MINUTES OF THE POLICY & FINANCE COMMITTEE · 2014-06-29 · Page 2 of 5 ACTION Martin Townsend F/4633 COMMITTEE BUDGET 2011/2012 The Finance Manager presented the draft Budget 2011/2012

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OPEN SESSION: There was one member of the public present. MINUTES OF THE POLICY & FINANCE COMMITTEE Held on 17th November 2010 at 7.00pm PRESENT: Cllr J D Heron (Chairman) Cllr W S Rippon-Swaine (Vice Chairman)

Cllr N J Chard Cllr L C Ford Cllr M A Steele Cllr B Woodifield

IN ATTENDANCE: Terry Simpson, Town Clerk

Martin Townsend, Finance Manager Claire Perrens, Meetings Administrator Alyson Greenfield, Finance Officer (until 8.00pm) Simon Hookins, Student Advisor Cllr O’Reilly Cllr Cole Cllr Wiseman The Town Clerk reported that apologies for absence had been received from Cllr Clarke, Cllr Brian Terry and Abbie Grace, Student Advisor. F/4630 DECLARATIONS OF INTEREST Cllr Steele declared a personal and prejudicial interest in Bickerley Village Green – see F/4642 in confidential Annex ‘I’. F/4631 MINUTES OF THE LAST MEETING RESOLVED: That the minutes of the meeting held on 20th October 2010, having been

circulated, be approved and signed by the Chairman as a correct record. F/4632 MONTHLY FINANCIAL REPORTS The Finance Officer presented the Monthly Financial Reports attached to these minutes as Annex ‘A’. Members noted that the larger than usual water bills were thought to be due to the dry summer. RESOLVED:

1) That the list of cheque payments on the Imprest account be authorised. Cllrs Heron and Rippon-Swaine signed the report.

2) That the list of Petty Cash payments 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. Cllrs Heron and Rippon-Swaine

signed the report.

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ACTION Martin Townsend F/4633 COMMITTEE BUDGET 2011/2012 The Finance Manager presented the draft Budget 2011/2012 including proposals for new expenditure bids (Annex 'B' attached). With regard to expenditure proposed for the Ringwood Festival (Annex ‘B’, Appendix C attached 107458 budget of £3,000), Members noted that it was necessary to reserve the stage for the Rock Festival, which would cost £7,280. It would be possible to cancel this order if required, but there would be a 10% penalty (ie £728). The Capital Expenditure for the Gateway Project (117901) had increased from £20,000 to £21,700. RESOLVED:

1) That the new budget proposals for 2011/12 be amended as shown in Appendix B attached and approved for consideration as part of the Council’s overall budget;

2) That the new budget proposals be ranked in order of priority as shown in Appendix B; and

3) That the draft base budget for 2011/12, amended as shown in attached Appendix C, be approved.

ACTION Martin Townsend

F/4634 FIRST DRAFT BUDGET & PRECEPT 2011/2012 Members considered the first draft Budget and Precept for 2011/2012 as attached in Annex ‘C’ attached. RESOLVED:

1) That the provisional base budget for Recreation, Leisure & Open Spaces Committee, as set out in Appendix A to this report, be approved;

2) That the provisional base budget and the proposed new bids for the Planning, Town & Environment Committee, as set out in Appendix A to this report, be noted;

3) That the proposed new bids for the Recreation, Leisure & Open Spaces Committee, as set out in Appendix B to this report, be noted;

4) That the Committee’s own provisional base budget, as set out in Appendix C be approved; and

5) That the provisional priority proposals determined at this meeting in Appendix B, be approved.

RECOMMENDED TO RECREATION, LEISURE & OPEN SPACES:

That the Committee be requested to consider ranking the two new bids for 2011/2012 with priority 1 or 2 instead of =1, otherwise such a decision might have to be taken at Full Council.

ACTION Martin Townsend / Claire Perrens (recommendation)

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F/4635 GRANT AID Members considered applications for Grant Aid from Ringwood Rotary Club, 3rd Ringwood Scout Group, New Forest Citizens Advice Bureau, and Farming & Wildlife Advisory Group (Annex ‘D’ attached). RESOLVED:

1) That, under Section 137 of the Local Government Act 1972, a grant of £100 be awarded to Ringwood Rotary Club towards Christmas Eve festivities, including collection of presents for needy children, in Ringwood Market Place;

2) That, under Section 137 of the Local Government Act 1972, a grant of £500 be awarded to 3rd Ringwood Scout Group to assist with improvements to their HQ building;

3) That, under Section 137 of the Local Government Act 1972, a grant of £500 be awarded to New Forest Citizens Advice Bureau Ltd, on condition that this grant be earmarked to benefit of Ringwood; and

4) That no grant be made to Farming & Wildlife Advisory Group, as there did not appear to be sufficient local benefit.

ACTION Alyson Greenfield

F/4636 RINGWOOD FESTIVAL Members considered the minutes of the meeting of the Ringwood Festival Steering Committee attached as Annex ‘E’. Cllr Ford wished to resign from the Festival Committee and the Chairman thanked her for her years of contribution to the Festival. It was noted that there were originally five Members on this Committee and there were two further unfilled vacancies existing. As there were no volunteers, the Chairman suggested this be referred to Full Council. The Town Clerk commented that following a review of the number of meetings of the Committee, these had been reduced from 12 per annum to 6 per annum. If operationally possible, this would be reduced still further to quarterly meetings. RESOLVED: That the minutes of the Ringwood Festival Steering Committee held on 1st

November 2010, and the proposals therein, be approved. RECOMMENDED: That as Cllr Ford has resigned from the Festival Steering Committee,

a Member be appointed in her place, noting that Meetings had been reduced from 12 per annum to 6 per annum.

ACTION Sue Godwin / Claire Perrens (Recommendation)

F/4637 SCHEDULE OF MEETINGS & MAY ELECTIONS Members considered the report in Annex ‘F’ attached regarding changes to scheduled meetings due to local elections in May 2011. RESOLVED: That the amended Schedule of Meetings (attached as Annex ‘F’ Appendix 1) be approved.

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ACTION Claire Perrens F/4638 PIPING OF TOWN DRAIN Members were requested to support the Resolution of the Recreation, Leisure & Open Spaces Committee (03.11.10) Minute OS/5253:- 1) That the District Council be requested to act as the Town Council’s Engineering

Consultants for any works in connection with the piping of the Town Drain; and 2) That the District Council be requested to release additional Developer’s Contributions of

£11,500 to enable the works to be carried out. The Town Clerk confirmed that various options would be explored and if possible a less expensive scheme would be proposed. RESOLVED: That the Resolution on Piping of Town Drain of the Recreation, Leisure & Open Spaces Committee (03.11.10) Minute OS/5253 as above be supported. ACTION Terry Simpson

F/4639 MEMBERS’ ALLOWANCES Members considered the report in Annex ‘G’ attached regarding the level of the Basic Parish Allowance available for Members. With effect from the 1st December 2010, it was RESOLVED:

1) That the amount of the Parish Basic Allowance be set at £666.00 and for the period from 1st December to 31st March 2011 the amount of the Parish Basic Allowance be calculated and paid at that level;

2) That any Councillor who currently receives all or part of the current Parish Basic Allowance be requested to notify the Town Clerk if he/she wishes to reduce the amount of the allowance received; and

3) That the amount of the Parish Basic Allowance be reviewed for the period from 1st April 2011 when the level of the Pay Award for staff has been determined.

ACTION Councillors / Jo Stannard

F/4640 GATEWAY PROJECT UPDATE Members considered the report attached as Annex ‘H’. Cllr Woodifield queried the terms in 2 b) attached and the Town Clerk clarified that there would be no timescale for one partner buying out another; the three month time limit referred to decision making only. Cllr Steele suggested involving the New Forest National Park Authority in the Gateway Project. The Chairman commented that the NFNPA had been consulted and would be providing literature for visitors. The Town Clerk said that the building would not be big enough to accommodate the NFNPA as a partner. RESOLVED:

1) That arrangements for the completion of the legal documentation be noted;

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2) That New Forest District Council be appointed the Lead Partner for the purposes of the initial Development Agreement and that it be authorised to discharge the Town Council’s responsibilities in accordance with the provisions of Section 101 of the Local Government Act 1972 and the Local Government (Goods and Services) Act 1970;

3) That the arrangements with regard to the layout and operation of the building, financial and landscaping issues be noted; and

4) That, as there were issues to be resolved under the Management Agreement (see 2. d) of report in Annex H attached) the Town Clerk to consult with Cllrs Heron, Rippon-Swaine and Woodifield to agree the Town Council’s position.

ACTION Terry Simpson / Gateway Project Interim Action Group F/4641 EXCLUSION OF PUBLIC &PRESS That in view of the confidential nature of the business about to be transacted, it was advisable in the public interest that the press and public be temporarily excluded and they were instructed to withdraw (Annex 'I' attached). F/4642 BICKERLEY VILLAGE GREEN RESOLVED: That the actions agreed in CONFIDENTIAL Annex ‘I’ be approved. There being no further business, the Chairman closed the meeting at 8.40pm. Note: The text in the Action Boxes above does not form part of these minutes. RECEIVED APPROVED 24th November 2010 15th December 2010 TOWN MAYOR COMMITTEE CHAIRMAN

RINGWOOD TOWN COUNCIL

FINANCIAL REPORTS FOR

POLICY & FINANCE COMMITTEE MEETING

17TH NOVEMBER 2010

RINGWOOD TOWN COUNCIL Item 3(a)

Date Chq No Details Description AmountOct £

6 0752 RMS Waste Disposal Cemetery ‐ Removal Of Domestic Sewerage 110.00

6 0753 Ace Office Supplies Greenways ‐ Coffee 17.99

6 0754 Peter Noble Cem‐Work Re Fuel Tank Security Cage & Massey Tract 2058.67

6 0755 Bmth & W. Hants Water Roundabouts ‐ Standpipe 5 wks end 03/10/10 58.75

6 0756 Greyfriars Ringwood & District Affiliation Subscription 2010/11 18.00

6 0757 New Forest D. C. Hire Of Meeting Room ‐ 27 & 29 Sept 2010 46.00

7 0758 Clean As A Whistle Greenways/Taxi Rank/Notice Boards‐Window Clean 45.00

12 0759 P M Alvis Groundsmans House ‐ Annual Landlord's Gas Check 70.50

12 0760 The Consortium Greenways ‐ Replacement Cashboxes x 2 25.77

12 0762 Supplies Team Greenways ‐ Print Cartridges 124.36

12 0763 Chettle Timber Open Spaces ‐ Spare Dragons Teeth 79.90

12 0764 Spaldings Open Spaces ‐ Knapsack Sprayer 138.94

12 0765 New Forest D. C. CCTV ‐ Contribution Oct 10‐March 11 4029.00

12 0766 Hampshire C. C. Pensions ‐ September 2010 3866.65

14 6926 K Reilly Upper Kingston Allot‐UK49 Refund Of Key Deposit 10.00

20 0767 Post Office Cabstar KG02 AFF ‐ Road Tax 200.00

20 0768 Bmth & W. Hants Water Mount Pleasant & Long Lane Allot‐April ‐Oct 10 1543.54

20 0769 Royal British Legion Poppy Appeal ‐ Wreath 25.00

28 0770 Hutchins Cem/Carvers/Long Lane‐Heater/Diesel Tanks & Lamps 471.51

28 0771 Business Dictation Ltd Greenways ‐ Phillips Pocket Memo Dictaphone 121.57

28 0772 Mr R Legg Pedal Car 2010 ‐ Banner For Arcade Of Flowers 110.00

28 0773 Wessex Water Mount Pleasant ‐ April‐Oct 10 438.75

28 0774 Bmth & W. Hants Water Cem/S.Road Allot/Standpipe & G/ways April‐Oct 10 774.84

