MINUTES OF THE POLICY & FINANCE COMMITTEE

OPEN SESSION: There were 3 people present who wished to speak in respect of Grant Aid
applications.
MINUTES OF THE POLICY & FINANCE COMMITTEE
Held on 19th November 2014 at 7.00pm
PRESENT:
Cllr J D Heron (Chairman)
Cllr W S Rippon-Swaine (Vice Chairman)
Cllr L C Ford
Cllr M Steele
Cllr S Stokes
Cllr B H Terry
Cllr M H Thierry
Cllr G J O’Reilly
Cllr A C Wiseman
IN ATTENDANCE:
Steve Nash, Town Clerk
Rory Fitzgerald, Finance Manager
Nicola Vodden, Meetings Administrator
Ellie Steeden, Student Advisor
Fraya Reynolds-Lee, Student Advisor
The Town Clerk reported that apologies for absence had been received from Cllr Woodifield
and Cllr Burgess-Kennar.
F/5180
DECLARATIONS OF INTEREST
Cllr Stokes and Cllr Rippon-Swaine declared an interest in Item F/5182 Grant Aid application
for Forest Forge and Cllr Thierry declared an interest in F/5182 Grant Aid application for
Ringwood First Responders.
F/5181
MINUTES OF THE LAST MEETING
RESOLVED: That the minutes of the meeting held on 15th October 2014, having been
circulated, be approved and signed by the Chairman as a correct record.
With the agreement of members, Item 4- Grant Aid applications, was brought forward for the
benefit of those wishing to speak.
F/5182
GRANT AID APPLICATIONS
The Committee considered 5 applications for Grant Aid from Victim Support, Forest Forge
Theatre Company, Ringwood Rotary Club, Ringwood First Responders and Vitalise (Annex
A).
Victim Support - Kate Ross, Delivery Services Manager from Victim Support made an
application for £200, to help in the recruitment and training of volunteers to support victims in
the Ringwood Area and to assist in payment of volunteers expenses. This is a National
Charity, offering practical and emotional support to victims of crime and in the last year has
helped 137 people in the Ringwood area. Cllr Thierry and Cllr Heron made observations in
relation to accounts provided with the application, compared to the figures on the website
Page 1 of 4
and that Victim Support had made grants to other organisations. Cllr Wiseman queried
whether any grant would be specifically used locally or returned to a central fund. It was
indicated that Ringwood was managed by Hampshire and Isle Of Wight area, that there was
a need to recruit in Ringwood and they would aim to recruit where there was a shortage of
volunteers. The Committee agreed that any decision on this application be deferred until the
accounts are clarified.
Cllr Stokes declared a pecuniary interest in the Forest Forge Grant Aid application as she is
the Vice Chairman and Cllr Rippon-Swaine declared a pecuniary interest as he is on the
Board of Trustees. They remained in the room however, they took no part in the discussion.
Forest Forge Theatre Company – Miranda Whitehead – Chair of the Board of Trustees,
made an application for £1000 to support the continued work of Forest Forge with Ringwood
events, productions and workshops. Funding from the Arts Council was lost in 2012/13 and
the company was surviving with the assistance of various grants and sponsors. Other
sponsors have reduced their grants by approximately 10% year on year, which has been
budgeted for. Cllr Heron indicated that Forest Forge, as a prominent Ringwood organisation,
was something the town should be proud of and should support. The Committee was in
agreement that £1,050 should be awarded.
Ringwood Rotary Club – The Committee considered an application for £150 to cover
expenses for Christmas Eve Festivities in Ringwood Market Place. All members agreed that
a grant of £150 be awarded.
Cllr Thierry declared a pecuniary interest in Ringwood First Responders Grant Aid
application and left the meeting at 7:22pm.
Ringwood First Responders – Denis Hann – Co-Ordinator for Community First Responders
made an application for £5000, to purchase new life saving equipment for Community First
Responders to utilise. He indicated that the local volunteer team had responded to around
300 999 calls this year. He explained that the kit costs £1,600 and they were looking to
purchase 3 kits, as there were currently 2 kits being shared between 6 volunteers. They
were hoping to recruit 4 new volunteers. The Committee agreed that a grant of £1,000 be
awarded.
Cllr Thierry returned to the meeting at 7:30pm.
