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Policy & Resources Marchwood Parish Council Marchwood Village Hall Village Centre Telephone: 023 8086 0273 Marchwood Facsimile: 023 8086 5225 SO40 4SF Email: [email protected] 14th November 2017 To: Members of the Policy & Resources Committee, remainder of Council for information. Dear Councillor A meeting of the Policy & Resources Committee will be held in the Pine Room, Marchwood Village Hall, on Monday 20th November 2017 at 7.30pm, you are summoned to attend. Yours sincerely Clerk to the Council 1. Apologies for absence 2. Public participation - may speak for up to three minutes. 3. Declarations of Interest 4. Chairman’s report 5. Minutes: To confirm the minutes of the meeting held on 18th September 2017. 6. Budget & Precept 2018 / 2019 – Appendix A 7. Review of Ear Marked Reserves – Report A 8. Income & Expenditure for September 2017 – Appendix B Income: £116,412.68 Expenditure: £18,651.16 9. Balance sheet as at 30th September 2017 – Appendix C 10. Income & Expenditure against budget as at 30th September 2017 – Appendix D 11. Investment of Parish Council funds – Report B 12. Protocol on death of a Senior Royal – Appendix E 13. Job evaluation review of all Council staff posts – Report C 14. Correspondence a) Hampshire County Council – Hampshire Pension Fund, Administration strategy – Appendix F b) New Forest Disability Service – thank you letter for grant received c) Waterside Heritage – thank you letter for grant received Members of the public are welcome to attend meetings of the Parish Council. Copies of items referred to in the agenda are available from the Parish Council office on request. www.marchwoodparishcouncil.org.uk Policy & Resources 20th November 2017 Report A Ear Marked Reserves As previously reported the Council has many Ear Marked Reserves (EMR’s). A spreadsheet is attached detailing the Councils EMR’s and their balance as at August 2017 and the cap that has been attached to that EMR. As can be identified in the spreadsheet some of the EMR’s are above the agreed cap limit. At the P&R Committee meeting in September is was resolved to: Remove any EMR codes that have no budget or balance to them. Merge EMR’s 346 & 350 and rename tree planting & maintenance. Separate all of the play areas into individual codes as was in the past. Review all EMR’s are part of the budget setting process. The attached spreadsheet has not been altered to reflect the above resolution as the RFO was busy preparing the budget and Precept request and is now off work with ill health. However, the EMR’s still need to be reviewed and the Clerk will work with the Accounts software provider to undertake the approved changes. Decisions that need to be made: 1. Is the cap limit allocated to the EMR sufficient, correct or too much? 2. Where is the income received from the Lloyds Trustee to be put? Into an EMR or go against the expenditure that the Council has underpinned? 3. Are there any EMR’s that should be removed and the monies reallocated? 4. Are there any new EMR’s that need to be established? 5. What should happen with the dividend / interest payments received on the Parish Councils investments? Note: The Developer Contribution reserve EMR now stands at £14,216.18 after the purchase of the tractor, flail and transfers of monies outstanding from the last few years (salary / replacement budget top ups). Available Contribution Contribution Contribution contribution Available Available to be made to be made to be made Budget to reserves contribution to contribution to from reserves from reserves from reserves Agreed cap 2017/18 15/16 reserves 16/17 reserves 17/18 15/16 16/17 17/18 EMR AUG 17 Adj EMR £ £ £ £ £ £ £ £ £ £ EMR321 Grants No Cap 1500 0 0 0 0 2074 2074 Budget £1,000 spend £1500 with £500 ongoing contribution fr EMR323 Elections 5000 1000 0 0 0 0 4388 4388 EMR 324 Contingencies 30000 0 0 0 258 31 4893 4604 EMR 326 Bridge at Oaklands 30000 1000 0 0 0 0 7750 7750 EMR 328 Under 12 Play Area 60000 2200 0 0 0 0 23892 23892 Over 12 Play Area 20000 1000 0 Skate park 30000 250 0 Admiralty Quay Play Area 35000 250 0 Footpaths 5000 0 0 EMR331 Play Area Maintenance Lloyds 30000 500 0 0 0 0 9325 9325 £8,500 to help fund new EMR Lloyds Replacements EMR 332 Lloyds rec General Maintenance 2000 750 356 356 See EM360 Lloyds rec Ground Trust EMR 333 Waterside Community Railway 200 0 0 0 0 0 200 200 EMR 335 War Memorial 1000 500 0 456 0 0 559 1015 EMR 336 Office Equipment 3000 500 65 515 0 0 3016.59 3596.59 EMR 337 Legal Fees 3000 1500 1714 1431 0 0 