Ref: Finadmin/fagenda 23rd December 2020
TO: ALL MEMBERS OF THE FINANCE, POLICY AND ADMINISTRATION COMMITTEE
Dear Councillor,
A Meeting of the Finance, Policy and Administration Committee will be held on:
MONDAY 4TH JANUARY 2021 TO BE HELD REMOTELY AT 7.30 PM Please contact Nick.kirby@hertford.gov.uk for access details
The Agenda is attached.
Yours sincerely
Mr J Whelan Town Clerk
Members of the Committee Councillors: Mrs R Bolton, R Deering, Mrs J Goodeve, Mrs S Newton, R Pinkham, A Porrer, P Ruffles, Miss J C S Sartin and T Tarrega
Substitutions: Councillors: R Cinnamon, Mrs S Barber, Mrs M Brady, Mrs A Daar, S Hunt, J Lynch MBE
TOWN CLERK – JOSEPH WHELAN MBA The Castle Hertford SG14 1HR Tel: 01992 552885 Fax: 01992 505876 Email: [email protected] AGENDA OF THE FINANCE, POLICY & ADMINISTRATION COMMITTEE MEETING TO BE HELD ON MONDAY 4 JANUARY 2021 AT 7.30 PM, TO BE HELD REMOTELY
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, as amended March 2020).
4. THE MINUTES
To confirm as correct the Minutes of the meeting held on 19 October 2020 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) and relevant
1 agenda item(s) will be circulated to Councillors before the meeting commences.
7. SECOND QUARTER INCOME AND EXPENDITURE 2020/21
To receive a report on the income and expenditure to 30 September 2020 – PAPER B (page 7)
8. FINANCE
(a) Draft Budget 2021/22
To consider the draft budget for 2021/22 - PAPER C (page 41)
(b) Bank Reconciliations
To receive the bank reconciliation summaries for September to November 2020 - PAPER D (page 47)
(As agreed at the meeting of this Committee on 16th February 2009, summary sheets only are provided. Bank Statements can be viewed in the Castle at any time
(c) Interim Internal Audit for 2020/21
To receive a copy of the first Interim Internal Audit report for 2020/21- PAPER E (page 51)
(d) Final External Audit for 2019/20
To receive a copy of the Final External Audit report for 2019/20- PAPER F (page 61)
9. COMMUNITY GRANT APPLICATIONS
To consider the following applications under the Community Grant Fund. (a) The Hertford Club (b) Hertford Voices Touring Choir (c) Rotary Club of Hertford (d) Hertford and Ware Air Training Corps
PAPER G (page 65)
10. NEW HOMES BONUS GRANT FUND APPLICATIONS
To consider the following applications under the NHB Grant Fund. (a) Hertford and Ware Air Training Corps (b) Holy Trinity, Bengeo
2 PAPER H (page 67)
11. PERSONNEL SUB COMMITTEE
To receive the minutes of the Personnel Sub Committee Meeting held on 16 November 2020. PAPER I (page 69)
12. REVIEW OF CONSTITUTION
To review the following documents within the Constitution
a) 1.1 Intro page 73 b) 1.2 Residents and the Council page 79 c) 1.3 Powers and Functions page 83 d) 1.4 Town Clerk and other Managers page 87 e) 1.5 Council’s Assets page 91
13. MUSEUM REPORT
To receive the Annual Report from the Museum and funding bid - PAPER J (page 97)
14. FINANCE, POLICY & ADMINISTRATION OBJECTIVES FOR 2019 - 2023
To note the progress on the Objectives 2019-23 – PAPER K (page 129)
15. EXCLUSION OF PRESS AND PUBLIC
It is recommended that in view of the confidential nature of the following item, which relates to the business matters of other individuals and organisations, the public shall be excluded while the following item is discussed. This is in accordance with the Public Bodies (Admission to Meetings) Act 1960, as amended by the Local Government Act 1972.
16. HUMAN RESOURCE AND ORGANISATION DEVELOPMENT CONSULTANCY SERVICES
To receive a report regarding the award for the contract for Human Resource and Organisation Development Consultancy Services. – PAPER L (page 137)
3
This page is intentionally blank
4 PAPER A ACTION LIST FROM FINANCE, ADMINISTRATION AND POLICY COMMITTEE MEETING – 19th OCTOBER 2020 ACTION BY DUE DATE STATUS AS AT DECEMBER 2020 No items to report
Ref:FinAdmin/ActList/1 5
This page is intentionally blank
6 PAPER B
REPORT TO A MEETING OF THE POLICY, FINANCE & ADMINISTRATION COMMITTEE – 4 JANUARY 2021
AGENDA ITEM 7 – SECOND QUARTER INCOME & EXPENDITURE 2020/21
1. PURPOSE OF THE REPORT
1.1 This report gives an overview of the Second quarter of the year accounts for the three Committees (Finance, Policy & Administration, Development & Leisure and Community Services).
1.2 All the Councill Committees (also) receive quarterly monitoring reports that provide the financial oversight for the work overseen by the individual committees.
1.3 The total operational income in the second quarter of the Financial Year 2020/21 for the three Committees is £101,571; the income is lower than same period in the last financial year because of the lockdown due to Covid- 19. The areas mostly affected are the hospitality business of venue hire for events and, weddings in the Castle and Mill Bridge Rooms. Operational income for the three committees in the same period last year was £193,637.
1.4 Total overhead expenditure for the three Committees in the second quarter of 2020/21 is £631,687 compared to £698,417 in 2019/20
2. SUMMARY
2.1 At this second stage of the year, the only item deviating from budget is income received in the second quarter. Overall net expenditure in the second quarter of the year is £530,115 compared to £504,780 for the same period last year.
2.2 Officers are working on how to close this gap by doing more marketing of venue hire and trying to secure more bookings. Some recovery on income generation for venue hire may happen before the end of the financial year and this will depend on the circumstances around Covid-19.
2.3 At the time of writing Hertfordshire has moved to Tier 4; weddings and civil partnership ceremonies should not take place and venues including community centres and halls which must close until further notice. The Town and Tourist Information Centre includes non-essential retail and is therefore closed from the evening of Saturday 19 December until further notice.
3. COMMUNITY SERVICES – SIGNIFICANT ITEMS
3.1 The Committee finished the second quarter of the Financial Year 2020/21 with a net expenditure of £74,891 compared to the same period in the Financial Year 2019/20 of £74,852. The details of the income and expenditure for the second quarter are listed in Appendix A.
7 PAPER B
Allotment, Public Amenities & Closed Churchyards budget 3.2 The net expenditure on Allotment, Public Amenities and Closed Churchyards in the second quarter of 2020/21 is £37,397 compared to £31,981 for the same period in 2019/20.
Cemetery Budget
3.3 The net expenditure in 2nd quarter of the Financial Year 2020/21 is £37,495 compared to £42,871 for the 2nd quarter of 2019/20.
SUMMARY
3.4 At this stage of the current year, the projected annual expenditure is £246,583 compared to the budget of £249,549 There is not much difference between the projected outcome and the budget figure.
3.5 An extraordinary cost was incurred in relation to the theft of the van utilised by the Council’s Grounds Staff. These have been absorbed through virements within the Community Services overall budget. These are shown in Appendix 1 at the following budget lines 5120,5240,5340,5342 and 5355.
3.6 COMMUNITY SERVICES BUDGET SUMMARY TABLE 1
ACTUAL ACTUAL ACTUAL Base Projected Base TO TO TO Budget Outcome Budget ALLOTMENTS 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 TOTAL ALLOTMENT INCOME (5,235) (10,847) (5,473) (11,074) (11,074) (11,196) ALLOTMENT & PAMS (SALARIES) 31,949 66,960 33,797 68,334 68,334 70,509 ALLOTMENT & PAMS EXPENDITURE 5,267 49,846 9,072 63,476 63,505 63,141 ALLOTMENT TOTAL EXPENDITURE 37,216 116,806 42,870 131,810 131,838 133,650 ALLOTMENT NET EXPENDITURE 31,981 105,959 37,397 120,735 120,764 122,454
ACTUAL ACTUAL ACTUAL Base Projected Base TO TO TO Budget Outcome Budget CEMETERY 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 TOTAL CEMETERY INCOME (21,553) (52,845) (31,772) (59,415) (59,384) (59,886) CEMETERY EXPENDITURE (SALARIES) 50,624 103,113 52,032 105,446 104,599 109,046 TOTAL CEMETERY EXPENDITURE 13,801 32,768 17,235 82,783 80,604 69,430 CEMETERY TOTAL EXPENDITURE 64,424 135,881 69,267 188,229 185,203 178,476
8 PAPER B
CEMETERY NET EXPENDITURE 42,871 83,037 37,495 128,814 125,819 118,589
COMMUNITY SERVICES TOTAL CS Total Income (26,789) (63,691) (37,245) (70,490) (70,458) (71,083) CS Total Expenditure 101,641 252,687 112,136 320,039 317,041 312,126 CS Total Net expenditure 74,852 188,996 74,891 249,549 246,583 241,043
9 PAPER B
10 PAPER B
4. DEVELOPMENT & LEISURE – SIGNIFICANT ITEMS
4.1 There is small income of £3,313 recorded in the second quarter of the year due to Covid-19. The income received in the same period 2019/20 from the five major revenue streams, Downshire Suite, Town Centre, Events, Mill Bridge Room, and Tourist Information Centre, was £122,010.
4.2 The reduction in venue hire will however lead to savings of £6,500, for paid overtime and weekend staff that usually work on evenings and weekend events for the second quarter. The Venue Hire Manager continued to market the venue for potential hires in the coming financial year. The lockdown has been a setback for the hospitality industry. The manager continues to liaise with clients that have already made bookings for weddings to try to avoid cancellations due to COVID-19. Some of the clients are deferring their bookings, and some are happy to keep their bookings and take alternative dates.
Expenditure
4.3 Total expenditure for the second quarter of year 2020/21 is £179,183 of which the salary budget accounts for £131,367. The total expenditure in the same period last year was £255,728.
4.4 Facilities Officers have undertaken extensive redecoration of the inside of the castle and Mill Bridge Rooms while there is no hiring of the venues due to the lockdown.
11 PAPER B
4.5 Undertaking the extensive redecorating made use of the Castle being less busy and is in full accordance with the Council’s obligations as Lead Tenant on the repairing lease the Council has with its landlord. Whilst Castle maintenance is a responsibility that is overseen by the Finance, Policy and Administration Committee one of the Facilities Officer has their entire salary charged to the D&L budget heading.
4.6 Other examples of staff whose salaries are charged to the D&L staff budget line have been undertaking alternative tasks include the comprehensive relaunch of the much-improved Hertford Castle website, undertaking Mayoral support, and working on projects including the neighbourhood area plans. These officers have spent 10%-15% of their salaries apportionment in carrying out those tasks which equate to £6,800 of Development and Leisure salaries.
Net Expenditure
4.7 The net expenditure in the second quarter of the financial year 2020/21 is £175,870 compared to £133,717 same period in the financial year 2019/20. The net expenditure is high because the income received in the second quarter of the year is lower than usual.
SUMMARY
4.8 The income budgeted for the second quarter would have been in the range of £120,000 if compared with the same period last year, but due to the lockdown, events and venue hire cancelled, the income recorded is not a comparative.
4.9 The projected figure at the end of the second quarter shows £64,540 overspend when compared to the 2020/21 budget. The overspend projected is likely to reduce by the end of the financial year if officers can generate income from potential bookings.
4.10 The overspend described earlier in this report is due to lower income projected for the whole year and expenditure is down by £118,215 based on savings made on the budget for the financial year 2020/21. These in year savings are listed in the Table below,
12 PAPER B
4.11 Total fixed cost that is about 71% of the £553,335 budgeted expenditure for the financial year 2020/21 detailed below. This cost must be met and would only vary if the Council chose to change the services it provides including the staffing required to provide those services
Salary 264,145.00 Rent 16,597.15 Rates 9,855.00 Wifi 14,136.96 CCTV 33,363.74 Xmas Light Tree 30,839.18 Taxi marshal 7,488.00 Hanging Basket 8,414.95 Utilities 2,138.54 Tel, Postage,Copier, Stationery 3,722.80 TOTAL FIXED COST 390,701.32
Budgeted Expenditure 553,334.85
% of Fixed Cost 71%
4.12 The projected 2020/21 expenditure is significantly lower than the actual spent by (12.8%) when compared to the previous financial year. The total income predicted for the financial year is significantly lower than anticipated due to events from March – December being cancelled; therefore, no income can be achieved during this financial year.
4.13 Ticket sales from the TTIC have significantly reduced as organisations have had to cancel events resulting in lower levels of income. The same is true,
13 PAPER B
for Hertford Castle based events including the Open-Air Cinema and Open- Air Theatre events.
4.14 Officers continue to promote venue hire and other income generating streams, such as merchandise sales at the TTIC and making the HTC website e commerce a process that should be completed by early January 2021.
4.15 Officers will continue to review closely the budgets overseen by this Committee. Any further opportunities for savings will be secured within the current pattern of service provision. Income and expenditure for the financial year 2020/21 is listed in Appendix 1 and the summary shown below in Table 1.
4.16 The second quarter financial position is discussed in this report, the position requires close monitoring given the significant challenges that the Council and the wider community continue to face in relation to the coronavirus pandemic.
DEV & LEISURE BUDGET SUMMARY TABLE 2
ACTUAL ACTUAL Base Projected Base Actual to TO TO Budget Outcome Budget 30.09.19 DOWNSHIRE SUITE 31.03.20 30.09.20 2020/21 2020/21 2021/22 DS TOTAL INCOME (47,214) (65,103) (445) (79,573) (3,895) (48,272) DOWNSHIRE SUITE EXPENDITURE (SALARIES) 27,489 48,588 17,632 55,936 37,970 57,817 DOWNSHIRE SUITE EXPENDITURE (OTHER) 4,435 13,769 687 22,119 3,399 13,341 DOWNSHIRE TOTAL EXPENDITURE 31,923 62,357 18,319 78,055 41,369 71,159 DOWNSHIRE NET EXPENDITURE (15,290) (2,746) 17,874 (1,518) 37,475 22,886
Actual to ACTUAL ACTUAL Base Projected Base TO TO Budget Outcome Budget MILLBRIDGE ROOMS 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 MB TOTAL INCOME (8,524) (16,929) 126 (19,063) (500) (13,000) MILLBRIDGE ROOM EXPENDITURE (SALARIES) 10,925 21,832 10,755 23,046 23,046 23,775 MILLBRIDGE ROOM EXPENDITURE (OTHER) 1,400 1,400 1,372 1,677 1,407 1,513 MILLBRIDGE TOTAL EXPENDITURE 12,325 23,232 12,128 24,723 24,453 25,289 MILLBRIDGE NET EXPENDITURE 3,802 6,303 12,254 5,660 23,953 12,288
ACTUAL ACTUAL Base Projected Base Actual To TO TO Budget Outcome Budget EVENTS & TOWN 30.09.19 CENTRE 31.03.20 30.09.20 2020/21 2020/21 2021/22 EVENTS & TOWN INCOME (36,547) (45,945) (1,260) (44,000) (0) (47,484) EVENTs EXPENDITURE (SALARIES) 56,328 113,601 57,549 116,604 116,604 119,941
14 PAPER B
EVENTS EXPENDITURE (OTHER) 64,598 128,590 21,297 173,420 123,483 160,752 EVENTS TOTAL EXPENDITURE 120,926 242,192 78,845 290,024 240,087 280,693 EVENTS NET EXPENDITURE 84,379 196,247 77,585 246,024 240,087 233,209
TOWN & TOURIST ACTUAL ACTUAL ACTUAL Base Projected Base INFORMATION TO TO TO Budget Outcome Budget CENTRE 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 TTIC TOTAL INCOME (29,726) (54,170) (1,734) (52,648) (8,135) (44,677) T&TIC EXPENDITURE (SALARIES) 46,777 91,753 45,431 89,281 89,281 92,119 T&TIC EXPENDITURE (OTHER) 43,776 79,694 24,460 71,251 39,929 58,194 T&TIC TOTAL EXPENDITURE 90,553 171,446 69,891 160,532 129,211 150,313 T &TIC NET EXPENDITURE 60,827 117,277 68,157 107,885 121,076 105,636
Dev & Lei Total Income (122,010) (182,147) (3,313) (195,284) (12,530) (150,434) Dev & Lei Total Expenditure 255,728 499,227 179,183 553,335 435,120 524,454 Dev & Lei Total Net Expenditure. 133,717 317,080 175,870 358,051 422,591 374,020
Abbreviations used DS = Downshire Suite, ground floor rooms for hire at the Castle D&L = Development & Leisure Committee MB = Millbridge Room SW = Seed Warehouse, the Council’s building in the Wash TTIC = Town & Tourist Information Centre
15 PAPER B
16 PAPER B
5. FINANCE POLICY AND ADMINISTRATION – SIGNIFICANT ITEMS
5.1 The Committee finished the second quarter of the year 2020/21 year with an overall net expenditure of £279,354 compared to the net expenditure of £296,211 in Financial Year 2019/20.
5.2 At this stage of the year no items have been identified as deviating significantly from budget, either adversely or favourably.
5.3 The income and expenditure for the financial year 2020/21 is listed in Appendix 3 and the summary shown below in Table 3
FINANCE POLICY & ADMINISTRATION SUMMARY TABLE 3
ACTUAL ACTUAL ACTUAL Base Projected Base TO TO TO Budget Outcome Budget INCOME 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 Bank Interest Income (5,405) (10,696) 0 (9,222) (2,696) (1,323) Recharge 0 (192) 0 0 (192) 0 Castle Rent (23,866) (61,593) (37,565) (60,568) (59,519) (63,324) Seed Warehouse (15,567) (42,137) (23,448) (44,275) (41,134) (44,275) FP & A Total Income (44,838) (114,619) (61,013) (114,065) (103,542) (108,922)
ACTUAL ACTUAL ACTUAL Base Projected Base TO TO TO Budget Outcome Budget EXPENDITURE 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 General Admin- Salaries 79,082 150,677 76,050 179,327 154,820 184,793 Gen Adm (Non Staff) 15,411 3,905 5,360 5,439 5,439 5,499 Gen Office Exp 39,141 73,049 28,714 99,923 84,632 96,473 Mayoral Exp 9,574 16,797 3,190 23,456 20,116 21,186 Election Expenses 0 82 0 5,243 5,140 5,300 Museum Salaries 2,265 4,530 2,300 4,625 4,556 4,752 Museum Grant 70,252 140,423 70,212 140,423 140,423 140,423 Community Grant 3,056 14,001 6,560 22,904 16,554 16,720 Castle Exp salaries 19,595 38,147 18,337 41,196 38,288 42,865 Castle Exp- General 88,191 151,383 111,519 179,432 182,240 164,555 Seed Warehouse Salaries 1,276 2,483 231 2,686 2,483 2,794 Seed Warehouse Expenses 1,777 10,790 4,180 25,279 24,646 16,927 Premises Admin Salaries 11,429 27,271 13,715 27,402 27,271 28,184 FP & A Total Expenditure 341,048 633,538 340,367 757,335 706,608 730,471
17 PAPER B
ACTUAL ACTUAL ACTUAL Base Projected Base TO TO TO Budget Outcome Budget FP & A 30.09.19 31.03.20 30.09.20 2020/21 2020/21 2021/22 FP & A Total Income (44,838) (114,619) (61,013) (114,065) (103,542) (108,922) FP & A Total Expenditure 341,048 633,538 340,367 757,335 706,608 730,471 FP & A Net Expenditure 296,211 518,919 279,354 643,271 603,066 621,550
18 PAPER B
19 PAPER B
6. RECOMMENDATIONS
It is RECOMMENDED that:
a) The Committee notes the report.
Report by Muibat Babayemi – Finance Manager
20 HERTFORD TOWN COUNCIL BALANCE SHEET
31.03.20 30.09.21 CURRENT ASSETS 1,698,038.93 Cash & Bank Balances 2,475,838.92 9,622.17 Stock 9,289.78 34,924.55 Debtors 14,788.10 51,521.68 Payments in Advance Accrued Income 2,383.47 Mayor of Hertford Appeal Fund 9,014.47
1,796,490.80 TOTAL ASSETS 2,508,931.27
CURRENT LIABILITIES Mayor of Hertford Appeal Fund -2,285.20 Youth Town Council -2,285.20 -14,050.00 Tenants' Deposits Held -14,050.00 -3,954.90 Creditors 362.70 -48,788.79 Deferred Income -20,421.80 -32,069.94 Accruals -101,148.83 TOTAL LIABILITIES -36,394.30
1,695,341.97 NET ASSETS 2,472,536.97
REPRESENTED BY: 792,813.13 General Reserve 1,388,393.01 129,598.16 Building Maintenance Reserve 179,598.16 29,916.89 CCTV Maintenance Reserve 55,596.89 24,295.94 Election Reserve 29,295.94 669,772.59 New Homes Bonus Reserve 770,707.71 32,995.63 LCTS Grant Reserve 32,995.63 15,949.63 Pinehurst Community Area Reserve 15,949.63 1,695,341.97 TOTAL EQUITY 2,472,536.97
Check 0.00
21 HERTFORD TOWN COUNCIL THE BUDGET OVERVIEW
SECTION 1 - OVERVIEW
2019/2020 2019/2020 2020/2021 2020/2021 2020/2021 2020/2021 2020/2021 2021/2022 ***Rolled Forward Base to 30.09.2019 to 31.03.2020 **Base Budget to 31.06.2020 to 30.09.2020 Budget Projected Outcome Base Budget INCOME
Precept (1,186,870) (1,186,870) (1,212,714) (606,357) (1,212,714) (1,212,713) (1,212,714) (1,237,290) Operational Income (193,637) (360,457) (379,838) (56,981) (101,571) (379,838) (186,530) (330,438) Opening Precept Transfer from LCT (30,000) (30,000) Transfer from Building reserve (19,000) (19,000) Asset Sale (2,400) 0 0 0 0 0 New Homes Bonus External Funding (Groundwork UK) 0 0 0 0 0 TOTAL INCOME (1,429,507) (1,598,727) (1,592,553) (663,338) (1,314,286) (1,592,552) (1,399,245) (1,567,728)
EXPENDITURE
Wages 337,739 668,955 708,210 158,340 327,829 713,883 667,251 736,597 General Expenditure 360,678 716,497 845,749 150,195 303,858 916,826 791,518 830,455 Expenditure from Earmarked Reserves 35,405 35,405 0 87,019 87,019 87,019 87,019 0 TOTAL EXPENDITURE 733,822 1,420,857 1,553,959 395,554 718,706 1,717,728 1,545,789 1,567,051
TOTAL (SURPLUS) / DEFICIT (695,686) (177,870) (38,595) (267,785) (595,581) 125,176 146,544 (677)
SECTION 2 - OVERVIEW BY COMMITTEE 2019/2020 2019/2020 2020/2021 2019/2020 2020/2021 2019/2020 2020/2021 2021/2022 ***Rolled Forward Base to 30.09.2019 to 31.03.2020 Base Budget to 31.06.2020 to 30.09.2020 Budget Projected Outcome Base Budget A - FINANCE POLICY & ADMINISTRATION
Income (44,838) (114,619) (114,065) (40,805) (61,013) (114,065) (103,542) (108,922) Expenditure 341,048 633,538 721,702 175,185 340,367 757,335 706,608 730,471 TOTAL (SURPLUS) / DEFICIT 296,211 518,919 607,637 134,381 279,354 643,271 603,066 621,550
B - DEVELOPMENT & LEISURE 22 Income (122,010) (182,147) (195,284) 115 (3,313) (195,284) (12,530) (150,434) Expenditure 255,728 499,227 528,605 81,063 179,183 553,335 435,120 524,454 TOTAL (SURPLUS) / DEFICIT 133,717 317,080 333,322 81,178 175,870 358,051 422,591 374,020
C - COMMUNITY SERVICES
Income (26,789) (63,691) (70,490) (16,291) (37,245) (70,490) (70,458) (71,083) Expenditure 101,641 252,687 303,652 52,286 112,136 320,039 317,041 312,126 TOTAL (SURPLUS) / DEFICIT 74,852 188,996 233,162 35,995 74,891 249,549 246,583 241,043
D - PRECEPT & EARMARKED RESERVE INCOME & EXPENDITURE
Income (1,235,870) (1,238,270) (1,212,714) (606,357) (1,212,714) (1,212,713) (1,212,714) (1,237,290) Expenditure 35,405 35,405 0 87,019 87,019 87,019 87,019 0 TOTAL (SURPLUS) / DEFICIT (1,200,465) (1,202,865) (1,212,714) (519,338) (1,125,695) (1,125,694) (1,125,695) (1,237,290)
A+B+C+D
TOTAL (SURPLUS) / DEFICIT (695,686) (177,870) (38,595) (267,785) (595,581) 125,176 146,544 (677)
E-NEW HOMES BONUS Income from New Homes Bonus 1,114,623 1,114,623 760,790 669,772 817,026 817,026 817,026 744,791 Expenditure from Earmarked Reserves (123,132) (444,851) (71,000) (15,272) (46,319) (71,000) (71,000) 0 Closing Balance 991,491 669,772 689,790 654,501 770,707 746,026 746,026 744,791
SECTION 3 - MAJOR PROJECTS (AT A GLANCE)
2019/2020 2019/2020 2020/2021 2019/2020 2020/2021 2019/2020 2020/2021 2021/2022 ***Rolled Forward Base to 30.09.2019 to 31.03.2020 Base Budget to 31.06.2020 to 30.09.2020 Budget Projected Outcome Base Budget PINEHURST OUTDOOR COMMUNITY AREA
Income 0 0 0 0 0 0 Expenditure 0 0 0 0 0 0 TOTAL (SURPLUS) / DEFICIT
CASTLE VENUE HIRE
Income (47,214) (65,103) (79,573) 0 (445) (79,573) (3,895) (48,272) Expenditure 31,923 62,357 75,401 8,406 18,319 78,055 41,369 71,159 TOTAL (SURPLUS) / DEFICIT (15,290) (2,746) (4,172) 8,406 17,874 (1,518) 37,475 22,886 23 COMMUNITY EVENTS Income (36,198) (45,568) (44,000) 0 (1,260) (44,000) (0) (44,484) Expenditure 34,301 42,304 50,971 2,816 3,837 51,680 8,064 57,475 TOTAL (SURPLUS) / DEFICIT (1,897) (3,264) 6,971 2,816 2,577 7,680 8,064 12,991
TOURIST INFORMATION CENTRE
Income (29,726) (54,170) (52,648) 115 (1,734) (52,648) (8,135) (44,677) Expenditure 90,553 171,446 159,822 30,709 69,891 160,532 129,211 150,313 TOTAL (SURPLUS) / DEFICIT 60,827 117,277 107,174 30,823 68,157 107,885 121,076 105,636
MAIDENHEAD STREET PROJECT
Income Expenditure 231 300,374 0 72 143 0 0 0 TOTAL (SURPLUS) / DEFICIT 231 300,374 0 72 143 0 0 0
MUSEUM SUPPORT
Income (5,678) (11,355) (11,355) (5,678) (8,516) (11,355) (11,355) (11,355) Expenditure 72,516 144,953 145,013 36,224 72,511 145,048 144,979 145,175 TOTAL (SURPLUS) / DEFICIT 66,839 133,598 133,658 30,547 63,995 133,693 133,624 133,820
**Budget Approved Jan 2020 Full Town Council ***Rolled Forward Budgetd Approved June 2020 after year end 2019/20
24 HERTFORD TOWN COUNCIL STATEMENT OF MOVEMENT ON RESERVES (OVERALL INCOME & EXPENDITURE)
2019/2020 2019/2020 2020/2021 2020/21 2020/21 2020/21 2020/21 2021/22 ***Rolled Forward Projected to 30/09/19 to 31/03/20 **Base Budget Actual 30-06-20 Actual 30-09-20 Base Budget Outcome Base Budget GENERAL RESERVE OPENING BALANCE 614,943 614,943 792,813 792,813 792,813 792,813 792,813 667,637 Precept 1,186,870 1,186,870 1,212,714 606,357 1,212,714 1,212,714 1,212,714 1,237,290 This is based on assumption of 12018 houses @ £102.95 band Transfer from LCTS Grant Reserve 30,000 30,000 Income - From Asset Sold-Van 2,400 Transfer from Building Reserve 19,000 19,000 Income 193,637 360,457 379,838 56,981 101,571 379,838 186,530 330,438 To reduce budgeted income by 15% because of Covid-19 Wages expenditure (337,739) (668,955) (708,210) (158,340) (327,829) (713,883) (667,251) (736,597) General expenditure (360,678) (716,497) (845,749) (150,195) (303,858) (916,826) (791,518) (830,455) Transfer from General Reserve (35,405) (35,405) (85,680) (85,680) (85,680) (85,680) 0 Transfers approved by committee TRF to MOHAF After Y/E 2019/20 (1,339) (1,339) (1,339) (1,339) 0 CLOSING BALANCE 1,310,628 792,813 831,406 1,060,597 1,388,393 667,637 646,268 668,314
BUILDING MAINTENANCE RESERVE OPENING BALANCE 129,598 129,598 129,598 129,598 179,598 179,598 179,598 179,598 Transfer from General Reserve 50,000 Transfers approved by committee Other income Provision for the purchase and installation of new kithcen units Expenditure and equipment for the Castle's kitchen. CLOSING BALANCE 129,598 129,598 129,598 179,598 179,598 179,598 179,598 179,598
CCTV MAINTENANCE RESERVE OPENING BALANCE 29,917 29,917 29,917 29,917 55,597 55,597 55,597 55,597 Transfer from General Reserve 25,680 Transfers approved by committee Other income Provision for the purchase and installation of a new camera in Expenditure Parliament Square CLOSING BALANCE 29,917 29,917 29,917 55,597 55,597 55,597 55,597 55,597
ELECTION RESERVE OPENING BALANCE 24,296 24,296 24,296 24,296 29,296 29,296 29,296 29,296 Transfer from General Reserve 5,000 Transfers approved by committee Other income Expenditure CLOSING BALANCE 24,296 24,296 24,296 29,296 29,296 29,296 29,296 29,296
NEW HOMES BONUS RESERVE
OPENING BALANCE 943,653 943,653 669,772 669,772 669,772 669,772 669,772 669,772 PROJECT SPEND TO DATE
Transfer from General Reserve
NHB Grant Income 170,970 170,970 91,018 147,254 147,254 147,254 75,019 New Homes Bonus received during the year.
