€¦ · web view2021. 2. 8. · 11.6should it occur that the council, or duly delegated...

BRADLEY STOKE TOWN COUNCIL


Finance Committee

Minutes of the Meeting of the Finance Committee of Bradley Stoke Town Council held via the Zoom video-conferencing platform on 16 December 2020 at 7.00pm.

PRESENT:Councillors:Tom Aditya (subbing for Councillor Terri Cullen)

John Ashe

Fabrizio Fazzino

Tony Griffiths

Michael Hill

Brian Hopkinson (non-committee member)

Franklin Owusu-Antwi

Ben Randles (Chair)

Ed Rose

Officers:Sharon Petela (Town Clerk)

Rachel Pullen (RFO/Finance Manager)

1Submissions from the Public

None

2Apologies for absence

Apologies were received from Councillor Terri Cullen.

3Declarations by Members

None

4Announcements by the Chair

The Chair of Finance Committee, Councillor Ben Randles wished everyone a Happy Christmas and hoped that 2021 will prove to be a much better year than 2020.

5Minutes of Previous Meeting

Minutes of the Finance Committee held on 21st October 2020 were proposed for acceptance by Councillor John Ashe, seconded by Councillor Franklin Owusu-Antwi. A vote was taken, 7 in favour, 1 abstention, proposal carried. The minutes were then signed by the Chair as a correct record.

6 Matters arising from the minutes of the meeting held on 21st October 2020

6.1Review of Standing Orders and Financial Regulations linked to contracts and tenders

Existing Financial Regulations linked to contracts and tenders

11.CONTRACTS

Procedures as to contracts are laid down as follows:

11.1Every contract shall comply with these financial regulations, and no exceptions shall be made otherwise than in an emergency provided that this regulation shall not apply to contracts which relate to items a) to f) below:

a)for the supply of gas, electricity, water, sewerage and telephone services;

b)for specialist services such as are provided by solicitors, accountants, surveyors and planning consultants;

c)for work to be executed or goods or materials to be supplied which consist of repairs to or parts for existing machinery or equipment or plant;

d)for work to be executed or goods or materials to be supplied which constitute an extension of an existing contract by the Council;

e) for additional audit work of the external Auditor up to an estimated value of £250 (in excess of this

sum the Clerk shall act after consultation with the Chairman and Chair of the relevant Committee);

f)for goods or materials proposed to be purchased which are proprietary articles and/or are only sold at a fixed price.

11.2Where it is intended to enter into a contract with an estimated value in excess of £50,000 for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in Regulation 11.1, subject to Council approval, the Clerk shall obtain the necessary technical assistance to prepare a specification in appropriate cases.

a) The Clerk shall then invite tenders from at least three providers to be taken from an appropriate approved list which may also include firms registered with Construction Line or some other similarly professionally recognised body. The invitation shall in addition state that tenders must be addressed to the Clerk in the ordinary course of post.

b)Contracts in excess of £50,000 shall be procured, as a minimum, on the basis of a formal tender as summarised in 1 to 6 below.

1. a specification for the goods, materials, services or the execution of works shall be drawn up;

2. an invitation to tender shall be drawn up to confirm (i) the council’s specification (ii) the time, date

and address for the submission of tenders (iii) the date of the council’s written response to the tender and (iv) the prohibition on prospective contractors contacting councillors or staff to encourage or support their tender outside the prescribed process;

3. the invitation to tender shall be advertised in a local newspaper and in any other manner that is

appropriate;

4. tenders are to be submitted in writing in a sealed marked envelope addressed to the Proper Officer;

5. tenders shall be opened by the Proper Officer in the presence of at least one councillor after the

deadline for submission of tenders has passed;

6. tenders are to be reported to and considered by the appropriate meeting of the council or a committee

or sub-committee with delegated responsibility.

b) If less than three tenders are received for contracts above £50,000 or if all the tenders are identical the

council may make such arrangements as it thinks fit for procuring the goods or materials or executing the

works.

d) Any invitation to tender issued under this regulation shall refer to the terms of the Bribery Act 2010.

11.3Where it is intended to enter into a contract exceeding £10,000 but below £50,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph 11.1 The Clerk shall invite quotes from at least three firms to be taken from an appropriate list.

a) Such invitation to quote shall state the general nature of the intended contract and the Clerk may

obtain the necessary technical assistance to prepare a specification in appropriate cases. The invitation shall in addition state that quotes must be addressed to the Clerk in the ordinary course of post.

b) If less than three quotes are received for contracts above £10,000 or if all the tenders are identical the

Council may make such arrangements as it thinks fit for procuring the goods or materials or executing

the works.

c) Any invitation to quote issued under this regulation shall refer to the terms of the Bribery Act 2010.

11.4When it is to enter into a contract less than £10,000 in value for the supply of goods or materials or for the execution of works or specialist services other than such goods, materials, works or specialist services as are excepted as set out in paragraph (11.1), The Clerk shall obtain 3 quotations (priced descriptions and term, if appropriate, of the proposed supply)

11.5 When the contract value is below £1,000 and above £500 the RFO/Clerk shall strive to obtain 3 estimates. Otherwise, Regulation 10 (3) above shall apply.

11.6Should it occur that the council, or duly delegated committee, does not accept any tender, quote or estimate, the work is not allocated and the council requires further pricing, provided that the specification does not change, no person shall be permitted to submit a later tender, estimate or quote who was present when the original decision making process was being undertaken.

11.7When applications are made to waive financial regulations relating to contracts to enable a price to be negotiated without competition the reason shall be embodied in a recommendation to the council.

11.8 The council shall not be obliged to accept the lowest or any tender, quote or estimate, however, substantive minutes will be provided detailing the reasoning for any council decision accepting a higher quote which may include specialist quotes which are not on a like for like basis.

11.9 The European Union Procurement Directive shall apply and the terms of the Public Contracts Regulations 2015, including Regulation 110, articles 109-114 in respect of the use of the Contract Finder website and other light touch rules, and the Utilities Contracts Regulations 2015 and any subsequent amendment including thresholds shall be followed.

Existing Standing Orders linked to contracts and tenders

78.Financial Matters

The Council shall consider and approve Financial Regulations drawn up by the Responsible Financial Officer.

1. Such Regulations shall include detailed arrangements for the following:

the accounting records and systems of internal control;

the assessment and management of risks faced by the Council;

the work of the Internal Auditor and the receipt of regular reports from the Internal Auditor which shall be required at least annually;

the financial reporting requirements of members and local electors and procurement policies including the setting of values for different procedures (subject to 2 & 3 below)

2.Any proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £50,000 shall be procured on the basis of a formal tender as summarised below.

2.1a public notice of intention to place a contract to be placed in a local newspaper;

2.2a specification of the goods, materials, services and the execution of works to be drawn up;

2.3tenders are to be sent, in a sealed marked envelope, to the Clerk by a stated date and time;

2.4tenders submitted are to be opened, after the stated closing date and time, by the Clerk and at least

one member of the Council;

2.5tenders are then to be assessed and reported to the appropriate meeting of Council or Committee.

3.Any proposed contract for the supply of goods, materials, services and the execution of works with an estimated value in excess of £10,000 shall be procured on the basis of a formal quote as summarised in below.

3.1a general specification of the goods, materials, services and the execution of works to be drawn up;

3.2quotes shall be invited from at least 3 approved suppliers

3.2quotes are to be sent to the Clerk by a stated date and time;

3.3quotes submitted are to be opened, by the Clerk

3.4quotes are then to be assessed and reported to the appropriate meeting of Council or Committee.

4.The Council or a committee is not bound to accept the lowest tender, estimate or quote, however, substantive minutes will be provided detailing the reasoning for any council decision accepting a higher quote which may include specialist quotes which are not on a like for like basis.

5.Any tender notice shall contain a reference to the Standing Orders 60 & 62 regarding improper activity.

6.The Financial Regulations of the Council shall be subject to regular review

7.The European Union Procurement Directive shall apply and the terms of the Public Contracts Regulations 2015, including Regulation 110, articles 109-114 in respect of the use of the Contract Finder website and other light touch rules, and the Utilities Contracts Regulations 2015 and any subsequent amendment including thresholds shall be followed.

Councillors commented that all tenders and quotes should be opened in front of councillors to ensure that the council get good value for money as it is public money. The Town Clerk explained that this requirement is already included in Financial Regulations and Standing Orders for quotes and tenders over £50,000 and it would be sensible to add it in to quotes and tenders over £10,000.

Following discussion, Councillor Tony Griffiths proposed that Financial Regulation 11.3 be amended to include the following sentence:

Tenders/quotes shall be opened by the Proper Officer in the presence of at least one councillor after the deadline for submission of tenders/quotes has passed;

Seconded by Councillor Ed Rose, carried unanimously.

