Banbury Town Council\General Services Committee\Committee Papers\Agenda\A300118\A30012018.docx Mark Recchia MA FCIS FSLCC Town Clerk Banbury Town Council The Town Hall Bridge Street

$Page 1: Banbury Town Council\General Services Committee\Committee Papers\Agenda\A300118\A30012018.docx Mark Recchia MA FCIS FSLCC Town Clerk Banbury Town Council The Town Hall Bridge Street$
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Mark Recchia MA FCIS FSLCC

Town Clerk

Banbury Town Council

The Town HallBridge StreetBanburyOxfordshireOX16 5QB

Tel: 01295 250340

Cllr A G Beere149 West Street

BANBURYOX16 3HE

Fax: 01295 250820

Our Ref: GS A30012018Your Ref:Please ask for: Audrey O’MahonyEmail: [email protected]

Date: 23 January 2018

To: All Members of the General Services Committee.

You are hereby summoned to attend a Meeting of the GENERAL SERVICES COMMITTEE to be heldin the TOWN HALL, BRIDGE STREET, BANBURY on TUESDAY, 30 January 2018 at 6.30 pm, forthe transaction of the following business:-

Mark RecchiaTown Clerk

BUSINESS TO BE TRANSACTED

1 Apologies for absenceContact Audrey O’Mahony (01295 250340).

2 Declarations of InterestMembers are asked to declare any disclosable pecuniary interests in items on the agenda, andthe nature of that interest, in accordance with the Localism Act 2011, the Banbury TownCouncil Code of Conduct and Section 106 of the Local Government Finance Act 1992 (Pleaserefer to the notes at the end of Agenda).

3 Minutes of the last MeetingTo approve as correct the Minutes of the Meeting held on 12 December 2017 (previouslycirculated).

4 Income & Expenditure ReportTo consider the report of the Deputy Town Clerk & RFO. (Enclosure 4).

5 Parks and Open Spaces ReportTo consider the report of the Recreation & Amenities Manager. (Enclosure 5).

6 Confidential Business ExclusionThat, in accordance with Section 1(2) of the Public Bodies (Admission to Meetings) Act 1960,the public and press be excluded from the meeting during the consideration of the item set outbelow on the grounds that publicity would be prejudicial to the general interest by reason of theconfidential nature of the business to be transacted.


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7 Grounds Maintenance Contract

Notes on declaration of interest(i) Any Member arriving after the start of the meeting is asked to declare any disclosable pecuniary

interests as necessary as soon as practicable after their arrival even if the item in question has beenconsidered;

(ii) In such circumstances, the Member must withdraw from the meeting room, and should inform theChairman accordingly.

It is not practical to offer detailed advice during the meeting.

GS.25

GENERAL SERVICES COMMITTEE

Minutes of a Meeting of the General Services Committee held at 6.30pm on Tuesday,12 December 2017 in the Town Hall, Banbury.

Present: Councillor Clarke (Chairman)Councillors: Colegrave, J Donaldson, Dhesi, Harrison, Kilsby,Richards, Turner, and Ross.

Alternate Members: Councillor Woodcock for Councillor Banfield, Councillor MilneHome for Councillor Morris.

Officers: Mark Recchia (Town Clerk)Mark Hassall (Deputy Town Clerk/RFO)Mike Hall (Recreation & Amenities Manager)Audrey O’Mahony (Planning and Administration Officer)

GS.23.17 Apologies for AbsenceCouncillors Morris & Banfield.

GS.24.17 Declarations of InterestNone.

GS.25.17 Minutes of the Last Meeting

IT WAS RESOLVED that the Minutes of the Meeting held on 31 October 2017be approved as a correct record and signed by the Chairman.

GS.26.17 Income & Expenditure ReportThe Committee considered a report prepared by the Deputy Town Clerk/RFOcomparing year-to-date income and expenditure with the projected annualbudget for the financial year.

Officers responded to a range of questions from Members relating to variousbudget codes. Committee members enquired about the positioning of busshelters along the proposed new bus routes. The chairman informed thecommittee that Banbury Town Council would wait to move their shelters untilthe new routes were finalised. Members’ attention was drawn to the fact thatoverall the Committee’s expenditure was within forecast.

General Service’s savings were principally due to timing. The primary items ofnote were:

The timing of the purchase of DTE Trees software resulted in anunderspend of £4k, as did wall repairs to St Mary’s Churchyard (£33k).

The timing of grounds maintenance costs in Parks & Open Spacesaccounted for £48k and £27k was associated with play area repairs.

An underspend of £23k on bus shelters was timing related dependant onthe finalising of bus routes.

There was to be the release of earmarked funds to the forecast of £186k,this was to be done upon the completion of the Easington Play Area, MUGArefurbishment and associated parking provision.

General Services Committee12 December 2017

GS. 26

The variance of expenditure on legal costs (£2k) was principally timingrelated.

There was variances to the budget of Town Hall maintenance costs of£16k, again this was timing related.

IT WAS RESOLVED to receive and note the Income and Expenditure report.

GS.27.17 Draft Revenue EstimatesThe Deputy Town Clerk/RFO advised Members that a full copy of the draftestimates 2018/19 had been circulated to Members.

The draft estimates for 2018/19 had been set on the basis of a 0% rise inprecept, this meant that the Council’s likely contractual commitments had beenabsorbed. An inflationary 1% increase in salaries was budgeted, as well aspension and specific pension costs.

The following comments on the estimates were materially relevant:

GENERAL SERVICES

Cost Centre 103 & 104 Southam & Hardwick CemeteryIncreased burial activity in Hardwick Hill was driving costs and income activityin 2017/18, this resulted in the investment in headstone beams 2018/19.

Cost Centre 110 Parks & Open SpacesThe savings experienced by the movement of highway grass cutting to CDC,and the associated reduction in grant income from partner authorities, wassomewhat offset by the increased staffing costs in 2017/18. There was to berefurbishment of Bridge Street and Oxford Road parks in 2018/19.