Other Income Groundwork UK funding towards Sele Neighbourhood Plan
Contribution to Taxi Provision for ongoing support of the Taxi Marshal Scheme with Marshall Scheme match funding coming from Herts County Council.
£2,932 / Provision for two new noticeboards for areas outside the Town Town Council Noticeboards £7,000 Centre.
£22,532 / Enhancement to the appearance and amenity value of Maidenhead Street Project £322,500 (231) (300,374) (72) (143) Maidenhead Street
£3,420 / Go Hertford website. £5,000 Provision for update of the Go Hertford website.
£45,442 / Provision for the initial setup cost and contingency for a Town Town Centre Wi-fi £53,152 25 Centre Wif-I pilot scheme. ***Rolled Forward Projected to 30/09/19 to 31/03/20 **Base Budget Actual 30-06-20 Actual 30-09-20 Base Budget Outcome Base Budget
Pedestrian signage & £26,078.55/ Provision for enhancement of finger post pedestrian signage and Heritage Trail £40,000 (310) (310) creation of a Town Heritage Trail.
Sele Ward Neighbourhood £3,636 / Provision for the development of a Neighbourhood Plan for the Plan £15,850 (500) (3,375) Sele Ward. (20250)/= Bengeo Ward (£10,000+390 Provision for the development of a Neighbourhood Plan for the Neighbourhood Plan 0+5100+1250) (1,276) (2,526) (200) (200) Bengeo Ward.
Old Cross WW1 Memorial £2,109 / Provision for the purchase and installation of two World War 1 Benches £2,000 memorial benches to be sited at Old Cross.
Adopt a Street Scheme £740 / £600 (218) (218) Provision for support for a litter picking initiative.
Repair & stabilisation of Military Colours £0 / £10,000 Provision for repair and stabilisation of the Military Colours.
Provision for replacement of the interpretation panels in the Castle Interpretation Panels £0 / £10,000 (172) (172) grounds of Hertford Castle.
£20,000 / Cost of seed funding for the Arts Hub on a match funding basis Arts Hub Funding £40,000 (20,000) (20,000) with East Herts Council and the developer
St Leonards Church 10423 Provision for toilet facilities in a lean to extension at St Leonard Funding of £10,000 in principle on the understanding that match £10,000 / funding would be secured from both East Herts Council and the Courtyard Arts Funding £10,000 Arts Council.
Provision for the cost of adapting an allotment plot for the North Road Plotholders 10000 disabled & compost toilet for the diasabled. towards funding to assist with the necessary work to obtain planning permission for and the building of an all-weather Presdales School 30000 synthetic sports pitch suitable for Hockey and other sports, with
WW1 Centenary Commemoration 2225
2894 & Allotment maintenance-Replacement of water tanks at Bengeo- Water Tanks 3327.97 £2894.32 & Sele Rd-£3,327.97. Approved by FP & A 07/01/19
Digital Computerised Provision for digital computerised Cemetery Record-Approved Cemetery project 5610 (5,451) 07/01/19
CCTV Mobile Camera 16000 (13,865) (13,865) Provision for two mobile cameras approved 07/01/19
SeedWarehouse Repair 15000 (9,208) (9,208) Provision for SW building repairs approved 07/01/19 towards the cost of installation ambient mood lighting in the swimming pool for the benefit of those with special educational Simon Balle School 5000 needs, specifically those with autistic spectrum condition and the cost of running a Veg Fest programme during 2019 supporting food growing in schools across the town , culminating in a large scale summer event to showcase and reward the hard Groundwork EAST 16,804 work of pupils and celebrate their success.
the cost of refurbishing the scout hut. Work will include a bigger Bengeo Scout 30,000 (30,000) (30,000) kitchen and new toilets towards the cost of setting up Hertford Cycle Hub to increase community participation in cycling within East Herts to contribute Active in The comm 19,500 (19,500) (19,500) towards a healthy nation.
Funding of £27,852.67 towards developing the early years play St Andrew Primary School 27,853 (27,853) (27,853) area into a stimulating play environment
All SAINTS 10,000 (10,000) To refurbish the 10 bells in the tower
Purchasing land to encourage wildlife, environment and H & M WILDLIFE TRUST 30,000 (30,000) (30,000) (30,000) (30,000) education
Rail partnership 2,000 (2,000) To support the communty Rail Partnership project
Hertingfordbury Provision for the development of a Neighbourhood Plan for the NHP(Kingsmead NHP) 11,000 (11,000) (976) (11,000) (11,000) kingsmead Ward. funding of £30,000 towards the cost of a project to bring people together with the aim of connecting the community and reducing CDA 30,000 (30,000) (15,000) (15,000) (30,000) (30,000) loneliness. 26 ***Rolled Forward Projected to 30/09/19 to 31/03/20 **Base Budget Actual 30-06-20 Actual 30-09-20 Base Budget Outcome Base Budget CLOSING BALANCE 991,491 669,772 689,790 654,501 770,707 746,026 746,026 744,791
LCTS GRANT RESERVE
OPENING BALANCE 32,996 32,996 32,996 32,996 32,996 32,996 32,996 32,996
Transfer from General Reserve
Other income Localisation of Council Tax Support Grant
Transfer to General Reserve
CLOSING BALANCE 32,996 32,996 32,996 32,996 32,996 32,996 32,996 32,996
PINEHURST COMMUNITY AREA RESERVE
OPENING BALANCE 15,950 15,950 15,950 15,950 15,950 15,950 15,950 15,950
Transfer from New Homes Bonus
Funding from East Herts Council
Funding from Lafarge
Funding from Riversmead HA
Other income
Expenditure
CLOSING BALANCE 15,950 15,950 15,950 15,950 15,950 15,950 15,950 15,950
TOTAL RESERVES 2,534,875 1,695,342 1,753,953 2,028,534 2,472,536 1,727,100 1,705,731 1,726,542
**Budget Approved Jan 2020 Full Town Council
***Rolled Forward Budgetd Approved June 2020 after year end 2019/20
27 HERTFORD TOWN COUNCIL BUDGET SUMMARY 2020/21
SECTION 1 - INCOME ***Rolled **Base Projected ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward Base Audget DESCRIPTION Budget Outcome 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget 2021/22 2020/21 2020/21 2020/21 A BANK INTEREST (5,405) (10,696) (9,222) 0 0 (9,222) (2,696) (1,323) B RECHARGE INCOME 0 (192) 0 0 0 0 (192) 0 C CASTLE RENT INCOME (23,866) (61,593) (60,568) (25,173) (37,565) (60,568) (59,519) (63,324) D SEED WAREHOUSE RENT INCOME (15,567) (42,137) (44,275) (15,632) (23,448) (44,275) (41,134) (44,275) E DOWNSHIRE SUITE INCOME (47,214) (65,103) (79,573) 0 (445) (79,573) (3,895) (48,272) F EVENT INCOME (36,547) (45,945) (44,000) 0 (1,260) (44,000) (0) (44,484) G MILL BRIDGE ROOM INCOME (8,524) (16,929) (19,063) 0 126 (19,063) (500) (13,000) H T&TIC INCOME (29,726) (54,170) (52,648) 115 (1,734) (52,648) (8,135) (44,677) I ALLOTMENT INCOME (5,235) (10,847) (11,074) (2,921) (5,473) (11,074) (11,074) (11,196) J CEMETERY INCOME (21,553) (52,845) (59,415) (13,370) (31,772) (59,415) (59,384) (59,886) (193,637) (360,457) (379,838) (56,981) (101,571) (379,838) (186,530) (330,438)
SECTION 2 - WAGES EXPENDITURE Projected ACTUAL TO ACTUAL TO Base Budget ACTUAL TO ACTUAL TO Base Budget Base Audget DESCRIPTION Outcome 30.09.19 31.03.20 2020/21 30.06.20 30.09.20 2020/21 2021/22 2020/21 L GENERAL ADMINISTRATION EXPENSES (SALARIES) 79,082 150,677 177,911 36,974 76,050 179,327 154,820 184,793 SERGEANTS AT MACE HONORARIUMS M MUSEUM SUPPORT (SALARIES) 2,265 4,530 4,590 1,119 2,300 4,625 4,556 4,752 N CASTLE EXPENSES (SALARIES) 19,595 38,147 40,857 8,880 18,337 41,196 38,288 42,865 O SEED WAREHOUSE EXPENSES (SALARIES) 1,276 2,483 2,663 (384) 231 2,686 2,483 2,794 P PREMISES ADMINISTRATION (SALARIES) 11,429 27,271 27,189 6,670 13,715 27,402 27,271 28,184 Q D&L EVENT EXPENDITURE (SALARIES) 36,222 73,390 74,646 17,866 36,785 75,233 75,233 77,401 Q2 TOWN CENTRE SUPPORT EXPENDITURE (SALARIES) 20,106 40,211 41,035 10,091 20,764 41,370 41,370 42,541 R TOTAL T&TIC EXPENDITURE (SALARIES) 46,777 91,753 88,571 21,590 45,431 89,281 89,281 92,119 S DOWNSHIRE SUITE EXPENDITURE (SALARIES) 27,489 48,588 55,494 8,608 17,632 55,936 37,970 57,817 T MILL BRIDGE ROOM EXPENDITURE (SALARIES) 10,925 21,832 22,861 5,121 10,755 23,046 23,046 23,775 U ALLOTMENT EXPENDITURE (SALARIES) 11,436 24,366 24,539 5,996 12,330 24,736 24,736 25,543 V PUBLIC AMENITIES EXPENDITURE (SALARIES) 6,177 12,376 12,620 3,064 6,296 12,719 12,719 13,107 W CLOSED CHURCHYARDS EXPENDITURE (SALARIES) 14,336 30,218 30,634 7,423 15,172 30,878 30,878 31,859 X CEMETERY EXPENDITURE (SALARIES) 50,624 103,113 104,599 25,322 52,032 105,446 104,599 109,046 337,739 668,955 708,210 158,340 327,829 713,883 667,251 736,597
SECTION 3 - GENERAL EXPENDITURE Projected ACTUAL TO ACTUAL TO Base Budget ACTUAL TO ACTUAL TO Base Budget Base Audget DESCRIPTION Outcome 30.09.19 31.03.20 2020/21 30.06.20 30.09.20 2020/21 2021/22 2020/21 1 STAFF) 15,411 3,905 5,439 0 5,360 5,439 5,439 5,499 28 HERTFORD TOWN COUNCIL BUDGET SUMMARY 2020/21 2 GENERAL ADMIN. EXPENDITURE (OFFICE EXPENSES) 39,141 73,049 95,423 19,599 28,714 99,923 84,632 96,473 3 CIVIC EXPENSES & MAYORAL ALLOWANCE 9,574 16,797 20,956 1,940 3,190 23,456 20,116 21,186 4 ELECTION EXPENSES 0 82 5,243 0 0 5,243 5,140 5,300 5 MUSEUM SUPPORT (GRANT FUNDING) 70,252 140,423 140,423 35,106 70,212 140,423 140,423 140,423 5B COMMUNITY GRANTS 3,056 14,001 16,554 0 6,560 22,904 16,554 16,720 6 CASTLE EXPENSES (GENERAL) 88,191 151,383 167,710 63,254 111,519 179,432 182,240 164,555 7 SEED WAREHOUSE EXPENSES (GENERAL) 1,777 10,790 16,743 2,029 4,180 25,279 24,646 16,927 8 D&L EXPENDITURE 34,301 42,304 50,971 2,816 3,837 51,680 8,064 57,475 9 TOWN CENTRE SUPPORT EXPENDITURE 30,297 86,286 102,372 4,683 17,460 121,740 115,420 100,277 11 T&TIC EXPENDITURE 43,776 79,694 71,251 9,119 24,460 71,251 39,929 58,194 12 DOWNSHIRE SUITE EXPENDITURE 4,435 13,769 19,907 (203) 687 22,119 3,399 13,341 13 MILL BRIDGE ROOM EXPENDITURE 1,400 1,400 1,497 1,372 1,372 1,677 1,407 1,513 14 ALLOTMENT EXPENDITURE 2,240 18,355 22,576 1,332 5,094 27,576 27,576 22,802 15 PUBLIC AMENITIES EXPENDITURE 3,109 19,278 20,599 1,202 3,583 17,599 17,628 20,825 16 CLOSED CHURCHYARD EXPENDITURE (83) 12,214 19,301 (1,810) 395 18,301 18,301 19,514 17 TOTAL CEMETERY EXPENDITURE 13,801 32,768 68,783 9,757 17,235 82,783 80,604 69,430 360,678 716,497 845,749 150,195 303,858 916,826 791,518 830,455
SECTION 4 -SUMMARY Projected ACTUAL TO ACTUAL TO Base Budget ACTUAL TO ACTUAL TO Base Budget Base Audget DESCRIPTION Outcome 30.09.19 31.03.20 2020/21 30.06.20 30.09.20 2020/21 2021/22 2020/21 OPENING RESERVES 614,944 614,944 792,814 792,814 792,814 792,814 792,814 667,638 PLUS PRECEPT 1,186,870 1,186,870 1,212,714 606,357 1,212,714 1,212,714 1,212,714 1,237,290 PLUS TRANSFER FROM LCTS GRANT RESERVE & Building 49,000.00 49,000.00 PLUS OPERATIONAL INCOME 193,637 360,457 379,838 56,981 101,571 379,838 186,530 330,438 SALE OF AN ASSET 2,400 2,400 LESS WAGES EXPENDITURE (337,739) (668,955) (708,210) (158,340) (327,829) (713,883) (667,251) (736,597) LESS GENERAL EXPENDITURE (360,678) (716,497) (845,749) (150,195) (303,858) (916,826) (791,518) (830,455) LESS TRANSFERS TO EARMARKED RESERVES (35,405) (35,405) (87,019) (87,019) CLOSING RESERVES 1,313,029 792,814 831,407 1,147,617 1,475,412 667,638 646,269 668,315
SECTION 5 - TOTAL NET EXPENDITURE Projected ACTUAL TO ACTUAL TO Base Budget ACTUAL TO ACTUAL TO Base Budget Base Budget DESCRIPTION Outcome 30.09.19 31.03.20 2020/21 30.06.20 30.09.20 2020/21 2021/22 2020/21 PRECEPT 1,186,870 1,186,870 1,212,714 606,357 1,212,714 1,212,714 1,212,714 1,237,290 PLUS OPENING RESERVES 614,944 614,944 792,814 792,814 792,814 792,814 792,814 667,638 LESS CLOSING RESERVES (1,313,029) (792,814) (831,407) (1,147,617) (1,475,412) (667,638) (646,269) (668,315) TOTAL NET EXPENDITURE 488,785 1,009,000 1,174,120 251,554 530,115 1,337,890 1,359,258 1,236,613
SECTION 6 - CHARGE TO BAND D PROPERTY OWNER PRECEPT 1,186,870 1,186,870 1,212,714 606,357 1,212,714 1,212,714 1,212,714 1,237,290 TAX BASE 11,997 11,997 12,015 12,015 12,015 12,015 12,015 12,018 CHARGE PAYABLE BY BAND D PROPERTY £98.93 £98.93 £100.93 £50.47 £100.93 £100.93 £100.93 £102.95
**Budget Approved Jan 2020 Full Town Council ***Rolled Forward Budgetd Approved June 2020 after year end 2019/20
29 COMMUNITY SERVICES COMMITTEE INCOME ***Rolled NOMINAL Base ACTUAL ACTUAL Forward Projected ACTUAL TO ACTUAL TO Base Budget LEDGER DESCRIPTION Budget TO TO Base Outcome BASE BUDGET 2021/22 30.09.19 31.03.20 2021/22 CODE 2020/21 30.06.20 30.09.20 Budget 2020/21 2020/21 4000 ALLOT Rent from plots Rent invoices for period Jan'21 to Dec'21 raised in December' 20. -5,235 -10,312 -10,534 -2,921 -5,473 -10,534 -10,534 -10650 Land rented for grazing use adjacent to Hertingfordbury Park accessed via 4010 ALLOT Rent - Crawleys Field 0 -283 -286 0 0 -286 -286 -289 West Street.-Mrs Burdett Coutts Income from fishing rights for the river Lea from the land adjacent to 4020 ALLOT Fishing Rights 0 -251 -254 0 0 -254 -254 -257 Hertingfordbury Park accessed via West Street. Burdett coutts TOTAL ALLOTMENT INCOME -5,235 -10,847 -11,074 -2,921 -5,473 -11,074 -11,074 -11,196 4100 CEM Interments Income anticipated from fees for burials at North Road Cemetery. -21,527 -52,593 -59,132 -13,344 -31,720 -59,132 -59,132 -59782 Sundry income from investments purchase as part of long term grave 4110 CEM Other income -26 -252 -103 -26 -52 -103 -252 -104 maintenance agreements. Income from the proceeds of sale / trade-in of equipment normally 4130 CEM Equipment trade-in proceeds 0 -180 -180 0 anticipated at the end of a lease period. TOTAL CEMETERY INCOME -21,553 -52,845 -59,415 -13,370 -31,772 -59,415 -59,384 -59,886
TOTAL INCOME -26,789 -63,691 -70,490 -16,291 -37,245 -70,490 -70,458 -71,083
EXPENDITURE ***Rolled NOMINAL Base ACTUAL ACTUAL Forward Projected ACTUAL TO ACTUAL TO Base Budget LEDGER DESCRIPTION Budget TO TO Base Outcome BASE BUDGET 2021/22 30.09.19 31.03.20 2021/22 CODE 2020/21 30.06.20 30.09.20 Budget 2020/21 2020/21 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 5000 ALLOT Admin Salaries 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 8,884 19,240 19,312 4,739 9,748 19,466 19,466 20,090 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 5010 ALLOT Groundstaff Salaries 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 2,552 5,126 5,227 1,257 2,582 5,270 5,270 5,453 apart from lower paid worker. ALLOTMENT EXPENDITURE (SALARIES) 11,436 24,366 24,539 5,996 12,330 24,736 24,736 25,543 Provision for pest control, toilet emptying,skip hire and maintenance items. Works part of roll forward and includes works to take place winter 2020/21: 5030 ALLOT Maint/ Site Improvements Cromwell Rd Meads kissing gates £4,000, vehicle gates £4,200, new site 177 13,199 16,039 976 4,021 21,039 21,039 16216 toilet & base £4,000 5040 ALLOT Water Rates Provision for water supply charges to allotment sites. 2,063 3,155 4,327 356 1,073 4,327 4,327 4374 One off grant to support the community group that maintain Sele Rd 5086 ALLOT Grant to Sele Rd Lovely Grub Garden 210 210 210 212 Lovely Grub Garden. Annual grant paid for the devolved management of the North Road 5085 ALLOT North Road Plotholders Grant 0 2,000 2,000 0 0 2,000 2,000 2000 allotment site by the North Road Plotholders Group. ALLOTMENT EXPENDITURE (OTHER) 2,240 18,355 22,576 1,332 5,094 27,576 27,576 22,802 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 5100 PAMS Admin Costs 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 6,177 12,376 12,620 3,064 6,296 12,719 12,719 13107 apart from lower paid worker. PUBLIC AMENITIES EXPENDITURE (SALARIES) 6,177 12,376 12,620 3,064 6,296 12,719 12,719 13,107 Provision for the annual servicing of the Shire Hall and All Saints clocks 5110 PAMS Public clocks 145 459 1,611 0 145 1,611 1,611 1,629 which takes place in late November Provision for annual floodlighting charges and sundry repairs. Virement of 5120 PAMS War Memorial £3,000 to budget code 5399 for an extraordinary cost unbudgeted on a 790 7,287 6,443 297 745 3,443 3,443 6,514 Van
30 COMMUNITY SERVICES COMMITTEE 5170 PAMS Bins & Benches & Adopt litter picking Provision for repainting town centre bins and benches & Adopt litter picking 448 1,192 0 224 1,192 1,192 1,205 5175 PAMS - Pinehurst Play Area maintenance Provision for grounds maintenance at Pinehurst- 2,175 5,910 5,067 905 2,470 5,067 5,067 5,123 Provision for replacement of play equipment with any unspent balance 5176 PAMS - Pinehurst Play Area Capital Expenditure 1,078 1,078 1,056 1,089 transferred to the Pinehurst Reserve account at year end. The Town Council's contribution to the revenue costs of the skatepark at 7500 PAMS Skate Park 0 5,174 5,208 0 0 5,208 5,257 5,265 Hartham Common. PUBLIC AMENITIES EXPENDITURE (OTHER) 3,109 19,278 20,599 1,202 3,583 17,599 17,628 20,825 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 5200 CCY Admin Costs 5,659 12,790 12,861 3,149 6,475 12,960 12,960 13,318 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 5210 CCY Groundstaff Salaries 8,677 17,429 17,773 4,274 8,697 17,918 17,918 18,540 apart from lower paid worker. CLOSED CHURCHYARDS EXPENDITURE (SALARIES) 14,336 30,218 30,634 7,423 15,172 30,878 30,878 31,859 Contingency for footpath resurfacing, railing repairs and other maintenance items. Virement of £3,000 to budget code 5399 for an extraordinary cost 5240 CCY Repairs & Maintenance 157 5,374 11,493 0 0 10,493 10,493 11,619 unbudgeted on a Van Provision for contracted gardener to maintain St Leonards & Holy Trinity 5245 CCY Contract Gardening -240 1,740 2,528 960 1,680 2,528 2,528 2,556 gardens. Contingency for the maintenance, removal and replacement of trees as 5250 CCY Trees 0 5,100 5,280 -2,770 -1,285 5,280 5,280 5,338 necessary.
