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BSTC – Finance Committee – 18 December 2019

BRADLEY STOKE TOWN COUNCIL

Finance Committee

Minutes of the Meeting of the Finance Committee of Bradley Stoke Town Council held at Bradley Stoke Jubilee Centre, Savages Wood Road on 18 December 2019 at 7.00pm.

PRESENT: Councillors: Tom AdityaJohn Ashe (Chair)Fabrizio FazzinoElaine HardwickMichael Hill (substituting for Councillor Terri Cullen)Brian HopkinsonFranklin Owusu-AntwiBen Randles

Officers: Sharon Petela (Town Clerk)Terry Hucker (RFO/Finance Manager)

1 Submissions from the Public

None

2 Apologies for absence

Apologies were received from Councillors Terri Cullen and Andy Ward.

3 Declarations by Members

None

4 Announcements by the Chair

None

5 Minutes of Previous Meeting

Minutes of the Finance Committee held on 9th October 2019 were proposed for acceptance, with the addition of Councillor Franklin Owusu-Antwi to the apologies (Minute 2) by Councillor Ben Randles, seconded by Councillor Franklin Owusu-Antwi. A vote was taken, 4 in favour, 4 abstentions, 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 9th October 2019

None

7 Matters within scope of Finance Committee

7.1 Update on current Activity Centres Manager/Deputy Town Clerk Vacancy

The Town Clerk informed the meeting that the advert below was placed:

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BRADLEY STOKE TOWN COUNCIL

is seeking to appoint a Full TimeACTIVITY CENTRES MANAGER/DEPUTY TOWN CLERK

Bradley Stoke Town Council is a busy Town Council based within South Gloucestershire and is seeking to appoint a forward thinking and innovative Activity Centres Manager/Deputy Town Clerk to be responsible for the operation and maintenance works

connected with the Town Council activity centres, recreation areas and open spaces, ensuring that they are maintained and managed to a high standard, including management of all leisure and maintenance staff.

This position is a combined role with the post of Deputy Town Clerk which involves deputising for, and supporting the Town Clerk in the effective servicing of all aspects of Bradley Stoke Town Council including taking overall responsibility in the absence of the Town Clerk. The Deputy Town Clerk part of the job requires, as a minimum, the Certificate in Local Council

Administration (or to obtain the qualification within 12 months of employment).Salary Range: £32,029 - £34,788 per annum

NJC Scale 29 – 32Starting salary dependant upon experience & qualificationOpportunity to join a local Government Pension SchemeHours: 37 per week (plus occasional evening meetings)

For an Application Form and Job Description/Person SpecificationPlease contact:

Bradley Stoke Town Council01454 205020

[email protected] date for applications: Monday 16th December 2019

Interviews: Thursday 19th December 2019

The following locations were used:

Bradley Stoke Town Council noticeboards, sites and website – no chargeBradley Stoke Journal website and social media - £25South Gloucestershire Council job website (which included an entry on Indeed job website) – no chargeALCA website – no chargeSLCC website - £180 + VATMetro newspaper – £100 + VATWestern Times Today newspaper - £98 + VATBristol Evening Post newspaper + Fish 4 Jobs website - £860 + VAT

30 application packs sent out5 applications received (1 x BSJ, 1 x SLCC, 1 x BSTC, 1 x SGC, 1 x Metro)Shortlisting – 3 invited for interviewInterview Panel – Town Clerk, Chair of Council/Staffing Committee/SGC HR

Payscale of job as detailed above – no extra cost to BSTC as outgoing member of staff on top scale point

Following discussion, Councillor Elaine Hardwick proposed that the interview panel appoint the successful candidate to the relevant Scale Point dependant upon experience and qualification. However upon appointment, the successful candidate will be snapped in at NJC Scale Point 29 and upon completion of a successful 6 month probationary period, the scale point will be reviewed by the Staffing Committee. The proposal was seconded by Councillor John Ashe and carried unanimously.

8 Financial Matters

8.1 2019/20 Income against Expenditure Budget Report

Terry Hucker, RFO/Finance Manager presented the following report:

FINANCIAL SUMMARY AS AT 30/11/19

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mailto:[email protected]

BSTC – Finance Committee – 18 December 2019INCOME

Overall, income has achieved 96.05% or £917,096 of the annual budget (excluding The Mayor’s Charity which has raised £8237.03) .

The Centres have achieved the following income levels:

2019/20 2018/19Centre Income Annual % Income Annual %

Budget BudgetJubilee Centre £37,006.00 £56,000 66.08 £29,160.07 £65,600 44.45Brook Way £17,786.00 £16,000 89.95 £10,241.99 £13,500 75.87Baileys Court £47,308.00 £62,000 76.30 £28,178.30 £54,150 52.04Totals £102,100 £134,000 76.19 £67,580.36 £133,250 50.71

Overall, 76.19% of the annual income budget has been achieved across the centres

The Jubilee Centre Even with the reduction in budget it is not preforming as well as the other sites and needs monitoring over the next quarter to see if any further reduction is needed

Brook Way Activity Centre – Is still performing well with the increased budget, so no further adjustment is necessary