1 DD Aviva Business Insurance ‐ October 2010 922.29

1 DD New Forest D. C. Greenways ‐ Rates October 2010 455.00

1 DD New Forest D. C. Cemetery ‐ Rates October 2010 286.00

1 DD TLC On‐Line Web Site Maintenance ‐ October 2010 70.00

1 DD Canotec Greenways‐Copy Charge 23/07‐26/08/10‐5,272 Copies 30.35

6 DD CNH Capital Holland Tractor HP Payment ‐ October 2010 668.87

6 DD UK Fuels Machinery & Vehicles ‐ September 2010 100.00

11 DD Sage UK Ltd Monthly Maintenance ‐ October 2010 124.98

11 DD Southern Electric Carvers Street Lighting ‐ Qtr 2 10/11 63.60

29 DD Canotec Greenways ‐ IT Site Support Charge 23/09‐22/12/10 117.70

29 DD Canotec Greenways‐Copy Charge 26/08‐23/09/10‐6,494 Copies 37.39

7 BGC WSB Southampton Road ‐ Agents Fees October 2010 111.63

18 Lloyds CCDri Nuance Greenways‐Mobile Voice Recognition Dictaphone 205.79

18 Lloyds CCShelterstore Cemetery ‐ Grit Bin 156.01

18 Lloyds CCLloyds TSB Annual Card Fee 28.00

18 On‐Line Inland Revenue September 2010 4,138.89

25 Telepay Staff October 2010 13,327.72

TOTAL 35,228.96

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

DATE 17th November 2010 17th November 2010

POLICY AND FINANCE COMMITTEE 17TH NOVEMBER 2010

LIST OF PAYMENTS FROM IMPREST BANK ACCOUNT FOR THE PERIOD 1 TO 31 OCTOBER 2010

2

RINGWOOD TOWN COUNCIL Item 3(b)

Date Voucher Details Description AmountNo £

Oct1 10/01 Mr Shearing (Rwd Youth Club) Return Of Tennis Club Gate Key Deposit 25.00

4 10/02 Mrs Barrow SR14A Return Of Allotment Gate Key Deposit 10.00

4 10/03 Superdrug Handwash 2.00

4 10/04 ATC Shoe Repairs Keys For Gate At Southampton Road Allotments 18.00

4 10/05 In Excess Drill And Screwdriver Bits 17.85

5 10/06 Post Office Recorded Delivery For Allotment Evictions 2.30

18 10/07 Mr Brown UK32A Return Of Allotment Gate Key Deposit 10.00

20 10/08 Motorworld Filter Wrench 5.49

20 10/09 Mr Langley (Rwd Athletics) Return Of Football Club Gate Key Deposit 25.00

22 10/10 Post Office Recorded Delivery For Dictaphone 2.25

29 10/11 Mrs Beavis SR19A Return Of Allotment Gate Key Deposit 10.00

TOTAL 127.89

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



LIST OF PAYMENTS FROM PETTY CASH ACCOUNT FOR THE PERIOD 1 TO 31 OCTOBER 2010

RINGWOOD TOWN COUNCIL Item 3(c)

BANK BALANCES

Account Name Year As At As AtEnded 30/09/2010 31/10/2010

31/03/2010£ £ £

Imprest (Current) Account 10,615 18,171 63,715

Business Account 95,862 55,880 50,883

Investment Account 250,000 440,000 390,000

Petty Cash 115 166 190

TOTAL BANK BALANCES 356,592 514,217 504,788

Note1. The bank accounts have been reconciled as at 31st October 2010.

2. The Imprest account balance includes a fixed term deposit of £50,000 that matured at the end

of October. A transfer to the Business account of £25,000 was made at the beginning of November .


RINGWOOD TOWN COUNCIL Item 3(d)

£

IMPREST ACCOUNT TO BUSINESS ACCOUNT

None

BUSINESS ACCOUNT TO IMPREST ACCOUNT

November 2010 (up to £25,000) 25,000

INVESTMENTS & RE-INVESTMENTS

End November 2010 for 2 months 70,000End November 2010 for 1 month 50,000

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



INTER ACCOUNT TRANSFER AUTHORISATIONS

PREVIOUS GRANTS PAID 2007/8 2008/9 2009/10 REQD

£ £ £ £

Rwd Rotary Club for Xmas Eve Festivities 150 150 150 100

3rd Ringwood Scout Group 0 0 0 400‐500

New Forest Citizens Advice Bureau Ltd (*) 750 750 750 1,000

Farming & Wildlife Advisory Group 50 0 0 50

* Please note the four pre-existing New Forest CAB charities were amalgamated into The New Forest

Citizens Advice Bureau Ltd in 2010. The grants previously paid over the last three years were to one

of the original charities; New Forest North Citizens Advice Bureau.

2010/11 FUNDS AVAILABLE£

2010/11 Budget 6,400

Total Funds available 6,400

Less Paid 2,356

Total Unspent @ 17/11/10 4,044

SECTION SECTION

2010/11 GRANTS PAID TO DATE 137 145

Min Ref £ £ £

Ringwood Police Station F/4566(3) 200 200

Vitalise F/4566(2) 50 50

Mobile Police Van F/4566 186 186

Ringwood & Burley Band F/4566(4) 150 150

Avon Valley Concerts C/5026(1) 200 200

Ringwood School ‐ Achievement Award 120 120

2515 Ringwood/Fordingbridge Squadron F/4594(1) 100 100

RBL (Rwd & District Branch) ‐ Rwd Pipe Band F/4594(2) 50 50

Greyfriars Pre‐School F/4594(3) 250 250

Poulner Baptist Chapel F/4594(4) 100 100

Ellingham & Ringwood RFC F/4613(2) 250 250

Forest Forge Theatre Co F/4613(3) 700 700

TOTAL 2,356 2,356 0

2010/11 ANNUAL GRANT APPLICANTS STILL TO APPLY GRANT PAID

2009/10

£

Hants Children & Families Forum 200

Salterns Playscheme 150

Unite 200

Victim Support Hants & IOW (was NF & Romsey) 200

750

2010/11 GRANTS REJECTED TO DATE

Meeting Min Ref Reason

Hampshire County Youth Band Association 21/4/10 F/4566(1) Not on this occasion - but considered worthy cause

Farming & Wildlife Advisory Group 21/4/10 F/4566(1) Not on this occasion - but considered worthy cause

Greyfriars Pre-School 21/4/10 F/4566(5) Major grants recently made to G/friars for cap. Proj.

Wessex Pensioners Convention 16/6/10 F/4595(5) Does not provide suff. benefit to Rwd Residents.

New Forest Disability Information Service 15/9/10 F/4613(1) Appears to be well funded

POLICY & FINANCE COMMITTEE 17TH NOVEMBER 2010

GRANTS 2010/2011

GRANTS REQUESTED

RINGWOOD TOWN COUNCIL Appendix ‘B’

C:\Users\comet\AppData\Local\Temp\Agenda - Report B-append B - P&F New Bud Bids 11-12.doc Page 1 of 1

POLICY & FINANCE COMMITTEE NEW BUDGET PROPOSALS FOR 2011/12

NO.

ITEM REASON BUDGET £

CAP

REV

PRIORITY

1. Committee room - furniture. Non recurring.

The existing tables and chairs need replacing. The bid for the tables is £1,500 and for the chairs is £1,500. Consider for Gateway project and defer until 2012/13. (£3,000).

X

2. Ground Floor Greenways – change layout and re-decorate. Non recurring.

To prepare the ground floor of Greenways for new tenants when the transfer to the new Gateway offices is completed. Consider for 2012/13. (£10,000)

X

3. Flagpole and Flag. Non recurring

Architects requested to consider incorporating as part of Gateway project. Delete from bids. (£540)

X

4. Youth outreach worker. Recurring.

This post would be key to the co-ordination and development of youth work within the community. 18 hours per week. Deferred from 2010/11.

12,500 X

5. Notice board. Non recurring.

Provide new notice board for town centre. Deferred from 2010/11.

1,430 X


To provide a notice board for use solely by clubs, but not for official notices. Deferred from 2010/11.

1,300 X

7. Quarterly Newspaper. Recurring.

Although the existing arrangements for the distribution of the Council’s newspaper cost very little, the effectiveness, based on the lack of response from Ringwood’s residents, is disappointing. This bid is to replace the existing production and distribution arrangements. Deferred from 2010/11.

3,000 X

8. Tourism Group-support. Recurring.

The Tourism Group has been re-launched. Consideration should be given to providing any financial support to assist and encourage it.

500 X

9. Visitor Information Centre (VIC)-staff. Recurring.

To provide VIC cover in the new Gateway offices at weekends from April to October. 2 part time staff would be required.

7,000 X

10. Big Society Provision Non recurring.

See Appendix ‘D’ attached to this report. (£5,000) 5,000 X

11. Gateway Project. Non recurring.

Make provision for unidentified costs relating to moving offices. 10,000

12. Town Plan Non recurring.

By 2012, it will have been 4 years since the consultations for the preparation of the Town Plan were undertaken. The plan will need to be reviewed and updated during 2012/13. No costings at this stage.