Vitalise – The Committee considered an application for £692 to contribute towards the cost
of supporting Ringwood Residents who benefit from Vitalise care. It was noted that this was
a National Charity and from the accounts that there were £6 million in reserves. The
Committee felt that with limited resources, any grants awarded should be to local
organisations and that, for this application, no grant be awarded.
The RFO confirmed that the Grant Aid balance was £720, which was for the current year.
Cllr Theirry questioned what would happen if a Grant Aid application was received which the
Committee wanted to support, but there were not enough funds. The Chairman indicated a
proposal could be made to the next Full Council meeting to increase the budget provision for
an extra specified amount, but he would prefer that applications are dealt with as they are
received. Any grant the Committee were to recommend, beyond the outstanding balance,
would be passed to Full Council for agreement.
RESOLVED: 1) That any decision in relation to the Victim Support Grant Aid application be
deferred until the accounts are clarified
2) That under Section 137 of the Local Government Act 1972,
Page 2 of 4
a) a grant of £1,050 be awarded to Forest Forge Theatre Group to
support the continued work with Ringwood events, productions and
workshops
b) a grant of £150 be awarded to Ringwood Rotary Club to cover
expenses for Christmas Eve Festivities in Ringwood Market Place
c) a grant of £1,000 be awarded to Ringwood First Responders for
lifesaving kit
3) That no grant be awarded to Vitalise as it is a National Charity and as the
Grant Aid fund was limited, the Committee decided that grants should be
awarded locally.
ACTION
A Greenfield
F/5183
MONTHLY FINANCIAL REPORTS
Members considered the Monthly Financial Reports attached to these minutes as Annex B.
The RFO noted that there was expenditure for vandalism to a bus shelter and that the
Committee should perhaps consider increasing the vandalism provision for 2015/16.
The Town Clerk explained why a Southampton company had been used to supply certain
road signs, as it was usual to engage local companies where possible.
RESOLVED:
1) That the list of cheque payments on the Imprest account for October 2014
be authorised. Cllrs Heron and Rippon-Swaine signed the report.
2) That the list of Petty Cash payments for October 2014 be authorised. Cllrs
Heron and Rippon-Swaine signed the report.
3) That the Statement of Town Council Balances be received and noted.
4) That the Inter Account Transfer be authorised. As there were no entries
this month the report was noted but not signed..
5) That the list of Petty Cash Food Purchase and Sales for the Drop In be
noted.
ACTION
R Fitzgerald
F/5184
BUDGET 2015/16
The RFO provided a document on new expenditure proposals for 2015/16 (Annex C) for the
Committee to consider. Comments were made as follows:The RFO indicated that currently, for this year, there was an expected modest overspend
from a predicted £234,000 to £238,000, due to unplanned work on Greenways, which has
been offset by savings made. Any further unplanned expenditure will be taken from
reserves, which are tight for this year. The reserve should however be in a better position
next year, when expenditure is expected to reduce to £230,000.
Item 2 – Replacement tractor – issues with the current tractor identified including breaking
down, maintenance costs and whether it’s fit for purpose. Cllr Thierry asked for more detail
Page 3 of 4
on the amount of time the tractor is not fit for purpose, as it may be more cost effective to
hire a contractor to do that work.
Item 3 – Skatepark – Funding to be confirmed. Estimated running and maintenance costs to
be built into new budget.
Item 4 and 5 – Additional £1000, £800 and £300 for training
Item 8 – Drop In running costs - Provision for staff time and support. A further provision may
be required for building maintenance and running costs.
Item 10 – Reliant on significant funding, maintenance may be a factor to be considered in
the future, however an all-weather pitch may reduce maintenance required with savings
potentially being made.
Item 14 – Tipper Truck –The Town Clerk would report back on the assessment given and
the figures involved. The RFO indicated that an outright purchase would be a lower cost in
the long run compared to leasing. There was an alternative solution of obtaining a second
hand truck from HCC.
Item 20 – Crow Lane – Ref P/5168 explains that this is covered by developers contributions
for the next 3 years.
Cllr Thierry enquired about microphones in the Committee room. The chairman confirmed
that monies within the building fund were available to fund the recording/amplification
system proposed. HCC were liaising with suppliers and the Town Clerk would enquire about
an installation date.