CLOSED CHURCHYARD EXPENDITURE (OTHER) -83 12,214 19,301 -1,810 395 18,301 18,301 19,514 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 5300 CEM Admin costs 16,426 34,324 34,550 8,477 17,438 34,828 34,550 35,975 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 spinal point.Although the Govt. announced pay freeze for 2021/22 5305 CEM Groundstaff Salaries 34,198 68,790 70,048 16,846 34,594 70,618 70,048 73,070 apart from lower paid worker.
CEMETERY EXPENDITURE (SALARIES) 50,624 103,113 104,599 25,322 52,032 105,446 104,599 109,046 Provision for the annual servicing, taxing and running costs of the Council's 5220 CCY Van servicing, fuel & repairs 1,067 1,760 2,275 323 449 2,275 2,275 2,300 van. Provision for the monthly charges and top-up fees for the mobile phones 5310 CEM Mobile phone 254 345 567 66 154 567 567 574 used by the ground staff. Contingency for programming fees for the bespoke burials database 5315 CEM Burial Records 240 490 1,944 520 520 1,944 1,944 1,965 system Business rates payable for North Road Cemetery 5320 CEM Rates 5,102 5,102 4,534 5,962 5,962 4,534 5,962 4,584 Provision for staff training and the replacement of work clothes, safety 5335 CEM Train/Clothing & Health & Safety Equipment 0 517 839 1,715 1,949 839 839 848 boots and other safety items. Contingency for footpath resurfacing and other maintenance items. Virement of £3,000 to budget code 5399 for an extraordinary cost 5340 CEM Repairs & Maintenance -6,848 318 4,683 0 225 6,683 6,683 4,735 unbudgeted on a Van. Contingency for repair of memorials which fail stability testing (where the owners of graves cannot be traced). Virement of £2,000 to budget code 5399 for an extraordinary cost unbudgeted on a Van 5342 CEM Repairs to Memorials 5,140 3,140 3,140 5,197
Provision for the repair of gates and railings at North Road Cemetery. 5345 CEM Repairs to Railings 2,500 2,500 4,678 0 0 7,678 4,678 4,729 Provision for mess room expenses and the water supply to the site. 5350 CEM Mess Room Utilities (incl site water) 248 381 730 219 371 730 730 738 Contingency for the maintenance, removal and replacement of trees as necessary. Virement of £4,000 to budget code 5399 for an extraordinary 5355 CEM Trees 1,225 1,647 9,179 0 0 5,179 5,179 9,280 cost unbudgeted on a Van Provision for skip hire and soil heap removal. 5360 CEM Refuse 1,835 2,675 3,213 0 420 3,213 1,875 3,248
31 COMMUNITY SERVICES COMMITTEE Provision for monthly charges for gravedigging. 5365 CEM Gravedigging 3,330 8,495 8,231 4,050 6,210 8,231 8,495 8,322 Provision for fuel used in mowers and other equipment. 5380 CEM Machinery fuel 92 260 1,049 0 138 1,049 1,049 1,061 Provision for servicing costs on leased equipment & Minor replacement 5385 CEM Mach repairs/minor replace 1,092 2,205 3,131 0 398 3,131 3,131 3,166 Quarterly lease charges for all the larger items of equipment (3 year 5395 CEM Mach new equip/lease 2,637 2,637 2,169 -4,913 -4,667 2,169 2,637 2,193 lease). Provision for establishing a Cemetery Reserve to be devloped over 5398 CEM Land acquisition 10,000 10,000 10,000 10,000 coming years for the future purchase of new Cemetery land. Provision for a van on lease £5,000 for leasing a new van. Extraordinary costs for van. Virement has been approved from budget codes 5120, 5399 CEM Capital Expenditure 1,027 3,436 6,420 1,815 5,106 21,420 21,420 6,491 5240,5340,5342 and 5355
CEMETERY EXPENDITURE (OTHER) 13,801 32,768 68,783 9,757 17,235 82,783 80,604 69,430
TOTAL EXPENDITURE 101,641 252,687 303,652 52,286 112,136 320,039 317,041 312,126
SUMMARY
TOTAL INCOME -26,789 -63,691 -70,490 -16,291 -37,245 -70,490 -70,458 -71,083
TOTAL EXPENDITURE 101,641 252,687 303,652 52,286 112,136 320,039 317,041 312,126
NET EXPENDITURE 74,852 188,996 233,162 35,995 74,891 249,549 246,583 241,043
**Budget Approved Jan 2020 Full Town Council
***Rolled Forward Budgetd Approved June 200 after year end 2019/20
32 DEVELOPMENT & LEISURE COMMITTEE INCOME Base Budget Projected 2021/22 ***Rolled NOMINAL **Base Outcome based on ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward LEDGER DESCRIPTION Budget 2020/21 based Covid impact BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget CODE 2020/21 on Covid until for 3 months 2020/21 March 21 into new financial year
The forecast/suggested budget includes bookings made in the financial year 2020/2021 and other provisional bookings to the value of £20 000 and £8 500 for 4200 DS Hire - Weddings & Receptions prospective new bookings to be taken for 2021/2022. This forecast/suggested includes an assumption where no income is generated for the first 3 months of the financial year 2020/2021 due to Covid. -32,073 -34,761 -49,245 0 -445 -49,245 -3,895 -28,500 The forecast/suggested budget is based on the 20/21 budget and reduced by 3 4201 DS Hire - Corporate Hire -7,009 -11,776 -13,563 0 0 -13,563 0 -8,000 months into the financial year due to Covid. This forecast/suggested budget reflects a predicted good year and enquiries 4202 DS Hire - Private Hire remain high for thebookings in the financial year 2021/2022. This figure takes into account potential impact of covid for first three months. -4,032 -9,994 -5,709 0 0 -5,709 0 -5,772 This forcast reflects the possibility of having more birthdays, naming ceremonies 4210 DS Catering rather than weddings which will not require catering. The Income is from catering provided for customers and corkage fee charged. -4,100 -8,572 -11,057 0 0 -11,057 0 -6,000 TOTAL DOWNSHIRE SUITE INCOME -47,214 -65,103 -79,573 0 -445 -79,573 -3,895 -48,272 The forcast budget anticipates a full progranme of events taking place. There is a potential additional budget to be generated. This is actual Income from stall 4220 D&L Event income hirers at Castle and town centre events and ticket sales from OAC & Arts Festival -27,146 -32,666 -34,000 0 -1,260 -34,000 0 -37,374 Launch. There is additional events scheduled for 2021/21 that could help to generate 4224 D&L Event sponsorship -9,052 -12,902 -10,000 0 0 -10,000 0 -10,110 funds. Actual Income from sponsorship of events Income from ticket sales at HE Events and other funding sources (sponsorship, 4229 Hertford Entrepreneurs income -349 -377 0 0 0 0 0 grants) See code 6033 for HEN expenditure. TOTAL EVENT INCOME -36,547 -45,945 -44,000 0 -1,260 -44,000 0 -47,484 The forcast is based on reducing last year's budget by 25%, due to Covid. For the first three months of the financial year 21/22 it is assumed no income is 4400 SW Mill Bridge Room Income generated. Income is from hire of The Mill Bridge Rooms by clubs, charities and -8,524 -16,929 -19,063 0 126 -19,063 -500 -13,000 private individuals. TOTAL MILL BRIDGE ROOM INCOME -8,524 -16,929 -19,063 0 126 -19,063 -500 -13,000 The forecast is based on the assumption that TTIC will continue operating and 4500 TIC Income merchandise could be sold online This is the income from the sale of souvenirs and books. See code 6195 for the cost of goods sold. -11,015 -25,518 -25,793 -93 -1,640 -25,793 -6,500 -26,077 Predicted income will reduce due to lost income from HFOM and less tickets likely to be sold. The sale of local event tickets including ticket sales from TTIC 4501 TIC Income (ticket sales) organised walks, travel tickets and theatre vouchers. See code 6196 for the cost -18,291 -28,061 -25,920 208 205 -25,920 -1,000 -18,000 of tickets sold. Income from advertising in the Hertford calendar which has been produced since 4511 TIC Hertford Calendar advertising sales -420 -590 -934 0 -300 -934 -634 -600 2009. TOTAL TOWN & TOURIST INFORMATION CENTRE INCOME -29,726 -54,170 -52,648 115 -1,734 -52,648 -8,135 -44,677
TOTAL INCOME -122,010 -182,147 -195,284 115 -3,313 -195,284 -12,530 -153,434
EXPENDITURE NOMINAL Projected ACTUAL TO ACTUAL TO Base Budget ACTUAL TO ACTUAL TO Base Budget Base Budget LEDGER DESCRIPTION Outcome BASE BUDGET 2021/22 30.09.19 31.03.20 2020/21 30.06.20 30.09.20 2020/21 2021/22 CODE 2020/21 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6000 D&L Administration spinal point.Although the Govt. announced pay freeze for 2021/22 apart from 36,222 73,390 74,646 17,866 36,785 75,233 75,233 77,401 lower paid worker. 33 Base Budget Projected 2021/22 ***Rolled NOMINAL **Base Outcome based on ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward LEDGER DESCRIPTION Budget 2020/21 based Covid impact BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget CODE 2020/21 on Covid until for 3 months 2020/21 March 21 into new financial year
D&L EVENTS EXPENDITURE (SALARIES) 36,222 73,390 74,646 17,866 36,785 75,233 75,233 77,401 Entertainment acts and support for Castle community events. The budget 6010 D&L Events (entertainment) 8,633 9,963 11,000 400 430 11,000 0 11,121 assumes a full rpogramme of events to take place Expenditure Increased due to an additional event that is likely to happen during 6011 D&L Events (Equipment) the financail year. Equipment for Castle community events inc security, toilets, 16,067 19,705 27,728 2,509 2,587 27,728 5,864 32,000 staging, OAC screen etc. Projects & initatives suggested by the FoHC to improve open days & costs 6014 D&L Friends of Hertford Castle associated with provisions for the FoHC. Assumed to be the same for the 190 280 293 0 0 293 0 296 financial year 2021/2022 Provision for marketing and promoting Castle Community & town centre events 6025 D&L Events Promotion/Marketing exc town trails. .There is an increase due to additional event beiung planned and 9,026 10,318 10,500 0 673 11,209 2,000 12,500 assumes the full programme will take place Contingency for the repair of the information boards & signage within in the Castle 6035 D&L Castle ground signage 385 938 700 -93 147 700 200 500 grounds. Included a reduciton from the 2020/2021 budget Contingency for replacement of equipment for events eg marquees or outdoor 6099 D&L Capital Expenditure - Events 0 1,100 750 0 0 750 0 758 furniture used for events. D&L EVENTS EXPENDITURE (OTHER) 34,301 42,304 50,971 2,816 3,837 51,680 8,064 57,475 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6038 D&L Town Centre Salary spinal point.Although the Govt. announced pay freeze for 2021/22 apart from 20,106 40,211 41,035 10,091 20,764 41,370 41,370 42,541 lower paid worker. TOWN CENTRE SUPPORT EXPENDITURE (SALARIES) 20,106 40,211 41,035 10,091 20,764 41,370 41,370 42,541
6032 D&L Town Centre Wifi 7,046 14,137 15,495 4,183 7,706 15,495 14,137 15,665 Provision for monthly broadband connection fees and project support Provision for guest speakers & event running costs including food & refreshments 6033 Hertford Entrepreneurs Initative Costs 280 315 0 0 0 0 0 0 See code 4229 for HEN income. Provision for projects & initiatives in the Town Centre to increase footfall & 6036 D&L Town Development Fund economic development. Includes trails, excludes town centre events.Councillors may want to increase this for Town Centre development 831 2,383 1,809 0 3,472 6,072 6,072 4,829 Forecast budget reduced because there is no winter baskets. Estimate included 6037 D&L Town Centre Hanging Baskets for a 3 year full structural testing of Lamp columns .Provision for planting & 7,048 7,814 18,616 7,555 7,555 18,616 8,415 10,500 maintenance of hanging baskets Provision for the purchase, storage, maintenance, installation/removal of the Xmas lights displays, tree and electricity charges etc. This is returned to the 7080 D&L Xmas grant-tree/lights approved base budget of 2020/2021. Additonal expenditure was undertaken this -5,438 30,839 24,000 -14,449 -14,449 24,000 30,839 24,264 financial year to provide new lighting. Provision for the cost of the Taxi Marshal scheme with match funding from Herts 6049 D&L Taxi Marshal scheme County Council. Reduced budget by two months because of the lockdown 4,216 8,616 9,088 0 2,488 9,088 7,488 9,188 Provision for the monitoring, maintenance, fibre optic rental, electricity and 6050 CCTV 16,314 22,181 33,364 5,434 8,728 33,364 33,364 36,831 telephone costs associated with the CCTV system. Provision for a new HTC website in compliance with the GDPR requirement 2020. 6056 HTC New Website Approved £880, 325 & £1,400 at year end. This include £12,500 for a new 1,960 1,960 15,105 15,105 2,000 website agreed in Y/E FP & A 2019/20 TOWN CENTRE SUPPORT EXPENDITURE (OTHER) 30,297 86,286 102,372 4,683 17,460 121,740 115,420 103,277 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6100 TIC Administration spinal point.Although the Govt. announced pay freeze for 2021/22 apart from 8,790 17,685 17,868 4,370 10,011 18,006 18,006 18,502 lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6101 TIC Wages & Salaries spinal point.Although the Govt. announced pay freeze for 2021/22 apart from 37,987 74,067 70,703 17,220 35,419 71,276 71,276 73,617 lower paid worker. TOTAL TOWN & TOURIST INFORMATION CENTRE EXPENDITURE (SALARIES) 46,777 91,753 88,571 21,590 45,431 89,281 89,281 92,119 6110 TIC Rent Rent and service charges payable for No 10-12 The Wash, Hertford. 8,597 16,597 16,649 4,555 8,555 16,649 16,597 16,832 34 Base Budget Projected 2021/22 ***Rolled NOMINAL **Base Outcome based on ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward LEDGER DESCRIPTION Budget 2020/21 based Covid impact BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget CODE 2020/21 on Covid until for 3 months 2020/21 March 21 into new financial year
6115 TIC Rates Business rates payable for the premises in No 10-12 The Wash 6,465 9,697 9,670 1,695 9,855 9,670 9,855 9,776 6120 TIC Cleaning (other) Provision for fortnightly window cleaning and quarterly paper recycling charges 144 264 220 0 48 220 100 223 6125 TIC Utilities Provision for water and electricity charges. 461 1,260 2,039 444 1,027 2,039 2,039 2,061 Provision for the 2 telephone lines, fax/broadband line and credit card processing 6145 TIC Telephone & Fax 1,185 2,399 2,017 716 1,173 2,017 2,399 2,039 line. 6150 TIC Postage General provision for postage charges. 0 289 289 100 292 Provision for the photocopier lease charges and usage charges. There is no 6152 TIC Copier(lease & copies) 1,374 1,866 2,411 15 80 2,411 666 1,237 contract in palce now so budget reduced for 2021/2022. Provision for the purchase of stationery, weekly local paper and other general 6155 TIC Stationery & Sundries 210 757 650 145 256 650 557 658 expenditure. 6157 TIC Annual Calendar Provision for the printing costs of the annual calendar. See income line 4510. 0 869 886 0 0 886 869 896 6165 TIC Computer / IT Provision for on site IT support and replacement of minor items of equipment 0 580 580 0 0 General provision for marketing costs - marketing will be done in house free of 6170 TIC Advertising 0 300 500 0 750 500 0 0 charge for the new financial year Cost of books and souvenirs sold in the T&TIC. See income line 4500. The 6195 TIC Stock for resale 5,051 16,592 10,000 332 965 10,000 5,000 10,110 forecast budget assumes a full trading year Cost reduced because there wont be many tickets sold. Cost of event tickets, 6196 TIC Event tickets 20,289 28,816 23,294 0 204 23,294 0 12,000 travel tickets and theatre vouchers sold in the T&TIC. See income line 4501. 6197 TIC Refurbishment / repairs & maintenance Contingency for minor repair & maintenance items. 0 275 1,547 1,215 1,534 1,547 1,547 1,564 Contingency for fire extinguisher servicing, PAT testing and alarm monitoring 6198 TIC Health & Safety 0 500 13 500 200 506 charges. TOTAL TOWN & TOURIST INFORMATION CENTRE EXPENDITURE (OTHER) 43,776 79,694 71,251 9,119 24,460 71,251 39,929 58,194 Projcted Salary reduced because there is no weekend staff for events hiring & 6200 DS Functions sec/admin savings on Mayor's secretary post before it was filled. 15,620 25,645 26,691 4,304 8,662 26,896 19,930 27,724 6205 DS Functions management Reduced Salary due to no overtime incurred during the lock down. 7,467 14,682 16,580 3,352 6,986 16,714 13,214 17,266 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6210 DS Caretaking spinal point.Although the Govt. announced pay freeze for 2021/22 apart from 4,401 8,261 12,223 952 1,984 12,326 4,826 12,827 lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6215 DS Cleaning spinal point.Although the Govt. announced pay freeze for 2021/22 apart from lower paid worker. DOWNSHIRE SUITE EXPENDITURE (SALARIES) 27,489 48,588 55,494 8,608 17,632 55,936 37,970 57,817 Provision for advertising the Castle for venue hire use. . Underspend due to 6220 DS Marketing & Promotion 1,565 4,255 5,008 -535 312 6,206 1,500 5,063 savings from inhouse marketing. Contingency for replacement of catering equipment or furniture for the Downshire 6225 DS Equipment 108 1,377 2,500 0 0 2,500 400 2,527 Suite. Underspend due to no requirement for purchases. Contingency for professional cleaning charges for Downshire Suite kitchen, 6230 DS Special Cleaning carpets & curtains etc. Underspend due to fewer venue hire and events taking 0 515 275 275 1,529 800 521 place. Castle Licence (Civil Ceremonies,PEL,PPL & Provision for licenses for castle grounds and castle for venue hire and community 6235 PRS) 291 2,096 1,696 0 0 1,696 200 1,715 events. Underspend due to no events taking place Contingency for printing charges for promotional brochures and information 6240 DS Stationery 0 500 510 0 0 510 0 515 leaflets. Underspend due to no events taking place/ Reduced because it is possible that there won't be many catering services 6245 DS Catering Purchases & equipment hire needed. Provision for the cost of catering provided to venue hirers and the 2,471 5,542 9,679 57 100 9,679 500 3,000 equipment hire as required. DOWNSHIRE SUITE EXPENDITURE (OTHER) 4,435 13,769 19,907 -203 687 22,119 3,399 13,341 35 Base Budget Projected 2021/22 ***Rolled NOMINAL **Base Outcome based on ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward LEDGER DESCRIPTION Budget 2020/21 based Covid impact BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget CODE 2020/21 on Covid until for 3 months 2020/21 March 21 into new financial year Apportionment of staff salary costs is inflated by 2.75% on top of NALC 2020/21 6500 spinal point.Although the Govt. announced pay freeze for 2021/22 apart from SW MBR Salaries 10,925 21,832 22,861 5,121 10,755 23,046 23,046 23,775 lower paid worker. MILL BRIDGE ROOM EXPENDITURE (SALARIES) 10,925 21,832 22,861 5,121 10,755 23,046 23,046 23,775 6510 SW MBR running costs Contingency for minor repair & maintenance items. 50 50 151 0 0 151 50 152 6525 SW MBR Marketing & Promotion General provision for advertising costs or promotional leaflets. 0 180 0 0 6515 SW MBR Rates Business rates payable for the Mill Bridge Room. 1,350 1,350 1,346 1,372 1,372 1,346 1,357 1,361 MILL BRIDGE ROOM EXPENDITURE (OTHER) 1,400 1,400 1,497 1,372 1,372 1,677 1,407 1,513
TOTAL EXPENDITURE 255,728 499,227 528,605 81,063 179,183 553,335 435,120 527,454
SUMMARY
TOTAL INCOME -122,010 -182,147 -195,284 115 -3,313 -195,284 -12,530 -153,434
TOTAL EXPENDITURE 255,728 499,227 528,605 81,063 179,183 553,335 435,120 527,454
NET EXPENDITURE 133,717 317,080 333,322 81,178 175,870 358,051 422,591 374,020
**Budget Approved Jan 2020 Full Town Council
***Rolled Forward Budgetd Approved June 200 after year end 2019/20
36 FINANCE, POLICY & ADMINISTRATION COMMITTEE 1.1% Inflation INCOME ***Rolled NOMINAL **Base Projected ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Forward Base Budget LEDGER DESCRIPTION Budget Outcome BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 Base Budget 2021/22 CODE 2020/21 2020/21 2020/21 Interest from money held in HSBC On Call Deposit account-Interest has 4800 F&A Bank Interest changed below 0.01% due to Covid-19 and the budgeted figure won't be -5,405 -10,696 -9,222 0 0 -9,222 -2,696 -1,323 realised. TOTAL BANK INTEREST -5,405 -10,696 -9,222 0 0 -9,222 -2,696 -1,323 A 4820 F&A Copier Recharge Annual recharge to BEAMS for use of the Council's photocopier -192 0 0 0 0 -192 TOTAL RECHARGE INCOME 0 -192 0 0 0 0 -192 0 B Rent for offices occupied by Creative Concultancy Ltd and CDA for 4600 CAS Rent 2nd Floor -11,124 -23,036 -22,248 -12,431 -18,647 -22,248 -23,036 -24,862 Herts. 4610 CAS 2nd Floor Services Annual service charges. 0 -13,074 -12,837 0 194 -12,837 -11,000 -12,979 4620 CAS Beams Rent Rent income from rooms 10 & 11 on the first floor of the Castle. -7,200 -14,400 -14,400 -7,200 -10,800 -14,400 -14,400 -14,400 4635 CAS Grounds maintenance recharge Recharge to EHDC for maintaining their areas of the Castle grounds -4,542 -9,083 -9,083 -4,542 -6,812 -9,083 -9,083 -9,083 Income for 4 parking spaces rented to Hertfordshire Planning Service 4640 CAS Car park income -1,000 -2,000 -2,000 -1,000 -1,500 -2,000 -2,000 -2,000 and Private Finance. TOTAL CASTLE RENT INCOME -23,866 -61,593 -60,568 -25,173 -37,565 -60,568 -59,519 -63,324 C Office space occupied by Zoocha Ltd (2280 square feet of office space 4700 SW 2nd Floor Income -7,500 -15,000 -15,000 -7,500 -11,250 -15,000 -15,000 -15,000 on the 2nd floor of the Seed Warehouse). Rent paid by Hertford Museum for use of 4,400 square feet of space at 4720 SW Museum Rent -5,678 -11,355 -11,355 -5,678 -8,516 -11,355 -11,355 -11,355 the Seed Warehouse. Annual recharge to the tenants of the Seed Warehouse of a proportion 4725 SW Recharge Income of the cost of utilities, insurance and other running costs of the building. 0 -11,003 -13,379 0 0 -13,379 -10,000 -13,379 4745 SW 1st Floor Rent Rent for offices occupied by Mind in Mid Herts. -2,390 -4,779 -4,541 -2,455 -3,682 -4,541 -4,779 -4,541 TOTAL SEED WAREHOUSE RENT -15,567 -42,137 -44,275 -15,632 -23,448 -44,275 -41,134 -44,275 D INCOME TOTAL INCOME -44,838 -114,619 -114,065 -40,805 -61,013 -114,065 -103,542 -108,922
EXPENDITURE NOMINAL **Base ***Rolled Projected ACTUAL TO ACTUAL TO ACTUAL TO ACTUAL TO Base Budget LEDGER DESCRIPTION Budget Forward Base Outcome BASE BUDGET 2021/22 30.09.19 31.03.20 30.06.20 30.09.20 2021/22 CODE 2020/21 Budget 2020/21 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7000 F&A Wages (Corporate Management) 2020/21 spinal point.Although the Govt. announced pay freeze for 59,222 108,748 135,610 26,621 54,762 136,698 111,739 140,966 2021/22 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC F&A Wages (Democratic 7001 2020/21 spinal point.Although the Govt. announced pay freeze for Representation) 16,789 35,786 36,098 8,837 18,169 36,377 36,770 37,382 2021/22 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7004 F&A Wages (Charity Administration) 2020/21 spinal point.Although the Govt. announced pay freeze for 3,071 6,143 6,203 1,516 3,118 6,252 6,312 6,445 2021/22 apart from lower paid worker. GENERAL ADMINISTRATION 79,082 150,677 177,911 36,974 76,050 179,327 154,820 184,793 L EXPENSES (SALARIES) 7003 F&A Wages (Temporary Staff) The cost of agency staff required to cover during recruitment processes. 15,411 3,905 5,439 0 5,360 5,439 5,439 5,499 GENERAL ADMINISTRATION 15,411 3,905 5,439 0 5,360 5,439 5,439 5,499 EXPENSES (NON CONTRACT STAFF) 1
