ringwood town council · ringwood gateway, the furlong, ringwood, hampshire bh24 1at . tel: 01425...

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Ringwood Town Council Ringwood Gateway, The Furlong, Ringwood, Hampshire BH24 1AT

Tel: 01425 473883 www.ringwood.gov.uk

POLICY & FINANCE

Dear Member 14th September 2017 A meeting of the above Committee will be held at the Forest Suite, Ringwood Gateway on Wednesday 20th September 2017 at 7.00pm* or at the conclusion of the public participation session and your attendance is requested. Mr C Wilkins 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 19th July 2017

4. GRANT AID To consider the following applications for Grant Aid (Report A attached):

a. Avon Valley Concerts b. Crow WI

5. FINANCIAL REPORTS (Report B attached):

a. To receive and authorise list of payments made on Imprest Account for July and August

b. To receive and authorise list of Petty Cash payments for July and August

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c. To receive Statement of Town Council Balances d. To authorise Inter Account Transfers e. To receive the Finance Manager’s budget update report – Period 5 f. Financial regulations – to consider and provide direction for areas highlighted in

the Finance Manager’s report g. Bank mandate – to consider updating signatories

6. ANNUAL RETURN

To note amendment to the annual governance statement 2016/17 (Report C) 7. STAFF APPRAISALS To consider a report from the Town Clerk (Report D) about his own appraisal and the council’s Appraisal Policy 8. HEALTH AND SAFETY MANAGEMENT To consider a report from the Town Clerk (Report E) about health and safety management and possible external support 9. FAIR TRADE WORKING PARTY To receive a verbal report from the Town Clerk and consider whether to sustain or suspend this working party 10. PROJECT PLANNING AND OVERSIGHT To receive a verbal report from the Town Clerk and consider future arrangements for more effective oversight of current projects (and associated non-recurrent budgets) and the planning and prioritisation of proposals for future projects 11. FIREWORK DISPLAY 2017 To consider a report from the Town Clerk (Report F) and decide whether to approve the proposed arrangements for this event. 12. LOCAL GOVERNMENT PENSION SCHEME – EMPLOYER DISCRETIONS POLICY To consider an amendment to the Council’s Statement of Policy (Report G) 13. MARKET PLACE IMPROVEMENT WORKING PARTY To consider recommendation from Recreation, Leisure and Open Spaces Committee on 6th September to approve the use of funds for a topographical survey, at the cost of around £700, from reserves, in order to progress the Market Place improvement project (Report H) 14. THE PLACE WORKING PARTY To consider the financial implications of The Place Working Party’s recommendations which were approved by the Recreation, Leisure and Open Spaces Committee on 6th September (Report I) If you would like further information on any of the agenda items, please contact Chris Wilkins, Town Clerk on (01425) 484720 or email [email protected]. Committee Members Ex Officio Members Cllr Jeremy Heron (Chairman) Cllr Tim Ward Cllr Steve Rippon-Swaine (Vice Chairman) Cllr Philip Day Cllr Andrew Briers Cllr Philip Day Copied by e-mail to other members for information Cllr Christine Ford Cllr Anne Murphy Student Advisors Cllr Gloria O’Reilly Emily Litchfield Cllr Michael Thierry Joshua Kidd Cllr Chris Treleaven Sadie Chambers Cllr Angela Wiseman

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ARINGWOOD TOWN COUNCIL

FINANCIAL REPORTS FOR

POLICY & FINANCE COMMITTEE MEETING

20TH SEPTEMBER 2017

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RINGWOOD TOWN COUNCIL (a)

Date Trans Details Budget Committee Description AmountNo £

July2017-07-04 3001852 Riley Dunn & Wilson Ltd S&S Policy & Finance Gateway - Binding of minutes 99.562017-07-04 3001855 Advertiser & Times S&S Policy & Finance The Place - Youth Worker advert for two weeks 148.322017-07-04 3001860 Forest Edge Electrical Servs Premises Policy & Finance The Place - Repairs to lighting 186.602017-07-04 3001854 Aquam Water Services Premises Rec & Leisure Open Spaces - Standpipe & 2 weeks & 1 day hire 82.802017-07-04 3001859 Floortrak Premises Policy & Finance The Place - Repair flooring 294.002017-07-04 3001858 Intratest S&S Policy & Finance Open Spaces - Structural testing of 16 lamp posts 672.002017-07-06 3001871 Christine Smith Transport Rec & Leisure Vehicles - Road tax for Ford Transit Tipper EF66 252.002017-07-11 3001864 R M Smith Fencing Limited Premises Rec & Leisure Ash Grove -New mechanism kit for self closing gate 300.002017-07-11 3001869 Peter Noble Transport Rec & Leisure Vehicles - Blades for tractor 176.572017-07-11 3001867 NF Farm Machinery Transport Rec & Leisure Machinery - Spring 2.062017-07-11 3001863 Central Southern Security S&S/Premises Policy & Finance The Place - T/over maint of alarm, keypad/fobs 216.002017-07-11 3001865 Central Computer Manage. S&S Policy & Finance Gateway - Payroll processing 1.7.17 - 30.9.17 280.162017-07-11 3001866 HAGS-SMP Ltd Premises Rec & Leisure Play Area - Spring for Roko Zingo 192.722017-07-11 3001874 Bmouth Water Bus Servs. Premises Allotments Southampton Road - Water 102.012017-07-11 3001875 Bmouth Water Bus Servs. Premises Allotments Upper Kingston - Water 266.362017-07-11 3001868 Pete Best Premises Rec & Leisure Dr Little Gardens - Remove chestnut tree 360.002017-07-11 3001870 Mrs C Horne Allotment Allotments Allotment Deposit - Return of deposit UK28 24.002017-07-17 3001876 Verwood Glazing Premises Policy & Finance The Place - Supply/fit replacement double glazed unit 130.002017-07-17 3001886 Hampshire C.C. Transport Rec & Leisure Vehicles - June 2017 Maint contract for Ford Transit 75.602017-07-17 3001879 Elliott Brothers Ltd Premises Rec & Leisure Carvers - Gate lock 2.642017-07-17 3001885 NF Farm Machinery Transport Rec & Leisure Machinery - Strimmer spring 6.192017-07-17 3001888 NF Farm Machinery Transport Rec & Leisure Machinery - Blower fan house 67.382017-07-17 3001887 Longham Garden Mach. Transport Rec & Leisure Machinery - Front deck mower belt 79.392017-07-17 3001884 SCS Spreader & Sprayer Transport Rec & Leisure Machinery - Sprayer test and certificate 163.202017-07-18 3001880 Nicholas Owen Associates Transport Policy & Finance Carvers - Review of lighting and pathway 540.002017-07-24 3001894 Denby Dale Coffee S&S Policy & Finance The Place - Slush syrup and cups, lids & spoons 156.002017-07-25 3001893 Hampshire C.C. S&S Policy & Finance Gateway - Stationery 15.662017-07-25 3001896 Hampshire C.C. S&S Policy & Finance Gateway - Stationery 43.602017-07-25 3001877 Central Southern Security S&S Policy & Finance Cemetery - Service call to install software 54.002017-07-25 3001909 New Forest Ice Cream S&S Policy & Finance The Place - Ice Creams 85.832017-07-25 3001911 Ringwood & Burley Band S&S Policy & Finance Gateway - Grant towards training band 550.002017-07-25 3001914 Poul. Inf. Sch. Parents Ass. S&S Policy & Finance Gateway - Grant towards playground improvements 373.002017-07-25 3001912 Suez Recycling & Recovery S&S Cemetery Cemetery - Waste emptying service 690.732017-07-25 3001913 Hampshire C.C. Premises Policy & Finance Gateway - Soap 46.332017-07-25 3001910 Upton Oil Transport Rec & Leisure Vehicles - Red and white diesel 1,506.232017-07-25 3001889 Itec S&S Policy & Finance Gateway - Photocopies and gold support 75.962017-07-03 SO TLC On-line S&S Policy & Finance Gateway -Web site maintenance - July 2017 80.002017-07-03 DD New Forest D.C. Premises Policy & Finance Cemetery - Rates - July 2017 378.002017-07-03 DD New Forest D.C. Premises Policy & Finance The Place - Rates - July 2017 181.002017-07-04 DD Fintech S&S Policy & Finance Gateway - Photocopier quarterly charge 478.802017-07-05 DD UK Fuels Transport Rec & Leisure Vehicles - Fuel - June 2017 45.792017-07-17 DD Southern Electric Premises Rec & Leisure Open Spaces - Street lighting qtr. 1 67.202017-07-21 DD Zurich Employees Policy & Finance Gateway - AVC - July 2017 600.002017-07-31 DD ICO S&S Policy & Finance Gateway - Annual subscription 35.002017-07-31 DD Utility Warehouse S&S Cemetery Cemetery - Mobile phones - June 2017 38.012017-07-31 DD Utility Warehouse S&S Cemetery Cemetery - Landline - June 2017 24.602017-07-31 DD Utility Warehouse Premises Cemetery Cemetery - Electricity - June 2017 23.242017-07-31 DD Utility Warehouse Premises Cemetery Cemetery - Club membership - June 2017 2.402017-07-31 DD Utility Warehouse Premises Rec & Leisure Sports Pavilion - Electricity - June 2017 37.132017-07-31 DD Utility Warehouse Premises Rec & Leisure Sports Pavilion - Club membership - June 2017 2.402017-07-31 DD Utility Warehouse Premises Rec & Leisure Pavilion Sports Ground - Electricity - June 2017 6.952017-07-31 DD Utility Warehouse Premises Rec & Leisure Pavilion Sports Ground - Club membership - June 201 2.402017-07-31 DD Utility Warehouse S&S Policy & Finance The Place - Mobile phones - June 2017 31.792017-07-31 DD Utility Warehouse S&S Policy & Finance The Place - Landline - June 2017 25.522017-07-31 DD Utility Warehouse Premises Policy & Finance The Place - Electricity - June 2017 112.752017-07-31 DD Utility Warehouse Premises Policy & Finance The Place - Club membership - June 2017 2.402017-07-28 PAY Lloyds S&S Policy & Finance Gateway - Bank charges June 2017 11.662017-07-13 BGC Austin & Wyatt S&S Policy & Finance Greenways - Agents fees & Other Exps - July 2017 154.002017-07-17 LloydsCC Lloyds S&S Policy & Finance Gateway - Annual credit card Fee 32.002017-07-17 BP Hampshire C.C. Employees Policy & Finance Gateway - Pension June 2017 5,311.642017-07-21 DD Inland Revenue Employees Policy & Finance Gateway - June 2017 4,689.432017-07-25 Telepay Staff Employees Policy & Finance Gateway - July 2017 21,846.44