Councillors commented that, in the past, some annual contracts have been paid up front for the entire year and, if the company had subsequently gone bankrupt or similar, the money would be lost. This is particularly relevant in view of the current financial climate/pandemic. The Town Council has a duty to protect public money and ensure that everything is open, fair and transparent. It was felt that wording needs to be added to Financial Regulations to ensure that this does not happen in the future.

Following discussion, Councillor Ben Randles proposed that the following sentence be added to Financial Regulation 11:

All contracts awarded will not be paid up front annually, unless a case is presented to Full Council/Finance Committee for approval.

Seconded by Councillor Michael Hill, carried unanimously.

7Matters within scope of Finance Committee

None

8Financial Matters

8.1Cleaning Contract Reduced cost – update to be noted

Rachel Pullen, RFO informed the meeting that, our current cleaning contract is with Monelle’s Cleaning and was agreed in November 2019 for the period 1st December 2019 – 30th November 2022. The agreed contract applied a fixed price for the first two years and then an increase applied in the final year as detailed below.

Site

Year 1 & 2

Year 3

Office

£3,500.04

£3,641.78

The Jubilee Centre & Changing Rooms

£8,846.84

£9,205.10

Brook Way Activity Centre

£7,800.00

£8,300.00

Baileys Court Activity Centre

£9,099.48

£9,599.48

Totals

£29,246.36

£30,746.36

Difference

£1,500.00

In view of the current situation the cleaning company recently contacted the Deputy Town Clerk with the following statement:

We will continue to put in place the extra deep cleans to improve the standards which have already started to take place, we will continue to offer free carpet cleaning as we did back in the summer to the required areas, and even more so continue to offer free wet fogging to all eventual areas which by the time we have finished in every area the cost of this would have risen to well over £2000.

Finally, as you know we are just over a year into a 3 year contract, for the first two years the price is frozen but as from November 2021 the price rises by around £1,500 for the year. As a good will gesture and to ease any financial pressure in the future I have decided to also freeze the pricing for the third year of the contract, therefore the price you are paying will not be going up for the whole duration of the three year contract meaning you can carry on and budget accordingly for the foreseeable future.

I hope this helps in reviewing the cleaning contract knowing that there will be no increase until at least November 2022.

The reduction has been accounted for within the 2nd Budget draft.

Councillors noted the update.

8.2Amended Cost for Jubilee Centre Hardcourt Repairs – update to be noted

The Town Clerk informed the meeting that, following on from the Full Council meeting on 18th November 2020 where it was agreed for the work to be done to clean/resurface and reline the hardcourts at the Jubilee Centre, with the quotation from GB Sports and Leisure being accepted, it was subsequently noticed that the netball lines (for whatever reason) were not included in this quotation. GB Sports and Leisure have confirmed that the additional costing for the marking of the netball lines is an extra £457 to complete the works needed.

An email was sent to all councillors by the Activity Centres Manager on 24th November 2020 explaining about this oversight, with a follow-up email sent to all councillors by the Town Clerk on 4th December 2020. No adverse comments were received from any councillors, so the order has now been placed. The total cost of the work (with the netball lines included) is £9,359.88 which is still the cheapest of the three quotes originally received.

Councillors noted the update.

8.32020/2021 Income & Expenditure Budget Report

Rachel Pullen, RFO/Finance Manager presented the following report:

FINANCIAL SUMMARY AS AT 30/11/20

INCOME

Overall, income has achieved £877,010.12 (98.13%) excluding the Mayor’s Charity which has raised £3,813.25 to date which excludes an annual donation from the Bowls Club to the Mayor’s Charity which this year amounted to £30 and which they kindly paid despite not being able to play this season.

This total income compares with £917,096 (96.05%), for the same period last year and the £40,085.88 income drop, is due to the fall in hire income due as a result of site closures and restrictions. The full breakdown is shown below.

The Centres have achieved the following income levels:

2020/21

20219/20

Activity Centre

Income (£)

Annual Budget (£)

%

Income (£)

Annual Budget (£)

%

Jubilee Centre

12,147.88

22,000.00

55.22

37,006.00

56,000.00

66.08

Brook Way

6,185.54

6,000.00

103.09

17,786.00

16,000.00

111.16

Baileys Court

26,666.25

25,000.00

106.67

47,308.00

62,000.00

76.30

Totals

£44,999.67

£53,000.00

84.91%

£102,100.00

£134,000.00

76.19%

Overall, £44,999.67 (84.91%) of the annual income budget has been achieved across the centres which is a huge income drop when compared to £102,100 (76.19 %) achieved for the same period last year. This is the first drop in hire income since 2015/16 when compared to a previous year. Income had been steadily increasing year upon year since 1st April 2015.

It should also be noted the percentage performance against budget figures for the sites are above expected levels for this time of year, assuming a 66.66% level for the 8 month period. This is due to the budgets being slashed by Council in June 2020 due to the impact of Covid19 closures and the expectation of minimal income being achieved over the next quarter.

INCOME SUMMARY

Income is on target to achieve the current annual budgets and the current position will be further enhanced later in the financial year when the fixed rate bonds mature the annual interest from the Active Saver Barclays Account has been received and processed.

In addition, the office has managed to secure rebates against the business rates for our 3 Activity Centres which have been issued as Local Restriction Grant Aid payments from South Gloucestershire Council.

The grants for The Jubilee Centre and Baileys Court Activity Centre amount to £4,000 in total and have not been included within the current Income Against Budget/Expenditure schedule as the actual amounts had not been confirmed by 30th November 2020. An additional £1,334, however, had already been received and processed for Brook Way and is included within the figures. The grant budget (N/C 4002) will therefore be increased from £7,584 to £11,584 to cover these additional payments. More funding is likely from SGC if the area remains in Tier 3.

No further budget changes are envisaged at this time although the hire charge income may be increased over the next few months depending upon future developments and performance. The situation will be monitored.

EXPENDITURE

2020/21

20219/20

Sector

Expenditure (£)

Annual Budget (£)

%

Expenditure (£)

Annual Budget (£)

%

Total Office & Non Activity Centres

453,671.33

782,999.26

57.94

499,367.87

794,462.29

62.85

Including Salaries (Employer Costs)

277,448.27

445,750.00

62.24

302,006.35

448,800.00

67.29

Including Youth Provision *

82,117.06

9,738.74

11.86

12,970.56

79,847.70

16.24

*Note: Youth provision expenditure excludes the salary costs of The Youth Development and Participation Worker which is included within the main salary figures and may be part funded with Positive Activities grant funding. Any unspent external youth grant funding at year end will be rolled into the next years’ budget whilst all other unspent youth budgets will be added to the year-end surplus for re-allocation by council.

See Separate Youth Annex at Appendix A

Jubilee Centre

45,744.53

90,212.00

50.71

55,041.63

98,706.67

55.76

Brook Way

23,803.29

45,699.00

52.09

25,524.83

43,189.50

59.09

Baileys Court

58,677.60

93,408.00

62.82

56,389.30

95,440.70

59.08

New Assets

4,695.08

17,150.00

27.38

9,110.55

19,200.00

47.45

Planned Assets

- 440.00

0.00

0

47,968.08

47,968.08

100.00

Totals

£586,151.83

£1,029,468.26

56.94%

£693,402.26

£1,098,967.24

63.10%

The above figures include a few budget changes for 2020/21 which were shown in blue on the circulated Income and Expenditure Schedule and require Council approval as detailed below:

Nominal Code

Description

Current Budget

New Budget

Details

5043

Office Cleaning

4,330.00

4,000.00

Reduced based upon performance and allowing £400 for additional deep cleans etc if required.

6043

JC Cleaning

9,527.00

9,330.00


7043

BW Cleaning

8,300.00

8,100.00


8033

BC - Water

2,100.00

2,600.00

Increase based upon current performance.

8043

BC Cleaning

9,600.00

9,400.00


Totals

£33,857.00

£ 33,430.00

EXPENDITURE SUMMARY

Expenditure is in a strong position for the period with expenditures across all sectors, being well below annual budget levels when assuming that 66.66% would be utilised for the period to the end of November 2020. This shows a strong performance, especially as the budgets had been drastically reduced over the previous 6 months.

Based upon the current performance, the estimated 2020/21 year-end surplus has increased which has helped to fund the 2021/22 budget which has now moved out of a deficit position within the Forward Plan as detailed within the 2nd Draft Budget, which assumes that all current 2020/21 budgets are fulfilled/utilised. As current indications suggest a budget underspend over the next quarter, the 2020/21 year end surplus will almost certainly exceed the current projection of £59.5K.

