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Agenda of the Finance, Policy & Administration Committee

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Agenda of the Finance, Policy & Administration Committee AGENDA OF THE FINANCE, POLICY & ADMINISTRATION COMMITTEE MEETING TO BE HELD ON MONDAY 6 JANUARY 2020 AT 7.30 PM IN THE ROBING ROOM, THE CASTLE, HERTFORD 1. RECORDING OF MEETING To establish if it is the intention of any person present to record the meeting. 2. APOLOGIES FOR ABSENCE To receive apologies for absence. 3. DECLARATIONS OF INTEREST To receive Members’ declarations of Disclosable Pecuniary Interests (as defined by the Relevant Authorities (Disclosable Pecuniary Interests) Regulations 2012) where these Disclosable Pecuniary Interests: a) Have not already been entered into the register and b) Relate to a matter to be considered To note that such interests so declared must be formally notified to Town Clerk and the Monitoring Officer at East Hertfordshire District Council of the interest within 28 days. To receive Members’ declarations of Declarable Interests in accordance with Hertford Town Council’s Code of Conduct (adopted 8th April 2013). 4. THE MINUTES To confirm as correct the Minutes of the meeting held on 14 October 2019 and to authorise the Chairman to sign the same. 5. ACTION SHEET To note the Action Sheet - PAPER A (page 5) 6. QUESTIONS AND/OR STATEMENTS FROM MEMBERS OF THE PUBLIC Members of the public may speak about specific items on this agenda which contain a recommendation, provided they have advised the Town Clerk of their wish to speak no later than midday on the Friday before the meeting (or midday of the last working day of the week before the meeting). A list giving details of the name(s) 1 and relevant agenda item(s) will be circulated to Councillors before the meeting commences. 7. FIRST HALF INCOME AND EXPENDITURE 2019/20 To receive a report on the income and expenditure to 30 September 2019 – PAPER B (page 7) 8. FINANCE (a) Draft Budget 2020/21 To consider the draft budget for 2020/21 - PAPER C (page 37) (b) Bank Reconciliations To receive the bank reconciliation summaries for September to November 2019 - PAPER D (page 47) (As agreed at the meeting of this Committee on 16 th February 2009, summary sheets only are provided. Bank Statements can be viewed in the Castle at any time (c) Interim External Audit for 2019/20 To receive a copy of the Interim External Audit report for 2019/20- PAPER E (page 53) 9. COMMUNITY GRANT APPLICATIONS To consider the following applications under the Community Grant Fund. (a) The Sele School (b) Keech Hospice Care (c) Hertfordshire Festival of Music (d) Hertford Quaker Meeting (e) Hertford Book Festival Committee PAPER F (page 61) 10. NEW HOMES BONUS GRANT FUND APPLICATIONS To consider the following applications under the NHB Grant Fund. (a) Replenish Refill Store CIC (b) Groundwork (c) Hertford Arts Hub PAPER G (page 63) 2 11. PERSONNEL SUB COMMITTEE To receive the minutes of the Personnel Sub Committee Meeting held on 11 November 2019. PAPER H (page 65) 12. REVIEW OF CONSTITUTION To review the following documents within the Constitution a) 1.1 Intro page 67 b) 1.2 Residents and the Council page 73 c) 1.3 Powers and Functions page 77 d) 1.4 Town Clerk and other Managers page 81 e) 1.5 Council’s Assets page 85 13. MUSEUM REPORT To receive the Annual Report from the Museum and funding bid - PAPER I (page 91) 14. FINANCE, POLICY & ADMINISTRATION OBJECTIVES FOR 2019 - 2023 To note the progress on the Objectives 2019-23 – PAPER J (page 127) 3 This page is intentionally blank 4 PAPER A ACTION LIST FROM FINANCE, ADMINISTRATION AND POLICY COMMITTEE MEETING – 14 th OCTOBER 2019 ACTION BY DUE DATE STATUS AS AT December 2019 FINANCE None outstanding PREMISES None outstanding OTHER Ashley Webb Shelter Refurbishment and future Maintenance of JW East Herts Council are keen to work with the Council in a Castle Grounds collaborative way to implement the Greenspace Management Plan that Eas t Herts Council has produced. Progress to date: · East Herts Council wishing to progress improvements (subject to funding being available). · Consultation of the Castle Grounds Management Plan likely to take place in New Year – starting in January 2020. · Consultation can be a joint exercise with Hertford Town Council being involved as a landowner/manager of part of the Castle grounds. Militia Colours JW COMPLETE Two of the three Colours were received by All Saints Church on Sunday 10th November. The Hoddesdon one has been 5 accepted by Hoddesdon Church. Ref:FinAdmin/ActList/1 This page is intentionally blank 6 PAPER B REPORT TO A MEETING OF THE POLICY, FINANCE & ADMINISTRATION COMMITTEE – 6 JANUARY 2020 AGENDA ITEM 7 – 2nd QUARTER INCOME & EXPENDITURE 2019/20 1. PURPOSE OF THE REPORT 1.1 This report gives an overview of the 2nd quarter of the year accounts for the Council. 