Cllr Thierry asked for confirmation of the amount in developers contributions. The Town
Clerk confirmed that the amount was currently £635,000, with additional funding expected
from outstanding applications. The Chairman indicated that CIL(Community Infrastructure
Levy) comes in in April and expenditure of developers contributions needs to be agreed by
then, however there are sufficient schemes, with outline consent, to ensure that the money
is used and not sacrificed.
RESOLVED: That the comments on the new expenditure proposals be noted
ACTION
S Nash/R Fitzgerald
F/5185
YOUTH PROVISION WORKING PARTY
Members considered the notes of the meeting of the Youth Provision Working Party held on
3rd November 2014 (Annex D).
RESOLVED: That the notes of the Youth Provision Working Party held on 3rd November
2014, be received and the proposals therein, be approved.
There being no further business, the Chairman closed the meeting at 8:17pm.
Note: The text in the Action Boxes above does not form part of these minutes.
RECEIVED
26th November 2014
APPROVED
10th December 2014
TOWN MAYOR
COMMITTEE CHAIRMAN
Page 4 of 4
RINGWOOD TOWN COUNCIL
B^
POLICY & FINANCE COMMITTEE 19TH NOVEMBER 2014
GRANTS 2014/2015
GRANTS REQUESTED
PREVIOUS GRANTS PAID
2011/12
£
200
800
150
0
50
Victim Support
Forest Forge
Rwd Rotary Club for Christmas Eve Festivities
Ringwood First Responders
Vitalise
2012/13
£
200
800
200
0
0
2013/14
£
200
1000
150
0
0
Total
REQD
£
200
1,000
150
5,000
692
7,042
2014/15 FUNDS AVAILABLE
£
2014/15 Budget
6,000
Total Funds available
6,000
Less Paid
2,920
Total Unspent @ 19/11/14
3,080
SECTION
137
£
2014/15 GRANTS PAID TO DATE
Min Ref
Teddy Bears Pre School
Ringwood School - Achievement Award
3 Troop Fordingbridge
Ringwood Town Youth Football Club
Age Concern Hampshire
Avon Valley Concerts
Ringwood Meeting House Association
New Forest Disability Information Service
TOTAL
£
100
120
1,000
400
400
400
250
250
100
120
1,000
400
400
400
250
250
2,920
2,920
2014/15 GRANTS REJECTED TO DATE
Meeting
Scarf
Greyfriars
Min Ref Reason
16/07/14 F/5160(1) Not Specific to Ringwood
16/07/14 F/5160(2) Grants for maintenance not made
SECTION
145
£
0
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Ringwood Gateway, The Furlong, Ringwood, Hampshire, BH24 1AT
Tel: 01425 473883. Email: [email protected]
APPLICATION FOR GRANT AID
Applicant’s Details
Name of Organisation
requesting grant
Ringwood Community First Responders
Postal Address
Unit 3
Carvers Industrial Estate
Ringwood
BH24 1JR
Denis Hann
Name of Contact
Contact’
s telephone number
07740409377/01425 477695
Contact’
s email:
[email protected]
Details of Grant Request
Amount requested
£
5000
What is the purpose of the
grant?
To purchase new life saving equipment for
Community First responder to utilise.
How would the people of
Ringwood benefit from your
receiving this grant?
These will provide lifesaving support to the people
of Ringwood.
Any resident require lifesaving
assistance.
How many Ringwood people would benefit?
Total cost of project
£
If the organisation were to be
successful in securing a
grant, to whom should the
cheque be payable?
On going
South Central Ambulance Charitable trust, CO
Ringwood First Responders
Information about your Organisation
What facilities do you provide?
Membership:
Charity Reg number: 1049778
Subscription: £
Names of competing
or similar
organisations
N/A
Funds available to your organisation
(apart from this grant application)
Cash in hand: £
Annual income: £
Other sponsoring bodies
and amounts donated
by them
Ringwood Carnival
£500.00
Clover Ladies
£ 600.00
£
Have you applied, or do you
intend to apply, to any other
sponsoring bodies for
funding? If so, please give
details.
No further funding.
Signature of Applicant
J. Crowley
Position within the
Organisation:
Community First responder
Date 11/11/2014
Next Policy & Finance meeting where
grant applications will be considered
Date by which all documentation should
be received to be included on the
Agenda for the above meeting
Please refer to the separate Notes for Applicants document.
If you wish to attend the Committee meeting at which your application will be
considered, please contact us.