Baileys Court – Budget increased to £62,000, to help the budget drop on the Jubilee Centre, and would suggest monitoring for the next quarter

EXPENDITURE 2019/20 2018/19Expenditure Budget % Expenditure Budget %

SectorTotal Office & Non-Activity Centres £499,367.87 £794,462.29 62.85 £256,799.77 £773,711.44 33.19 Including Salaries £302,006.35 £448,800.00 67.29 £140,918.64 £431,300.00 32.67Youth Provision £ 12,970.56 £79,847.70 16.24 £ 7,789.66 £76,516.14 10.18

Activity Centres (exc. salaries)Jubilee Centre £55,041.63 £98,706.67 55.76 £35,776.09 £93,413.61 38.30Brook Way £25,524.83 £43,189.50 59.09 £17,858.60 £46,119.81 38.72 Baileys Court £56,389.30 £95,440.70 59.08 £32,964.33 £89,980.00 36.64New Assets £ 9,110.55 £19,200.00 47.45 £ 7,723.54 £21,600.00 35.76Planned Projects £47,968.08 £ 47,968.08 100.00 £ 0.00 £20,775.55 0.00 Totals £381,845.89 £1,056,361.79 36.15% £371,897.88 £1,024,824.86 36.29%

EXPENDITURE SUMMARY

In line with the 2019/20 Income/Expenditure against Budgets’ schedule, the expenditure remains in a strong position and is on target with the current overall annual budget level when basing the current 36.15% usage level against the expected 40% level for the first 8 months of the financial year. Please refer to the main Income/Expenditure against Budget schedule for a full breakdown.

The updated 5 Year Forward Plan remains robust and currently indicates a 2019/20 year-end surplus of approximately £67K which has been pre-allocated to fund future budgets through to 2023/24 and the above figures continue to support this vision at the current

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BSTC – Finance Committee – 18 December 2019time. Please note, however, that all figures are correct as at 30 th November 2019 but the current position may change through the remainder of the financial year.

Note: We have received the Precept figures from SGC and these have been incorporated into the 5 Year Forward Plan.

8.2 2019/20 Petty Cash Statements

Barclays Bank Petty Cash Account Sage No Date Ref Details Payments Receipts Balance £

7013619/07/2019 Brought forward 1076.55

7139704/10/2019 13JH Street - Graffiti Paint 33.25 1043.30

7139804/10/2019 13JH* BC - Wooden Edge for Bowls Green 30.40 1012.90

7139904/10/2019 13JH** BW - Wooden Edge for Garden 15.20 997.70

7140007/10/2019 13JH BW - Wooden Edge for Garden 30.40 967.30

7140107/10/2019 13JH* JC - Wooden Edge for Bridge 30.40 936.90

7140207/10/2019 13JH** BC - Wooden Edge for Bowls Green 30.40 906.50

7140309/10/2019 13JH Maintenance - Tools for Sites 50.50 856.00

7140409/10/2019 13JH*

Maintenance - Charger for Tool Batteries 34.99 821.01

7158612/11/2019 8SP Office - Staple Cartridge Refill 37.90 783.11

7158725/10/2019 14JH BW - Maintenance Supplies 9.19 773.92

7158825/10/2019 14JH* BW - Cleaning liquid / detergent 18.29 755.63

7158906/11/2019 14JH Safety Footwear 38.00 717.63

7159006/11/2019 14JH* BC - Timber for Fence 16.36 701.27

7159107/11/2019 14JH BC - Materials for Bike Stands 26.28 674.99

7159207/11/2019 14JH*

JC - Chippings & Materials for Bike Stands 24.30 650.69

7159307/11/2019 14JH**

BC - Chippings & materials for Bike Stands 41.46 609.23

7159408/11/2019 14JH

BC - Materials for Cricket Changing Rooms 236.98 372.25

7159508/11/2019 14JH* Tools/Materials for Street Cleaning 26.20 346.05

7159608/11/2019 14JH** BW - Cleaning Materials 25.02 321.03

7159708/11/2019 14JH*** JC - Deck Support for Tennis Courts 25.83 295.20

7159815/11/2019 14JH Tools - Drill Bits & Toilet Seat 38.25 256.95

7167305/12/2019 TRANS Bank Transfer

1462.91 1719.86

7169603/12/2019 9SP

Advertising - Recruitment for DTC with Western Times 117.60 1602.26

7169704/12/2019 9SP

Youth - Winter Wonderland Tickets Youth Activity 162.50 1439.76

7169804/12/2019 9SP*

Advertising - Recruitment for DTC With Metro 120.00 1319.76

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7172026/11/2019 TRANS TFR JR8 TO YOUTH1 220.00 1099.76