37 FINANCE, POLICY & ADMINISTRATION COMMITTEE 1.1% Inflation The cost of staff training courses and conferences. There has been few 7015 F&A Training 1,022 7,114 12,950 -630 -510 12,950 10,950 13,092 training this year due to Covid Provision for the staff expenses and only a few claims has been made in 7016 F&A Travel & Subsistence Expenses 1,525 2,295 2,155 446 549 2,155 1,295 2,179 the year. 7019 F&A HR Support Contingency for professional HR advice. 1,043 2,768 2,218 0 407 2,218 2,768 2,243 Contingency for advertising costs incurred in the recruitment of new 7017 F&A Recruitment 0 283 2,578 0 0 2,578 1,078 2,607 staff. 7020 F&A Insurance Annual insurance policy with Zurich Municipal. 12,086 12,330 13,004 11,811 11,811 13,004 12,330 13,147 7025 F&A Audit fee Provision for the cost of the external audit by PKF LLP. 0 2,100 2,040 -2,100 -2,100 2,040 2,000 2,062 Provision for the cost of the internal audit services supplied by Audit 7027 F&A Internal Audit fee -805 975 1,826 -445 -445 1,826 975 1,846 Solutions Ltd. Annual membership subscriptions to SLCC, ICCM, ICO etc. HAPTC 7030 F&A Subscriptions 4,366 5,741 6,139 3,493 4,235 6,139 6,139 6,206 subscription not renewed.NALC 7035 F&A Legal & Prof Fees Contingency for legal & professional fees. 3,464 4,188 5,493 -1,700 -1,700 6,993 4,188 5,553 Provision for the costs associated with compliance with the EU General 7028 F&A GDPR Compliance 888 3,624 5,016 -1,032 -864 5,016 5,280 5,071 Data Protection regulation (GDPR) Transaction charges for processing cheque payments and banking 7090 F&A Bank Charges 705 1,701 2,541 144 349 2,541 1,701 2,569 deposits. Provision for the purchase of stationary, photocopier leasing and the 7045 F&A Postage,Stationery,Copier 5,656 10,058 13,076 3,384 5,664 13,076 10,058 13,220 cost of postage. 7055 F&A Telephone Provision for the cost of 4 telephone lines and one fax / broadband line. 1,464 2,467 4,218 566 1,652 4,218 3,467 4,264 Provision for the cost of annual IT support, on site maintenance, 7070 F&A Computer,Printer & IT 5,607 14,315 17,743 5,662 9,666 20,743 19,743 17,938 broadband and website charges. 7199 F&A Capital Expenditure Provision for the replacement of office equipment and furniture. 2,120 3,091 4,304 0 0 4,304 2,089 4,352 7060 F&A Printing(inc Town Report) Provision for costs associated with the annual town meeting. 0 122 122 571 124 GENERAL ADMINISTRATION 39,141 73,049 95,423 19,599 28,714 99,923 84,632 96,473 EXPENDITURE (OFFICE EXPENSES) 2 7111 F&A Councillors Induction Training Provision for Councillorsto attend training courses. 261 331 1,078 0 90 1,078 578 1,090 7113 F&A Mayor's Allowance (Cllr RB) 397 2,263 3,674 0 31 3,674 3,602 3,714 7120 F&A Attendant's Allowance Provision for annual honorarium and attendance payments to SAMS. 0 2,030 2,542 944 2,040 2,542 2,623 2,570 Provision for the cost of Mayor Making, Silent Ceremony, Civic 7130 F&A Civic Events 6,013 8,794 10,681 755 766 10,681 10,681 10,798 Breakfast and Remembrance Sunday. VE DAY Added 7135 F&A Vintage Party Annual contribution to the running costs of the Vintage Party. 0 81 850 0 0 850 833 859 Contingency for the purchase of a past Mayor's badge and repairs or 7140 F&A Civic property 2,618 3,298 2,131 241 262 4,631 1,798 2,155 replacement of civic regalia. CIVIC EXPENSES & MAYORAL 9,574 16,797 20,956 1,940 3,190 23,456 20,116 21,186 3 ALLOWANCE Proposed accrual towards the cost of the next elections due to be held 7099 F&A Election Expenses 0 82 5,243 0 0 5,243 5,140 5,300 in May 2023. ELECTION EXPENSES 0 82 5,243 0 0 5,243 5,140 5,300 4 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7150 F&A Museum Admin costs 2020/21 spinal point.Although the Govt. announced pay freeze for 2,265 4,530 4,590 1,119 2,300 4,625 4,556 4,752 2021/22 apart from lower paid worker. MUSEUM SUPPORT (SALARIES) 2,265 4,530 4,590 1,119 2,300 4,625 4,556 4,752 M 7160 F&A Museum Grant Annual grant to Hertford Museum to assist with staffing & running costs. 70,252 140,423 140,423 35,106 70,212 140,423 140,423 140,423 MUSEUM SUPPORT (GRANT 70,252 140,423 140,423 35,106 70,212 140,423 140,423 140,423 5 FUNDING) 38 FINANCE, POLICY & ADMINISTRATION COMMITTEE 1.1% Inflation 7180 F&A Grants Provision for Community Grants. 3,056 14,001 16,554 0 6,560 22,904 16,554 16,720 COMMUNITY GRANTS 3,056 14,001 16,554 0 6,560 22,904 16,554 16,720 5B Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7200 CAS Cleaning 2020/21 spinal point.Although the Govt. announced pay freeze for 7,235 14,470 14,487 3,507 7,284 14,611 14,611 15,221 2021/22 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7201 CAS Caretaking 2020/21 spinal point.Although the Govt. announced pay freeze for 12,360 23,677 26,369 5,373 11,054 26,586 23,677 27,643 2021/22 apart from lower paid worker. CASTLE EXPENSES (SALARIES) 19,595 38,147 40,857 8,880 18,337 41,196 38,288 42,865 N 7205 CAS Rent Annual rent paid to the Gascoyne Cecil Estates. 49,375 66,931 65,834 31,820 48,278 65,834 66,931 66,558 7210 CAS Rates Business rates payable for the first and second floor of Hertford Castle. 19,517 19,517 19,080 19,835 19,835 19,080 19,517 19,290 Annual insurance premium recharged by Gascoyne Cecil Estates for 7212 CAS Insurance 5,052 5,052 4,897 0 4,628 4,897 4,628 4,951 Hertford Castle. Provision for water and electricity charges. The Castle has electric 7220 CAS Utilities storage heating incurring high costs during the winter months. 6,711 16,944 17,277 7,402 9,072 17,277 17,277 17,467 7270 CAS Cleaning (Other) Provision for quarterly window cleaning charges. 600 1,200 1,402 150 300 1,402 1,402 1,418 Provision for the cost of towel & mat laundry services and sanitary 7235 CAS Hygiene services 394 829 1,128 41 259 1,128 1,128 1,140 disposal services. 7240 CAS Janitorial supplies Provision for the cost of sundry cleaning supplies & stocks. 290 673 616 5 234 616 673 622 7245 CAS Refuse Provision for the weekly commercial refuse collection contract. 534 1,302 1,101 458 807 1,101 1,302 1,113 Provision secure shredding and recycling of glass, plastics and 7246 CAS Recycling 1,416 2,651 1,906 212 430 1,906 2,651 1,927 cardboard. Contingency for minor repair & maintenance items & Annual Fee- 7250 CAS Repairs & Maintenance -2,728 2,239 11,756 496 3,868 14,254 14,254 6,885 Express Lift - Reduced because there is no new project for the year. Provision for annual charges- fire extinguisher refurbishment, equipment 7255 CAS Security & safety equip 351 3,616 2,997 852 1,197 2,997 2,997 3,030 testing.& Security alarm 7260 CAS Health & Safety Contingency for health & safety signage etc. 2,448 449 1,311 0 441 1,311 1,311 1,325 7265 CAS Car park maintenance Contingency for repairs to automatic gates etc. 0 1,548 1,008 0 66 1,008 1,548 1,019 Maintenance costs recharged to the Council in relation to the Castle 7267 CAS Grounds Maintenance 5,121 23,821 26,670 1,984 22,105 35,894 35,894 26,964 grounds.FROOMS,RICKY TYLER. Provision for ongoing redecoration & refurbishment work. Any unspent 7299 CAS Capital Expenditure balance to be rolled into an earmarked Building Maintenance Reserve. -890 4,610 10,728 0 0 10,728 10,728 10,846 CASTLE EXPENSES (GENERAL) 88,191 151,383 167,710 63,254 111,519 179,432 182,240 164,555 6 Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7300 SW General Caretaking 2020/21 spinal point.Although the Govt. announced pay freeze for 824 1,578 1,758 358 737 1,772 1,578 1,843 2021/22 apart from lower paid worker. Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7305 SW Cleaning 2020/21 spinal point.Although the Govt. announced pay freeze for 452 904 905 -742 -506 913 904 951 2021/22 apart from lower paid worker. SEED WAREHOUSE EXPENSES 1,276 2,483 2,663 -384 231 2,686 2,483 2,794 O (SALARIES) Provision for the cost of electricity supply to the whole building. The Mill 7330 SW Electricity 2,199 4,588 3,534 695 2,133 3,534 4,588 3,573 Bridge Rooms have electrical storage heating. Provision for the cost of gas used in the building's two gas heating 7335 SW Gas -958 502 3,494 528 674 6,494 3,523 3,533 boilers. 7340 SW Water Provision for cost of the building's water supply. 174 391 725 425 425 725 701 733 7345 SW Refuse Provision for the weekly commercial refuse collection contract. 110 220 219 0 56 219 220 222
39 FINANCE, POLICY & ADMINISTRATION COMMITTEE 1.1% Inflation 7350 SW Health & Safety Provision for the cost of fire extinguisher servicing/Rodent pest control 0 1,100 1,808 -180 0 1,808 1,067 1,828 Provision for the cost of intruder and fire alarm maintenance and 7355 SW Alarms & Security 325 1,118 1,176 325 627 1,176 1,153 1,189 monitoring and associated telephone lines. 7360 SW Repairs & Maintenance Contingency for general repairs and maintenance. 1,995 3,930 2,298 237 264 2,298 4,369 2,323 7399 SW Capital Expenditure -2,069 -1,059 3,488 0 0 9,024 9,024 3,527 Contingency for major building repairs. SEED WAREHOUSE EXPENSES 1,777 10,790 16,743 2,029 4,180 25,279 24,646 16,927 7 (GENERAL) Apportionment of staff salary costs is inflated by 2.75% on top of NALC 7400 PREM Administration Costs 2020/21 spinal point.Although the Govt. announced pay freeze for 11,429 27,271 27,189 6,670 13,715 27,402 27,271 28,184 2021/22 apart from lower paid worker. PREMISES ADMINISTRATION 11,429 27,271 27,189 6,670 13,715 27,402 27,271 28,184 P (SALARIES)
TOTAL EXPENDITURE 341,048 633,538 721,702 175,185 340,367 757,335 706,608 730,471
SUMMARY
TOTAL INCOME -44,838 -114,619 -114,065 -40,805 -61,013 -114,065 -103,542 -108,922
TOTAL EXPENDITURE 341,048 633,538 721,702 175,185 340,367 757,335 706,608 730,471
NET EXPENDITURE 296,211 518,919 607,637 134,381 279,354 643,271 603,066 621,550
**Budget Approved Jan 2020 Full Town Council
***Rolled Forward Budgetd Approved June 2020 after year end 2019/20
40 PAPER C
REPORT TO A MEETING OF THE POLICY, FINANCE & ADMINISTRATION COMMITTEE – 4 JANUARY 2021
AGENDA ITEM 8 (a) – DRAFT BUDGET FOR 2021/22
1. PURPOSE OF THE REPORT
1.1 To present Members with the final draft of the proposed budget for the Committees for the 2021/22 financial year and to ask them to consider which, if any, projects they wish to undertake in the forthcoming year.
2. BACKGROUND INFORMATION - FINANCIAL IMPLICATIONS
2.1 In calculating the level of Precept that forms the majority part of the Council’s budget, the Council must establish a budget sufficient to cover the four following classes of items:
a) Next year’s expenditure, including an allowance for contingencies. b) Outstanding expenditure incurred in previous years. c) Expenditure likely to be incurred before the precept sum becomes available; and d) Payments to a capital fund or building maintenance reserve.
3. BUDGET ASSUMPTIONS
Expenditure
3.1 The salaries model is based on the existing staff structure and working patterns. Staff who are not at the top of their scale are assumed to have moved up one salary point.
3.2 Employer’s contributions into the pension scheme are currently included at 22.15% of pensionable pay for 2021/22, the employer’s national insurance contribution at 13.8%. Under the new Local Government Pension Scheme overtime payments are now included as pensionable pay, which has contributed to the growth in staffing costs.
3.3 The Salary pay scale draft for 2021/22 is increased by 2.75% above the current pay scale for 2020/21. Other increases will include staff qualifying for the next salary spine scale and those staff qualifying for the long service bonus.
3.4 The national pay claim for 2021/2022 is expected to be lodged in late January 2021. The negotiation process will be, as in previous years, between the employers and unions (either nationally or locally). It is prudent to include a pay rise as the process will not be completed in time for the final positon to be reflected in the 2021/2022 budget to be set by Full council in January 2021.
Other Budget Items:
3.5 An inflationary increase of 1.1% CPI has been included on most other budgets based on the current rate used by National Statistics. The Consumer Prices
41 PAPER C
Index (CPI) 12-month rate was 1.1% in July 2020, increasing from 0.8% in June 2020.
3.6 Most of the goods purchased by the Council are consumable goods, therefore CPI is used to set the budget.
4. COMMUNITY SERVICES - PROPOSED AND ONGOING PROJECTS
There is one continuing budget item for 2021/22.
Continuation Project:
4.1 5398 Cemetery Land Acquisition– Continuation of the provision of funding to examine the feasibility for establishing a Cemetery Reserve. This work will be developed over the coming years for the future purchase of new Cemetery land.
Potential in Year Projects:
4.2 Replacement boundary fencing and gates at Cromwell Road allotments, along Carmelite Close from Mudlarks to vehicle entrance gate will cost £18,000. The site has experienced some problems with anti-social behaviour, theft and unauthorised access and the current fencing along this section is not secure and could be upgraded to improve the security of the site.
4.3 To infill and secure the boundary line at Cromwell Road allotments along Kings Mead side with secure fencing– estimated cost of £5,000.
4.4 The draft budget for Community Services for the financial year 2021/22 is £241,043 compared to £235,329 in the financial year 2020/21 and the RPI used is 1.1%.
4.5 The new projects above are not included in the Community Services draft budget for the financial year 2021/22. Officers will undertake further work regarding the projects including the overall cost and the potential funding sources.
5. DEVELOPMENT AND LEISURE
5.1 The draft budget has been prepared on the basis that the country is still on lockdown due to Covid-19 and as a result of this, it is presumed that there would be a limited income in the first quarter of the year. The budgeted net expenditure is £374,020 which represents an increase of 4.5% from the last year budgeted net expenditure of £358,051.
5.2 The ability for the Council to fully operate its full range of services that are overseen by Development and Leisure Committee is not certain at present. The impact of the Coronavirus pandemic is continuing to impact on the provision of venue hire and the operation of a full events programme. A thorough review has been done on the draft budget to reflect the current situation which might impact the first quarter income of the financial year 2021/22 Committee.
5.3 At the Development and Leisure Committee held on 14th December, the Committee recommended an additional £3000 be added to the Town
42 PAPER C
Development Fund base budget for 2021/21. The funding will be used to support businesses and retailers following the impact of COVID-19.
5.4 At the Development and Leisure Committee held on 14th December, the Committee agreed to charge an admission fee for visitors attending the Hertford Castle Wimbledon and Euro Footfall event of £3 per visitor. Therefore, the Events Income budget is expected to increase a further £3000. This additional income will offset the cost of the £3000 increase to the Town and Development Fund Budget.
6. FINANCE POLICY & ADMINISTRATION - PROPOSED AND ONGOING PROJECTS
6.1 The 2021/22 budget net expenditure is £621,550 and this it is based on income & expenditure inflated by 1.1% CPI and the salaries inflated by 2.75%.
6.2 The draft budget for 2021/22 is up by 2.3% when compared to 2020/21 net expenditure of £607,637 before the rolling forward items from 2019/20 that was agreed at the year end.
6.3 Budget code 7019 (FP & A HR Support) is likely to change from the current amount of £2,243 for 2021/22. The changes will depend on the decision made by the Committee on the separate item on this agenda. The figures will be finalised for consideration by Full Council in January 2021.
7. NEW HOMES BONUS
7.1 The opening balance of the Reserve at the beginning of the financial year 2020/21 was £669,772 and during July 2020 the Council received £147,254 grant for the financial year 2020/21 from East Herts Council. The Council has awarded a total of £46,319 grants to the community as at the end of September 2020. See Appendix 4 for more details.
7.2 The balance of the NHB Reserve at the end of September was £770,707 Committee are asked to note the following payments have will be paid or after the end of the 2nd quarter of the financial year 2020/21. This includes the £15,000 that is due to be paid to CDA for the project in bringing people together in the community. See Appendix 4 for grants awarded in 2019/20.
8. COMMUNITY GRANTS
8.1 The FP & A Committee agreed a budget of £16,554 for community grants for 2020/21 at the beginning of the year to which was added a roll forward of £6,350 from the last financial year, making a total of £22,904. The total amount awarded to applicants from April 2020 to November 2020 is £6,185 and this leaves a balance of £16,719. The details of the grant awards can be found on Appendix 4 as attached.
9. LOCALISATION OF COUNCIL TAX SUPPORT GRANT
9.1 For 2013/14 the tax base was reduced to consider the value of the localised Council Tax Support Scheme (LCTS). To mitigate the impact of this reduction on Town and Parish Councils Central Government provided a grant to each
43 PAPER C
billing authority to be divided between their preceptors. Between April 2013 and April 2014, the Town Council received its share of the grant from East Herts Council which amounted to £125,996.
9.2 The funds received are currently held in an earmarked reserve to be available for use over several years if required. To date £93,000 has been released back into the General Reserve for various projects carried out across all committees in 2019/20 and reduced tax base when setting the Precept each year. The remaining balance of the LCTS Grant Reserve is £32,996.
10. GENERAL RESERVE POLICY
10.1 The general reserve held by the Council ensures that there is a sufficient cash flow from the end of the financial year until the receipt of the first precept instalment for the following year (usually late April).
10.2 The general reserve is also a contingency for unforeseen expenditure or loss of income. The establishment of a Building Maintenance Reserve and CCTV Maintenance Reserve have removed significant risks that the reserve has to cover.
10.3 For the purpose of the precept calculation, a prudent target of a closing reserve as of 31st March 2021 would be £323,134. This amount is half of the projected closing figure, and this would cover the net expenditure in the first quarter of 2021/22. Due to the number of contingency items built into the current budget, the unspent amount may be transferred into the general reserve or rolled forward. The closing reserve normally turns out to be higher than the approximated amount above
10.4 NALC’s “Governance & Accountability for Local Councils – Practitioners’ Guide” recommends that councils hold a minimum general reserve equivalent to at least 3 months gross expenditure but due to the level of earmarked reserves, The General Reserves held is more than 3 months gross expenditure.
11. CONCLUSION
11.1 The projected closing General Reserves at the end of the financial year 2020/21 will be £646,268 which is above the minimum Reserve level without any increase in the Precept or the use of any funds currently held in the LCTS Grant Reserve.
11.2 The listed projects in section 4.2 & 4.3 were not supported by Community Services Committee for recommending to Finance, Policy and Administration Committee for inclusion in the budget for 2021/22, but to be included in the work programme and further information and options be provided to the CS Committee.
11.3 It is proposed that the precept be increased by 2%. On this basis the current tax band D (£100.93) will increase to (£102.95) and this will give a precept of £1,237,289.
11.4 The draft is based on tax base of 12,018.64 houses allocated to Hertford Town Council in which there is no significant changes to last year figures.
44 PAPER C
11.5 Overall net expenditure is budgeted at £1,236,613 and with the proposed precept of £1,237,289, it will give a surplus of £676 that can be used as small contingency.
11.6 The Balance Sheet figure at the end of September 2020 shows £2,472,536 but if NHB (£770,707) is deducted from this figure, the actual Net Assets will be £1,701,829.
12. RECOMMENDATIONS
It is RECOMMENDED that:
a) The Committee notes the draft budget; and
b) The Committee adopts a balance of £323,634 as a prudent minimum general reserve for the 31st March 2021 when considering the calculation of the Precept for 2021/22.
c) The Committee approves the £3,000 increase on Event budget code(4220) and £3,000 on expenditure budget code (6036) of Town and Development Fund budget in section 5.3 and 5.4.
d) The Committee approves continuation of the Museum Grant funding of £140,423 for the 2021/22
e) The Committee recommends a 2% increase to the Precept to reflect inflation which will result in a total of £1,237,289 and a balanced budget to be considered in Full Town Council on 18th January 2021
Report by Muibat Babayemi – Finance Manager
45
This page is intentionally blank
46 47 48 49
This page is intentionally blank
50 PAPER E
Hertford Town Council
Internal Audit Report: 2020-21 (Interim)
Prepared by Stephen Christopher
For Auditing Solutions Ltd
51 PAPER E 1 Background and Scope
All town and parish councils are required by statute to make arrangements for an independent internal audit examination of their accounting records and system of internal control, and for the conclusions to be reported each year in the Annual Governance and Accountability Return (AGAR). Auditing Solutions Ltd were appointed to undertake this function on behalf of Hertford Town Council for the 2020-21 financial year.
This report sets out the results of our interim audit in relation to 2020-21, which was undertaken in November and December 2020. Due to the impact of the Covid-19 pandemic, we undertook part of our audit work remotely on this occasion
Internal Audit Approach
In carrying out our audit, we have had regard to the materiality of transactions and their susceptibility to potential mis-recording or mis-representation in the year-end Statement of Accounts, operating a mix of 100% substantive or selected sampling techniques where considered applicable.
Our audit programme is designed to afford appropriate assurance that the Council’s financial systems remain robust and operate in a manner to ensure effective probity of transactions and to afford a reasonable probability of identifying any material errors or possible abuse of the Council’s own and the national statutory regulatory framework. The programme is also designed to facilitate our completion of the ‘Internal Audit Report’ in the Council’s AGAR, which requires independent assurance over a number of internal control objectives.
Overall Conclusion
On the basis of the programme of work we have undertaken for the year to date, we have concluded that the Council continues to maintain an adequate and effective system of internal control. The records held in support of the accounting transactions were of a high standard and provide an effective audit trail, with clear cross-referencing of all relevant documentation.
In the sections below, we have explained the objectives of each area of our audit, summarising the work undertaken and our findings. We are pleased to report that there are no matters arising that require a recommendation for further action. We ask that Members consider the content of this report.
This report has been prepared for the sole use of Hertford Town Council. To the fullest extent permitted by law, no responsibility or liability is accepted by Auditing Solutions Ltd to any third party who purports to use or rely on, for any reason whatsoever, this report, its content or conclusions.
52 PAPER E 2 Detailed Report
Accounting records & Banking arrangements
Our objective is to confirm that the accounting records are accurate and up to date, with no anomalous entries in the cashbooks or financial ledgers, and that appropriate banking arrangements are in place.
The Council continues to maintain its accounting records using the Sage software. Banking services are provided by HSBC, with two bank accounts in operation - a Current Account and an instant access Deposit Account. Separate cashbooks are maintained within Sage for the two accounts. At present, the Council holds no other investments.
In our audit work for the year to date, we have: Verified that an appropriate nominal ledger structure remains in place; Checked and agreed the opening Trial Balance in the Sage software for 2020-21 to the closing Financial Statements for 2019-20, confirming that all the detailed balances have been properly rolled forward; Checked and agreed one sample month’s receipts and payments transactions (October 2020) from both the Current and Deposit account cashbooks to relevant bank statements, including the daily “sweep” transfers between the accounts; and Checked and agreed the detail on the bank reconciliations for both accounts as at 31st July and 31st October 2020, confirming the reconciliations were subject to independent review and that there were no long-standing unpresented cheques or anomalous entries, and Confirmed, by discussion with the Finance Manager, that the accounting software is fully supported by Sage and that it is backed up overnight on the Council’s central server, which is itself backed-up remotely.
Conclusion
On the basis of our audit work to date, we are satisfied that the controls in place in this area are adequate and are operating effectively. There are no matters arising that require a formal comment or recommendation.
Corporate Governance arrangements
Our objective is to confirm that the Council has robust corporate governance arrangements in place and that, as far as we may reasonably be expected to ascertain (as we do not attend Council or Committee meetings), all meetings are conducted in accordance with the adopted Standing Orders and Financial Regulations and that no actions of a potentially unlawful nature have been or are being considered for implementation.
During the course of our interim audit, we have: Confirmed that the Council’s extant corporate governance documentation including the Standing Orders, Financial Regulations & Members’ Code of Conduct continue to be subject to ongoing review, with the latest approval being made in March 2020;
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
53 PAPER E 3 Commenced our review of the minutes for 2020-21, examining those for the meetings of the Full Council and its standing committees. We are pleased to record that we have not identified any issues that we consider may have an adverse effect, through litigation or other causes, on the Council’s future financial stability; and
We note that the External Auditor has issued an unqualified opinion on the 2019-20 AGAR. However, the External Audit Report has drawn attention to a procedural issue regarding the timing of the approval of the accounts and the exercise of public rights, resulting from a misinterpretation of an amendment made to the Accounts and Audit Regulations 2015 in response to the Coronavirus pandemic. We are aware that this issue has been raised with a significant number of local councils.
The External Auditor has stated that, when approving the Annual Governance Statement (Section 2) of the 2020-21 AGAR, the Council must answer ‘No’ to Assertion 4 (regarding the proper opportunity for the exercise of electors’ rights) and ensure that proper provision for the exercise of public rights during 2021-22. We are in discussion with the External Auditor as to whether this action is necessary and will advise the Council if the position changes.
Conclusion
On the basis of our audit work to date, we are satisfied that the controls in place in this area are adequate and are operating effectively. There are no matters arising that require a formal comment or recommendation.
Review of Expenditure
Our objective is to confirm that: Council resources are released in accordance with approved procedures and budgets; Payments are appropriately supported, 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; An official order has been raised for supply of goods and services on each occasion where one would be anticipated; Any discounts due on goods and services supplied are identified and appropriate action taken to secure the discount; The correct expense codes have been applied to invoices when processed; and VAT has been appropriately identified and coded to the control account for periodic recovery.
We have commenced our review of the procedures in place in this area. We selected a sample of 29 non-pay related payments made in the year to 30th September 2020 for examination, to check compliance with the above criteria. Our test sample included all payments in excess of £4,000, together with a more random selection of every 40th cashbook transaction (irrespective of value) during the period. The overall value of expenditure in our sample totalled just under £250,000, equating to 60% of non-pay expenditure in the first half year.