TOTAL 40,730

RINGWOOD TOWN COUNCIL Appendix C

1 2 3 4 5 6

Code Description Actual Orig Bud Rev Bud Orig Bud

2009/10 2010/11 2010/11 2011/12

£ £ £ £

EXPENDITURE-OFFICE STAFF

107250 ‐‐Employees Pay 113,926 120,500 116,450 120,640

107251 ‐‐Employer's N.I. 6,328 6,660 6,510 6,680

107252 ‐‐Employer's Pension Contrib. 18,282 20,000 19,380 20,800

107259 ‐‐Temporary Staff 1,558 5,600 2,660 5,000

107257 ‐‐Leased Car 253 0 0 0

TOTAL OFFICE STAFF 140,347 152,760 145,000 153,120

INCOME -ALLOCATIONS

104280 ‐‐Policy & Finance Committee ‐80,074 ‐91,870 ‐83,730 ‐92,220

104281 ‐‐Recreation, Leis & O/S Com ‐32,768 ‐32,540 ‐32,380 ‐32,290

104284 ‐‐Planning, Town & Envir Com ‐12,390 ‐12,180 ‐12,960 ‐12,180

104282 ‐‐Cemetery ‐7,316 ‐7,840 ‐7,720 ‐7,960

104283 ‐‐Allotments ‐7,799 ‐8,330 ‐8,210 ‐8,470

TOTAL INCOME -140,347 -152,760 -145,000 -153,120

EXPENDITURE-GROUNSTAFF

107250 ‐‐Employees Pay 89,541 92,110 89,560 90,140

107251 ‐‐Employer's N.I. 5,352 5,460 5,320 5,300


TOTAL GROUNDSTAFF 111,234 114,930 111,550 112,940

INCOME -ALLOCATIONS



104294 ‐‐Planning, Town & Envir Com 0 0 0 0

104292 ‐‐Cemetery ‐21,736 ‐22,480 ‐21,790 ‐22,080

104293 ‐‐Allotments ‐1,120 ‐1,150 ‐1,140 ‐1,130

TOTAL INCOME -111,234 -114,930 -111,550 -112,940

SUMMARY

EXPENDITURE

‐‐Employees Pay 203,467 212,610 206,010 210,780

‐‐Employer's N.I. 11,680 12,120 11,830 11,980

‐‐Employer's Pension Contrib. 34,623 37,360 36,050 38,300

‐‐Temporary Staff 1,558 5,600 2,660 5,000

‐‐Leased Car 253 0 0 0

TOTAL EXPENDITURE 251,581 267,690 256,550 266,060

INCOME

ALLOCATIONS

‐‐Policy & Finance Committee -81,355 -93,150 -85,010 -93,490

‐‐Recreation, Leis & O/S Com -119,865 -122,560 -119,720 -120,750

‐‐Planning, Town & Envir Com -12,390 -12,180 -12,960 -12,180

‐‐Cemetery -29,052 -30,320 -29,510 -30,040

‐‐Allotments -8,919 -9,480 -9,350 -9,600

TOTAL INCOME -251,581 -267,690 -256,550 -266,060

REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/12POLICY & FINANCE COMMITTEE - HOLDING ACCOUNTS

Agenda ‐ Report B‐append C‐P&F bud 11‐12 p&r com hold acs bud 11‐12 1 14/11/2010


1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

EXPENDITURE-Establishment

107000 ‐‐Adverts 406 750 500 750

107003 ‐‐Audit 2,950 3,100 2,650 2,900

107005 ‐‐Bank Charges 28 0 30 50

107006 ‐‐Books & Publications 168 330 300 330

107007 ‐‐Cleaning materials 146 50 100 100

107009 ‐‐File Management System 645 660 660 700

107010 ‐‐Computer equipment/software 3,295 1,300 1,300 1,400

107011 ‐‐Computer equip 1,482 9,900 9,900 2,500

107012 ‐‐Computer ann. Maint 6,715 5,000 5,400 5,500

107013 ‐‐Consumables 5 50 50 50

107014 ‐‐Fin Man Sys 0 1,300 1,300 1,300

107015 ‐‐G.I.S. Mapping 0 2,000 2,000 2,000

107016 ‐‐Electricity 1,112 850 1,000 1,000

107027 ‐‐Furniture 470 500 500 500

107030 ‐‐Gas 1,189 950 1,200 1,200

107032 ‐‐Health & Safety 993 1,000 500 500

107034 ‐‐Health & Safety Audit 0 500 0 0

107037 ‐‐Insurance Premium 10,729 11,300 10,300 11,500

107040 ‐‐Internet 1,005 970 1,020 1,070

107043 ‐‐Meetings 437 400 400 400

107049 ‐‐Office Equipment 252 1,640 800 800

107051 ‐‐Photocopy 1,869 1,850 1,950 2,050

107054 ‐‐Postage 1,851 1,550 1,750 1,800

107060 ‐‐Business Rates 5,335 5,500 4,560 4,600

107066 ‐‐Sewerage Expenses 0 100 100 100

107072 ‐‐Hospitality/Refreshments 219 250 80 80

107075 ‐‐Stationery 1,545 1,650 1,650 1,700

107078 ‐‐Subscriptions 2,486 2,400 2,540 2,540

107081 ‐‐Telephone 1,737 2,300 1,760 2,000

107084 ‐‐Travel Expense 796 400 1,100 1,000

107087 ‐‐Water 198 190 80 80

107088 ‐‐Web Site Maintenance 901 1,100 840 940

107094 ‐‐Window Cleaning Greenways 345 420 480 480

Total Establishment 49,309 60,260 56,800 51,920

Maintenance

107103 ‐‐Buildings 4,835 1,200 3,500 1,250

107105 ‐‐Greenways‐External Redec 1,000 0 2,480 0

107110 ‐‐Vandalism 1,256 0 1,000 0

Total Maintenance 7,091 1,200 6,980 1,250

Employee Costs

107270 ‐‐Allocated Office Staff 80,074 91,870 83,730 92,220

107271 ‐‐Allocated Groundstaff 1,281 1,280 1,280 1,270

107253 --Payroll Outsourcing 755 700 800 800

107255 ‐‐Staff Training 738 1,000 1,000 1,000

107258 ‐‐Eye Tests 130 150 70 150

107262 ‐‐TU Subs Expenses 116 130 50 0

Total Employee Costs 83,094 95,130 86,930 95,440

REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/12POLICY & FINANCE COMMITTEE

REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/122

Agenda ‐ Report B‐append C‐P&F bud 11‐12 p&r com bud 11‐12 14/11/2010


Col. 1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

Members Costs

107300 ‐‐Mayor's Allowance Allocated 960 980 980 980

107301 ‐‐Mayor's Allowance Unallocated 0 100 0 100

107302 ‐‐Election Expenses 0 0 0 6,000

107303 ‐‐Election: Transfer to Provision 2,500 2,600 2,600 2,800

107306 ‐‐Members Allowances 6,153 6,440 5,500 6,000

107308 ‐‐Members' Training 0 500 200 500

107309 ‐‐Members Travel & Subsist 24 250 100 250

107310 ‐‐Civic Expenses 509 500 850 500

107312 ‐‐Mayoral Regalia 128 50 0 50

Total Members Costs 10,274 11,420 10,230 17,180

Grants

107400 ‐‐Non Sect 137 3,061 5,200 5,200 5,400

107403 ‐‐Sect 137 6,076 1,200 1,200 1,200

107406 ‐‐Youth Club 1,000 1,000 1,000 1,000

Total Grants 10,137 7,400 7,400 7,600

Festival Expenses

107455 ‐‐Ringwood Festival Exps. 08/09 2,255 0 0 0

107457 ‐‐Ringwood Festival Exps. 09/10 0 3,000 3,000 0

107458 ‐‐Ringwood Festival Exps. 10/11 0 0 0 3,000

Total Festival Expenses 2,255 3,000 3,000 3,000

Other

107550 --Groundsman's House 277 1,200 1,000 1,250

107565 --Xmas Lights 3,268 5,000 4,700 5,000

107803 --Agents Fees 2,189 1,250 1,140 1,250

107806 --CCTV 8,383 8,060 8,060 8,300

107815 --Consultants Fees 236 1,300 1,200 1,300

107827 --Jubilee Lamp 2,000 0 0 0

107830 --Legal Fees 3,019 2,500 2,500 2,500

107837 --Notice Boards 3,292 0 0 0

107838 --Fair Trade 0 200 200 200

107839 --Millenium Clock 220 0 200 200

107840 --Police Community Support Off 6,500 2,000 2,000 0

107841 --Bad Debts W/O 0 0 0 0

107843 --Drop in Centre 2,884 2,000 1,500 2,000

107844 --Town Plan-facilitate meeetings 0 300 300 300

Total Other 32,268 23,810 22,800 22,300

Capital Expenditure

117901 --Gateway Project 0 0 20,000 480,000

117902 --Greenways-Sale Of Plot At Rear 0 0 1,000 29,000

Total Capital Expenditure 0 0 21,000 509,000

COMMITTEE EXPENDITURE 194,428 202,220 215,140 707,690

POLICY & FINANCE COMMITTEE




Col. 1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

INCOME

104100 ‐‐Rent: 1st Floor Greenways ‐5,775 ‐10,200 ‐10,200 ‐10,200

104550 ‐‐Groundsman's House Rent ‐11,400 ‐11,400 ‐11,400 ‐11,400

104650 --Trans From Provs Rev 0 ‐5,000 ‐7,000 ‐6,000

104658 --Trans From Unapplied Cap rec 0 0 0 ‐144,000

104660 --Loan Received 0 0 0 ‐365,000

104812 ‐‐Interest Received ‐2,946 ‐4,600 ‐3,250 ‐4,100

104824 ‐‐TU Subs Income ‐116 ‐130 ‐50 0

COMMITTEE INCOME -20,237 -31,330 -31,900 -540,700

NET COMMITTEE EXPENDITURE 174,191 170,890 183,240 166,990

Non Recurring Items Included in 2010/11 Budget, deducted from 2011/12 Base Budget

£

1. Fire resistant filing cabinet 840

2. Replacement server 7,500

Total 8,340

Non Recurring Items considered for 2010/11 Budget, but not approved,

and for consideration for 2011/12 Budget Priority

11. Committee room furniture‐(£3,000)‐defer until 2012/13 0

12. Flagpole & flag‐delete bid. (£540) 0

13. Notice board (non Council notices) £1,300 0

14. Notice board for town centre (£1,300) 0

Total 0

New Non Recurring items for consideration

15. Greenways grnd floor‐improve & decorate(12/13 ‐ £10,000) 0

16. Big Society provision (£5,000) 0

17. Gateway Project provision (£10,000) 0

18. Town Plan review & update 2012/13 (£?) 0

Total 0

Recurring Items considered for 2010/11 Budget, but not approved

and for consideration for 2011/12 Budget

21. Quarterly newspaper (£3,000) 0

22. Youth out reach worker f.t.e. £25,000 (bid £12,500) 0

Total 0

New Recurring items for consideration

23. Tourism Group support (£500) 0

24. Visitor Information Centre‐staff (£7,000) 0

Total 0

Total Bids 0



4



Budget Notes1. In summary, the Committee's revised expenditure budget for 10/11 is £ 12,350 more than the OE10/11, i.e. from £ 170,890 to £ 183,2402. The increase is mainly due to:-

£ £Savings Cost of employment -7,760

Office equipment -840Christmas lights -300Members Expenses -1,190Business Rates -940Buildings -200 -11,230

Additional Gateway Project Fees 20,000Costs Greenways - first floor heating system 2,500 22,500Reduced income -

interest received 1,350 1,350other net costs -270 -270

Total 12,350 12,350

£ £3.Proposed OE 2011/12 is (without new bids) 166,990 Main variations from O.E.10/11 to O.E. 11/12

OE 10/11 170,890

Deduct non recurring 10/11 -8,340Deduct decrease in business rates -900Deduct decrease in Health & Safety -1,000Deduct decrease in PCSO -2,000Deduct decrease in Members costs -240Deduct increase in transfer from Provisons -1,000Add reduction in interest earnings 500Add quadrennial election expenses 6,000Add inflation & allocations % 1.8 3,080Other variations 0

166,990

Net Decrease of -3,900

4. When add new bids (if no changes) 0OE 11/12 will be 166,990

%5. Total decrease -3,900 -2.3

5




Code PROJECT SOURCE OF

O.E. R.E. O.E. PLANS PLANS PLANS FINANCING

10/11 10/11 11/12 12/13 13/14 14/15 Total

£ £ £ £ £ £ £

117901 Gateway Project 0 20,000 480,000 0 0 0 500,000

117902 Greenways - Sale of plot at rear 1,000 29,000 0 0 0 30,000

TOTAL EXPENDITURE 0 21,000 509,000 0 0 0 530,000

FINANCING Revenue 0 21,000 0 0 0 0 21,000

Grant 0 0 0 0 0 0 0

Developers Contribution 0 0 0 0 0 0 0

Capital Receipts 0 0 144,000 0 0 0 144,000

Loan 0 0 365,000 0 0 0 365,000

0 21,000 509,000 0 0 0 530,000

CAPITAL EXPENDITURE ESTIMATES: REVISED 2010/11, ORIGINAL 2011/12 & PLANNED TO 2014/15POLICY AND FINANCE COMMITTEE

CAPITAL EXPENDITURE ESTIMATES

G.F.£20k,Cap rec £115k, loan £365k

G.F.£1k Cap rec£29k

Agenda ‐ Report B‐append C‐P&F bud 11‐12 p&r com cap bud 11‐12 6 14/11/2010

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B

POLICY AND FINANCE COMMITTEE 17 NOVEMBER 2010

POLICY & FINANCE COMMITTEE BUDGET 2011/2012

1. INTRODUCTION 1.1 Members are requested to consider the budget proposals for 2011/12 for this Committee. 1.3 To assist Members, the following draft documents are attached:- Appendix A: Shows the progress made on new expenditure items approved

for inclusion in the 2010/11 budget.

Appendix B: Contains proposals for new revenue expenditure bids and one capital expenditure bid for 2011/12.

Appendix C: Shows the approved original budget 2010/2011, (£170,890),

the draft revised budget 2010/11, (£184,080), which reflects the forecast outturn for 2010/11, and the first draft budget for 2011/12 (£166,990). Page 1 shows the holding account budgets. These cover the costs of employment for both office and ground staff. Pages 2 to 4 show the detailed budgets for the services provided by this Committee. Page 5 shows the main variations from the original budget 2010/11 to the revised budget 2010/11, and from the original budget 2010/11 to the draft original budget 2011/12. Page 6 shows the proposed capital expenditure items and how they will be financed.

Appendix D: Explains the position regarding the new coalition government’s initiative on the Big Society. This item is also shown as a bid in Appendix B.

2. FIRST DRAFT BUDGET 2011/12 2.1 The base budget for 2011/12 has been adjusted for non-recurring items

included in the original budget 2010/11, but does not include any new bids, which are listed separately in Appendix B. This Appendix sets out items that your officers believe should be considered by the Committee. However, your officers also believe that, in the current economic climate, and with inflation running at 3-4%, and with virtually no increase in the tax base, it may not be possible to include most of the items in the 2011/12 budget.

2.2 Separate budgets are included for Holding Accounts, which are shown on

page 1, Appendix C. Members should note that some of the proposed increase in these costs, e.g. employer’s pension contribution, is a direct result of other bodies, over which the Town Council has no control. All of these costs are re-charged to the Council’s main areas of activities, e.g. cemetery, allotments, open spaces, and appear in the Committee’s budgets as “Allocated Office Staff” and “Allocated Ground Staff”.