Cost Centre 114 Park RangersThere was associated costs with the acquisition of the Southam Road Depot.These included moving and refurbishment costs for 2017/18 and 2018/19.

Cost Centre 160 Capital costsProvision was made for proposed capital investment in parks and open spaceswithin earmarked reserves. The acquisition of Southam Road Depot andprovision for vehicle replacement featured in 2017/18, there was also aproposal for the replacement of the Spiceball Park skate ramps in 2018/19.

Members enquired about the fees and charges related to the burial of children.It was noted that many councils had eliminated the charges for children underthe age of five. The chairman requested that an exercise be undertakenlooking into the costs associated with these burials and how many would beperformed every year.

FOUR YEAR FORCASTMembers were also invited to review the medium term financial forecast, thisbooklet was circulated with the agenda. The forecast was prepared in line withthe Council’s current reserves policy that aimed to maintain general reservesat around 50% of net budgeted annual running costs. The Deputy Town Clerkand RFO was on hand to answer any questions that members had on thedocument.

General Services Committee12 December 2017

GS. 27

IT WAS RESOLVED:

1) To approve the General Services Committee Estimates and refer them tothe Resources Committee.

2) To endorse the proposed Fees and Charges for services within the controlof the Committee.

GS.28.17 Parks and Open Spaces ReportThe Committee considered a report on the condition of the parks, recreationgrounds and open spaces in Banbury, including comments and complaintsreceived, and on the work of the Park Ranger Service.

The Park Ranger Service was complimented by the committee on their workduring the recent poor weather of ice and snow. The Snow Warden schemewas deemed successful and there was an increase in volunteers as a result ofthe bad weather.

IT WAS RESOLVED:

1) To note the condition of the parks, recreation grounds and open spaces inBanbury, including comments and complaints received, and on the work ofthe Park Ranger Service.

2) To note the update from BBOWT regarding their “Wild Banbury” projectworks.

3) To note the works at Princess Diana Park.4) To note the update on the request by Banbury Power Limited to drill across

Spiceball Park.5) To approve the removal of the youth shelter in Ironstones Park, and

investigate a suitable replacement.6) To note the comments on land adoptions on Longford Park, Hanwell Fields,

and Cattle Market estates and agree in principle to the further land transfersand give approval for the Town Clerk to negotiate and agree terms for thepotential disposal of the land on Warkworth Close.

GS.29.17 Tree Management ReportThe Committee considered a report that identified works to be undertaken ontrees in the ownership of Banbury Town Council. Previously an externalconsultant had surveyed the approximately 5000 individual trees and varioustree shelter belts and the woodland areas containing another 5-6000 trees ona minimum 3 year cycle.

Problems were identified from the analysis of these results and frominspections. As many of the tree belts and woodland areas had onlyemergency works undertaken, this included the Mineral Way and Linear WayOpen Space, a programme of work that was to address many high priorityissues was developed and was to be progressed over the coming months.

IT WAS RESOLVED to note that work was to be undertaken to trees acrossthe Banbury Town Council estate including the felling and removal of trees insome areas.

The meeting ended at 8.20pm


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GENERAL SERVICES COMMITTEE30 JANUARY 2018

RESOURCES COMMITTEE6 FEBUARY 2018

REPORT OF THE DEPUTY TOWN CLERK & RFO

INCOME & EXPENDITURE TO 22 JANUARY 2018

1 Introduction and Purpose of Report

1.1 To inform Members of income and expenditure compared with Year to Date (YTD) Budgetfor the financial year.

2 Wards Affected

2.1 All Wards.

3 Effect on Policy

3.1 Nil.

4 Contact Officer

4.1 Mark Hassall (01295 817313)

5 Background

5.1 The Council’s Financial Regulations require that the Resources Committee be providedwith a statement of income and expenditure to date under each head of the approved year-to-date annual revenue and capital budgets. As the main spending Committee, it isconsidered appropriate for this information to also be presented to the General ServicesCommittee.

5.2 The Council’s Accounting (RBS Omega) System provides reports that show Projected 6+6revised Full Year Budget and Actual YTD, for Income and Expenditure and any variance.

5.3 Attached is a report outlining summary income and expenditure against each cost centre.

6 Present Position

6.1 Overall the Committees are within forecast. Underspends versus the phased budget are£671k across all services. Excluding forecast future expenditure of (£338k), this is madeup of General Services underspends of £169k and Resources underspends of £164k. Thisis mainly caused by expected YTD underspends of timing of grounds maintenance chargesand capital works. The remaining variance are addressed as follows:

4


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6.2 General Services savings are due to timing, principally

Across the Cemeteries activity is in line with budget, underspends (excluding GMcontract) relate to timing of tree works £4k, footpath/road repairs £9k and toiletrefurbishment £4k.

Timing of purchase of DTE Trees software £5k wall repairs at St Marys £33k, Timing of GM costs in Parks & Open Spaces accounts for £50k and £18k is

associated with Play area repairs undertaken in November associated with theROSPA inspection currently underway. Timing of tree works ahead of the winterworks programme contribute £25k of underspends.

Timing of Park Ranger relocation to Southam Road depot £15k. Timing of S106 release (£77k), and contribution from reserves funding capital

projects (£227k). This is offset by £100k destined for town centre initiatives, £30krelating to provision of additional burial space and £25k Spittal Farm drainageworks.

Timing of any required bus shelter expenditure is linked to finalising of revised busroutes £23k.

Upon completion of the Easington play area, MUGA refurbishment and associatedparking provision, the release of the funds earmarked are forecast of £196k.

6.3 Excluding one-off grants, overall Resources Committee principal variances to budget are

Legal expenditure is principally timing related £20k. Salary costs in Central Administration are lower than forecast due to timing of filling

vacancies £10k and website refurbishment £3k. Timing of internal maintenance costs at the Town Hall £16k, grants for the provision

of Christmas Lights and Woodgreen Open Air Pool £91k are offset by timing of grantincome related to new homes grant (£27k).

