council is required to report and disclose the cost of services provided by its external auditors. These may be summarised as follows: 2013 2012 £ £ Fees for statutory audit services 2,000 3,000 Total fees 2,000 3,000
7 Tenancies During the year the following tenancies were held: Council as landlord Tenant Property Rent p.a. Repairing / £ Non-Repairing Paradigm Housing Association 174a Berkamstead Road 6,073 Repairing Paradigm Housing Association 185 Bellingham Road 5944 Repairing Trustees Temperance Hall 100 Repairing 2026 The Woodland Trust Big Round Green 1 Repairing 2185 Chiltern Natural Therapies Ltd Room at Chesham Pool 3,000 Non-repairing Various Allotment Holders Allotment Plots 3,738 N/A Other Agreements Chesham & District Model Boat Club Use of Skottowes Lake 130 N/A Chesham Athletic F. C. Use of Moor Pavilion & Pitch 1,984 Repairing
Council as tenant Landlord Property Rent p.a. Repairing / £ Non-Repairing None
8 Members' Allowances 2013 2012 £ £ Members of Council have been paid the following allowances for the year: Mayors Allowance 2,630 2,500 2,630 2,500
The council has resolved that, other than the Town Mayor, no members allowances will be paid.
Page 14 Chesham Town Council Notes to the Accounts 31 March 2013
9 Employees The average weekly number of employees during the year was as follows: 2013 2012 Number Number Full-time 16 16 Part-time 8 8 Temporary 25 22 49 46
All staff are paid in accordance with nationally agreed pay scales. The number of officers whose renumeration, excluding pension contributions, was £50,000 or more, in bands of £10,000 were:
Between £50,000 and £60,000 1 1
10 Pension Costs The council participates in the Buckinghamshire County Council Pension Fund Pension Fund. The Buckinghamshire County Council Pension Fund Pension Fund is a defined benefit scheme, but the council is unable to identify its share of the underlying assets and liabilities because all town and parish councils in the scheme pay a common contribution rate. Financial Reporting Standard for Small Enterprises (FRSSE), for schemes such as Buckinghamshire County Council Pension Fund requires the council to account for pension costs on the basis of contributions actually payable to the scheme during the year. The cost to the council for the year ended 31 March 2013 was £87,103 (31 March 2012 - £83,527). The most recent actuarial valuation was carried out as at 31st March 2010, and the council's contribution rate is confirmed as being 21.20% of employees' pensionable pay with effect from 1st April 2013 (year ended 31 March 2013 – 21.20%).
Page 15 Chesham Town Council Notes to the Accounts 31 March 2013
11 Tangible Fixed Assets Operational Vehicles and Infra-structure Community Investment Total Freehold Land Equipment Assets Assets Properties and Buildings Cost £ £ £ £ £ £ At 1 April 2012 5,061,886 699,440 342,443 26 460,000 6,563,795 Additions 22,149 98,011 - - - 120,160 Disposals - (75,156) - - - (75,156) At 31 March 2013 5,084,035 722,295 342,443 26 460,000 6,608,799 Depreciation At 1 April 2012 (604,010) (436,146) (136,329) - - (1,176,485) Charged for the year (122,068) 69,609 (12,468) - - (64,927) Eliminated on disposal - (54,307) - - - (54,307) At 31 March 2013 (726,078) (420,844) (148,797) - - (1,295,719) Net Book Value At 31 March 2013 4,357,957 301,451 193,646 26 460,000 5,313,080 At 1 April 2012 4,457,876 263,294 206,114 26 460,000 5,387,310
Although classified as capital expenditure, certain minor equipment purchases are not included in the above as they are not material in overall value. Fixed Asset Valuation The freehold and leasehold properties that comprise the council's properties have been valued as at 31st March 2007 by external independent valuers, Messrs The Valuation Agency. Valuations have been made on the basis set out in the Statement of Accounting Policies, except that not all properties were inspected. This was neither practical nor considered by the valuer to be necessary for the purpose of valuation. Plant and machinery that form fixtures to the building are included in the valuation of the building. Investment properties were valued by external independent valuers, Messr DVS on 31st March 2010
12 Financing of Capital Expenditure 2013 2012 £ £ The following capital expenditure during the year:
Fixed Assets Purchased 120,160 139,413 120,160 139,413 was financed by:
Capital Receipts 14,726 - Capital Grants 14,723 49,999 Precept and Revenue Income 90,711 89,414 120,160 139,413
Page 16 Chesham Town Council Notes to the Accounts 31 March 2013
13 Information on Assets Held Fixed assets owned by the council include the following: Operational Land and Buildings Chesham Town Hall The Elgiva Theatre Works Depot Pavilions - at 2 recreation grounds Clock Tower, Market Square Gazebo, Red Lion Street Cemetery Chapel The Temperance Hall Open Air Swimming Pool and Sports Complex Investment Properties Former Cemetery Lodges (let on commercial terms) - 2 Vehicles and Equipment Light Vans – 2 Tractors – 2 Sundry grounds maintenance equipment Sundry office equipment Town Hall and Elgiva Theatre furniture and equipment Infrastructure Assets Skateboard Park Bus Shelters – 4 Fencing etc Other street furniture Community Assets Various Open Spaces Chesham Cemetery Allotments – 3 sites Recreation grounds and playing fields Childrens' play areas
Page 17 Chesham Town Council Notes to the Accounts 31 March 2013
14 Stocks 2013 2012 £ £ Theatres 3,559 2,968 Community Centres 152 734 Leisure/Sports Centres 731 367 4,442 4,069
15 Debtors 2013 2012 £ £ Trade Debtors 26,322 5,506 VAT Recoverable - 4,734 Other Debtors 5,959 4,124 Prepayments 18,829 28,725 Accrued Income 4,452 18,047 Accrued Interest Income 2,986 - 58,548 61,136
16 Creditors and Accrued Expenses 2013 2012 £ £ Trade Creditors 49,850 52,392 Other Creditors 9,289 11,417 Superannuation Payable 9,604 9,035 V A T Payable 6,013 - Payroll Taxes and Social Security 11,357 10,926 Accruals 50,943 45,804 Accrued Interest Payable 4,474 4,807 Income in Advance 51,799 49,948 193,329 184,329 208,782 17 Financial Commitments under Operating Leases The council had annual commitments under non-cancellable operating leases of equipment as follows: 2013 2012 £ £ Obligations expiring within one year - 2,700 Obligations expiring between two and five years 4,030 1,036 Obligations expiring after five years - - 4,030 3,736
Page 18 Chesham Town Council Notes to the Accounts 31 March 2013
18 Long Term Liabilities 2013 2012 £ £ Public Works Loan Board 147,906 157,350 147,906 157,350
2013 2012 £ £ The above loans are repayable as follows:
Within one year 15,453 14,416 From one to two years 11,239 10,480 From two to five years 38,876 36,230 From five to ten years 36,809 44,832 Over ten years 45,529 51,392
Total Loan Commitment 147,906 157,350
Less: Repayable within one year (15,453) (14,416)
Repayable after one year 132,453 142,934
Page 19 Chesham Town Council Notes to the Accounts 31 March 2013
19 Deferred Grants 2013 2012 £ £ Capital Grants Unapplied At 01 April - - Grants received in the year 14,723 49,999 Applied to finance capital investment (14,723) (49,999) At 31 March - -
Capital Grants Applied At 01 April 108,097 72,197 Grants Applied in the year 14,723 49,999 Released to offset depreciation (15,063) (14,099) At 31 March 107,757 108,097
Revenue Grants and S106 Revenue Contributions At 01 April - - Received in the year 3,000 - Released to Revenue - - At 31 March 3,000 -
Total Deferred Grants At 31 March 110,757 108,097 At 01 April 108,097 72,197
Capital Grants are accounted for on an accruals basis and grants received have been credited to Deferred Grants Account. Amounts are released from the Deferred Grants Account to offset any provision for depreciation charged to revenue accounts in respect of assets that were originally acquired with the assistance of such grants.