OFFICE PETTY CASH TINSage No Date Ref Details Payments Receipts Balance £

Brought Forward 97.16

7068824/09/2019 23 Special delivery for bank mandate 6.60 90.56

7162611/09/2019 24 Evening Post - W/E 07.09.19 5.35 85.21

7162724/09/2019 25

Evening Post - x2 Weeks - W/E 21.09.19 10.70 74.51

7162808/10/2019 26

Evening Post - x2 Weeks W/E 05.10.19 10.70 63.81

7162922/10/2019 27

Evening Post - x2 Weeks W/E 19.10.19 10.70 53.11

7163030/10/2019 28 Evening Post - W/E 26.10.19 5.35 47.76

7163104/11/2019 29 Evening Post - W/E 02.11.19 5.35 42.41

7163213/11/2019 30 Evening Post - W/E 09.11.19 5.35 37.06

7163319/11/2019 31 Evening Post - W/E 16.11.19 5.35 31.71

PETTY CASH AT SITES Brought forward 85.00

PETTY CASH MAINTENANCE Sage No Date Ref Details Payments Receipts Balance £

Brought Forward 0 78.31PETTY CASH JOHN RENDELL Sage No Date Ref Details Payments Receipts Balance £ Brought Forward 36.23PETTY CASH - YOUTH (1) Sage No Date Ref Details Payments Receipts Balance £

Brought Forward 79.63

7172205/11/2019 5* Girls Project - Art Resources 29.00 50.63

7172305/11/2019 5* Bag 0.10 50.53

7172405/11/2019 5* Girls Project - Food Supplies 7.41 43.12

71721 220 263.12

7172612/11/2019 5* Girls Project - Food Supplies 17.88 245.24

7172719/11/2019 5 Girls Project - Mugs x4 & Bag 4.10 241.14

7172819/11/2019 5* Youth - Food Supplies 15.79 225.35

7172920/11/2019 5 Youth - Hot Chocolate Supplies x12 24.00 201.35

7173021/11/2019 5 Bag 0.10 201.25

7173121/11/2019 5* Youth - Food Supplies 8.25 193.00

7173221/11/2019 5** Youth - Equipment (Game) 7.00 186.00

7173321/11/2019 5*** Youth - Equipment (Game x3) 12.00 174.00

5


7173426/11/2019 5 Girls Project - Equipment (Game) 7.00 167.00

7173526/11/2019 5* Bag 0.10 166.90

7173626/11/2019 5** Girls Project - Food Supplies 9.71 157.19

PETTY CASH - YOUTH (2) RESIDENTIALBrought Forward 167.21

Following discussion Councillor Ben Randles proposed acceptance of the Petty Cash report, seconded by Councillor Elaine Hardwick, carried unanimously. Petty Cash Statements then signed by Chair of Committee and Town Clerk.

8.3 Quotes for Printing/Publication of 2019/20 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 2020 (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.

Printing Artwork/Design TotalPress to Print £1,214.00 £225.00 £1,439.00RHL Print £1,478.00 (combined price) £1,478.00Sprint Print Design £1,495.00 (combined price) £1,495.00

Officers have, over the past few years, had dealings with all the companies who have submitted 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 Elaine Hardwick proposed accepting the Press to Print quote of £1,439.00 + VAT to publish and print the 2019/20 BSTC Annual Report, seconded by Councillor Ben Randles, carried unanimously.

8.4 Quotes for Distribution of 2019/20 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) by the 19th April 2020.

At Your Service Leaflet Delivery service£99.00 per 1,000 items £891.00 + VAT

At Your Service is a local delivery company used by various other parish and town councils.

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BSTC – Finance Committee – 18 December 2019Bradley Stoke Journal

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

Royal Mail Door-to-Door Delivery service£97.99 per 1,000 items + £75 (approx) transportation cost to deliver to Swindon Door-to-door depot

£956.91 + VAT

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

Following discussion, Councillor Ben Randles proposed accepting the At Your Service Leaflet Delivery service quote of £891.00 + VAT to deliver the 2019/20 BSTC Annual Report, seconded by Councillor Elaine Hardwick, carried unanimously.

8.5 Quotes for BSTC 2020/21 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 2020.

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.

Details Bradley Stoke Journal (4

issues)

Bradley Stoke Journal (8

issues)

Bradley Stoke Journal (all 9

issues)A5 equivalent full-page (134mm W x 180mm H)

£420.00 £780.00 £762.75

A5 equivalent half-page (134mm W x 180mm H)

£225.00 £420.00 £425.25

*This quote offers the same 25% discretionary discount offered last year. As there is now a price break at nine issues (i.e. ALL issues over a year), the quote includes the nine issue price as this works out cheaper (A5 full page) or only marginally more expensive (A5 half page) than the eight issue price.

If BSTC would like to additionally run your advert in the Stoke Gifford Journal magazine, distributed to 5,000 homes in Stoke Gifford, Little Stoke and Harry Stoke, add 60% to the Bradley Stoke Journal prices.

Basic design service: FREE Professional design service: £50/£40 (full/half-page) per new design; £20 to amend

existing design One FREE professional design when booking six issues or more FREE editorial space (amounting to one-third of booked advert space)

Bradley Stoke Matters Magazine

No quote submitted7


Following discussion, Councillor Brian Hopkinson proposed accepting the Bradley Stoke Journal quote of £762.75 + VAT for an A5 equivalent full page advert in all 9 issues of Bradley Stoke Journal for 2020/21, seconded by Councillor Michael Hill. A vote was taken, 7 in favour, 1 against, proposal carried.