TOTAL JULY 42,537.45

POLICY AND FINANCE COMMITTEE 20TH SEPTEMBER 2017

LIST OF PAYMENTS FROM IMPREST BANK ACCOUNT FOR THE PERIOD 1ST JULY TO 31ST AUGUST 2017

RINGWOOD TOWN COUNCIL (a)

Date Trans Details Budget Committee Description AmountNo £

August2017-08-01 3001922 Community First NF Premises Policy & Finance The Place - DBS check 54.002017-08-01 3001923 1st Stop Clean Employees Policy & Finance Gateway - Office cleaning 140.832017-08-01 3001920 Floortrak Premises Policy & Finance The Place Repair crack in floor by kitchen 294.002017-08-01 3001919 Bmouth Water Bus Servs. Premises Rec & Leisure Mount Pleasant - Water services 209.832017-08-08 3001933 Forest Newspapers Ltd S&S Policy & Finance The Place/Carvers - Summer entertainment advert 192.002017-08-08 3001930 R M Smith Fencing Limited Premises Rec & Leisure Carvers - Supply and fix new post in fence 90.002017-08-08 3001937 Peter Noble Premises Rec & Leisure Tennis Courts - Remove old & fit new padlock 66.472017-08-08 3001938 Peter Noble Transport Rec & Leisure Vehicles - Massey tractor replace expansion tank 154.562017-08-08 3001931 Hampshire C.C. Transport Rec & Leisure Vehicles - Replace split tyre 51.462017-08-08 3001941 Christine Smith S&S Policy & Finance The Place - TV Licence and cups 162.162017-08-08 3001927 Central Southern Security Premises Policy & Finance The Place - Annual maintenance of CCTV system 102.002017-08-08 3001936 Little Banks Nursery Premises Rec & Leisure Open Spaces - Summer bedding plants 2,082.502017-08-08 3001939 Multi-Sign S&S Policy & Finance The Place/Carvers - Print Banner for summer entert. 114.002017-08-08 3001934 Forest Edge Electrical Servs Premises Policy & Finance Greenways - Electrical condition inspection 155.002017-08-08 3001935 Forest Edge Electrical Servs Premises Rec & Leisure Tennis Courts - Replace glass to lights 80.002017-08-08 3001935 Forest Edge Electrical Servs Premises Policy & Finance The Place - Replace LED driver in apex lighting 87.002017-08-08 3001928 LCR S&S Policy & Finance Gateway - LCR magazine annual subscription 17.002017-08-08 3001926 Aquam Water Services Premises Rec & Leisure Open Spaces - Standpipe hire 138.612017-08-08 3001932 Hampshire C.C. Premises Rec & Leisure/CemCemetery/Sports Pavilion - Cleaning 25.742017-08-08 3001942 Verwood Glazing Premises Policy & Finance The Place - Supply & replace broken window 130.002017-08-14 3001951 Fernhill Wholesale S&S Policy & Finance Gateway - Items to sell in VIC 117.152017-08-14 3001952 Hampshire C.C. Transport Rec & Leisure Vehicles - July 2017 Maint contract for Ford Transit 75.602017-08-14 3001946 NF Farm Machinery Transport Rec & Leisure Vehicle - Service John Deere tractor 436.322017-08-14 3001947 NF Farm Machinery Transport Rec & Leisure Machinery - Timberwolf chipper safety switch 121.102017-08-14 3001949 Itec S&S Policy & Finance Gateway - Photocopying and monthly support 78.942017-08-14 3001948 NF Agric. Show Society S&S Policy & Finance Gateway - NF Show Ticket sales less 10% 590.412017-08-14 3001945 Daniel Shutler S&S Planning Open Spaces - Annual flail of Crow Stream 504.002017-08-14 3001950 NFNPA S&S Policy & Finance Gateway - Cycle Trail Maps 10.002017-08-14 3001953 Ms B Barrett Allotment Allotments Allotment Deposit - Return of deposit SR14 24.002017-08-24 3001958 Land Registry S&S Policy & Finance Gateway - Land Registry Search 11.002017-08-24 3001956 Hampshire C.C. S&S Policy & Finance Gateway - Stationery 55.732017-08-24 3001957 Purchase Power S&S Policy & Finance Gateway - Franking machine postage 513.002017-08-24 3001960 Forest Edge Electrical Servs Premises Policy & Finance Greenways - Replace faulty strip light first floor offices 70.002017-08-24 3001959 TLC Online S&S Policy & Finance Gateway - Business cards for new Town Clerk 17.482017-08-30 3001965 Hampshire C.C. Premises Policy & Finance The Place - First aid equipment 55.062017-08-30 3001963 The Play Inspection Co Premises Rec & Leisure Play Areas - Annual inspections 300.002017-08-30 3001964 Safelincs Premises Rec & Leisure Gateway - Dorguard fire door retainers 206.382017-08-30 3001978 R M Smith Fencing Limited Premises Rec & Leisure Open Spaces - Repairs to fence at Kingfisher 156.002017-08-30 3001982 New Forest Ice Cream S&S Policy & Finance The Place - Ice Creams 114.982017-08-30 3001980 Ringwood Cricket Club S&S Rec & Leisure Carvers - Refund for cancelled cricket match 09/09/17 84.002017-08-30 3001984 Physio Control S&S Policy & Finance Gateway - Replacement pad for Defibrillator 89.282017-08-01 SO TLC On-line S&S Policy & Finance Gateway -Web site maintenance - August 2017 80.002017-08-01 DD New Forest D.C. Premises Policy & Finance Cemetery - Rates - August 2017 378.002017-08-01 DD New Forest D.C. Premises Policy & Finance The Place - Rates - August 2017 181.002017-08-09 DD UK Fuels Transport Rec & Leisure Vehicles - Fuel - July 2017 47.192017-08-18 DD Zurich Employees Policy & Finance Gateway - AVC - August 2017 600.002017-08-30 DD British Gas Premises Policy & Finance Greenways May-August 2017 