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
54 PAPER E 4 The Council makes use of an HSBC commercial charge card, with a monthly credit limit of £6,500 spread over 5 authorised users, with settlement made monthly by automatic direct debit. As part of our expenditure testing, we also examined a sample of transactions (those for the card statement period dated 12th July 2020) to confirm that each payment was appropriate to the Council’s activities, was properly supported by suppliers’ invoices/till receipts, with the entries in the cashbook reconciling to the bank statement.
With regard to VAT, we confirmed that the Finance Manager continues to submit quarterly returns to HMRC in electronic format, as required by extant legislation. We confirmed that the VAT returns for the first two quarters of 2020-21 had been submitted on a timely basis, that they reconciled to the Sage control account and that appropriate reimbursement has been received from HMRC.
Conclusion
There are no matters arising from our audit work to date that require a formal comment or recommendation, with all of the above criteria met.
Assessment and Management of Risk
Our objective is to confirm 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 those risks in order to minimise the opportunity for their coming to fruition.
In the course of our interim audit, we noted that:
The Risk Assessment Policy continues to be reviewed on an annual basis, with the latest review undertaken by the Finance, Policy and Administration (FP&A) Committee on 9th March 2020, together with other core documents of the Constitution, with no changes made; The detailed Financial Risk Assessment is also updated annually. The most recent review was undertaken by the FP&A Committee on 19th October 2020, for subsequent adoption by the Full Council; The Council’s insurance cover continues to be provided by Zurich Municipal. We reviewed the current year’s policy schedule (to 31st March 2021) and confirmed that it includes Public Liability cover of £15 million, Employer’s Liability of £10 million Fidelity Guarantee of £2 million and Business Interruption cover of £194,000. This level of cover appears adequate for the Council’s ongoing needs and the level of annual Precept, and The Council has one play area (Pinehurst) that requires an external inspection to confirm that it meets the statutory health and safety standards. This inspection is undertaken quarterly by Broadmead Leisure Ltd and we have confirmed, by discussion with the Civic Administration Manager, that any significant issues arising would be notified to the Community Services Committee as part of the report on progress against “objectives” which goes to each meeting.
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
55 PAPER E 5 Conclusion
On the basis of our audit work to date, we consider that the Council has sound arrangements in place in relation to the management of risk. There are no matters arising that require a formal comment or recommendation.
Budget Setting, Budgetary Control and Reserves
Our objective here is to confirm that the Council has robust processes in place for identifying and approving its future budgetary requirements and the level of Precept to be drawn down from East Hertfordshire District Council, and also that effective reporting and monitoring processes are in place. We also aim to confirm that the Council retains appropriate funds in general and earmarked reserves to finance its ongoing spending plans, whilst retaining appropriate sums to cover any unplanned expenditure that might arise.
We confirmed that adequate arrangements remain in place for the monitoring of in-year financial performance. Monthly payment schedules and summary bank reconciliations are reported to each meeting of the FP&A Committee, which also receives quarterly income and expenditure reports. We note that the Community Services and Development & Leisure Committees also receive quarterly income and expenditure reports for their areas of activity.
At the time of our visit, preparation for the 2021-22 budget and Precept was underway, with FP&A Committee and the two service committees having considered initial draft budgets. We note that the FP&A Committee will give further detailed consideration to the budget in January 2021, prior to the determination of the budget and annual Precept by the Full Council on 18th January 2021.
Conclusion
On the basis of our audit work to date, we consider that the budgetary control arrangements are adequate and are operating effectively. There are no matters arising that require a formal comment or recommendation. We will review the 2021-22 budget setting process and reserves position at our final audit.
Review of Income
In considering the Council’s income streams, our objective is to confirm that robust systems are in place to ensure the identification of all income due to the Council from its various sources, to ensure that it is invoiced in a timely manner and that effective procedures are in place to pursue recovery of any outstanding monies due to the Council.
During our interim audit, we have confirmed the following:
As noted earlier in this report, we checked and agreed one month’s receipts transactions from cashbooks to the relevant bank statements; We confirmed that the fees and charges for 2020-21 had been agreed in the previous financial year. We also noted that, at its meeting on 30th November 2020, the Community Services Committee considered the level of cemetery fees and allotment rents and resolved to make slight increases to both, which will apply from 1st April 2021 and 1st January 2022 respectively.
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
56 PAPER E 6 We have checked and agreed the income arising from Cemetery activities by reference to the Burial Registers for two sample months (May and June 2020), confirming that the fees charged were in accordance with the published scales and that the income due was received on a timely basis, and We have reviewed the aged debtors listing as at 24th November 2020, confirming that there were very few outstanding debtors over three months and that appropriate action is being taken to manage the overall debtor position.
Conclusion
There are no matters arising from our audit work in this area to date that require a formal comment or recommendation. We will review the controls over other income areas at our final audit.
Petty Cash
We are required, when completing the ‘Annual Internal Audit Report’ in the AGAR, to confirm that there are effective controls over any petty cash accounts operated by the Council. To meet that objective, we confirm that: Any petty cash accounts in operation are managed effectively and that all expenses incurred are appropriately supported by a trade invoice or relevant till receipt; Only low value expenditure is incurred from any petty cash account(s) in use; VAT is identified and coded accordingly to the VAT control account for periodic recovery from HMRC; and The physical cash held is periodically reconciled to the supporting records.
The Council operates a limited petty cash scheme in the Administration office and the Information Centre, “topped up” as and when required. During our interim audit we examined one sample month’s transactions (October 2020) to confirm that each payment was properly supported by an appropriate supplier invoice and/or till receipt and that any recoverable VAT was separately identified. We confirmed that sequentially numbered vouchers continue to be maintained, all payments were properly authorised and the Finance Manager undertakes independent, periodic reconciliations from Sage control account to the cash balances held.
We also undertook a physical check of the petty cash held at the time of our interim audit visit and confirmed that this reconciled to the underlying records.
Conclusion
On the basis of the audit work that we have undertaken to date, we consider that the control arrangements in this area are adequate and are operating effectively. There are no matters arising that require a formal comment or recommendation.
Salaries and Wages
In examining the Council’s payroll function, we aim to confirm that extant legislation was being appropriately observed as regards adherence to the Employee Rights Act 1998 and the
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
57 PAPER E 7 requirements of HM Revenues and Customs (HMRC) legislation as regards the deduction and payment over of income tax and NI contributions, together with meeting the requirements of the local government pension scheme as further revised from 1st April 2019 in relation to the employee contribution percentage bandings.
We have undertaken our examination of the payroll procedures in place and the physical payments made to staff to date in 2020-21 by reference to the November 2020 (Month 8) payroll documentation, the underlying detail for which continues to be produced “in house” by the Finance Manager utilising bespoke Sage payroll software.
To meet our audit objective, we have: Confirmed that an appropriate signed contract of employment is held for the one new member of staff recruited to date during 2020-21; Agreed the gross amounts paid to all individuals in November 2020, by reference to the Council’s approved pay points on the NJC annual schedule of rates payable; Checked to ensure that tax and NI deductions have been made applying the appropriate PAYE tax codes and NI Tables, also confirming that appropriate amounts are paid over to HMRC each month in accordance with the relevant legislation; Confirmed that the appropriate employee and employer contributions to the pension scheme have been determined and paid over to the County’s Pension Fund Administrators, and For the same sample month, agreed the net pay computations on pay slips to the payroll summaries and resultant bank statement and cashbook transactions;
Conclusion
There are no matters arising from our review that require a formal comment or recommendation.
Investments and Loans
Our objectives are to confirm 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, that the Council is obtaining the best rate of return on any such investments made, that interest earned is brought to account correctly and appropriately in the accounting records. We also confirm, where appropriate, that any loan repayments due to, or payable by, the Council are transacted in accordance with appropriate loan agreements.
At the time of our interim audit, the Council did not hold any long-term investments (i.e., investments of over 1 year). As noted earlier in the report, all of its funds are held in instant access current and deposit accounts with HSBC. We have checked and agreed sample transactions and bank reconciliations on these accounts, as noted above.
In response to the ‘Statutory Guidance on Local Government Investments, The Council has a Treasury Management and Investment Strategy in place, which is reviewed annually. The latest review was undertaken in March 2020.
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
58 PAPER E 8 At the time of our interim audit, the Council did not have any PWLB loans or any other loans to or from third-parties.
Conclusion
There are no matters arising from our review that require a formal comment or recommendation.
Hertford Town Council 2020-21 (Interim Audit) 11th December 2020 Auditing Solutions Ltd
59
This page is intentionally blank
60 PAPER F
Section 1 -Annual Governance Statement 2019/20
We acknowledge as the members of:
HERTFORD TOWN COUNCIL our responsibility for ensuring that there is a sound system of internal control, including arrangements for the preparation of the Accounting Statements. We confirm, to the best of our knowledge and belief, with respect to the Accounting Statements for the year ended 31 March 2020, that:
Agreed � 'Yes' means that this authority: 1. We have put in place arrangements for effective financial prepared its accounting statements in accordance management during the year, and for the preparation of ✓ with the Accounts and Audit Regulations. the accounting statements. 2. We maintained an adequate system of internal control made proper arrangements and accepted responsibility including measures designed to prevent and detect fraud ✓ for safeguarding the public money and resources in and corruption and reviewed its effectiveness. its charge. 3. We took all reasonable steps to assure ourselves has only done what it has the legal power to do and has that there are no matters of actual or potential complied with Proper Practices in doing so. non-compliance with laws, regulations and Proper Practices that could have a significant financial effect ✓ on the ability of this authority to conduct its business or manage its finances. 4. We provided proper opportunity during the year for during the year gave all persons interested the opportunity to the exercise of electors' rights in accordance with the ✓ inspect and ask questions about this authority's accounts. requirements of the Accounts and Audit Regulations. 5. We carried out an assessment of the risks facing this considered and documented the financial and other risks it authority and took appropriate steps to manage those faces and dealt with them properly risks, including the introduction of internal controls and/or ✓ external insurance cover where required. 6. We maintained throughout the year an adequate and arranged for a competent person, independent of the financial effective system of internal audit of the accounting ✓ controls and procedures, to give an objective view on whether records and control systems. internalcontrols meet the needs of this smaller authority 7. We took appropriate action on all matters raised responded to matters brought to its attention by internaland in reports from internal and external audit. ✓ external audit. 8. We considered whether any litigation, liabilities or disclosed everything it should have about its business activity commitments, events or transactions, occurring either during the year including events taking place after the year during or after the year-end, have a financial impact on ✓ end if relevant. this authority and, where appropriate, have included them in the accounting statements. 9. (For local councils only) Trust funds including Yes No N/A has met all of its responsibilities where, as a body charitable. In our capacity as the sole managing corporate, it is a sole managing trustee of a local trustee we discharged our accountability I I trust or trusts. responsibilities for the fund(s)/assets, including financial reporting and, if required, independent ✓ examination or audit. *Please provide explanations to the external auditor on a separate sheet for each 'No' response and describe how the authority will address the weaknesses identified. These sheets must be published with the Annual Governance Statement.
This Annual Governance Statement was approved at a Signed by the Chairman and Clerk of the meeting where ,. meeting of the authority on: approval was given: �9 ( 0 b I JO and recorded as minute reference: Chairman
Clerk
Other information required by the Transparency Codes (not part of Annual Governance Statement) Authority web address
Annual Governance and Accountability Return 2019/20 Part 3 Page 4 of 6 Local Councils, Internal Drainage Boards and other Smaller61 Authorities* PAPER F
62 PAPER F Section 3 – External Auditor Report and Certificate 2019/20 In respect of Hertford Town Council – HT0051
1 Respective responsibilities of the body and the auditor This authority is responsible for ensuring that its financial management is adequate and effective and that it has a sound system of internal control. The authority prepares an Annual Governance and Accountability Return in accordance with Proper Practices which: • summarises the accounting records for the year ended 31 March 2020; and • confirms and provides assurance on those matters that are relevant to our duties and responsibilities as external auditors. Our responsibility is to review Sections 1 and 2 of the Annual Governance and Accountability Return in accordance with guidance issued by the National Audit Office (NAO) on behalf of the Comptroller and Auditor General (see note below). Our work does not constitute an audit carried out in accordance with International Standards on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.
2 External auditor report 2019/20 On the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return (AGAR), in our opinion the information in Sections 1 and 2 of the AGAR is in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
Other matters not affecting our opinion which we draw to the attention of the authority:
We note that the smaller authority did not comply with Regulation 15 of the Accounts and Audit Regulations 2015 as amended by SI 2020/404 the Accounts and Audit (Coronavirus) (Amendment) Regulations 2020 as it failed to make proper provision during the year 2020/21 for the exercise of public rights, since the notice regarding the period for the exercise of public rights was not published before the start of the period. As a result, the smaller authority must answer ‘No’ to Assertion 4 of the Annual Governance Statement for 2020/21 and ensure that it makes proper provision for the exercise of public rights during 2021/22.
We note that Sections 1 and 2 of the Annual Governance and Accountability Return were approved on 29/06/2020 but that the public rights period did not commence until 30/08/2020. The period set is not strictly in contravention of the timing permitted under the legislation introduced as a result of Covid-19, but it should be noted that this year’s extension to allow later public inspection was intended to allow for authorities who were not able to approve their AGAR until as late as the statutory deadline of 31 August 2020. Regulation 12 (3) of the Accounts and Audit Regs 2015 (signing and approval of the statement of accounts for Category 2 authorities) requires the Responsible Financial Officer, as soon as practicable after the date on which the authority complies with regulation 12 (2c) (re. accounts approved and signed following meeting), to do the following on behalf of the smaller authority: a) commence the period for the exercise of public rights in accordance with regulation 14 and regulation 15; and b) notify the local auditor of the date on which that period was so commenced. We fully appreciate the difficulties arising as a result of coronavirus restrictions; however, please consider the requirements of the Accounts and Audit Regulations 2015, when setting the date for the approval of the AGAR in relation to the public rights period in future years. 3 External auditor certificate 2019/20 We certify that we have completed our review of Sections 1 and 2 of the Annual Governance and Accountability Return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for the year ended 31 March 2020. External Auditor Name PKF LITTLEJOHN LLP
External Auditor Signature Date 04/11/2020
* Note: the NAO issued guidance applicable to external auditors’ work on limited assurance reviews for 2019/20 in Auditor Guidance Note AGN/02. The AGN is available from the NAO website (www.nao.org.uk)
Annual Governance and Accountability Return 2019/20 Part 3 Page 6 of 6 63
This page is intentionally blank
64
PAPER G
REPORT TO A MEETING OF THE FINANCE POLICY AND ADMINISTRATION COMMITTEE – 4TH JANUARY 2021
AGENDA ITEM 9 – COMMUNITY GRANT APPLICATIONS
1. PURPOSE OF THE REPORT
1.1 To present to Committee the applications received for awards from the Community Grant fund and to provide an update on recent grants awarded.
2. BACKGROUND
2.1 The Council has a provision for funding Community Grants which qualifies as expenditure under the General Power of Competence, as defined in the Localism Act 2011 and SI 965 The Parish Councils (General Power of Competence) (Prescribed Conditions) Order 2012, adopted by the Council on 8 July 2013. The guidelines and criteria for grants, is detailed on the Councils website. Should the Committee decide to waive any of these criteria the reason should be recorded.
2.2 There is a budget of £16,554 for Community Grants in 2020/21. There is a balance of £9,994 remaining.
The Committee is asked to decide:
• whether or not to approve individual application; • the amount of any grant so approved; and • Any conditions that will be attached to the grant awarded.
2.3 Under paragraph 4.3 of the Grants policy, normally grant applications from organisations will only be considered when accompanied by at least one of the following:
a. Audited accounts.
b. Accounts that have been subjected to independent inspection as required by the Charities Act or, where the organisation is newly formed, a case for funding including supporting evidence of fund raising efforts.
3 GRANT APPLICATIONS
3.1 The following applications have been received and the Committee is asked to give consideration to the following:
The Hertford Club
3.2 An application for funding of £1200 to assist with funding repair work to this historic Grade II listed building in the town. The 17th C building is need of significant work in particular repointing the front elevation, work to the roof and the windows. The cost of the repointing is £20-30,000 but they are also raising a fund to replace some windows, which have to be in conformity with the 65
PAPER G
Grade II listed status of the building. They have raised £5,000 and members have subscribed a further £4,000. The requested grant of £1,200 would enable this project to commence immediately and prevent further deterioration during the winter months.
Hertford Voices Touring Choir (Subgroup of Hertford Choral Society)
3.5 An application for funding of £600 towards additional costs due to Covid-19. To date Hertford voices has been able to meet online only but would like to commence some in-person sessions after Christmas through to Easter. To ensure safety of those attending and social distancing, larger venues are required . This grant would help meet the additional costs and enable the group to keep momentum in preparation for future tours once they are able to tour and perform again.
Grant Application – Rotary Club
3.6 An application for £1200 towards the cost of running Hertford Fun Day
This organisation received grants totalling £420 in 2016/17, £1200 in 2017/18 and 1200 in 2018/19. (The grant for 2019/20 was agreed but the grant returned as the event didn’t take place due to Covid-19) .
Hertford & Ware Squadron Air Training Corps
3.7 An application for funding of £1,200 towards replacement of their current 19 year old minibus. The bus is now in a poor condition, with ongoing repairs. A new bus would mean safer more reliable transport for the group. This grant request represents 4.5% of the total cost. The balance would be raised from fundraising events, donations and grants.
3.8 The organisation has also made a request for a grant from the HTC New Homes Bonus scheme and the Squadron would be grateful for any assistance received through either scheme.
4. RECOMMENDATIONS
It is recommended that:
a) The Committee considers the level of grant, if any, it would wish to make in each case. b) The Committee notes the report.
Report by Nick Kirby – Civic Administration Manager
66
PAPER H
REPORT TO A MEETING OF THE FINANCE POLICY AND ADMINISTRATION COMMITTEE – 4TH JANUARY 2021
AGENDA ITEM 10 – NEW HOMES BONUS FUNDING
1. PURPOSE OF THE REPORT
1.1 To present to Committee the applications received for awards from the New Homes Bonus Grant Fund.
2. BACKGROUND
2.1 At a meeting the Finance, Policy and Administration Committee held on 12 March 2018, the Committee approved a new grant scheme allocated from the New Homes Bonus, to invest in local communities in Hertford, to enhance and improve those communities on behalf of the residents and businesses.
2.2 New Homes Bonus funding can only be allocated to those projects which show a clear benefit to residents and businesses in Hertford.
2.3 Individual grants of up £30,000 may be awarded.
3 GRANT APPLICATIONS
3.1 The following applications have been received and the Committee is asked to give consideration to the following:
Hertford & Ware Air Training Corps
3.2 An application for funding of £12,000 towards replacement of their current 19 year old minibus. The bus is now in a poor condition, with ongoing repairs. A new bus would mean safer more reliable transport for the group. This grant request represents 44.4% of the total cost. The balance would be raised from fundraising events, donations and grants.
Holy Trinity Bengeo
3.3 An application for funding of £861 to complete the budget for landscaping work in the Churchyard of Holy Trinity Bengeo to extend the Garden of Remembrance to make provision for future burials. This represents 50% of the budget with the remainder funded from existing reserves.
4. RECOMMENDATIONS
It is recommended that: . a) The Committee considers the level of grant, if any, it would wish to make in each case b) The Committee notes the report.
Report by Nick Kirby – Civic Administration Manager 67
This page is intentionally blank
68 PAPER I
MINUTES OF THE PERSONNEL SUB COMMITTEE MEETING HELD ON MONDAY 16 NOVEMBER 2020 – MEETING HELD REMOTELY
PRESENT: Councillor Mrs R Bolton, in the Chair
Councillors: Mrs A Daar, B Deering, Mrs S Newton, R Pinkham, A Porrer and Miss J Sartin
IN ATTENDANCE: Cllr P Ruffles Mr J Whelan, Town Clerk
321. RECORDING OF MEETING
It was established that no person present wished to record the meeting.
322. APOLOGIES FOR ABSENCE
None
323. DECLARATION OF INTERESTS
Councillors Mrs Bolton, Deering, Mrs S Newton; all of whom declared an interest in relation to Item 8 on the Agenda. That report references services provided by East Herts Council. All of the Councillors are also East Herts Councillors.
324. MINUTES
It was RESOLVED that: The minutes of the last meeting held on 7 September 2020 be confirmed as a correct record of the proceedings and signed by the Chairman.
325. QUESTIONS AND/OR STATEMENTS FROM MEMBERS OF THE PUBLIC
There were no members of the public wishing to speak.
326. SICKNESS STATISTICS
The Committee received an update report on staff sickness for 1 November 2019 to 31 October 2020.
69 PAPER I
Committee were pleased to see that the numbers were reasonable when compared to previous months and across the twelve month reporting period.
It was RESOLVED that:
a) The Committee notes the report.
327. CASUAL OFFICER HOURS
The Committee received a report outlining the amount of hours worked by each Casual Officer from 1 January 2020 to 31 October inclusive.
It was noted in discussion that the hours worked by the Casual Officer 3 included a significant amount of work in preparation to enable the Council to launch a fully accessible website. It was further noted that, at the time, no other staff had the capacity to undertake this work.
It was RESOLVED that:
The Committee notes the report.
328. STAFF AND COUNCILLOR SUPPORT FRAMEWORK
A report was considered that described the support framework that is currently in place for Officers, Councillors and the Sergeants at Mace Team.
Committee noted the training that had been attended by Councillors and that Councillors may have undertaken training in other aspects of their Councillor work or professional careers that could be applied to their role as Hertford Town Councillors. Committee also discussed the training and support provided to the Sergeants at Mace Team.
A key consideration for Committee was whether to request Officers to examine the feasibility of providing a programme of Employee Assistance of the type discussed in the report. If further work was requested then it will be reported back to the next meeting of this Committee
There were a range of contrasting comments made as to whether the feasibility work should be undertaken. .
Views expressed included that the opportunity to provide further support to staff merited further investigation through to comments made about potential cost and affordability to the Council.
The Town Clerk confirmed that the Council would not be able to piggyback on the scheme that is available to East Herts Council staff, and would therefore not enjoy the rates paid per employee by East Herts Council.
It was RESOLVED that:
70 PAPER I
(a) Officers should examine the feasibility of the Council providing an Employee Assistance Scheme or similar (b) The Committee notes the report.
329. EXCLUSION OF PRESS AND PUBLIC
It was RESOLVED that:
In view of the confidential nature of the following items, that contains exempt information as defined in Schedule 12A of the Local Government Act 1972 (as amended), the public shall be excluded while the following item is discussed.
330. STAFF OVERTIME AND TOIL REPORT
The Committee considered a report on the overtime and toil expenditure for the year to date.
It was RESOLVED that:
The Committee notes the report.
There being no further business the meeting closed at 7:50 p.m.
71
This page is intentionally blank
72 Hertford Town Council – Constitution Introduction – 1.1
Document 1.1
INTRODUCTION TO THE CONSTITUTION
Review by January 2021
1 73 Hertford Town Council – Constitution Introduction – 1.1
1. Purpose
1.1 The purpose of this Constitution is to set out how Hertford Town Council works and how it makes decisions. The Constitution is a living document. It is kept under continual review and is re-examined every two years by the Finance, Policy & Administration Committee.
2. Background
2.1 The Town Council is responsible for a number of local services. It must provide some of these services by law; others are discretionary. The Town Council is a statutory corporation - that is, a body created by government under an Act of Parliament. Under the General Power of Competence, a Council undertakes various functions and delivers a wide range services as long as it ensures compliance with the law.
3. Services
3.1 The Town Council currently provides the following range of services:
Allotments CCTV in the town centre (through the CCTV partnership) Hertford Cemetery Christmas light displays in the Town Centre Civic Traditions – maintaining & promoting Hertford’s historic civic traditions Closed Churchyards and other open spaces such as the Castle Grounds, St Leonard’s Garden and Pinehurst Playing Field with play equipment Conference and wedding facilities at the Castle Consultations – responses to any from other organisations, local & national Entertainments – provide and promote public entertainments and events Function rooms at the Castle & Mill Bridge Rooms social occasions, meetings etc Grants to local voluntary groups and organisations Hertford Museum – significant grant support to the Hertford Museum Partnerships with other organisations with the aim of improving the social, economic and environmental wellbeing of Hertford Planning – representations on applications & development plans and supporting communities within Hertford in the development of Neighbourhood Plans Representing the Town’s interests to other public service providers Support to the Town Centre including provision of hanging baskets and appointment of Town Centre Officer to support economic development The Castle – maintain this important historical landmark on behalf of the Town and actively manage and improve the Castle Grounds Tourism and Information – Town and Tourist Information Centre War Memorial - maintaining on behalf of the people of Hertford Youth – organising & supporting Youth engagement
4. Who pays?
4.1 Money for services comes from the following sources:
Income from fees and charges
2 74 Hertford Town Council – Constitution Introduction – 1.1 Grants – when available Specific reserves General balances Council tax.
4.2 Unlike Hertfordshire County Council and East Herts Council, Hertford Town Council receives no income from business rates and its general expenditure is not subsidised through a government grant. There are currently no central government controls or “cap” on the Council’s expenditure or ability to raise a precept. This makes Hertford Town Council directly accountable to residents for the financial implication of its actions.
5. Who decides?
5.1 Every four years, voters in the town elect 16 Town Councillors. They take all major decisions in the full Council; or in a Council Committee or Sub- Committee. Decisions are always collective and voted on unless they have been delegated to the Town Clerk. Sometimes those delegated decisions are taken in consultation with Councillors, for example a Committee Chairman, the Leader or the Mayor.
The political party having the greatest overall number of seats on the Town Council is able to decide policy – but only through the Council’s formal decision making process. If the result of an election is close, no single party might have an overall majority - in which case a Leader is unlikely to be appointed.
6. The Council's job
6.1 The Town Council's role is to deliver its services to the people of Hertford in an open, transparent and cost-effective way; acting in the best interests of Hertford and its citizens as a whole. This sometimes means that the 'greater good' is more important than individual or particular group's interests, but this is what democratic local government is all about. Taking those decisions, after listening to the community, is the job of the Town Councillors acting collectively as ‘Hertford Town Council'.