8.6 All Sites Annual Hire Charge Review for 2020/21

The RFO/Finance Manager informed the meeting that the annual hire charge review for all sites is now due.

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

Year Room Hire Sports Hire Food Pitch2009/10 Frozen Frozen Frozen2010/11 Frozen Frozen Frozen2011/12 Frozen Frozen Frozen

2012/13Frozen & new Non BS Community hire charge introduced. Frozen Frozen

2013/14Non 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

2015/16Frozen 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 Bradley Stoke 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 figureFreeze Bowls and grass training hire chargesIncrease netball and 5/6 aside hire 2.2% being the October 2018 CPI annual % charge figure and freeze flood light chargesIncrease 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 chargesIntroduce 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)

8

BSTC – Finance Committee – 18 December 2019The above shows that hire charges have increased minimally over the last 10 years and the introduction of the Non-Bradley Stoke Community Rate in 2012/13, has worked very well and South Gloucestershire Council continue to be a major user.

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

CPI Annual % Change RPI Annual % Change All Sectors All Sectors2018 2018July 2.3 July 3.2Aug 2.4 Aug 3.5Sep 2.2 – 2019/20 Bowls/Cricket /Scouts increase Sep 3.3Oct 2.2 Oct 3.32019 2019July 2.1 July 2.8Aug 1.7 Aug 2.6Sept 1.7 – 2020/2021 Bowls/Cricket/Scouts increase Sept 2.4Oct 1.5 Oct 2.1

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 September 2019 CPI (1.7%) applied for 2020/21. The October CPI level reduced at 1.5% . However, we propose we keep to the 1.7% in line with the Bowls Cricket and Scouts increase

A 1.7% uplift has therefore been applied for all room hire and uplifts are detailed within Schedule 2 overleaf.

Storage and Equipment HireCharges appear to be acceptable and in line with the last 3 years – no increase is recommended for 2020/21

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

Increase by 1.7% (September 2019 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)

Increase by 2.1% (October 2019 RPI)1. Tennis court hire for Clubs & private Tutors (including block and one-off bookings).

Food VansThe rates were increased by the November CPI last year and Council may consider applying the CPI again this year, in line with the room hire increases applying the September figure of 1.7%. Based upon this, the current charges of £21.30 per night for hires of 1 - 4 days p/w & £16.15 per night for hires of 5 - 7 days p/w would increase to £21.66 and £16.42 respectively.

The daily storage fee for being on site at Baileys Court was agreed in 2016 at £5 per night – this could be frozen if council do not want to implement a 1.7% increase.

SUMMARY

9

BSTC – Finance Committee – 18 December 2019The 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 2018/19 year-end for the direct day to day running costs and income were:

Site 2018.19 Audited 2018.19 Audited 2018.19 Year EndExpenditure (Exc. Income PositionSalaries & planned projects)

The Jubilee Centre £77,510 £68,504 -£9,006Brook Way £38,988 £13,802 -£25,186Baileys Court £81,624 £61,080 -£20,544

The loss position of each site obviously will not be reversed by the hire charge increases, however this has not historically been council’s aim.

The hire charge increases are aimed at maintaining 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.

Following discussion, the following changes (Items 1 – 8 as detailed below) for 2020/21 were proposed by Councillor Brian Hopkinson, seconded by Councillor Ben Randles and carried unanimously.

Hire Charges for 2020/21

1 Increase all hire room rates by 1.7% being the September 2019 CPI annual % change figure2 Freeze all storage rates and freeze the projector, screen, flipchart stand and food warmer hire charges3 Increase food van hire charges by 1.7% being the CPI annual % change figure and increase the daily

storage fee in respect of the unit being on site by 1.7% (rounded up). 4 Increase standard tennis court hire (non-commercial) charges by 1.7% being the September 2019 CPI and

apply an increase for Clubs and private Tutors (including block and one-off bookings) by 2.1% being the October 2019 RPI % charge

5 Freeze bowls and grass training hire charges.6 Increase Netball and 5/6- aside hire by 1.7% being the September 2019 CPI annual % change figure and

increase flood light charges by 1/7% (rounded up).7 Increase Football pitch hire charges by 1.7% being the September 2019 CPI annual % change figure but

freeze changing room charges. 8 Increase cricket pitch hire charges by 1.7% being the September 2019 CPI annual % change figure but

freeze changing room charges.

8.7 Avon Pension Fund 2019 Valuation

The RFO/Finance Manager informed the meeting that details have been received from Avon Pension Fund regarding the Actuarial Valuation 2019 – Future Service Contribution Rates and Deficit Recovery Payments with effect from 1 April 2020

10

BSTC – Finance Committee – 18 December 2019The Fund’s Actuary has now calculated revised contribution rates for employers in the Avon Pension Fund which will be effective from 1 April 2020. A future service rate and a deficit recovery amount will be payable. In some cases a deficit will have become a surplus, meaning that either no deficit recovery amounts are prescribed or there will be refunds of surplus.

In BSTC case we have a Surplus which amounts to £2700 which is a reduction of £225 per month over the first year.