3269 6414 EMR 338 Public Relations 7000 1000 0 0 0 0 3009.11 3009.11 EMR 340 Developers Cont Reserve No Cap 38049.03 38049.03 Query as now level reduced. EMR 341 Staffing Reserve salaries/training 40000 0 0 0 0 33680.28 33680.28 Increased 15/16 £4998 EMR 346 & £7001 EMR 322 Training/Employ Exp Interest on savings EMR 342 Replacements Assets 30000 3350 0 0 0 0 16506 16506 EMR 343 Open Space Maintenance 3000 2000 0 1262 0 0 3000 4262 EMR 344 Public Seating 1000 250 0 0 0 0 965 965 EMR 345 Dog Bins 1000 750 0 0 0 0 547 547 EMR 346 Tree Management 5000 6000 1499 2943 0 0 5000 9442 EMR 347 Litter Bins 500 250 250 250 0 0 500 1000 EMR 348 Noticeboards Signs 2000 500 0 0 0 0 1872 1872 EMR 349 Good Citizens Project 1000 0 0 0 0 0 1000 1000 EMR 350 Tree Planting Scheme 500 0 0 0 0 0 150 150 EMR 351 Pavilion Lloyds 15000 4000 0 0 0 2006 6865 4859 overspend 16/17 EMR 355 Courts Lloyds 30000 1000 1000 0 0 0 1920 2920 EMR 357 Marchwood youth Project No Cap 0 0 0 0 0 7622.38 7622.38 EMR 360 Lloyds Rec Ground Trust 8854.45 8854.45 Tree Planting Scheme EM350 500 SEE 350 0 0 General maint Lloyds EM332 2000 SEE 332 750 Pitch Lloyds EM352 10000 400 Basketball Court EM353 1000 100 Tree works EM 354 3000 500 EMR 361 Solar Farm Grant 15000 15000 EMR's with no funds EMR 320 Traffic Calming EMR 322 Admin General EMR 325 Office Provision EMR 327 Jubilee event EMR 329 Portacabin for Maint EMR 330 Property General EMR 339 Tools safety Equip EMR 344 Corkfield Disturbance EMR 352 Pitch Lloyds EMR 353 Basketball Court EMR 354 Tree works Lloyds EMR 356 Grants received Queries Funding Tractor Lloyds Grounds trust Capture all Income from use facilities LlOYDS emr to pick up underspends Policy & Resources 20th November 2017 Report B Investment of Parish Council funds As Members will be aware the Parish Council has invested some of its reserves in long term deposit accounts to try and maximise the interest we receive on them. At present the Council has the following investments: Lloyds Bank £50,000 matures 21st December 2017 United Trust Bank £75,000 matures 15th March 2018 CCLA Property Fund £50,000 minimum of 5 years from 2016 CCLA Deposit Fund £50,000 can be withdrawn at any time Lloyds Bank This fixed term deposit is due to mature in December 2017 with an interest payment of £541.48 due. A decision needs to be made on whether or not to reinvest this money and what happens to the interest payment. United Trust Bank This fixed term deposit is due to mature in March 2018 and will need to be reviewed nearer to that date. This is due to receive an interest payment of £975.00 upon maturity. CCLA Property Fund This fund needs to be left untouched until at least 2021. If a withdrawal is taken before that date the fund could lose money. At present we receive between £500 - £600 per quarter in dividend payments. CCLA Deposit Fund This fund has instant access and the monies held in it can be returned to the Council within a couple of days. Interest is paid monthly and is put into the account so that the deposit increases in size each month. At the end of September the account had received £261.51 interest over the 21 months it has been open. Undertaking a search on the internet the following investment and interest rates have been identified: Provider Interest rate Term Barclays 0.65% 2 year flexible bond Barclays 0.55% 1 year fixed rate bond Lloyds 0.50% 2 year fixed rate ISA Lloyds 0.40% 1 year fixed bond Paragon Bank 1.86% 1 year fixed rate account Paragon Bank 2.01% 2 year fixed rate account Axis Bank 2.05% 2 year fixed deposit All of the banks listed above are FSCS protected. Policy & Resources 20th November 2017 Report B Decisions to be made 1. Does the Parish Council reinvest the £50,000 that is to become available in December? 2. If the money is to be reinvested which provider and product to you wish to use? 3. Where are the interest monies to be allocated? Marking the Death of a Senior National Figure THIRD EDITION ISSUED APRIL 2017 These Notes offer guidance to local authorities on marking the death of a senior national figure. They set out the protocols to be observed on the death of the Sovereign, which involves the greatest number of ceremonial elements. From this template it is possible to select elements that are appropriate when marking the death of, for instance, another member of the Royal Family, a Prime Minister / First Minister or former Prime Minister / First Minister, a serving Member of Parliament, a Mayor, Council Leader or other prominent person.
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