This position substantiates the decision made at November Council to approve the extension of Brook Way for the additional storage, utilising additional year end surpluses as the main aim rather than looking at loans which is the secondary option.

It should, however, be noted the current position may change during the remainder of the financial year and obviously cannot be confirmed until pre-audit figures have been completed in May/June 2021.

Following discussion, Councillor Ben Randles proposed amendments to the five nominal codes as detailed above, seconded by Councillor Ed Rose. A vote was taken, 6 in favour, 1 against, 1 abstention, proposal carried.

8.42021/2022 2nd Budget Draft


At the November meeting, Council agreed Option 2 for the 1st Budget draft which maintained the current 2020/21 hire charge income budgets for 2021/22. This draft was also based upon projected tax base figures from South Gloucestershire Council which councillors had prudently reduced in June 2020 to encompass the impact of Covid19 on the workforce within Bradley Stoke. The projections had been reduced by 10% for 2021/22 and by 5% thereafter over the 4 year period.

TAX BASE

South Glos. Council (SGC) has now confirmed the figures for the 2021/22 tax base, together with estimated projections until 2024/25. The figures provided are more than those applied within the 1st Budget Draft, as detailed below, and the changes have had a very positive impact upon the current Forward Plan. which is also shown below.

Financial Year

Original Tax Base Projection Provided by SGC - Dec 2019

BSTC Tax Base Reduction Agreed June 2020

(5 – 10%)

New Confirmed Tax Base Provided by SGC - Dec 2020

Impact Upon Total Precept Income Based Upon 1st Budget Draft Which Assumed a 0.5% Increase p/a

2021/22

7116

6400

6941

£63,578.32

2022/23

7223

6850

7048

£23,385.78

2023/24

7331

6950

7190

£28,488.00

2024/25

Not Supplied

6950

7334

£45,811.20

Total Increase Over 4 Years

£161,263.30

The current figures have increased the income within the Forward Plan by over £161K in respect of the 4 year period which has almost covered the deficit position as at 2024/25 as per the 1st Budget draft with an annual precept of 0.5% applied over the term.

2021/22 BUDGET CHANGES

Following November Council, the 2nd 2021/22 budget draft and Forward Plan is attached which highlights the approved budget changes in pink. The cleaning budgets for all sites have also been slightly reduced following the supplier’s offer to freeze the current charges instead of implementing the agreed increase for the 3rd and final year of the contract in November 2021. These changes are highlighted in blue.

No other budget changes have been identified at this stage pending the approval of new contracts and confirmation of the final 2020/21 year-end surplus position, after which, council may wish to make changes. The youth budget for 2021/22 remains the same as the 1st Budget Draft and the breakdown presented at the November council meeting is therefore still valid.

Councillor Tom Aditya appeared to leave the meeting at this point

PRECEPT CONSIDERATIONS

There are a few large capital expenditures that Council has either approved or deferred, which need to be taken into account when considering the 2021/22 precept increase and these are summarised below:

1. BW Development

In November 2020, Council ring fenced £100K within the All Sites Refurbishment Budget (N/C 3012) for the storage development which Council hope will be funded from any additional year end surplus and/or from a Public Works Loan. The All Sites Refurbishment Budget currently holds £105K for the longer-term maintenance of all the council sites and will therefore need to be reimbursed at some point if used.

2. Baileys Court Play area

In July 2020, Council approved a maximum budget of £75K for the play area replacement from the Play Area Reserve (NC 3016) which currently holds £160K to cover all future play area replacements. Current quotes in the region of £90K are expected and the office has applied for grant aid up to £50k to help fund the project. Therefore, the best case scenario will need council funding of £30K if the full grant is secured, and worse case £90K, if the grant application is totally unsuccessful.

3. Solar Panels

In November 2020, Council deferred a decision on the installation of solar panels at each of the Activity Centres until after the 2020/21 year-end position is known. The current estimated cost is in the region of £75 - £80K and the Green Resources Reserve (N/C 3082) is £5K.

PRECEPT OPTIONS

Following receipt of the new tax base figures and based upon the current position within this 2nd draft budget, various precept options have been requested to provide a clear picture for Council when considering the 2021/22 budget.

It should be noted that although Town and Parish Councils are not officially capped when setting the precept, normally the Government has the power to impose a local referendum for increases that are deemed to be excessive. The general feedback is that this will not apply for the 2021/22 precept as a referendum cannot be implemented due to the Covid19 restrictions.

As a guide, the latest available CPI & RPI figures for the annual percentage change for all items in October 2020 are: CPI = 0.9% and RPI = 1.3%

The various precept options are detailed below and please also refer to the Forward Plan Summaries previously circulated.

Schedule References

Precept % Increase

Current Annual Precept Per Band D property

2021/22 Annual Precept Per Band D Property

Actual Annual Increase Per Band D Property

Precept based upon 6941 Band D Property

Projected Position @ 31st March 2022

Projected Position @ 31st March 2025

A

0%

£116.94

£116.94

£0.00

£811,680.54

£31,783.39

-£34,569.53

B

0.5%

£116.94

£117.53

£0.59

£815,775.73

£35,878.58

-£17,618.31

C

0.9%

£116.94

£117.99

£1.05

£818,968.59

£35,071.44

-£4,402.11

D

1%

£116.94

£118.11

£1.17

£819,801.51

£39,904.36

-£954.40

E

1.3%

£116.94

£118.46

£1.52

£822,230.86

£42,333.71

£9,101.41

F

1.5%

£116.94

£118.69

£1.75

£823,827.29

£43,930.14

£15,709.51

G

2%

£116.94

£119.28

£2.34

£827,922.48

£48,025.33

£32,660.73

H

3%

£116.94

£120.45

£3.51

£836,043.45

£56,146.30

£66,275.86

I

4%

£116.94

£121.62

£4.68

£844,164.42

£64,267.27

£99,890.99

J

5%

£116.94

£122.79

£5.85

£852,285.39

£72,388.24

£133,506.12

K

10%

£116.94

£128.63

£11.69

£892,820.83

£112,923.68

£301,294.46

Note: Council should bear in mind that a 0.5% precept increase has been applied for the remaining years (2022/23 – 2024/25) within the Forward Plan for the projected position @ 31st March 2025.

Councillor Tom Aditya rejoined the meeting at this point

ALLOCATION OF ADDITIONAL YEAR END SURPLUS

As advised within the Income/ Expenditure against Budget Report, the 2020/21 year the end surplus is expected to exceed the projection applied within the Forward Plan due to budget underspends. Any such additional surplus will be applied to the following budget sectors as a priority:

Nominal Code

Description

Details

3014

BW Development Reserve

November 2020 Council approved the initial ring fencing of £100K for a storage extension at Brook Way. The funding of this project will be funded from any additional year end surplus and/or a Public Works Loan. The All Sites Refurbishment Budget N/C3012 will be used as temporary funding source until the full position is known and a final decision is made.

3015

All Sites Refurbishment Reserve

The current reserve for 2021/22 is £105K and needs to be increased to a greater level over the next 5 years as recent estimates for works such as the BC roof replacement clearly showed the current level is insufficient for large refurbishments.

3016

Play Area Reserve (Excludes Skatepark)

Depending upon the success of the grant application for the Baileys Court Play Area replacement, this reserve may need to be restored.

3086

JC Hardcourt Repaint Surface Reserve

The current £8.5K budget will be used this year and the reserve will need to be restored to about £12K over the next 3 years

3089

Future Budget Funding Reserve

Any remaining funds will be added to this reserve as normal to support the Forward Plan or to be reallocated by council at a later date.

Note:

The final 2021/22 year-end position will not be known until May/June 2021 when audit figures are approved.

The Chair of Finance Committee explained that he had asked the RFO to work up some potential Precept increases up to 10% in light of all the forthcoming projects planned to ensure that councillors would have the necessary information available if they chose to fund the projects through Precept increases.

Discussion then took place on the youth work budget and staffing levels linked to the 2021/22 1st draft Youth Budget document (see Appendix B).

Following further discussion, Councillor John Ashe proposed that the following Precept options (Schedule References A (0%) through to G (2%) as detailed above) should be considered when setting the 2021/22 Precept at the Full Council meeting on 20th January 2021, seconded by Councillor Tony Griffiths. A vote was taken, 6 in favour, 1 against, 1 abstention, proposal carried.

8.52021/2022 Hire Charge Review


Below is shown a summary of the historic annual hire charge reviews.

Year

Room Hire

Sports Hire

Food Pitch

2009/10

Frozen

Frozen

Frozen

2010/11

Frozen

Frozen

Frozen

2011/12

Frozen

Frozen

Frozen

2012/13

Frozen & new Non BS Community hire charge introduced.