The other options we need to consider are:

Options Reference in letter

Employer response

Default response from Avon Pension Fund (if we do not receive a reply from you)

1. Short term pay restraint: Do you want to increase the short term pay allowance from 2%p.a to 2.5%p.a, 2.75%p.a, 3%p.a or 3.5%p.a? Please specify (You should be aware that, in exercising this judgement, you are taking a view which, depending on the out-turn, may negatively impact the results of the next valuation)

3 (2) 2%

2. McCloud: Do you want to pay additional contributions in respect of the potential McCloud costs?

4 Yes

3. Early payment discount: Do you want to prepay deficit contributions i.e. in April each year, or all 3 years in April 2020? Please see the box headed ‘Deficit Prepayment Options’ on the detailed results page for relevant information.

5 No prepayments

1 Short term pay Restraint 2 McCloud Judgement

The Government has confirmed that a remedy is required for the LGPS in relation to the McCloud judgement. The remedy is currently not known and may not be known for some time. When considering the possible implications for the Local Government Pension Scheme, we have assumed that the age constraint applied to the protections incorporated in the revised Scheme (effective from 1 April 2014) will be removed. This means that all active members as at 1 April 2012 will benefit from the protections. The relevant estimated costs have been assessed and included within the attached schedule.

Employers can choose to incorporate these estimated costs in their certified contributions; if they elect to do this the revised contributions payable are detailed in an accompanying table.

The total increase in liabilities as a result of McCloud are shown in the table headed Actuarial Valuation Results at 31 March 2019 (incl McCloud impact); if employers elect not to incorporate the McCloud liability in their certified contributions they should consult their auditors to determine what provision should be made for this liability in their financial accounts. The Fund’s view is that employers should incorporate the allowance for McCloud within their certified contributions as it will provide you with budget certainty until the next valuation. Any employers that do not allow for this will be expected to increase and backdate the additional contributions in respect of McCloud once the final judgement is confirmed.

For Bradley Stoke Town Council, this would therefore mean the surplus would reduce to £1900.00 for the year commencing 2020.

Following discussion, Councillor Brian Hopkinson proposed going with the Avon Pension Fund default recommendations as detailed above, with a short term pay restraint of 2%

11

BSTC – Finance Committee – 18 December 2019being applied and also paying the additional contributions in respect of the potential McCloud costs, seconded by Councillor Ben Randles, carried unanimously.

Councillors noted that the budget can be adjusted to accommodate the above.

8.8 2020/21 2nd Budget Draft

The Town Clerk presented the following information with regard to the 2020/21 2nd

Budget Draft (see Appendix A).

TAX BASE On 13th November 2019, South Gloucestershire Council (SGC) gave an indicative 2020/21 tax base figure (which will not be confirmed by them until after 13 th January 2020) and has provided estimated projections until 2023/24. The figures provided are significantly less than those projected by SGC last year and were applied within the 1st Budget Draft issued to Council in November. The changes in the tax base figures are shown below and have had a negative impact upon the original 5 Year Forward Plan.

Year Projected figures from SGC applied to 1st & 2nd Drafts2020/21 6974 - Indicated2021/22 7116 - Projected2022/23 7223 - Projected2023/24 7331 - Projected2024/25 7331 – 2023/24 Figures applied

LOCAL COUNCIL TAX REDUCTION SUPPORT GRANT (LCTR)In addition to the above, SGC has also indicated that the 2020/21 Local Council Tax Reduction Support Grant (LCTR) is expected to be £0, although this will not be formally approved until payment levels have been confirmed which will be at a later date.

The 2nd budget draft includes this figure going forward for future years and it is fair to assume it will be fairly accurate as SGC have previously indicated that such payments will cease after 2019/20.

PRECEPT POSITIONBased upon the current position within this 2nd draft budget, Council need to consider a small increase for 2020/21. It should be noted that it is predicted that the year-end deficits begin in 2020/21 However it is acknowledged that the 2019/20 income and expenditure levels may outperform budget levels and it is likely to be on course to produce a year-end surplus as predicted within the current Forward Plan.

This 2nd draft has also applied a zero precept increase for the remaining 4-year term within the Forward Plan until 31st March 2024, however, based upon current predictions this will significantly deplete the Future Budget Reserve N/C 3089. This reserve is used and adjusted to fund the main budgets year on year in order to support a more stable precept against major impacts which recently has included the NJC pay restructures linked to the implementation of the National Living Wage.

Due to the above and in line with previous years, any additional 2019/20 year-end surplus in excess of the predicted level will be used to further fund reserves with particular attention being paid to the Future Budget Reserve in order to be prepared for other unexpected eventualities over the 5 year period and beyond.

Note: The final 2019/20 year-end position will not be known until May/June 2020 when audit figures are approved.

12


Following discussion, Councillor Ben Randles proposed that the RFO prepare calculations regarding possible Precept increases for 2020/21 (0.5%, 1.0% and 1.7%) with these calculations and reports being brought to the next Full Council meeting on 15th January 2020 for discussion/decision, seconded by Councillor John Ashe. A vote was taken, 7 in favour, 1 abstention, proposal carried.