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2.3 Interest rates are forecast to remain low for next year. This will result in a reduction in income of £500 from interest earnings to be included in the draft 2011/12 revenue budget.

2.4 The Committee is asked to approve the first draft budget for 2011/12 of

£166,990, which is nearly £4,000 less than the budget for 2010/11, so that it can be considered as part of the Council’s overall budget, a report for which appears elsewhere on the agenda.

3. NEW BIDS 2011/12 3.1 New recurring and non recurring bids for 2011/12, amounting to £40,730 are shown on appendix B. The Committee is requested to consider the proposals and rank them with number 1 being the highest ranking. This will assist in the process of deciding which schemes should be included in the 2011/12 budget. 3.2 Further assessments may be made on some items included in each of the Appendices and any further changes believed necessary will be reported at the meeting. 4. RECOMMENDATIONS It is recommended that:

a) the proposals in Appendix B, as may be amended at the meeting, be approved for consideration as part of the Council’s overall budget;

b) the proposals in Appendix B be ranked in order of priority, and c) the draft base budget for 2011/12 in Appendix C be approved.

For further information contact: Terry Simpson or Martin Townsend Town Clerk Finance Manager 01425 473883 01425 47383

RINGWOOD TOWN COUNCIL Appendix ‘A’

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NO. ITEM REASON BUDGET

£ COMMENTS

1. Replacement server. Non recurring.

The current server needs to be replaced in 2010. The estimated cost for hardware, software, & installation is £7,500.

7,500 Purchased and installed.

2. Fire resistant filing cabinet. Non recurring.

Additional fire resistant filing space is required for certain records. The existing cabinets have reached their maximum capacity.

840 To be deferred and reconsidered as part of the Gateway project. Deleted from revised budget 2010/11.

3. Support for twinning. Recurring.

To facilitate twinning committee meetings for the newly resurgent twinning arrangements.

300

4. Grants payable. Recurring.

To increase the budget to support more local organisations.

1,000

TOTAL 9,640

RINGWOOD TOWN COUNCIL Appendix ‘B’

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NO.

ITEM REASON BUDGET £

CAP

REV

PRIORITY

1. Committee room - furniture. Non recurring.

The existing tables and chairs need replacing. The bid for the tables is £1,500 and for the chairs is £1,500. Consider for Gateway project and defer until 2012/13. (£3,000).

X

2. Ground Floor Greenways – change layout and re-decorate. Non recurring.

To prepare the ground floor of Greenways for new tenants when the transfer to the new Gateway offices is completed. Consider for 2012/13. (£10,000)

X

3. Flagpole and Flag. Non recurring

Architects requested to consider incorporating as part of Gateway project. Delete from bids. (£540)

X

4. Youth outreach worker. Recurring.

This post would be key to the co-ordination and development of youth work within the community. 18 hours per week. Deferred from 2010/11.

12,500 X


Provide new notice board for town centre. Deferred from 2010/11.

1,430 X


To provide a notice board for use solely by clubs, but not for official notices. Deferred from 2010/11.

1,300 X

7. Quarterly Newspaper. Recurring.

Although the existing arrangements for the distribution of the Council’s newspaper cost very little, the effectiveness, based on the lack of response from Ringwood’s residents, is disappointing. This bid is to replace the existing production and distribution arrangements. Deferred from 2010/11.

3,000 X

8. Tourism Group-support. Recurring.

The Tourism Group has been re-launched. Consideration should be given to providing any financial support to assist and encourage it.

500 X

9. Visitor Information Centre (VIC)-staff. Recurring.

To provide VIC cover in the new Gateway offices at weekends from April to October. 2 part time staff would be required.

7,000 X

10. Big Society Provision Non recurring.

See Appendix ‘D’ attached to this report. (£5,000) 5,000 X

11. Gateway Project. Non recurring.

Make provision for unidentified costs relating to moving offices. 10,000

12. Town Plan Non recurring.

By 2012, it will have been 4 years since the consultations for the preparation of the Town Plan were undertaken. The plan will need to be reviewed and updated during 2012/13. No costings at this stage.

TOTAL 40,730

RINGWOOD TOWN COUNCIL Appendix C

1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

EXPENDITURE-OFFICE STAFF

107250 ‐‐Employees Pay 113,926 120,500 116,450 120,640

107251 ‐‐Employer's N.I. 6,328 6,660 6,510 6,680


107259 ‐‐Temporary Staff 1,558 5,600 2,660 5,000

107257 ‐‐Leased Car 253 0 0 0

TOTAL OFFICE STAFF 140,347 152,760 145,000 153,120

INCOME -ALLOCATIONS



104284 ‐‐Planning, Town & Envir Com ‐12,390 ‐12,180 ‐12,960 ‐12,180

104282 ‐‐Cemetery ‐7,316 ‐7,840 ‐7,720 ‐7,960

104283 ‐‐Allotments ‐7,799 ‐8,330 ‐8,210 ‐8,470

TOTAL INCOME -140,347 -152,760 -145,000 -153,120

EXPENDITURE-GROUNSTAFF

107250 ‐‐Employees Pay 89,541 92,110 89,560 90,140

107251 ‐‐Employer's N.I. 5,352 5,460 5,320 5,300


TOTAL GROUNDSTAFF 111,234 114,930 111,550 112,940

INCOME -ALLOCATIONS



104294 ‐‐Planning, Town & Envir Com 0 0 0 0

104292 ‐‐Cemetery ‐21,736 ‐22,480 ‐21,790 ‐22,080

104293 ‐‐Allotments ‐1,120 ‐1,150 ‐1,140 ‐1,130

TOTAL INCOME -111,234 -114,930 -111,550 -112,940

SUMMARY

EXPENDITURE

‐‐Employees Pay 203,467 212,610 206,010 210,780

‐‐Employer's N.I. 11,680 12,120 11,830 11,980

‐‐Employer's Pension Contrib. 34,623 37,360 36,050 38,300

‐‐Temporary Staff 1,558 5,600 2,660 5,000

‐‐Leased Car 253 0 0 0

TOTAL EXPENDITURE 251,581 267,690 256,550 266,060

INCOME

ALLOCATIONS

‐‐Policy & Finance Committee -81,355 -93,150 -85,010 -93,490

‐‐Recreation, Leis & O/S Com -119,865 -122,560 -119,720 -120,750

‐‐Planning, Town & Envir Com -12,390 -12,180 -12,960 -12,180

‐‐Cemetery -29,052 -30,320 -29,510 -30,040

‐‐Allotments -8,919 -9,480 -9,350 -9,600

TOTAL INCOME -251,581 -267,690 -256,550 -266,060

REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/12POLICY & FINANCE COMMITTEE - HOLDING ACCOUNTS

Agenda ‐ Report B‐append C‐P&F bud 11‐12 p&r com hold acs bud 11‐12 1 14/11/2010


1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

EXPENDITURE-Establishment

107000 ‐‐Adverts 406 750 500 750

107003 ‐‐Audit 2,950 3,100 2,650 2,900

107005 ‐‐Bank Charges 28 0 30 50

107006 ‐‐Books & Publications 168 330 300 330

107007 ‐‐Cleaning materials 146 50 100 100

107009 ‐‐File Management System 645 660 660 700

107010 ‐‐Computer equipment/software 3,295 1,300 1,300 1,400

107011 ‐‐Computer equip 1,482 9,900 9,900 2,500

107012 ‐‐Computer ann. Maint 6,715 5,000 5,400 5,500

107013 ‐‐Consumables 5 50 50 50

107014 ‐‐Fin Man Sys 0 1,300 1,300 1,300

107015 ‐‐G.I.S. Mapping 0 2,000 2,000 2,000

107016 ‐‐Electricity 1,112 850 1,000 1,000

107027 ‐‐Furniture 470 500 500 500

107030 ‐‐Gas 1,189 950 1,200 1,200

107032 ‐‐Health & Safety 993 1,000 500 500

107034 ‐‐Health & Safety Audit 0 500 0 0

107037 ‐‐Insurance Premium 10,729 11,300 10,300 11,500

107040 ‐‐Internet 1,005 970 1,020 1,070

107043 ‐‐Meetings 437 400 400 400

107049 ‐‐Office Equipment 252 1,640 800 800

107051 ‐‐Photocopy 1,869 1,850 1,950 2,050

107054 ‐‐Postage 1,851 1,550 1,750 1,800

107060 ‐‐Business Rates 5,335 5,500 4,560 4,600

107066 ‐‐Sewerage Expenses 0 100 100 100

107072 ‐‐Hospitality/Refreshments 219 250 80 80

107075 ‐‐Stationery 1,545 1,650 1,650 1,700

107078 ‐‐Subscriptions 2,486 2,400 2,540 2,540

107081 ‐‐Telephone 1,737 2,300 1,760 2,000

107084 ‐‐Travel Expense 796 400 1,100 1,000

107087 ‐‐Water 198 190 80 80

107088 ‐‐Web Site Maintenance 901 1,100 840 940

107094 ‐‐Window Cleaning Greenways 345 420 480 480

Total Establishment 49,309 60,260 56,800 51,920

Maintenance

107103 ‐‐Buildings 4,835 1,200 3,500 1,250

107105 ‐‐Greenways‐External Redec 1,000 0 2,480 0

107110 ‐‐Vandalism 1,256 0 1,000 0

Total Maintenance 7,091 1,200 6,980 1,250

Employee Costs

107270 ‐‐Allocated Office Staff 80,074 91,870 83,730 92,220

107271 ‐‐Allocated Groundstaff 1,281 1,280 1,280 1,270

107253 --Payroll Outsourcing 755 700 800 800

107255 ‐‐Staff Training 738 1,000 1,000 1,000

107258 ‐‐Eye Tests 130 150 70 150

107262 ‐‐TU Subs Expenses 116 130 50 0

Total Employee Costs 83,094 95,130 86,930 95,440

REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/12POLICY & FINANCE COMMITTEE




Col. 1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

Members Costs

107300 ‐‐Mayor's Allowance Allocated 960 980 980 980

107301 ‐‐Mayor's Allowance Unallocated 0 100 0 100

107302 ‐‐Election Expenses 0 0 0 6,000

107303 ‐‐Election: Transfer to Provision 2,500 2,600 2,600 2,800

107306 ‐‐Members Allowances 6,153 6,440 5,500 6,000

107308 ‐‐Members' Training 0 500 200 500

107309 ‐‐Members Travel & Subsist 24 250 100 250

107310 ‐‐Civic Expenses 509 500 850 500

107312 ‐‐Mayoral Regalia 128 50 0 50

Total Members Costs 10,274 11,420 10,230 17,180

Grants

107400 ‐‐Non Sect 137 3,061 5,200 5,200 5,400

107403 ‐‐Sect 137 6,076 1,200 1,200 1,200

107406 ‐‐Youth Club 1,000 1,000 1,000 1,000

Total Grants 10,137 7,400 7,400 7,600

Festival Expenses

107455 ‐‐Ringwood Festival Exps. 08/09 2,255 0 0 0

107457 ‐‐Ringwood Festival Exps. 09/10 0 3,000 3,000 0

107458 ‐‐Ringwood Festival Exps. 10/11 0 0 0 3,000

Total Festival Expenses 2,255 3,000 3,000 3,000

Other

107550 --Groundsman's House 277 1,200 1,000 1,250

107565 --Xmas Lights 3,268 5,000 4,700 5,000

107803 --Agents Fees 2,189 1,250 1,140 1,250

107806 --CCTV 8,383 8,060 8,060 8,300

107815 --Consultants Fees 236 1,300 1,200 1,300

107827 --Jubilee Lamp 2,000 0 0 0

107830 --Legal Fees 3,019 2,500 2,500 2,500

107837 --Notice Boards 3,292 0 0 0

107838 --Fair Trade 0 200 200 200

107839 --Millenium Clock 220 0 200 200

107840 --Police Community Support Off 6,500 2,000 2,000 0

107841 --Bad Debts W/O 0 0 0 0

107843 --Drop in Centre 2,884 2,000 1,500 2,000

107844 --Town Plan-facilitate meeetings 0 300 300 300

Total Other 32,268 23,810 22,800 22,300

Capital Expenditure

117901 --Gateway Project 0 0 20,000 480,000

117902 --Greenways-Sale Of Plot At Rear 0 0 1,000 29,000

Total Capital Expenditure 0 0 21,000 509,000

COMMITTEE EXPENDITURE 194,428 202,220 215,140 707,690





Col. 1 2 3 4 5 6


2009/10 2010/11 2010/11 2011/12

£ £ £ £

INCOME

104100 ‐‐Rent: 1st Floor Greenways ‐5,775 ‐10,200 ‐10,200 ‐10,200

104550 ‐‐Groundsman's House Rent ‐11,400 ‐11,400 ‐11,400 ‐11,400

104650 --Trans From Provs Rev 0 ‐5,000 ‐7,000 ‐6,000

104658 --Trans From Unapplied Cap rec 0 0 0 ‐144,000

104660 --Loan Received 0 0 0 ‐365,000

104812 ‐‐Interest Received ‐2,946 ‐4,600 ‐3,250 ‐4,100

104824 ‐‐TU Subs Income ‐116 ‐130 ‐50 0

COMMITTEE INCOME -20,237 -31,330 -31,900 -540,700

NET COMMITTEE EXPENDITURE 174,191 170,890 183,240 166,990

Non Recurring Items Included in 2010/11 Budget, deducted from 2011/12 Base Budget