Frozen

Frozen

2013/14

Non BS Community 4% increase & all other levels 2% increase.

Frozen

2% increase

2014/15

Non BS Community 4% increase and all other levels 1.5% increase but all storage frozen.

Frozen

Frozen

2015/16

Frozen but projector hire introduced at £15 per session

Frozen

1.2%

2016/17

Room hire frozen accept Brook Way reduced and restructured, projector fee amended into ½ day sessions + Non BS Community rate increased by 1%

Frozen

Frozen

2017/18

Room hire increased by 0.9% except non -community rate increased by 1.5%. Storage + projector etc frozen

Bowls + grass training frozen. Netball + 6 aside + lights increased by 0.9%. Football increased by 1.5%+ changing rooms by 0.9%. Tennis increased from £3.00 to £3.50 clubs to £4.00 and £3.70 for block bookings.

Increased by 0.9%

2018/19

Room hire increased by 2.9% except non- community rate increased by 3.1%. Cedar room charge adjusted to reflect size of room. Storage + projector etc frozen. Introduce minimum hire to 1 hour and subsequent hire to minimum 30 minute blocks

Bowls + cricket frozen. Netball + 6 aside + lights frozen. Football + changing rooms frozen. Tennis increased from £3.00 to £3.50 clubs to £4.00 and £3.70 for block bookings.

Increased by 3.1% (Nov 17 CPI)

2019/20

Room hire increased by 2.2% being the October CPI annual % charge

Storage + projector etc frozen.

Increase Standard tennis court hire (non-commercial) charges by 2.2% being the October 2018 CPI and apply an increase for to Clubs for Tutors (including block and one-off bookings) by 3.3% being the October 2018 RPI annual % change figure

Freeze Bowls and grass training hire charges

Increase netball and 5/6 aside hire 2.2% being the October 2018 CPI annual % charge figure and freeze flood light charges

Increase football pitch hire charges by 2.2% being the October 2018 CPI annual charge figure but freeze changing room charges

Increase Netball pitch hire charges by 2.2 % being the October 2018 CPI annual charge but freeze changing room charges

Introduce an upfront non-refundable 10% holding charge for some hirers wishing to book rooms on a provisional basis for months to 1 year ahead. The charge will be non-refundable in the case of cancellations and this charge can be implemented at the discretion of the Booking and Finance Officers

Increased by 2.2% (Oct 18 CPI)

Year

Room Hire

Sports Hire

Food Pitch

2020/21

Room hire increased by 1.7%, excluding the floodlights & changing rooms were frozen.

1.7% increase across Netball, Tennis, 6-a-side football hirer. Freeze on changing rooms and floodlights.

2.1% increase on Tennis club hire & Tutor Bookings, including block bookers & one off sessions.

Introduced Pickleball in April, charged at the same rate as Tennis.

Increased by 1.7% rounded to nearest 5p

The schedule shows that hire charges have increased minimally over the last 12 years and the introduction of the Non-Bradley Stoke Community Rate in 2012/13, has worked very well and the NHS and educational hires have been major users this year which has helped support the income for Baileys Court Activity Centre especially during the lock down and restricted periods.

Room Hire Charges – See Schedules 1 + 2 (circulated)

A full review was carried out last year, and increases were based upon the RPI and CPI annual percentage change figures (see below).

20192019

July2.1July2.8

Aug1.7Aug2.6

Sept 1.7 – 2020/2021 Bowls/Cricket/Scouts increaseSept 2.4

Oct1.5Oct 2.1

20202020

July1.1July1.6

Aug 0.5 – 2021/2022 Bowls/Cricket/Scouts increaseAug0.5

Sept 0.7Sept 1.1

Oct0.9Oct 1.3

In line with last year, it will again be prudent to base any increase upon the CPI figures especially as the main Cricket, Bowls and Scouts leases have already had the August 2020 CPI (0.5%) applied for 2021/22. The October CPI level is 0.9% and Council can therefore consider either of these options which are detailed within schedules 2 & 2A.

Storage and Equipment Hire

Charges appear to be acceptable and in line with the last 4 years – no increase is recommended for 2021/22

Sports – See Schedule 3 + 4 (circulated)

Please refer to the sports schedules where the following increases have been applied:

Increase by 0.9% (October 2020 CPI)

1. Netball & 6- Aside hire (excluding flood lights which are frozen)

2. Football pitch hire (excluding changing rooms which are frozen)

3. Cricket pitch hire (excluding changing rooms which are frozen)

4. Tennis court hire (standard/non-commercial)

5. Pickleball court hire (excluding flood lights which are frozen)

Increase by 5% to increase separation between normal and business charges

1. Tennis court hire for clubs & private tutors (including block and one-off bookings).

Food Vans

The rates were increased by 1.7% (September CPI) last year and Council may consider applying the CPI again this year, in line with the lease hire increases for the Bowls, Cricket and Scouts, applying the August 2020 CPI of 0.5% or the latest CPI figure of 0.9%.

Based upon this, possible options are detailed below and charges have been rounded to the nearest 5p:

0% increase = £21.65 per night for hires of 1 - 4 days p/w & £16.40 per night for hires of 5 - 7 days p/w

0.5% increase = £21.75 (10p per night increase) and £16.50 (10p per night increase).

0.9% increase = £21.85 (20p per night increase) and £16.55 - (15p per night increase).

The daily storage fee for being on site at Baileys Court was agreed in 2016 at £5 per night – this could be frozen.

SUMMARY

The sites are not profit making facilities as historically council chose to offer subsidised facilities to the community although the loss is reduced by council’s decision some years ago to ‘opt to tax’ which allows for all of the vat on expenditure (less the vat on income) to be reclaimed. This also applies for new building and installation projects.

The financial position as at the 2019/20 year-end for the direct day to day running costs and income were:

Site2019.20 Audited 2019.20 Audited2019.20 Year End

Expenditure (Exc.IncomePosition

Salaries & planned

projects)

The Jubilee Centre£90,067.00£53,669.67-£36,397.33

Brook Way£44,899.00£21,272.92-£23,626.08

Baileys Court £93,008.00£62,082.77-£30, 925.23

The loss position of each site obviously will not be reversed by the new increase in the hire charges, however, this has not historically been council’s aim as the sites are partly funded by the Precept.

The hire charge increases are aimed at maintaining an income position with prices comparative to other local providers and to reduce the impact of some future inflationary pressures. These increases will also negate the need for later larger hikes as compound increases are more gradual. It is not possible to confirm the exact impact of these changes as bookings constantly vary but it is felt that the proposed changes will not adversely affect future bookings as in the past some have felt that the hire charges were on the high side which lead to periods of charge freezing.

It should be noted that surrounding areas have not increased their charges for next year at the time of this review.

Following discussion, Councillor Tony Griffiths proposed freezing all hire charges for 2021/22, seconded by Councillor Tom Aditya, carried unanimously.

8.6All Sites Gas and Electricity Review


Background

Our current gas and electricity contracts with British Gas are due to end on 31st October 2021 after a 3 year fixed rate term and although there is nearly a whole year remaining, the office has been advised from several sources that the utility costs across the board in the UK are expected to rise substantially next year.

Predictions of rises for next year, being possibly in excess of 22%, have been published and the general advice from utility brokers is to lock into new tariffs now which will be forward dated to start when current contracts end in order to avoid these predicted large hikes.

The main reason for the increase is that since the COVID-19 pandemic, the utility providers are becoming more aggressive as both the suppliers and the National Grid need to recuperate losses they have incurred due to the drop in National Energy demand. This huge drop in demand forced the companies to sell back their unused reserves at large losses as there is insufficient storage capacity in the UK. This loss, in addition to the lost customer usage, has been a double blow for the suppliers. Following the second lock down, brokers are seeing suppliers pricing curves increasing all the way out to summer 2023 and the price increases are expected to accelerate in January and through next year.

Another factor expected to increase the cost is the predicted re-opening of the economy next year which may produce a huge spike in demand as offices etc return to more normal working after having either been closed or working on reduced hours. The general feeling from brokers is that this surge in demand will further hasten the price increase.

Following this advice, the office contacted several brokers to see whether Council would be in a position to lock into new contracts for November 2021 onwards after the existing contracts end on 31st October 2021. This followed an exercise over the previous 6 years where the office aligned all the gas and electricity contracts to ensure they all finish on the same day, being 31st October 2021 to allow Council to then approach the market as a bulk buyer in order to negotiate preferential rates.