20 Capital Financing Account 2013 2012 £ £ Balance at 01 April 5,121,863 5,209,814 Financing capital expenditure in the year Additions - using capital receipts 14,726 - Additions - using revenue balances 90,711 89,414 Loan repayments 9,443 4,483 Disposal of fixed assets (75,156) (11,797) Depreciation eliminated on disposals 69,609 9,440 Reversal of depreciation (188,843) (193,590) Deferred grants released 15,063 14,099 Balance at 31 March 5,057,416 5,121,863
The Capital Financing Account represents revenue and capital resources applied to finance capital expenditure or for the repayment of external loans. It also includes the reversal of depreciation to ensure it does not impact upon the amount to be met from precept. It does not represent a reserve that the council can use to support future expenditure.
Page 20 Chesham Town Council Notes to the Accounts 31 March 2013
21 Usable Capital Receipts Reserve 2013 2012 £ £ Balance at 01 April 17,000 17,000 Capital receipts (asset sales) during the year 14,726 - Less: Capital used to fund expenditure (14,726) - Balance at 31 March 17,000 17,000
The Usable Capital Receipts Reserve represents capital receipts available to finance capital expenditure in future years.
22 Earmarked Reserves Balance at Contribution Contribution Balance at 01/04/2012 to reserve from reserve 31/03/2013 £ £ £ £ Capital Projects Reserves 2,672 - - 2,672 Asset Renewal Reserves 94,055 - - 94,055 Other Earmarked Reserves 147,590 126,536 (117,555) 156,571 Total Earmarked Reserves 244,317 126,536 (117,555) 253,298
The Capital Projects Reserves are credited with amounts equivalent to the interest on capital receipts balances, together with other amounts set aside from revenue to part finance specific projects which are part of the council's capital programme. The Other Earmarked Reserves are credited with amounts set aside from revenue to fund specific known commitments of the council.
23 Capital Commitments
The council had no capital commitments at 31 March 2013 not otherwise provided for in these accounts.
24 Contingent Liabilities
The council is not aware of any contingent liabilities at the date of these accounts.
Page 21 Chesham Town Council Notes to the Accounts 31 March 2013
25 Reconciliation of Revenue Cash Flow 2013 2012 £ £ Net Operating Surplus for the year 134,279 80,639 Add/(Deduct) Interest Payable 9,450 9,771 Interest and Investment Income (9,511) (9,297) Deferred Revenue Grants Received 3,000 - (Increase)/Decrease in stock held (373) 863 Decrease/(Increase) in debtors 2,588 (15,999) Increase in creditors 9,000 47,905 Revenue activities net cash inflow 148,433 113,882
26 Movement in Cash 2013 2012 £ £
Balances at 01 April Cash with accounting officers 2,401 2,240 Cash at bank 171,752 197,802 Bank overdraft - - 174,153 200,042
Balances at 31 March Cash with accounting officers 2,411 2,401 Cash at bank 205,982 171,752 Bank overdraft - - 208,393 174,153
Net cash inflow/(outflow) 34,240 (25,889)
27 Reconciliation of Net Funds/Debt 2013 2012 £ £ Increase/(Decrease) in cash in the year 34,240 (25,889) Cash outflow from repayment of debt 9,444 4,482 Net cash flow arising from changes in debt 9,444 4,482
Movement in net funds/debt in the year 43,684 (21,407)
Cash at bank and in hand 174,153 200,042 Total borrowings (157,350) (161,832) Net funds at 01 April 16,803 38,210
Cash at bank and in hand 208,393 174,153 Total borrowings (147,906) (157,350) Net funds at 31 March 60,487 16,803
Page 22 Chesham Town Council Notes to the Accounts 31 March 2013
28 Post Balance Sheet Events
There are no significant Post Balance Sheet events since the preparation of these accounts, up to the date of their final adoption (on 24th June 2013), which would have a material impact on the amounts and results reported herein.
Page 23 Chesham Town Council Appendices 31 March 2013
Appendices
Appendix A
Schedule of Other Earmarked Reserves
Balance at Contribution Contribution Balance at 01/04/2012 to reserve from reserve 31/03/2013 £ £ £ £ Capital Projects Reserves
Grave Maintenance 2,672 2,672 0 2,672 0 0 2,672
Asset Replacement Reserves
Equipment Replacement 94,055 94,055
94,055 0 0 94,055
Other Earmarked Reserves
PWLB Loan Capital (paid late) 4,640 4,973 (4,640) 4,973 Election Fund 0 3,000 3,000 Repairs & Renewals Fund 112,739 119,290 (114,944) 117,085 Staff Sickness Fund 14,000 14,000 Produce Market Reserve 2,252 2,273 4,525 Elgiva Reserve 8,013 8,013 Valuation Fees Reserve 3,200 3,200 Green Flag Reserve 1,068 (299) 769 Pool Flowers 1,678 (672) 1,006
147,590 129,536 (120,555) 156,571
TOTAL EARMARKED RESERVES 244,317 129,536 (120,555) 253,298
Page 24 Chesham Town Council
31 March 2013
Annual Report Tables Table. 1 – Budget & Actual Comparison Budget £ Actual £ Net Expenditure Cultural & Heritage 154,665 132,439 Recreation & Sport 129,185 137,129 Open Spaces 197,731 173,827 Cemetery, Cremation & Mortuary 44,730 42,123 Environmental Health 10,145 9,592 Community Safety (Crime Reduction) 195 187 Planning & Development Services (including Markets) 22,050 25,218 Investment Properties (9,105) (10,323) Net Direct Services Costs 549,596 510,192
Corporate Management 90,165 87,640 Democratic & Civic 100,560 99,699 Net Democratic, Management and Civic Costs 190,725 187,339
Interest & Investment Income (7,500) (12,497) Loan Charges 18,895 18,561 Capital Expenditure 192,948 105,437 Proceeds of Disposal of Capital Assets (14,726) Transfers to/(from) other reserves (81,104) 8,981 (Deficit from)/Surplus to General Reserve (35,130) 25,143 Precept on District Council 828,430 828,430
Page 25 Chesham Town Council
31 March 2013
Annual Report Tables Table. 2 – Service Income & Expenditure Notes 2013 2013 2013 2012 £ £ £ £ Gross Income Net Net Expenditure Expenditure Expenditure CULTURAL & RELATED SERVICES Cultural & Heritage} 563,669 (431,230) 132,439 148,563 Recreation & Sport 354,908 (217,779) 137,129 148,162 Open Spaces 198,573 (24,746) 173,827 167,957 ENVIRONMENTAL SERVICES Cemetery, Cremation & Mortuary 52,234 (10,111) 42,123 52,092 Environmental Health 9,592 - 9,592 11,097 Community Safety (Crime Reduction) 187 - 187 186 PLANNING & DEVELOPMENT SERVICES Economic Development (including markets) 34,177 (3,985) 30,192 27,106 Community Development 9,264 (14,238) (4,974) (2,721) OTHER SERVICES Investment Properties 1,694 (12,017) (10,323) (9,295) CENTRAL SERVICES Corporate Management 91,888 (4,248) 87,640 86,593 Democratic & Civic 94,335 - 94,335 92,556 Civic Expenses 5,870 (506) 5,364 2,981 Net Cost of Services 1,416,391 (718,860) 697,531 725,277
Page 26 Chesham Town Council Annual Report 31 March 2013 The Town Council has 19 Town Councillors who are elected for a term of four years. The last Town Council elections were held in May 2011. The Chairman of the Council, who also undertakes the office of Town Mayor, is elected annually by the Councillors in May, together with a Deputy Town Mayor.