7. How is the Council organised to carry out its job?
7.1 The Council – Can make all policy and other decisions within scope of the power of general competence and those powers specifically given to a town council by law.
7.2 Committees – Can make decisions (resolved items) only on those issues the Council has delegated otherwise a Committee has to make a recommendation to Council – for example on policy issues.
7.3 The Council’s Committees are:
Community Services Committee Development & Leisure Committee Finance, Policy & Administration Committee.
7.4 Planning Sub-Committee – This is a sub-committee of the Development & Leisure Committee and can make decisions (resolved items) only on those issues the Committee has delegated otherwise it has to make a recommendation.
3 75 Hertford Town Council – Constitution Introduction – 1.1 Personnel Sub – Committee – This is a sub-committee of the Finance, Policy and Administration Committee and can make decisions (resolve items) only on those issues the Committee has delegated otherwise it has to make a recommendation.
7.5 Working Groups – These can be appointed by any of the above and can be made up of councillors and officers. Representatives of other organisations may also be invited to sit on a working group. They are informal and will report to Council or a Committee on a specific, time limited, issue where more detail needs to be explored. There are currently Sele and Bengeo Neighbourhood Area Plan Working Parties, reporting to the Development and Leisure Committee
7.6 Allotments – The Council encourages allotment management groups to be established. Three are in existence at the time of writing – the North Road Plot Holders’ Group, Mudlarks Community Garden at Cromwell Road allotments and the Lovely Grub Garden at Sele Road. These groups have entered into an agreement with the Council for it to carry out the day to day management of those allotments/areas of land on behalf of the Council.
7.7 Officers - Deliver the Council’s services in line with policies or directions as determined by Councillors, collectively in Council, a Committee or a Sub- Committee. They can advise Councillors on policy issues and statutory requirements the Council has to meet. They carry out the day to day detailed management of the Council’s services. By contrast Councillors look after the policy direction and other high level issues and they should ensure, through the formal framework, that the officers are working in line with those policies and should hold them to account for their actions.
8 Council Structure at Councillor Level – Policy & Direction
Full Town Council
Community Development and Finance, Policy Service Leisure and Committee Committee Administration
Planning Sub Sele/Bengeo Personnel Sub Committee Neighbourhood Area Committee Plan Working Party
4 76 Hertford Town Council – Constitution Introduction – 1.1
Town Clerk
Sergeants at Mace X3 Stave Bearers X2
Finance Manager Civic Administration Marketing & Events Project Officer Manager Manager
Grounds Supervisor Cemetery Allotments Officer Facilities Officer Mayor’s Secretary/ Town and Tourism Town Centre Events Co-ordinator Private Hire and Officer/Finance P/T Receptionist Development Officer P/T Functions Co- Assistant Manager P/T ordinator P/T
Groundsman x2 TTIC Assistant Weekend Facilities Officer PT
Weekend Customer Services Assistant PT
Housekeeping P/T
5 77
This page is intentionally blank
78 Hertford Town Council Constitution Residents and the Council – 1.2
Document 1.2
RESIDENTS AND THE COUNCIL
(A Summary of Rights)
Review by January 2021
79 Hertford Town Council Constitution Residents and the Council – 1.2
1. Hertford Residents have the following rights:
1.1. Voting
Residents on the electoral roll for Hertford Town Council’s area have the right to vote at elections for Town Councillors. These are usually held every four years in May and are organised by the Returning Officer at East Herts Council – the next elections are due in 2023. Sometimes a vacancy may occur. Notice is published by the Council and, unless ten or more electors request the Returning Officer to organise an election, the Council may fill the vacancy by co-option.
1.2. Information – Residents have the right to:
1. Attend meetings of the Council, its Committees and Sub-Committees, except during items where confidential information is likely to be disclosed (then the meeting is held in private)
2. Access information as detailed in the Council’s Publication Scheme
3. Inspect the Council’s minutes
4. Inspect the Council's accounts when they are made available for public inspection prior to submission to the Council’s external auditor and make their views known to the external auditor.
1.3 Participation and Consultation
Residents have the right to participate in Council, Committee and Sub-Committee meetings. Details of how this can be exercised are set out in the Council’s Standing Orders.
Residents may be consulted on significant issues, on either a local or Town wide basis, depending on the nature of the matter and its relative effect on the community. The Council is not a large organisation and any consultation arrangements will be proportionate to the Council’s capabilities and capacity.
1.4 Complaints
Residents have the right to complain to:
The Town Council, under its Complaints Procedure. A complaint should be made to the Town Clerk
80 Hertford Town Council Constitution Residents and the Council – 1.2
2. Residents' responsibilities
2.1 Residents are expected to conduct themselves in a reasonable manner, in line with normally accepted standards in society, when they deal with Councillors or Officers and, in particular, when they attend any meetings of the Council, its Committees or Sub Committees.
2.3 The principles behind this expectation are:
due respect for the rights and opinions of others non-confrontational behaviour respect at all times for the decisions on conduct and procedure in the meeting, from the person chairing that meeting a willingness to listen, as well as an expectation of being listened to, in a way that is both constructive and supportive.
81
This page is intentionally blank
82
Document 1.3
The Council’s Powers & Functions
(An Introduction)
Review by January 2021
1 83 1 Introduction
1.1 Hertford Town Council is the first tier of local government in the Town and is the closest to the community it serves. The Town Council came into being on 1st April 1974 when the former Hertford Borough Council was absorbed into East Herts Council. The chairman of the Town Council is known as “The Mayor of Hertford”. Hertford Town Council is one of over 8,500 parish and town councils in England.
1.2 As the first tier of local government, the Town Council is the most locally elected body in the town with discretionary powers and rights laid down by Parliament to represent the people of Hertford and provide services for them. It comprises the Mayor and Councillors. Councillors are often referred to as “Members” – for example in the various codes of conduct. The number of councillors is fixed by East Herts Council. Hertford Town Council’s lawful acts, assets and liabilities are its own and not those of its Councillors.
2 Exercising Powers
2.1 The Town Council must act within the confines of the General Power of Competence and the law. It can only spend, raise or use money if it has a statutory power to do so; otherwise, it acts ultra vires (beyond its powers). The Town Council has a wide range of powers under the General Power of Competence and specific acts of Parliament. Most of these powers are discretionary, i.e. the Council may do something, rather than it must do something. The exercise of these powers may be subject to various consents, from, for example, the owner of land or another public body such as the highways authority. Almost all the Town Council’s powers are concurrent with those of East Herts Council, i.e. the power may be exercised by either Council.
2.2 The Town Council currently has the unfettered right to raise money by precept (a mandatory demand) on East Herts Council. The precept required by the Town Council is then collected by the East Herts Council as part of the council tax levied on council taxpayers in Hertford.
2.3 The Town Council acts as a sounding board for local opinion and has important rights of consultation. Hertfordshire County Council and East Herts Council are each obliged by law to consult the Town Council on certain matters affecting the town.
2.4 The range of services and amenities provided by the Town Council is a matter entirely within its discretion and although a few functions are a legal requirement (known as a “statutory duty”) the Council still has discretion to determine how it fulfils such requirements. A scan of the latest budget and the medium term financial plan gives a general indication of activities. The Town Council plays an important role in maintaining and improving local services and facilities, supporting local voluntary organisations and activities and influencing and lobbying on local development and other issues.
3 National Influence
3.1 The Town Council is represented nationally by the National Association of Local Councils and is a member of the County Branch.
4 Obligations
4.1 There are certain obligations that by law Hertford Town Council must fulfil. For example:
2 84
a. It must hold an annual meeting b. It must hold at least three other council meetings a year c. It must appoint such officers as it believes necessary for the proper discharge of its functions including a ‘Proper Officer’ and s151 Finance Officer, who may be the same person. d. It must make Financial Standing Orders for the supply of goods and services to the Council e. It must keep minutes of its meetings in a book kept for that purpose f. It must give adequate public notice of meetings and the meetings must be open to the public apart from when a confidential matter is being considered
4.2 The arrangements for meetings and proceedings of Local Councils are set out in Part II of Schedule 12 to the Local Government Act 1972, as supplemented by the Council’s Standing Orders.
3 85
This page is intentionally blank
86
Document 1.4
THE TOWN CLERK AND OTHER MANAGERS
Review by January 2021
87 1 Introduction to Role and Responsibilities
1.1 The post of Town Clerk is the ‘engine’ that makes Hertford Town Council effective and is its principal executive and adviser.
1.2 The Town Clerk has a duty to give clear advice to all Councillors of the Council, including the Chairman, before decisions are reached, even when that advice may be unpalatable. The Clerk has a key, direct role in advising the Council, and individual Councillors, on governance and ethical matters and liaising with the Monitoring Officer at the East Herts Council on ethical issues and the Councillors’ register of interests.
1.3 The Town Clerk is the overall line manager and is responsible for the effective management, performance and training of the other managers and staff. The powers of other managers and staff derive from the Town Clerk, unless they are separately appointed by the Council for a specific purpose – for example, the s151 Finance Officer in relation to some of that post’s duties for managing the Council’s finances. In common with other larger councils, Hertford Town Council employs a range of administrative, support and front line delivery staff.
1.4 A Councillor may be appointed to act as Town Clerk but cannot be paid for doing so, and except in an emergency (to cover a temporary vacancy for example). It is not good practice for a Councillor to take on this role, because it confuses Officer/Councillor roles.
1.5 It should be noted that Councillors may not be employees the Council (there is an unacceptable conflict of interest) and may not become employees of their former Council until at least 12 months after ceasing to be a Councillor (Local Government Act 1972).
2 Overall Responsibilities – Town Clerk
2.1 The Town Clerk is the “Proper Officer/Head of Paid Service” and an employee of the Council and as such is under a statutory duty to carry out all the functions of a local authority’s Proper Officer, and in particular to serve or issue all the notices required by law of the Proper Officer of the Council. An exception to this is the statutory duties of the s151 “Responsible Financial Officer” - these duties are not discharged by the Town Clerk.
2.2 The Town Clerk is responsible for ensuring that all the lawful instructions of the Council in connection with its functions as a local authority are carried out in a timely fashion. The Town Clerk is required to advise the Council on, and assist in the formation of, overall policies to be followed in respect of its activities. The Town Clerk is responsible for ensuring arrangements for producing all the information required for making effective decisions and for implementing all decisions of the Council. The person appointed is accountable to the Council as a whole for the effective management of all its resources and will report to the Council on them, as and when required.
2.3 The Town Clerk is the “Responsible Officer” in respect of the Health and Safety at Work etc Act 1974, in regard to his/her own safety, the safety of other employees and Councillors and that of the public, customers or other persons visiting any of the Council’s premises.
2.4 The Town Clerk is also the “Data Controller” for the purposes of the General Data Protection Act 2018.
88
3. Overall Responsibilities – Finance Manager
3.1 The Finance Manager is the Council’s s151 “Responsible Finance Officer” – a statutory appointment – with specific responsibilities and accountabilities to the Council for financial issues. This post is responsible for all the financial records of the Council and for the careful administration of its finances and for reporting to the Town Council on budget estimates and precept.
3.2 The website and other miscellaneous activities are also this Post’s responsibility.
4. Marketing & Events Manager
4.1 Ensure the efficient and effective management of the marketing, events and tourism functions of the Council’s functions.
4.2 Promote the County Town of Hertford.
4.3 Promote Hertford Castle and the Mill Bridge Rooms as venues for hire.
4.4 Organise a varied programme of Community Events.
5. Civic Administration Manager
5.1 The Civic Administration Manager is responsible for ensuring the effective and efficient management of the democratic services, civic and grounds maintenance function and deputises in the absence of the Town Clerk.
5.2 This post manages all the Council’s health and safety matters and acts as Clerk to the Planning Sub Committee and Youth Engagement.
5.3 This post also manages the Mayor’s Secretary, the Cemeteries and Allotments Officers, full time Facilities Officer and the Grounds Supervisor.
89
This page is intentionally blank
90 Hertford Town Council Constitution Council Assets – 1.5
Document 1.5
THE COUNCIL’S ASSETS
(A Summary)
Review by January 2021
1 91 Hertford Town Council Constitution Council Assets – 1.5
1 Introduction
1.1 The Council manages a number of properties, allotments and closed churchyards. It also holds an impressive collection of civic silver and various artefacts.
2 Buildings and Land
Allotments
2.1 The Council owns allotments sites in:
Bengeo 56 plots Cromwell Road 176 plots Folly Island 40 plots Hertingfordbury 84 plots North Road 77 plots Sele Road 12 plots
The number of plots fluctuates and depends on the size of plot let. For example, a large plot may be divided and smaller plots may be combined when they become vacant.
Management of the plots at North Road is devolved to the North Road Plotholders Group.
The Council also owns a plot of land adjacent to 81 Sele Road, currently used as a community allotment.
Buildings
2.2 The Council looks after a number of historic buildings in the town. It leases Hertford Castle, a Grade I listed building and owns the Seed Warehouse in Maidenhead Yard, a Grade II listed building.
2.3 The Council had been a sub-tenant of the Castle for some years and assumed the head lease of the Castle in 2007. The Council continues to sub-let parts of the Castle.
2.4 The Town Council bought the Seed Warehouse in 1983. The Hertford Museum uses most of the ground floor for storage and to house the Roman corn-drying oven found during excavations at Foxholes Farm in 1975.Part of the building is let on a commercial basis to a local charity and a local business.
2.5 The Seed Warehouse also houses the Mill Bridge Rooms, which are hired to local organisations for meetings and events.
2.7 The Town and Tourist Information Centre is run from a shop unit at 10-12 The Wash rented by the Council.
Cemetery
2.7 The town’s main Cemetery is located at North Road and is managed by the Council.
Closed Churchyards
2.8 The Council maintains the following closed churchyards:
2 92 Hertford Town Council Constitution Council Assets – 1.5
All Saints Churchyard St Leonards St Andrews Holy Trinity
Other Land
2.9 Crawleys Field – Pasture land let out to rent
2.10 St. Leonard’s Garden, Bengeo – a community garden for the benefit of local residents.
3 Civic Regalia
Mayor’s Badge of Office and Gold Chain
3.1 In the year 1880, Earl Cowper, K.G., High Steward, and the then Member of Parliament for the Borough and Arthur James Balfour, (afterwards Earl Balfour, KG) presented to the Corporation a gold badge to be worn as a symbol of Office by successive Mayors. The badge bears a replica of the Borough of Hertford seal and is inscribed “Borough of Hertford”, intersected with acorns and surrounded by open strapwork.
3.2 The Gold Chain from which this Badge is suspended consists of 54 links and a clasp. The links have been presented by, or in memory of, past Mayors, Town Clerks and others. Each is engraved with the names of the persons they commemorate.
3.3 With the Chain and Badge is worn the Gold Pendant, enamelled and jewelled with Amethysts, which was presented by members of the Corporation in 1897 in commemoration of the Diamond Jubilee of Queen Victoria. The smaller Gold Chain from which the pendant is suspended was presented by Alderman Alexander Purkiss-Ginn in 1926; the Chain having been a Christmas gift to him from members of his family during his Mayoralty in the preceding year.
Deputy Mayor’s Badge of Office
3.4 This is a gold circular medallion depicting the Borough of Hertford seal, mounted in silver and glass pendant with chain.
The Mayoress’s Jewel
3.5 This is a gold pendant of openwork heart-shaped outline, the centre depicting the Borough of Hertford’s seal flanked by a shamrock and foliage inset with diamonds, rubies and emeralds and surmounted by the Imperial Crown. The Jewell is suspended from a gold circular chain engraved with foliage.
The Mayor’s Consort’s Badge
3.6 This is a silver gilt and enamel brooch of shaped oval outline, the circular centre with the arms of Hertford Town Council inscribed.
3 93 Hertford Town Council Constitution Council Assets – 1.5 The Badge of the Mayor’s Chaplain
3.7 This is a renaissance style silver, enamel and rock crystal oval locket, each side inset with a convex oval rock crystal with enamel scroll borders, containing an enamel group of St. Hubert dismounted from his horse and kneeling before a stag beneath a tree on rockwork.
The Standard of Honor (Honour)
3.8 The written record of the Herald's Visitation in 1634 shows both the seal and the arms. In 1925, during the mayoralty and on the initiative of Alderman Josiah Wren, JP, the Borough obtained a grant of a Badge in view of its having been designated
an "Honor"1 in an Assignment by King Edward I in 1304, and in several subsequent royal grants.
3.9 The Warrant granting this badge describes it as, "Within a chaplet of roses Gules a stag's head caboshed2 proper; between the attires an escocheon or, charged with three chevronells Gules" and authorises it to be borne by the Corporation and their successors upon their Standards or otherwise according to the laws of Arms. The chaplet of red, that is Lancastrian roses, exemplify that Hertford is an Honor of the Duchy of Lancaster The escutcheon or shield of arms between the horns of the stag is that of the Earls of Clare and Hertford, a title which lapsed on the death of Gilbert, the 8th Earl who was killed at Bannockburn. So the Standard of Honor of Hertford, which is carried before the Mayor on State occasions, bears this badge thrice repeated, the arms, "Argent, a hart lodged in water proper", and the legend "Pro Hertfordae Honore".
3.10 The Standard is of figured white silk damask, 7ft. 6in. long, with a blue and white fringe, on which the Arms and Badge are painted in correct colours, the legend being in gold lettering on a blue ground.
3.11 In 1986, the Town Council was advised that the original Standard had become too fragile for use and should be laid up. The Mayor, Councillor G H Sexton, launched an Appeal for funds for a replacement on Remembrance Day, and on 17th May 1987, the replacement Standard of Honor was dedicated in All Saints Church before a congregation of dignitaries, donors and local citizens.
The Hertford Mace
3.12 The Charter of Queen Elizabeth I in 1589 granted the Borough the right to appoint a Sergeant-at-Mace. The Mace is silver gilt, 38" in length, and weighs 930z. It is decorated with oak leaves, the rose, thistle, and harp.
3.13 The Town Mace is the symbol of Royal Authority in Hertford, as the Sword is the symbol of Royal Justice but, whereas the Sword is well-documented as regards date of making, the Mace is older and less well-documented so that some of what follows is based on reasonable conjecture.
3.14 Hertford's early beginnings were as a Saxon burgh (some evidence of a mint of the time of Alfred the Great has been found) and with the development of town life a 'burgh bailiff' emerged. A bailiff was an individual who was chosen by some sort of election to be a leader and spokesman for the burgh and probably was able to act
1 According to Coke on Littleton, an Honor in its general significance, implies "a more noble sort of seigniory on which other Lordships depended by the performance of some custom or services".
2 Caboshed, i.e. facing front, not sideways
4 94 Hertford Town Council Constitution Council Assets – 1.5 as an arbitrator in local disputes. Under the Tudors, the bailiff's position was formalised and, as some burghs became "boroughs", the bailiff became the "Mayor". By this time, the bailiff had been elected annually with all freemen having a vote (in Hertford's case this meant all adult males living within the boundary). It had evidently become customary for the bailiff to receive a robe or gown by public subscription on taking office. When Henry VIII created Hertford a Borough, a Council would have been in existence to aid the Mayor, and the Mayor would have received a staff of office from the Crown (there is documentary evidence to support this). That part of the shaft of the present Mace, furthest from the Crown, is of a slightly different design from the counterpart. It is possible that the old staff of office was incorporated into the Mace when this symbol of authority came into use.
3.15 Hertford certainly had a Mace at the time of the Civil War. How it was treated in those revolutionary times is not known but, with the Restoration, those Boroughs which had been Parliamentary and which had a Mace had a Crown imposed upon their Maces at Royal Command. Hertford was a parliamentary town and had a Crown imposed upon its Mace. However, there is an oddity in the Royal Cypher on the Hertford Mace. The cypher is 'CR' with a rose interposed, not 'CIIR' as would be expected if Charles II had imposed a Head and Crown on an extant shaft.
3.16 The Hertford Mace is at least pre-Civil War and might contain an element that relates directly to the time when the ancient office of bailiff was transformed into Charter Mayor in the sixteenth century.
3.17 In 1980, the Mace was repaired and re-gilded, the necessary monies being provided by businesses and companies operating within the town. The Mace was again re-guilded in 2015
The Hertford Sword
3.18 The Corporation records show that in 1678 Sir Charles Caesar, Member of Parliament for the Borough, gave "one hundred pounds towards renewing of the Charter and purchasing of a sword and any such other things for the good and credit of this Corporation."
3.19 The sword itself was made by one Andreia Farara, an Italian craftsman working at his trade during the period 1550-1600. It has a Silver gilt hilt with cross guards and a straight double-edged blade 36" in length.
3.20 The scabbard is also of Italian workmanship and dates around the time of presentation, probably 1680. The ornamentation includes the Royal Arms of the Duchy of Lancaster.
3.21 The privilege of carrying a sword before the Mayor in addition to the Mace was granted by the Charter of Charles II in 1680.
3.22 The sword was repaired and restored to its present condition, the funds being provided by businesses, associations and citizens of, or having connections with, the Town. This restoration was carried out in 1981. Further restoration was carried out in 2015, with a new handle fashioned in the exact style of the original. The original handle is in the Council’s possession and can be re-fitted to the sword if required, but is in a delicate state.
4 Military Memorabilia
4.1 These items are housed in various locations.
5 95 Hertford Town Council Constitution Council Assets – 1.5 Volunteer and Local Militia Colours of the Napoleonic War Period
4.1 In 1845 the will of Henry Allington of Bayley Hall, Hertford, bequeathed to the Hertford Borough Council five flags of the Napoleonic period, which had belonged to Volunteer, and Local Militia units in the area that were raised in succession. The Colours are the only known complete set of Colours for Hertfordshire Units at the time of the Napoleonic Wars and are said to be of great historic value. Of the three remaining Colours two were received by All Saints Church on Sunday 10th November 2019. The Hoddesdon one has been accepted by Hoddesdon Church.
4.2 Where the Colours were housed between 1845 and 1980 has not been established but they could have been hanging in the Committee Room at the Shire Hall for much of that time. They were certainly there in 1909 and in 1980 had to be taken down when Hertfordshire County Council redecorated the building. They were then stored at the Castle rolled up on their poles until funds were raised in 1985-86 for a special display case designed and built by the area Museums service for South Eastern England. The cost of constructing the display case (£941) was met entirely from donations.
The Hertfordshire Regimental Collection
4.3 This interesting collection contains many operational items, uniforms, and medals, personal and other objects reflecting the Regiment’s history.
5 Other Objects
5.1 These are located in various places and include:
• Drawings • Furniture • Manuscripts • Pictures • Porcelain • Prints • Sculptures • Paintings housed at Shire Hall
5.2 The Council also owns or leases miscellaneous vehicles and plant, office furniture and equipment associated with the running of a modern local authority.
6 96
Hertford Museum
Annual Report 2019-2020
Akari Mochizuku and Hibiki Ichikawa perform traditional Japanese folk music in our garden for Hertford Musical Mystery Tour, August 2019
Hertford Museum is generously supported by
971
Contents
1. A Word from the Chair page 3
2. Aims of Hertford Museum page 4
3. A Review of the Year page 5
4. Visitors page 6
5. Exhibitions page 9
6. Events & Activities page 11
7. Projects & Partnerships page 16
8. Learning page 19
9. Friends of Hertford Museum page 21
10. Patrons of Hertford Museum page 22
11. Grants page 23
12. Collections page 25
13. Staff and Volunteers page 26
14. Trustees page 28
982
1. A Word from the Chair
Hertford Museum exists to connect us to the past. Our work is dedicated to reach people of all ages and backgrounds with the aim of ensuring the remarkable history of Hertford and surrounding villages is understood and valued by those within the community as well as those further afield.
This Annual Report covers the period between April 2019 and the end of March 2020. For much of the year the Museum’s staff, ably supported by the highly valued efforts of our many volunteers, welcomed visitors, answered questions, researched archives and continued to catalogue our huge range of reserve collections, utilised in temporary exhibitions, as loans to other museums and by researchers.
The highlights of this period have been associated with the remarkable exhibitions and community-focussed events which, together, attracted many new visitors to our home in Bull Plain. Our Curator, Sara Taylor, and her team created opportunities of which other, much larger museums would be very proud. Foremost among these were the three special exhibitions on the story of Hertford’s clocks and clockmakers, the community of Bayford and Little Berkhamsted and, outstandingly, the link between our museum’s founders and the Ainu people of Hokkaido, Japan.
However, at the time of producing this report, we are just emerging from the immediate consequences of Covid 19. It will be some time before we can judge accurately the impact of closure and this will feature strongly in the 2020-21 report. In the meantime, we rely upon the many friends and supporters whose financial support and encouragement we value so much. Foremost among these is Hertford Town Council whose long-standing engagement with the Museum is strengthened by a deep understanding and appreciation of what the Museum brings to the town. We also appreciate greatly the support of the Patrons, The Friends of Hertford Museum, our Business Supporters and all those individuals who are active on our behalf.
I do hope you enjoy reading our report and are impressed by the range of our work. I believe our sense of purpose has been strengthened by recent adversities and I trust you will find much evidence of a museum that, indeed, does connect our community with its past. Chris Seward
Chair of Trustees
993
2 . Hertford Museum Aims
Hertford Museum is committed to ensuring the heritage of East Hertfordshire is preserved, interpreted and enjoyed and that we continue to deliver a range of engaging programmes that are valued by our community. With this in mind, the Trustees of Hertford Museum review our Aims on a regular basis.
1. To preserve, interpret and display the heritage of Hertford and surrounding villages • Maintain the quality of collections and seek to improve storage and conservation arrangements • Present a minimum of four exhibitions per annum • Seek funding to enhance acquisitions and collections • Develop relationships with surrounding parishes • Prioritise active collecting of material that reflects increasing diversity and social change within our collecting area.