Quotes/Comparative Prices

Please refer to the Quote Comparison report circulated

Several brokers were contacted and three have responded within the timeline given and were able to get quotes or comparative prices for contracts starting on 1st November 2021. A breakdown of the quotes and comparative prices which applied the same usage volumes per site, is attached overleaf and a summary from each broker is also detailed below.

Utility Alliance Ltd

Set up in 2015 by a board of directors with more than 30 years’ experience behind them in the energy sector, they are now a top 5 UK energy consultancy with 400+ employees supporting over 9,000 customers and they have excellent customer reviews online.

They approached several providers in November 2020 and came back with prices from British Gas and Total Gas & Power and summarised the pros and cons of each as detailed below. Although the Total Gas and Power price overall cost was less than the British Gas quote, they recommended the British Gas Contract for the following reasons:

Total Gas & Power (TGP) - £23,712.99 p/a for a 3 year contract as at November 2020

· The prices look cheaper at face value but they are open to change throughout your supply period meaning they reserve the right to change your tariff rates with 30 days’ notice. This is hidden within the Terms and conditions of the contract.

· TGP have take or pay clauses (volume tolerance levels) meaning if you fall outside a maximum or minimum consumption threshold you will be reconciled against this on higher tariff charges.

· They are not including the Targeted Charging Review (TCR) legislation that will becoming effective as of April 2021 and will increase the cost of 1/2hrly metered facilities and The Jubilee Centre costs will therefore increase.

· The TGP prices provided are those available on the day and may change during the interim before Council choose to accept the contract as prices are agreed on the day.

British Gas (BG): £25,470 p/a for a 3 Year contract as at December 2020

· The tariff is fully fixed and guaranteed with no hidden extra charges for the 36 month term.

· The prices quoted will be held open until Monday 21st December 2020 to allow Council time to discuss the matter and base a decision on prices quoted.

· BG fully fix and guarantee their tariffs for the full supply period meaning they will never change, they have removed the volume tolerance clause so no matter how much or how little energy is used, customers will only pay for the actual volumes used will not be exposed to aggressive terms and conditions.

· BG has already priced in the Targeted Charging Review uplift within the quote.

Recommendation from Utility Alliance

Although several supplier offers come in cheaper at 'face value' they have hidden clauses in their terms and conditions where they can change their tariff prices during the fixed rate contract period meaning they are open to change. Therefore, to safeguard council’s future energy budgets, the British Gas quote is fixed and not open to change which will provide budget stability from 01/11/2021 to 31/10/2024. The quotes are being kept open until 21/12/20 and include all costs including data collection and aggregator charges which some other providers charge separately.

Our recommendation is to lock into the new British Gas 3 year tariff now to avoid further volatility and guarantee the cost of your business energy costs before market prices increase.

Great Annual Savings Group Ltd

They were initially formed in 2012 to provide business cost saving services to companies in the North East of England, the business has now grown from a regional enterprise to a national provider. They took over the customer base from Utility Wise, our original broker in 2018, who went into administration the same year and they have since received good customer ratings online.

They came back with various term options from Total Gas & Power and the office asked them to approach British Gas as well. Initially, British Gas would not provide a quote for November 2021, however, one was provided in November 2020 and the Total Gas and Power quotes were updated to December 2020

All of the rates given were live from the market and prices cannot be confirmed until the contract is actually placed in the market on the day.

The current price comparative costings (which are liable to change as the prices are not fixed until application) are detailed below:

British Gas

£27,865.51 p/a for a 3 year contract – price correct as at November 2020

Total Gas & Power

£22,079 p/a for a 1 year contract price correct as at 7th December 2020



Recommendation from Great Annual Savings Group

Although no in-depth summary was provided by this broker, they did recommend that a 3 year contract with Total Gas & Power. They recommended the 3 year contract in view of the market volatility and expected hikes and to lock in now.

Utility Aid Ltd

This broker was founded in 2002 and primarily work with not-for- profit organisations and they deal with deal with 30 energy suppliers. There are not many customer reviews available online however they did provide very comprehensive prices across the market and then recommended 3 year contracts using different suppliers.

The current price comparative costings (which are liable to change as the prices are not fixed until application) are detailed below:

Electricity

£9,566 - Corona Energy - 3 year contract -price correct as at 7th December 2020.

Gas

£8,784 – Avanti Gas - 3 year contract -price correct as at 7th December 2020.

£18,350 p/a for both utility supplies

Recommendation from Utility Aid

The feel in the market place is that we may well have seen the bottom of the market caused by the destruction of demand and that as we all slowly return to work and the economy recovers, the concern is that the huge loss in demand and fixed cost network charges not being paid means that it may not be long before we all ‘feel the wrath’ as the Suppliers, Government and the National Grid start to increase their costs to recoup the losses.

Many of the charities and NFP organisations we are working with are locking in long term as soon as possible to remove the risk of going back to the markets and providing themselves with the much needed security of long term fixed prices. More now so than ever, the risk of unsecured prices weighs heavy with our customers, but of course your decision will be based on your own appetite for risk.

Utility Aid will provide full invoice validation for all meters over the contract duration to ensure you are not overcharged. This is where when you receive a copy bill we will also receive a copy. We have so far saved over 2.2 million pounds for charity organisations overall due to overcharges on bills.

Please note prices are subject to VAT and CCL where applicable and are subject to change until locked in by your chosen supplier.

Broker

Recommended Supplier

Total Quote

Pros

Cons

Utility Aid Ltd

Avanti Gas & Corona Energy (Electricity)

£18,350

Cheapest Quote

Quoted prices are not guaranteed as the prices are fixed on the day within live markets when the contract is lodged.

Access to over 30 suppliers and provided prices from over 10 suppliers before making a recommendation

The prices are so much lower, it tends to suggest that not all costs have been accounted for and the price may increase over the term of the contract which may be hidden in the supplier T&Cs

Good knowledge of the market and in-depth report provided

Their report stated the Climate Change Levy (CCL) charge has not been included. The CCL is a tax on energy delivered to non-domestic users in the United Kingdom. Its aim is to provide an incentive to increase energy efficiency and to reduce carbon emissions.

Different suppliers recommended for each supply which increases admin.

There are not many reviews online and available reviews are not as good as the other 2 brokers

Great Annual Savings Group Ltd

Total Gas & Power

£21,996

Competitive Quote

Quoted prices are not guaranteed as prices are fixed on the day within live markets when the contract is lodged.

Provided prices for 1, 2 and 3 year contracts

Good customer reviews

Did not give an in-depth written market review and recommendation other than advising to opt for a 3 year contract.

Total Power & Gas retain the right to change your tariff rates with 30 days’ notice. This is hidden within the Terms and conditions of the contract.

Required more direction than the other Brokers

Utility Alliance Ltd

British Gas

£23,638

Quoted price guaranteed until 21st December.

Most expensive quote

Price guaranteed to include Targeted Charging Review uplift which is due in April 2021.

There is no volume tolerance clause so if consumption falls below estimate, there is no penalty charge

Full guarantee that no price changes can be applied during the contract period.

Good knowledge of the market and in-depth report provided

Good customer reviews

Summary

Recommendation

Based upon the information received, the RFO’s recommendation would be to approve the Utility Alliance quote as it is a firm quote which is being kept open for us until Monday 21st December 2020. The other quotes are indicative quotes based upon the market price on a particular date and time as the unit price and additional charges cannot be confirmed until the day the contract is actioned by the broker which means prices can change during the interim and in general prices are increasing.

In addition, this quote guarantees that all additional charges have been included within the total quoted price and the contract affirms that there can be no price uplift or restructure throughout the 3 year term. This is different to the other two quotes that do not contain all of the charges and cannot guarantee the contracts will not have hidden clauses to allow price changes/restructures during the 3 year fixed price period by giving notice of 30 or more days.

The difference between the quotes from Great Annual Savings Ltd and Utility Alliance Ltd is £1,642 p/a, across all of the sites. This amount can easily be added to the cost of the lower quotes to cover the additional hidden charges including the Climate Change Levy and the Targeted Charging Review due in April 2021, which will increase the cost of 1/2hrly metered facilities and impact the Jubilee Centre.

The volume tolerance clauses and penalties which are often hidden within the T&Cs can also impact if the usage of each site falls or increases outside of the quoted tolerances, however this will not apply to the British Gas contract as these have been removed.

The quote from Utility Aid Ltd appears to be much lower than other quotes and therefore suggest there is a larger disparity between the final costs actually paid and the quotes due to undisclosed additional charges.

Budget Position

If Council do decide to proceed and lock into a contract, the existing budgets may be slightly reduced from the 2021/22 – 2023/24 level shown below, however, previous year expenditures should also be taken into account to verify true usage volumes as the current usage figures were based upon the previous 12 month period which included lockdown closure periods etc. The actual usage will therefore probably be higher during a normal 12 month period.