7 Financial Effects & Risk Assessment

7.1 This is a monitoring report so there are no specific financial effects arising from it. Withouteffective budget monitoring there is a risk that budgets will not be adhered to, therebyweakening the Council’s ability to demonstrate an effective use of resources. This risk isbeing mitigated by closer monitoring of spend using a phased budget.

8 Recommendations

8.1 The Committees are invited to receive and note the Income & Expenditure report.

Background Papers: Nil

22/01/2018 BANBURY TOWN COUNCIL

16:00 Detailed Income & Expenditure by Projected Budget Heading 18/01/2018 Page No 1

Month No : 9 Committee Report

Actual Year Projected Variance Committed Funds % of

To Date Annual Bud Annual Total Expenditure Available Budget

General Services Committee

101 Litter Control & Cleansing

4107 Equipment General 3,744 3,773 29 29 99.2 %

4109 Cleansing Contract 0 123,627 123,627 123,627 0.0 %

4121 Ground Mtnce (Other Contractor 0 0 0 0 0.0 %

Litter Control & Cleansing:- Expenditure 0 123,656 2.9 % 3,744 127,400 123,656

Net Expenditure over Income 3,744 127,400 123,656

103 Southam Road Cemetery

4000 Salaries 9,464 11,473 2,009 2,009 82.5 %

4006 Training 130 380 250 250 34.2 %

4010 N N D Rates 0 342 342 342 0.0 %

4011 Water Charges 916 1,213 297 297 75.5 %

4012 Sewerage Charges 1,050 715 -335 -335 146.8 %

4013 Electricity -315 485 800 800 -65.0 %

4023 Stationery/Office Supplies 14 43 29 29 32.0 %

4026 Subscriptions 200 200 0 0 100.0 %

4070 Computer Software 800 800 0 0 100.0 %

4071 Purchase Equipment 0 350 350 350 0.0 %

4100 Purchase Materials 20 101 81 81 20.1 %

4120 Building M & R (Other Contract 14,091 18,917 4,827 4,827 74.5 %

4121 Ground Mtnce (Other Contractor 27,755 39,586 11,831 11,831 70.1 %

4122 Landscaping (Other Contractors 2,540 6,640 4,100 4,100 38.3 %

4123 Minor Alterations & Imp. 424 4,315 3,891 3,891 9.8 %

4132 Purchase Protective Clothing 0 0 0 0 0.0 %

4138 Grave Digging 6,461 7,411 950 950 87.2 %

4139 Baby Interments 0 125 125 125 0.0 %

4502 R & M Plant & Equipment 407 500 93 93 81.5 %

Southam Road Cemetery:- Expenditure 0 29,640 68.3 % 63,956 93,596 29,640

1000 Miscellaneous Income 50 50 0 100.0 %

1005 Burial Fees 9,155 9,903 -748 92.4 %

1007 Memorial Applications 3,135 3,000 135 104.5 %

1008 Exclusive Rights of Burial 3,190 4,000 -810 79.8 %

1009 Out of Hours Burial Fees 120 120 0 100.0 %

1022 Premises Hire 8,505 8,505 0 100.0 %

Southam Road Cemetery :- Income 94.4 % 24,155 25,578 -1,423


Continued on Page No 2






104 Hardwick Hill Cemetery

4000 Salaries 9,464 11,473 2,009 2,009 82.5 %

4006 Training 190 490 300 300 38.8 %

4010 N N D Rates 0 0 0 0 0.0 %

4013 Electricity 0 0 0 0 0.0 %

4020 Telephone 227 336 109 109 67.5 %


4026 Subscriptions 105 300 195 195 35.0 %


4071 Purchase Equipment 515 615 100 100 83.7 %




4122 Landscaping (Other Contractors 2,050 2,800 750 750 73.2 %

4123 Minor Alterations & Imp. -180 3,922 4,102 4,102 -4.6 %


4137 Burial Chamber costs 2,116 2,116 0 0 100.0 %

4138 Grave Digging 16,397 22,337 5,940 5,940 73.4 %

4139 Baby Interments 0 875 875 875 0.0 %


Hardwick Hill Cemetery:- Expenditure 0 23,689 68.9 % 52,582 76,271 23,689

1000 Miscellaneous Income 0 115 -115 0.0 %

1004 Burial Chambers 1,220 1,870 -650 65.2 %

1005 Burial Fees 20,960 24,830 -3,870 84.4 %

1007 Memorial Applications 7,905 6,570 1,335 120.3 %

1008 Exclusive Rights of Burial 15,415 18,935 -3,520 81.4 %

1009 Out of Hours Burial Fees 1,637 1,027 610 159.4 %

1022 Premises Hire 3,350 3,350 0 100.0 %

Hardwick Hill Cemetery :- Income 89.0 % 50,487 56,697 -6,210


110 Parks and Open Spaces

4000 Salaries 98,165 113,725 15,560 15,560 86.3 %

4006 Training 0 300 300 300 0.0 %

4008 Car Allowances-Employee 0 1,500 1,500 1,500 0.0 %

4011 Water Charges 539 968 429 429 55.7 %

4013 Electricity 2,499 7,590 5,091 5,091 32.9 %

4020 Telephone 484 802 318 318 60.3 %

4021 Postage -500 2,120 2,620 2,620 -23.6 %







4023 Stationery/Office Supplies 57 3,260 3,203 3,203 1.8 %

4025 Insurance 2,888 2,923 35 35 98.8 %

4026 Subscriptions -137 -135 2 2 101.5 %

4032 Advertising/Publicity 0 150 150 150 0.0 %

4035 Books & Publications 0 500 500 500 0.0 %

4061 Management Plans 248 4,048 3,800 3,800 6.1 %

4070 Computer Software 1,180 7,133 5,953 5,953 16.5 %

4100 Purchase Materials 95 2,548 2,453 2,453 3.7 %

4107 Equipment General 2,486 6,140 3,654 3,654 40.5 %



4122 Landscaping (Other Contractors 140 4,030 3,890 3,890 3.5 %

4124 Building M & R Peoples Park 10,696 12,481 1,785 1,785 85.7 %

4500 Arboriculture 13,155 38,000 24,845 24,845 34.6 %

4501 Playground Equipment R & M 30,589 48,999 18,410 18,410 62.4 %

4502 R & M Plant & Equipment 470 8,850 8,380 8,380 5.3 %

4503 Purchase of Signs 6,666 6,100 -566 -566 109.3 %

4510 Floral Bedding 8,937 10,016 1,079 1,079 89.2 %

4511 Trees and Shrubs 38 5,838 5,800 5,800 0.7 %

4512 Bulbs 2,589 2,400 -189 -189 107.9 %

4514 Chemical Applications 5,512 7,368 1,856 1,856 74.8 %

4515 Aviary Maintenance 486 639 153 153 76.1 %