132.982017-08-31 DD Utility Warehouse S&S Cemetery Cemetery - Mobile phones - July 2017 40.292017-08-31 DD Utility Warehouse S&S Cemetery Cemetery - Landline - July 2017 24.602017-08-31 DD Utility Warehouse Premises Cemetery Cemetery - Electricity - July 2017 33.432017-08-31 DD Utility Warehouse Premises Cemetery Cemetery - Club membership - July 2017 2.402017-08-31 DD Utility Warehouse Premises Rec & Leisure Sports Pavilion - Electricity - July 2017 34.772017-08-31 DD Utility Warehouse Premises Rec & Leisure Sports Pavilion - Club membership - July 2017 2.402017-08-31 DD Utility Warehouse Premises Rec & Leisure Pavilion Sports Ground - Electricity - July 2017 6.922017-08-31 DD Utility Warehouse Premises Rec & Leisure Pavilion Sports Ground - Club membership - July 2017 2.402017-08-31 DD Utility Warehouse S&S Policy & Finance The Place - Mobile phones - July 2017 12.002017-08-31 DD Utility Warehouse S&S Policy & Finance The Place - Landline - July 2017 25.282017-08-31 DD Utility Warehouse Premises Policy & Finance The Place - Electricity - July 2017 117.952017-08-31 DD Utility Warehouse Premises Policy & Finance The Place - Club membership - July 2017 2.402017-08-29 PAY Lloyds S&S Policy & Finance Gateway - Bank charges July 2017 10.542017-08-11 BGC Austin & Wyatt S&S Policy & Finance Greenways - Agents fees & Other Exps - August 2017 209.092017-08-16 BP Hampshire C.C. Employees Policy & Finance Gateway - Pension July 2017 5,419.012017-08-22 DD Inland Revenue Employees Policy & Finance Gateway - July 2017 4,820.632017-08-25 Telepay Staff Employees Policy & Finance Gateway - August 2017 22,417.30

TOTAL AUGUST 42,578.17

AUTHORISATIONS

------------------------------- -------------------------------DATE 20th September 2017 20th September 2017

(b)

Date Voucher Details Location Description AmountNo £

July2017-07-03 04/01 S Horsley UK28 Allotments Key deposit returned 10.002017-07-03 04/02 Waitrose Gateway Coffee/upholst clean/dwasher tabs/salt 21.482017-07-04 04/03 Pattersons The Café Food for resale 17.032017-07-04 04/04 NFDC The Place Green waste sacks 14.502017-07-04 04/05 Steadfast Security Jubilee Gardens Keys x 2 12.002017-07-05 04/06 Ringwood Surplus StoresGateway Cleaning 1.292017-07-06 04/07 Waitrose Gateway Milk 1.892017-07-13 04/08 Waitrose Gateway Milk 1.002017-07-13 04/09 Sainsburys Gateway Milk 0.752017-07-19 04/10 Waitrose Gateway Tea bags 4.002017-07-20 04/11 Tegan Sims The Café Wages 20.252017-07-20 04/12 Post Office Gateway Special delivery Letter 7.252017-07-21 04/13 Waitrose Gateway Milk 1.002017-07-26 04/14 Ringwood Surplus StoresGateway Dustpan & brush 4.992017-07-26 04/15 Sainsburys Gateway Milk & serviettes 3.75

TOTAL 121.18

Date Voucher Details Location Description AmountNo £

August2017-08-03 05/01 Ringwood Surplus StoresGateway Protective gloves for Caretaker 1.292017-08-03 05/02 Steadfast Security Tennis Courts Key 6.002017-08-04 05/03 Waitrose Gateway Milk 1.472017-08-07 05/04 B Barret SR14 Allotments Key deposit returned 10.002017-08-09 05/05 In Excess Small Tools Clamp 3.952017-08-09 05/06 In Excess Cemetery Dustbin 6.982017-08-09 05/06 In Excess Vandalism Graffiti equipment 12.492017-08-10 05/07 Waitrose Gateway Coffee, sugar & milk 11.692017-08-14 05/08 Sainsburys Gateway Milk 0.752017-08-14 05/09 Ringwood Surplus StoresGateway Bin 9.992017-08-14 05/09 Ringwood Surplus StoresThe Place Swing bin bags 1.292017-08-16 05/10 In Excess Cemetery Woodscrews 7.502017-08-18 05/11 Sainsburys Gateway Milk 1.002017-08-24 05/12 Sainsburys Gateway Milk 0.452017-08-24 05/13 Waitrose Gateway Milk coffee & dishwasher tablets 9.452017-08-24 05/14 Waitrose Gateway Coffee 3.302017-08-30 05/15 Post Office Gateway Letter To BDH Audit 2.08

TOTAL 89.68

AUTHORISATIONS ------------------------------- -------------------------------

DATE 20th September 2017 20th September 2017


LIST OF PAYMENTS FROM PETTY CASH - RTC ACCOUNT FOR THE PERIOD 1ST TO 30TH JULY 2017

LIST OF PAYMENTS FROM PETTY CASH - RTC ACCOUNT FOR THE PERIOD 1ST TO 31ST AUGUST 2017

RINGWOOD TOWN COUNCIL (c)

Account Name Year As At As At As AtEnded 30/06/2017 31/07/2017 31/08/2017

31/03/2017£ £ £ £

Imprest (Current) Account 31,916 106,460 477,850 42,908Business Account 101,482 71,492 71,494 71,495Investment Account 300,000 400,000 0 400,000Greenways Rent Deposit 9,671 9,671 9,671 9,671Petty Cash - Imprest 188 106 157 164Petty Cash - The Café 0 50 50 50VIC Change Float 50 50 50 50Information Desk Float 75 75 75 75

TOTAL BANK BALANCES 443,381 587,905 559,347 524,414

Note1. The bank accounts were reconciled as at 31st August 2017. 2. With reference to the Greenways Rent Deposit Account a)Ground 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. The existing deposit for the outgoing tenants has been used to meet outstanding rent arrears. As a new deposit has been received from the incoming tenants the balance on this bank account has remained unchanged over the periods.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.6. A float is now held by The Café at The Place.


