Ringwood Town Council Ringwood Gateway, The Furlong, Ringwood, Hampshire BH24 1AT Tel: 01425 473883 www.ringwood.gov.uk

POLICY & FINANCE

Dear Member 14th January 2016

A meeting of the above Committee will be held at the Forest Suite, Ringwood Gateway on Wednesday 20th January 2016 at 7.00pm* or at the conclusion of the public participation session and your attendance is requested.

S Nash Town Clerk

PUBLIC PARTICIPATION: *If required, the meeting will be preceded by a public participation period of up to 10 minutes at 7.00pm. Members of the public are also entitled to speak, during the meeting, on agenda items.

RECORDING (AUDIO AND/OR VIDEO) OF COUNCIL MEETINGS AND USE OF SOCIAL MEDIA During this meeting the public are allowed to record the Committee and officers from the front of the public seating area only, providing it does not disrupt the meeting. Any items in the Exempt Part of an agenda cannot be recorded and no recording device is to be left behind. If another member of the public objects to being recorded, the person(s) recording must stop doing so until that member of the public has finished speaking. The use of social media is permitted, but all members of the public are requested to switch their mobile devices to silent for the duration of the meeting.

MOBILE PHONES Members and the public are reminded that the use of mobile phones (other than on silent) is prohibited at Town Council and Committee meetings.

AGENDA

1. APOLOGIES FOR ABSENCE

2. DECLARATIONS OF INTEREST

3. MINUTES OF THE PREVIOUS MEETING To approve as a correct record the minutes of the meeting held on 9th December 2015

4. FINANCIAL REPORTS (Report A attached): a. To receive and authorise list of payments made on Imprest Account for December b. To receive and authorise list of Petty Cash payments for December c. To receive Statement of Town Council Balances d. To authorise Inter Account Transfers e. To note list of Petty Cash Food Purchase and Sales for ‘The Place’ f. To note the Finance Manager’s report and receive Summary Budget Reports for period Q3 Page 1 of 2

5. BUDGET 2016/17 To consider final budget and Precept 2016/17, including proposed fees and charges (Report B)

6. AUDIT To consider acceptance of new Smaller Authorities Audit Ltd or whether to opt out (See correspondence) (Report C)

7. QUEENS BIRTHDAY CELEBRATIONS 2016 To consider draft proposals from the Town Clerk for activities within the town (Report D)

8. GRANT PROCEDURE GUIDELINES To consider approving the revised Grant Procedure Guidelines (P/5279) (Report E)

9. EXCLUSION OF THE PRESS AND PUBLIC To consider exclusion of public and press for the following item:

10. THE PLACE To receive a verbal report from the Town Clerk regarding finalisation of the account for ‘The Place’

If you would like further information on any of the agenda items, please contact Steve Nash, Town Clerk on (01425) 484720 or email [email protected].

Committee Members Ex Officio Members Cllr Jeremy Heron (Chairman) Cllr Michael Thierry Cllr Steve Rippon-Swaine (Vice Chairman) Cllr Christine Ford Cllr Andrew Briers Cllr Philip Day Student Advisors Cllr Anne Murphy Sam Whittingham Cllr Chris Treleaven Jade Wardle Cllr Angela Wiseman

Copied by e-mail to other members for information

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Page 2 of 2

A

RINGWOOD TOWN COUNCIL

FINANCIAL REPORTS FOR

POLICY & FINANCE COMMITTEE MEETING

20TH JANUARY 2016

RINGWOOD TOWN COUNCIL (a)

POLICY AND FINANCE COMMITTEE 20TH JANUARY 2016

LIST OF PAYMENTS FROM IMPREST BANK ACCOUNT FOR THE PERIOD 1ST TO 31ST DECEMBER 2015

Date Chq Details Location Description Amount No £ Dec 2015-12-07 3000644 Robert Heron Christmas Events Supply, erect and remove Christmas Tree 650.00 2015-12-07 3000641 Hampshire County Council Gateway Stationery 7.09 2015-12-07 3000634 Romsey Show Gateway Advanced Romsey Show ticket sales 531.00 2015-12-07 3000640 Vortex Designs Ltd Gateway Sofia Navy Work Blouses 115.20 2015-12-07 3000635 New Forest District Council The Place Refuse sacks and labels 327.20 2015-12-07 3000642 Upton Oil Vehicles & Machinery Diesel 1,313.69 2015-12-07 3000639 Solent Fire Safety Services The Place Fire Risk Assessment 420.00 2015-12-07 3000646 Letters & Logos Ltd Christmas Events Sponsorship plaques 16.32 2015-12-07 3000645 RMS Waste Disposal Ltd Cemetery Empty Cesspit 127.00 2015-12-07 3000643 Multi-Sign Christmas Events Correx Boards and floor graphic stickers 530.40 2015-12-07 3000633 Portsdown The Place Furniture 8,999.62 2015-12-08 3000654 Jacqueline's Sandwich Bar & Confectionery Christmas Events Winnerf o Christmas Display Competition 2015 100.00 2015-12-08 3000656 Greenham Groundsmen Leather lined driving gloves 134.32 2015-12-08 3000657 SSE Contracting Carvers 1st 6 monthly invoice lighting 231.90 2015-12-15 3000678 Fernhill Wholesale Gateway Itemso t sell in VIC 49.07 2015-12-15 3000672 Peter Noble Vehicles & Machinery Puncture repair on wheelbarrow 17.64 2015-12-15 3000673 Peter Noble Vehicles & Machinery Strimmer wire 85.94 2015-12-15 3000669 Hampshire County Council Gateway Stationery and Cleaning 36.07 2015-12-15 3000668 New Forest District Council Gateway Election Expenses 7th May 2015 3,494.58 2015-12-15 3000679 ITEC Gateway Photocopies and monthly gold support 108.60 2015-12-15 3000680 Alexandra Groundsmen Mens Work Trousers 17.28 2015-12-15 3000674 CIPFA Gateway Membership for Rory Fitzgerald 155.00 2015-12-15 3000670 Ringwood Public Address Service Christmas Events Commentary trailer 288.00 2015-12-15 3000667 Salisbury Community Circus Christmas Events Circus 500.00 2015-12-15 3000658 Steve Nash Christmas Events Damage Waiver on hire of lorry 36.00 2015-12-15 3000671 AA Media Ltd Christmas Events A4 signs 529.20 2015-12-15 3000661 Policing Solutions Christmas Events Supply security 575.00 2015-12-15 3000685 Kim Allis Christmas Events Christmas lights for stage 29.99 2015-12-15 3000686 Kim Allis Christmas Events Soft drinks for Elves 10.00 2015-12-15 3000687 Kim Allis Christmas Events Itemso t decorate Stage 19.65 2015-12-15 3000676 TLC Online Gateway Compliment Slips 87.20 2015-12-15 3000677 TLC Online Gateway Printingf o Christmas Cards 109.60 2015-12-15 3000683 Page & Pulford Ltd Christmas Events Adn i Viewpoint 72.00 2015-12-15 3000684 Framptons Gateway 0Provide 2 x bacon rolls and coffee for Business Partnership 75.00 2015-12-15 3000688 Forest Edge Electrical Services The Place Supply and install telephone point in office 66.00 2015-12-21 3000691 Hampshire County Council Gateway A5 white envelopes 7.46 2015-12-21 3000694 New Forest District Council Adshill Bus Shelter Misc. Agreements 10.00 2015-12-21 3000695 New Forest District Council Open Spaces Dog waste collection service 482.17 2015-12-21 3000692 Pete Alvis The Place Repair water leak in urinal 72.00 2015-12-21 3000696 Screwfix Christmas Events Cable reels 39.98 2015-12-01 SO TLC On-line Gateway Web Site Maintenance - December 2015 80.00 2015-12-01 DD New Forest D.C. Cemetery Rates December 2015 350.00 2015-12-08 DD British Gas Greenways Aug-Nov 2015 244.09 2015-12-09 DD UK Fuels All Areas Machinery & Vehicles - November 2015 42.12 2015-12-31 DD Utility Warehouse The Place November 2015 38.55 2015-12-31 DD Utility Warehouse Sports Pavilion November 2015 28.47 2015-12-31 DD Utility Warehouse Pavilion Sports Ground November 2015 14.64 2015-12-31 DD Utility Warehouse Cemetery November 2015 129.84 2015-12-10 BGC WSB Gateway Southampton Road - Agents Fees December 2015 130.00 2015-12-17 LloydsCC Amazon Christmas Events Labels for Santa's Grotto presents 3.49 2015-12-17 LloydsCC ThreditK U Christmas Events Hi Viz Safety jackets 49.41 2015-12-17 LloydsCC HSE Gateway H & S Safety Law Posters and Accident Book 50.70 2015-12-17 LloydsCC National Association Of Local Councils Gateway Annual Subscription to LCR 17.00 2015-12-17 LloydsCC Martins Newsagent Christmas Events Sweets for Santa's Grotto 17.10 2015-12-17 LloydsCC Sainsburys Christmas Events Refreshments 11.25 2015-12-15 BACS Hampshire C.C. Gateway Pension November 2015 5,293.48 2015-12-22 BACS Inland Revenue Gateway November 2015 3,462.05 2015-12-23 Telepay Staff Gateway December 2015 22,351.92 TOTAL 52,141.28

AUTHORISATIONS ------DATE 20th January 2016 20th January 2016 (b)

POLICY AND FINANCE COMMITTEE 20TH JANUARY 2016

LIST OF PAYMENTS FROM PETTY CASH - RTC ACCOUNT FOR THE PERIOD 1ST TO 31ST DECEMBER 2015

Date Voucher Details Location Description Amount No £ Dec 2015-12-01 09/01 Paper Mountain Christmas Events Clip Boards 9.00 2015-12-02 09/02 Martins Christmas Events Sweets For Competition 2.70 2015-12-02 09/03 Ringwood Surplus Stores Christmas Events Cable Ties 1.00 2015-12-02 09/04 Ringwood Surplus Stores Christmas Events Cable Ties 6.00 2015-12-04 09/05 Ringwood Surplus Stores Christmas Events Chalk For Pitch Marking 1.00 2015-12-05 09/06 Waitrose Gateway Teabags 4.49 2015-12-07 09/07 Waitrose Gateway Milk & Coffeemate 3.14 2015-12-07 09/08 Ringwood Surplus Stores Christmas Events Rope 7.80 2015-12-07 09/09 HSS Christmas Events fHire O Cable Cover 15.88 2015-12-09 09/10 Prezzo Gateway Deposit For VIC Volunteer Christmas Dinner 5.00 2015-12-10 09/11 Waitrose Gateway Milk 1.78 2015-12-10 09/12 Ringwood Surplus Stores Gateway Calendar 1.00 2015-12-10 09/13 Sainsburys Gateway Coffee Tea & Sugar 16.50 2015-12-05 09/14 Screwfix Christmas Events Air Horn 12.99 2015-12-14 09/15 Waitrose Gateway Dishwasher Tablets & Milk 10.89 2015-12-22 09/16 Waitrose Gateway Milk 0.98 2015-12-22 09/17 RG Duckworth Taxi Shelter & Noticeboard Cleaning 20.00 TOTAL 120.15