Office use only
sáí~äáëÉ
Ringwood Gateway, The Furlong, Ringwood, Hampshire, BH24 1AT
Tel: 01425 473883. Email: [email protected]
APPLICATION FOR GRANT AID
Applicant’s Details
Name of Organisation
requesting grant
Vitalise
Postal Address
212 Business Design Centre
52 Upper Street
London N1 0QH
Name of Contact
Clare Ellisdon
Contact’
s telephone number
Contact’
s email:
020 7288 6873
[email protected]
Details of Grant Request
Amount requested
What is the purpose of the
grant?
How would the people of
Ringwood benefit from your
receiving this grant?
£692
£692
To contribute towards the cost of supporting
Ringwood residents who are benefiting from
Vitalise breaks with care.
Your local residents, all living with a severe
disability, are able to take advantage of our 3 fully
accessible centres across the UK each providing 24
hour nursing and care staff, social support
volunteers, full board& accommodation in our fully
equipped en suite bedrooms, entertainment &
excursions.
On average Ringwood residents and their carers
benefit from 4 Vitalise care breaks each year. They
have all chosen to benefit from staying with us to
help provide a much needed break for themselves
and their carers.
Disabled people from Ringwood are able to choose a
break with care that supports their often very
individual needs.
Carers from Ringwood are able to have a guilt free
rest from their caring role knowing that their loved
one is being well cared for.
How many Ringwood people would benefit?
Total cost of project
£
If the organisation were to be
successful in securing a
grant, to whom should the
cheque be payable?
2 disabled people and their carers
1,384
Vitalise
Information about your Organisation
What facilities do you provide?
Membership:
Subscription: £
Vitalise has three fully accessible centres around the UK.
Your local centre is Vitalise Netley Waterside in
Southampton. We offer socially inclusive breaks with
care that inspire confidence for disabled people and their
families
Names of competing
or similar
organisations
None that we are aware of.
Funds available to your organisation
(apart from this grant application)
Cash in hand: £18,000
Annual income: £7,724,000
Other sponsoring bodies
and amounts donated
by them
Vitalise operates an on going fundraising
programme and holds local and national
events. We receive numerous grants and
donations and the occasional legacy
Have you applied, or do you
intend to apply, to any other
sponsoring bodies for
funding? If so, please give
details.
Not specifically for this purpose but see also above.
Signature of Applicant
Position within the
Organisation:
£
Date
th
11 November 2014
Business Development Officer
Next Policy & Finance meeting where
grant applications will be considered
Date by which all documentation should
be received to be included on the
Agenda for the above meeting
19/11/2014
12/11/2014
Please refer to the separate Notes for Applicants document.
If you wish to attend the Committee meeting at which your application will be
considered, please contact us.
Office use only
Vitalise
212 Business Design Centre
52 Upper Street
London N1 0QH
Alyson Greenfield – Finance Officer
Ringwood Town Council
The Furlong
Ringwood BH24 1AT
13 November 2014
Tel: 0303 303 0147
Fax: 0207 288 6899
[email protected]
www.vitalise.org.uk
Dear Alyson,
Vitalise has been providing breaks with care for people with disabilities and
their carers for over 50 years!
We are a unique charity and believe that people with disabilities should have the same rights,
freedom and quality of life as able bodied individuals. In turn, carers benefit from time to address
their own emotional and physical needs and are better able to cope during the rest of the year.
Securing the support of volunteers in providing companionship for guests during their break is
also a vital part of our service.
Our accessible centres employ fully trained nursing and care staff, who are helped by volunteers
from all walks of life, to provide 24 hour on call care and companionship to each guest. This
enables our guests to enjoy all aspects of their break including daily events and activities and the
chance to make new friends.
On average disabled residents from Ringwood benefit from four Vitalise breaks with care each
year. By providing our services Vitalise not only improves the lives of people with disabilities and
their carers but delivers direct savings to families, local councils and social care providers.
It costs Vitalise an average of £1,384 each year to support your local residents. We are
determined to continue providing breaks with care for those in most need and we are seeking
your support in 2015. A contribution of £692 would make a positive impact to local disabled
people and carers.