BANK BALANCES

RINGWOOD TOWN COUNCIL (d)

£

IMPREST ACCOUNT TO BUSINESS ACCOUNT

50,000

BUSINESS ACCOUNT TO IMPREST ACCOUNT

50,000

INVESTMENTS & RE-INVESTMENTS

AUTHORISATIONS--------------------------- ---------------------------

DATE 20th September 2017 20th September 2017


INTER ACCOUNT TRANSFER AUTHORISATIONS

P&F Agenda Report September 2016 Page 1

REPORT TO POLICY & FINANCE COMMITTEE – 20th SEPTEMBER 2017 BUDGETARY CONTROL - 2017/18 PERIOD 5 (TO END AUGUST)

1. BACKGROUND

1.1 The purpose of this report is to inform Members of the actual income and expenditure for the first five months of the year, April to August 2017. The report includes some changed outturn predictions, where budget variances are known and unavoidable. Comprehensive revised budgets will be prepared in the autumn.

2. INCOME & EXPENDITURE APRIL 2017 TO AUGUST 2017 2.1 Page 1 of Appendix 1 attached to this report shows that the Council’s total

Committee expenditure for the first five months of the year is £233,935, or 36.0% of planned expenditure for the year. Excluding capital expenditure the figures are £228,686 and 35.4%.

2.2 Generally, expenditure accords with budget plans. However, inevitably, the aggregate figures disguise some more significant variations from budget. There has been little progress on any of the one off additional bids added to the 2017/18 budget at the beginning of the year and these funds remain largely unspent. The additional items include: i Traffic Consultant, £7,000. i Cycle stands £500 i Butler’s Lane Footpath £4,000 i Paperless Office £2,500 i Additional Training £4,485 i CCTV at Cemetery £1,000

2.3 There has been an increase in bank charges with the introduction of charges for processing cheques and making deposits at the bank. These costs are being managed through adapting working practices, where possible, but are expected to add around £200 to Council costs this year. Other cost increases include promotion costs for the market and health and safety costs. All of these costs increases will be absorbed through cost savings elsewhere and will have no impact on the budget. Increased expenditure on goods for re-sale at the café and the visitor centre is more than matched by sales receipts. The release of the Council’s share of the final retention on the Gateway Building has been noted previously and will be met from reserves

2.4 Pay costs are now running very close to budget estimates, despite the Town Clerk vacancy during the first quarter of the year. It is now expected that pay costs will exceed the budget due to the additional costs of running the café at the Place for which no provision was made in the original budget.

2.5 We have collected £88,714 or 43.8% of planned revenue income (excluding precept payments). This is slightly less than the proportion collected at this time last year. Notable variations in income collection include the loss of the contract for grounds maintenance at Ringwood School with effect from September 1st. This will reduce income by £1,200 this year and by almost £3,000 in a full year. This loss of income has been offset by additional grounds maintenance revenue generated through the provision of services to Fordingbridge Town Council and through additional income from rugby and allotments. With additional receipts from the sale of merchandise in the visitor centre and the café at the Place, overall income for the year is expected to increase by almost £5,000.

2.6 Appendix 2 provides a summary of income receipts to the end of August.

3. FINANCIAL IMPLICATIONS

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3.1 The total balance of Reserves at 1st April 2017 was £426,276. This is now predicted to increase by around £16,000 by March 2018, a reduction of £4,653 from the original plans. This reduction is due to the release of the retention on building costs for Ringwood Gateway, reported previously, which is to be funded from reserves.

4. RECOMMENDATION It is recommended that:-

4.1 This report is noted.

For further information please contact:

Rory Fitzgerald, Finance Manager or

Tel: 01425 484723

[email protected]


Chris Wilkins, Town Clerk

Tel: 01425 484720

[email protected]

mailto:[email protected]


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RINGWOOD TOWN COUNCIL Appendix 1

Original Annual

ALL COMMITTEES Budget Actual Unspent Forecast

Budget Outturn

REVENUE EXPENDITURE £ £ £ £

POLICY & FINANCE COMMITTEE 376,917 128,485 248,432 381,116RECREATION, LEIS & O/S COM 243,085 93,429 149,656 243,198PLANNING TOWN & ENVIRON 25,868 6,773 19,095 25,868

TOTAL REVENUE EXPENDITURE 645,870 228,686 417,184 650,182

CAPITAL EXPENDITURE

POLICY & FINANCE COMMITTEE 0 5,249 -5,249 5,249RECREATION, LEIS & O/S COM 0 0 0 0PLANNING TOWN & ENVIRON 4,000 0 4,000 4,000

TOTAL CAPITAL EXPENDITURE 4,000 5,249 -1,249 9,249

TOTAL EXPENDITURE 649,870 233,935 0 415,935 659,431

REVENUE INCOME

POLICY & FINANCE COMMITTEE -113,967 -44,985 -68,982 -118,167RECREATION, LEIS & O/S COM -87,333 -42,629 -44,704 -87,964PLANNING TOWN & ENVIRON -1,000 -1,100 100 -1,100

TOTAL REVENUE INCOME -202,300 -88,714 -113,586 -207,231

CAPITAL INCOME & FINANCE

POLICY & FINANCE COMMITTEE 0 0 0 0RECREATION, LEIS & O/S COM 0 0 0 0PLANNING TOWN & ENVIRON 0 0 0 0

TOTAL CAPITAL INCOME & FINANCE 0 0 0 0

TOTAL INCOME -202,300 -88,714 -113,586 -207,231

COUNCIL'S NET COMMITTEE EXPEND 447,570 145,221 302,349 452,200

Add Transfers To Provisions 35,800 14,917 0 20,883 35,800Deduct Transfers from Provisions -3,570 -1,488 0 -2,082 -8,819Transfer to/ from(-) General Reserve -11,577 75,461 0 -87,038 -10,958Budget Required before new bids & grants 468,223 234,112 0 234,112 468,223

Transitional & Identifiable grant from NFDC 0 0 0 0

Net Precept 2017/18 468,223 234,112 234,112 468,223

Non recurring bids for 2016/17 included above

POLICY & FINANCE COMMITTEE 2,500 0 0RECREATION, LEIS & O/S COM 15,000 36,933 2,067 38,000PLANNING TOWN & ENVIRON 0 0 0Less transfer from provisions -14,806 -35,270 -3,536 -35,270