Town Councillors are unpaid and, with the exception of the Mayor, have chosen not to receive any attendance allowance or payments for their duties, which they undertake purely on a voluntary basis.
The Town Council has a committee structure with three main standing committees, namely:
Development Control; Policy and Resources and Recreation and the Arts.
The Town Council’s strategic objectives are based on the Council’s overall vision. The objectives are:
1. To enable residents to enjoy high‐quality social, recreational, and cultural facilities within the town and to seek the continuing improvement and development of these facilities in accordance with the desires expressed by the residents. 2. To encourage and promote the economic and commercial vitality of Chesham in a way that encourages sustainable employment opportunities, housing, and business facilities that respect the Area of Outstanding Natural Beauty in which it is situated. 3. To preserve the unique identity of Chesham and promote its heritage. 4. To consult with, understand and represent the views and wishes of the citizens of Chesham. 5. To help create a socially inclusive and caring community, which embraces all its residents equally, seeking to develop their well-being, knowledge, understanding, and mutual co-operation. 6. Chesham Town Council will ensure that the money entrusted to it by the residents of Chesham is securely managed and spent effectively on achieving the above strategic objectives.
The main services either provided or funded by the Council in 2012/13 were a 300 seater theatre, a leisure building incorporating a public gym and an open air swimming pool, cemetery, allotments, parks and opens spaces, sports pitches and a Town Hall which has rooms for hire as well as offices for the Councils administration staff.
Unlike the district and county councils, Chesham Town Council did not receive any revenue support from Government, nor does it get any funding from the non-domestic rates. Each year the Council carries out a review of its services and calculates the income and expenditure relating to each. Overall, expenditure is always greater than income and the difference has to be raised via Chesham council tax payers. This is done by the Town Council levying a precept up on the Chiltern District Council which in turn collects the money by including it as part of the council tax bill sent to Chesham Residents. The precept for 2012/13 was £824,430 which equated to £98.40 per band ‘D’ property.
The Council operates a number of Capital and earmarked Reserves, in addition to a General
1
st Reserve. The General Reserve shows a balance of £369,761 at 31 March 2013 and is used as a working balance until the first precept instalment is received and to cover unforeseen expenditure. The Renewal and Repairs Reserve is used to maintain assets used to provide current services and to prevent large fluctuations when assets are replaced.
The Council reviews its budgets annually together with its reserves before determining each year’s precept. The review also takes into account a three year renewal and repairs programme.
2010/11 saw a change in the income/expenditure banding levels for Smaller Councils which moved this Council into the £200,000 - £6.5m ‘intermediate’ bracket. This meant that the Council had the option of producing the required statutory Annual Return or carrying on with the full Statement of Accounts. The Council opted for the Annual Return, which although less informative, saves around £12,000 in external audit fees. The Council also decided it would produce a similar set of accounts to the Statement of Accounts for management information purposes which would be called ‘Financial Statements’ and also be available to members of the public on request, but that these would be unaudited. The purpose of these statements is to show the financial results for the year, its effects on the Council’s reserves and the various policies and procedures in place to ensure good governance and accountability
The main sources of income are derived from ticket sales and hiring at the Elgiva, gym membership and swimming at the Chesham Moor Gym and Swim Centre, letting of the Town Hall and the precept.
The Elgiva enjoyed another successful year with increased income from attendances but the Chesham Moor Gym and Swim Centre gym income has continued to suffer as a result of increased competition from local low budget gyms in town and the general economic downturn. Both the Elgiva Board of Management and The Friends of the Moor Gym and Swim have been asked to produce a business plan to ensure the sustainability of these services in the difficult economic climate. A radical review of the pricing structure at the Chesham Moor Gym & Swim has already been undertaken.
The annual report table shown on page 25 of the Financial Statements shows the net service budgets compared to the actual results. The net result for the year shows a surplus of £25,143 against a budgeted deficit of £35,130, an improvement of £60,273. This is mainly due to improvements in the Elgiva income due to cinema and shows, Town Hall lettings and a back dated non domestic rating revaluation of the Town Hall. Some budget under-spends (around £16K) will be carried over into 2013/14; the main ones being the tree survey/works (£4,670) as there is a number of trees that require attention and the Parks & Open Spaces contractors’ budget (£7,670) of 2013/14 is under pressure due to paternity and sick leave.
The Chesham Moor Gym and Swim Centre came in over-budget mainly due to lower gym income as a result of increased competition from two budget gyms and the economic climate.
The Council also supported the local jubilee celebrations in honour of Her Majesty the Queen organised by the Chesham Events Group by way of a grant.
The Council has set a balanced budget for 2013/14 apart from £22,000 which is to fund this Council’s contribution towards major repairs to the culvert and a parking review both of which are to be funded from the General Fund Reserve. The Council has two main projects for 2013/14: a new digital cinema projector for the Elgiva and a replacement skatepark in
2
Lowndes Park.
In 2012/13 the Council, in partnership with the Waterside Community Association, undertook the replacement of the play equipment at Gordon Road. The Community Association consulted with local residents to find out the type of equipment that people wanted and also secured grants from Paradigm Housing and the Lottery ‘Awards for All’. The scheme cost £24,838 and was funded by grants received of £14,723 with the balance coming from the Council’s Repairs and Renewals Reserve.
The new storage building at the Councils works depot was erected and is now in use at an overall cost of £35k with some internal fittings to be completed in 2013/14.
The main tractor was replaced at a net cost of £24k after taking into account the trade in value (£14k) of the old tractor.
Disabled access improvements were undertaken at both the Elgiva and The Town Hall at a total cost of £5,537 and improvements to the water supplies were carried out at both the Town Hall and Chesham Moor Gym & Swim at a cost of £17,556. Safety fencing was also erected on the roof at the Chesham Moor Gym & Swim at a cost of £3,409.
Other major works undertaken and funded via the Renewals and Repair Reserve included:
Chesham Moor Gym & Swim • Replaced pool water pump motors £5,927 • Replacement pool covers £5,323 • Replaced till with a new cash/gym membership machine £3,605 • Replaced Inflatable £3,300 • Replaced pool covers motor £1,508 Elgiva • Redecorated the foyer and toilets £4,941 • Replaced flooring in gents toilets £2,650 • Replaced roller blinds £1,798 Council Offices • Replaced and upgraded computers £2,665 • Replaced franking machine £2,454 Town Hall • Replaced foyer, stairway and landing carpets £1,965 • New commercial dishwasher £1,230
The Council currently has two loans from the Public Works Loan Board outstanding; one for renovations to the Chesham Moor Gym & Swim taken out in 1994 (£110K) and one for replacing the Lowndes Park toilets taken out in 2004 (£120K). The loans are being paid off over 25 years by equal instalments of £10,683 and £8,210 respectively. The current balance outstanding is shown in note 19 of the Financial Statements.