2. To provide a quality service that engages with a full cross-section of the local and wider community • Deliver learning programme that responds to the needs of different ages and learning styles • Engage with under-represented and diverse audiences • Consult with our stakeholders and make effective use of social media and marketing tools available to us in order to reach across the community • Find new ways to engage volunteer support • Respond to the changing needs of our community by diversifying how we deliver our services
3. To be fully involved in the on-going development of Hertford and in its growth as a cultural centre • Seek ways to ensure the Museum benefits from Town Centre development • Attend local meetings that promote Hertford’s cultural life • Work with external partners to deliver community events that promote Hertford’s cultural life
4. To ensure governance is of the highest standard and reflects the interests of all stakeholders • Identify and recruit trustees according to the future needs of the board • Establish clear policies and documentation that support effective management • Maintain Arts Council accredited status
5. To work towards greater financial sustainability • Develop and implement a fundraising strategy • Demonstrate value for money to all stakeholders • Manage property and maintenance issues in a planned and pro-active way
1004
3. A Review of the Year
It has been an action packed year here at Hertford Museum and we’ve been delighted to explore and share a whole host of stories, themes and activities with our visitors. Highlights have included our Japanese project, supported by the Japan Foundation, encompassing the very popular exhibition “The Chief, The Missionary, His Wife and Her Brother”, a summer full of weekly themed Japanese inspired craft activities for families and a wonderful performance of live traditional Japanese folk music in our garden.
We also spent a fascinating morning at Little Berkhamsted village hall talking to residents of both LB and Bayford. Many of these friendly and welcoming people went on to help us put together our Spring exhibition on the history of their villages, generously sharing their memories and precious objects and the children of Bayford Primary School contributed fantastic artwork. In summary, it has been a wonderful year for meeting new people and sharing our museum, our collections and our local heritage with our fabulous community.
Sadly, it has not all been good news and we have suffered two losses this year from the museum family:
Ian Osborne, our highly valued volunteer and Friend of Hertford Museum, passed away in October 2019. Ian was truly gifted at making things and devised and produced perfect padded boxes to protect our delicate school resources. Ian volunteered at Hertford Museum for over twenty years and he and his wife Maria held their wedding reception here in the early 2000s.
Ian was also a keen model railway enthusiast and always took part in our model railway days Former collections officer Margaret Harris passed away in November 2019 following a short illness. Margaret worked at Hertford Museum for 26 years and her knowledge of the museum’s vast collections was second to none. Margaret lived in Hertford her whole life and was passionate about the history of the town, writing and contributing to several local history volumes.
Both Ian and Margaret will be greatly missed .
We have been sorry to say goodbye to learning officer Hannah Scott and assistant curator Catherine Walker, who both moved on to new exciting prospects at the end of this year. Both Hannah and Catherine were motivated and conscientious members of our team and whilst we are very sorry to see them go, we have no doubt they will make a great success of their new opportunities. We look forward to welcoming new team members in the forthcoming year.
1015
4. Visitors
4.1 Visitor Numbers and Profiles
Apr/Mar Museum Adults Children Gross Donations Total Total Total Sales (£) (£)
2019/20 25,218 16,170 9,048 14,353 7,192
2018/19 26,740 16,492 10,248 16,466 8,698
2017/18 27,268 16,269 10,999 20,097 8,570
2016/17 29,220 16,132 13,088 18,976 10,443
2015/16 28,982 18,698 10,284 17,668 9,447
2014/15 35,480 22,643 12,837 17,525 11,345
2013/14 36,558 23,960 12,598 23,863 10,688
2012/13 34,456 22,331 15,096 20,558 9,987
2011/12 30,919 21,844 9,075 23,218 7,398
Challenges to our town centre shopping provision have continued to impact on the number of visitors to the museum this year. In previous years, we enjoyed welcoming visitors who combined town centre shopping with a museum visit; these visitors are now utilising other town centres. We are pleased to report however, that, events figures have remained stable, meaning that people are still making destination visits to the museum to attend and enjoy our events programme. Use of our loans boxes for schools was reduced, reflecting the drop in numbers of children, and we are now implementing new marketing procedures to improve this.
4.2 Family Event Visitors
Where possible, we like to record postcode information from our event visitors so that we can see where people are travelling from to visit the museum. The figure below represents the home town or village of those taking part in our school holiday activities from Easter 2019 to February Half Term 2020. Each week we delivered three days of themed drop in activities, attracting 1003 people from across the district. Just over a third of our visitors were based in Hertford, however, a large number of towns and villages across the district were also well represented:
1026
Bayford Hertford St Albans Benington Hertford Heath Standon Bishops Stortford Hertingfordbury Stanstead Abbotts Bramfield Hoddesdon Stevenage Broxbourne Knebworth Tewin Buntingford Letchworth Garden Turnford Cheshunt City Unknown Cuffley Little Berkhamstead Wadesmill Datchworth London Waltham Abbey London Colney Enfield Ware Epping Green Nazeing Waterford Goffs Oak Potters Bar Watton at Stone Great Amwell Puckeridge Welwyn Garden City Harlow Ringwood Woking
Hatfield Royston Hemel Hempstead Sawbridgeworth
1037
4.3 Online Engagement
Social Media: Hertford Museum maintains a strong online presence with active social media accounts. Our Twitter page is followed by 3604 people around the world, an increase of 3% on last year. Our 1376 Facebook followers tend to be more locally based. We tweet and post about a wide variety of aspects of museum life, from events to new stock in our shop.
An engagement is classed as an individual Total SM Total SM liking, sharing or clicking on a post for Engagement Reach more information. 189,915 Reach refers to the number of people 7382 seeing our posts.
Online: In addition to our main museum website, www.hertfordmuseum.org, we also provide a website dedicated to the Hertfordshire Regiment, www.hertfordshireregimentmuseum.org, which attracts users from over 50 countries around the world. We also regularly post exhibition and event content on our You Tube channel.
Hertford Museum Hertford Museum You Tube Channel Website Users Website Page Reach 11,300 9800 Views Views 2200 33,568
Herts Regt Website
Users around the World
1048
5. Exhibitions
5.1 The Show Must Go On 23rd March – 22nd June 2019 The exhibition, timed to coincide with Hertford Theatre Week, focussed on Hertford’s performance history, incorporating the museum’s image library and extensive collection of playbills as well as props and costumes loaned by Hertford Dramatic & Operatic Society and the Company of Players. We recorded seven new oral histories with local people, from actors and directors to the facilities team at the old Castle Hall.
5.2 The Chief, The Missionary, His Wife & Her Brother 13th July – 2nd November 2019 The exhibition shared the story of the family of our founders the Andrews brothers, their brother in law Dr John Batchelor, his wife, their sister, Louisa, and their brother Walter and their lives among the Ainu, the indigenous people of Hokkaido, the north island of Japan. Dr Batchelor and Louisa were missionaries who sought to bring souls to Christ through a greater understanding of indigenous culture. Batchelor was the first to document the language of the Ainu and he advocated Ainu rights at a time when the Japanese sought to ban Ainu culture and language.
The exhibition was illustrated by Japanese objects from our extensive collection, many of which were donated by Dr Batchelor and Walter Andrews, as well as loans of Ainu collections from the British Museum. The exhibition was supported by £700 funding from the Japan Foundation.
1059
5.3 The Hertfordshire Regiment during the Second World War 25th September 2019 – 14th January 2020 This foyer exhibition looked at the experiences and achievements of the 1st and 2nd Battalions Hertfordshire Regiment during the war, from coastal defence in Britain, training in Gibraltar and their astonishing performance in the Italian Campaign of 1944 to the Normandy landings. The display featured first-hand accounts as well as stories of individual soldiers, illustrated by our Regimental collections and, based on the feedback from our visitors, encouraged greater interest in the Hertfordshire Regiment.
5.4 Time’s Keepers 16th November 2019 – 22nd February 2020 This exhibition focussed on how time is measured throughout history and local clockmakers. It featured clocks and timing devices from our extensive collections as well as clocks made by design and technology students from Richard Hale School.
5.5 Hedgerows & High Streets: Bayford & Little Berkhamsted opened 7th March 2020 We worked with the people of Bayford and Little Berkhamsted to record and share the fascinating story of these two delightful villages. We recorded ten new oral histories and have received donations of a considerable number of digital images of life in Bayford and Little Berkhamsted for our The people of Bayford & Little Berkhamsted came out in force collections. The work with for the exhibition preview on 6th March. the communities and the exhibition has also raised awareness of Hertford Museum as the museum of the villages.
Due to the COVID-19 pandemic, the museum was forced to close on 18th March. We were extremely disappointed for our village partners, however, we reproduced as much of the exhibition online as possible and have made it accessible on our website (left).
10610
6. Events & Activities
The summary of events for the last year is as follows:
6.1 The Show Must Go On! / Superheroes Easter Holiday Events 9th - 11th and 16th – 18th April We provided two weeks of family fun; the first week centred on the theatre exhibition with children making puppets, masks and puppet theatres. The second week included champagne cork superheroes, masks and costumes. The activities attracted 110 children. 6.2 Guided Walk: Central Hertford Sunday 14th April
Volunteer guide Philip Sheail led people around Hertford’s historic centre.
6.3 Stores Open Day Saturday 20th April
Once again, we opened up our stores at the seed warehouse, with conservation demonstrations, tea and cake and free family crafts.
6.4 Guided Walk: Waterways of Hartham Sunday 28th April
Volunteer guide Jean Riddell led a sold-out walk of Hartham’s historic waterways.
6.5 Museums at Night: Get Avant Garde at Hertford Museum Saturday 18th May
We delivered a unique experience for our visitors with a line up of experimental musical performances from Panda & Palomica, The Focus Group, Fenestration, Professor Minimus & His Performing Umbrella and sound and visual set from Julian House. The event was attended by 125 people. It was very well received and attracted new visitors. 6.6 Half Term Activities: All Creatures Great & Small Tues 28th – Thurs 30th May
Families were inspired by some of our natural history specimens to make their own creatures, from woolly mammoths and narwhals to pop up moles. 73 children took part.
6.7 Stay & Play Sunday: Special Sunday opening 2nd June 1pm-4pm
To complement the HTC Hertford Fun Day at the Castle we opened with a free craft activity offering.
6.8 Arts & Crafts for Adults: Collage Workshop Wednesday 19th June
The Curator delivered an illustrated introduction to the world of collage and Hertford Art Society’s Kathy Burman, a noted collage artist, delivered practical instruction. This is the third time we have run the collage workshop, due to its popularity.
10711
6.9 An Evening for Councillors Tuesday 2nd July
Following local elections, there were many new faces representing our East Hertfordshire collecting area at Town, District and County Council. We invited all our local councillors to a special evening at the museum where the Curator gave a lively illustrated talk on the diverse range of activities and services delivered by the museum.
6.10 Microfest Saturday 27th July
This year’s Microfest was slightly hampered by the weather which meant that the musical performances took place indoors. However, the event still attracted 408 people over the four hours and generated £1233 in income. We were very grateful for sponsorship of £400 from local businesses, including £300 from Lussmans who sponsored the bar.
John Bell performs at Microfest
6.11 Summer Holiday Family Activities Tues 30th July – Thurs 29th August 10.30am-3.30pm
The summer activities complemented our exhibition with a different Japanese theme for each week, including seashore and sushi, robotic futures, kites, kimonos and kokeshi dolls, blossoms and leaves and samurai warriors. 335 children took part in the craft activities.
6.12 Dedicated Autism Friendly Family Activity Sessions Sat 10th & Sat 30th August
We programmed two trial sessions this summer of pre-bookable crafts to offer a quieter session with restricted numbers (12) for the benefit of children with autism. The museum already provides a visitor’s visual guide in paper form here and online on our website, publicised as a guide for people who like to know what to expect. It highlights lighting, noises, various spaces in the museum and the least busy times to visit.
10812
6.13 Musical Mystery Tour Sunday 25th August
This year we wanted to provide something a little different from the usual MMT fare and complement our exhibition. We were fortunate in being able to book Hibiki Ichikawa and Akari Mochizuki to perform two sets of traditional Japanese folk songs. The event was generously supported by Councillor Bob Deering’s HCC Locality Budget Grant and the Friends of Hertford Museum.
The event was very well received – 435 visitors over the two hours and a queue waiting for us to open up. The verbal feedback was universally excellent, and the performers were exceptional. Many visitors commented how much they enjoyed seeing something different and that it was their highlight of MMT. Footage of the performances is available on the Hertford Museum You Tube channel.
6.14 Stores Open Day Saturday 14th September
154 people went behind the scenes to visit our vast reserve collections at our seed warehouse stores.
6.15 Heritage Open Day at Hertford Castle Sunday 15th September
We took home front handling and 1950s-60s reminiscence workshop resources as well as a range of shop stock and a free craft activity to the event at Hertford Castle. It was lovely to talk to so many visitors and 64 children took part in the free craft, making paper knights and horses.
10913
6.16 Arts & Crafts for Adults: Pattern Printmaking Workshop Wednesday 25th September
We worked again with Hertford Art Society to deliver an arts and crafts taster. Eight participants enjoyed an introduction from the Assistant Curator and instruction in printmaking from Geoff Bennett. These sessions cost £15 per head and include all materials and refreshments. This year we have run the collage and printmaking courses for the third time, due to their continued popularity.
6.17 Book Launch: Come On Now, This Is Serious Wednesday 25th September
We welcomed visitors to the museum to launch our new book “Come On Now, This Is Serious – Hertford & District During The Second World War”.
6.18 Patron Reception Saturday 28th September
Our Patrons gathered for their annual reception where we were entertained by clarinet performances from Colin Eldred and his Hertford Symphony Orchestra colleague Andrew.
6.19 Tea & Talk: Hertford During the Boer War Saturday 12th October
Volunteer Philip Sheail delivered a wonderful illustrated talk on Hertford’s experience of the Boer War, followed by tea and cake. 6.20 Half term Activities: Spooky Stagecoaches & Horrible Highwaymen Tues 29th – Thursday 31st October
This half term, families had a great time making their own coaches, bats, spiders and roadside robbers, with 100 children taking part in the craft activities. 6.21 Museums at Night Saturday 2nd November
This year we tried something different with a Eurovision inspired karaoke evening that nodded to both our Japanese exhibition and the Brexit deadline. 6.22 Curatorial Talk: Roysia Women’s Club Monday 11th November
The Curator travelled to Royston to deliver a talk on the work of the museum to this very welcoming and well attended ladies’ group.
6.23 Christmas Extravaganza! Friday 22nd November
As usual we provided a festive wonderland with carol singing, Christmassy crafts, storytelling and Father Christmas in his magical grotto.
11014
6.24 Tea & Talk: Victorian Christmas Shopping in Hertford Saturday 23rd November
Volunteer Edgar Lake delivered a well-received and engaging talk to a sold out audience, getting everyone in the mood for Christmas.
6.25 FOHM & Volunteers Christmas Party Friday 13th December
The Assistant Curator and the Friends Committee organised a very pleasant evening for our supporters with music performances by folk musician Peter Crossley.
6.26 Bayford & Little Berkhamsted Memory Day Saturday 18th January
We hired Little Berkhamsted village hall and invited members of the village communities to drop in for tea and cake and share their memories with us. The event was well attended and enthusiasm for the forthcoming exhibition was high. The event allowed us to make contact with people who went on to contribute to the exhibition with images, memorabilia and making oral history recordings. 6.27 Picture This Image Library Launch Saturday 25th January
We invited people to drop in and celebrate the launch of our online image library. The event was attended by 53 people. 6.28 Step in Time! A Hidden Hertford Walk Saturday 15th February
The severe weather conditions meant that the Assistant Curator abbreviated and adapted her sold out walk to include an illustrated talk followed by tea and cake at the museum. Out and about at Little th th 6.29 Half Term Activities: Roman Crafts Tues 18 – Thursday 20 February Berkhamsted village hall 204 children took part in the art activities inspired by Roman crafts.
6.30 Be Kind, Rewind: A 70's and 80's Quiz Thursday 26th March
This sold out quiz unfortunately had to be cancelled due to the coronavirus pandemic. 6.31 Regular Events included:
Knit & Natter
Knit & Natter meets on the second Thursday of each month. The group get together over a cup of tea to share tips and ideas.
11115
Stay & Play Saturdays
The first Saturday of the month we invite families to make a simple crafty activity and play with our traditional toys and books. Stay & Play is a free session and since it was introduced, we have continued to build up a sizeable core group of regular users. This year 331 people took part.
Toddler Tuesdays
We have continued to make improvements to our monthly toddler sessions, using valued feedback from those taking part. The sessions include crafts, singing and storytelling and refreshments and this year we have implemented an extended free play period at the end of the session.
7 . Projects & Partnerships
7.1 Reminiscence Service
Following the success of our East Herts District Council funded reminiscence project last year, where we began delivering ten fully funded reminiscence workshops with lunch clubs around East Herts, we have completed these sessions and started work on marketing our reminiscence service. Due to the time and numbers of people required to deliver these sessions, we are aware that our fee of £95 is a barrier to small grass roots community clubs. With this in mind, we have applied for and received £500 from Herts Association of Museums to enable us to operate a pay what you can afford scheme which we will be offering to groups such as lunch clubs across East Hertfordshire.
7.2 Picture This!
We were finally able to formally launch our online image library in January 2020 with 10,300 images available to browse for free and to purchase. We will continue to add more of our image collection over the next few years and are delighted that after many years of fundraising, so many of our images are now accessible to people around the world.
7.3 Second World War Anniversary
We marked the 80th anniversary of the outbreak of the Second World War with a small exhibition on the Hertfordshire Regiment’s contribution and an exciting new publication: “Come On Now, This Is Serious! The
11216
People of Hertford & District During the Second World War”. The book, written by Curator Sara Taylor, with design and layout by Publishing Officer Holly R. Stephenson, details the experiences of local people, both on the home front and in active service, and the Hertfordshire Regiment, and has been very well received, generating around £1300 so far for the museum. The publication of the book was funded by The Army Museums Ogilvy Trust and Richard Walduck at the Gretna Charitable Trust.
7.4 Sunday Openings
This February we began trialling some Sunday openings. Whilst this does have a financial implication for the museum, we are committed to providing greater accessibility to our local heritage to our community and doing our part to boost town centre activity. The museum intends to open the first and third Sunday afternoons of the month, 12.30pm-4pm, and will trial this for a year, after which we will review and implement changes based on visitor numbers and demand.
7.5 Business Supporters
For a donation of £50, Hertford Museum Business Supporter Club allows local businesses to show they support their community museum and local heritage with one of our window stickers. Our Business Supporters this year were:
7.6 Working Partnerships
We have worked with the following individuals and organisations* over the last year:
Ainu Association of Hokkaido Bayford Observatory Albany Radio Bayford School Giles Andrews Steve Beeston The Army Museums Ogilvy Trust John Bell Art Fund Colin & Janet Bird Sandie Ash Bill Brace Carole Barnes Brass Tacks Mary Barnes British Legion
11317
British Museum Robert Horton Francis Brodie Julian House Cadbury Research Library Neville Hudson Nick Connell Hibiki Ichikawa David Cooper Japan Foundation London Courtyard Arts David King Pat Crilly Edgar Lake Peter Crossley Little Berkhamsted Parish Council DANAD Design Foundation David Lloyd Mark Daniels Lussmans Sustainable Fish & Grill Rosemary Davis Sandra Maniez East Herts District Council Marks & Spencer Colin Eldred Ethel & Helen Mayles Epping Forest Horological Centre Joyce Mentern Mike Excell Akari Mochizuku Fenestration Neil Morris Ferens Art Gallery: Hull Museums Museums at Night The Focus Group Keith Neat Friends of Hertford Museum Nibutani Ainu Culture Museum Garfield Weston Foundation Old Cross Tavern Government Art Collection Jerry O'Reilly Government Indemnity Scheme Panda & Palomica The Gretna Charitable Trust Julia Park Newman Terry Hayne Photography by Louise Hertford Cemetery Team G.Pickett Butchers Hertford Music Festival Pitt Rivers Museum Hertford Oral History Group Poppy Appeal Hertford St Andrews Church Choir Professor Minimus Hertford St Andrews Church Richard Hale School Design & Technology Hertford Theatre Department Hertford Town Council Jean Riddell Hertfordshire Association of Museums Rivertown Brewing Herts & District Camera Club Robert Kiln Charitable Trust Phil Hewitt Royal Pavilion & Museums: Brighton & Hove Hokkaido University Library St Mary's Church, Bayford Philip Sheail Carol Swain Dorothy Toyn University of Hertfordshire Heritage Hub Van Hage Garden Centre Karen Ward
* This list does not include schools taking part in our education workshops.
Social media banner for July’s beer festival featuring some of our partners.
11418
8. Learning
8.1 School Workshops
45 schools and learning providers worked with the museum over the course of the year and we delivered 51 sessions in total with 29 schools using our loans box service. We have continued to work with most schools in Hertford in some capacity; in addition, we work regularly with schools across the county and North London.
School sessions have been impacted by various factors this year, including staff illness, the rising costs of transportation and reduction of school budgets.
This autumn we reviewed our KS1&2 learning provision and, whilst our review highlighted the strong curriculum links and and objectives present in our sessions, we also highlighted a need for changes to the way in which our sessions are marketed to schools, emphasising the curriculum support they can offer. This took place at the end of 2019 and we began to see stronger take up in bookings. Unfortunately, we have been hit by the coronavirus pandemic just as our improvements Handling birds of paradise at a Who Was Wallace were beginning to show dividends. session on the life and theories of naturalist Alfred Russel Wallace
Location of schools using our services 2019-20
Aston Bayford 3% 6% 6% 3% Cheshunt 3% 6% Datchworth 6% Harpenden Hemel Hempstead 3% 9% Hertford 3% Hertford Heath
3% 3% Hertingfordbury
3% Hunsdon Melbourn 9% Puckeridge St Albans 3% Waltham Cross 30% Ware Welwyn Garden City
11519
Distribution of workshops delivered 2019-20 12
10
8
6
4
2
0
Museum Outreach
The total number of individual student visits 2019-2020 is outlined below:
Abbreviation FS KS EY N R 1-13 key First Stage Key Stage Early years Nursery Reception School Year
Year FY KS1 KS2 KS3 KS4 KS5 EY N R 1 2 3 4 5 6 7 8 9 10 11 12 13 Children Adults 2019 0 11 26 450 207 343 145 77 76 4 8 4 0 0 60 0 1684 150 to 2020 2018 to 0 0 15 706 132 379 173 90 84 0 0 13 0 0 0 8 1600 170 2019
8.2 Loan Boxes
Our loan boxes cover a wide range of topics and include both genuine and replica handling objects as well as suggested activities. They provide a valuable classroom resource for teachers and this year we engaged with 1600 children via our loans box service.
FS KS1 KS2 KS3 KS4 KS5 EY N R 1 2 3 4 5 6 7 8 9 10 11 12 13 Children 0 0 327 103 475 221 68 234 0 0 0 0 0 0 0 1600
11620
Distribution of Loans Boxes Booked 2019-20
Ancient Egypt
4% At Home with the Romans
18% At Home with the Tudors
25% At Home with the Victorians 3% Beside the Seaside 3% Home Front WW2
4% Prehistoric Life
The Home Front 11% 25% Toys & Games of the Past 4% 3% WW1 - "Life on the Home Front"
9. Friends
Anyone can be a Friend of Hertford Museum. Membership costs £15 per year. The Friends organise a regular programme of monthly evening talks (with the exception of January and August) and occasional outings and events. Talks are free to FOHM and £3 for non-members. Due to increased attendance the FOHM talks have relocated from the museum to the facility at St Andrew’s Church.
Their programme of talks and events for this year was as follows:
April Richard Darby: Ward Beadles of London
May Ann Kirby Memorial Lecture: Dr Mervyn Miller on Edwin Lutyens
May Charles Ledsam: The Clutterbuck Story
June Marilyn Taylor: Bengeo People
July Visit to Place House, Ware, with talk by Dorothy Abel Smith The FOHM gave funding support to the conservation of this 18th century Samurai armour September Denni Morrison: Mudlarking on the Thames Foreshore which featured in our Summer exhibition.
11721
October Corin Jones: Leahoe and Wallfields
November Clare Gittings: The Early Modern Way of Death
December Friends Christmas party at Hertford Museum with talk by the Assistant Curator and entertainment from folk musician Peter Crossley (right)
February Malcolm and Dorothy Elliott: Westminster Abbey - Behind the Monuments
March Friends of Hertford Museum Annual Quiz Night
The Friends of Hertford Museum fundraise throughout the year to support the museum in various projects. This might be assisting with funding an acquisition for the collection, conservation or the purchase of equipment. The Friends are renowned for their hugely popular annual quiz each March and summer garden parties.
10. Patrons
Since the Patrons scheme was launched in 2001, the museum has seen a great deal of support from many individuals and their contributions have helped the museum in a variety of ways. The museum is always keen to enlist new patrons to the scheme to help us to continue to provide our services.
In return for a minimum donation of £150 a year, the patrons enjoy a number of privileges including the following:
• Annual Patrons’ reception • Invitations to exhibition previews and special events • Their name displayed on the Roll of Honour in the Museum • Regular newsletters • 10% shop discount
In return for donations upwards of £250 a year, Corporate Patrons enjoy the same privileges, as well as a link on our website to their business website and the facility to invite clients or customers to corporate patron events.
During 2019 – 2020 the patron scheme generated £4760 towards the museum running costs.
The following people and businesses have been Patrons of Hertford Museum 2019-2020
Amwell Rotary Club Mr Peter Crane R Gascoyne-Cecil, Mr G Andrews Cllr R Deering 7th Marquess of Salisbury Mr C Bird In memory of Ms C Geall Mrs J Bird BEM Mr R Dimsdale GPFM Financial Planners
11822
Mrs F Green Mr C Ledsam Mr A Sangster Mr M Green Mr D Lloyd Mr C Seward Mrs G Harris Longmores Solicitors Mr G Sexton The Hertford Club Dr B Lovell Mr F Spear Mrs H Hodgson McMullen & Sons Ltd Mrs A Trendler Mr R Hodgson Mr F Page Mr R Walduck Mr C Jones Mr D Preston Mrs S Walduck Mr D King Mr G Rice Mrs B Warren Mr E Lake Ms J Riddell Wilkins Kennedy Accountants Mr D Laws Cllr P Ruffles MBE Mr R Wright
To learn more about the Patron Scheme and how to join, please contact us at: [email protected] or call 01992 582686
This year’s Patron Reception
11. Grants & Project Funding
It costs approximately £200,000 to run the museum each year. In addition to external grants, we generate income through our events and learning programmes, trading in our shop, our trust and fundraising for special projects. Hertford Museum is particularly grateful to Hertford Town Council for their ongoing support.