LIST OF PAYMENTS FROM PETTY CASH - THE PLACE ACCOUNT FOR THE PERIOD 1ST TO 31ST DECEMBER 2015

Date Voucher Details Location Description Amount No £ Dec 2015-12-02 09/01 Morrisons The Place Food Purchases To Be Sold 3.57 2015-12-02 09/02 Morrisons The Place Food Purchases To Be Sold 3.82 2015-12-16 09/03 Morrisons The Place Food Purchases To Be Sold 3.54 2015-12-22 09/04 Asda The Place Food Purchases To Be Sold 46.88 2015-12-22 09/05 Booker The Place Food Purchases To Be Sold 25.28 TOTAL 83.09

AUTHORISATIONS ------DATE 20th January 2016 20th January 2016 RINGWOOD TOWN COUNCIL (c)

POLICY AND FINANCE COMMITTEE 20TH JANUARY 2016

BANK BALANCES

Account Name Year As At As At Ended 30/11/2015 31/12/2015 31/03/2015 £ £ £

Imprest (Current) Account 19,953 86,709 86,825 Business Account 114,602 214,813 214,856 Investment Account 200,000 200,000 200,000 Greenways Rent Deposit 7,018 9,661 9,662 Petty Cash - Imprest 84 200 179 Petty Cash - The Place 50 50 50 VIC Change Float 50 50 50 Information Desk Float 75 75 75

TOTAL BANK BALANCES 341,833 511,559 511,697

Note 1. The bank accounts were reconciled as at 31st December 2015. 2. With reference to the Greenways Rent Deposit Account a)Grounds Floor, the initial balance of £7,000 plus interest accrued will be paid over to the tenant at the end of the tenancy subject to the Council having no cause to claim funds due to damages. 3. With reference to the Greenways Rent Deposit Account b)1st Floor, the initial balance of £2,637.50 plus interest accrued will be paid over to the tenant at the end of the tenancy subject to the Council having no cause to claim funds due to damages. 4. A temporary nominal account has been implemented to act as a change float for the VIC. This will be in operation only for the period when the VIC is open during the spring and summer at weekends and bank holidays. 5. A nominal account has been implemented to reflect the float held by the Information Desk. RINGWOOD TOWN COUNCIL (d)

POLICY AND FINANCE COMMITTEE 20TH JANUARY 2016

INTER ACCOUNT TRANSFER AUTHORISATIONS

£

IMPREST ACCOUNT TO BUSINESS ACCOUNT

BUSINESS ACCOUNT TO IMPREST ACCOUNT

0

INVESTMENTS & RE-INVESTMENTS

200,000

AUTHORISATIONS ------DATE 20th January 2016 20th January 2016 (e)

POLICY AND FINANCE COMMITTEE 20TH JANUARY 2016

The Place Petty Cash (Food Purchases & Sales)

Food Food Surplus/ Cumulative Surplus/ (- Pool Table Purchases sales (-Deficit) Deficit) Income £ £ £ £ £ April 11.33 24.00 12.67 12.67 May 25.64 45.00 19.36 32.03 June 15.49 0.00 -15.49 16.54 July 91.31 77.00 -14.31 2.23 August 93.03 135.00 41.97 44.20 September 0.00 50.00 50.00 94.20 October 9.43 0.00 -9.43 84.77 November 89.70 65.50 -24.20 60.57 51.20 December 83.09 45.00 -38.09 22.48 17.00 January 0.00 22.48 February 0.00 22.48 March 0.00 22.48

Total 419.02 441.50 22.48 68.20

REPORT TO POLICY & FINANCE COMMITTEE – 20th January 2016 BUDGETARY CONTROL - 2015/16 QUARTER 3

1. BACKGROUND

1.1 The purpose of this report is to inform Members of the actual income and expenditure for the nine months April to December 2015 , and to provide an updated forecast outturn for the 2015/16 financial year. Outturn forecasts will be updated as the financial year progresses. 2. APRIL 2015 TO DECEMBER 2015 2.1 Pfage 1 o Appendix 1 attached to this report shows that the Council’s actual net revenue ex penditure for the first nine fmonths o the year standst a £474,983, or 68f% o revised planned expenditure for the year. 2.2 The latest forecast outturn indicated likely gross expenditure of £692,406, a decreasen o the revised budgetf o £8,239. This decreasse i attributable to a numberf o factors and includes increases in a couple of areas. The main reductions are : i Maintenance, including vandalism £7,750 i Machinery £3,600 i Paperless Office filing system £2,500 i Establishment costs £1,850 i Activities expenses £1,500 i Other smaller items including fuel £4,500 Total reductions in predicted expenditure amount to £21,700. However, nincreases i Gateway costs of £1,700 and in expenditure on Christmas activities of £11,776 have limited the overall reduction to £8,239. 2.3 The increase in expenditure on Christmas activities has been more than covered by grant income and additional revenue generated as set out in the following table: Christmas Events summary breakdown of income and expenditure: Description Funding Expenditure £ £ Christmas Lights - Budget 5,200 HCC Grant for Christmas Lights 3,000 Total 8,200 14,076

Support for Christmas Activities 7,100 9,508 - Budget - Lottery Grant 3,000 - Other Income, stalls etc. 7,127 Total Funding & Expenditure 25,427 23,584

2.4 Revenue income received to date , excluding precepts, amountso t £166,071 or 82%f o the amount expected for the year. This amount includes grant receipts oonly t the extent that such receipts have been applied to expenditure in the revenue account, such as that received for Christmas activities . Total income for the year is predicted to exceed the revised plans by some £6,183. However, again, this increase is mitigated by some reductions, notably the loss of revenue

1

grant in supportf o youth activities for which we had been expecting funding of £8,500. We have, however, secured £2,000 lottery grant for youth activities.

2.5 The net impact of the changes will be a modest decrease in net revenue expenditure of £14,422. iThis w ll enable an increased transfer of funds to the general reserve. 2.6 Capital Expenditure is on track to spend according to the revised budget estimates. The capital programme covers four schemes, construction of “The Place” and the new skatepark, the l atter being funded entirely from section 106 contributions, the purchase of land for playing fields at Long Lane, funded by borrowing and a contribution from reserves and flood prevention works at Crow Lane, also funded by Section 106 contributions. 2.7 The two main construction schemes are expected to be completed before the endf o the financial year and latest predictions are for a modest underspend on the main works contract for the construction of “T he Place”. However, this underspend will be absorbed by cost increases elsewhere, notably on professional fees and fit out costs. A summary of contract expenditure and funding for this project is provided as Appendix 2 to his report. 2.8 Pages 2 and 3 of Appendix 1 show the financial position and predicted outturn for this Committee, the Recreation, Leisure and Open Spaces Committee and the Planning, Town and Environment Committee.

3. FINANCIAL IMPLICATIONS 3.1 The predicted outturn is likely to be lower than the revised budget forecast for the reasons set out in 2.2 and 2.4, above. T he Town Council will therefore be able to reduce the planned contribution from the general reserve in the current year. The balancef o the General Reserve at 1st April 2015 was £197,587 . This is now predicted to reduceo t £178,442 by 31st March 2016, after allowing for a contribution of £62,500 towards the costs of purchasing land at Long Lane. 3.2 The balance of the provisions and capital reserves at March 2016 is currently oforecast t be £115,591, following planned investments, development of the Place and transfers from the revenue account. This earmarked reserve will enable the expenditure to be incurred on those specific expenditure items in future years without affecting the revenue account or the General Reserve balance. 3.3 Total reserves are now expectedo t reduce by £83,560 to £294,033 by 31st March 2016 and whilst a modest increase is planned in 2016/2017, reserves remain below a level considered prudent for an authority of this size. A prudent level would be 50%f o annual revenue expenditure or approximately £350,000 and for the general reserve, 50% of the annual precept, i.e. approximately £225,000.

4. RECOMMENDATION sIt i recommended that:-

4.1 Th is report is noted.

For further information please contact: or Steve Nash, Town Clerk Rory Fitzgerald, Finance Manager Tel: 01425 484720 [email protected] Tel: 01425 484723

[email protected]

2

Budget Report Q3 Appendix 1

SUMMARY BUDGETARY CONTROL REPORT PERIOD APRIL 2015 - DECEMBER 2015

Original Revised Year To Date Annual ALL COMMITTEES Budget Budget Actual Unspent Forecast Budget Outturn REVENUE EXPENDITURE £ £ £ £ POLICY & FINANCE COMMITTEE 408,058 407,688 260,588 147,470 414,430 RECREATION, LEIS & O/S COM 280,514 274,822 203,413 77,102 261,340 PLANNING TOWN & ENVIRON 19,257 18,136 10,983 8,274 16,636 TOTAL REVENUE EXPENDITURE 707,829 700,645 474,983 232,845 692,406 CAPITAL EXPENDITURE POLICY & FINANCE COMMITTEE 0 350,000 291,859 -291,859 350,000 RECREATION, LEIS & O/S COM 0 403,250 62,632 -62,632 403,250 PLANNING TOWN & ENVIRON 6,000 9,000 8,656 -2,656 8,700 TOTAL CAPITAL EXPENDITURE 6,000 762,250 363,147 -357,147 761,950

TOTAL EXPENDITURE 713,829 1,462,895 838,131 0 -124,302 1,454,356 REVENUE INCOME POLICY & FINANCE COMMITTEE -115,377 -123,158 -102,526 -12,851 -128,199 RECREATION, LEIS & O/S COM -74,005 -79,112 -63,545 -10,460 -80,254 PLANNING TOWN & ENVIRON 0 0 0 0 0 TOTAL REVENUE INCOME -189,382 -202,270 -166,071 -23,311 -208,453 CAPITAL INCOME & FINANCE POLICY & FINANCE COMMITTEE 0 -350,000 -252,200 252,200 -350,000 RECREATION, LEIS & O/S COM 0 -340,750 -105,129 105,129 -340,750 PLANNING TOWN & ENVIRON 0 -3,000 -3,000 3,000 -3,000 TOTAL CAPITAL INCOME & FINANCE 0 -693,750 -360,329 360,329 -693,750

TOTAL INCOME -189,382 -896,020 -526,400 337,018 -902,203 Less Reduction in Budget COUNCIL'S NET COMMITTEE EXPEND 524,447 566,875 311,731 212,716 552,153

Add Transfers To Provisions 23,800 23,800 23,800 0 0 23,800 Deduct Transfers from Provisions -87,526 -151,715 -83,021 0 -4,505 -150,715 Transfer to/ from(-) General Reserve 7,872 29,633 0 0 7,872 43,355 Budget Required before new bids & grants 468,593 468,593 252,510 0 216,083 468,593

Transitional & Identifiable grant from NFDC -19,989 -19,989 -19,989 -19,989

Net Precept 2015/16 448,604 448,604 252,510 196,094 448,604

Non recurring bids for 2015/16 included above POLICY & FINANCE COMMITTEE 45,000 45,000 45,000 45,000 RECREATION, LEIS & O/S COM 34,596 34,596 2,150 32,446 34,596 PLANNING TOWN & ENVIRON 6,000 6,000 0 6,000 6,000 Less transfer from provisions -74,956 -74,956 0 -74,956 -74,956

1 Budget Report Q3 Appendix 1

Original Revised oYear T Date Annual Budget Budget Actual Profiled Variance Forecast Orig Bud From O.B. Outturn £ £ £ £ £ £ POLICY & FINANCE COMMITTEE EXPENDITURE Establishment 103,475 108,295 77,497 0 25,978 105,407 Maintenance 29,914 33,500 4,628 0 25,286 34,500 Employee Direct Costs 2,984 2,600 1,264 0 1,720 2,100 Employee Allocated Costs 102,230 98,660 71,970 0 30,260 97,011 Member Costs 18,252 13,385 9,920 0 8,332 13,188 Grants 9,000 9,000 5,365 0 3,635 9,000 Festival Expenses(net) 0 0 0 0 0 0 Other 121,407 121,452 69,148 0 52,259 132,428 Debt Charges 20,796 20,796 20,796 0 0 20,796 Capital 0 350,000 291,859 0 -291,859 350,000 COMMITTEE EXPENDITURE 408,058 757,688 552,448 0 -144,390 764,430