5001 Sundry Expenses 0 0 0 0 0.0 %

Parks and Open Spaces:- Expenditure 0 255,753 56.3 % 329,935 585,688 255,753

1000 Miscellaneous Income 20,205 26 20,179 77713.3

1022 Premises Hire 525 525 0 100.0 %

Parks and Open Spaces :- Income 3762.3 20,730 551 20,179


113 Allotments

4011 Water Charges 528 753 225 225 70.1 %



4121 Ground Mtnce (Other Contractor 1,483 2,066 583 583 71.8 %


4520 Private Contractors 0 50 50 50 0.0 %

Allotments:- Expenditure 0 1,491 57.6 % 2,026 3,517 1,491

1010 Land Rents 3,248 3,263 -16 99.5 %

Allotments :- Income 99.5 % 3,248 3,263 -16

Net Expenditure over Income -1,221 254 1,475







114 Park Rangers

4000 Salaries 84,181 100,990 16,809 16,809 83.4 %

4006 Training 0 4,330 4,330 4,330 0.0 %

4010 N N D Rates 0 3,000 3,000 3,000 0.0 %

4011 Water Charges 0 1,000 1,000 1,000 0.0 %

4012 Sewerage Charges 0 750 750 750 0.0 %

4013 Electricity 0 1,500 1,500 1,500 0.0 %

4014 Gas 0 2,000 2,000 2,000 0.0 %

4015 Alarms 0 1,500 1,500 1,500 0.0 %

4017 Caretaking and Cleaning 0 950 950 950 0.0 %

4020 Telephone 172 981 809 809 17.5 %

4025 Insurance 3,474 4,674 1,200 1,200 74.3 %

4100 Purchase Materials 840 635 -205 -205 132.2 %

4107 Equipment General 369 838 469 469 44.1 %

4120 Building M & R (Other Contract 0 5,483 5,483 5,483 0.0 %

4124 Building M & R Peoples Park 646 1,569 923 923 41.2 %

4131 Purchase Equipment -3,382 -2,382 1,000 1,000 142.0 %


4134 Radio System 1,045 1,250 205 205 83.6 %

4570 Lease Vehicle Charges 1,978 2,707 729 729 73.1 %

4572 Fuel 1,758 2,368 610 610 74.3 %

4850 Uniforms 0 200 200 200 0.0 %

Park Rangers:- Expenditure 0 43,862 67.5 % 91,096 134,958 43,862


1010 Land Rents 13 0 13 0.0 %

Park Rangers :- Income 281 0 281


115 CSGM

1500 Contribution from Reserves 0 76,763 -76,763 0.0 %

CSGM :- Income 0.0 % 0 76,763 -76,763

Net Expenditure over Income 0 -76,763 -76,763

116 Town Fairs

1050 Hiring for events 1,140 1,140 0 100.0 %

Town Fairs :- Income 100.0 % 1,140 1,140 0

Net Expenditure over Income -1,140 -1,140 0







120 Football Pitches

4010 N N D Rates 932 932 0 0 100.0 %

4011 Water Charges 33 183 150 150 18.3 %

4013 Electricity 901 1,331 430 430 67.7 %

4014 Gas 787 1,410 623 623 55.8 %

4025 Insurance 596 596 0 0 100.0 %

4120 Building M & R (Other Contract 2,866 3,041 175 175 94.2 %

4520 Private Contractors 28,704 38,237 9,533 9,533 75.1 %

Football Pitches:- Expenditure 0 10,911 76.1 % 34,819 45,730 10,911


1020 Sports Hire 7,692 6,621 1,071 116.2 %

1051 Deposits 15 15 0 100.0 %

Football Pitches :- Income 116.1 % 7,708 6,636 1,072


121 Horton View

4010 N N D Rates 5,592 5,592 0 0 100.0 %

4011 Water Charges 4,290 3,009 -1,281 -1,281 142.6 %

4013 Electricity 1,001 1,962 961 961 51.0 %

4014 Gas 1,411 2,257 846 846 62.5 %

4025 Insurance 120 120 0 0 100.0 %

4120 Building M & R (Other Contract 7,617 7,984 367 367 95.4 %


4530 Bowling Green 650 700 50 50 92.9 %

Horton View:- Expenditure 0 5,895 86.3 % 37,269 43,164 5,895

1020 Sports Hire 1,360 1,360 0 100.0 %

1021 Licence and Premises Hire 9,479 6,395 3,084 148.2 %

Horton View :- Income 139.8 % 10,839 7,755 3,084


131 Banbury in Bloom


4651 Floral Sponsorship 8,016 8,994 978 978 89.1 %

4652 Planting Day in the Park 1,425 1,325 -100 -100 107.5 %

4654 Hanging Bakset Workshop 1,263 1,564 301 301 80.8 %

Banbury in Bloom:- Expenditure 0 1,179 90.1 % 10,726 11,905 1,179








132 Banbury Cross& FineLady Statue

4025 Insurance 1,353 1,353 0 0 100.0 %

4120 Building M & R (Other Contract 2,562 2,297 -265 -265 111.5 %

Banbury Cross& FineLady Statue:- Expenditure 0 -265 107.2 % 3,915 3,650 -265

Net Expenditure over Income 3,915 3,650 -265

150 Public Clocks

4000 Salaries 538 646 108 108 83.3 %

4013 Electricity 136 195 59 59 69.7 %

4120 Building M & R (Other Contract 634 875 241 241 72.5 %

4521 Service of Public Clock 1,031 850 -181 -181 121.3 %

Public Clocks:- Expenditure 0 227 91.2 % 2,339 2,566 227

Net Expenditure over Income 2,339 2,566 227

160 Capital Costs

4551 Capital - Hardwick Hill Cemeta 45,775 83,975 38,200 38,200 54.5 %

4552 Capital - Play Areas 144,542 142,037 -2,505 -2,505 101.8 %

4553 Capital - Allotments -4,000 24,999 28,999 28,999 -16.0 %

4554 Capital - Park Refurb 238,956 340,037 101,081 101,081 70.3 %

Capital Costs:- Expenditure 0 165,775 72.0 % 425,273 591,048 165,775

1080 Grant Received 1,100 16,900 -15,800 6.5 %

1500 Contribution from Reserves -350 226,975 -227,325 -0.2 %

Capital Costs :- Income 0.3 % 750 243,875 -243,125

Net Expenditure over Income 424,523 347,173 -77,350

201 Bus Shelters

4109 Cleansing Contract 540 6,630 6,090 6,090 8.1 %

4800 New Shelters 0 10,000 10,000 10,000 0.0 %

4801 Ground Rents 0 250 250 250 0.0 %

4802 Maintenance 1,660 8,500 6,840 6,840 19.5 %

Bus Shelters:- Expenditure 0 23,180 8.7 % 2,200 25,380 23,180


202 Salt Bins

4107 Equipment General 2,893 11,580 8,688 8,688 25.0 %

Salt Bins:- Expenditure 0 8,688 25.0 % 2,893 11,580 8,688








General Services Committee :- Expenditure 1,062,771 1,756,453 693,682 0 693,682 60.5 %