SUMMARY BUDGETARY CONTROL REPORT

PERIOD APRIL 2017 - AUGUST 2017

Year To Date

Page 1

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Original Annual

Budget Actual Profiled Variance Forecast

Orig Bud From O.B. Outturn

£ £ £ £ £

POLICY & FINANCE COMMITTEE

EXPENDITURE

Establishment 105,632 32,357 0 73,275 105,277Maintenance 38,944 870 0 38,074 38,944Employee Direct Costs 5,067 486 0 4,581 5,067Employee Allocated Costs 105,326 39,997 0 65,329 105,326Member Costs 10,390 3,432 0 6,958 10,390Grants 9,000 1,523 0 7,477 9,000Other 71,012 34,048 0 36,964 75,566Debt Charges 31,546 15,773 0 15,773 31,546Capital 0 5,249 0 -5,249 5,249

COMMITTEE EXPENDITURE 376,917 133,734 0 243,183 386,365

INCOME

INCOME

Revenue Income -113,967 -44,985 0 -68,982 -118,167Capital Income/Finance 0 0 0 0 0

TOTAL COMMITTEE INCOME -113,967 -44,985 0 -68,982 -118,167

TOTAL NET EXPENDITURE 262,950 88,749 0 174,201 268,198

BEFORE TRANSFERS TO PROVS

Add Transfers To Provisions 18,900 7,875 0 11,025 18,900Deduct Transfers From Provisions 0 0 0 0 -5,249TOTAL NET EXPENDITURE 281,850 96,624 0 185,226 281,849

AFTER TRANSFERS TO PROVS

HOLDING ACCOUNTS

EXPENDITURE

Employee Direct Costs 393,964 161,604 0 232,360 393,964

HOLDING ACCOUNTS EXPEND. 393,964 161,604 0 232,360 393,964

HOLDING ACCOUNTS INCOME -393,964 -161,604 0 -232,360 -393,964

TOTAL NET EXPENDITURE 0 0 0 0 0

Year To Date

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Original Annual

Budget Actual Profiled Variance Forecast

Orig Bud Outturn

£ £ £ £ £

RECREATION, LEISURE &

OPEN SPACES COMMITTEE

EXPENDITURE

Establishment 11,480 5,302 0 6,178 11,615Maintenance 19,615 4,170 0 15,445 19,615Machinery 8,972 3,329 0 5,643 8,950Employee Direct Costs 3,410 0 0 3,410 3,410Employee Allocated Costs 128,948 52,212 0 76,736 128,948Planters 500 3 0 497 500Activities Expenses 9,020 4,494 0 4,526 9,020Other 1,150 414 0 736 1,150Capital Expenditure 0 0 0 0 0

CEMETERY 0Establishment 5,103 2,200 0 2,903 5,103Maintenance 5,050 1,720 0 3,330 5,050Employee Allocated Costs 34,757 14,029 0 20,728 34,757

ALLOTMENTS 0Establishment 1,100 368 0 732 1,100Maintenance 1,300 421 0 879 1,300Employee Allocated Costs 12,450 4,766 0 7,684 12,450Other 230 0 0 230 230


INCOME

Recreation, Leisure & O/S -37,836 -20,184 0 -17,652 -37,967Cemetery -45,097 -17,547 0 -27,550 -45,097Allotments -4,400 -4,898 0 498 -4,900Capital Expend Finance 0 0 0 0 0

COMMITTEE INCOME -87,333 -42,629 0 -44,704 -87,964



Add Transfers To Provisions 16,900 7,042 0 9,858 16,900Deduct Transfers From Provisions -2,570 -1,071 0 -1,499 -2,570TOTAL NET EXPENDITURE 170,082 56,771 0 113,312 169,564


PLANNING, TOWN & Original Annual

ENVIRONMENT COMMITTEE Budget Actual Profiled Variance Forecast

Orig Bud Outturn

£ £ £ £ £

EXPENDITURE

Establishment 10,125 800 0 9,325 10,125Employee Allocated Costs 15,743 5,973 0 9,770 15,743Capital Expenditure 4,000 0 0 4,000 4,000


INCOME

Capital Income & Finance -1,000 -1,100 0 100 -1,100COMMITTEE INCOME -1,000 -1,100 0 100 -1,100



Add Transfers To Provisions 0 0 0 0 0Deduct Transfers From Provisions -1,000 -417 0 -583 -1,000TOTAL NET EXPENDITURE 27,868 5,256 0 22,612 27,768


Year To Date

Year To Date

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Appendix 2

2017/18 2017/18 Period 5 Notes

Original Revised Actual

Revenue:

Policy & Finance Committee

Rent (Greenways & Southampton Rd) 39,482 39,482 14,807 Some paid quarterly

Gateway Re-charges 68,735 68,735 24,489 A proportion of this is charged back to RTC as a share of overall Gateway costs.

Market Stalls 4,400 4,400 1,510

Civic Celebrations 150 150 0

Other Grants & Donations * 0 0 0 Only to the extent that they are applied to the revenue account

VIC Sales 0 1,200 1,126 Includes event ticket sales

The Place - Café sales 0 3,000 2,362

Interest on investments 1,200 1,200 594

Other Income 0 0 97 Insurance £97;

Recreation & Leisure Committee

Ringwood Schools 20,425 19,208 8,152

Sponsored Flowerbeds 2,439 2,439 1,146

Bowling 1,500 1,500 871

Cricket 2,700 2,700 1,215

Football 6,150 6,150 4,606 Includes additional (unplanned) receipt from Fordingbridge for repair of pitches

Rugby 750 1,150 1,143 Includes additional (unplanned) receipt from Fordingbridge for repair of pitches

Tennis (including Floodlighting) 475 475 0 collected by NFDC and remitted at year end

Castleman Trail 835 835 0

Other use of recreation grounds 2,552 3,500 2,960

Other Income 10 10 91 Wayleaves £91

Cemeteries 45,097 45,097 17,547

Allotments 4,400 4,900 4,898

Planning Town & Environment Committee

Parish Lengthsman Grant (HCC) 1,000 1,100 1,100

Total Revenue Income: 202,300 207,231 88,714

Capital

s106 0

Grants 0

Loans

Other

Total Capital Income 0 0 0

Total Budgetted Income 202,300 207,231 88,714

Precept and other income taken to reserves

Precept 468,223 468,223 234,112

Transitional Grant 0 0 0

Other Grants & Donations * 0 0 0

Total Precept and other income taken to reserves 468,223 468,223 234,112

Total Income 670,523 675,454 322,826

Analysis of income against budget - Period 5 - 31st August 2017

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REPORT TO POLICY & FINANCE COMMITTEE – 20th SEPTEMBER 2017 REVIEW OF FINANCIAL REGULATIONS

1. BACKGROUND

1.1 The Financial regulations consist of a set of requirements, restrictions and guidelines which govern the Council's financial management . They seek to ensure that the Council conducts its affairs in a way that complies with specific statutory provisions, generally accepted accounting principles and professional good practice. The regulations ought to ensure sound arrangements for financial management, accounting and control.

1.2 The current financial regulations were adopted by this Committee in July 2016 and were based on a NALC template with some adaptation for the particular circumstances of the Town Council and whilst most of the regulations are wholly appropriate and should remain unchanged, some require amendment to reflect the size, scale and operation of the Town Council. Also, the internal audit of council systems and control for 2016/17 made a number of observations and recommendations for amendment based largely on the lack of adaptation of the standard template for the particular needs of the Town Council.