The table below clearly shows the estimated 10% increase for gas and electricity prices forecast for November 2021 within the current Forward Plan is probably above requirements but can accommodate any of the three quotes detailed within this report.

Nominal Code

Site

Supply

Utility Alliance Quote

2019/20 Actual Figures

2021/22 - 2023/24 Budget

6030

Jubilee/ Office

Electricity

£5,716.22

£5,172.23

£6,270.00

7030

Brook Way

Electricity

£3,126.38

£2,896.00

£3,300.00

8030

Baileys Court

Electricity

£4,441.88

£4,437.15

£5,390.00

6031

Jubilee

Gas

£5,430.42

£6,256.46

£8,110.00

7031

Brook Way

Gas

£1,344.06

£1,719.88

£1,980.00

8031

Baileys Court

Gas

£3,578.87

£4,056.56

£4,730.00

TOTALS

£23,637.83

£24,538.28

£29,780.00

Based upon the current 2nd Budget Draft position, no change to these budgets would be recommended at the current time until actual usage figures can be better confirmed at a later date.

Following discussion, Councillor Tom Aditya proposed that Utility Alliance and Regency Purchasing (new contact) be contacted to provide up-to-date prices as the other two companies (Utility Aid and Great Annuals Savings) both have hidden costs, with a final decision on this matter being deferred until January 2021 Full Council meeting, seconded by Councillor Tony Griffiths. A vote was taken, 7 in favour, 1 abstention, proposal carried.

8.72020/2021 Petty Cash Statements

Bradley Stoke Town Council

Petty Cash Statements 9th December 2020 - Finance

Barclays Bank Petty Cash Account

Date

Ref

Details

B/Fwd Balance

298.35

06/04/2020

Comm Charges 13/02/-/12/03

6.50

291.85

15/05/2020

Comm Charges 13/03/- 13/04

6.50

285.35

08/06/2020

Tesco Pay at Pump - Fuel Tools

18.71

266.64

08/07/2020

Euro Car Parts for BSTC Vehicles

37.39

229.25

24/07/2020

Tesco Pay at Pump - Fuel Tools

10.85

218.40

09/07/2020

B&Q Drill Bits

18.00

200.40

09/07/2020

Grinding Disc

20.00

180.40

09/07/2020

Jackson Handsaw

8.00

172.40

09/07/2020

2 Sleepers for Beacon Fence

44.00

128.40

08/07/2020

Key Cut for Del x 6

32.40

96.00

05/08/2020

Comm Charge 15/06 - 12/07

6.50

89.50

04/08/2020

Pound Stretcher Kitchen Bin

9.99

79.51

03/08/2020

Key For Storage Container BW

10.80

68.71

05/08/2020

T810 Spray for Tool

2.99

65.72

05/08/2020

Diesel Cleaner for Truck

5.99

59.73

07/09/2020


6.50

53.23

21/10/2020

Maintenance - Replacement Feet for Orange Barriers

77.40

-24.17

12/10/2020

Barclays Petty Cash Account

1358.87

1334.70

15/09/2020

Transfer Barclays Petty Cash

831.89

2166.59

20/09/2010

Petty Cash Youth Transfer

240

1926.59

05/10/2020


6.50

1920.09

20/10/2020

TRF BCLAY PETTY CASH TO MAINTENANCE PETTY CASH

70.00

1850.09

03/11/2020

Transfer Barclays Petty Cash

70.00

1780.09

04/11/2020


6.50

1773.59

11/11/2020

BC Guttering for rear Travis Perkins

19.32

1754.27

13/11/2020

BW Poundstretcher Batteries/Broom

10.47

1743.80

18/11/2020

Petrol for Generator

9.79

1734.01

OFFICE PETTY CASH TIN

B/Fwd Balance

86.53

PETTY CASH AT SITES

Brought forward

85.00

PETTY CASH MAINTENANCE

24/09/2020

Petty Cash Repayment for Ian Tucker

0.00

140.00

03/11/2020

TRF BCLAYS PETTY CASH to MAINTENANCE PETTY CASH

70.00

210.00

15/09/2020

Street - Bucket & Fuel Can

6.28

203.72

16/09/2020

Maintenance - Petrol for Tools

6.18

197.54

23/09/2020

BC - 2 x Tongue & Groove

50.00

147.54

23/09/2020

Street - Sand & Mastorcrete for Bus Stop Removal

8.40

139.14

28/09/2020

Staff - Photos for Chapter 8 Training

6.00

133.14

08/10/2020

Park - Gripfill for Park

4.50

128.64

08/10/2020

JC - Bolts for Woodlands Door

2.69

125.95

08/10/2020

JC - Combi Padlock x2

49.98

75.97

21/10/2020

BW - Flexi Connector for BW

1.32

74.65

21/10/2020

BC - Padlock for Main Gate

24.99

49.66

26/10/2020

BC - Hose & Attachments

31.48

18.18

27/10/2020

BC - Fuel for Jet Wash

6.26

11.92

29/10/2020

BC - Fuel for Jet Wash

5.96

5.96

10/11/2020

BC - Grab Adhesive for Baileys

7.39

-1.43

10/06/2020

Office - Sink & Plug Unblocker

7.00

-8.43

10/06/2020

Tools - Cloth Tape for All Sites

2.99

-11.42

20/10/2020

TRF BCLAY PETTY CASH TO MAINTENANCE PETTY CASH

70.00

58.58

PETTY CASH ODILE MCINTOSH

B/Fwd Balance

96.73

PETTY CASH - YOUTH (1)

B/Fwd Balance

165.32

PETTY CASH - YOUTH (2) RESIDENTIAL

Brought Forward

167.21

Following discussion Councillor Ed Rose proposed acceptance of the Petty Cash report, seconded by Councillor Fabrizio Fazzino, carried unanimously. Petty Cash Statements then signed by Chair of Committee and Town Clerk.

8.8All Sites Key Holding Service Contract

The Town Clerk informed the meeting that officers were asked to investigate the key holding contract and prices to work out the best value for money. The current annual keyholding contract with The Corps Security is due to expire in January 2021. The following quotes have been received:

Company

Specification of work

Quotation

The Corps Security

Key holding service for all three sites.

Annual Key holding £365.00 ex VAT (per building)

Alarm call out charges is £25.00 for initial 1 hour call out and a further £12.50 per additional hour thereafter if required

RelyOn

Key holding service

Annual Key holding £150.00 ex VAT (per building)

Call out and alarm response £35.00 ex VAT per hour or part thereof, public and bank holidays will be charged at double time.

Cannon Security

Annual key holding.

Keys are kept in a secure store area

A separate cannon user code is normally entered into the alarm system to give traceability of any call outs and user activity.

Closely working with the SIA licenced guard and provide them with 24-hour technical support

24-hour manned telephone service ensures all calls are efficiently responded to, with pager, mobile, second mobile and land line back-ups.

(Quotations have been submitted to take over annual servicing of the security systems – offering a 40% discount for the annual maintenance for all systems if all 3 sites are accepted)

£300.00 per year (per building)

Fixed rate call out charge of £65.00

Mobile Patrol Bristol

Fully booked not able to provide this service, just static security guards/mobile patrol visits

The Key Holding Company

No response received

Sureguard

No response received

Following discussion, Councillor Tom Aditya proposed acceptance of the Relyon quote (as detailed above) for one year, seconded by Councillor Ed Rose, carried unanimously.

8.9Quotes for Printing/Publication of 2020/21 BSTC Annual Report

The Town Clerk informed the meeting that Officers have sought like-for-like quotes from three companies to publish/print an 8 page BSTC Annual Report in March 2021 (9,250 copies). All three quotes include artwork and design (from word and excel documents and jpegs supplied by BSTC) as part of their quote.

Company

Printing

Artwork/Design

Total

Jam Jar Print (Press to Print)

£1,134.00

£225.00

£1,359.00

RHL Print

Company contacted but no quote received

Sprint Print Design

£1,172.00

£150.00

£1,322.00

Officers have, over the past few years, had dealings with all the companies who were invited to submit quotes.

To be noted:

It has been suggested in the past that the Town Council Annual Report could be printed in the middle of a local commercial publication. However, it is felt that this would not be appropriate as it could be perceived by local residents that the commercial publication is therefore part of the Town Council and also, the Town Council cannot be perceived to be “biased” towards one business rather than another. It is important for the Town Council Annual Report to be a stand-alone publication.

Following discussion, Councillor Ed Rose proposed acceptance of the Sprint Print Design quote (as detailed above), seconded by Councillor Tom Aditya, carried unanimously.