£

1. Fire resistant filing cabinet 840

2. Replacement server 7,500

Total 8,340

Non Recurring Items considered for 2010/11 Budget, but not approved,

and for consideration for 2011/12 Budget Priority

11. Committee room furniture‐(£3,000)‐defer until 2012/13 0

12. Flagpole & flag‐delete bid. (£540) 0

13. Notice board (non Council notices) £1,300 0

14. Notice board for town centre (£1,300) 0

Total 0

New Non Recurring items for consideration

15. Greenways grnd floor‐improve & decorate(12/13 ‐ £10,000) 0

16. Big Society provision (£5,000) 0

17. Gateway Project provision (£10,000) 0

18. Town Plan review & update 2012/13 (£?) 0

Total 0

Recurring Items considered for 2010/11 Budget, but not approved

and for consideration for 2011/12 Budget

21. Quarterly newspaper (£3,000) 0

22. Youth out reach worker f.t.e. £25,000 (bid £12,500) 0

Total 0

New Recurring items for consideration

23. Tourism Group support (£500) 0

24. Visitor Information Centre‐staff (£7,000) 0

Total 0

Total Bids 0



4



Budget Notes1. In summary, the Committee's revised expenditure budget for 10/11 is £ 12,350 more than the OE10/11, i.e. from £ 170,890 to £ 183,2402. The increase is mainly due to:-

£ £Savings Cost of employment -7,760

Office equipment -840Christmas lights -300Members Expenses -1,190Business Rates -940Buildings -200 -11,230

Additional Gateway Project Fees 20,000Costs Greenways - first floor heating system 2,500 22,500Reduced income -

interest received 1,350 1,350other net costs -270 -270

Total 12,350 12,350

£ £3.Proposed OE 2011/12 is (without new bids) 166,990 Main variations from O.E.10/11 to O.E. 11/12

OE 10/11 170,890

Deduct non recurring 10/11 -8,340Deduct decrease in business rates -900Deduct decrease in Health & Safety -1,000Deduct decrease in PCSO -2,000Deduct decrease in Members costs -240Deduct increase in transfer from Provisons -1,000Add reduction in interest earnings 500Add quadrennial election expenses 6,000Add inflation & allocations % 1.8 3,080Other variations 0

166,990

Net Decrease of -3,900

4. When add new bids (if no changes) 0OE 11/12 will be 166,990

%5. Total decrease -3,900 -2.3

5




Code PROJECT SOURCE OF

O.E. R.E. O.E. PLANS PLANS PLANS FINANCING

10/11 10/11 11/12 12/13 13/14 14/15 Total

£ £ £ £ £ £ £

117901 Gateway Project 0 20,000 480,000 0 0 0 500,000

117902 Greenways - Sale of plot at rear 1,000 29,000 0 0 0 30,000

TOTAL EXPENDITURE 0 21,000 509,000 0 0 0 530,000

FINANCING Revenue 0 21,000 0 0 0 0 21,000

Grant 0 0 0 0 0 0 0

Developers Contribution 0 0 0 0 0 0 0

Capital Receipts 0 0 144,000 0 0 0 144,000

Loan 0 0 365,000 0 0 0 365,000

0 21,000 509,000 0 0 0 530,000

CAPITAL EXPENDITURE ESTIMATES: REVISED 2010/11, ORIGINAL 2011/12 & PLANNED TO 2014/15POLICY AND FINANCE COMMITTEE

CAPITAL EXPENDITURE ESTIMATES

G.F.£20k,Cap rec £115k, loan £365k

G.F.£1k Cap rec£29k

Agenda ‐ Report B‐append C‐P&F bud 11‐12 p&r com cap bud 11‐12 6 14/11/2010

APPENDIX D


POLICY & FINANCE COMMITTEE – 17th NOVEMBER 2010

BUDGET PROPOSALS 2011/2012

BIG SOCIETY/LOCALISM/PARTICIPATORY BUDGETING

1. Members will be aware of the Coalition Government’s intention to make significant progress on its Big Society and Localism Agendas. Much has been written about the principles underpinning these proposals but, to date, no specific or hard definition has been formulated. There is no doubt that more information will work through the system in the fullness of time.

2. However, what is known about the Big Society and Localism Agenda is that the Government intends to get greater community involvement in community decision making and delivery of projects and perhaps services. Officers have been taking careful note of information published and statements by senior Politicians and Academics on this subject. It is clear that, in order for the Big Society Agenda to be achieved, public funding will be required. It also seems that the Town and Parish Council sector could well be encouraged to act as facilitators to bring about greater community involvement. This fits in very much with the way in which the Town Council has been operating in the past.

3. In tandem with the Big Society Agenda, there is growing emphasis on the need for Local Authorities to involve the community in what is known as ‘participatory budgeting’. The underlying principles of this are very similar to those of the Big Society. In essence, under participatory budgeting arrangements, communities would be involved in determining the allocation of funds from within Local Authority budgets. Whilst there are some who believe that the whole of the Council’s budget should be dealt with in this manner, most Authorities that are involved in participatory budgeting are working on the basis of the community identifying a project and for the Local Authority making sufficient funds available to the community to spend in the manner it wishes. Public attend open meetings and vote on which projects those present wish to support and allocate funds accordingly. In general terms, many of the projects assisted in this way relate to the general improvement of an area by the provision of enhanced facilities, which might include play equipment, skate parks or simply enhancement of public halls. As Members will appreciate, this is very similar to the principles now being promoted by the Coalition Government as part of its Big Society Agenda.

4. It seems clear to your Officers that over the next eighteen months there will be pressure on Town and Parish Councils to facilitate greater involvement of the community in community provision.

5. Examples of the type of assistance the Town Council could give may range from supporting a small environmental improvement scheme on an estate, providing funding to a sports club that provides training for the ‘hard to reach’ groups or, indeed, extra support for play groups or elderly persons groups. In some areas, funding for this type of project has been diverted from the Councils’ Grant Aid

budgets.

6. To a large extent, the Town Council already involves residents in significant decisions affecting a particular community. All of the recent schemes for the provision of play equipment, enhancements at Southampton Road and, indeed, the preparation of the Town Plan have seen the Town Council make great efforts to involve the community in the final decision making processes. The Big Society/Localism/Participatory Budget initiatives should be seen as an extension of the work already being undertaken by the Town Council. Unfortunately, in order to facilitate this, and also to encourage community involvement, funds will need to be allocated to meet the cost of any projects identified by the community. It is suggested that in the first year, 2011/12, a figure of £5,000 might be appropriate.

Terry Simpson Town Clerk 11th November 2010

C

P&F/18/11/09/Budget & Precept 10/11 Page 1 of 3

POLICY & FINANCE COMMITTEE – 17 NOVEMBER 2010

DRAFT BUDGET AND PRECEPT 2011/2012

1. INTRODUCTION 1.1 Members considered the Policy & Finance Committee’s own draft budget earlier

in the meeting. The Committee will now need to consider the draft proposals from the other two Committees, bearing in mind that the Planning, Town & Environment Committee (PT&E Com) will not consider its budget proposals until 19 November 2010. A recommendation to Council on its overall budget and precept for 2010/2011 will be made at the next meeting of this Commiittee on 15 December 2010.

2. BUDGET PROPOSALS BY COMMITTEES 2.1 The Recreation, Leisure & Open Spaces Committee (RL&OS Com) considered

its budget prior to this meeting. Attached for the Committee’s consideration are the following documents:- Appendix A – First draft summary Council budget 2011/12, including base

budgets approved by the RL&OS Com, and the draft budget for the PT&E Com.

Appendix B. – New proposals approved by RL&OS Com, and those to be considered by the PT&E Com.

2.2 In addition, Members will also need to consider its own proposals as shown in

Appendices B and C (as amended at the meeting) to the report elsewhere in the agenda relating to this Committee’s budget.

2.3 The analysis carried out on the 2010/11 budget has identified likely changes to

the original base budget. In overall terms, the increases and decreases throughout the Council’s budgets are almost neutral, even allowing for the supplementary budget of £20,000 for fees for the Gateway project. In total, the net decrease amounts to £2,270. This sum would be transferred to the General Reserve at 31 March 2011.

2.4 The draft base budget for 2011/12 includes continuing to make some

contributions to provisions during 2011/12 in order to mitigate the effects of expenditure requirements in later years. A separate report reviewing provisions will be submitted to this Committee later in this financial year.

2.5 Appendix A to this report shows the first draft summary of the overall position with

respect to the Council’s original and revised budgets for 2010/2011, together with the draft budget proposals for 2011/2012, subject to this Committee agreeing the proposals now submitted. The draft base budget without any new bids for 2011/12 is £366,380. To maintain the Council Tax for 2011/12 at the same level as that for 2010/11, this base budget level allows Members to include new expenditure bids in 2011/12 for the benefit of the residents of Ringwood, and/or to transfer further funds to provisions to meet future expenditure on projects identified in the Town Plan. The level of new bids will be determined by the level of precept that Members recommend to Council.

2.6 The Secretary of State (SoS) for Communities and Local Government announced

recently that the Spending Review has allocated a £650 million fund to help local authorities to implement a council tax freeze in 2011/12. However, town and parish councils will not be included in the scheme. Although town and parish

C


councils will not be capped, the SoS urges them to exercise restraint and to ensure that council tax payers do not face an increased bill in 2011/12.

2.7 The rate of inflation is currently running at between 3 to 4%. The council tax base

for this Council for 2011/12 has increased by 0.6%. Therefore, in real terms the Council has had to find savings of about 3% of its budget if it maintains the Council Tax at the 2010/11 level. In addition, if no increase in the Council Tax is made, the available amount of new bids expenditure will be reduced by about £15,000, which will further reduce the services and amenities that the Council wishes to provide.

2.8 Page one of Appendix A also provides indicative Council Tax levels for differing

precept levels, ranging from £70.17 (1%increase) to £73.99 (5% increase). A small increase in the precept of say 3% would place the Council in a better financial position to meet its longer term aspirations.

2.9 The indicative precept level of £388,570 would produce a Council Tax of £70.47,

the same as for 2010/11. The Council Tax would be increased by 1 penny per week for each £2,900 increase in expenditure.

2.10 By providing for a transfer of £2,270 to the General Reserve for 2010/11, and

£22,190 for 2011/12, the estimated balance at 31 March 2012 would be £197,000, which is above the financially prudent level of £150,000. This would provide some flexibility to the Council in the way it finances its planned capital expenditure programme..

3. CONCLUSIONS

3.1 To maintain the Council Tax at the same level as for 2010/11, i.e. £70.47, the

base draft budget for 2011/12, i.e. £366,380, can be increased by £22,190 to make a precept of £388,570. This would enable Members to determine which new bids should be included in the budget, and/or to increase the amounts to be transferred either to provisions and the General Reserve.