Yours sincerely,
Clare Ellisdon
Business Development Officer
[email protected]
Chairman Mindy Sawhney Chief Executive Chris Simmonds
Patron Samantha Cameron
Vice Presidents: Sir Andrew Buchanan Bt, The Rt. Hon. The Lord Crawshaw, Dame Judi Dench CH DBE,
Denis Green, Hugh Kemsley OBE, David Mills, Esther Rantzen CBE, Arthur Smith, John Spence OBE
Vitalise Registered Charity No. 295072. A Company Limited by Guarantee Reg. No. 2044219.
Registered and administration office: 212 Business Design Centre, 52 Upper Street, London, N1 0QH. Tel: 0303 303 0147 Fax: 020 7288 6899
B
RINGWOOD TOWN COUNCIL
FINANCIAL REPORTS FOR
POLICY & FINANCE COMMITTEE MEETING
19TH NOVEMBER 2014
RINGWOOD TOWN COUNCIL
(a)
POLICY AND FINANCE COMMITTEE 19TH NOVEMBER 2014
LIST OF PAYMENTS FROM IMPREST BANK ACCOUNT
FOR THE PERIOD 1ST TO 31ST OCTOBER 2014
Date
Oct
Voucher
No
2014‐10‐07
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐13
2014‐10‐14
2014‐10‐14
2014‐10‐14
2014‐10‐14
2014‐10‐14
2014‐10‐14
2014‐10‐20
2014‐10‐21
2014‐10‐21
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐23
2014‐10‐01
2014‐10‐01
2014‐10‐01
2014‐10‐08
2014‐10‐10
2014‐10‐30
2014‐10‐20
2014‐10‐20
2014‐10‐20
2014‐10‐20
2014‐10‐14
2014‐10‐22
2014‐10‐15
2014‐10‐24
2000558
2000571
2000589
2000590
2000591
2000574
2000585
2000579
2000586
2000587
2000588
2000583
2000582
2000575
2000580
2000573
2000577
2000601
2000599
2000598
2000600
2000576
2000584
2000597
2000606
2000596
2000613
2000609
2000610
2000612
2000608
2000607
2000605
2000604
2000602
2000603
DD
DD
DD
DD
DD
DD
Lloyds CC
Lloyds CC
Lloyds CC
Lloyds CC
BGC
On‐Line
On‐Line
Telepay
Details
New Forest District Council
HAGS‐SMP Ltd
Swintex Ltd
Sembcorp Bournemouth Water Ltd
Solent NHS Trust
Ringwood Pest Control
Peter Noble
Hampshire County Council
Elliott Brothers Ltd
Elliott Brothers Ltd
Elliott Brothers Ltd
Lamps & Tubes Illuminations Ltd
Newlands Training
Swintex Ltd
Queensbury Shelters Ltd
Edwards Sports Products
Ray Drury Design
The Tree Management Company
New Forest Farm Machinery Ltd
ITEC
PBSA Ltd
Brewers
Frank Hutchins
Vodaphone
Post Office Ltd
Barbara Woodifield
Central Computer Management Ltd
Sembcorp Bournemouth Water
Sembcorp Bournemouth Water
Sembcorp Bournemouth Water
Aivly Country Stores
Bob Tonks
Ringwood Carnival
G Farwell Ltd
Royal British Legion
David Ogilvie
New Forest D.C
TLC On‐line
Aviva UK Fuels Southern Electric
British Gas
NFDC
Screwfix
WH Smith
Archers Signs
WSB
Inland Revenue Hampshire C.C.