8.10Quotes for Distribution of 2020/21 BSTC Annual Report

The Town Clerk informed the meeting that officers have contacted three companies to submit quotes to deliver the BSTC Annual Report to all households in Bradley Stoke (approx. 9,000) in April 2021.

Bradley Stoke Journal

Bradley Stoke Journal has decided not to tender for delivery of the Annual Report on this occasion.

Bristol Leaflet Delivery

£120.00 per 1,000 items

£1080.00

Jason Gaines

£80.00 per 1,000 items

£720.00

Jason delivered last year’s Annual Reports when the company that he was sub-contracted to deliver for (At Your Service) closed for a year during COVID-19 pandemic. At Your service were originally due to deliver our reports and passed our details on to Jason.

Royal Mail Door-to-Door Delivery service

£92.39 per 1,000 items + £60 (approx) transportation cost to deliver to Swindon Door-to-door depot

£891.51 + VAT

Royal Mail are not able to deliver to a part-postcode area (BS32 4), which previously necessitated BSTC staff having to hand deliver to the 250 (approx) properties in the BS32 4 postcode area in Bradley Stoke.

Following discussion, Councillor Michael Hill proposed acceptance of the quote of £720.00 from Jason Gaines, seconded by Councillor Ben Randles, carried unanimously.

8.11Quotes for BSTC 2021/22 Advertising Contract

The Town Clerk informed the meeting that the annual advertising contract with a local publication will be up for renewal at the end of March 2021. The adverts placed include meeting dates, events such as community festival and Fireworks, anti-litter poster, graffiti removal machine, hire of sites and tennis courts etc. Officers have therefore requested like-for-like quotes from two local companies for an annual advertising contract to place an advert in 8 magazine editions per year.

Bradley Stoke Journal

The Bradley Stoke Journal news magazine is delivered nine times per year to ALL 8,700 homes in Bradley Stoke. A further 500 copies of the magazine are placed in public locations in and around Bradley Stoke giving a monthly distribution of 9,200 copies. The magazine is printed in full-colour on high quality uncoated paper in quarterfold page format (200mm W x 270mm H), which is 57% larger than DIN A5. The Bradley Stoke Journal is a truly local publication, producing a near-monthly* income for around twenty local residents.

Advantages

· EVERY HOME in Bradley Stoke receives the magazine nine times a year

· Our NEAR-MONTHLY* publication schedule allows you to tune your “message” according to the time of year with a much finer granularity than is possible with a quarterly publication

Prices

Advert Size

Four issues

Eight issues

All nine issues

A5 equivalent full-page

(134mm W x 180mm H)

£420.00

£780.00

£762.75

A5 equivalent half-page

(134mm W x 88mm H)

£225.00

£420.00

£425.25

Extras

· Basic design service: FREE

· Professional design service (via FortyFour Creative): £50/£40 (A5 full/A5 half-page) per new design; £20 to amend an existing design

· One FREE professional design included when booking six issues or more

· FREE editorial space (amounting to one-third of booked advert space)

* Nine issues per year; no magazine delivered in May, August or December.

Bradley Stoke Matters Magazine

No quote submitted

Following discussion, Councillor Michael Hill proposed acceptance of the Bradley Stoke Journal quote of £762.75 for A5 equivalent full-page adverts for all nine issues, as this represents the best value for money, seconded by Councillor Tom Aditya, carried unanimously.

8.12To approve Bills and Direct Debits for payment

The following Bills and Direct Debits were approved for payment (and include VAT where appropriate) by Councillor Michael Hill, seconded by Councillor Ed Rose. A vote was taken, 6 in favour, 2 abstentions, proposal carried.


MONTHLY EXPENDITURE - December 16th 2020

Name :

A1 Maintenance Ltd

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

03/12/2020

1020

JC Fit New flue with vandal proof cage

190.00

38.00

228.00

PI

27/11/2020

1014

Supply & Install lock to prevent tampering Skate Park floodlights

80.00

16.00

96.00

PI

24/11/2020

1013

Replacement light in Orchard Room BC

160.00

32.00

192.00

430.00

86.00

516.00

Name :

ACORN HEALTH & SAFETY LTD

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

03/12/2020

15005

eLearning Basic Awareness fire J Holcombe

8.00

1.60

9.60

8.00

1.60

9.60

Name :

AMBIENCE LANDSCAPES LTD

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

01/10/2020

14187

Skate Park Ground Maintenance - Sept

81.00

16.20

97.20

PI

01/10/2020

14281

Skate Park Ground Maintenance - Oct

81.00

16.20

97.20

PI

30/11/2020

14465

Street Maintenance November 20

1018.30

203.66

1221.96

PI

30/11/2020

14464

JC Ground Maintenance November 20

1193.36

238.67

1432.03

PI

30/11/2020

14464

BW Ground Maintenance November 20

153.99

30.80

184.79

PI

30/11/2020

14464

BC Ground Maintenance November 20

729.53

145.91

875.44

3257.18

651.44

3908.62

Name :

Avon Sportsground Maintenance

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

30/11/2020

820592

Vertidrain Green and Monthly Maintenance November 20

768.50

153.70

922.20

768.50

153.70

922.20

Name :

Broadwater Technologies Ltd

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

02/12/2020

8561

BW Clean & Disinfect Cold Water Tank

445.00

89.00

534.00

PI

02/12/2020

12745

JC Water Treatment Clean & Disinfection

465.00

93.00

558.00

PI

05/12/2020

12744

BC Water Treatment Clean & Disinfection

685.00

137.00

822.00

1595.00

319.00

1914.00

Name :

BS1 FIRE & SECURITY

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

27/11/2020

10063

Engineer Charge & Replacement HD Dome Camera Skate Park

157.42

31.48

188.90

157.42

31.48

188.90

Name :

Bradley Stoke Cricket Club

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

06/10/2020

082020

BC Cricket Ground Maintenance - August

720.00

0.00

720.00

720.00

0.00

720.00

Name :

GLASDON U.K. LTD

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

18/11/2020

805853

Bin Parts Paddock Close Play Aera

155.38

31.08

186.46

155.38

31.08

186.46

Name :

GREENHAM TRADING LTD

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

27/11/2020

724876

Disposable Keep Clean Vinyl Blue Paper Roll

56.66

11.33

67.99

56.66

11.33

67.99

Name :

MONELLES

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

27/11/2020

Green Hand Towels, Toilet Block & Black Sacks

67.04

0.00

67.04

PI

27/11/2020

Black Sacks

16.40

0.00

16.40

PI

01/12/2020

December Cleaning J/C

737.24

0.00

737.24

PI

01/12/2020

December Cleaning B/W

650.00

0.00

650.00

PI

01/12/2020

December Cleaning B/C

758.29

0.00

758.29

PI

01/12/2020

December Cleaning Skate Park

87.75

0.00

87.75

PI

01/12/2020

December Cleaning Office

291.67

0.00

291.67

2608.39

0.00

2608.39

Name :

ONE OFF SUPPLIERS - BY INTERNET PAYMENT

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

02/12/2020

5493101

HP Multi XL Ink for RP Home Working - T Hucker

83.32

16.67

99.99

PI

07/12/2020

14195

Remedial Work to Trees in Public Spaces - Rays Garden Services

1300.00

260.00

1560.00

PI

09/12/2020

83

Vertidrain Service & Repair - Country Life Stores

360.00

72.00

432.00

1743.32

348.67

2091.99

Name :

Police & Crime Commissioner For Avon & Somerset

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

30/11/2020

9002427

November Police Officer Funding

1318.41

263.68

1582.09

1318.41

263.68

1582.09

Name :

Re-Energize

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

30/11/2020

4041

Community Festival 2021 - December

1908.23

381.64

2289.87

1318.41

391.64

2289.87

Name :

SHRED-IT

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

25/11/2020

Shred It - November

68.67

13.73

82.40

68.67

13.73

82.40

Name :

SLCC

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

16/09/1927

233393

S Petela Membership Fee

372.00

0.00

372.00

372.00

0.00

372.00

Name :

South Gloucestershire Council

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

11/11/2020

38045079596

Service charge for Dog Waste Collection Oct - Dec 20

1604.40

320.88

1925.28

1604.40

320.88

1925.28

Name :

TAILOR MADE OFFICE SUPPLIES LTD

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

25/11/2020

193602

Reliance Sharps Container 5 Litre x 2

11.58

2.32

13.90

PI

30/11/2020

193798

Diaries Planners Calendar Y/E 2021

101.62

20.32

121.94

PI

30/11/2020

193797

Hp Cyan Ink Cartridges

91.75

18.35

110.10

204.95

40.99

245.94

Name :

Travail Employment Group

Type

Date

Ref

Details

Net Amount

Tax Amount

Gross Amount

PI

20/11/2020

20405

Office Finance Support

595.35

119.07

714.42

PI

27/11/2020

20712


595.35

119.07

714.42

PI

04/12/2020

20936


595.35

119.07

714.42

1786.05

357.21

2143.26

£21,774.99

9Date of next meeting

Wednesday 3rd February 2021 at 7.00pm

The Meeting closed at 9.40 pm

APPENDIX A

YOUTH SUMMARY - INCOME/EXP AGAINST BUDGETS AS AT 30/11/20

Youth Income

Nominal Code

Description

2020/21 Budget

Income @ 30/11/20

2021/22 Remaining budget

Details

4500

Youth Funding Grant - Other external funding.