INCOME INCOME Revenue Income -115,377 -123,158 -102,526 0 -12,851 -128,199 Capital Income/Finance 0 -350,000 -252,200 0 252,200 -350,000 TOTAL COMMITTEE INCOME -115,377 -473,158 -354,726 0 239,349 -478,199

TOTAL NET EXPENDITURE 292,681 284,530 197,721 0 94,960 286,231 BEFORE TRANSFERS TO PROVS Add Transfers To Provisions 11,400 11,400 11,400 0 0 11,400 Deduct Transfers From Provisions -48,000 -43,495 -43,495 0 -4,505 -43,495 TOTAL NET EXPENDITURE 256,081 252,435 165,626 0 -4,505 254,136 AFTER TRANSFERS TO PROVS HOLDING ACCOUNTS EXPENDITURE Employee Direct Costs 379,860 364,616 276,962 0 102,898 0

HOLDING ACCOUNTS EXPEND. 379,860 364,616 276,962 0 102,898 0

HOLDING ACCOUNTS INCOME -379,860 -364,616 -276,962 0 -102,898 -364,616

TOTAL NET EXPENDITURE 0 0 0 0 0 -364,616

Original Revised Yearo T Date Annual Budget Budget Actual Profiled Variance Forecast Orig Bud Outturn £ £ £ £ £ £ RECREATION, LEISURE & OPEN SPACES COMMITTEE EXPENDITURE Establishment 12,803 12,800 9,406 0 3,397 12,300 Maintenance 27,921 27,900 14,431 0 13,490 22,100 Machinery 39,532 39,610 33,838 0 5,694 35,950 Employee Direct Costs 1,600 1,600 540 0 1,060 1,200 Employee Allocated Costs 129,794 120,570 93,160 0 36,634 120,570 Planters 522 500 0 0 522 250 Activities Expenses 11,489 13,170 9,216 0 2,273 11,650 Other 1,200 1,450 1,001 0 199 1,450 Capital Expenditure 0 403,250 62,632 0 -62,632 403,250 CEMETERY 0 Establishment 4,549 4,600 4,342 0 207 5,000 Maintenance 3,652 6,500 4,111 0 -459 5,750 Employee Allocated Costs 32,888 31,771 23,714 0 9,174 31,771 ALLOTMENTS 0 Establishment 1,268 950 264 0 1,004 600 Maintenance 845 1,000 509 0 336 800 Employee Allocated Costs 12,251 12,200 8,651 0 3,600 11,718 Other 200 200 230 0 -30 230 COMMITTEE EXPENDITURE 280,514 678,072 266,045 0 14,471 664,590

INCOME Recreation, Leisure & O/S -36,729 -37,712 -23,438 0 -13,291 -37,822 Cemetery -33,076 -37,100 -35,807 0 2,731 -38,132 Allotments -4,200 -4,300 -4,300 0 100 -4,300 Capital Expend Finance 0 -340,750 -105,129 0 105,129 -340,750 COMMITTEE INCOME -74,005 -419,862 -168,674 0 94,669 -421,004

TOTAL NET EXPENDITURE 206,509 258,210 97,371 0 109,139 243,586 BEFORE TRANSFERS TO PROVS Add Transfers To Provisions 12,400 12,400 12,400 0 0 12,400 Deduct Transfers From Provisions -31,526 -98,220 -31,526 0 0 -98,220 TOTAL NET EXPENDITURE 187,383 172,390 78,245 0 109,139 157,766

2 Budget Report Q3 Appendix 1

AFTER TRANSFERS TO PROVS

PLANNING, TOWN & Original Revised Yearo T Date Annual ENVIRONMENT COMMITTEE Budget Budget Actual Profiled Variance Forecast Orig Bud Outturn £ £ £ £ £ £

EXPENDITURE Establishment 4,117 4,000 328 0 3,789 2,500 Employee Allocated Costs 15,140 14,136 10,655 0 4,485 14,136 Capital Expenditure 6,000 9,000 8,656 0 -2,656 8,700 COMMITTEE EXPENDITURE 25,257 27,136 19,639 0 5,618 25,336

INCOME Capital Income & Finance 0 -3,000 -3,000 0 3,000 -3,000 COMMITTEE INCOME 0 -3,000 -3,000 0 3,000 -3,000

TOTAL NET EXPENDITURE 25,257 24,136 16,639 0 8,618 22,336 BEFORE TRANSFERS TO PROVS

Add Transfers To Provisions 0 0 0 0 0 0 Deduct Transfers From Provisions -8,000 -10,000 -8,000 0 0 -9,000 TOTAL NET EXPENDITURE 17,257 14,136 8,639 0 8,618 13,336 AFTER TRANSFERS TO PROVS

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Budget Report Q3 Appendix 2

The Place Construction & Fit Out costs - to 31st December 2015 ref Supplier Description Invoice Reference Amount (exc VAT) 1 Sheerin Bettle Architects Architect and planning Fees 3344/CLK/JR/03 2,616.25 2 New Forest District Council Building regulations Inspection fee 10003899/40144880 539.00 3 Nicholas Owen Associates Mechanical & Electrical Design 036/14 4,288.00 4 Nicholas Owen Associates Mechanical & Electrical Design 052/14 1,200.00 5 Nicholas Owen Associates Mechanical & Electrical Design 055/14 99.00 6 Nicholas Owen Associates Mechanical & Electrical Design 060/14 300.00 7 Sheerin Bettle Architects Architectural Services & Bdg Regs Application Fee 3344/CK/JW/04 13,055.95 8 Sheerin Bettle Architects Architectural Services 3344/CK/JW/05 13,051.30 9 Robert Herron Demolition of drop In Centre and Site Clearance 33 – 19/01/2015 3,600.00 10 Drew Construction Group fErection o New Facility (invoice due to be paid by 6th March) 8252 71,601.71 Total Project Expenditure to March 2015 110,351.21 11 Sheerin Bettle Architects Professional Services (project management) fees (1 of 5) 3344/CLK/KMW/06 2,476.38 12 Sheerin Bettle Architects Professional Services (project management) fees (2 of 5) 3344/CLK/KMW/07 2,316.15 13 Sheerin Bettle Architects Professional Services (project management) fees (3 of 5) 3344/CLK/KMW/08 2,316.15 14 Sheerin Bettle Architects Professional Services (project management) fees (4 of 5) 3344/CLK/KMW/09 2,316.15 15 Sheerin Bettle Architects Professional Services (project management) fees (5 of 5) 3344/CLK/KMW/10 2,316.15 16 Nicholas Owen Associates Mechanical & Electrical Design 0057/15 520.00 17 Nicholas Owen Associates Mechanical & Electrical Design 0042/15 500.00 18 Drew Construction Group Construction interim certificate # 2 8268 35,375.55 19 Drew Construction Group Construction interim certificate # 3 8281 19,759.48 20 Drew Construction Group Construction interim certificate # 4 8303 46,638.27 21 Drew Construction Group Construction interim certificate # 5 8335 168,624.99 22 SSE contracting 2 x electrical disconnections 511758 562.12 23 NFDC Planning variation fee (paid by credit card) n/a 195.00 24 Rescue Rod oRepairs t mains water supply, The Place 35157 600.00 3344/CK/JW/05 & 25 Sheerin Bettle Architects Less professional services fees duplicate invoice -2,316.15 3344/CLK/KMW/07 26 Drew Construction Group Construction interim certificate # 6 8370 38,000.00 27 Forest Edge Electrical Supply and install telephone point in office at The Place 2263 55.00 28 Sheerin Bettle Architects Additional works due to extended contract pariod 3544/CLK/AS/11 9,156.00 29 Nicholas Owen Associates RIBA K general enquiries and visit to The Place 0062/15 400.00 30 Nicholas Owen Associates Mechanical & Electrical Design - commissioning fire alarm etc 0075/15 500.00 31 The Place fit out and equipment see analysis below various 19,067.75

Construction interim certificate # 7 not yet paid 49,000.00 Retention not yet paid 11,000.00 Final payment (subject to agreed contract sum £448,000) not yet paid 8,000.00

Total Project Expenditure to 31/12/2015 527,730.20

The Place Budget:

HCC Contribution 400,000.00 NFDC Contribution 70,000.00 RTC Contribution 40,000.00 Ringwood school 5,000.00 Contingency (per P&F Ctte 16/9/2015) 20,585.00 Total Budget 535,585.00

Predicted Overspend (excluding contingency) 12,730.20 Predicted Underspend with contingency -7,854.80

1 Budget Report Q3 Appendix 2

Grant contributions received to December 2015 HCC Capital Grant 1st Instalment Mar-15 110,351.21 NFDC Capital Grant Stage 1 Apr-15 25,000.00 NFDC Feasibility Costs Apr-15 5,000.00 NFDC Capital Grant Stage 2 Aug-15 25,000.00 HCC Capital Grant 2nd Instalment Aug-15 227,200.24

Total Grants Received 392,551.45

The Place Fit out analysis - to 31st December 2015 Actual PLaque for new TV in The Place 38.82 Shredder for The Place 159.00 Supply and install 3 x sleeper table and bench sets 1,614.00 Coffee Machine 37.08 George GVE370 wet/dry Hoover 141.47 A2 Trimmer 75.57 Microwave for The Place 88.00 Waste Paper Bin 7.53 Various items for The Place 123.43 Scales for The Place, cleaning for Gateway 10.34 25cm mixing bowl for The Place 0.82 Sound System for The Place 3,073.05 06/07 Ringwood Surplus Stores The Place Tarpaulin 7.49 X Box and Controller 261.44 Key safe and key cabinet 45.82 Tilt Arm wall bracket 29.16 Brother Printer for The Place 78.10 Items for The Place 61.48 Safe 214.00 Furniture for The Place 7,499.68 Cash for purchase of items for The Place 200.00 2 x small Tv's and 4 x Hudl2 Tablets 495.00 6 x folding tables 165.65 Archery Sets for The Place 163.27 Items for The Place 311.04 Four slice toaster for The Place 58.32 Fire equipment for the Place 529.75 Filing Cabinet 68.38 Three Roller Blinds supplied and fitted to The Place 230.00 Freezer, washing machine and tumble drier for The Place 483.30 Phone and answer machine for The Place 29.16 First Aid kit 14.09 07/06 Branded & New The Place Aux Cable 5.88 Part order of furniture for The Place 2,714.70 08/10 Car Key Remotes The Place Keys 17.85 08/13 Elliotts The Place Screws & Fixings 15.08

19,067.75

2 C

POLICY & FINANCE COMMITTEE – 20th JANUARY2016 DRAFT BUDGET AND PRECEPT 2016/2017

1. INTRODUCTION

1.1 Members considered the draft budget proposals for the Town Council at the November meeting. Full Council resolved that there should be no increase to the Precept and that a balanced budget be achieved. It was also noted that the budget would require further analysis before being approved.