The Council has set up a working group to monitor the Council’s finances and regular reports are made to the various Committees. The Council has also set up ‘Friends’ groups who work closely with the Council to provide feedback and assistance in improving the various services e.g. The Elgiva, The Chesham Moor Gym and Swim Centre, Cemetery, Lowndes Park, Nashleigh Hill, Allotments and the Cemetery.
The Council produces an annual Performance Plan which details targets set and achieved. 3
The Council also undertook a town-wide residents survey this year (the last one having been done in 2005) with a good response rate of over 2,000 replies. Overall there was high awareness of the Council, with over 97% of residents saying that they had heard of the Council before receiving the survey. And 96% of residents rated the Council as satisfactory to excellent, which is an increase on the 2005 survey. They also felt the Council was better value for money than in 2005, with 44% rating it as ‘in between’ and 42% rating it as ‘good’ or ‘very good’ value for money (compared to 37% in 2005). All services received an increased ‘satisfaction’ rating than in 2005. The only exception to this was the Chesham Moor Gym & Swim Centre but even here, the Open Air Pool obtained a rating of ‘good’ or ‘excellent’ by 78% of its users.
Further information can be obtained by contacting:
William Richards - Town Clerk Chesham Town Council Town Hall Chesham Bucks. HP5 1DS 01494 774842 [email protected] Signed: ……………. Cllr Mr Mark Shaw, Town Mayor 15th July 2013
4
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO : 10 - FINANCIAL REPORT TO 31st MAY 2013
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. Attached is a simple summary of the Actual Income and Expenditure of the Council for the two months ended 31st May 2013 shown against the annual budget for 2013/14.
Background Information
2. The Council’s financial regulation 3.3 states: The RFO shall periodically provide the Policy & Resources Committee with a statement of income and expenditure to date under each head of the approved annual revenue and capital budgets.
Financial Implications
3. Included within this report.
Strategic Objectives
4. Accords with strategic objective 6 -‘Chesham Town Council will ensure that the money entrusted to it by the residents of Chesham is securely managed and spent effectively on achieving its strategic objectives’.
Equality Act Implications
5. None pertaining to this report.
Detailed Information
6. The report attached shows individual cost centres’ total expenditure and income to 31st May 2013 against the annual budget.
7. On page 2 you will see the total of all the cost centres, which shows an actual year-to-date expenditure total of £260,430 against the annual budget expenditure total of £1,557,395 and actual year-to-date total income of £564,911 against the annual budget income total of £1,535,39.
8. The actual net income over expenditure shows an actual income surplus of £304,480 against the annual budgeted deficit of £22,000 mainly due to half of the year’s precept having been received. Excluding the precept the overall deficit for this year as at the 31st May is £117,933 (last year it was £123,038).
9. The first two months of this financial year show a deficit of £8,960 for the Chesham Moor Gym and Swim Centre. This compares to £4,704 for the same period last year. Both income and expenditure are up due to the pool being open all year round but the increased deficit would appear to be due to the pool being open in April.
10. The Elgiva shows a deficit of £33,048 which is slightly up (£676) when compared to the same period last year. If similar results can be maintained throughout the rest of the year it should see another successful year for the Elgiva.
11. The Town Hall is showing a deficit of £15,102. This compares to £18,250 at the same time last year and this improvement is mainly due to lower business rates following a revaluation. The revaluation improvement has been allowed for within the 2013/14 budget.
12. Other budgets look to be on target, and taking into account all that has been mentioned above, the overall position looks to be around £24,000 to the good but there is still ten months of the financial year to go and, as always, the end of year results will depend a lot on how the Elgiva and the Chesham Moor Gym and Swim Centre’s income performs.
13. It looks as though the 2013/14 pay award is going to be settled at 1% as provided for within the budgets.
14. The Council also looks to be receiving a significant windfall from a new easement –see agenda item 16.
15. On the negative side there are two non budgeted issues under review by your officers which will probably be the subject of further reports later in the year:
• An independent play equipment inspection has highlighted a number of maintenance items that should be undertaken at the earliest opportunity costing around £10,000. • Following a trip incident in a pot hole on the Moor Hard-standing which was the subject of an insurance claim, your officers are investigating ways of levelling the area. While the surface can be periodically re-filled with scalpings, this doesn’t offer a long-term solution to the problem and an indicative figure of around £50,000 has been given to completely level the area and use proper binding materials to ensure the problem does not reoccur.
Recommendation
That the report be noted. 04/07/2013 CHESHAM TOWN COUNCIL YEAR END 31.03.2014 Page No 1
16:45
Summary Income & Expenditure by Budget Heading 31/05/2013
Month No : 2 Cost Centre Report
Actual Year Current Variance Committed Funds
To Date Annual Bud Annual Total Expenditure Available
100 REPAIRS & RENEWALS FUND Expenditure 0 104,030 104,030 104,030
Income 0 0 0
101 CENTRAL SUPPORT SERVICES Expenditure 405 50 -355 -355
Income 405 50 355
102 CIVIC ACTIVITIES Expenditure 6,419 18,660 12,241 12,241
Income 5,000 0 5,000
103 C C T V Expenditure 4 200 196 196
104 CHESHAM CEMETERY Expenditure 5,742 47,725 41,983 41,983
Income 360 10,480 -10,120
105 ST MARYS CLOSED CHURCHYD Expenditure 160 1,745 1,585 1,585
106 INTEREST INCOME
Income -2,754 8,950 -11,704
107 HOUSING Expenditure 1,591 1,875 284 284
Income 0 12,450 -12,450
108 CORPORATE MANAGEMENT Expenditure 11,447 89,355 77,908 77,908
109 DEMOCRATIC MANAGEMENT Expenditure 14,548 89,630 75,082 75,082
111 STAFF SICKNESS Expenditure 0 0 0 0
117 SECTION 137 EXPENDITURE Expenditure 218 1,070 852 852
201 CHESHAM MOOR GYM & SWIM Expenditure 66,734 273,740 207,006 207,006
Income 57,774 153,210 -95,436
202 CODMORE FOOTBALL Expenditure 2,246 6,250 4,004 4,004
Income 788 2,845 -2,057
203 MARSTON FOOTBALL Expenditure 947 1,735 788 788
Income 574 1,145 -571
206 AMENITIES Expenditure 7,560 27,895 20,335 20,335
Income 3,390 1,205 2,185
207 OPEN SPACES Expenditure 18,587 161,765 143,178 143,178
Income 3,240 2,855 385
208 LOWNDES PARK TOILETS Expenditure 1,146 17,830 16,684 16,684
209 AGENCY WORK Expenditure 0 2,170 2,170 2,170
Income 0 11,760 -11,760
210 SKATEPARK NOISE ABATEMENT Expenditure 531 3,270 2,739 2,739
Continued on Page 2
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16:45
Summary Income & Expenditure by Budget Heading 31/05/2013
Month No : 2 Cost Centre Report
Actual Year Current Variance Committed Funds
To Date Annual Bud Annual Total Expenditure Available
218 WORKS DEPOT Expenditure 50 190 140 140
Income 50 190 -140
301 THE ELGIVA Expenditure 95,532 563,145 467,613 467,613
Income 62,484 416,510 -354,026
303 TEMPERANCE HALL Expenditure -239 0 239 239
Income 0 100 -100
304 TOWN HALL Expenditure 23,270 74,290 51,020 51,020
Income 8,169 46,850 -38,681
401 ASHERIDGE ROAD ALLOTMENTS Expenditure 276 515 239 239
Income 340 670 -330
402 CAMERON ROAD ALLOTMENTS Expenditure 2,363 11,210 8,847 8,847
Income 1,566 3,075 -1,509
403 AMERSHAM ROAD ALLOTMENTS
Income 36 75 -39
503 TOWN CENTRE Expenditure 665 47,050 46,385 46,385
Income 1,077 3,450 -2,373
504 DEVOLVED SERVICES Expenditure 229 12,000 11,771 11,771
Income 0 12,000 -12,000
599 ASSET MANAGEMENT
Income 0 2,700 -2,700
702 PRECEPT
Income 422,413 844,825 -422,413
INCOME - EXPENDITURE TOTALS Expenditure 260,430 1,557,395 1,296,965 0 1,296,965
Income 564,911 1,535,395 -970,484
Net Expenditure over Income -304,480 22,000 326,480
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 11 - INTERNAL AUDITOR’S REPORT
Reporting Officer: Steve Pearson (01494 583825)