Staff
Location
Description
Groundsmen
Play Park
Open Spaces
Open Spaces
Drop In Centre
Churchyard/Carvers/Cemetery
Vehicles
Gateway
Travellers
Drop In Centre
Drop In Centre
Gateway
Groundsmen
The Bickerley
Southampton Road Bus Shelter
Bernie Guy's Field
Christmas Celebrations
Toad Corner
Machinery
Gateway
Christmas Celebrations
Christmas Celebrations
Long Lane
Groundsmen
Vehicles
Gateway
Gateway
Mount Pleasant
Bowls Club/Drop In Centre
Allotments ‐ Long Lane
Open Spaces
Carvers
Ringwood Carnival
Crow Stream
War Memorial
War Memorial
Cemetery
Gateway
All Areas
All Areas
Carvers
Greenways
New Youth Centre
Christmas Celebrations
Allotments
Christmas Celebrations
Gateway
Gateway
Gateway
Gateway
Amount
£
Training ‐ HAVS, Noise Awareness and Manual Handling
Maintenance
Dog and litter bins
Hire of standpipe w/e 28.9.14
Sexual Health Training/Conference ‐ J Critchlow/G Stevens
Remove wasps nests and advice on foraging bees Replace spring in water pump
Stationery
Bags of Tarmac for footpath after installation of new bollard Bolts
Nuts, washers, bolts and locks Storm Lantern for use as Remembrance Lantern
Brush cutter/Strimming training for Bernie Gilpin
Replacement green litter bin due to vandalism Replacement glass and allen key
Replacement Goals Switch on Banner Tree works Stihl Hedge Trimmer ‐ service and repair
Photocopies and Gold support service
Mervin Moose costume
Paint for Christmas Grotto
Supply and fit two heaters with guards in new toilet block Mobile phone bill to 8 Oct 2014
Road tax for Cabstar KG02 AFF
Mayor's Allowance (Part)
Payroll services
Water ‐ 02/04/14‐06/10/14
Water ‐ 02/04/14‐06/10/14
Water ‐ 04/04/14‐08/10/14
Chlorine Hypochlorite
Fit outside tap with guard and repair sink waste Publicity and promotion Improvements
Type B Poppy Wreath
World War 1 commemorative seat
Rates October 2014
Web Site Maintenance ‐ October 2014
Business Insurance ‐ October 2014
Machinery & Vehicles ‐ September 2014
Street Lighting Qtr2 2014/15
16/05/14‐11/08/14
Non Material Minor Amend for Youth Provision/03626111
Expanding foam for Grotto
Competition vouchers
Road signs Southampton Road ‐ Agents Fees October 2014
September 2014
Pension September 2014
October 2014
TOTAL
AUTHORISATIONS
-------------------------------
DATE
19th November 2014
-------------------------------
19th November 2014
92.00
351.00
378.84
55.20
40.00
124.00
16.20
83.41
11.18
9.74
36.39
162.00
192.00
81.84
199.51
1,183.30
60.00
1,056.00
78.00
81.13
654.00
277.75
190.00
77.62
225.00
660.00
276.67
63.69
363.16
600.76
16.95
95.00
500.00
31,917.60
22.00
756.00
344.00
80.00
818.99
52.15
64.72
39.64
97.50
69.80
230.00
360.54
196.45
5,036.26
5,099.24
20,748.50
74,225.73
(b)
POLICY AND FINANCE COMMITTEE 19TH NOVEMBER 2014
LIST OF PAYMENTS FROM PETTY CASH RTC ACCOUNT
FOR THE PERIOD 1ST TO 31ST OCTOBER 2014
Date
Voucher
No
Details
Location
Description
Amount
£
Oct
2014-10-01
2014-10-07
2014-10-07
2014-10-10
2014-10-10
2014-10-10
2014-10-12
2014-10-13
2014-10-14
2014-10-16
2014-10-17
2014-10-21
2014-10-23
2014-10-28
10/01
10/02
10/03
10/04
10/05
10/06
10/07
10/08
10/09
10/10
10/11
10/12
10/13
10/14
UK45A Mr Harvey
Waitrose
UK46A Mr Wharton
AJR Shoe Repairs
Screwfix
Tesco
Tesco
Waitrose
Waitrose
Waitrose
Waitrose
McColls
Sainsburys
Waitrose
Allotments
Gateway
Allotments
Long Lane Toilets
War Memorial
Gateway
Gateway
First Aid Training
First Aid Training
Project Board Meeting
Gateway
Cemetery
Gateway
Gateway
Key Deposit Return
Dishwasher Tablets, Milk & Sugar