119,337 422,258 -302,921 Income 28.3 %

Net Expenditure over Income 943,434 1,334,195 390,761







Resources Committee

301 Corporate Management

4050 Bank Charges 1,802 1,338 -464 -464 134.7 %

4051 Computer Support 2,670 4,170 1,500 1,500 64.0 %

4056 Internal Audit 840 1,568 728 728 53.5 %

4057 Audit Fees 1,879 2,000 121 121 94.0 %

4058 Professional Fees 6,112 9,000 2,888 2,888 67.9 %

4059 Legal Support 13,708 33,500 19,792 19,792 40.9 %

Corporate Management:- Expenditure 0 24,565 52.4 % 27,011 51,576 24,565


302 Civic and Ceremonial

4000 Salaries 973 975 2 2 99.8 %

4006 Training 0 700 700 700 0.0 %

4022 Printing 48 973 925 925 4.9 %


4026 Subscriptions 35 60 25 25 58.3 %

4850 Uniforms 118 170 53 53 69.1 %

4851 Incoming Mayors Allowance 4,437 9,124 4,687 4,687 48.6 %

4852 Outgoing Mayors Allowance 775 775 0 0 100.0 %

4854 Civic Property Maintenance 0 1,000 1,000 1,000 0.0 %

4855 Civic Insignia 930 696 -234 -234 133.6 %

4856 Photography 194 175 -19 -19 110.9 %

Civic and Ceremonial:- Expenditure 0 7,639 49.6 % 7,509 15,148 7,639


Civic and Ceremonial :- Income 438 0 438


305 Central Administration

4000 Salaries 211,399 274,303 62,904 62,904 77.1 %

4005 Professional Subscriptions 479 579 100 100 82.7 %

4006 Training 1,338 4,390 3,052 3,052 30.5 %

4007 Subsistence 31 1,725 1,694 1,694 1.8 %

4009 Travel Allowances 0 125 125 125 0.0 %

4020 Telephone 6,462 6,982 520 520 92.5 %

4021 Postage 5,939 7,330 1,391 1,391 81.0 %

4022 Printing 1,814 3,365 1,552 1,552 53.9 %







4023 Stationery/Office Supplies 2,117 2,520 403 403 84.0 %

4025 Insurance 4,841 4,841 0 0 100.0 %

4026 Subscriptions 4,825 5,114 289 289 94.3 %

4031 Staff Advertising 2,436 2,504 68 68 97.3 %

4032 Advertising/Publicity 1,098 3,030 1,933 1,933 36.2 %

4033 Tourism/Marketing 0 1,000 1,000 1,000 0.0 %

4035 Books & Publications 5 200 195 195 2.6 %

4070 Computer Software 3,938 11,122 7,184 7,184 35.4 %

4071 Purchase Equipment 0 1,000 1,000 1,000 0.0 %

4073 Purchase Furniture 0 1,000 1,000 1,000 0.0 %

4136 Purchase IT Equpment 3,430 3,470 41 41 98.8 %

4850 Uniforms 12 477 465 465 2.5 %

4856 Photography 0 300 300 300 0.0 %

5000 Contingency Fund & Provision 0 5,000 5,000 5,000 0.0 %

Central Administration:- Expenditure 0 90,215 73.5 % 250,162 340,377 90,215


Central Administration :- Income 20 0 20


310 Town Council Events

4074 Armed Forces Day 3,688 3,488 -200 -200 105.7 %

4076 Christmas Lights Switch On 11,187 9,450 -1,737 -1,737 118.4 %

4300 Town Mayor's Inauguration 2,053 2,053 0 0 100.0 %

4320 Battle of Britain 1,599 1,840 242 242 86.9 %

4330 Remembrance Day 3,514 3,510 -4 -4 100.1 %

4345 Social Evening - Hennef Guests 0 1,000 1,000 1,000 0.0 %

4360 Canalside Festival 13,252 12,897 -355 -355 102.8 %

4370 Street Organ Festival 866 1,432 566 566 60.5 %

4380 Banbury Show 14,576 14,252 -324 -324 102.3 %

4390 Foor Fair and Produce Show 9,983 15,598 5,615 5,615 64.0 %

Town Council Events:- Expenditure 0 4,801 92.7 % 60,719 65,520 4,801


1055 Food Fair and Produce Show 6,915 6,915 0 100.0 %

1070 Canalside Festival Income 9,185 6,950 2,235 132.2 %

1074 Armed Forces Day Income 760 0 760 0.0 %

1075 Banbury Show Income 5,987 5,987 0 100.0 %

1076 Christmas Lights Switch On 2,395 3,300 -905 72.6 %

Town Council Events :- Income 109.1 % 25,252 23,152 2,100








311 Town Hall

4000 Salaries 12,907 14,608 1,701 1,701 88.4 %

4010 N N D Rates 15,290 15,290 0 0 100.0 %

4011 Water Charges 783 744 -39 -39 105.2 %

4013 Electricity 5,054 5,970 916 916 84.7 %

4014 Gas 6,704 5,996 -708 -708 111.8 %

4015 Alarms 1,101 698 -403 -403 157.7 %

4016 Window Cleaning 680 721 41 41 94.3 %

4019 Cleaning Materials 689 1,586 897 897 43.5 %


4025 Insurance 5,291 5,291 0 0 100.0 %

4032 Advertising/Publicity 338 338 0 0 100.0 %

4071 Purchase Equipment 2,179 5,449 3,270 3,270 40.0 %


4134 Radio System 147 0 -147 -147 0.0 %

4502 R & M Plant & Equipment 1,379 1,869 490 490 73.8 %

4850 Uniforms 0 125 125 125 0.0 %

4870 Catering 122 251 129 129 48.6 %

4871 Licences inc PRS Fees 395 530 135 135 74.5 %

Town Hall:- Expenditure 0 21,969 71.9 % 56,155 78,124 21,969

1021 Licence and Premises Hire 750 0 750 0.0 %

1022 Premises Hire 18,939 20,262 -1,323 93.5 %

Town Hall :- Income 97.2 % 19,689 20,262 -573