8.9 To approve Bills and Direct Debits for payment

The following Bills and Direct Debits were approved for payment (and include VAT where appropriate) by Councillor Fabrizio Fazzino, seconded by Councillor Michael Hill and carried unanimously.

BRADLEY STOKE TOWN COUNCILMONTHLY EXPENDITURE - 18th December 2019

All Bank Faster Payments Are Highlighted In Blue In The Gross ColumnAll Other Payments Are Highlighted In Green In The Gross Column

SALARIES AND BANK CHARGES

16/12/19 December Salaries via Pay flow 23670.51

HMRC -Payee December Payroll 7226.54Report Total 30897.05

SUPPLERS A1 Property Maintenance

10/12/19 870 BC Activity Centre Blocked toilet 60.00 12.00 72.0015/12/19 879 Upgrade emergency Lighting - JC 730.00

146.00 876.00

15/12/19 878 Upgrade emergency Lighting - BC 340.00 68.00 408.0015/12/19 880 External Lighting BW 110.00 22.00 132.0010/12/19 872 Extractor Fan Ladies Toilet - JC 130.00 26.00 156.0010/12/19 871

Monitor Sensor in Extractor Fan - BC 110.00 22.00 132.00

1480.00

296.00 1776.00

Name :AMBIENCE LANDSCAPES LTD

Date Ref Details Net Vat Gross30/11/19 12261 Office Nov Street Maintenance 998.34

199.67 1198.01

30/11/19 12260 Maintenance for November JC

2076.88

415.38 2492.26

01/11/19 12181 Flower Beds on roundabout

1080.00

216.00 1296.00

4155.22

831.05 4986.27

Name :

AVON SPORTSGROUND MAINTENANCE CO

Date Ref Details Net Vat Gross30/11/19 819856 BC -Nov Bowls Maintenance 818.40

163.68 982.08

818.40163.6

8 982.08

Name :BRISTOL SOUND SYSTEMS LTD

Date Ref Details Net Vat Gross17/11/19 14562

Sound System Set Up - Fire Works Event 358.00 71.60 429.60

358.00 71.60 429.60

Name :BS1 FIRE & SECURITY

Date Ref Details Net Vat Gross

13

BSTC – Finance Committee – 18 December 201912/12/19 81267 CCTV Camera BC 146.12 29.22 175.3410/12/19 81251 Replacement Handset - JC 67.43 13.49 80.9206/12/19 8229 Fire alarm call point - BC 48.24 9.65 57.89

261.79 52.36 314.15

Name :Bradley Stoke Cricket Club

Date Ref Details Net Vat Gross16/12/19 112019 B/C Cricket Maintenance 576.00 0.00 576.0018/12/19

Bradley Stoke Cricket Club Youth SLA

3500.00 0.00 3500.00

4076.00 0.00 4076.00

Name :Doug Hillard Sports Shop

Date Ref Details Net Vat Gross28/11/19 1037 Polo shirt Leisure Assistant 15.90 3.18 19.08

15.90 3.18 19.08Name : Gary Woodland Date Ref Details Net Vat Gross26/11/19

201904052

Youth Support Worker Thursday Evening 323.10 0.00 323.10

323.10 0.00 323.10Name : HAGS-SMP LTD Date Ref Details Net Vat Gross07/11/19 8294 Gate Repair - BC 219.00 43.80 262.80

219.00 43.80 262.80Name : MONELLES Date Ref Details Net Vat Gross15/12/19 2068 Cleaning Supplies 42.40 0.00 42.4015/12/19 2068 Office Cleaning 291.67 0.00 291.6715/12/19 2068 JC Cleaning 737.24 0.00 737.2415/12/19 2068 B/W Cleaning 650.00 0.00 650.0015/12/19 2068 BC Cleaning 758.29 0.00 758.2915/12/19 2068 Skate Park Cleaning 87.75 0.00 87.75

2567.35 0.00 2567.35

Name :ONE OFF SUPPLIERS

Date Ref Details Net Vat Gross02/12/19 Nathan Folder 1926

Replace Broken Roof tiles & Ridge Tile BS Office 200.00 40.00 240.00

25/10/19 Pro-Servicing 20367 Acoustic Partitions - B/W 372.50 74.50 447.0025/10/19 Pro-Servicing 20367 Acoustic Partitions - B/C 372.50 74.50 447.0021/11/19 Pro-Servicing 20505 Acoustic Moveable Walls JC 248.33 49.67 298.0021/11/19 Pro-Servicing 20505 Acoustic Moveable Walls BW 248.33 49.67 298.0021/11/19 Pro-Servicing 20505 Acoustic Moveable Walls BC 248.33 49.67 298.0009/12/19 SD Fire Services 821 BC Annual Service 117.25 0.00 117.2512/12/19 Euro Taxi 4310 Coach Girls Project Trip 155.00 0.00 155.0005/12/19 Transform Décor 022

Decorate BC Play Aera & Paddock Close 650.00

130.00 780.00

16/12/19

Scratch Code for Kids YGA42 - Scratch Code 4 Kids Club 499.98 0.00 499.98

16/12/19

Bradley Stoke Radio Bradley Stoke Radio - CDGA28

4000.00 0.00 4000.00

17/12/19 Saphier Plumbing 865 Toilet Syphon - JC Changing Rooms 365.00 73.00 438.00 7477.2 541.0 8018.23