Key Deposit Return
Keys x 2
Seat Fixings
Coffee
Coffee Mate
Refreshments
Refreshments
Biscuits
Milk,Tea,Coffee
Cleaning Products
Milk
Milk
10.00
11.77
10.00
11.90
17.98
3.00
2.25
23.99
5.29
4.00
9.07
1.99
1.78
1.00
TOTAL
114.02
LIST OF PAYMENTS FROM PETTY CASH YOUTH ACCOUNT
FOR THE PERIOD 1ST TO 31ST OCTOBER 2014
Date
Voucher
No
Details
Description
Amount
£
Oct
2014-10-03
2014-10-13
2014-10-22
2014-10-31
10/01
10/02
10/03
10/04
Sainsburys
Morrisons
Morrisons
Morrisons
Drop In Centre
Drop In Centre
Drop In Centre
Drop In Centre
Food Purchases To Be Sold
Food Purchases To Be Sold
Food Purchases To Be Sold
Food Purchases To Be Sold
5.00
21.97
2.86
3.29
TOTAL
AUTHORISATIONS
-------------------------------
DATE
19th November 2014
-------------------------------
19th November 2014
33.12
RINGWOOD TOWN COUNCIL
(c)
POLICY AND FINANCE COMMITTEE 19TH NOVEMBER 2014
BANK BALANCES
Account Name
Year
Ended
31/03/2014
£
As At
30/09/2014
As At
31/10/2014
£
£
Imprest (Current) Account
Business Account
Investment Account
Ground Floor G/Ways Rent Deposit
Petty Cash ‐ Imprest
Petty Cash ‐ Youth
VIC Change Float
Information Desk Float
6,287
142,313
150,000
7,011
87
50
50
0
520,786
102,448
0
7,015
102
50
50
75
63,722
110,469
400,000
7,016
152
50
50
75
TOTAL BANK BALANCES
305,798
630,526
581,534
Note
1. The bank accounts were reconciled as at 31st October 2014. 2. With reference to the Ground Floor Greenways Rent Deposit Account, 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. 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
4. A nominal account has been implemented to reflect the float held by the Information Desk.
RINGWOOD TOWN COUNCIL
(d)
POLICY AND FINANCE COMMITTEE 19TH NOVEMBER 2014
INTER ACCOUNT TRANSFER AUTHORISATIONS
£
IMPREST ACCOUNT TO BUSINESS ACCOUNT
0
BUSINESS ACCOUNT TO IMPREST ACCOUNT
0
INVESTMENTS & RE-INVESTMENTS
AUTHORISATIONS
DATE
--------------------------19th November 2014
--------------------------19th November 2014
(e)
POLICY AND FINANCE COMMITTEE 19TH NOVEMBER 2014
Drop In Centre Petty Cash (Food Purchases & Sales)
April
May
June
July
August
September
October
November
December January
February
March
Total
Food Purchases
£
82.40
125.34
36.79
75.05
62.14
97.20
33.12
512.04
Food Surplus/ Cumulative Surplus/ (‐
sales
(‐Deficit)
Deficit)
£
£
£
98.00
15.60
15.60
100.00
‐25.34
‐9.74
61.60
24.81
15.07
67.00
‐8.05
7.02
56.00
‐6.14
0.88
182.00
84.80
85.68
0.00
‐33.12
52.56
0.00
52.56
0.00
52.56
0.00
52.56
0.00
52.56
0.00
52.56
564.60
52.56
NB Due to the break in at the Drop In Centre, it was necessary to replenish food stocks in May
New Expenditure Proposals 2015/16 onwards
No. Description
1
2
3
4
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
Election May 2015
Replacement Tractor
Skatepark
Staff Training - Office
Staff Training - Groundsmen
Playground inspections
Rent land adjoining 61 N Poulner rd
Drop In Centre - Build
Drop In Centre - Running Costs
Poulner lakes Access Improvements
Longlane Improvements including an all weather pitch
Southampton Road redecoration
Carvers Play Area - upgrading play equipment
Wifi provision in Gateway
Tipper Truck
Bins @ Carvers x 2
Light weight Breaker
Chisels for above
Metal door and posts for machine sheds
Sandbags
Crow Lane Drainage Improvements
Tennis court improvements
Expenditure
one off
recurring
£
£
8,000
17,000
140,000
?
1,000
800
300
103
597,743
13,550
60,000
500,000
5,000
25,000
?
28,981
350
600
46
800
?
?
6,000
2,150
2000
0
Funding
Notes:
Provision
Provision?