2. Council Tax and the Precept

2.1 The draft net budget requirement, including the new bids and the transfers from provisions,s i £466,699, of which £9,995 will be funded by the residual transitional grant, leaving a balance of £456,704 eto b funded from the Council tax and, if required, the General reserve. The current precept which is collected from Council tax Payers in Risngwood, i £448,604. 2.2 The indicative Council Tax base for 2016/17 recently ynotified b NFDC, is 5146.6, an increase of 49.9 .or 0 98 % over the 2015/16 base. This increase will enable an increase of £4,392 in the Precept without any commensurate nincrease i the Council Tax burden falling on individual households. 2.3 The current band D equivalent Council Tax collected by the Town Council is £88.02. The increased Council Tax base means that, if the Council Tax is maintained at this level, the amount collected from Council Tax payers in Ringwood would be £452,996. In this case it would be necessary to draw a further £3,708 from the General Reserve in order to achieve a balanced budget.

3 Budget Proposals 3.1 Each Committee has considered their own budget proposals and th ese are summarised in the following documents Appendix A – First draft summary Council budget 2016/17, including base budgets approved by the RL&OS Ctte, and the PT&E Ctte. Appendix B. – New budget proposals approved by RL&OS Ctte on the 2nd December 2015 (none were approved by PT&E Ctte) 3.2 The draft budget requirement, including the new bids and the transfers from the general reserve, is £462,991. Total reserves at the 1st of April 2016 are now estimatedo t be £294,033 . This budget will see a very modes t increase in reserves in 2016/17,f o £1,716, given continuing effective control of expenditure and achievement of income plans.

4. CONCLUSIONS

4.1 A balanced budget for 2016/17, including the new bids is achievable with some support from reserves and provisions.

4.2 A modest increase in the precept of £4,392, owith n impact on the Council Tax ypayable b residents,s i made possible by the increased Council Tax Base.

1

5. RECOMMENDATIONS

4.1 Subjecto t any amendments made at this meeting, sit i recommended that:-

1) The provisional base budgets for each Committee, as set out in Appendix A to this report, be approved. 2) The proposed new bids for 2016/17 for each Committee, as set out in Appendix B to this report, be approved.

4.2 Subject to further amendments to the draft budget for 2016/17 that will be approved by this Committee, the Committee is requested to make recommendations to Council on the provisional budget, the level of the precept, and an indication of the level of Council Tax that Members wish to set for 2016/17.

For any further information, please contact:

Rory Fitzgerald or Steve Nash Finance Officer Town Clerk Tele: 01425 484723 Tele: 01425 484720

2

Appendix A REVISED BUDGET 2015/16 & ORIGINAL BUDGET 2016/17 AND PRECEPT SUMMARY (Including New Bids)

Col. 1 2 3 4 Description Original Revised Original 15/16 15/16 16/17 £ £ £ REVENUE POLICY & FINANCE COM. 407,882 407,688 369,846 EXPEND. RECREATION, LEIS & O/S 224,861 217,600 185,218 CEMETERY 41,090 42,871 40,996 ALLOTMENTS 14,564 14,350 14,343 PLANNING, TOWN & ENVIR. 19,257 18,136 17,758 TOTAL REVENUE EXPENDITURE 707,654 700,645 628,161 CAPITAL POLICY & FIN COM.-CAP EXP 0 350,000 0 EXPEND. REC,EIS L & O/S-CAP EXP 0 403,250 0 PLAN, TOWN & ENV.-CAP EXP 6,000 9,000 0 TOTAL CAPITAL EXPENDITURE 6,000 762,250 0

TOTAL EXPENDITURE 713,654 1,462,895 628,161

REVENUE POLICY & FINANCE COM. -115,377 -123,158 -109,294 INCOME RECREATION, LEIS & O/S -36,729 -37,712 -36,729 CEMETERY -33,076 -37,100 -34,063 ALLOTMENTS -4,200 -4,300 -4,300 TOTAL REVENUE INCOME -189,382 -202,270 -184,386 CAPITAL POLICY & FIN COM.-CAP EXP 0 -350,000 0 FINANCE REC,EIS L & O/S-CAP EXP 0 -340,750 0 PLAN, TOWN & ENV.-CAP EXP 0 -3,000 0 TOTAL CAPITAL FINANCE 0 -693,750 0

TOTAL INCOME & FINANCE -189,382 -896,020 -184,386 Less reduction in budget 0 0 NET EXPENDITURE BEFORE TRANSFERS 524,272 566,875 443,775

ADD TRANSFERS TO PROVISIONS POLICY & FINANCE COM. 11,400 11,400 11,400 RECREATION, LEIS & O/S 12,400 12,400 12,400 CEMETERY 0 0 0 PLANNING, TOWN & ENVIR. 0 0 0 TOTAL TRANSFERS TO PROVISIONS 23,800 23,800 23,800

LESS TRANSFERS FROM PROVISIONS POLICY & FINANCE COM. -48,000 -43,495 0 RECREATION, LEIS & O/S -44,796 -97,990 -2,340 CEMETERY -230 -230 -230 PLANNING, TOWN & ENVIR. -8,000 -10,000 -1,000 TOTAL TRANSFERS FROM PROVISIONS -101,026 -151,715 -3,570

BUDGET REQUIRE BEFORE NEW BIDS 447,046 438,960 464,005

Add recurring bids for 2016/17 Policy & Finance 0 Recreation, Leis & O/S 0 Planning, Town & Env 0 Add non-recurring bids for 2016/17 Policy & Finance 2,500 Recreation, Leis & O/S 15,000 Planning, Town & Env 0 Less transfers from provisions -14,806

SUB TOTAL NET NEW BIDS 2,694

COUNCIL'S NET BUDGET 447,046 438,960 466,699

Additional Transfers from( - ) or to Provisions 0 0 0 Transfers from( - ) or to General Reserve 21,547 29,633 -3,708 COUNCIL'S PRECEPT BEFORE GRANTS 468,593 468,593 462,991

Toe b met from Identifiable Grant from NFDC -19,989 -19,989 -9,995 eTo b met fromTransitional Grant from NFDC 0 0 0 COUNCIL TAX PAYERS IN RINGWOOD 448,604 448,604 452,996

COUNCIL TAX LEVELS FOR 2013/14, 2014/15, 2015/16 & 2016/17 2013/14 2014/15 2015/16 2016/17 Per Year Per month Council Precept before Grant 360,760 475,216 468,593 462,991 Council Tax Base 4,927.7 5,058.4 5,096.7 5,146.6 Council Tax Per Band D Dwelling before grants 73.21 93.95 91.94 89.96 -£1.98 -0.16 Grant -5.93 -3.92 -1.94 £1.98 0.16 Council Tax Per Band D Dwelling after grants 73.21 88.02 88.02 88.02 £0.00 0.00 APPENDIX ‘B’

RECREATION, LEISURE & OPEN SPACES COMMITTEE REPORT ON APPROVED BUDGET PROPOSALS FOR 2015/16

NO. ITEM REASON BUDGET COMMENTS 14/15 £ 1. Metal door and posts for To improve security 800 Work completed machine shed 2. Play Area replacement To replace worn and damaged soft surfacing 5,000 Work completed safety surfaces around play park equipment 3. Replacement Tractor Existing vehicle is not fit for purpose 26,000 New tractor purchased and operational 4. Lightweight Breaker and Identified req uirement for this equipment 646 Equipment purchased tools 5. Tennis Court To bring the tennis courts up to an acceptable 2,150 Work completed Improvements standard

TOTAL NET COSTS 34,596

NEW BUDGET PROPOSALS FOR 2016/17

NO. ITEM REASON 16/17 17/18 18/19 Priority £ £ £

1. Replacement Ride on Mower Existing machinery is at end of life. 15,000

2. Investo t Save - Tree Surgery To train operatives in safe use of chainsaws and reduce reliance 1,000 on external contractors. Ist year costs net of saving. (some costs ppicked u in 15/16) 3. Investo t Save - Tree Surgery Consequential savings from investment in chainsaw training -1,000 -1000 -1000 4. Available funding from reserves -14,806 TOTAL NET COSTS 194 -1,000 -1,000

fPage 1 o 1

RECREATION, LEISURE AND OPEN SPACES COMMITTEE 2nd DECEMBER 2015 FEES AND CHARGES FOR 2015/16 WITH PROPOSALS FOR 2016/17

ALLOTMENTS SITE 2015/16 2015/16 Proposal for Proposal for Residents Existing 2016/17 2016/17 Non Residents Existing Non Residents Residents Southampton Road Double Plot £37.50 £75.00 £40.00 £80.00 Southampton Road Single Plot £24.00 £48.00 £25.00 £50.00

Hightown Road Single Plot £24.00 N/A £25.00 - Hightown Road Mini Plot £12.00 N/A £15.00 -

iUpper K ngston Double Plot £43.50 £87.00 £45.00 £90.00 Upper Kingston Single Plot £27.00 £54.00 £30.00 £60.00

For all non- resident applicants, the charge is double that of residents.

SPORTS FACILITIES - Carvers 2015/16 Cricket Proposal for 2016/17 Block Booking: £70.00 per match – seniors £70.00 per match – seniors £35.00 per match – juniors £35.00 per match – juniors

Casual Booking (plus VAT): £80 – tseniors a w/ends and full weekdays £80 – tseniors a w/ends and full weekdays £74 – seniors weekday evenings £75 – seniors weekday evenings £49 – tjuniors a w/ends and full weekdays £50 – tjuniors a w/ends and full weekdays £44 – juniors weekday evenings £45 – juniors weekday evenings

Long Lane 2015/16 Football Proposal for 2016/17 Block Booking: £65 per match - seniors £65 per match - seniors £33 per match - juniors £35 per match - juniors £74 per session – mini – fuse o 5 pitches £75 per session – mini – fuse o 2 pitches Now 2 pitches £26 9 v 9 per session £30 9 v 9 per session £ 7 v 7 per session £25 7 v 7 per session £15 5 v 5 £15 5 v 5 per session Casual Booking (plus VAT): £74 per match - seniors £75 per match - seniors £33 per match - juniors £35 per match - juniors

1

Bickerley Each overnight stay (plus cost of 2015/16 Proposal for 2016/17 portable toilet) £125 £150

CEMETERY Interment Fees 2015/16 Proposed 2016/17 Child up to age 7 No charge No charge Child agedo 7 t 16 years * No charge No charge Person over 16 years * £275 £275 Burial of Ashes £138 £140 Scattering of Ashes £56 £60 i Excludes grave digging

Purchase of Exclusive Rights of Burial for 5 years 2015/16 Proposed 2016/17 Infant’s grave 4’ deep £197 £200 Earth Grave 8’ deep £440 £440 Construction of Walled Grave or Vault Costo t be borne Costo t be borne by in Old Section only by applicant Applicant

Renewalf o Reserving Exclusive Right of Burial for 5 years in Grave Space in Cemetery 2015/16 Proposed 2016/17 Infant’s Grave 4’ Deep £35 £35 Earth Grave £75 £75

Purchase of Exclusive Right of Burial for 30 years at time of Interment 2015/16 Proposed 2016/17 Infant’s Grave 4’ deep £197 £200 Earth Grave 8’ deep £440 £440 Construction of Walled Grave or Vault oCost t be borne Costo t be borne by in Old Section only 8’ deep by applicant Applicant

Purchase of Exclusive Right of Burial of Ashes for 5 years 2015/16 Proposed 2016/17 Each single plot has a plot number £120 £125 Each double plot has two consecutive £240 £250 single plot numbers

fRenewal o Reserving Exclusive Right of Burial of Ashes for 5 years 2015/16 Proposed 2016/17 S ingle Ashes Plot £27 £30 Double Ashes Plot £54 £55