Summary
1. To consider the internal auditor’s report.
Background Information
2. The Accounts and Audit Regulations 2003 state that ‘a relevant body shall maintain an adequate and effective system of internal audit of its accounting records and of its systems of internal control in accordance with the proper internal audit practices’.
Financial Implications
3. The internal audit costs for 2012/13 were £1,600.
Strategic Objectives
4. None pertaining to this report.
Equality Act Implications
5. None pertaining to this report.
Detailed Consideration
6. A copy of the internal auditor’s final report on the 2012/13 financial year is attached and officers are pleased to report that no major issues have been identified warranting formal comment.
Recommendation
That the internal audit report and programme be noted.
Chesham Town Council
Internal Audit Report 2012-13 (Final)
Prepared by Nigel Archer
Stuart J Pollard
Director Auditing Solutions Ltd
Background and Scope
The Accounts and Audit Regulations introduced from 1st April 2001 require all Town and Parish Councils to implement an independent internal audit examination of their Accounts and accounting processes annually. The Council has complied with the requirements in terms of independence from the Council decision making process appointing Auditing Solutions Ltd to provide the function to the Council, following the retirement of their former appointed contractor.
This report sets out those areas examined during the course of our interim and final visits for 2012-13, which took place on 29th & 30th October 2012, 11th February and 29th May 2013.
Internal Audit Approach
In undertaking our programme of review work this year, we have examined the Council’s fundamental central financial control and corporate governance functions in order to provide assurance to members and electors that the systems continue to operate in accordance with best practice and approved Council procedures: we have also continued to have regard to the materiality of transactions and their susceptibility to potential misrecording or misrepresentation in the year-end Statement of Accounts.
As in previous years, we have assessed the risks associated with each financial system, based on previous experience of the extent of potential for those risks coming to fruition. That assessment has been undertaken in conjunction with the update of our analysis of income and expenditure levels based on transactions in 2011-12: that analysis has now been further updated to include the 2012-13 Accounts detail.
We consider it neither essential, nor cost effective, to examine every financial system annually. Consequently, we have prepared, in conjunction with the Council’s RFO, a five-year strategic plan which targets each system for review at least once during the period or, where the risk level is assessed as higher, systems have been designated as requiring more frequent review. In line with legislative requirements, we are required to complete a certificate at Section 4 of the Annual Return confirming, or otherwise, the soundness of the Council’s financial controls in ten separate areas, not all of which would have been subject to annual review through the agreed strategic plan. We have again adjusted our approach at this year’s final visit to ensure that we may complete the certificate appropriately for the current year.
Overall Conclusion
We are pleased to conclude that, in the areas examined this year, the Council continues to have effective systems in place to ensure that transactions are free from material misstatement and are consistent with the required detail for the Statement of Accounts and Section 1 of the Annual Return for 2012-13.
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3 Detailed Report
Review of Accounting Arrangements & Bank reconciliations
Our objective here is to ensure that the accounting records are being maintained accurately and currently and that no anomalous entries appear in cashbooks or financial ledgers. To that end, we have: - Ø Ensured that the current trading ledgers remained in balance in the Omega software throughout the financial year; Ø Checked to ensure that a comprehensive, meaningful and appropriate nominal coding schedule, together with cost centres is in place; Ø Agreed the 2012-13 opening balances to those contained in the 2011-12 Accounts and certified Annual Return; Ø Checked and agreed detail of three months’ transactions on both combined cashbooks, covering four separate bank accounts, namely April & September 2012 and March 2013; Ø Verified all inter-account transfers between the relevant bank accounts for the same three sample months; Ø Checked and agreed detail on the monthly bank reconciliations as at 30th April & September 2012 and 31st March 2013 to ensure that there are no long-standing uncleared entries or other anomalous detail contained therein; and Ø Verified the accurate disclosure of year-end balances in the detailed Accounts and summarised Annual Return.
Conclusions
We are pleased to record that no issues have been identified in this area warranting formal comment or recommendation.
Review of Corporate Governance
Our objective is to ensure that the Council has robust corporate governance documentation and processes in place, that Council and Committee meetings are conducted in accordance with the adopted Standing Orders and that, as far as we may reasonable expect to ascertain, no actions of a potentially unlawful nature have been or are being considered for implementation. We have undertaken the following work in this area: - Ø The full Town Council and Standing Committee minutes (excluding Development Control) have been examined to ensure that no issues affecting the Council’s financial stability either in the short, medium or long term exist, also that no legal issues (which we may reasonably be expected to identify) are in place whereby the Council may either be considering or have taken decisions that might result in ultra vires expenditure being incurred; Ø We have previously noted that Standing Orders and Financial Regulations were reviewed and re-adopted by the Policy & Finance Committee on 13th June 2011
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4 with some minor amendments to accord with the national time table for closing the Annual Accounts and to merge the approval of annual subscriptions with budget preparations: we note from our examination of current year’s minutes that it is anticipated that these documents will be revised in the relatively near future to reflect both the revised Members code of Conduct (based on the District Council’s “proforma”) and the more recently adopted General Power of Competence. Ø Noted that the Council has continued to adopt appropriate Terms of Reference, to update a range of Corporate Policies such as Bullying & Harassment, Equal Opportunities, Child Protection, etc and to update its Annual Performance Plan and Strategic Objectives; and Ø Noted that the deliberations over the budgets and precept were properly conducted and concluded, a formal requirement of £844,825 being adopted at, and recorded in the minutes of, the Full Council meeting in January 2013.
Conclusions
No significant issues have been identified in this area of our review process.
Review of Expenditure
Our aim here is to ensure that: - Ø Council resources are released in accordance with the Council’s approved procedures and budgets; Ø Payments are supported by appropriate documentation, either in the form of an original trade invoice or other appropriate form of document confirming the payment as due and/or an acknowledgement of receipt, where no other form of invoice is available; Ø That an official order is raised for all relevant goods and / or services: we acknowledge that this will not be necessary for all items of expenditure, which are regularly the subject of contracts (e.g. grounds maintenance) or legal requirements (e.g. non domestic rates); Ø All discounts due on goods and services supplied are identified and appropriate action taken to secure the discount; Ø The correct expense codes have been applied to invoices when processed; and Ø VAT has been appropriately identified and coded to the control account for periodic recovery.