14

BSTC – Finance Committee – 18 December 20192 1

Name :

Police & Crime Commissioner For Avon & Somerset


November Dedicated Police Officer Funding

1245.75

249.15 1494.90

1245.75

249.15 1494.90

Name : RE- ENERGIZE Date Ref Details Net Vat Gross01/12/19 3883

Community Festival - 2020 Event Management - Dec instalment

2100.00

420.00 2520.00

2100.00

420.00 2520.00

Name :Snowberry Media Ltd


Website Advert Activities Centres Manager/Deputy Town Clerk 25.00 0.00 25.00

25.00 0.00 25.00

Name :Sprint Print & Design

Date Ref Details Net Vat Gross13/12/19 21154 Roller Banner 159.00 31.80 190.80

159.00 31.80 190.80Name : SLCC 01/01/20 226627 Membership Fee 363.00 0.00 363.00

363.00Name : SOUTH GLOUCESTERSHIRE COUNCIL Date Ref Details Net Vat Gross20/11/19 002891 Oct - Dec 19 Dog Bins

1554.87

310.97 1865.84

1554.87

310.97 1865.84

Name : TAILOR MADE OFFICE SUPPLIES LTD Date Ref Details Net Vat Gross11/12/19 185670 Inkjet Cartridge 302.58 60.52 363.1011/12/19 185671 Inkjet Cartridge 289.41 57.88 347.29

591.99118.4

0 710.39Name : Travail Employment Group Date Ref Details Net Vat Gross29/11/19

00009997 Office Finance Support 432.61 86.52 519.13

06/12/19 10298 Office Finance Support 530.29

106.06 636.35

12/12/19 10595 Office Finance Support 551.22

110.25 661.46

1514.12

302.83 1816.94

Name : VIRIDOR WASTE MANAGEMENT LTD Date Ref Details Net Vat Gross30/11/19

2981316AB B/W Waste Management Dec 19 327.15 65.43 392.58

30/11/19

2981317AB J/C Waste Management Dec 19 160.55 32.11 192.66

30/11/19

2981318AB B/C Waste Management Dec 19 203.07 40.61 243.68

690.77138.1

5 828.92

Direct Debits to 18.12.1922/11/2019 British Gas £569.4405/12/2019 Barclay Card Charges £73.9609/12/2019 South Glos Council - Rates £957.0009/12/2019 South Glos Council - Rates £457.0009/12/2019 South Glos Council - Rates £1,007.00

15

BSTC – Finance Committee – 18 December 201909/12/2019 South Glos Council - Rates £1,289.0009/12/2019 INTY Ltd £207.5409/12/2019 Barclay Card £51.5210/12/2019 Plan.com £200.4611/12/2019 Pitney Bowes £44.5013/12/2019 ATOS Fuel Genie £160.0016/12/2019 Mainstream £8.2116/12/2019 Sage Software £135.0018/12/2019 Sage Software £91.42

11 Date of next meeting

Wednesday 19th February 2020 at 7.00pm at Bradley Stoke Jubilee Centre

The Chair of Finance Committee, Councillors John Ashe wished everyone a happy Christmas and thanked councillors and staff for all their support throughout the year.

The Meeting closed at 7.55pm

16

BSTC – Finance Committee – 18 December 2019APPENDIX A

2019/20 - APPROVED BUDGET AND 5 YEAR FORWARD PLAN AS AT 11/12/20192018/19 Actuals @

16/5/19 figures lodged for audit

% change

2019/20 - Approved

Budget%

changeProjected Budget 2020/21

% change

Projected Budget 2021/22

% change


% change


% change

2024/25 - Projected

Budget%

changeINCOMEBank Interest/Investment/Grant Income £22,143 72% £18,356 -17% £16,803 -8% £16,837 0% £6,871 -59% £6,905 0% £6,940 0%

Public Works Loan £0 0% £0 0% £0 0% £0 0% £0 0% £0 0% £0 0%

Activity Centres Income £143,387 9% £134,000 -7% £136,680 2% £139,414 2% £142,202 2% £145,046 2% £147,947 2%

Training & Other Income £2,469 -54% £1,103 -55% £270 -76% £270 0% £270 0% £270 0% £270 0%

Total Income (exc. precept etc) £167,999 12% £153,459 -9% £153,753 0% £156,520 2% £149,343 -5% £152,221 2% £155,157 2%

EXPENDITURE

Non Activity Centre Costs £584,943 4% £719,876 23% £715,294 -1% £731,610 2% £714,432 -2% £733,890 3% £753,941 3%

Community/ Firework Events £31,603 -5% £34,660 10% £34,914 1% £35,175 1% £35,444 1% £35,722 1% £36,007 1%

Grants and Other Funding £35,158 -7% £51,926 48% £44,426 -14% £44,426 0% £44,426 0% £44,426 0% £44,426 0%

Office Expenditure £651,703 £806,462 £794,634 £811,212 £794,303 £814,038 £834,375