Purchase of Exclusive Right of Burial of Ashes for 30 years at time of Interment 2015/16 Proposed 2016/17 Each single plot has a plot number £120 £125 Each double plot has two consecutive £240 £250 single plot numbers

2

Application for a Memorial in Purchased Graves only Proposed 2015/16 2016/17 Headstone with base Book Memorial Unconsecrated £135 Lawn type headstone or other 900 x 300 x £135 memorial 900mm Name plaque on grave 3’’ x 1 x 3’ Headstone with base Consecrated Book Memorial, Lawn type £395 £400 headstone or other memorial, Name Plaque on grave and oCharge t meet faculty in Consecrated Ground where subsequent work is required to monuments, payable with memorial fees Vase with name inscribed £63 £65 Each inscription after the first £63 £65 Headstone for new ashes plots £63 £65 Row T and pchild u to 16 years 1’8”w x 1’9”h x 10”d Photo plaque on headstone No charge No charge Flat stone (where no room on an existing memorial for added 12” x 18” £73 £75 inscription

Memorials in New Garden of Rest for Purchased Cremation Plots Proposed 2015/16 2016/17 Each single plot has Memorial size a plot number 22” x 11” x 4” £73 £75 550 x 275 x 101mm

Each double plot has 22” x 22” x 4” £146 £150 two consecutive plot 550 x 550 x 101mm numbers

Memorials in Old Garden of Rest (note size differs) Proposed 2015/16 2016/17 Memorial size Single plot size 24” x 12” x 4” £73 £75

Proposed 2015/16 2016/17 Cemetery and 5First 1 minutes free of charge, No change Memorial Search thereafter £40 Fees

Proposed 2015/16 2016/17 Faculty for Exhumation in Consecrated Ground £235 £235

NOTE : Cemetery fees are quadrupled for non-residents

3

Smaller Authoritiesê Audit Appointments Limited

Dear Colleague

The future of External Audit for Smaller Authorities Ç Update one

As you will be aware, the Audit Commission ceased to exist on the 1 April 2015 and a new company ² Smaller Authorities± Audit Appointments Ltd - has been created this week to take over the appointment of external auditors and the setting of audit fees for smaller authorities from 2017.

This Company was set up on fbehalf o the Department for Communities and Local Governmenty b the National Association of Local Councils (NALC), the Societyf o Local Council Clerks (SLCC) and the Association of Drainage Authorities (ADA).

ÔÅÈ å¿Á¾ÌÀµ±» ºÅ¼ÈÈ ÄÀÉȾÈÀÉÈÀº äļÈʺ¿¼» ̼Èê Mike Attenborough-Cox (Chairman), Elizabeth Peers and Martin McNeill

Mike is a qualified accountant and internal auditor, and was a partner at Mazars LLP for 13 years. He has extensive experience of working with public sector organisations, having been appointed UK national public services partner at Mazars in 2001. He is also Chair of the Joint Audit Committee of the Police and Crime Commissioner and Chief Constable for Hampshire; and a member of the Audit and Risk Committee of the Foreign and Commonwealth Office.

Lizzie Peers is a qualified chartered public finance accountant, with over 20 years± experience as a senior public sector external auditor, having worked for the Audit Commission and more recently for Ernst & Young LLP. She currently sits on the board of two NHS trusts as a non-executive director and lectures at the University of Portsmouth on corporate governance

Martin McNeill is currently Clerk to the Governors and Company Secretary at Morley College London, having previously held a similar position at Bicton College in Devon. Prior to that he worked with the Audit Commission for 20 years, including four years as the å¿ÁÁÄ»»Ä¿À±» Director of Management Services.

The Board also includes three Member Directors, who currently are: Peter Bateson, Company Secretary, ADA; Steve Alison, Head of Finance, SLCC; and Jonathan Owen, Chief Executive of NALC.

This company will formally appoint external auditors on your behalf, very smuch a the Audit Commission did previously, for a five year period from the financial year 2017/18. This will happen automatically unless your Council/Board decides to opt out tand se up an independent Audit Panel to procure external audit itself. Guidance on setting up an auditor panel can be found here http://www.cipfa.org/policy-and-guidance/publications/g/guide-to- auditor-panels-pdf

Smaller Authoritiesê Audit Appointments Limited

Owing to the way the legislation has been drafted, all Councils/B oards with an annual turnover of less than £6.5 million are automatically part of the scheme unless they decide to opt out and appoint their own external auditors.

The deadline for those wishing to take a decision to opt out is 31 March 2016.

Following the inaugural board meeting on 16 December 2015 the board made some decisions on fee structures.

For authorities requiring an annual assurance review (those with an annual turnover over £25,000) the intention is that fee rates will not exceed those applicable to reviews of accounts for the 2014/15 financial year, which are as follows.

Income & Expenditure band £ Fee per smaller body £ 25,001 - 50,000 200 50,001 - 100,000 300 100,001 - 200,000 400 200,001 - 300,000 600 300,001 - 400,000 800 400,001 - 500,000 1,000 500,001 - 750,000 1,300 750,001 - 1,000,000 1,600 1,000,001 - 2,000,000 2,000 2,000,001 - 3,000,000 2,400 3,000,001 - 4,000,000 2,800 4,000,001 - 5,000,000 3,200 5,000,001 - 6,500,000 3,600

The legislation regarding authorities with annual turnover of below £25,000 is not clear. Board members have met with DCLG who are now seeking legal oadvice t clarify t he situation. Once the board knows the outcome of this legal advice they will issue a further communication.

A link to the appropriate legislation is attached for your information. http://www.legislation.gov.uk/ukdsi/2015/9780111126103/pdfs/ukdsi_9780111 126103_en.pdf%20

We recognise that this is a complicated piece of legislation and will be providing more detailed information and FAQs over the coming months on the web.

eFinally, w would like to wish you a very happy Christmas and a peaceful New Year.

Mike Attenborough-Cox Chairman Ç äÓÞÔÔÚÏ ôÌÍ×ÑÏÖÍÖÚÎÆ Audit Appointments Limited

Hampshire Association of Local Councils President: Professor Gerry Stoker Chief Executive: Steven M Lugg

7th December 2015

To: All Hampshire Parish and Town Councils Cc. All Board Members

INTRODUCTION OF A SECTOR-LEDODY B FOR EXERNAL AUDIT As you will be aware the arrangements for external audit are changing owing to the abolitionf o the Audit Commission and a new regulatory framework being introduced.

This affects all councils including Transparency Code (smaller authority) councils. Please find attached an update from the National Association of Local Councils regarding the new body that is being set upo t administer external audit arrangements for local councils. This is important to all councils and you need to consider these documents and decide what course of action to take. There is a deadlinef o 31 January 2016 for opting-out and hence your decision needs to be maden i time for that date.

TheLC A has reservations about the briefing document, and so the Board discussed it at their meeting of 5th December 2015. Cllr Dr Mercer and Eleanor Greene are now meetingE C NALC in the next week to make representations, but all councils need to start planning for this issue now.

The positive aspect of this is that arrangements have been put in hand to support you. However, the timescale is tight for your decision, owing to the need for the Sector Led Body to understand the numbers of councils falling within the arrangement so that it can use this data to achieve the best possible external auditor procurement arrangement.

If you are considering alternative arrangements, think carefully about the practical and financial implications of doing so. Having considered these documents, please do email in any enquirieso t [email protected] , and Vendy will forward themo t Peter Wrigley, Programme Manager at NALC.

Kind regards

App.

1 Hampshire Association of Local Councils Limited c/o Eastleigh Borough Council, Floor 2, Eastleigh House, Upper Market Street, Eastleigh. SO50 9YN Tel: 02380 688061 E-mail: [email protected] Website: www.hampshirealc.org.uk Twitter: @hampshirealc nRegistered i England – Company Registration No 6879309

From: Steve Parkinson [mailto:[email protected]] Sent: 10 December 2015 18:28 To: Graham Flexman Subject: nRE: A Introduction to Sector Led Body For External Audit

Hi Graham,

I’m afraid I shall be in Cornwall on 14 January, talking to the Cornwall ALC.

I’ve been representing SLCC on the future of local audit for around five years so I’m hardly an unbiased advisor. Getting the Government to agree to collective procurement by the sector was quiten a achievement and getting over half a million pounds out of them to get it started was a big success.

Your council will need to consider whether it wishes to set up its own audit committee of non- councillors, write its own audit contract and carry out its own procurement exercise (all at its own oexpense) t obtain an appropriately qualified auditor who understands the limited assurance regime and the public’s rights in relation to the audit of local authorities. The alternative is to opt-ino t the collective procurement process and have it done for you as part of the annual audit fee.

Regards

Steve Parkinson Development Manager Society of Local Council Clerks Mobile: 07957 400587 Email: [email protected] Website: www.slcc.co.uk

Society of Local Council Clerks The Professional Body for Local Council Managers Professional Supportive Innovative

Queen’s Birthday Celebrations Report to Ringwood Town Council’s Policy and Finance Committee

1. Introduction Plans are being put into place around the country for events to celebrate the Queen’s 90th Birthday this year and while the actual birthday is earlier in the year public celebrations are being organised in June. As previously reported a Giant Street Party is being organised on the Mall in London for 10,000 guests and projects such as ‘Clean for the Queen’ are also taking place.

1.2 The town council has been approached by Churches Together who would like to be involved in some type of event and initial thoughts are for a Ringwood Street Party and a ‘Community Clean Up Day’. Details of how each of these events might operate are listed below but this does not exclude others ideas coming forward from other local groups and organisations and it would be prudent to ask residents via Newspapers, web site and social media about their thoughts also. A draft ‘Press Release is attached to this report.

2. Beacon There is a tradition in this country that during Jubilee, significant birthdays and similar occasions each town will light a Beacon for the Queen. The suggested date sfor this i set as 21st April 2016 and there are some options such as buying a purpose built Gas Beacon or building a Beacon. The ‘Mount’ would be the highest point in the town and a small beacon built by Ringwood Town Council staff could be easily fashioned to mark the day if councillors are so minded (see a guide to taking part)

3. Clean for the Queen Thisn is a event aimed at engaging residents in cleaning up their own gardens and public areas such as, recreational areas open spaces a nd walk ways to make their towns more attractive. For example some older people may not have removed furniture items from their gardens being unable to liftr items o transport them to the Re-Cycle Centre, there are regular Fly Tipping’s ngoing on i the area or it could simply be ‘deep cleaning’ public open spaces or cleaning off graffiti. New Forest District Council have already put together an Events Questionnaire offering some items to assist with a ‘Clean Up’ project and Ringwood Town Council could link with this.

3.1 Churches together have indicated their willingness to provide volunteers to help with this activity and other groups such as Rotary, Lions, Fire Brigade and schools might also be persuaded to join in. The town council also receives regular requests for projects from Community Payback who would like to get involved in activities in Ringwood, although there is a small fee for this service.

3.2 Ringwood Town Council might provide skips for this purpose at strategic locations where the clean ups are taking place as part of the Town Council contribution and co-ordinate volunteers to specific areas, briefly, the council could:

i Co-ordinate garden pick-ups of furniture to a skip i Detail areas to be cleaned by volunteers i Provide litter pick equipment in conjunction with NFDC, NPA etc i Provide a member of staff to cut or trim items (grass, hedges, trees) i Co-ordinate collections via NFDC of identified items i Take referrals from residents of known ‘black spots’ i Co-ordinate the use of ‘Community Pay Back’ and their resources

The Clean Up project might also include some improved access to walkways including some minor repairs to steps, pot holes etc.