We have examined the systems for approval of the release of moneys and undertaken a sample test to ensure compliance with the above criteria: we have examined all those payments individually in excess of £3,000, together with a more random sample of each 30th cashbook transaction irrespective of value, during the financial year. Our sample comprised approximately 150 items, totalling £421,000 and representing 51% of all non-pay related costs for the year with all the above criteria met.
We note that VAT returns continue to be submitted electronically each quarter, as required by extant legislation: we previously checked and agreed the September 2012
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5 submission to the underlying Omega control account balances and subsequent recovery from HMRC. At this final visit, we noted that the March 2013 Return data had been extracted properly from Omega, that the amount due had been paid over in a timely manner and that this amount was in accord with the year-end debtor disclosure in the Statement of Accounts: however, an administrative oversight had resulted in the electronic submission being delayed briefly although this was addressed and no further action, or formal comment, is considered necessary.
Finally in this area, we have updated our year-on-year analysis of expenditure across the range of Council activities, which will assist to inform us of any areas that may require further and specific consideration as part of our 2013-14 review programme.
Conclusions
No issues exist in this area of our review process warranting formal comment or recommendation.
Assessment and Management of Risk
Our aim here is to ensure that the Council has put in place appropriate arrangements to identify all potential areas of risk of both a financial and health and safety nature, whilst also ensuring that appropriate arrangements exist to monitor and manage any such risks identified in order to minimise the opportunity for their coming to fruition. We have consequently: Ø Noted that, in addition to the event specific and wider ranging Pool & Gym and Elgiva Theatre related Health and Safety risk assessments, an appropriate Management Strategy is in place, together with a detailed Risk Register (based broadly on the previously utilised LCRS software, which is no longer compatible with the Town Hall computer system). This was formally adopted by the Policy and Resources Committee originally in December 2011 and has subsequently been updated by the Policy and Projects Officer and been re-adopted by the same Committee in December 2012 and, by subsequent approval of minutes, by Full Council in January 2013; Ø Also noted that, in future, such detailed works will be undertaken by relevant Section Heads to ensure a greater sense of “ownership”, with relevant training having been provided by officers from Chiltern District Council; Ø Noted that the Council’s primary insurance cover continues to be provided by Aon and have examined the schedule for the current year (to April 2012) to ensure that appropriate cover is in place. Both Employer’s and Public Liability stand at £10 million; Fidelity Guarantee cover is at £700,000 and Business Interruption cover is in excess of £550,000, all of which is considered more than adequate to meet the needs of the Council at present given the existing levels of control and the substantial sums held in Treasury deposits not being available for general usage; and Ø Noted from the above examination of higher value payments that motor vehicle fleet insurance is provided by Allianz, but have not deemed it necessary to examine the policy documents this year.
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6 Conclusions
No issues arise in this area.
Budgetary Control and Reserves
We aim in this area of our work to ensure that the Council has appropriate procedures in place to determine its future financial requirements leading to the adoption of an approved budget and formal determination of the amount to be precepted on the District Council, that effective arrangements are in place to monitor budgetary performance throughout the financial year and that the Council has identified and retains appropriate reserve funds to meet future spending plans. To meet this objective, we have: Ø As indicated earlier in this report, noted that the Full Council approved the 2013- 14 budget and precept at their meeting in January 2013, adopting the latter at £844,825, as formally reported as approved in the minutes; Ø Noted that the Finance Officer continues to produce periodic sound management accounts, together with regular statistical information regarding the Gym & Pool Centre, together with a brief commentary on the budget variance positions where appropriate: these are considered formally by members at the Policy and Resources Committee meetings, the minutes of which are subsequently approved by Full Council; Ø Noted that the application of reserves to purchase the digital equipment for the Elgiva was approved appropriately with tender documentation submissions to be made available and examined by us at a later date; Ø Noted that, as at 31st March 2013, Total Usable Reserves stood at £606,000, comprising Capital Receipts of £17,000, specific Earmarked items of £244,000 and the residual General Fund of £345,000. The latter represents approximately five to six months’ net expenditure at current levels (excluding capital items of £105,000), which is considered appropriate to meet the current needs of the Council.
Conclusions
We are pleased to record that no issues have arisen in this area of our review process warranting formal comment or recommendation.
Review of Income
In considering the Council’s income streams, we aim to ensure that robust systems are in place to ensure the identification of all income due to the Council from its various sources; to ensure that the income is invoiced in a timely manner and that effective procedures are in place to pursue recovery of any outstanding monies due to the Council. We note that, in addition to the precept, a wide variety of income streams exist, including that from the Elgiva Theatre, Moor Road swimming pool, Town Hall hire, burial and associated fees, allotments, travel tokens and bank interest and have undertaken the following work this year.
At the first interim visit we have:
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7 Ø By reference to the Burial Applications and attendant Register entries, checked and agreed all interments between April and September 2012 to ensure that the correct fees had been charged in accord with the published scales, that all monies due had been received and properly receipted and that the Omega nominal ledgers had been updated accordingly. No significant issues were identified, although a small overdue balance in relation to a chapel hire from a firm of Funeral Directors had already been identified by officers with appropriate steps taken to follow this up: consequently no formal or further comment was considered necessary in this respect; Ø Checked and agreed two sample months’ cashbook receipt transactions in full to relevant bank statements; and Ø Checked and agreed the maturity of all Treasury Term deposits in the opening six months of the year, also verifying the interest thereon to the relevant bank statement and cashbook entries.
At the subsequent interim update visit and in accord with the five-year strategic programme of work, we have: Ø Noted that the Recreation and Arts Committee undertook a review of the scales of fees and charges across the range of the Council activities for 2013-14, approving detail at their meeting in November 2012; Ø Checked Allotment rental income from the relevant officer’s “in house” registers for all sites to the nominal ledger income code transaction reports to ensure completeness of receipts: one or two completely immaterial miscodings were identified and an appropriate correcting journal entry agreed; Ø Checked the supporting financial documentation for two sample events at the Elgiva Theatre (Calendar Girls and Christmas is Coming) to ensure that the takings were properly recorded in the cashbooks and that the third party re- imbursements were paid and were in accord with the Show Returns; Ø Examined football pitch hire fees from sales ledger day books and copy invoices to ensure that appropriate charges were levied (either on a “game by game” basis or for a series of fixtures), that VAT was being separately identified and that customers were paying in a timely manner; Ø Visually examined the nominal ledger, income code transactions for Town Hall lettings to ensure there were no obvious errors or omissions, particularly in relation to regular monthly hires; Ø Selected a full sample month’s sales ledger day books (January 2013) to identify the invoices raised for each Town Hall hire and checked and agreed the fees charged, noting the continued variations in discounts being allowed for various local user groups which we note officers and members periodically re-consider; Ø Selected a sample week’s booking diary (1st to 7th December 2012) for the Town Hall to ensure that there was an appropriate invoice raised for each individual entry therein; and Ø Examined the Aged Debtors report from the sales ledger as at 31st December 2012 and noted that there were no significant items outstanding (just £2,530 in all) and that the balance was in accord with the Omega trial balance control account.
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8 At this final visit, we have also checked and agreed a further month’s cashbook receipt transactions in full to relevant bank statements and continued our verification of Treasury term deposit “investments” and the interest thereon for the second six months of the financial year.
Conclusions
We are pleased to record that no significant issues arise in this area of our review process: we acknowledge the query raised by a member at a recent P&R Committee meeting with regard to the levels of review of income streams, and the response by officers, and consider that the revised five–year program of work, which has been provided to members, as well as being agreed with officers, will afford an appropriate degree of coverage.