3.2 A small increase in the Council Tax of 3%, i.e. a budget of £400,200, would

provide the Council with a further £15,000 to carry out items included in the new budget proposals list.

3.3 The estimated level of the General Reserve as at 31 March 2012 would be

£197,000 if no new expenditure bids are approved. 4. RECOMMENDATIONS

4.1 Subject to any amendments that Members may wish to make at this meeting, it is

recommended that:-

1) The provisional base budget for Recreation, Leisure & Open Spaces Committee, as set out in Appendix A to this report, be approved.

2) The provisional base budget and the proposed new bids for the Planning, Town & Environment Committee, as set out in Appendix A to this report, be noted.

3) The proposed new bids for the Recreation, Leisure & Open Spaces Committee, as set out in Appendix B to this report, be noted.

4) The Committee’s own provisional base budget, as set out in Appendix C to the report elsewhere on this Agenda on the Committee’s own budget, be approved.

C


5) The provisional priority proposals determined at this meeting in Appendix B to the Committee’s own budget report elsewhere on this agenda, be approved.

4.2 Subject to further amendments to the draft budget for 2011/12 that will be

considered by this Committee at its meeting on 15 December, the Committee is requested to make recommendations to Council on the provisional budget and the level of the precept for 2011/12.

For any further information, please contact: Martin Townsend or Terry Simpson Finance Manager Town Clerk

RINGWOOD TOWN COUNCIL Appendix 'A'

1 2 3 4Description Original Revised Original

Budget Budget Budget10/11 10/11 11/12

£ £ £EXPEND --POLICY & FINANCE COM. 202,220 194,180 198,690

--RECREATION, LEIS & O/S 195,290 186,480 191,360--CEMETERY 47,790 43,210 39,550--ALLOTMENTS 11,180 11,940 12,000--PLANNING, TOWN & ENVIR. 13,530 19,430 13,730--POLICY & FINANCE COM-CAP EXP 0 21,000 509,000--REC, LEIS & O/S-CAP EXP 113,000 38,150 119,000--PLAN, TOWN & ENV.-CAP EXP 55,000 0 45,000

TOTAL EXPENDITURE 638,010 514,390 1,128,330INCOME --POLICY & FINANCE COM. -31,330 -31,900 -31,700

--RECREATION, LEIS & O/S -97,870 -45,620 -95,650--CEMETERY -14,050 -18,380 -17,200--ALLOTMENTS -2,700 -3,500 -3,600--POLICY & FINANCE COM-CAP FIN 0 0 -509,000--REC, LEIS & O/S-CAP FIN -51,000 -26,000 -65,000--PLAN, TOWN & ENV.-CAP FIN -54,800 -5,000 -39,800

TOTAL INCOME -251,750 -130,400 -761,950

COMMITTEES' NET EXPEND BEFORE NEW BIDS 386,260 383,990 366,380Add new --POLICY & FINANCE COM.recur.bids --RECREATION, LEIS & O/S

--PLANNING, TOWN & ENVIR.Add new --POLICY & FINANCE COM.non-rec --RECREATION, LEIS & O/Sbids --PLANNING, TOWN & ENVIR.COUNCIL'S NET BUDGET 386,260 383,990 366,380Transfers from( - ) or to General Reserve 0 2,270 22,190

COUNCIL'S PRECEPTS 386,260 386,260 388,570

Actual Actual Estimate Increase

2009/10 2010/11 2011/12 Over 10/11

Tax Base (no. Band 'D' dwellings) 5,448 5,481 5,514Precept 376,930 386,260 388,570Council Tax Per Band D Dwelling £ 69.19 70.47 70.47 £0.00

Precept Levels C TAX PER INCREASE INCREASEBAND 'D' FOR YEAR PER WK

OVER OVER2010/11 2010/11

£ £ £ p.388,570 70.47 0.00 0.0392,430 71.17 0.70 1.3396,350 71.88 1.41 2.7400,200 72.58 2.11 4.1404,120 73.29 2.82 5.4407,980 73.99 3.52 6.8

NoteA 1p per week increase at Council Tax level = about £3,000 increase in expenditure.

FIRST DRAFT REVISED BUDGET 2010/11 & ORIGINAL BUDGET 2011/12AND PRECEPT SUMMARY (Excluding New Bids)

COUNCIL TAX LEVELS FOR 2009/10, 2010/11 (ACTUAL) & 2011/12 (ESTIMATED)

2011/12 Precept Levels at varying % increases in band D Council Tax Levels

budgets Agenda - Report C- Append A draft bud-prec11-12 counsum 11-121 14/11/2010

S/Committee – Policy & Fin 17 November 2010 Report C /Appendix ‘B’

RECREATION, LEISURE AND OPEN SPACES COMMITTEE APPENDIX ‘B’ NEW BUDGET PROPOSALS FOR 2011/12

NO. ITEM REASON 11/12

£ 12/13

£ 13/14

£ Priority

1. Cemetery trees. Non recurring.

Following survey in 2010/11, carry out a new tree planting programme .

5,000

2. Cemetery-memorial walls for ashes. Non recurring.

Following design work in 2010/11, construct in 2011/12. 10,000

3. The Bickerley-Bollards. Non recurring.

The existing wooden dragon’s teeth on the green outside Old Mill Flats do not provide much protection against illegal entry by travellers. Replacement concrete bollards in a concrete base will improve security.

3,000

4. Cemetery notice board. Non recurring.

To enable notices/information to be displayed for visitors to the cemetery.

1,200

5. Plant and machinery Non recurring.

The existing Massey front deck mower needs replacing. Part of the funding for a replacement, allowing for a trade-in value, will be from provisions, (£5,000).

10,000 = 1

6. Carvers-security lights Anti social behaviour in the vicinity of the cricket pavilion continues to be a problem. Consideration should be given to installing motion activated lighting in the area which will also allow the CCTV at Ringwood School to be used to help identity those involved. An application for grant will be made to NFDC’s Crime & Disorder budget to help fund this proposal.

3,000 = 1

7. Pocket Park-lights Non recurring.

Provision of lights would reduce the anti-social behaviour, especially caused by alcohol, at night time. £4,000 DELETED SEE OS/5251.

0

8. Hightown Road allotments Non recurring.

Complaints have been received from allotment holders about insufficient water pressure from the existing supply. The demand for water has increased since new allotments have been made available. A new and/or replacement supply would overcome this problem

2,000

9. Poulner Lakes-picnic bench Non recurring.

The previous picnic bench was burned out two years ago. A replacement bench would provide a facility to be enjoyed by visitors to the lakes. £500 DELETED SEE OS/5251

0

10. Income-transfer from provision Non recurring

To finance replacement front deck mower -5,000

TOTAL NET COSTS 8,000 8,200 13,000

S/Committee – Policy & Fin 17 November 2010 Report C /Appendix ‘B’

PLANNING, TOWN & ENVIRONMENT COMMITTEE NEW BUDGET PROPOSALS FOR 2011/12

NO. ITEM REASON 11/12

£ 12/13

£ 13/14

£ Priority

1. Southampton Road, north of Mansfield Road-extra lighting. Non recurring.

This area of Ringwood has been subject to both theft and vandalism. Enhanced lighting may assist in reducing or eliminating this problem.

5,000

2. Dewes Lane-lighting. Non recurring.

The junction to the Bickerley is in total darkness at night time, and has a dangerous access as it is impossible to see the brick wall and signpost.

2,500

3. The Bickerley-replace kerbstones.

To alleviate flooding of the road and possibly the flats in White Lion Court. Since the road was kerbed, no provision was made for the rain water to drain away. Possibly a scheme for HCC.

4. Strides Lane to the Bickerley-lighting. Non recurring.

The Recreation, Leisure & Open Spaces Com referred this scheme to this Committee. Members had agreed that some street lighting on the path from Strides Lane to the Bickerley would be useful. Cllr Cole agreed to survey the path and provide advice on location.

2,500

5. Southampton Road, White Hart, east side-new bus shelter Non recurring.

To provide shelter to bus passengers. This scheme should only proceed if developers’ contributions are available from NFDC to fully fund it.

6,000

6. Southampton Road, White Hart, west side-new bus shelter Non recurring.

To provide shelter to bus passengers. This scheme should only proceed if developers’ contributions are available from NFDC to fully fund it.

6,000

7. Developers’ contributions-finance.

-6,000 -6,000

TOTAL NET COSTS 10,000 0

POLICY & FINANCE COMMITTEE 17TH NOVEMBER 2010

GRANTS 2010/2011

GRANTS REQUESTED PREVIOUS GRANTS PAID 2007/8 2008/9 2009/10 REQD

£ £ £ £ Rwd Rotary Club for Xmas Eve Festivities 150 150 150 100 3rd Ringwood Scout Group 0 0 0 400-500 New Forest Citizens Advice Bureau Ltd (*) 750 750 750 1,000 Farming & Wildlife Advisory Group 50 0 0 50

* Please note the four pre-existing New Forest CAB charities were amalgamated into The New Forest

Citizens Advice Bureau Ltd in 2010. The grants previously paid over the last three years were to one

of the original charities; New Forest North Citizens Advice Bureau.

2010/11 FUNDS AVAILABLE £

2010/11 Budget 6,400

Total Funds available 6,400

Less Paid 2,356

Total Unspent @ 17/11/10 4,044

SECTION

2010111 GRANTS PAID TO DATE 137 Min Ref £ £

Ringwood Police Station F/4566(3) 200 200

Vitalise F/4566(2) 50 50

Mobile Police Van F/4566 186 186

Ringwood & Burley Band F/4566(4) 150 150

Avon Valley Concerts C/5026(1) 200 200

Ringwood School - Achievement Award 120 120

2515 Ringwood/Fordingbridge Squadron F/4594(1) 100 100

RBL (Rwd & District Branch) - Rwd Pipe Band F/4594(2) 50 50

Greyfriars Pre-School F/4594(3) 250 250

Poulner Baptist Chapel F/4594(4) 100 100

Ellingham & Ringwood RFC F/4613(2) 250 250

Forest Forge Theatre Co F/4613(3) 700 700

TOTAL 2,356 2,356

2010/11 ANNUAL GRANT APPLICANTS STILL TO APPLY GRANT PAID

2009/10

£ Hants Children & Families Forum 200

Salterns Playscheme 150

Unite 200

Victim Support Hants & lOW (was NF & Romsey) 200

750

2010/11 GRANTS REJECTED TO DATE

Meeting Min Ref Reason

SECTION

145 £

Hampshire County Youth Band Association

Farming & Wildlife Advisory Group

Greyfriars Pre-School

Wessex Pensioners Convention

New Forest Disability Information Service

21/4/10

21/4/10

21/4/10

16/6/10

15/9/10

F/4566(1)

F/4566(1)

F/4566(5)

F/4595(5)

F/4613(1 )

Not on this occasion - but considered worthy cause

Not on this occasion - but considered worthy cause

Major grants recently made to G/friars for cap. Proj.

Does not provide suff. benefit to Rwd Residents.

Appears to be well funded

0


"Greenways" 71 Christchurch Road, Ringwood, Hampshire, BH24 1DH

APPLICATION FOR GRANT AID

J 1 OCT 20ta

Please note that this application for a grant does not necessarily entitle your organisation to an award and any funds given are at the discretion of Ringwood Town Council.

Please complete the following questionnaire and return to the Council together with a copy of your last year's audited accounts. All sections must be completed. Please do not staple anything to the form, as It needs to be copied.