1.3 The purpose of this report is to canvass member's views on a series of amendments prior to a formal proposal for the adoption of a revised set of financial regulations to be brought before Council in the Autumn.

2. Financial Regulations adopted July 2016 2.1 Members should note that the financial regulations set out a list of requirements

which must be followed by members and officers of the Council. It is therefore important to ensure that the regulations are appropriate for the Council.

2.2 The main issues with the current set of financial regulations may be summarised as follows:

i There are a number of ambiguous references to committees of the council.

i There are some requirements which are not appropriate, or not appropriate as drafted, for this Council.

i In some cases the regulations do not concur with actual practice.

i Policies and procedures within the regulations need to be reviewed and updated, including the Investment Strategy & Policy (Treasury Management Policy) and banking arrangements including the bank mandate.

i The detailed requirement for the maintenance of an asset register are unworkable.

i A number of authorisation thresholds appear inconsistently within the regulations.

2.3 Most of these matters will simply be corrected in the revised set of regulations now being prepared. However, members views are sought with respect to the Treasury management policy, the asset register and authorisation thresholds. The bank mandate is covered by a separate report.

3. Treasury Management 3.1 The current Treasury Management Policy requires that funds and investments

are spread over more than one institution to reduce the risk of loss in the event of the failure of a particular organisation. The Financial Services Compensation Scheme provides some protection, for deposits up to £85,000, but only small local authorities are eligible. A small local authority is one with an annual budget

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of €500,000 or less, and at current exchange rates, the Town Council does not satisfy this definition and therefore does not qualify.

3.2 During the year, and immediately after receipt of the precept instalments, the Town Council may expect to have cash balances of up to £500,000 available for deposit, although the average balances throughout the year are considerably less. The Town Council currently has £400,000 on deposit with around a further £100,000 in the imprest and business bank accounts, all currently invested with Lloyds Banking Group. The Town Council also has facilities to invest with Santander and the CCLA Investment Management Ltd.

3.3 Investment returns depend on a number of factors. Funds are only ever placed with the highest rated institutions for which we trade some return for security. Returns also depend on the size and period of the deposit. So a better return may be obtained by consolidating investments and placing them for a longer period.

3.4 There will always be a trade off between risk and return. The current investment strategy requires that investments are spread across several institutions to minimise the risk of a failure wiping out all invested funds. This approach, however, does increase the risk of having deposits with a company that subsequently fails and whilst the loss would be less, the chance of some loss is increased.

3.5 Members are invited to consider how funds should be invested including whether any cap on individual investments should be applied and the number of banks or other financial institutions that should be retained for investment purposes. A revised Treasury management policy will then be drafted for approval by members.

4. Asset Register 4.1 A register of tangible fixed and moveable assets is maintained by the RFO. All

new purchases are automatically added to the register and an audit of assets is carried out annually. The asset register is maintained electronically and is available for inspection by members at any time.

4.2 Financial regulations require that, subject to a limit of £250, "… .no tangible movable property shall be purchased or acquired without the authority of the full council. In each case a report in writing shall be provided to council with a full business case". Members have previously requested that the threshold for inclusion on the register be reduced to £100. However, this would render the asset register unwieldy, make any audit of the asset register very onerous and would clearly create an unnecessary administrative burden if all such purchases were to be the subject of a business case and report to Council.

4.3 It is proposed therefore that the threshold for inclusion on the register be restored to £200, to align with the insurance excess, but that the RFO, Clerk or Office Manager be given the discretion to add additional, lower value, items if they believe it is sensible to do so. This might include, for example, hand held radios or other readily portable devices. Further, given that the approval to purchase is implicit in the prior approval of the budget, the threshold for the requirement to produce a business case prior to purchase, be increased to £5,000 or such other figure that members deem appropriate.

5. Authorisation Thresholds 5.1 Authorisation thresholds appear throughout the financial regulations and banking

arrangements. Overall approval to spend is granted when the budget and any revised budget is approved by members. However, subject to such overall approval, the ability to commit expenditure and process payments is subject to a set of thresholds. For clarity it is proposed that the following thresholds apply.

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5.2 Prior to selecting a supplier of goods and services officers must ensure that contract standing orders are followed. These require that the selection process covers:

£25,000 and over Full Tender

£3,000 to £24,999 At least 3 quotes

£100 - £2,999 at least 3 estimates

There are some exceptions which are detailed in the Financial Regulations covering supplies for example of utilities, some professional services and payroll.

5.3 All purchase orders must go through the two stage process - i.e. they must be approved by someone other than the originator. Orders of more than £500 must be approved by the Clerk or Deputy Clerk

5.4 Expenditure of more than £5,000 must be approved by the Clerk (or in his absence, the Deputy Clerk) and a Member, unless there is an urgent necessity in which case Member approval may be sought subsequently.

5.5 Expenditure that is not covered by an existing approved budget must always be approved by the Clerk and a Member.

5.6 Debit and/or credit cards may only be issued to the Clerk and the Office Services manager. Transactions on such cards will be limited to the overall credit limit set by the issuing authority and a ceiling of £3,000 for any single purchase.

5.7 Most transactions are now carried out electronically and the process is managed by the RFO. It is assumed that approval to spend also confers approval to pay once goods or services have been received and such transactions require no further approval. However, where cheques are still issued, the same approval thresholds that apply to orders will apply. Any cheque for £5,000 or more will require a Member signature and that of the Clerk or Deputy Clerk.


6.1 Members consider the broad parameters to shape the Treasury Management Policy.

6.2 Members endorse a value £200 as a lower limit for inclusion of assets in the asset register and a revised threshold of £5,000 to trigger the requirement for a business case to justify the acquisition of an asset.

6.3 Members endorse the authorisation thresholds set out in section 5.


Rory Fitzgerald, Finance Manager or

Tel: 01425 484723

[email protected]

Chris Wilkins, Town Clerk

Tel: 01425 484720

[email protected]



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REPORT TO POLICY & FINANCE COMMITTEE – 20th SEPTEMBER 2017 ANNUAL RETURN 2016-2017

1. BACKGROUND

1.1 The Annual Return was approved by the Town Council on the 28th June 2017. The external auditors have noted an error on the annual governance statement and this has now been amended. A copy of the amended Annual Return is appended.

2. Annual Governance Statement 2.1 The Annual Governance Statement is included in section 1 of the Annual return.

Q4 asks whether the Town Council has provided proper opportunity through the year for the exercise of elector’s rights in accordance with the Accounts and Audit Regulations.

2.2 This question refers to the previous year’s accounts and had been answered in the affirmative because the inspection period began after the annual return had been approved by Policy and Finance Committee.

2.3 The reason that this has now been changed to “No” is that whilst the statement of accounts and annual return were approved by the Policy & Finance Committee on the 15th of June 2016 and the inspection period commenced on the 17th of June 2016, the accounts were not approved by a meeting of the Full Council until they next met on the 29th June 2016, following commencement of the inspection period.

2.4 This will not be an issue for the 2016/17 Annual Return as the exercise of elector’s rights commenced on the 30th June following approval by Full Council on the 28th June. However, members should note the very tight timescales required to meet the requirements of the Accounting and Audit regulations.