We also note that a debit card “swipe” machine has been obtained for use at the Town hall reception to enable customers to settle their invoices electronically, which should hopefully reduce the levels of cash and cheque handling required in the future.
Petty Cash
We are required, as part of the Internal Audit Certificate in the Annual Return, to assess the adequacy of controls in place over the operation of petty cash accounts at the Council. As previously recorded there have been no changes to the sound controls operated in this area, the Town Hall scheme being operated on a “top up as required” basis, rather than a formal “imprest” basis: this is supplemented by a separate change float on the Town Hall reception desk and further till floats at the Pool and Elgiva.
We have checked and agreed a sample period’s transactions to early December 2012 of the Town Hall’s petty cash accounts at this final visit, ensuring that each payment was supported by an appropriate supplier invoice or till receipt; that the expenditure was analysed to the relevant department; that VAT had been separately identified for inclusion in the quarterly Returns and that re-imbursement had been properly approved and included in the relevant cashbook.
Conclusions
No issues arise in this area.
Salaries and Wages
In examining the Council’s payroll function, we aim to confirm that extant legislation is being appropriately observed as regards adherence to the requirements of HM Revenue and Customs (HMRC) in the deduction and payment over of income tax and NI contributions, together with meeting the requirements of the local government pension scheme.
The Council employs a number of staff (approximately 55 in all, at the peak summer period when the Pool is fully operational) at its various sites and continues to utilise bespoke payroll software installed at the Town Hall (now IRIS following their take-over of Earnie), payments to staff being made electronically by Lloyds TSB’s Telepay
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9 facility. We are pleased to note that the RFO has now trained an additional member of staff, who was already familiar with the package, in the payroll procedures as part of the delegation and segregation of duties we have touched upon in prior years’ reports.
To meet the above objective, we have examined the payroll procedures in place and the physical payments made to staff in September 2012 by reference to that month’s payroll documentation produced on the bespoke payroll software in use by the Council. This work included: - Ø Ensuring that the Council, by way of its Executive Committee, reviews and approves pay scales for staff annually, noting that whilst no national pay award has been agreed for 2012-13 a few employees received approved incremental spinal point increases, and that these have been duly and accurately applied; Ø Checking to ensure that appropriate tax codes are being applied; Ø Checking to ensure that national insurance deductions were being computed accurately depending on whether the employee was a member of the pension scheme or not; Ø Checking that the revised scales of superannuation deductions, based on the revised LGPS salary bandings effective from April 2012, were being applied where appropriate; Ø Testing a sample of deduction and net pay computations; Ø Verifying all payslip detail to the resultant electronic BACS payments made to staff and subsequent deduction payments made over to HMRC and the County’s LGPS administrators; and Ø Finally in this area, we have verified that the Council’s Annual P14 / P35 PAYE Returns had been submitted to HMRC in a timely manner prior to their deadline of 19th May 2013.
Conclusions
Our testing in this area has resulted in no significant matters arising warranting formal comment or recommendation and we acknowledge that members have duly considered and approved revised contracts of employment (Executive Committee meeting minutes November 2012 refer) for staff.
Asset Registers
The Council is required by the Accounts and Audit Regulations 1996 (as periodically amended) to maintain a formal register of the assets owned and managed by the Council. DCK Beavers, the Council’s contract accountants, also maintain a register identifying the gross cost of all assets purchased with a value in excess of the £1,000 de minimus level to which annual depreciation is applied appropriately. The detailed Statement of Accounts identify the gross cost of all such assets, together with the value of any new acquisitions and depreciation charged in the year and cumulatively, the resultant Net Book Value being reported on the Balance Sheet in the FRSSE format Statement of Accounts prepared for presentation to members.
Additionally, for the purposes of the Annual Return only, all depreciation is “written back” to ensure that the total value disclosed at Box 9, Section is in accord with the Chesham TC: 2012-13 (Final update) 09/07/2013 Auditing Solutions Ltd
10 previously revised Practitioners Guidance in this area and we have checked and agreed that this was the case for 2012-13.
Conclusions
There are no issues arising in this area to warrant formal comment or recommendation.
Investments and Loans
Our objectives here are to ensure that the Council is “investing” surplus funds, be they held temporarily or on a longer term basis in appropriate banking and investment institutions, that an appropriate investment policy is in place and that the Council is obtaining the best rate of return on any such investments made and that interest earned is brought to account correctly and appropriately in the accounting records. Ø We are pleased to note that the Council’s annual investment strategy was appropriately reconsidered and re-adopted for 2012-13 by the Policy and Resources Committee at its meeting in February 2012; Ø We have reviewed the transactions for the financial year on the term “investments” placed in Treasury deposits by reference to the Lloyds TSB transaction notifications, also verifying the appropriate and timely receipt of interest earned on the deposits by reference to the relevant receiving bank account statements; Ø We have similarly checked and agreed detail of the annual deposit in the Co- Operative Bank’s Investment Account, noting that there will be no physical interest arising until its maturity in August 2013; and Ø We have checked and agreed detail of the two instalment repayments on the outstanding PWLB loans from relevant bank statement and cashbook entries to their third party “demand” notifications, also verifying the accurate disclosure of the residual loan liability at Box 10, Section 1 of the Annual Return.
Conclusion
No issues arise in this area this year.
Statements of Account and Annual Return
The Council continues to engage the services of third party accountancy contractors (DCK Beavers Ltd) for its year-end closedown processes, together with the preparation of the detailed annual financial Statements of Account.
As recorded in previous years’ final reports, the Annual Return, originally relevant to smaller bodies below the £1 million threshold, but now applicable to all those below £6.5 million, provides the Council’s statutory Statements of Account subject to external audit certification.
We are, however, pleased to note that more detailed Accounts and Supplementary Notes (based on the FRSSE format) have again been prepared for presentation to members, in
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11 order to further inform them of the underlying financial performance of the Council and provide comparative information with the previous year.
We have checked and agreed the detail therein from underlying Omega software and other documentation provided and are pleased to note with no issues identified in this area of our review, also verifying the correct translation of that data into the year’s Annual Return at Section 1.
Conclusions
As noted in the preamble to this report we have duly “signed off” the Internal Audit Certificate at Section 4 of the Annual Return, assigning positive assurances in all areas.
Chesham TC: 2012-13 (Final update) 09/07/2013 Auditing Solutions Ltd
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 12 - FLAG FLYING POLICY
Reporting Officer: Bill Richards (01494 583824)
Summary
1. To consider the current flag flying policy and consider any amendments if necessary.
Background Information
2. The current policy was adopted at the Council meeting in January 1992.
Financial Implications
3. None pertaining to this report.
Strategic Objectives
4. Accords with strategic aim 3 – ‘To preserve the unique identity of Chesham and promote its heritage’
Equality Act Implications
5. None pertaining to this report.
Detailed Consideration
6. Flags are currently flown in the Broadway on the following occasions:
Union Flag – as directed by the Government’s Department of Culture, Media and Sport.
Birthdays of:
• The Queen (official and actual birthdays) • Prince Phillip • Prince Charles • Princess Anne • Prince Andrew • Prince Edward • Countess of Wessex • Duchess of Cornwall • Prince William • Duchess of Cambridge
• Date of Queen’s Accession • Date of Coronation • Date of Queen’s Wedding • St Georges Day • Commonwealth Day • Europe Day (together with European Flag)
Additionally the Union Flag and three other flags are flown by the Royal British Legion on Remembrance Sunday.