Applicant's Details

Name of Organisation !G1N4INO()J) Ror~e'1 CL.v& requesting grant

Postal Address C/" il-tf; M ,.. .... "1 MOt-'J"

Slot" ~LI s"CH-~t.t.'"i RaA-C

sz" Nt, tv (1) D 8HL""JO~

Name of Contact DJ C \<. s '"' Eo E Jl..,N

Contact's telephone number ~HY.2..S L+-i~64-"

Details of Grant Request

Amount requested £ ,o0

What is the purpose of the ~ ("avG~ J?'It p e /'oJ -' e: ~ Fe fl. grant? C \-\(..13 r M A .s ~"C: n.sr\Vli ,es

IN ~'NC.WOOO MALt-E 1" PL I\t.-~

-How would the people of

T'~'S '" h ... L- e. tV "'6L' A. L.ON Ct -; TJI\1V,O,NG Ringwood benefit from your receiving this grant? rl.. .... D'jlll N ~.o (~N "1',,.JU£ ,,""'.D

~eSeN7s <..o\., \.,e c1'~ 0 To '10 'f')

Ne~o"" Ct-J, J-b 2f ..J

How many Ringwood people would benefit? A~u1' '2.000

Total cost of project £ 300

Information about your Organisation

What facilities do you provide? Membership: 4 6

J N ,.e;L,..,1\ -r,CtN AL SeLVc.cG OCC;AN IS A.7,o rJ

Subscription: £ \ "20

Names of competing N~Ne or similar organisations

Funds available to your organisation (apart from this grant application)

Cash in hand: £ Annual income: £ C-'te A-C,.c..oO .... ,. ~ )

Other sponsoring bodies ""'0""'6 e:)('CE rr eLU(b £ and amounts donated by them £

£

Have you applied,· or do you N'~ intend to apply, to any other sponsoring bodies for . funding? If so, please give details.

Signature of Applicant R,A~ Date "1'°/ 10

On behalf of Organisation: R.,~wco~ f(j)TAL'1 c"l.U£

Additional comments Please write any additional comments in the space provided below.

claire.perrens

THE ROTARY CLUB OF RINGWOOD 01.07.09 TO 30.06.10

CI..UBAlC TWINNING Ale

Balances brought forward 1,939.80

Subscriptions 4,640.00 Meals & Function surpluses 205.62 Weekly raffle receipts 1,060.20 Cost of weekly raffle prizes -318.00 Twinning expenses -91.84 Profit in clothing sales 30.00 RIBI subscription -1,905.21 Disrict subscription -141.00 Charter Night -307.70 President's honorarium -500.00 Past President's Jewel -57.90 GSE team visit expenses -484.30 Carnival float expenses -2.80 Web Site -416.50 Gazebos -36.27

';"'- < Signs and banners -668.67 VortxWells -76.00 Screen projector -68.49 Portable PA -135.94 Other expenses -197.87

Balances carried fOlWard ____ 1.!~16.17 --------sSO.36 ~-----~---

THE ROTARY CLUB OF RINGWOOD 01.07.09 TO 30.06.10

CHARITYAIC

Balance brought fOlWard 1,963.82 RECEIPTS Golf Day 833.20 Soiree receipts 880.33 Soiree raffie 376.00 Horse & Cycle Ride 2010 944.60 Ellingham Show 3,400.00 Christmas Street Collection 767.71 Quiz Evening 1,609.64 Purple Pinkie Day at Ringwood School 865.47 Grant from District for TFSR 1,000.00 Christmas Eve -5.38 0 Sundry Income 90.19 "'-PAYMENTS Ringwood Guide Hall -1,000.00 t>o Z Hdidou (Ringwood School) -250.00 Woofability -100.00 Tools for Self Reliance -1,167.81 ,.;

The Princess Royal Trust for Carers -2,500.00 ~

Wessex Autistic Society -50.00 Kids Out -275.00 Ringwood Junior School -700.00 Old Peoples Outing -661.61 Ringwood School -579.00 Ellingham Church -100.00 RYLA -360.00

RI Foundation -3,315.47

Balance carried fOlWard ~=='-"1 !6~6.~~



APPLICATION FOR GRANT AID Please note that this application for a grant does not necessarily entitle your organisation to an award and any funds given are at the discretion of Ringwood Town Council.

Please complete the following questionnaire and return to the Council together with a copy of your last year's audited accounts. All sections must be completed. Please do not staple anything to the form, as it needs to be copied.

Applicant's Details

~2 5 OCT 2010

Name of Organisation :? R b RINh.\......\OD~ ~ (/0 u l- C-r 0 LJ P requesting grant

Postal Address C,6 I D i . E 0... ~ \- \- \ Q ~ el La... ... ~

Q. I ~ ~ W t:. D J. H ~t'\ts ~H'L4 \ UW

Name of Contact (\ \ GI. i' \-a. \,( ~d(\Co...~

Contact's telephone number O !ll-lS" ll--18I D ~


Amount requested £ L- D D - t ~o o

What is the purpose of the -10 o 'f. ~ (S \. w d-~ i-\i ~ \~ ( a \r\ y... Q (.~ grant? M 0 c.\.<L\{~\ SIA. ~ \ 0 n ~ ~ ><.l- e.. ""' .s: \ tl (\

of ou" bO '1~(A-..J o\ck l-\Q

6u\\J.\I\~

How would the people of W<L vUV\ ~ Qo...\l Q..." S \ L ub.r . ~ l-<:::. J ~ .s Ringwood benefit from your

receiving this grant? sz... C ~ P \ 00( (2..>1 k. {" DU ('.r \ Q.. t\ l: '\"\ 1---4-s:rV'DA~ W \t- \r'\ Wt\'t\A~ 11~~.s , DuJ \l2.a J,Q-.sS (\Q.Q.J... be.\\-a.>I ~a..(,\,t,f....r

How many Ringwood people would benefit? ~l.,* u..l)tlf\~ rQ.D~\~, p \ \JS '11+ + (> (€. .n ... \'") 0 0\ j v N)f *+

Total cost of project £ ~t Q;lCL I i ~ 0, 00 D


What facilities do you provide? Membership: 0\ ,. P f e., s: Q. -l\ " (.\../\ t\ G ~ iV\~'-1. ht\\\ ,

k,t C.hQ.-I'\ , \ M) \ F (o\\sC\b\~ck.\ r' {) (\~\'" E" 9 v I P V"-.' (L >("\ \' S I( u [ e.. } c.. D k\ f> V\- e.. v Subscription: £ c..0\6\~ \ S'""'~\\ PCA..J.-J..D(k

Names of competing \5(; Pou \ I/\Q..V' \: (...-0 ..It- h -( D0 f or similar \ s: l'" R11'.Cj WO D c\. .r (.\, c.l.' ~ organ isations

"'0\..4

cA ~ -\lvV\ c \:

Funds ~vailable to your organisation (apart from this grant application)

2- '1 C. "T "'J Cash in hand: £ ~ \:t:e ee Annual income: £ '84 0D

Other sponsoring bodies GxX"O(\ ( r 01. tA \'L'i ~ and amounts donated { by them R, ('\j ubocA ~rAVA\"'\Jo..\ W""~"e... we ffOl/ltAlt..

Ine..\ip "y\ ~'nQ...J...o.~ ~ \ \ \ (\ '1 h GI. V'/'. ~ \'" c w S D ~

£ '\ ~O I( f\« 1 C?' r £ '1fo-S"ot:;

if A (ll~r ~ £ 1~ S' 0 \:)

Have you applied, or do you t-'\ C\ j 1:)11 r~ u '(\ tl "tt '\ .r \fl '} L--D\ "N'\ f C\ ) ~

(\ t;; \.l Vo I/"C'o. ~ e \I'\. GeJ.. . \,) r \ .f'\ ~ intend to apply, to any other sponsoring bodies for ) ) V " funding? If so, please give

(=u (\ J r<....,1/ • \-l\ d\ e veil! r \ s V' G\~ (. ~

details.

Signature of Applicant Alk. ~~ ~ ..... Date w\~\ \ a

On behalf of Organisation : J(~ (2.\ n~UbOJ. ~ VOl.Jt ~l{tH)f


(\-~ W~ \~ 0\ C be...\.1\ ~ ~ o'('n<L. \- Z'l ouv fou l[ \:>t)\js

G).r 0 v p r- w e.. ~ 0 g \- \-~ <L \-\ v ~ 1 r -1~U\f'f'. f t'u\ f\ ~ ~ c-,ou~ c&.tQ.\{$'..C) .fO-f Yo t-D u\\e.-IS' , t'\J we.\~ fA. ~ cA fA.r-. C ~ ~ \f C \j f' .r ~\J !" \ C. r- u, \- \ D 1(\ Cj'f' {)\J P .J" ~\ 1 Y"t"~ Q...r S ~ (' OUf I ~t (. _ A$ wD\)\ ~ 'o.e.(',.( t) 1-

( ( b -r-l' ~ 1I J. ~ ~ ~.., \ &\ " '1 f.'" .p'( ~ 1VY).! {....f.

A ~ 0\ f f 'f 0 I<' \ -N' &J\ z t- 0 ~ 0... \ 0 (. l :s 0 ~ D \..l ;{\ j

'(' It t> r \ ~ '" Y\ J-., ~ 0 (h ell v \ \-S \.J S<L ~- n~ p . .,rQ. ~ \,s'Q r

o '" 0... 0(' ~ ~ v \ 0.." b 0. S \.r . ~ e C\-"r " ~ ... ~ b -.r-. \-~ ~

~ \I \ ck Q. \" q I \~ , ..I \- 'r.. c. c 1/'\ \ ~ c..-o """ "'" v '" ~ \-1

'p \.J \ \ fA I -() ~ \ f) \ -\ \ ~ I.n tow",

claire.perrens

3RD RINGWOOD SCOUT GROUP

PROFIT AND LOSS ACCOUNT FOR THE YEAR ENDED 31ST MARCH 2010

2010 2009 £ £ £ £

Income Beaver Subs and Capitation 2,614 2,282 Cubs Subs and Capitation 2,099 2,020 Scout Subs and Capitation 1,020 2,656 Shooting Range Income 666 721 Fund Raising 1,239 1,093 Sundry Income 546 187 Summer Camp 1,231 1,343 Headlands 830

10,245 10,302

Other income Hall Hire 3,833 3,351 Deposit Account Interest 102 834

3,935 4,185

14,180 14,487

Expenditure Water and Sewerage 244 162 Light and Heat 691 549 General Hall Maintenance 978 1,098 Cub Expenses 334 436 Scout Expenses 105 349 Beaver Expenses 1,656 933 Uniforms and Badges 422 499 Headlands 620 Shooting Expenses 250 Sundry Group Expenses 2,129 3,005 Camp Expenses 200 2,091 NFW District Scouts 2,876 2,390 Repairs and Renewals 170 Insurance 751 750 Accountancy 138 123

11,394 12,555

2,786 1,932

Depreciation Fixtures and fittings 219 257

NET PROFIT 2,567 1,675

Page 3


"Greenways" 71 Christchurch Road, Ringwood, Hampshire, BH24 1 DH

APPLICATION FOR GRANr AiD Please note that this application for a grant does not necessarily entitle your organisation to an award and any funds given are at the discretion of Ringwood Town Council.


Applicant's Details

Name of Organisation f'/lEvV FtrfLl:::tf C-,7TLtrl.\ ~1I1 '-IF 1]\..l~ requesting grant

Postal Address 'II JV I" c.. .,-I "'N ~ '-(Q~/''/

S()-u{'IM\.f p-7J)\; So Cf-C Si?L-l-Name of Contact

fc~-fL wlh-C5 Contact's telephone number

b.'l5 fo 1?7 .54-32--


Amount requested £ 1000

What is the purpose of the -r;, S \.\ {' f o~z.-r -rei? ,'2-v N f\J ~S C2J S/)

grant? 'N f fl...rv ~ G ..;Pv" I LG T5 tl-J...l... ~t ~S(,.)~~ (Ln 0 G-.-r ~

How would the people of F(l. ~ q, Cl-vc;-{l fn-I ~ "'T ,.R:> 1/ I L(; a IV /1 .... t., ISJI,..(~~ Ringwood benefit from your

/l->i7H I}---::::;;"p l1 l V ~' { It< J fer , (h . , .I I 1'1'7.) \ I I C ( receiving this grant? PtJ7L (f1~"St< ft,.:o P'-t: f.1 ';/(.J~· "",' 7 1-1 (~Y'\1c. .-:fl.

)

vJ t:::-t r~ 1}(2 '"' '-;? c,'(V&l1 T f ,--V{;7J"7 .,.-N0 ,-I... .. V.( I rJ C,

How many Ringwood people would benefit? g uCJ

Total cost of project £ ~b71 a 00.


What facilities do you provide? Membership: / 0 !fVvtCIE I~~~~ ilT c-v It (t IloJ ~ I..JC,.,rD Or-rr;;;Z{ ~~'T~

J-fTM~ VlJ i -rC, .-,-Cl-C"'/J f.bv..; ti th0fnmJ... Subscription: £ tViL...