Funding Body Purpose of Grant Grant total 2019 /20 Hertford Town Council Annual Museum Grant (includes Seed Warehouse £140,423 allowance of £16,583 which is paid back in rent and service charges) Funds raised through sale Collections conservation £159 of donated books Donations made in Resources for and renovations to the Andrews Room £25 memory of Ann Kirby
11923
Individual Donors Donations in memory of Derek Forbes to support our £45 free places for families on low incomes school holiday activities scheme Herts County Council To support our Musical Mystery Tour performance by £500 Locality Budget Grant: renowned Japanese folk musicians Hibiki Ichikawa and Cllr Bob Deering Akari Mochizuku The Japan Foundation To support our summer exhibition “The Chief, The £700 Missionary, His Wife & Her Brother” Friends of Hertford Collections conservation: Samurai armour £1952 Museum East Herts District Council To support the ongoing maintenance of our public £1000 Community Toilet Scheme toilets and enable access to non-museum users Grant Friends of Hertford Proceeds from the Ann Kirby Memorial Lecture to £1259 Museum support the museum’s events programme The Gretna Charitable To support the publication of our book “Come On £1000 Trust Now, This Is Serious! The People of Hertford & District During the Second World War” The Army Museums Ogilvy To support the publication of our book “Come On £1336 Trust Now, This Is Serious! The People of Hertford & District During the Second World War” Friends of Hertford For the purchase of two paintings by local artist John £130 Museum Godden Friends of Hertford For essential replacement of the wooden surround of £488 Museum our Jacobean style knot garden Hertfordshire Association To support the delivery of free and pay what you can £500 of Museums reminiscence workshops to lunch clubs for whom our charges would be a barrier Robert Kiln Charitable To support our fundraiser to install roller racking in £2000 Trust our archaeology stores University of Hertfordshire To support our fundraiser to install roller racking in £800 Heritage Hub our archaeology stores Garden party organised by To support our fundraiser to install roller racking in £800 Dorothy Toyn and Janet & our archaeology stores Colin Bird Individual donor To support our fundraiser to install roller racking in £1000 our archaeology stores Karen Ward, Travel Sponsorship for Microfest, our mini beer festival £50 Counsellor Old Cross Tavern Sponsorship for Microfest, our mini beer festival £50 Lussmanns Sustainable Sponsorship for Microfest, our mini beer festival £300 Fish & Grill Grants total excluding HTC grant £14,093 Grants total including HTC grant £154,516
12024
12. Collections
12.1 Recent Acquisitions
We have acquired the following collection items during 2019-2020:
• Corgi Model of McMullen Sentinel steam wagon • Field clock face (Maidenhead Street clockmaker) • Souvenir teapot • Cine film of Campfield Road Silver Jubilee celebrations 1977 • Stuart crystal bowl engraved to Ann Kirby Town Clerk of Hertford • Numerous digital images of the Andrews family in Hertford and the Batchelors in Japan • Manuscript scroll on the subject of the Ainu written by John Batchelor • Watercolour and ink painting of Fore Street commissioned in 1977 • Framed lyric and score of Christ’s Hospital Carmen, a song composed for the school • John Godden acrylic on board of Hartham Common • John Godden acrylic on board of Hertford from Beane Road • Dental instrument used at Hudsons • Bottle found in the foundations of the Bridge House pub Bishop Walter Andrews, Hokkaido, Japan • Carrier bag from Gravesons • Wedding dress, cap and shoes and Mother of the Bride outfits from the wedding of Mrs Grainger 1978 • 6 x handbags 1960s and 1970s • Pair of ladies’ shoes from Colemans 1963 • Ladies’ blue raincoat worn by Evelyn Griffiths 1960s • Dress and Jacket from Rodney Dresses c1970 • Velvet dress and muff worn by Mrs Grainger to the wedding of her sister at St Mary’s Church, Watton, 1969 • Set of six coasters featuring prints of Hertford • Certificate awarded to Hertford Museum Front of House team at the Museums & Heritage Awards 2013 • 10 x oral histories recorded with residents of Bayford and Little Berkhamsted Hertford from Beane Road by John Godden, purchased for the museum by the Friends of Hertford Museum
12125
12.2 Documentation & Enquiries
Thanks to the dedicated support of our volunteers we have created or updated 13,098 individual collection object catalogue records this year.
We are continuing to catalogue new acquisitions and create more detailed records for older collection items.
We have responded to 1215 enquiries relating to our collections and the history of the district.
13. Staff & Volunteers
13.1 Museum Staff
Hertford Museum has two full time members of staff and seven part time staff who all contribute to the running of the museum, a full time equivalent of 4.7 people.
In the period 2019 – 2020 Hertford Museum staff members were as follows:
Ruth Hursey Events & Education Admin Support Assistant (PT) & Administrator (PT)
Darryl Mogey Museum Support Assistant (Saturdays)
Lorraine Page Museum Support Assistant (Casual)
Hannah Scott Learning Officer (PT)
Helen Smith Administrator (PT) (from February 2019)
Tim Spencer-Jones Museum Support Assistant (Casual)
Holly R. Stephenson Shop Manager & Publishing Officer (PT)
Sara Taylor Curator (FT)
Janet Tocqueville Museum Support Assistant (PT)
Catherine Walker Assistant Curator (FT)
Sally Wilkes Museum Support Assistant (Saturdays) retired December 2019
13.2 Volunteers
We are fortunate enough to be supported by over 30 volunteers, whose roles include curatorial support, learning and outreach support, maintenance and hospitality. We are a small staff and without our volunteers we would be unable to deliver the wide range of high quality services that our visitors currently enjoy. Major tasks undertaken by volunteers this year include:
12226
Ongoing retrospective documentation of the Archaeology collections
Ongoing reassembly of prehistoric burial pottery
Ongoing documentation of new acquisitions
Ongoing audit of photograph storage
Ongoing data entry for Picture This archive
Delivery of Reminiscence sessions
Ongoing updating of MODES catalogue
Delivery of events and activities
Oral history recording and transcribing
Ongoing audit of our paper ephemera collections
Ongoing documentation of our oral history archive Family activity volunteer Denni helps some Ongoing documentation of our topographical prints young people create superhero models Ongoing documentation of the Hertford street gazetteer
Exhibition research
Fundraising Committee
Collections photography
IT support
13.3 Support in Kind
We are also fortunate enough to be supported by local individuals, companies and groups who offer their skills, supplies and time. Examples this year include:
Colin Eldred Musical performance Brass Tacks Website Hosting Philip Sheail Public talks Poster designed by Julian House for Panda & Palomica Musical performance Museums at Night Edgar Lake Public talks event: Get Avant Garde at Hertford Phil Hewitt Musical Performance Museum Photography by Louise Raffle prizes Mike Excell Musical performances John Bell Musical performances Jean Riddell Guided walks
12327
Hertford Music Festival Event marketing St Andrew’s Church Choir Musical performance The Focus group Musical performance Albany Radio Raffle prizes Fenestration Musical performance Marks & Spencer Raffle prizes G. Pickett Sausages Hertford Theatre Raffle prizes Professor Minimus Musical performance Van Hage Garden Centre Raffle prizes Pat Crilly Musical performance Julian House Graphic Design & DJ set Peter Crossley Musical performance
14. Trustees
Hertford Museum is a registered charity and as such is governed by a board of Trustees. The Curator reports directly to the Trustees. The Trustees comprise a number of local individuals who bring different skills and perspectives to the board.
The list below shows the Trustees of Hertford Museum during 2019-2020:
Cllr Sophie Bell Nominated: East Herts District Council (as of July 2019)
Mr Dan Chichester-Miles Elected: Local Resident (as of July 2019)
Mr Peter Crane Nominated: Hertfordshire County Council (Chair of Fundraising Committee)
Mr Tim Croft Elected: Accountant (Chair of Finance & HR Committee)
Mrs Margaret Elder Elected: Local Resident
Ms Chantal Geall Nominated: Hertford Town Council (Vice Chair of Trustees)
Mrs Clare Gittings Elected: Local Resident
Cllr Jan Goodeve Nominated: East Herts District Council (resigned July 2019)
Mr Stephen Hackshall Elected: Accountant
Mr Richard Horwood Elected: Solicitor
Cllr Jane Sartin Elected: Local resident and Town Councillor
Mr Christopher Seward Elected: Local resident (Chair of Trustees)
Mr Glenn Sexton Nominated: Hertford Town Council representative
Mr Paul Wisbey Elected: Local Resident
Published by Hertford Museum, 18, Bull Plain, Hertford, SG14 1DT. A charity registered in England no 312142
12428
Sara Taylor- Curator Hertford Museum 18, Bull Plain, Hertford Hertfordshire, SG14 1DT
Telephone: 01992 582686
Email: [email protected] Email: [email protected] www.hertfordmuseum.org
Joseph Whelan Town Clerk Hertford Town Council Hertford Castle Hertford
19th November 2020
Dear Joseph,
I write on behalf of the Trustees of Hertford Museum regarding our application for grant funding from Hertford Town Council.
Please find enclosed our annual report for the year 2019-2020, which we believe ably demonstrates the high quality services, range, depth of programming and value for money Hertford Museum offers our town. We delivered 30 stand-alone events and five temporary exhibitions, our learning provision inspired 3300 children from 45 schools and our externally funded reminiscence programme positively impacted the wellbeing of members of ten lunch clubs in and around Hertford.
Understandably, the period since March 2020 has been extremely different, however, we have risen to the considerable challenges and have maintained our high level and quality of service as far as possible. Once the museum closed on 18th March, we continued to respond to enquiries and took the opportunity to refresh displays, source external funding and deliver a highly successful digital engagement programme, reaching 100,433 people with 75 daily posts. We have continued to seek opportunities to adapt our services to ensure continued benefit to the community.
Reopening: Hertford Museum was amongst the first museums in Britain to re-open following lockdown on 14th July, and we have received very positive feedback from visitors regarding our Coronavirus safety precautions and procedures. We sourced external funding of £1600 to cover the cost of safety equipment required and our front of house team ensures all visitors feel safe and welcome.
Adapting our Learning Programme: We sought external funding to engage a review of our learning provision in light of the challenges facing schools surrounding coronavirus. Following this we have made improvements to our loan boxes and devised the In-School School Trip, where we take our engaging and inspiring hands on resources into school and deliver our workshops there. We have also sourced external funding to develop and deliver free workshops relating to our temporary exhibition to secondary school Design and Technology students in Hertford (see below).
Registered Charity No.312142 MGC Registered Museum No. 807 125
New Exhibition: DANAD: Mavericks of Marden Hill At a time when many museums are still yet to re-open their doors, Hertford Museum has devised, created and delivered a brand new high quality exhibition. We sourced financial support from Art Fund and negotiated the loan of world class works by fine art giants Robyn Denny and Sir Peter Blake from Hull City Museums and the Government Art Collection. Feedback from visitors includes:
“It’s great not having to travel out of my home town to see a Peter Blake painting”
“Delighted to be able to visit a fresh exhibition post lockdown. A fascinating story: socially, creatively, politically. Thank you!”
Audience Development: Continuing evaluation of the exhibition has also allowed us to look in greater depth at our audience and their visitor experience, in determining if we have met our key exhibition aims. These aims include: • To increase visitor satisfaction with exhibitions • To boost the income of the museum • To boost the income of the local economy • To engender local pride in heritage • To attract new and underrepresented audiences
Our results so far are extremely positive: • Over 30% are new visitors • Over 40% have made a specific visit to see the exhibition • 77% rated the exhibition excellent, 22% good • Of those who lived in East Herts, 97% agreed that the information in the exhibition made them proud of their local heritage • 95% of respondents said their visit experience made them more likely to visit future exhibitions at Hertford Museum • Only 7% of respondents did not plan to go on to visit local coffee shops, cafes, restaurants, pubs, shops or local amenities • Around 15% of visitors so far have been non residents of East Hertfordshire, with the exhibition drawing visitors from London and surrounding counties to the town.
Financial challenges:
Loss of Income Streams: • The closure between March and July severely impacted our budget and issues around social distancing mean that it is still not viable for us to run in person events. This has had a devastating effect on our income stream; as a guide, between 1st April and 30th September 2019, our events generated £4000. While we are currently working on devising a programme of online events, these are unlikely to generate significant income in the same way. • Loss of school bookings since March has again had a significant impact. We have been proactive in adapting our service and are engaged in a vigorous marketing campaign to re- connect with schools. As a guide, during March to September 2019 our learning service generated just over £4000 in income.
Registered Charity No.312142 MGC Registered Museum No. 807 126 • Closure between 18th March and 14th July impacted shop trading and visitor donation income. The same period in 2019 generated £4500.
Maintenance Costs: We have had several large scale and expensive maintenance issues to negotiate, including the replacement of our boilers and now potential replacement of our air conditioning system, essential to maintaining appropriate environmental conditions for our collections and those of lending museums.
Trustees have countered this unanticipated and hefty expenditure by careful management of staffing. Two members of staff resigned in May and Trustees prudently agreed to delay and prioritise recruitment (our new Learning Officer joined us in mid October, while we do not anticipate recruiting to the important Assistant Curator role until Summer 2021). Savings made in our salaries budget help us to meet these increased maintenance costs.
Councillors may recall that last year Trustees made the difficult decision to draw on our investments to fund essential maintenance works. The museum is reliant on the income stream these investments provide and need to replenish the withdrawn funds as soon as possible.
The museum building is over 400 years old and requires constant attention. As such, maintenance costs are an increasing drain on museum resources. We continue to ensure best value in maintenance and utility contracts by seeking multiple quotes and continuing to work with the Association of Independent Museums Energy Action Group, which enables museums to access lower cost utilities by working together as a group.
Generating Income: • We developed the Hertford Museum Heritage Heroes Scheme, an online donations platform that encourages support for the museum. So far this has generated over £1600. • We received external funding to install a covid secure contactless donations card reader which has resulted in increased levels of giving by visitors • Continuing to seek opportunities to source external funding • Trustees have adopted a two year fundraising strategy with targets including an increase in the number of patrons and business supporters, promotion of income generating online events and renewed efforts to encourage legacy giving
Financial Summary and Grant Request:
Trustees have continued to provide HTC Finance Committee with quarterly reports which, we believe, reflect both the most careful management of our accounts, as well as, in the most recent reports, the uncertain and challenging financial environment in which we operate.
Taking into account the latest period of closure since 2nd November, projections for the remainder of the 2020-2021 financial year lead us to anticipate a small surplus of circa £4.5K. However, this surplus, only made possible by the stringent approach to staffing outlined above, will immediately be allocated as a partial repayment of the sum drawn down from our investments to pay for the extensive maintenance items of the past eighteen months. In effect, therefore, trustees do not anticipate a surplus that can be carried forward into next financial year.
Registered Charity No.312142 MGC Registered Museum No. 807 127 Looking ahead to 2021-2022, we see the support of Hertford Town Council as an essential factor in allowing us to set a balanced budget that still takes account of inflationary pressures as well as the factors outlined above. We are conscious that the impact of the Coronavirus pandemic will continue to be felt well into 2021 and, with this in mind, we aim to scrupulously monitor our budget and adapt to changing circumstances as they arise.
Hertford Museum is committed to playing its full role in promoting the heritage and culture of Hertford and surrounding villages to both residents and visitors. Over the last three years we have continued to do this without increasing the amount of financial support requested as a grant from Hertford Town Council and, again, this year, we respectfully request your consideration of the sum of £140,423, to enable us to continue achieving high quality professional outcomes that enrich our community and reflects well on all involved.
I would be most grateful if you would pass on this information to the Hertford Town Councillors. As always, I am available to answer to any queries they may have.
Yours sincerely
Sara Taylor Curator
Registered Charity No.312142 MGC Registered Museum No. 807 128 PAPER K
FPA Objectives 2019 - 2023
FPA Objectives 2019 – 2023 AAA. OBJECTIVE: Enhance the role of the County Town of Hertford as an attractive and safe place to live, work and visit and to promote it as a cultural destination Action Required Success Criteria Responsible Committee NEW 1. FP&A
At a Committee meeting Increased profile of the each autumn, or civic traditions of the otherwise, consider Mayor of Hertford and of occasions that should be the Council. marked by Civic activities, particularly taking into account Hertford’s position as the County Town. These civic activities will be led by the Worshipful the Mayor of Hertford. Officers will make appropriate arrangements for these activities to take place including through liaising with other councils, institutions and agencies.
Progress as of December 2020
Due to Covid-19 events have been held differently this year.
On 8th May 2020 a virtual event to mark the 75th Anniversary of VE day took place successfully online with contributions from organisations and the community.
A memorable and appropriate Remembrance Sunday Parade took place in the Castle Grounds with a limited number of people in attendance. Those present followed socially distanced protocols and the event was Covid safe. It was live streamed on YouTube with over 500 views. The Mayor, other Councillors and officers all received a number of very positive comments about the event.
2. Continued funding of Continued provision of FP&A the Hertford Museum as a this important resource. key resource for both residents and visitors to Hertford.
Progress as of December 2020
129 PAPER K
FPA Objectives 2019 – 2023 The Museum grant for 2020/2021 was agreed by Full Council based upon the recommendation of the Finance Policy and Administration Committee in January 2020.
Committee is receiving a separate report about the 2021/22 grant request for Hertford Museum at this meeting.
3. Consider how New Supporting worthy local FP&A Homes Bonus funding groups and causes in a can be used to support way that has a wider projects with a legacy benefit to the Town. element for worthy local groups and causes. Progress as of December 2020
Grant applications under this NHB allocation scheme were considered in January, March, June and October 2020.
A separate report is provided to this meeting.
4. Implementation of an A scheme is implemented FP&A ‘Adopt your Street’ litter where members of the pick initiative, with support public take some from the Council. responsibility for clearing litter in their streets. Progress as of December 2020
60 active volunteers to date, including a Cub Scout and a Beavers Group. Volunteers in all four wards of Hertford have adopted at least one street. Positive feedback has been received from volunteers and the scheme continues to be advertised through social media and noticeboards.
The scheme was popular over the summer months and continues to gain interest, with 4 kits given out since October 2020.
This objective is on track NEW 5. Oversee the FP&A development of a Tourism Strategy. Progress as of December 2020
A report was provided at the FP&A meeting of the 19 October 2020. It was resolved to defer the decision to develop a tourism strategy to a future meeting of the Committee.
BBB. OBJECTIVE: Support the town centre and business community, to ensure its ongoing viability
130 PAPER K
FPA Objectives 2019 – 2023 Action Required Success Criteria Responsible Committee 1. Provide financial Positive promotion of the FP&A support for local grant scheme; Community Groups and determination of grant initiatives through the applications in line with provision of Community Town Council policy; Grants. positive case studies shown on the Town Council’s website. Progress as of December 2020
Grants under the scheme are considered at every meeting of the FPA Committee. Case studies are followed up after grants awarded and press releases issued on a regular basis.
It was agreed in March 2020 to promote the grants to support those helping others during the Covid-19 epidemic. Grants were considered using delegated powers so decisions could be made quickly and grants were awarded to local organisations Manic Ceramics, Hertfood and the Mill House.
A separate report is provided to this meeting.
This objective is on track.
CCC. OBJECTIVE: Positively Influence Spatial and Economic Development Action Required Success Criteria Responsible Committee 1. Draw up and Cost effective FP&A implement an annual maintenance carried out programme of in a timely manner. maintenance to the Castle and Seed Warehouse ensuring good value for money.
Progress as of December 2020
A programme of maintenance is being undertaken for the current year. An extensive programme of repainting the Castle and Mill Bridge Rooms has been undertaken by the Facilities Officers.
A detailed survey of maintenance work required is being undertaken by a surveyor with previous experience of working on listed buildings and is due to be received early 2021. This will assist in ensuring a planned approach for maintenance and repair work over the next 5 years.
This item is on track. 2. The Town Council This provides the FP&A undertakes highways opportunity for the council
131 PAPER K
FPA Objectives 2019 – 2023 verge and signage to contributing to a more maintenance as part of pleasant environment. Hertfordshire County Council Highways Together Initiative.
Progress as of December 2020
The Council has arranged for railings to be repainted along the footpath between St Andrew Street and Castle Street with grant assistance from East Herts Council.
The scheme works on an ad-hoc basis but the Council is not able to carry out maintenance of areas of highway land because responsibility for this lies with the County Council.
This objective is on track to the limited extent possible.
3. Develop and implement Reduced carbon footprint FP&A a strategy for the Council through exemplary to improve its carbon practice. footprint and sustainability. Areas of action could include paper use, level of recycling and energy suppliers.
Progress as of December 2020
A report to set out a framework with the aim to improve Hertford Town Council’s (HTC) green credentials and carbon footprint was approved at FP&A Committee in 11 March 2019.
An Eco Audit was planned to be undertaken in Spring 2020 but has been postponed due to Covid-19 and work took place in October / November. Once final information has been gathered the report will be presented to the FP&A Committee to consider.
DDD. OBJECTIVE: Effective Governance Action Required Success Criteria Responsible Committee 1. Undertake regular Town Council is FP&A reviews to Council policy effectively run and and Constitution (to managed; meeting all include all standing statutory requirements Orders and Financial and exhibiting good Regulations).Develop practice wherever new policies where possible other required.
132 PAPER K
FPA Objectives 2019 – 2023 Progress as of December 2020
This is undertaken on a regular basis. The Constitution was reviewed and adopted on 23 March 2020.
A separate item is being considered at this meeting.
This objective is on track.
2. Review spending Spending programmes FP&A programmes (such as for remain fit for purpose and New Home Bonus result in positive funding) as part of the outcomes. annual budget setting process.
Progress as of December 2020
New Home Bonus allocation policy and process adopted in March 2018. Reviewed and revised version adopted 23 March 2020.
Further work has been undertaken for the budget setting for 2021/2022.
3. Ensure all Assurance provided on an FP&A requirements of the annual basis by the Town Council’s Standing Orders Clerk. and Financial Regulations are met when spending public money.
Progress as of December 2020
The Standing Orders and Financial Regulations are reviewed and re-adopted annually by the Council.
4. Continue to meet Assurance provided on an FP&A financial transparency annual basis by the Town requirements including Clerk. regular publication of Council expenditure. Progress as of December 2020
This is done twice a year before the final audit is submitted.
The External audit for 2019/20 has been received and included in the current agenda. The first Interim audit for 2020/21 took place in December 2020 with positive feedback received.
This objective is on track.
133 PAPER K
FPA Objectives 2019 – 2023
5. Ensure Town Clerk develops FP&A recommendations made action plans and ensures following internal and their timely completion, external financial audits reporting to Committee as are fully undertaken in a appropriate. timely way.
Progress as of December 2020
The feedback from both the internal and external auditor continues to be excellent and the recommendations (if any) are implemented.
6. Develop and implement Plans in place and FP&A training and development training records held and plans for Councillors and reported to Personnel Staff. Sub Committee.
Progress as of December 2020
A full-year staff training plan was approved at Personnel Sub Committee on 1 June 2020 and is being implemented.
Officers have attended a number of courses which have been moved online this year.
Councillors are also attending training events.
This objective is on track.
7. For all activity Property and events are FP&A and D&L undertaken by the Council managed meeting within (including management of prevailing licensing and property, land and public health and safety events) ensure that up to requirements. date risk assessments and appropriate licences are in place and health and safety requirements are being adhered to.
Progress as of December 2020
All risks assessment are reviewed regularly.
The Council has produced risk assessments for Covid-19 to ensure its facilities and operations are Covid safe. This has included provision for the Castle offices, Venue hire at the Mill Bridge Rooms and the Castle, Pinehurst play area and grounds maintenance operations.
134 PAPER K
FPA Objectives 2019 – 2023
Extensive measures have been put in place including additional signage, hand sanitisers, cleaning of frequent touchpoints and desk screens at the Castle.
This objective is on track.
8. Adopt and monitor Key The effectiveness of the All Committees Performance Indicators Council’s performance is for the provision of tracked and reported at Council services. Take Committee demonstrating corrective action as how well the Council has required. delivered its services to residents The KPIs reported are the costs of providing individual service functions of the Council compared where income is also generated by those functions. The KPIs are the monitored statistics that compare income to expenditure. Examples are the Cemetery and the Town and Tourist Information Centre.
Progress as of December 2020
This is done on a quarterly basis. This objective is on track.
EEE. OBJECTIVE: Customer Service Improvement Action Required Success Criteria Responsible Committee Increase awareness Increased awareness of FP&A amongst all Officers of how job role and what represents excellent responsibility directly customer service; embed impacts on customers best practice in all aspects of the customer service that the Council provides.
Progress as of December 2020
All staff have a customer service related goal in their personal objectives.
135 PAPER K
FPA Objectives 2019 – 2023 Over the last 6 months compliments have been received in relation to excellent customer services and work undertaken by staff including:
- Compliments regarding communications, information provided and measures put in place for allotment plot holders during Covid-19 - Organising Mayor Making and Remembrance events to reflect the significance of these occasions in appropriate and safe way. - The level of support provided by the Venues Hire Coordinator who has worked with venue hirers who have wanted to book venue hire or had to postpone their function due to COVID-19 on multiple occasions. - The initiatives, activities and events that have been organised to replace the Events Programme which had to be cancelled due to COVID-19. Compliments have been obtained by the public on the castle and town trails, the trader initiatives including the gift guide and NHS fundraiser as well as the new festive lighting display.
136