315 Other Services to the Public

4503 Purchase of Signs 0 500 500 500 0.0 %

4700 Christmas Lighting Scheme 0 24,634 24,634 24,634 0.0 %

4724 Other Supplies 0 65,975 65,975 65,975 0.0 %

4900 Grants 18,528 30,172 11,644 11,644 61.4 %

4901 Crime Prevention Support 8,300 8,300 0 0 100.0 %

4902 Election Costs 0 6,000 6,000 6,000 0.0 %

4903 Local Honors Scheme 1,766 2,000 234 234 88.3 %

Other Services to the Public:- Expenditure 0 108,987 20.8 % 28,594 137,581 108,987


320 Other Costs and Income

4951 Revenue Contribution to Capita 8,140 5,700 -2,440 -2,440 142.8 %

Other Costs and Income:- Expenditure 0 -2,440 142.8 % 8,140 5,700 -2,440








1052 Sponsorship 1,000 1,000 0 100.0 %

1061 Licences 0 125 -125 0.0 %

1062 Legal Fees-Income 0 500 -500 0.0 %

1080 Grant Received 222,845 250,504 -27,659 89.0 %

1176 Precept Received 1,737,780 1,737,780 0 100.0 %

1190 Interest Received 21,770 19,530 2,240 111.5 %

Other Costs and Income :- Income 98.7 % 1,983,396 2,009,439 -26,043

Net Expenditure over Income -1,975,255 -2,003,739 -28,484

Resources Committee :- Expenditure 438,289 694,026 255,737 0 255,737 63.2 %

2,028,795 2,052,853 -24,058 Income 98.8 %

Net Expenditure over Income -1,590,505 -1,358,827 231,678


GENERAL SERVICES COMMITTEE

30 JANUARY 2018

REPORT OF THE RECREATION & AMENITIES MANAGER

PARKS AND OPEN SPACES MONITORING REPORT

1 Introduction and Purpose of Report

1.1 To report on the condition of the parks, recreation grounds and open spaces in Banbury,including comments and complaints received, and on the work of the Park Ranger Service.

1.2 To provide Members with an update from BBOWT regarding their “Wild Banbury” projectworks.

1.3 To update Members regarding the request by Banbury Power Limited to drill acrossSpiceball Park.

1.4 To update Members on the works at St Mary’s Church yard and Southam Road Cemeterydepot offices and garages.

1.5 To advise Members on the Banbury Football Partnership and seek consideration ofsuggestions being proposed by the local football clubs.

1.6 To seek formal agreement for the adoption of the open spaces on the Cattle Market estatefrom Cherwell DC following recent searches prior to transfer.

2 Wards Affected

2.1 All Banbury Wards.

3 Effect on Policy

3.1 Nil

4 Contact Officer

4.1 Mike P Hall (01295 817315).

5. Queries, Comments and Complaints (QCC) 25 November – 18 January 2018

5.1. Over the period that this report refers to we have received 15 (compared to 15 received overthe similar period in 2016/2017) queries, comments and complaints from members of thepublic. Appendix 1 shows the breakdown of these compared to the period reported last year.

5.2. Of these that came through 4 related to issues not on BTC land, the 3 tree queries and onemiscellaneous about a diesel spillage but were passed to the relevant people. 2 instances ofanti-social behaviour have been received including dog poo being found in one of the play

5


areas (on and around play equipment, this was identified to be false when investigated) anddamage to a floral display on a grave.

5.3. 3 reports of dog bins being full were passed to Cherwell DC who dealt with the issue thesame day as was the report of litter which was broken glass on the entrance to a park.

5.4. The footpath call regarded the paths in St Mary’s Church yard upon which a member of thecongregation tripped following a service prior to Christmas. This is being acted upon withquotes having been sought for the repair to the paths around the church.

6. Park Ranger Service

6.1. As previously mentioned the vacant Park Ranger post was re-advertised with 16 applicationshaving been received. Interviews were held on the 15th January with a strong shortlist of 7applicants attending with an offer having been made to one candidate that is subject tosuitable references and a satisfactory medical health questionnaire being given.

6.2. This has been a quiet period over Christmas and the New Year with holidays and the breakwhich was appreciated after the winter snows of mid-December. Following this event therewas a delay on filling the grit bins around the town due to the possibility of OCC filling thembut in the end due to their own pressures it was taken on by the Rangers and about 12 tonnesof stored grit has been used.