£0.00

£0.00

£0.00

Budget for external funding secured outside of SGC

4512

Youth Grant Funding From SGC - 2019/20 - 2021/22

£10,000.00

£10,000.00

£0.00

SGC secured funding for weekly youth sessions for JC courts, girl’s night and skate park. £30K payable £10K per year over 3 years. This budget is linked to the expenditure budget see NC 5512

TOTALS

£10,000.00

£10,000.00

£0.00

Youth Expenditures

Nominal Code

Description

2020/21 Budget

Expenditures @ 30/11/20


Details

5499

Youth

Grant Aid

£12,500.00

£2,300.00

£10,200.00

Grant aid & SLA to support local groups for youth activities. 22/10/20 - £2300 paid to BS YFC

5500

Core Youth Funding

£41,200.00

£4,217.25

£36,982.75

Youth minibus lease (expires 27/5/21)- BSTC pay 20% of total = £125.10 p/m = £1500 p/a Minibus fuel and insurance estimate £1000 p/a Residentials & other projects est. £7500 Community Festival Activities est. £5000 November 20 Council received updated youth salary breakdown projected figures after assumed £10K SGC external grant funding has been applied: Youth Worker salaries after external funding - £32,095.43 for 2020/21 Youth Worker salaries after external funding - £33,147.90 for 2021/22 Youth Worker salaries after external funding - £34,226.61 for 2022/23 INCLUDES SKATEPARK GENERAL RUNNING COSTS WHICH WILL BE MOVED TO N/C 5600 IN 2021/22

5504

Youth - Positive Activities Funding

£1,076.06

£0.00

£1,076.06

Remaining grant funding secured in 2014/15 & 2015/16 (£2400 p/a) for Community Festival events. This budget is reduced linked to each expenditure and the balance is c/fwd each year until all funds have been used

5506


£10,459.00

£0.00

£10,459.00

Remaining grant funding from 2015/16 secured to fund Active Citizenship residential courses. This is not time limited. This budget is reduced linked to each expenditure and the balance is c/fwd each year until all funds have been used

5512

Sth Glos Funding 2019/20 -2021/22

£16,882.00

£3,221.49

£13,660.51

Funding for weekly youth sessions for JC courts, girl’s night and skate park. £30K payable £10K per year for 3 years. £6882 was unspent and c/fwd from 2019/20 increasing budget for 2020/21 from £10K to £16,882 (£6882 unspent c/fwd + £10K funding due for 2020/21). This budget is reduced linked to each expenditure and the balance is c/fwd each year until all funds have been used

5600

Youth Skate Park - General running costs (excludes maintenance) NEW

£0.00

£0.00

£0.00

Separated from the core funding in 2021/22 for the general skatepark running costs - Water + Electricity = £3000 (£2K paid 2019/20). Licences - MPL - £200, PPL/PRS = £1100, BS1 fixed price to 7/6/2021- CCTV & access maintenance - £150 p/a + Fire £180 p/a + alarm £180 p/a = £510 + 3% = £525. Weekend bin empty £20 p/w = £1040. Cleaning contract - 1.5 hrs p/w - £20.25 p/w = £1053 agreed Nov 19. Hygiene Waste contract -TBA but est £200. General and recycling waste -TBA Broadband- est £400

Ground Maintenance - TBA. This budget for 2021/22 has been moved from Youth Core Funding N/C 5500

TOTALS

£82,117.06

£9,738.74

£72,378.32

Youth Assets and planned projects

Nominal Code

Description

2020/21 Budget

2021/22 Expenditures


Details

9019

Youth Equipment/ Assets

£500.00

£499.00

£1.00

This budget is funded from the Youth Core Budget linked to the appropriate expenditures. 2020/21- £500 budget was moved from NC 5500 to cover laptop purchases.

9039

Youth Planned Projects

£0.00

-£440.00

£440.00

Approved planned projects funded from Youth reserves NC 3080/3081 or Youth Core Funding NC 5500. The Budgets are adjusted accordingly linked to expenditures. Minus amount linked to 2019/20 o/s order delayed - Accrued and will be funded from youth reserves.

TOTALS

£500.00

£59.00

£441.00

TOTAL YOUTH EXPENDITURE BUDGETS (Exc Reserves)

£82,617.06

£9,797.74

£72,819.32

Youth Reserves

Nominal Code

Description

2020/21 Budget

2021/22 Expenditures


Details

3079

Youth Provision (unallocated)

£40,000.00

£40,000.00

£0.00

Sept 19 Council approved protecting unspent budget at 2019/20 year-end from N/C 5499 + 5500. June 2020 Finance Reduced from £82,865 to £40K at 2020 year-end -Take £42,865.58 to part fund BC Play area see NC 3016. July 2020 Council approved MAX £10K for skatepark container interiors NC 3079/9039.

3080

Skate Park Forward Development Reserve - Approved projects

£0.00

£0.00

£0.00

This is funded from the Youth unallocated youth Budget or Youth Core Budgets upon council approval of projects

3081

Skate Park Replacement /Maintenance Reserve

£80,000.00

£80,000.00

£0.00

April 19 Finance directed to increase budget to £80K and aim over time to reach £100K over several years. This budget is for the future maintenance/refurbishment of the Skate Park and was funded from previous unspent youth budgets at year ends.

RESERVE TOTALS

£120,000.00

£120,000.00

£0.00

BSTC – Finance Committee – 16 December 2020

8

APPENDIX B

2021/22 1ST DRAFT - YOUTH BUDGET

Youth Income

Nominal Code

Description

2020/21 Budget

2021/22 Budget

2022/23 Budget + Onwards In Forward Plan

Details

4500

Youth Funding Grant - Other external funding.

£0.00

£0.00

£0.00

Budget for external funding received - secured outside of SGC

4512

Youth Grant Funding -South Glos Grant - 2019/20 - 2021/22

£10,000.00

£10,000.00

£0.00

SGC secured funding for weekly youth sessions for JC courts, girls night and skate park. £30K payable £10K per year over 3 years. This budget is reduced linked to each expenditure budget see NC 5512

TOTALS

£10,000.00

£10,000.00

£0.00

Youth Expenditures

Nominal Code

Description

2020/21 Budget

2021/22 Budget

2022/23 Budget + Onwards In Forward Plan

Details

5499

Youth grant aid

£12,500.00

£12,500.00

£12,500.00

Grant Aid & SLA approved by Council to support local groups for youth activities.

5500

Core Youth funding

£41,200.00

£34,180.00

£34,180.00

Youth minibus lease (expires 27/5/21)- BSTC pay 20% of total = £125.10 p/m = £1500 p/a

Minibus fuel and insurance estimate £1000 p/a

Residentials & other projects est £7500

Community Festival Activities est £5000

September 19 Council approved Strategic Planning expenditure breakdowns for 2020/21 after external grant funding has been applied Youth Worker salaries after external funding - £31,472.32 for 2020/21 Youth Worker salaries after external funding - £32,511.58 for 2021/22 Youth Worker salaries after external funding - £33,573.96 for 2022/23 BUDGET SEPERATED TO MOVE SKATEPARK GENERAL RUNNING COSTS TO N/C 5600

External funding will be required to fund the budget shortfall

5504


£1,076.06

£0.00

£0.00

Remaining grant funding secured in 2014/15 & 2015/16 (£2400 p/a) for Community Festival events. This budget is reduced linked to each expenditure and the balance is c/fwd each year until all funds have been used

EXTERNAL FUNDING EXPENDITURE FROM GRANTS RECIVED OR APPROVED

5506


£10,459.00

£0.00

£0.00

Remaining grant funding from 2015/16 secured to fund Active Citizenship residential courses. This is not time limited. This budget is reduced linked to each expenditure and the balance is c/fwd each year until all funds have been used

5512

Sth Glos Funding 2019/20 -2021/22

£16,882.00

£10,000.00

£0.00

Funding for weekly youth s

€¦ · web view2021. 2. 8. · 11.6should it occur that the council, or duly delegated...

Documents