Dev Cons
Revenue
Revenue
Revenue
Revenue
Grant
Revenue
Dev Cons
Dev Cons
Provision
Provision
Provision
Provision
Provision
Provision
Provision
Provision
Revenue
Dev Cons
Provision
cost based on estimates provided by NFDC. Provision of £7,000 currently exists + £2,900 in 14/15
net cost assuming £12k receipt for disposal of the New Holland tractor
Funding to be confirmed. Estimated maintenance costs to be provided
per SN October 2014
loss of income as land is to be sold
Funding agreed in principal from HCC and applications made to NFDC & P&CC
note this is staff time and support. A further provision may be required for building maintenance/running costs
Costs and funding to be confirmed. Estimated maintenance costs to be provided
no current provision
current balance for play equipment in provisions is £43,230 (but £40k reallocated to the drop in)
Provision of £12,900 exists for IT & Equipment
machinery replacement reserve £11k. Possibility of 2nd hand @ £9k
machinery replacement reserve £11k.
machinery replacement reserve £11k.
provision of sandbags to residences in response to NFDC removing this facility
use the remaining balance from the play equipment provision
note this list excludes any items which may slip from 2014/15
`
a
Ringwood Town Council
Ringwood Gateway, The Furlong,
Ringwood, BH24 1AT
Youth Provision Working Party
Notes of meeting held on Monday 3rd November 2014 at Ringwood Gateway, Ringwood
Present:
Ringwood Town Council - Cllr J Heron (Chairman), Cllr S Burgess-Kennar,
Cllr Steve Rippon-Swaine.
Ringwood Youth Club – Graham Hastie,
Sheerin Bettle – Kevin Jones, Carol Kerley
Student Advisors – Sam Whittingham, Suzanne Cox, Anna Cosgrove, Matt Higham
In attendance:
S Nash – Town Clerk, Jenny Critchlow – Youth Co-ordinator, Gill Stevens
Apologies:
Sue Joy, Ian Mason-Smith, Sadie McMaster, James Dutton
1. NOTES OF THE PREVIOUS MEETING
AGREED
The notes of the meeting held on 6th October 2014 be approved.
2. REPORTS AND UPDATES
i) Student Advisors
Suzie raised the possibility of students providing some type of Christmas decoration for the
event on 6th December.
Everyone thought it was a great idea and Suzie will co-ordinate with the Town Clerk on a
possible location once the design of the decoration is confirmed.
ii) Youth Co-ordinator
Jenny gave a verbal report outlining improved relations with one of the 3 previously
mentioned young people who had been causing issues at the Drop In. She is hopeful that
the newly installed CCTV camera will also help in reducing anti-social behavior at Carvers.
Jenny will be attending some Sexual Health training along with Gill in the future and the
Town Clerk suggested the possibility of attending a Trauma Therapy course which was
being providing in Southampton in a week’
s time. Jenny also reminded everyone that Emily
was still on maternity leave and would need to inform the ouncil of her status in January as
to whether she will return to work or not.
3. BUILDING DESIGN
i) To receive update from Architects on building specification
Kevin had undertaken an evaluation of each of the tenders received to compare the
breakdown of costs. He confirmed that he was happy with costings provided being
accurate and how each balanced against the next. It was confirmed that Drews had
provide the lower quote and Kevin was confident that they are a capable company.
ii) To consider time scales for delivery of the project
Kevin asked what the likely time scale would be so that he could prepare a letter of intent.
Cllr Heron confirmed that funding still had to be agreed at Hampshire Council but it should
be imminent, he also asked Cllr Rippon-Swaine if he could chase up the County to confirm
a confirmation date. It was suggested that the project could move forward before
Christmas if confirmed this month with a build time at around 20 weeks.
Page 1 of 2
The Town Clerk confirmed that during the interim period of disposal of the cabin and
building of The Place that the Pavilion would be used as a temporary home for youth
activities.
4. CONSTITUTION
i) Charitable Status and Trustees
The Clerk will make an on line application to the Charity Commission once the bank
account is open and we have the confirmed funding of £5000 in place.
iii) Management Committee
This had previously been agreed
5. FINANCIAL ARRANGEMENTS
i) Update on obtaining bank account
The Chairman confirmed that he had been talking to Lloyds and they confirmed that they
now have all the details they need to open the account. This should mean we will have
account details very shortly and be able to provide the evidence of income to the Charity
Commission.
6. DATE OF NEXT MEETING
Monday 1st December 2014
Town Council Members
Cllr Jeremy Heron
Cllr Sophie Burgess-Kennar
Cllr Steve Rippon-Swaine
Ringwood Youth Club Management Committee
Ian Mason-Smith
Graham Hastie
Sue Joy
Student Advisors
Sue Cox
Sam Whittingham
Mathew Higham
Ringwood Drop-in
Jenny Critchlow
Gabrielle Dunn
Sadie McMaster
Page 2 of 2
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