4.1 This report is noted.


Rory Fitzgerald, Finance Manager or Chris Wilkins, Town Clerk

Tel: 01425 484723 Tel: 01425 484720

[email protected] [email protected]



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POLICY & FINANCE COMMITTEE 20th September 2017 Staff reviews and pay grades

1. Introduction and reason why report required

1.1 The appointment process relating to the Town Clerk did not include the setting of any objectives;

1.2 Recent discussions among council staff strongly suggest that the current Appraisals Procedure is ineffective (it is considered too elaborate and prescriptive, unclear in purpose, impractical to follow and damaging to staff morale and retention);

1.3 Some pay grades have not been adjusted to reflect changes in responsibilities or to maintain consistency and fairness between roles, some staff reached the top of their respective pay grades some years ago and some staff have no proper pay grade at all only a single pay point.

2. Background information, options, impact assessment and risks

2.1 The current Appraisals Procedure can be found at section 2.18 of the Members Handbook.

2.2 By paragraph 2.1 the committee may appoint a panel of two members to undertake an appraisal of the Town Clerk. Undertaking an appraisal limited to agreeing objectives as soon as possible would have the following benefits: 2.2.1 The newly-appointed holder would gain a clearer sense of the direction of

general policy desired by members; 2.2.2 Members would gain confidence that their priorities had been properly

communicated; and 2.2.3 Future appraisals would have some agreed objectives to measure

performance against. 2.3 No disadvantages or adverse impacts are reasonably to be expected. There is a

modest risk that the objectives agreed might reflect the priorities of the individual panel members selected rather than the council as a whole but this can be mitigated by the committee through its discussion of the issue and selection of panel members.

2.4 The committee can undertake a review of the Appraisals Procedure at any time by any procedure of its choosing and recommend changes. Given the potential for such procedures to do at least as much harm as good, it is essential that they be well-considered, designed to fit the needs and circumstances of the particular employer and be reviewed regularly to ensure fitness for purpose. Because the council has a small but diverse work force with few employees sharing exactly identical roles and responsibilities, it is suggested that improvements in staff performance, morale and retention are more likely to be achieved by: 2.4.1 flexibility than formality; 2.4.2 line managers emphasising visibility and approachability all year round

than formal appraisal once a year; 2.4.3 offering employees an annual “review” than requiring them to undergo a

compulsory annual “appraisal” (though job descriptions should be reviewed annually);

2.4.4 (in the absence of a formal “performance related pay” scheme) objectives being “agreed” not “set” and their attainment being discussed but not scored or linked to pay.

2.5 There is a risk that reviewing the pay grades may increase payroll costs in future years above the level that would otherwise be incurred. However, there is a risk that not reviewing the Appraisals Procedure and pay grades may: 2.5.1 lead to lower staff morale and performance 2.5.2 greater turnover of staff (with associated recruitment costs including the

risk of having to offer higher pay to attract recruits) 2.5.3 expose the Council to Employment Tribunal claims.

3. Issues for decision and any recommendations

3.1 Whether to appoint two committee members to undertake a limited appraisal of the Town Clerk and, if so, which two. (RECOMMENDATION: Appoint two members of the committee’s choosing)

3.2 Whether to undertake a review of the Appraisals Procedure (RECOMMENDATION: Instruct the Town Clerk to prepare a revised draft procedure reflecting the broad approach set out in paragraph 2.4 above for consideration at the next meeting)

3.3 Whether to undertake a review of pay grades for all council staff (other than the Town Clerk) and, if so, how (RECOMMENDATION: Instruct the Town Clerk to prepare a revised draft scheme of pay grades for consideration at the next meeting)

For further information, contact: Chris Wilkins, Town Clerk Direct Dial: 01425 484720 Email: [email protected]


POLICY & FINANCE COMMITTEE 20th September 2017 Management of risk and health and safety obligations


1.1 The council is required to assess the risks it faces and take appropriate steps to manage them every year and arrangements need to be made for the present financial year; and

1.2 The council has statutory duties under health and safety legislation and an initial appraisal by the Town Clerk suggests that current arrangements to discharge these are hampered by a lack of clearly assigned responsibilities, a lack of staff with suitable qualifications and experience and inconsistent (or incomplete) application of control measures and record-keeping.


2.1 The duty described in paragraph 1.1 above derives from the current Audit and Accountability Regulations and is covered by section 5 of the “annual governance statement” which members approve as part of the Annual Return. It is explained in greater detail in the publication known as “Governance & Accountability” which is published to local councils by NALC (the current edition is available from the Town Clerk). At the last meeting it was noted (Min. ref. F/5348) that no review had been undertaken since September 2014 and that this should be done annually.

2.2 Much useful general information about health and safety obligations is available from the Health & Safety Executive website http://www.hse.gov.uk/ . (The downloadable publication entitled “Health and safety made simple – The basics for your business” is a particularly good overview and explains why it is advisable for organisations facing complex risks to seek external advice to ensure compliance.)

2.3 The risks facing the council include risks relating to health and safety obligations and risks of other kinds. If external help to manage health and safety risks is sought that would include an expert assessment of those risks, recommendations on how they should be managed and tools to facilitate this. The council would need to make other (internal) arrangements to assess and manage other risks and it clearly makes sense to consider these issues together to avoid unnecessary overlap (with duplication of expenditure of resources).

2.4 Buying in external advice and support would involve cost but this can be met wholly or mainly from the current budget for professional and consultancy fees and would be subject to normal competitive procurement procedures. There is a risk of relevant budgets being exceeded in the present year. However, there is a risk that not obtaining that advice and support as soon as practicable could expose council staff and members as well as members of the public to physical harm and the council to significant financial loss (through compensation claims and/or fines that would have to be met from reserves) or reputational damage.

2.5 If the committee approves the engagement of external advisors, it would seem sensible to await their risk assessment before having the Town Clerk prepare a register of other risks so that this committee can then review both documents together and thus secure comprehensive assurance that all key risks are being managed competently and effectively.


3.1 Whether to undertake the procurement of external health and safety advice and support. (RECOMMENDATION: Direct the Town Clerk to take all necessary steps by way of competitive procurement so that the committee can identify and recommend a preferred supplier at its next meeting.)

http://www.hse.gov.uk/

3.2 How to undertake the assessment and management of other risks (RECOMMENDATION: Direct the Town Clerk to compile a register of other risks for review by the committee at its meeting in January 2018)



POLICY & FINANCE COMMITTEE 20th September 2017 Firework Display and Bonfire at Carvers


1.1 Council members have expressed a strong desire to reach an accommodation with the Ringwood Events Committee (REC) to enable a fireworks display and bonfire event to be held on Carvers Recreation Ground on Sunday 5th November

1.2 REC has kindly undertaken advance planning for the event and member decisions are needed to enable it to proceed.


2.1 Whenever land managed by the council is used for an event or other council resources are applied towards or potentially put at risk by an event, there should be clarity about management responsibilities and financial oversight to ensure that risks are managed and both transparency and accountability concerning public funds are maintained.

2.2 It is proposed that the firework display and bonfire event should be a Ringwood Town Council event (i.e. ultimate responsibility for its management and the financial risks associated with it will rest with RTC) but that to avoid excessive calls on staff time, REC will do the bulk of the administration required including deciding the details of the event (such as whether and what fairground-type rides and other attractions and/or commercial concessions will form part of it). It is further proposed that if, as hoped, the event generates a financial surplus then although this will belong to RTC steps should be taken to ensure that it is set aside to support other events and not simply absorbed into the general reserve.