4. Street Party The Town Council could provide activities, resources and licensing for a Street Party and co-ordinate the provision of light entertainment including music and dance, some small fair rides and side stalls for everyone’s enjoyment. While some food vendors might be asked to attend it would be down to local residents to bring their own picnic to eat while enjoying the activities of the day. The Queen’s London Street Party will be on Sunday 12 June and that could be copied here in Ringwood with a closure of The Market Place.

4.1 Local restaurants could be encouraged to provide light refreshments for people and the event could be provided from 2pm through to 6pm at a minimal cost using volunteers and local groups. As with the Clean for the Queen event Ringwood Town Council could play a co-ordinating role as has been done for Armed Forces Day and Christmas Lights, including:

i Create an entertainments programme for a stage in The Market Place i Co-ordinate and arrange delivery of chairs and tables i Provide and co-ordinate covered areas where possible i Arrange all licenses for the event i Seek Sponsorship for activities i Arrange volunt eers to staff the event i Liaise with all local business and raise awareness of the event i Seek additional grants for expenditure

5. Conclusion This is a broad outline of possibilities with celebrations being encouraged at a National level and Ringwood Town has a good history of supporting such National Events and should seek to participate in these celebrations in some way. A possible budget for these activities is attached and is/ will be available through current and new budgets for 2015-16 and 2016-17 and could be supported through use of reserves. Ifo linked t ‘Clean for the Queen’ the Street Party could be the culmination of the cleaning projects and a coming together of the volunteers that have participated in that along with others. It might also be possible to create a ‘Residents Table’ with all those sharing the same birthday as the Queen would sit and /or all those enjoying their 90th birthday in 2016 might be. A more detailed plan and report will be provided if councillors are minded to proceed.

Recommendation That the Town Clerk arrange for the Town Council to co-ordinate activities based on this report within agreed budgets and report back to next Full Council

Queen’s Birthday Celebrations Proposed Budget

Expenditure

Clean Up Skip Hire x 4 @ £300 each £1200 Staffing £200 Promotion £500 Litter Grabbers x 40 £0 Black Bags £0 Clear Bags £0 Viz Vests £0

Total £1900

Street Party PA Hire and engineering £500 Stage £0 Licensing £21 Promotion £500 Entertainment £500 Tables x 300 (loaned and hired) £400 Chairs x 2000 (loaned) £0

Total £1921

Sub Total £3821

Income Sponsors £1000 Grants £1000 Fair Rides and Food Vendors £600 Collection £200

Total £2800

Grand Total £1021

Funding to come from Civic Budget 2015-16 @ £900 and 2016-17 @ £1000

Queens 90th Celebrations

As part of her Royal Majesty’s birthday celebrations people across the UK are being asked to join in with National Events being organised locally in their own towns and villages. Clean for the Queen is just one of these initiatives where local people are being asked to help clean up their towns or carry out a project to improve the environment. In Ringwood the Town Council is hoping to co-ordinate these activities and is asking groups and individuals to come forward and let them know what they are planning to do and show them how to get involved. Working with Churches Together and other groups the Town Council will be helping clean up parks and open spaces in the town and helping provide equipment to volunteers wishing to get involved.

Planned to take place over a number of days the clean-upe will b followed by Ringwood’s own Giant Street Party in the Market Place, along with music and entertainment, fair rides, games and a Giant Picnic. Helping co-ordinate efforts will be Town Clerk Steve Nash who said, ’this will be a wonderful way for people to really show their love for the town, for the Queen and to celebrate together’. The ‘Clean-up’ will start in early June with the Street Party taking place on Sunday 12th between 2-6pm and people will be asked to bring their own picnic and just enjoy the day. Tables and chairs will be provided with a stage for entertainers and the hope is to attract a least 2000 people. Mayor of Ringwood Councillor Michael Thierry said ‘this is an important event for the Queen as Britain’s longest serving monarch and I am proud weo are t bef part o the celebrations’. More details on how to get involved in the events will be available through the Town Council web site and Facebook pages and people should start registering their interest now. For more information on projects in Ringwood, look at the council’s web site www.ringwood.gov.uk or ring 01425 473883

Ends. For further information, please contact: Steve Nash Town Clerk Ringwood Town Council Ringwood Gateway The Furlong Ringwood BH24 1AT E-mail:[email protected] Tel: 01425 473883

Queens Birthday 2016

Stage Food Vendor ______

First Aid______Parish Church Fair Rides______

Closers at Fridays Cross, The Bridge and Meeting House Lane and High Street

401-600 Tables The Queen’s 90th Birthday Beacons 21st April 2016 YOUR GUIDE TO TAKING PART Introduction

There is a long and unbroken tradition in our country of beacon of the kind lit for The Queen’s Diamond Jubilee in celebrating Royal jubilees, weddings, coronations and 2012 and VE Day in May 2015. The choice is yours. special birthdays with the lighting of beacons - on top of mountains, churches and castle battlements, on town and However, if you wish to purchase one of the gas-fuelled village greens, farms, country parks and estates, and beacons being specially manufactured for this unique occasion, along the beaches surrounding our shores. The last major please go to page 4. You can order your bottled gas from beacon celebration was on Her Majesty The Queen’s Flogas Britain Ltd, whose details are provided on this page. Diamond Jubilee on 4th June 2012, which many of those receiving this guide successfully took part in. For the first time in history, members of the Army Cadet Force, We all wish representing the youth of our nation, will be taking gas-fuelled There will be a further opportunity to celebrate on Thursday beacons to the top of the four highest peaks in the United 21st April 2016, when beacons will be lit throughout the Kingdom - Ben Nevis, Scotland; Mount Snowdon, Wales; United Kingdom, Channel Islands, Isle of Man and UK Scafell Pike, England, and Slieve Donard, Northern Ireland. Happy Overseas Territories in celebration of Her Majesty The Queen’s 90th Birthday that day. To date, 255 local communities, You may use your beacon lighting and associated events as a including town and parish councils, local authorities, youth way of raising funds for local or national charities. Or you can groups and organisations such as the Royal Agricultural simply enjoy the occasion with family and friends, one of whom Benevolent Institution, the Crown Estates, Windsor, Historic may even share a 90th birthday with Her Majesty. Birthday Houses Association, English Heritage, National Trust, Country TO Land and Business Association, Trinity House, the Royal Air If you wish to take part, please go to page 3 and follow the Force, National Association of Local Councils, Local instructions to insure that your beacon is correctly listed and that Government Association, Once Voice Wales, National we can liaise with you regarding further information. We wish Association of Civic Officers and the Convention of Scottish you well with your planning and with the event itself. Local Authorities have agreed to take part (see Her Majesty Acknowledgements page). We hope that you too will wish to participate by lighting a beacon, joining us in uniting the nation in common celebration of this important milestone in The Queen’s life. The beacon lighting time will be confirmed at a later date but please plan around lighting it in the early The21ST APRILQueen 2016 evening.

The Beacon Project, by agreement with The Royal Household, will form an important part of The Queen’s 90th birthday 5 celebrations, and Her Majesty The Queen has graciously agreed to light the Principle Beacon on 21st April 2016.

Your event could be large or small. There are three types of beacons that may be used - 1) the traditional bonfire beacon, Bruno Peek LVO OBE OPR 2) a beacon brazier on top of a tall wooden post that has been Pageantmaster previously erected for similar occasions and 3) a gas-fuelled The Queen’s 90th Birthday Beacons

2 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART How to take part and Beacon lighting Ceremony How to take part Beacon Lighting Ceremony - 21st April 2016 Step 1: To confirm your involvement and assist us in easy communication and correct registration of your event, please The Beacon lighting ceremony should be undertaken as follows: be kind enough to undertake the following in FULL as soon as possible, sending it to Bruno Peek LVO OBE OPR, Step 2: Invite your Lord Lieutenant, Deputy Lieutenant, Lord Pageantmaster, The Queen’s 90th Birthday Beacons at - Mayor, Mayor, High Sheriff, High Steward, Lord Provost, [email protected] Chairman or Leader of the Council to light your Beacon, or you may wish to consider running a competition in partnership with If your event is a private occasion and NOT open to the public, your local media, with the winner having the honour of lighting and you do not want your involvement shown on any public or it that night. media listing, it is important that you confirm this when providing information requested below. Your participation will still be Step 3: Please arrange to have professional photographs noted as part of this historic occasion but NOT made public. taken during your event, and immediately after, please send NO more than THREE high quality, copyright-free photographs to However, if your event is open to the public your contact details [email protected] including the name of the photographer, will be shared with the media so that they can contact you direct the Beacon location, including post code, along with the name to arrange any publicity and/or coverage of your event on 21st of the Council or Organisation. April 2016. Step 4: If appropriate, please use social media channels - Name of Contact/Coordinator Twitter, Facebook etc - to promote your event. On Facebook, Name of Council or Organisation post photographs of your Beacon lighting ceremony on the 21st Job title of Coordinator April 2016. Full postal address including postcode County Step 5: We will be providing Country: England, Wales, Scotland, Northern Ireland, Channel you with an outline Press Islands, Isle of Man, UK Overseas Territory Release for your use, so Telephone number - landline please localise it, providing as Mobile number much or as little information Email Address as you wish regarding your Beacon Location if known when registering, including postcode event, along with your contact details before YOU send it to Please ensure you have undertaken all the safety aspects etc, all areas of your local media outlined on page 6 and before the lighting of your Bonfire to enable them to contact Beacon on page 5 and you have alerted the emergency YOU direct. services, including the Fire Brigade, undertaken any risk assessments required and ensure all are happy with your plans. Step 6: Please arrange to (This is your responsibility as coordinator of your Beacon light your Beacon early lighting event). evening - exact time will be Gas fuelled Beacon, East Antrim, Bonfire Beacon, Killyleagh, County Down, Wood fuelled Beacon Brazier, Hilton, Derbyshire, confirmed early march 2016. Northern Ireland. Northern Ireland. England.

THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 3 Gas fuelled Beacon

The Beacon is of lightweight construction and comes assembled and complete with the exception of the gas cylinders that will need to be purchased separately. One 47kg propane cylinder or 2 x 19kg cylinders are recommended to give a full flame for half an hour. These cylinders can be purchased from Flogas Britain Ltd by calling 0800 085 6225 quoting Gas Fuelled Beacons or by going to their website www. flogas.co.uk which allows you to find a local stockist by entering your postcode. You may also download a propane cylinder safety data sheet from the Flogas website (www.flogas.co.uk/product-safety- data-sheets).

The Gas Fuelled Beacon package will contain the following:

• Burner unit • 2m high stand with an anchor for fixing to the ground • 10m hose with the regulator for connecting to the gas cylinders • Gas lighter with propane fuel • Spanner • Leak detecting fluid • Hose assembly and Y manifold to link 2 cylinders Gas fuelled Beacon, St Michael's Mount, Cornwall. • Lighting and safety instructions The price is £299 plus VAT including carriage within the UK The above items are packed into 2 strong cartons Mainland. There will be an extra carriage charge for other areas. The tripod describes a circle area of about 1.32m diameter and the beacon has an extended height of about 2.15m. To order please contact: Bullfinch Gas Equipment, The Beacon is stable in the wind. It is supplied with a ground Kings Road, Tyseley, Birmingham, B11 2AJ. anchor and rope for securing to the ground if this is possible, or Tel: 0121 765 2000 else we would recommend the use of sand bags. Full instructions Fax: 0121 707 0995 are provided for this. The Beacon must be supervised by 2 Email: [email protected] people at all times when lit and a fire extinguisher must be Web: www.bullfinch-gas.co.uk provided. It is important that the supervision should be undertaken those who are competent and it is essential that a Payment by cheque, BACS transfer, or Credit/Debit Card. Last trial be undertaken before the event to ensure that everyone is date to order to guarantee delivery by 14th April is 29th February Gas fuelled Beacon, Berkley Castle, Gloucestershire, England. fully trained and familiar with the operation. 2016. However please enquire after this date for availability.