1.2 All the Council Committees (also) receive quarterly monitoring reports that provide the financial oversight for the work overseen by the individual Committees. 2. SUMMARY 2.1 The Total Overall Expenditure for the Council is less by £20,709 in the 2nd quarter of the financial year 2019/20 when compared to the last financial year figure. The Overall expenditure in 2018/19 was £525,489 when compared to 2019/20 is £504,780. 2.2 The Closing General Reserves at the end of the 2 nd quarter in 2018/19 was £1,134,357 compared to £1,310,631 for the same period in 2019/20. Committee Projected Outcome £ Opening General Reserves 614,945 Finance, Policy & Administration Surplus 34,815 Development & Leisure Surplus 25,605 Community Services Surplus 7,697 Total Surplus 683,062 Transfers from Gen. Reserve (35,405) Projected Closing Gen. Reserve 647,657 3. Community Services Summary 3.1 Total income is £16,815 (38.6%) lower than same period in the last financial year. 3.2 Net expenditure in the 2nd quarter of 2019/20 is £74,852 compared to the £56,975 in 2018/19. The significant difference between these two periods is due to the low income received during half of the financial year 2019/20. 3.3 The difference between projected outcome and the budgeted figure in 2019/20 shows a surplus of £7,697 as at the end of the 2nd quarter. This is likely to change by the end of the financial year in the table 1 below. 3.4 Cemetery income is budgeted for £70,490 in the financial year 2020/21 by looking at the trend from 2016/17 to 2018/19. There is possibility of not meeting this target based on the income received as at end of the 2nd quarter 2019/20 7 PAPER B CS BUDGET SUMMARY TABLE 1 ACTUAL BASE Base ACTUAL Projected Base TO BUDGET Budget TO Outcome Budget 30.09.18 2018/19 2019/20 30.09.19 2019/20 ALLOTMENTS 2020/21 TOTAL ALLOTMENT INCOME (5,206) (10,390) (10,681) (5,235) (11,074) (11,074) ALLOTMENT & PAMS (SALARIES) 25,810 63,195 68,445 31,949 68,445 68,462 ALLOTMENT & PAMS EXP 12,562 79,521 84,717 5,267 70,517 62,475 TOTAL ALLOTMENT, PAMS & CCY EXP. 38,372 142,716 153,162 37,216 138,962 130,937 NET ALLOTMENT, PAMS & CCY EXP. 33,167 132,326 142,481 31,981 127,887 119,863 ACTUAL BASE Base ACTUAL Projected Base TO BUDGET Budget TO Outcome Budget 30.09.18 2018/19 2019/20 30.09.19 2019/20 CEMETERY 2020/21 TOTAL CEMETERY INCOME (38,398) (63,760) (65,545) (21,553) (39,415) (59,415) CEMETERY EXP.(SALARIES) 46,853 95,585 104,312 50,624 104,312 105,740 TOTAL CEMETERY GEN. EXP. 15,353 72,105 97,637 13,801 78,403 68,784 TOTAL CEMETERY EXP. 62,206 167,690 201,949 64,424 182,715 174,524 NET CEMETERY EXPENDITURE 23,808 103,930 136,404 42,871 143,300 115,109 ACTUAL BASE ACTUAL Projected Base Base Budget TO BUDGET TO Outcome 2019/20 Budget TOTAL 30.09.18 2018/19 30.09.19 2019/20 2020/21 TOTAL INCOME CS (43,604) (74,150) (76,226) (26,789) (50,490) (70,490) TOTAL EXP. CS 100,579 310,406 355,111 101,641 321,677 305,461 TOTAL NET EXP. CS 56,975 236,256 278,885 74,852 271,187 234,971 8 PAPER B 9 PAPER B 4. Development & Leisure Summary 4.1 Total income is £3,605 (3.0%) better than same period in the last financial year. 4.2 Net expenditure in the 2nd quarter is £133,717 compared to 132,172 that was spent in the same period for the financial year 2018/19. 4.3 The expenditure is in line with the budget set for 2019/20. The services provided have performed better in the 2nd quarter of the year compared to last year and generated more income. The difference between projected outcome and the budgeted figure shows a surplus of £25,605 as at the end of the 2 nd quarter. The projected figure is likely to change by the end of the financial year since this report is based on half of the year. 4.4 The income and expenditure for the 2 nd quarter of the year is listed in Appendix 2 as an attachment and the summary can be found below in Table 2. 10 PAPER B BUDGET SUMMARY TABLE 2 ACTUAL BASE Base ACTUAL Projected Base BUDGET Budget Outcome Budget DOWNSHIRE TO TO 2018/19 2019/20 2019/20 2020/21 SUITE 30.09.18 30.09.19 TOTAL DS INCOME (47,654) (86,919) (89,353) (47,214) (81,914) (79,573) DS EXP.
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