2.3 The proposal inevitably carries the risk that if the event generates a financial loss, this would be borne by council funds. To mitigate that risk and the other risks associated with the event, the arrangements will be closely over-seen by the members of REC who are also town councillors who will liaise closely with the Town Clerk and the chairman of the this committee.

2.4 At this late stage, no alternative means of facilitating this event exist so the only options are approving the proposal or cancelling the event.


3.1 Whether (in exercise of the power conferred by the Local Government Act 1972, section 145) to approve the proposal that: 3.1.1 a public fireworks display and bonfire at Carvers Recreation Ground

be held as a Town Council event on 5th November with the administration and detailed event-planning being undertaken on behalf of the council by Ringwood Events Committee; and

3.1.2 any financial surplus arising from the event be set aside in some suitable manner (to be advised by the council’s Responsible Financial Officer) to support other future public events in Ringwood.



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REPORT TO POLICY & FINANCE COMMITTEE 20 SEPTEMBER 2017 LOCAL GOVERNMENT PENSION SCHEME – EMPLOYER DISCRETIONS POLICY 1. Members will recall that the Council’s Employer Discretions Policy was considered and

updated by this Committee at its meeting on 17 May 2017 (F/5444 refers), and was subsequently adopted by Full Council on 31 May 2017 (C/6003 refers).

2. Despite taking advice from Hampshire County Council, which administers the Local Government Pension Scheme (LGPS) locally, and using a template provided by that authority, we have now been informed that a compulsory discretion is missing from the Town Council’s Policy.

3. The missing discretion is as follows:

Post - 31 March 2008 / pre - 1 April 2014 leavers early payment of pension - Regulation B30 (2) (5).B30A.(3).(5) Whether to allow the early payment of pension to deferred members who left the scheme post 31 March 2008/Pre 1 April 2014 An employer can allow the early payment of deferred benefits to those with pre 2014 benefits between ages 55 and 59. They may also allow early payment of pensions to former employees who were in receipt of a tier 3 ill health pension which has since been suspended. In such cases, pension benefits will be reduced in accordance with actuarial tables unless the employer waives the reduction on compassionate grounds or a member has protected rights.

The following examples of what the Council’s policy might say are provided by Hampshire County Council:

Employer Policy Decision i) Early payment of deferred benefits, including suspended tier three ill health

pensions, will not be considered. OR ii) Deferred benefits, including suspended tier three ill health pensions, will be paid

early provided it is in the Council’s interests to do so, and having regard to the Pension Fund charge for paying benefits early being affordable in each case.

OR iii) Your own choice of wording.

4. Other policies adopted by the Council have been agreed in order to give the Council maximum flexibility in dealing with any discretions, and it has been further agreed that no decision will be taken without a written report being considered first by this Committee.

5. It is therefore RECOMMENDED that Policy (ii) above be adopted and the Council’s LGPS Employer Discretions Policy be updated accordingly.

For further information, please contact: Mrs Jo Hurd, Deputy Town Clerk Tel: 01425 484721 or Email: [email protected]


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EXTRACT FROM THE MINUTES OF THE MEETING OF THE RECREATION, LEISURE & OPEN SPACES COMMITTEE Held on Wednesday 6th September 2017 at 7.00pm OS/5704 MARKET PLACE WORKING PARTY Members considered the notes of the Market Place Improvement Working Party meeting on 31st July 2017 (Annex B). The Town Clerk requested some clarification as to a way forward, as there was no funding for the proposed improvements to the Market Place and it was important to give direction to the Working Party. He had made the assumption that the project had to be worked through in order to seek funding, but was unsure whether work on the project could continue without the topographical survey, which would cost around £700. It had been suggested that the surveyors who worked on the churchyard be instructed, as some of the preliminary work would already have been done and this would be reflected in the cost. There was some scepticism as to whether a survey was required, but there had been advice to the contrary. Designs and costings had been determined, but whether the project could be progressed any further without the funding in place was questioned. It was suggested that some of the works could be done in conjunction with Hampshire Highways works, for example, moving the Christmas tree socket and formalising parking, however this may not now be an option with the engagement of new contractors and new working practices. Cllr Heron commented that developers’ contributions could not be used for maintenance or replacement, however the survey was needed for enhancements to the Market Place and he would work with the District Council to establish if these funds could be used for the purpose of commissioning the topographical survey. Highways England was looking for possible projects to combine with the scheme to widen the A31, however there were no guarantees that this would be included and it would not happen before 2020. Cllr Heron confirmed that there is no budget provision for this work, but if this project is considered a priority then it can be put forward as a bid to be incorporated into the 2018/19 budget. He also suggested that sponsorship and memorial plaques could be considered alongside other means of funding. Members agreed that the project be pursued as far as possible by the Working Party, so that the full proposals and costings are available. This will put the Council in a better position when seeking sources of funding. A recommendation was made that the topographical study be funded by the Council. RESOLVED: That the notes of the Market Place Working Party meeting on 31st July 2017

be received and the actions arising be approved. RECOMMENDED: That , in exercise of the powers conferred by the Parish Councils Act

1957, section 1 and the Local Government Act 1972, section 145, the Policy and Finance Committee approve the use of funds for a topographical survey,

at a cost of around £700, from reserves, in order to progress the Market Place improvements project. ACTION C Wilkins

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POLICY & FINANCE 20th September 2017 Budgetary implications of managerial re-organisation at The Place


1.1 At its meeting on 5th September 2017, the Recreation, Leisure and Open Spaces Committee recommended that the budgetary implications of proposed changes to the staffing and management of The Place (which changes were approved by that committee in confidential session and await ratification by the full council) be considered by this committee.

1.2 Although the changes in question were properly considered only after exclusion of the press and public (because they affect the employment status and rights of identifiable members of staff), the budgetary implications can and therefore should be considered in public provided what is discussed is the overall net effect on the relevant council budget(s) and not the remuneration of existing members of staff.


2.1 At the direction of the relevant Working Party, the Town Clerk prepared draft job descriptions and person specifications for the two new permanent roles proposed by members. These included suggested salary scales for the roles. The council’s Responsible Financial Officer then calculated the effect on the payroll costs relating to The Place on realistic assumptions about the timing of recruitment to those roles and the starting points on the scales at which the appointments would be made. That effect (which was reported to Working Party members) turned out to be a predicted over-spend of £6,000 on that budget in the current year, which would have to be met from reserves.

2.2 It was further explained to Working Party members that budgets for future years will have to be calculated to take account of the new payroll costs, exerting an upward pressure on the precept. Those financial risks could be mitigated by re-defining (i.e. reducing) the respective roles and responsibilities so that lower salary scales would be more appropriate, or by reducing the hours, or by taking care to offer the successful candidates starting pay at the bottom point in each scale (or some combination of the three). However, such measures would tend to prejudice the likely attainment of the objectives for which the re-organisation is being undertaken. Whilst the changes are intended to lead (amongst other things) to increased income from sales and bookings, that effect is unlikely to be significant in the current financial year.


3.1 No decision is needed (members may choose simply to note the financial implications and risks) but members may resolve to modify the proposals or give appropriate directions or guidance to staff in connection with the planned recruitment if desired.



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