4 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Bonfire Beacon

Locate the bonfire at least 30m away from to the middle of the beacon. Keep middle empty outer garment of wool, or other material of buildings, roads, railways and public until required. Always construct the bonfire so it low flammability, and stout boots. They should rights of way, and a safe distance from collapses inwards as it burns. know what to do in the event of a burn injury, dangerous materials and overhead power or a person’s clothing catching fire, and lines. Ensure it has good access for the Use only wood for combustible materials. should have a fire blanket ready in the bonfire transportation of materials for the bonfire 4 Do not burn dangerous items such as area along with a number of fire extinguishers. and sufficient space for spectators to foam-filled furniture, old tyres, aerosols or tins stand upwind. of paint. Build upwards until height of centre Lighting: the safest and recommended pole is reached. Materials around top should 9 approach is to use paper and solid Obtain the landowner’s permission and be loosely packed to allow air flow. Cover firelighters in six places just inside the walls of involvement. bonfire to keep it dry. the beacon to ensure an even burn. Never use flammable liquids such as paraffin or petrol to Liaise with local fire brigade and emergency Fill centre with suitable, dry combustible get it going as this can result in uncontrolled services, presenting them with your plans, and 5 materials. Check construction is stable spread of fire or explosion. seek their advice and support. and remove any unsuitable materials that may have been added. Look specifically for To light the beacon: from poles 2m fireworks, aerosols, highly inflammable 10 in length, prepare hand torches for Prepare site by removing top layer of turf materials or containers with such materials. lighting with paraffin-soaked rags wired 1 and stack away from fire area. Obtain around one end. Remember, paraffin is seven poles, 5-6m in length. Attach four guy Construct a safety barrier out of ropes dangerous and great care should be taken. ropes to top of one pole and anchor as 6 and stakes or scaffold poles to ensure Paraffin can be used as directed, but it is still shown. public is kept at a safe distance from the fire. dangerous and should at all times be treated with great care - for example, always ensure Erect remaining poles as shown, In daylight, and just before lighting, all excess paraffin is drained off rags before 2 ensuring tops are secured in place. 7 check that there are no children or use. If spilt on your clothes during the animals playing or hiding in the bonfire. preparation of your beacon lighting you Use either pallets or suitable lengths of Arrange for, and brief sufficient numbers of should replace those items of clothing before 3 timber, spreading them over ground area marshals. approaching any naked flames. In particular, of beacon for a good through draught. Secure always remember to replace the lid on any timber horizontally between poles as shown, The person looking after the fire should container of unused paraffin and store it in a preventing material placed over the framework 8 not wear lightweight clothing that could safe place away from naked flames. Do not from dropping through. Construct access tunnel ignite easily. They should wear a substantial use an accelerant on the fire itself. Bonfire Beacon, Shipston-on-Stour, Warwickshire, England.

▲ After the event, extinguish fire and collect remaining debris. ▲ Dig over site and re-lay turf. ▲ Leave site clean and tidy.

THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 5 Legal Essentials and Safety

If you are inviting personal guests to your home it is worth financial outlay you incur if the event has to be cancelled for Alcohol checking with your household insurer that you are covered in the reasons beyond your control, or loss of money, particularly if If you want to sell alcohol you will need to secure a unfortunate circumstances that there should be an accident. If you are holding a fund-raising event. licence. From February 2005, licenses are granted by your event includes inviting the public, or it is a third party venue the local authority rather than the Magistrates Court. then, where applicable, the following advice should be heeded, To help you obtain the appropriate insurance, and risk You should therefore contact your local authority licensing to ensure you have a safe and enjoyable event for everyone management advice, we are working closely with Unity Insurance section and seek information from them on how to apply. involved. Services, which is a specialist insurance broker in the voluntary During 2005 all existing licenses have to be renewed and this and non-profit sector. They have developed a range of bespoke will inevitably lead to long lead-in-times. Please apply as early insurance covers specifically for the Beacon/Bonfire events. Unity as possible. Licensing is owned by a charity and donates all its profits back to charity. Generally, all public entertainment has to be licensed by the local authority. The law on this aims to ensure the safety of the To obtain a quote or for more details or advice on the insurance Site Clearance public and performers. Local authorities treat each event cover you may need, please visit Unity’s website, www. The local authority will arrange for clearance and individually, and what one will allow another will not. Do not be unityinsuranceservices.co.uk/queens-90th- disposal of litter after your event if it is on public put off by the length of some of the forms - the licensing officer birthday/ or telephone them on 0345 040 ground (check for possible charges). You can help is there to help you. 7702. this process by arranging litter bins or recycling bins around the site, and a crew to clear up throughout the event. The licensing officer’s job is to advise the local authority’s licensing Alternatively, the licensing officer may be able to direct you to a committee on the granting of public entertainment licenses. For suitable specialist company or broker, but you should not try to small scale events he or she, in effect, makes the decision. Only if source this kind of insurance from a non-specialist. Hiring or Borrowing Equipment your event is contentious will the licensing committee decide to Your local authorities, or local event organisers may consider the application in detail. Talk to the licensing officer as be able to help you with contacts for supplies such as soon as possible. In Northern Ireland, if you plan to sell alcohol at Emergency Services marquees, portable toilets, barriers and bunting, or an event, you will need to apply for an occasional liquor license Tell the police well in advance about the type of event may in some cases have these for you to hire and borrow. You from the Northern Ireland Court Service. you are planning, and get in touch with your local may also need to consider generators, a public address system, community police officer. Write to the fire brigade and emergency flood lighting. If you need to arrange insurance and ambulance service, particularly if you are planning to have for your hired equipment, Unity Insurance Services can arrange Insurance a Beacon/Bonfire, fireworks, or an event that will attract a large this for you too. Unfortunately accidents can happen at even the best organised crowd. St John’s Ambulance and the British Red Cross will events. Therefore you will need to consider and obtain insurance provide first aid and sometimes a vehicle. In some areas they cover for your event, whether you are holding an event on your are simply happy to receive a donation. In others, expect a fee All Ability Access own premises or someone else’s. Beacon/Bonfire events require to be charged. Access for the disabled is very important. Many specialist public liability cover. If you hire a park or venue or use local authorities run community transport schemes. land owned by a third party for your activity, they are likely to Talk to them about arranging transport. On green require you to have your own suitable insurance to cover your Food and Drink field sites access may be improved by cutting the grass before liability for any injury to the public or damage to other people’s Basic food hygiene guidelines should be followed at the event. land or property. all times if you are providing food and drink. Caterers must have food hygiene certificates. Advice If hiring equipment for the event, you may need to insure these on this subject can be obtained from your local council items; you may also need to consider cover for loss of any environmental officer.

6 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Acknowledgements

We would like to thank those local authorities, town and parish councils, organisations, companies and others to date listed below, for their generous participation in this event. There are a number of other locations taking part in this event as private occasions, so they are not open to the public and are therefore not listed below. TMS Media Ltd for their generous support in the design and production of this publication.

Avon Cleveland Derbyshire East Midlands Bristol City Council Middlesbrough Borough Council South Derbyshire District Council Rutland County Council Matlock Town Council Bedfordshire Cornwall Calke Abbey, Derby (National Trust) Gloucestershire Luton Borough Council St Michael’s Mount (Far West Beacon Hardwick Hall, Doe Lea (National Trust) Gloucester City Council Bedford Borough Council location in England) Eyam Hall, Eyam (National Trust) Berkeley Castle Looe Town Council Kedleston Estate, Nr Quarndon (National Trust) Icomb Parish Council Royal County of Berkshire Lizard Lighthouse (Trinity House) Peveril Castle (English Heritage) Friends of Pan Tod Slough Borough Council Newark Park, Wotton-under-Edge (National Trust) Wokingham Borough Council County Durham Devon Neptune Hill, Dryham Park (National Trust) Donnington Castle (English Heritage) Hartlepool Borough Council Coldridge Parish Council Durham County Council Plymouth City Council Greater Manchester Buckinghamshire Ferry Hill Town Council Potters Hill, Woolacombe (National Trust) Trafford Council Wycombe District Council Barnard Castle (English Heritage) Butter Hill, West Exmoor (National Trust) Bolton Metropolitan Borough Council Chalfont St Peter Parish Council Lundy South Lighthouse (Trinity House) Manchester Cathedral Great Brickhill Parish Council Cumbria Tameside Metropolitan Borough Council Olney Town Council Wicham Parish Council Dorset West Wycombe Hill, West Wycombe (National Trust) Millom Without Parish Council Weymouth & Portland Borough Council Hampshire RAF St Mawgan Lulworth Estate Southampton City Council Cambridgeshire Windermere Town Council Bournemouth Borough Council Portsmouth City Council Huntingdon Town Council Brampton Parish Council Bere Regis Parish Council Hound Parish Council Eltisley Parish Council Consiton Parish Council Corfe Castle, Wareham (National Trust) The Lainston Dairy St Neots Town Council Scafell Pike, the highest Peak in England Hurst Castle (English Heritage) Cambridgeshire County Council (Cumbria Army Cadet Force) Essex Wimpole, Arrington, Royston (National Trust) Latterbarrow, Lake District (National Trust) Great Totham Parish Council Herefordshire Lyveden New Bield, Peterborough (National Trust) Catbells, Lake District (National Trust) Thurrock Council Bircher Common, Croft Castle Estate (National Trust) Carlisle Castle (English Heritage) Maldon District Council Cheshire Birdoswald Roman Fort (English Heritage) Wivenhoe Town Council Hertfordshire Stockport Council St Bees Lighthouse (Trinity House) Harwich Pier Lighthouse (Trinity House) Hertfordshire County Council Winsford Town Council Hatfield House Lower Peover St Mary the Virgin, Monken Hadley Northwich Town Council Frodsham Town Council Beeston Castle (English Heritage)

THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 7 Acknowledgements

Isle of Wight London Northumberland South Yorkshire Isle of Wight Council and The Royal British Legion HM Tower of London Amble Town Council Conisbrough Castle (English Heritage) Osborne House (English Heritage) Barnet Borough Scout District Gibside Chapel, Rowlands Gill (National Trust) St Catherines Lighthouse (trinity House) London Borough of Merton Souter Lighthouse, Whitburn (National Trust) Staffordshire Lindisfarne Priory (English Heritage) Stone Town Council Kent Merseyside Houseteads Roman Fort (English Heritage) Biddulph Grange, Stoke on Trent (National Trust) Folkestone Town Council Liverpool City Council Berwick-upon-Tweed Barracks (English Heritage) Downs Banks, Nr Stone (National Trust) Bidden Parish Council St Helens Council Longstone Lighthouse (Trinity House) Gravesham Borough Council Wirral Council Suffolk Kent County Council Nottinghamshire Waveney District Council Dover Castle (English Heritage) Newcastle-upon-Tyne Nottinghamshire County Council Occold Recreational & Amenities Council North Foreland Lighthouse (Trinity House) Pontend Town Council Sudbury Town Council St Helens Town Council Newcastle Upon Tyne Bures St Mary Parish Council Lancashire Newcastle City Council Pontend Town Council Dukes Head - Somerleyton Earby Town Council Friston Parochial Church Council Staining Parish Council Norfolk North Yorkshire Southwold Town Council Blackpool Council Potters Leisure Resort Scarborough Castle (English Heritage) Sutton Hoo, Woodbridge (National Trust) Lancaster Castle Cromer Town Council Richmond Castle (English Heritage) Rochdale Borough Council Thorpe St Andrew Town Council Whitby Abbey (English Heritage) Surrey Park Farm - Honing Pickering Castle (English Heritage) Farnham Castle Leicestershire Brackley Town Council Middleham Castle (English Heritage) Shere Manor Estate Leicestershire County Council & Leicestershire Cliff Hotel, Gorleston-on-Sea Sunbury & Walton Sea Cadets - TS Black Swan Lieutenancy Stokesby (2 BEACONS) Oxfordshire Runnymede, Egham (National Trust) Great Yarmouth Borough Council Faringdon Town Council Reigate Hill, Reigate (National Trust) Lincolnshire Lingwood Parish Council Wooton Memorial Field Committee Outwood Common, Harewoods Estate (National RAF Waddington Acle Bridge Inn 3-4-40 BBAC (Hot Air Balloon Club) Trust) North East Lincolnshire Council Oxburgh Hall, Nr Swaffham (National Trust) Horncastle Town Council Felbrigg, Norwich (National Trust) Shropshire Sussex East & West Corby Glen Parish Council Cwm Bydd Farm Hunston Parish Council Metheringham Parish Council Northamptonshire Shropshire Council & Shrewsbury Town Council Burgess Hill Town Council Crowland Parish Council Northamptonshire County Council Northiam Parish Council North Lincolnshire Council Little Addington Parish Council Somerset Uckfield Town Council Belton Estate, Grantham (National Trust) Canon’s Ashby (National Trust) Glastonbury Tor, Nr Glastonbury (National Trust) Winchelsea Corporation Woolsthorpe Manor, Nr Grantham (National Trust) Little Solsbury Hill, Nr Batheaston (National Trust) Bognor Regis Town Council Gunby Estate, Spilsby (National Trust) Littlehampton Town Council Tattershall Castle, Tattershall (National Trust) Crawley Borough Council

8 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART Acknowledgements

Tyne and Wear Yorkshire WALES ORGANISATIONS South Tyneside Council Tan Hill In - (Highest Pub in Great Britain) The Defensible Barracks - Pembrokeshire The Crown Estates, Windsor Sunderland City Council Normanton Town Council Welshpool Town Council Army Cadet Force North Tyneside Council Wakefield Council Craig-y-Dorth Royal Air Force Tynemouth Priory (English Heritage) Blackshaw Parish Council Beaumaris Town Council Trinity House Barnsley Metropolitan Borough Council Blaenau Gwent County Borough Council National Trust Warwickshire Leeds City Council Pembrey & Burry Port Town Council English Heritage Maxstoke Park Golf Club Withernsea Town Council St Anns Head Lighthouse (Trinity House Country Land and Business Association Charlecote Park, Charlecote (National Trust) RAF Fylingdales Bardsey Lighthouse (Trinity House) National Association of Local Councils Baddesley Clinton (National Trust) Thorne Conservation Group South Stack Lighthouse (Trinity House) National Association of Local Authorities Packwood, Lapworth (National Trust) Redcar & Cleveland Borough Council Mount Snowdon, the highest Peak in Wales Local Government Association Coughton Court, Alcester (National Trust) Maltby Town Council (Clwyd and Gwynedd Army Cadet Force) National Association of Civic Officers Upton House, Nr Banbury (National Trust) Sutton Upon Derwent Parish Council Convention of Scottish Local Authorities City of Bradford Metropolitan District Council NORTHERN IRELAND Historic Houses Association West Midlands Rawcliffe Parish Council Headhunters Railway Museum - County Fermanagh/ The Royal Agricultural Benevolent Institution Telford & Wrekin Council Malham Tarn, Great Close Hill (National Trust) St Martin’s Cathedral, Enniskillen (Most Westerly Enniskillen Rotary Club St Peter’s Church - Rednal Roseberry Topping, Middlesbrough (National Trust) Beacon in the United Kingdom) Royal Borough of Windsor and Maidenhead Birmingham City Council Flamborough Lighthouse (Trinity House) Antrim & Newtownabbey Borough Council and the Eton Town Partnership. Armagh City, Banbridge and Craigavon Borough Andrew Scott, Civic Team Manager and Wiltshire SCOTLAND Council Paul Roach, Windsor, Eton and Ascot Town Manager Swindon Borough Council Aberdeen City Council Mid & East Antrim Borough Council on behalf of the Town Partnership. Westbury Town Council Unst Community Council (Most Westerly Ards and North Down Borough Council (2 Beacons) TMS Media Ltd for the design and production of the The Manorial Court of the Hundred & Borough of Beacon in the UK) Slieve Donard, the highest Peak in Northern Guide To Taking Part. Cricklade Slains and Collieston Community Council Ireland (2nd NI Battalion Army Cadet Force) AE Services for the design and manufacture of the Upper Deverills Village Hall Management Committee Midlothian Council Fuse Stand for the Principle Beacon. Mere Parish Council North Ayrshire Council CHANNEL ISLANDS Flogas Britain Ltd for providing the bottled gas for the Stirling Council States of Alderney Army Cadet Force to take 4 gas fuelled Beacons to Worcestershire Ben Nevis, the highest Peak in Scotland (1st States of Guernsey Government the top of the four highest Peaks in the United Worcestershire County Council Battalion Highlanders Army Cadet Force) Sark Kingdom on 21st April 2016. Croome, Nr High Green (National Trust) Jersey Bullfinch Gas Equipment Ltd, for the design and Hanbury Hall, Droitwich Spa (National Trust) manufacture of the torch used to light the Principle ISLE OF MAN Beacon. Isle of Man Government

OVERSEAS UK TERRITORIES Bermuda Ascension Islands Tristan da Cunha South Georgia

THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART 9 Acknowledgements

Channel Islands The Queen’s 90th Birthday Beacons 21st April 2016 Jersey

States of Guernsey Government

10 THE QUEEN’S 90TH BIRTHDAY BEACONS 21ST APRIL 2016 - YOUR GUIDE TO TAKING PART The Queen’s 90th Birthday Beacons 21st April 2016 5

For further information please contact: Bruno Peek LVO OBE OPR Pageantmaster The Queen’s 90th Birthday Beacons Pageantmaster House, 110 Lowestoft Road, Gorleston-on-Sea, Great Yarmouth, Norfolk, NR31 6NB, United Kingdom Telephone: + 44 (0)7737 262 913 Email: [email protected] Website: www.brunopeek.co.uk

Front cover photo: Bonfire Beacon (HM The Queen’s Diamond Jubilee - 4th June 2012). Inveraray Castle, Scotland. © Inveraray Castle. Designed and produced by www.tms-media.co.uk Note: Amendments made at Policy & Finance Committeen o 9th December are underlined, and some minor editing has been carried out.

RINGWOOD TOWN COUNCIL

Grant Procedure Guidelines

All applicants should consider these guidelines to assist in the submission of their application. In focusing on how your project meets with the objectives of Ringwood Town Council (hereinafter call “the Council”) you will help to avoid unnecessary delay or rejection.

The majority of grants awarded by the Council nare i the range of £50 to £500. The Council looks to award grants where the project supports the Council’s strategic objectives and/or theres i a direct benefit to the residents. Advice can be sought from the Council ahead of submitting an application.

In the event that a grant is awarded by the Council, suitable acknowledgement of the Council’s support emust b maden o all printed material and in any press release or interview.

1. Grants are assessed on how they meet an d support the Council’s aims and objectives, ssuch a but not exclusively:- a) To promote community and individual wellbeing through soci al, cultural, economic and leisure activiti es for the residents of Ringwood; b) To encourage local support and participation to develop a stronger community nspirit i Ringwood; c) To encourage and support organisations wishingo t put on community events in Ringwood; d) To promote the town to both residen ts and visito rs and to support the commercial activity within Ringwood.

2. Funding for the award of grants is made available on an annual basis, as part of the Council’s budget process. The Ciouncil’s f nancial year runs from 1st oApril t 31st fMarch o the following year.

3. Whilst grant applications can be submitted at any time of the year, sthere i always a risk that those who apply towards the end of the C ouncil’s financial year will be unsuccessful, due to the budget being fully allocated.

4. Grant application forms must be completed in all cases . The form sets out the applicant’s details. All sections should be completed and the form returned along with supporting documentati on. Incomplete forms or missing documentation can result in a delay in determining an application or in a nil award being made.

Grant application forms are available via: i Ringwood Town Council website www.ringwood.gov.uk i Ringwood Town Council, Ringwood Gateway, The Furlong, Ringwood, ATBH24 1 i By telephone on 01425 473883 i Email [email protected]

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5. sIt i important that any application is s ubmitted using the correct application form: i Form 1 – application for general funding i Form 3 – application for festival funding An application made not using the Council’s form will be rejected.

6. Applications received later than 7 days prior to th e Policy & Finance Committee wille b odeferred t the next meetingf o that Cnommittee. I exceptional circumstances, and with the agreement of the Town Mayor and Chairman of the Policy & Finance Committee, an application can, where it has misse d the deadline for the Policy & Finance Committee, be brought to Full Council for consideration.

7. Grant applications, once successfully submitted, are considered and decided upon at the next meeting of the Policy & Finance Committee. Applica nts can attend and make a brief presentation to the Committee, noto t exceed 3 minutes. Any application being obrought t the Committee will have full supporting papers with it.

8. Grant applications are more likelyo t succeed where the applicant can demonstrate fdelivery o any/all of the following:- a) That they are meeting the aims of the Council b) That the y provide benefitso t the community or community groups c) Additional funding is met from alternate sources d) The organisation is working in partnership with other organisations to help deliver the aims of the Council e) Projects provide support or assistance to disadvantaged groups within the community f) The event/activity shows long term benefits to the community g) Where the Council is providing ‘pump priming’ funding

9. Applications for core funding ( towards the principal running costs of an organisation) may, in addition to Section 8, need to conform to rsome o all of the following requirements, as appropriate:- a) Have a short and medium term financial plann i place to cover a minimum of three years b) Provide the Council with a project budget showing planned major expenditure and income c) Be required to provide guarantees on the delivery of service/objectives d) Be subject to further monitoring by the Council e) Have the payment of the grant, or part thereof, reliant on proof of achieving targets f) P rovide a commitment to support t own events

10. The Council is unlikelyo t award a grant where:- a) The applicatiosn i for or would support or promote political ideals or affiliations b) The application is for or would support or promote religious ideals or affiliations c) The application is solely or mainly to the benefit of an individual d) The event to which the application relates does not take place within the town e) Thats i from an organisation based outside Ringwood unless it provides a quantifiable benefit to the residents of Ringwood

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f) A previous application has been received in the same f inancial year g) The applicant has substantial reserves or income from other sources.

11. Grant awards will not be made retrospectively.

12. The Council cannot reimburse any costs incurred by an organisation in its submission of an application for grant aid.

N.B. sit i not the practice of the Council to offer discounts on hiring Council facilities s(such a Ringwood Gateway, The Place, Carvers and other open spaces), and bookings should be made through the Office Manager. Applicants are reminded that The Place is solely for the fbenefit o the young people of Ringwood and any request to use that facility will need to show how it relates to youth matters.

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