United Nations Flag – flown on United Nations Day.
Town Flag Annual Town Meeting Annual Meeting of the Council Schools of Chesham Carnival Day Civic Service* Carol Service* Town Mayor’s Birthday Local Election Day Death of Councillor, former Councillor, senior officer of the Council or Townsperson honoured by the sovereign (half-mast). Other special occasions e.g. sporting successes or the opening of Public Buildings, by direction of the Chairman.
* flown at the church of the service if practicable, if not then in the Broadway.
7. Members may wish to review the flag flying protocol as it has been several years since the policy was set. Local authorities can fly the Union Flag whenever they wish. The recent death of former Prime Minister, Baroness Thatcher, raised some debate as to whether national political figures and their passing should be recognised by the flying of the Union Flag at half mast. Moreover the Committee may wish to consider whether the Town Flag should be flown at half-mast only for ‘Senior Officers’ or for any full-time employee of the Council in the, hopefully, unlikely event of their death while still in employment. Members may also wish to consider whether the passing of only Townspeople ‘honoured by the sovereign’ should be recognised or whether the Mayor should be given authority to determine whether the death of any local resident should be honoured with the flying of the Town Flag at half-mast as with the ‘special events’.
8. Having been some 20 years since the policy was last reviewed; the Committee may also be of the view that other events in the calendar should also be acknowledged by the flying of the Town Flag.
Recommendation
That the Committee considers, what, if any, changes it wishes to make to the flag flying policy.
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 13 - FORWARD PLAN
Reporting Officer: Bill Richards (01494 583824)
Summary
1. To consider and note a Forward Plan.
Background Information
2. The first Forward Plan was presented to the Policy and Resource Committee in March 2012.
Financial Implications
4. None pertaining to this report.
Strategic Objectives
5. Non applicable.
Equality Act Implications
6. None pertaining to this report.
Detailed Consideration
7. The forward plan
A forward plan is proposed to be published every six months to cover significant milestones, events and projects in the cycle of the Council.
8. Contents of the forward plan
The forward plan includes information about –
(a) any key decisions that are due to be made in the next six months; (b) major events or activities planned during this period; (c) timetable for any capital works; (d) arrangements for any consultation on proposed projects if appropriate; (e) which Committee meetings, projects/decisions are to be considered.
9. Contacts
Each item in the forward plan gives the name of the person to be contacted for further information, together with that person’s contact details.
10. Forward plan as from 1st July 2013
The following is a summary of the projects/policies/decisions that are proposed to be take place during the period of six months commencing on 1st July 2013.
Subject Date / period Committee, if Contact decision is required
1. Chesham in Bloom Judging 9th July Kathryn Graves 2. Distribution of ‘Town Guide’ July Kathryn Graves 3. Commencement of ‘Bands in the July Sue Hearn Park‘ concerts 4. Decisions on funding applications July Bill Richards for skatepark – Veolia Trust and Sport England 5. Installation of Digital Projector - August Mark Barnes Elgiva 6. 60th Anniversary of Lowndes Park August Bill Richards event 7. Elgiva closedown and maintenance August Mark Barnes programme 8. First showing of 3-D film at Elgiva September Mark Barnes 9. Possible investment in new September Rec & Arts – Danny Essex weights/gym equipment September 10. Chesham in Bloom Results September Kathryn Graves announced, plus AGM & Chesham prize-giving 11. Deadline for Donation Applications September 30th Steve Pearson 12. Dismantling of Lowndes Park September 30th Bob Ayres canopy 13. Review of contract for Council October P & R October Bill publications Richards/Kathryn Graves 14. Review of Bullying and Harassment October P & R October Kathryn Graves Policy 15. Review of Grievance Procedures October P & R October Kathryn Graves 16. Review of Disciplinary Policy October P & R October Kathryn Graves 17. First draft budgets November Rec & Arts – Steve Pearson/Bill November Richards 18. Determination of Donations November Council - Steve Pearson November 19. Decision on funding applications for November Bill Richards skatepark – Biffa Trust
20. Christmas Lights Switch-On 29th November Kathryn Graves 21. Review of Health & Safety Policies 9th December P & R Kathryn Graves December 22. Review of Risk Management Policy 9th December P & R Kathryn Graves December 23. Second draft budgets December P & R – Steve Pearson/Bill December Richards 24. ‘Wonderful Wizard of Oz’ Panto 5th December Mark Barnes Elgiva opens 25. Carol Service 18th December Maria McGwynn
Recommendation
That the Forward Plan be noted, subject to any comments Members may wish to make.
Report of the Officers to a meeting of the Policy and Resources Committee on Monday 15th July 2013
AGENDA ITEM NO: 14 - CHESHAM YOUTH COUNCIL
Reporting Officer: Bill Richards (01494 583824)
Summary
1. To consider the future of Chesham Youth Council.
Background Information
2. Chesham Youth Council was started in 1992 ‘to provide a voice for Young People in Chesham and to help Young People understand the Political Process in Local Government.’
Financial Implications
3. None pertaining to this report.
Strategic Objectives
4. Accords with strategic objective 4 – ‘To consult with, understand and represent the views and wishes of the citizens of Chesham’.
Equality Act Implications
5. The Youth Council is open to all and particularly welcomes those with protected characteristics under the age of 21.
Detailed Consideration
6. Unfortunately the Youth Council has been struggling for numbers on its Committee for at least two years (despite numerous recruitment drives by existing members) and numbers now are so low as to mean, in effect, that the organisation has ceased to operate since the end of last year.
7. The Youth Council has always played an important role in helping to feed through young people’s aspirations for the town. It has also played an integral part in helping with consultation (e.g. on the skatepark and our play-areas) and obtaining external funding.
8. It is probably fair to say that, in recent years, the Youth Council has had something of an identity crisis and found it difficult to attract, particularly, younger members to replace those older members who had left due to either exam pressures or being too old. It may be that the explosion of social media during the last five years has resulted in such a cultural shift that Youth Council meetings are viewed as anachronistic by young people and it is unlikely to operate meaningfully again. However it would of course be in the interests of both the Council and the young people themselves to have a strong voice through a Youth Council.
9. Obviously recruitment has gone on through the schools where possible. However with Chesham Grammar School having many pupils from outside the town, recruitment from there has been particularly difficult and the membership for the last few years have been heavily based around students from the Chiltern Hills Academy. Attempts have previously also been made to try and get the schools to encourage members of their respective school councils to be active in the Youth Council but were generally unsuccessful.
10. In light of the foregoing and the fact that the organisation is effectively moribund, officers would welcome the Committee’s view as to whether it would wish to see the Youth Council continued in its present form or see it developed into perhaps a more modern incarnation that potentially could be more attractive to young people. It may be that greater synergy with the Youth Club would facilitate this. Buckinghamshire County Council used to supply a support worker to the Youth Council but stopped this practice about three years ago.
11. At this juncture, your Clerk feels it is important to recognise and thank the Members who have been involved with the Youth Council over a number of years and, particularly, Councillor Mrs Pirouet who has been heavily involved since her election as a councillor. It is fair to say that, without her efforts, the Youth Council would have declined far more rapidly than has actually done.
Recommendation
That the Committee considers if it wishes Chesham Youth Council to continue and, if so, in what guise it would like this organisation to take.
Bill Richards Town Clerk