6.3. A full list of their duties since mid-August can be seen in Appendix 2.

7 Wild Banbury

7.1. Judith has identified in her report that the electro-fishing draft results have been receivedwhich are showing that the work undertaken along the river in Spiceball Park have improvedthe river environment with a greater range of fish and invertebrates having been identified.

7.2. BBOWT (Judith) has offered to provide Councillors with a guided walk around Spiceball Parkin the spring to show what has been achieved and what BBOWT is proposing with futurework.

7.3. A full report that can be read as Appendix 3.

8 St Mary’s Church – Boundary Wall Repairs

8.1 A final start date has been agreed with all parties for the 29th January with work expecting tolast approximately 4 weeks dependent upon the weather. The first phase will be work on thecar park side of the wall followed by works in the church yard and then the final piece will bethe re-building of the wall by the St Mary’s Centre.

9 Banbury Power Limited

9.1 This proposal is progressing with draft Heads of Terms having been passed to solicitorsworking for Town Council. A meeting has been set up with our solicitors, the land agentacting for Banbury Town Council and officers to discuss these prior to reporting back to thePower Company.


9.2 The Power Company has agreed initially to the terms that the Land Agent acting for BanburyTown Council has put to them.

10 Southam Road Cemetery Depot Offices and Garages

10.1 Asbestos has been identified in the areas to be used following a survey in Decemberconsequently contractors have been requested to quote for its removal prior to the ParkRangers moving into the buildings.

10.2 A contractor has been appointed to clear this asbestos with work starting on the 22nd January.The work is anticipated to take 2 weeks to complete following which new electrical fittings willhave to be installed in the garage area. The offices were re-wired by Cherwell DC prior to itstransfer to Banbury TC.

11 Banbury Football Partnership

11.1 Following years of effort by the Oxfordshire Football Association the local football clubs inBanbury and district have agreed to form the partnership and are looking to get the TownCouncil on board with some of the issues they have identified.

11.2 The Partnership consists of 8 local clubs so far who are joining together to seek a commonpurpose in order to improve the development and growth of football in the area for children,young people and adults.

11.3 Following a meeting on the 17th January a list of proposals has been drawn up by the clubswith their main concern being for the provision of training on grass areas in the parks aroundBanbury and the lack of storage facilities for equipment. At this meeting the followingrequests were made:-

11.3.1 To allow training on grass areas the equivalent size of a senior football pitch for 2 junior sizedpitches. To avoid wear and tear the clubs would like to rotate around a number of sites ifpossible. The Partnership stated that it is not looking for changing room access or areas tobe marked out.

11.3.2 To allow the clubs to install steel containers on some sites in which they can store footballtraining equipment and demountable goals.

11.3.3 To seek the Town Council to supply demountable goals in order to allow the rotation ofpitches to reduce wear and tear on junior pitches.

11.3.4 To seek funding for the purchase of demountable flood lighting that can be erected on trainingsites over the winter period.

11.3.5 To seek improvements on areas such as Ironstones Park to provide flat training areas.11.3.6 To seek approval from the Town Council for the Partnership to allocate pitches around the

town for the various clubs.

11.4 The Partnership were also seeking a short time frame for the adoption of the Cattle Marketplaying field however they were told that the transfer of this site was tied in to the transfer ofthe play areas and open spaces on the estate. Another question raised was the possibledevelopment of football pitches on the Banbury TC land acquired next to the Cattle Marketplaying field.

11.5 A final concern raised was the lack of a 3G pitch as it appeared that the proposeddevelopment on the Blessed George Napier school site is not going ahead with the clubsstating that there was a dire need in Banbury for 2 such pitches with the other being proposedat the North Oxfordshire Academy.


12 Land Adoptions

12.1 Following the last General Services Committee the searches have come through for theadoption of the Cattle Market estate open spaces, play areas and playing field, which haveindicated that there may be some services under some sites.

12.2 The Town Council is already aware that under the playing field there is both a gas main andelectricity power line buried on the site but it has been identified on some of the plans thatthere could be sewers running under the open spaces attached to the play areas (fortunatelythese do not appear to be under play equipment).

12.2.1 When Cherwell DC was asked through official searches whether they had any knowledge ofelectricity or gas lines under the play/ landscape areas or open spaces the responsesindicated that the Town Council would have to make its own investigation on this matter asCDC did not have the relevant information. Further enquiries are though being made to theLandscape team.

12.2.2 Having spoken to CDC officers this is something that CDC will be addressing in the futurewith costs being put onto the developers.

12.2.3 It is considered standard practice for services to be laid under open spaces and thoseidentified i.e. the sewers to be accommodated under open areas. According to the CDCofficers this is something that they try to avoid where necessary and further checks will beundertaken in the future to try and avoid similar practices.

12.3 Information has been requested from CDC regarding the amount of Commuted Sums beingtransferred over along with details of the Section 106 Agreement for the balancing pond thatwill form part of the transfer.

12.4 Members are therefore being asked to formally agree to the transfer of these areas to theTown Council in light of the new information.

12.4.1 Part of the transfer includes the car park and changing rooms but the proposal is for these toremain part of the BYHP lease with the Town Council hiring them when required for footballon the playing field.

13 Financial Effects & Risk Assessment

13.1 Any financial effects arising from matters raised in this report can be contained within existingapproved budgets or will be addressed as part of the revised estimates (6+6).

13.2 Any risks arising will be addressed as projects are taken forward.

14 Recommendations

The Committee is invited to RESOLVE:

14.1 To note the condition of the parks, recreation grounds and open spaces in Banbury,including comments and complaints received, and on the work of the Park Ranger Service.

14.2 To note the update from BBOWT regarding their “Wild Banbury” project works and approvea site visit and guided tour for Members in the spring.


14.3 To note the update regarding the Banbury Power Limited request to drill across SpiceballPark.

14.4 To note the works at St Mary’s Church yard and Southam Road Cemetery depot officesand garages.

14.5 To note the proposals by Banbury Football Partnership and seek a meeting with them todiscuss their suggestions and report back to Members.