Bradley Stoke Jubilee Centre £77,510 7% £98,707 27% £114,252 16% £118,646 4% £122,425 3% £126,328 3% £130,397 3%

Brook Way Activity Centre £38,988 34% £43,190 11% £47,800 11% £49,645 4% £51,107 3% £52,568 3% £54,093 3%

Baileys Court Activity Centre £81,624 -2% £95,441 17% £97,693 2% £101,545 4% £104,579 3% £107,715 3% £110,979 3%

Activity Centres Running Costs £198,123 £237,337 £259,745 £269,836 £278,111 £286,611 £295,469

New Assets £44,159 149% £23,039 -48% £19,200 -17% £19,200 0% £19,200 0% £19,200 0% £19,200 0%

Planned Projects £71,265 0% £47,318 0% £0 0% £0 0% £0 0% £0 0% £0 0%Total Expenditure as per budget overleaf £965,251 13% £1,114,156 15% £1,073,579 -4% £1,100,248 2% £1,091,614 -1% £1,119,849 3% £1,149,043 3%Adjustments to/from Reserves at Year End -£13,059 -£143,641 -£42,283 -£74,500 -£61,500 -£83,500 £8,000

Total budget + reserve adjustment £952,192 0% £970,516 2% £1,031,296 6% £1,025,748 -1% £1,030,114 0% £1,036,349 1% £1,157,043 12%

SHORTFALL

2018/19 Actuals @ 16/5/19 figures lodged for audit

% change

2019/20 - Approved Budget

% change


% change


% change


% change


% change

2024/25 - Projected Budget

% change

Difference Between Income and Expenditure £784,193 -2% £817,056 4% £877,544 7% £869,227 -1% £880,771 1% £884,128 0% £1,001,887 13%

LESS/PLUS:

Previous confirmed year end C/fwd Confirmed/Estimated Previous Year End Balance C/FWD £65,194.00 £82,892.92 £67,181.54 -£2,912.27 -£48,249.15 -£92,741.55 -£128,086.53

Full Budget Funding Shortfall £718,999.08 £734,163.24 £810,361.99 £872,139.63 £929,020.49 £976,869.71 £1,129,973.08 Less Local Council Tax Scheme Grant Funding confirmed/projected by Sth Glos £6,599.00 0.00% £2,347.00 0.00% £0.00 0.00% £0.00 0.00% £0.00 0.00% £0.00 £0.00

Provisional LCTR figures are £2347 for 2019/20 + £0 thereafter and £0 applied for 2020/21 onwards .

Approved/Estimated Precept per Band D property £115.78 0.00% £115.78 0.00% £115.78 0.00% £115.78 0.00% £115.78 0.00% £115.78 0.00% £115.78 0.00% Precept forecast @ 0% wef

2020/21

Approved/Estimated Sth Glos Tax Base

6869 6901 6974 7116

7223

7331

73312020/21 provisional tax base of 6974 + SGC indicative figures applied to 2021/21 onwards as notified by SGC 13/11/19

Approved/Estimated Total Precept Income £795,293.00 £798,997.78 £807,449.72 £823,890.48 £836,278.94 £848,783.18 £848,783.18 Approved/Projected Total Precept and Local Tax Grant Funding £801,892.00 £801,344.78 £807,449.72 £823,890.48 £836,278.94 £848,783.18 £848,783.18

17

BSTC – Finance Committee – 18 December 2019Projected year end position to C/FWD (excluding shortfall funding from year end reserves)

£82,892.92

£67,181.54

-£2,912.27

-£48,249.15 -£92,741.55 -£128,086.53 -£281,189.90

The tax base figure is based upon approved figures from Sth Glos in Dec 2017. The LCTR figure is still to be approved by Sth Glos. The

final precept was approved by council January 2018 with a 0% increase.

The tax base figure is based upon approved figures from Sth Glos in Dec 2018. The

LCTR figure is still to be approved by Sth Glos. The final precept was approved by council January 2019 with a 0% increase.

This projection assumes a 0% precept increase for 2020/21 and + Sth Glos projected tax base for 2020/21 + SGC

projection of a £0 LCTR - These assumptions will be considered by

Council in January 2020 when finalised figures are available

This projection assumes a 0% precept increase for 2021/22 and +

Sth Glos projected tax base for 2021/22 + SGC projected £0 LCTR -

These assumptions will be considered by Council in January 2021 when finalised figures are

available


projected £0 LCTR - These assumptions will be considered by



projected £0 LCTR - These assumptions will be considered by



projected £0 LCTR - These assumptions will be considered by Council in January 2024 when finalised figures are available

NOTEThis projection is partly based upon estimated annual percentage increases and as a living document does not represent a firm future position or intention. Council carefully consider the full budget position on an annual basis prior to approval and use this document as a guideline only to ensure that Council's aims and objectives are included within acceptable margins which would not produce large year end shortfalls. Any surplus funds remaining at year end are placed within the unallocated earmarked reserves in order to fund future projects or to subsidise future precept levels.

.

18

Documents

€¦ · Web viewThis projection is partly based upon estimated annual percentage increases and as a living document does not represent a firm future position or intention. Council