14.6 To formally approve the adoption of the open spaces on the Cattle Market estate fromCherwell DC, notwithstanding the potential presence of services under some of the sites.

Background Papers - nil

Banbury Town Council App endix 1

Banbury Town Council Appendix 2

PARK RANGER DUTIES25 NOVEMBER – 10 JANUARY 2018

30 Tables 7 Yellow Bins From Town HallBeaumont Rd Ref Rotary

Also Bench Moorfields Park And Big bensFor Princess Diana Park

Broad St/ Marlboro Rd InvestigateComplaint received

Browning Rd Park - Deliver Temp Road AndSet Up For New Signage Install

Browning Rd Park - Repair To Foot Bridge

Browning Road Park - Prepare And InstallSignage And Lectern

Build New Pedestrian Gritters From Kit X2

Canter For PMI

Check On Dig And Attend Ashes Funeral

Check On Travellers In Spiceball RiversideCar Park.

Check Paths for Gritting Etc.

Checking Paths after Bad Weather Grit AsRequired

Clean Nemo Inside/Out From SnowCLEARANCE

Clean Pick Up Inside And Out

Collect Tables/Bins From Beaumont Rd Etc.

Deliver Canter to Cherwell DC

Deliveries Of Grit To Snow Wardens AsRequired

Delivery Of Barriers to Hardwick Hillcemetery

Easington Recreation Ground - ShowerBlocked Install Leaf Protection System IntoGuttering

Easington Recreation Ground - ShowersBlocked With Mud

Fit New Drive Belt To Gritter

Ironstones Park - inspection For Tree Down

LD200 Battery Flat Bought Cables JumpedStarted And Took On Run

Liaise with GM Contractor Etc. for Funeral

Monthly Staff Meeting

Moorfields Park Clear Away Smashed Glass

Open Up Concorde Ave To Collect Grit All 8Tonne Used

Park/ Play Area Etc. Inspections

Princess Diana Park - Meet Play equipmentRepresentative for Replacement

Probation Service - Set Work

Refill Grit Bins

Remove Astro Turf And Some Signage ToStore Boathouse

Remove Sandboxes From St Mary ChurchTo Storage

Remove Snow Plough Clean And Grease

Set Up Canter - Snow Gritter And Plough ,Set Up Snow Ploughs

Snow Clearance Work Use Snow PloughAnd Gritter

Snow Clearing And Gritting

Snow Warden Training

Southam Road Cemetery - Meet contractorRe Asbestos Removal

Spiceball Park Check On River Levels

Spiceball Park Damaged Fence Made Safe.

Start To Refill All Grit Bins And Check All GritBins For Grit

Trinity Park - Access Fire Damage To Park.Equipment And Floor

Trinity Park - Check On Tree Damage

Update CCP Book

Wash Down Canter Clean Inside And Out

Wash Down L200 Bed

Wash Down Turbo Cast Gritter

Weekend Football Patrols


Wild Banbury progress report for General Services meeting 17/1/18

Habitat management

Spiceball Park

The volunteers have made great progress clearing trees from the edge of the wildflower scrape and weare now moving onto next phase of the winter project, improving the pond connected to the RiverCherwell. Over the coming weeks we will be modifying the north bank of the pond, reducing the gradientso that it can be planted with pond plants. Highly skilled volunteers from BBOWT’s Field Team haveremoved a number of trees overhanging the pond.


The two new ponds have filled a little more and we are looking forward to doing some planting in thespring to help them establish more quickly.

Jude and Mike have discussed management for 2018 and have agreed that the Wild Banbury group willmanage all the grass cutting on the east side of the Cherwell, aside from the mown paths, which will becut by contractors. This will allow us to retain shelter areas of long grass, necessary for invertebrates,small mammals and other creatures.

Hanwell Brook Wetland

The news for this site is very positive, with the new trees in the ground and the pond full to the brim.The wetland seed mix appears to have taken and it will be interesting to see what comes up in the spring.Our next volunteer day here is in mid-February.

Volunteering

Total number of Wild Banbury volunteer days held: 36 (plus a number of days with other BBOWTvolunteer teams)

Total number of hours volunteered: 796In-kind contribution: £6,637.50Number of individuals volunteered: 37

Events

Provisional dates for 2018 include:

- Wild Parks & Gardens event in Spiceball Park: Saturday 12th May- Swift & Bat Walk with Cherwell Swifts: Thursday 31st May- Beginners bird identification course: Saturday 23rd June- Wildlife & Heritage Walk with Banbury Museum: tbc


Interpretation

No update since last meeting – still awaiting delivery of new signs.

Publicity

No update since last meeting

Education

Jude has been in touch with Hanwell Fields school to discuss bringing children to the Hanwell BrookWetland for activities; plans have not yet been firmed up but the school is keen. There are plans to workwith the Grange primary school again in 2018. Jude would be happy to receive contacts for other schoolswho might be interested in taking part in the project.

Electrofishing report

A draft report from Five Rivers Environmental Contracting has been received, outlining the changes inthe fish and invertebrate populations before and after the river restoration project in 2015. The resultsare encouraging, showing that the restoration has improved the diversity of fish species found in thissection of the river. The 2017 survey found more fish species requiring faster-flowing water and abundantcover, including chub, dace and bullhead. Similarly, the change in invertebrate species present indicatesan improved level of dissolved oxygen and flow rate, although sedimentation continues to impact thediversity of species found.

Spiceball Bat House project

Plans have been drawn up for the proposed conversion of the derelict buildings in Spiceball into two bathouses (a warm maternity roost and a cold hibernation room). The plans have been done free of chargeas a donation to the project. The next stage will be to get quotes for the work from local builders, andfor BBOWT fundraisers to approach possible donors who might fund this project in its entirety. Oncewe have funds secured we can apply for planning permission.

Documents

Banbury Town Council\General Services Committee\Committee Papers\Agenda\A300118\A30012018.docx Mark Recchia MA FCIS FSLCC Town Clerk Banbury Town Council The Town Hall Bridge Street