Names of competing N~iF or similar organ isations


Cash in hand: £ too, en> o. Annual income: £ Lf.~ 7l ()()O . IlI.AI/,\'Ltc:.I NC, c._ .. ~PI7it1.- '\

Other sponsoring bodies rI G'vV Fcrfi l:~'Tb 1.!"7/l. c:-r r..cv ,"I C f i-and amounts donated by them PMI[H '( "" (.p-u 1'4 C.II~ J NI::W ~

.,

P/1fL lflJ GeNNC-1 c. j - (op IIG'l.IrIC1)--V')

Have you applied, or do you {JAk 77k.,--<L tV e>1 r"7:l-/Ll-'\7 I' /T(L I J H

intend to apply, to any other ~NC/'-d.v , P JIM' c.o-v f''7'1 ~ '-' I L sponsoring hodies for S:""--L-t::z.J'f'IML0 S + f T ~ ,,~

funding? If so, please give \..AI ~""-f4:Ja-a..S:

£ )59 '3'. )

£ .:20 \f- '3

£ $'"0 0

k"ouc .. LfL. 77

lo o

~-

details. ~ <:{t-~ -r w rlLlL. ~i? ~ ~f-J ( I J (v0~ '71rtL.(~ ·L).·).o ~

Signature of Applicant ~ Date ~Gf J lO I (0 •

-On behalf of Organisation: N "v-.j 'ft:ri1.. cs --r Gt{i 2-o-r< 5 ffV J , (-J)~ J fh::. ~


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claire.perrens

4:38 PM

12110/10

Cash Basis

New Forest Citizens Advice Bureau Ltd Profit & Loss Budget Overview

April 2010 through March 2011

Income Income from generated funds

Bank interest received

Total Income from generated fu ...

Income re.charitable activities lSC Other Grants Parish Council Grants District Council Grants

Total Income re.charitable activ ...

Other Income Macmillan Southampton Macmillan Hampshire FJF AHA2 Other Income

Total Other Income

Total Income

Expense Salaries

Salaries & NI & Pension

Total Salaries

Staff & Volunteer costs Subsistence/Refreshments Training Staff - Travel Volunteer - Training Volunteer ·Travel

Total Staff & Volunteer costs

Office IT equipment, support Office equipment expense Payroll/Accounting fees Insurance· General Postage Printing & Stationery Reference materials, subscr ... Telephone & Comms

Total Office

Premises costs Rent Heat & light Insurance - Property Cleaning, repairs & maint'ce

Total Premises costs

Governance costs Trustee Insurance Audit Trustee expenses

Total Governance costs

Apr '10· Mar 11

10.04400

10,04400

54,000.00 5,88000

18,12000 264,70000

342,700,00

17,600.00 24.43200 44,35200 27,970,00

0.00

114,354.00

467.09800

291,906.00

291.90600

1,02000 2.04000 7,20000

0.00 6,30000

16,56000

4,992.00 2.52000 1,08000

0.00 4,200.00 9,000.00

15.99600 11.49600

49,28400

100,00000 2.724,00 3,24000 1,50000

107.46400

1,704.00 1.50000

39600

3.60000

Page 1



APPLICATION FOR GRANT AID Please note that this application for a grant does not necessarily entitle your organisation to an award and any funds given are at the discretion of Ringwood Town Council.


Applicant's Details

Name of Organisation ,5Je.££Y -+ rtAf\".P~\t2-E: PAf vY\IN& + W requesting grant PtD"'/~Y &'(LC;>.::lp (f"''\;·.,:) AEs-") Postal Address \-\Pv'Y' p~, 'e-E.. F"'~r-\6

..,-t\E;. oL:l;::) c:..~SV"'C.b \ \-\G:..~\C..\~ ~ "5AS,~) \~S\.\ vz....£. . ~a...S.;l.p(1-

l-\A(Y' P:5h II'2.C c0 f\...,..:Y-\G .. Qz...G c- 0"'-Name of Contact

~66\E- M,LL6e-.. Contact's telephone number

O,~~ 3-&\ <:;;;'5 S


Amount requested

What is the purpose of the grant?

How would the people of Ringwood benefit from your receiving this grant?

£ ~ .

OUtZ... ADViSe + c91'"6'15 Arc W6LLA,DV&z...t.. IS6o -I.-VEl 1..-\ fJ<::pu<""Y-\1' l,A.J/bv1

6..h£.. F A ((YI(;'-a-.5 . vCVR-. WAUL5 ATE. a-t::..E::n o!JCf' 5u{3..Sue 1~C:b'

How many Ringwood people would benefit? mAI/V£.. Y FArm6rz.....,S.+

LAy) Do \.A...JcV€.~

Total cost of project £


What facilities do you provide? Membership:

'r~~ 'Vi, s , t'::::> -\- Au'Vi Co£.

EVE..fVtS . Subscription: £ ~ • '\ re..A II\.) $\6 -:t:.Y-'ly.s ~ ~~.:::hopS .

yY\cY'~LY $~-\ Nf:..u:::>!:>~ ~ .

Names of competing or similar organisations

-------~-


Cash in hand: £ Annual income: £

Other sponsoring bodies ~\A(y\ ~\ ~<; Co..::Y\\'V\ Co...J'L\ and amounts donated

£ \5-

--

by them v...:=E.. r E..Ce\ 0(, ~\i\Xi\5~G--t~ 6c.- £ 3,c:x:v

2:~f~~ Rl,::yv\.

' ~E:::* VA\\~Y ~C £ 4,600

Have you applied, or do you F\LL "\bVOC0 -\- PPv2-'-Sh Co..::Y\ C1':::S intend to apply, to any other sponsoring bodies for \4'.) I~PS\t\\e.c-funding? If so, please give details.

Signature of Applicant =s> m~ Date \ I I \\ 10

On behalf of Organisation:


claire.perrens

FARMING & WILDLIFE ADVISORY GROUP LIMITED

STATEMENT OF FINANCIAL ACTIVITIES (incorporating an Income and Expenditure Account and Statement of Total Recognised Gains and Losses) For the year ended 31 March 2010

Unrestricted Restricted 2010 2009 Funds Funds Total Total

Note Funds Funds £ £ £ £

Income Incoming resources Incoming resources from generated funds: Voluntary income 1 421,085 421,085 558,564 Activities for generating funds 1 12,755 12,755 6,806 Investment income 1 3,120 234 3,354 7,096 Incoming resources from charitable activities 1 3,794,194 4,506 3,798,700 3,288,852

Total incoming resources 4,231,154 4,740 4,235,894 3,861,318

Expenditure Resources expended Cost of generating funds: Fundraising costs 5 940 940 2,608 Charitable expenditure: Costs of activities in the furtherance of the charity's objects 5 4,162,911 9,170 4,172,081 4,007,860

Governance costs 5 17,979 17,979 17,713

Total resources expended 4,181,830 9,170 4,191,000 4,028,181

Net income/(expenditure) for the year 49,324 (4,430) 44,894 (166,863)

Net movement in funds 49,324 (4,430) 44,894 (166,863)

Reserves at 1 April 2009 12 196,167 247,743 443,910 610,773

Total reserves at 31 March 2010 12 245,491 243,313 488,804 443,910

All activities are from continuing activities. There were no recognised gains or losses other than those stated above. The accompanying accounting policies and notes form an integral part of these financial statements.

Page 19

FARMING AND WILDLIFE ADVISORY GROUP LIMITED

BALANCE SHEET As at 31 March 2010

Fixed assets Tangible assets for use by the charity Investments

Current assets Debtors Cash at bank and in hand

Creditors - amounts falling due within one year

Net current assets

Net Assets

Funds Unrestricted funds Restricted funds

Note 2010 £

7 8

9 1,052,412 77,288

1,129,700

10 (911,452)

12 12

2010 2009 £ £

172,646 97,910

270,556

953,676 74,013

1,027,689

(855,956)

218,248

488,804

245,491 243,313

488,804

The accompanying accounting policies and notes form an integral part of these financial statements.

The accounts were approved by the Board of Directors (trustees) and authorised for issue on 27 July 2010.

Director ................................................. . Henry Lucas

Director ................................................ .. Campbell Tweed

Company No. 1705669

2009 £

174,267 97,910

272,177

171,733

443,910

196,167 247,743

443,910

Page 20

1

RINGWOOD FESTIVAL STEERING COMMITTEE MINUTES OF MEETING

HELD ON MONDAY 1st NOVEMBER 2010 PRESENT: P Alvis, B Charlton, D Cracknell, K Fry (Rock Concert), A Osborne, P Reade (Rock Concert), M Turner (Day Care Centre), J Stride, L & J Wickens IN ATTENDANCE : T Simpson, Town Clerk, S Harford & Liz Cook, PA to Town Clerk & Mayor

1. APOLOGIES: Cllr N Chard, Cllr B Terry, M Peach (Blind Club), P Vallier (resigned), T Wood (Student) The Committee were very sad to hear of the death of Chris Hodgson of the Lions Club, and were informed that another representative would possibly be able to join the Festival Committee in the future. Pennie Vallier had tendered her resignation from the Festival Committee.

2. ELECTION OF CHAIRMAN & VICE-CHAIRMAN Due to no Councillors being present, this matter was deferred until the next meeting and it was AGREED that Jeff Wickens chair this meeting.

3. MINUTES OF PREVIOUS MEETING The Minutes of the meeting of the 7th June, having been circulated, were approved.

4. FINANCIAL REPORT A Financial Statement as at 15th September was received and noted. It was AGREED to discuss income and expenditure for various events as they arose on the Agenda.

5. ACKNOWLEDGEMENTS FROM BENEFICIARY CHARITIES 2010 Letters of thanks had been received, and were read out, from Ringwood Carers’ Group, U-NITE (Special needs) and Wave 105 (Cash for Kids).

6. Festival Feedback 2010 a) Golf – 09/07/10 The tournament had been very successful, even though it had not been supported quite as well this year. AGREED to increase promotion of the event in 2011. b) Location of Stalls – Festival Day Comments from stall holders had been sought and it was evident that the choice of location in Southampton Road was favoured by about 50%. It was reported that there had been difficulty moving people in and out of Southampton Road, and the stalls could be more original. A Osborne pointed out the difficulty for charities regarding insurance, as if they were required to provide their own, it would cost about £200 for one event. A number of ways of improving the variety of stalls was discussed and it was noted that volunteers would be required to organise these extra

E

2

events. M Turner suggested approaching ‘The Big Little’ Theatre company to provide entertainment. c) Concours D’Elegance This was well received. d) Crowning of Princesses The Committee had received feedback that many more people were watching the crowning this year and the Carnival member organising it was happy with the location. e) Charity Stalls It was reported that out of thirty stalls, five were promotional only, and sixteen of the remaining stalls had advised of their takings which, in total, amounted to £3,060. f) Entertainment Generally, the entertainment had been well received. It was noted that the KK Band attracted a lot of publicity. Also, noted, that there did not seem to be many children around to benefit from the puppet show. g) Catering It was noted that the catering establishments in Southampton Road were well used, even though one of the stalls was food catering. h) Road Closures Difficulties were experienced with volunteers to monitor the road closure at both ends and more would be needed in future. Also, it had been unfortunate that some participants had decided to leave prior to the lifting of the barriers. AGREED this would need to be addressed in future. i) Classical Concert Feedback was to the effect that the concert was a quality performance, however the number of people attending were considerably fewer than last year. j) Publicity It was agreed that we were well served by the commentator, even though the speaker on the vehicle was not available after noon. AGREED that publicity in general would need to be addressed.

7. Feedback - BPCGP J Stride reported that the day had been a great success, putting Ringwood on the map. The extended circuit was a success and would be included for 2012. However, more volunteers on the day were required and it was AGREED that a rota be organised for the next event.

3

8. Report to Policy & Finance Committee

A report had been submitted by the Town Clerk to the Town Council’s Policy & Finance Committee on 20th October. The section ‘A Way Forward’ was considered: i) To help determine whether or not to include the charity stalls in Festival 2011, the Town Clerk would write to all the stall holders asking them if they wished to continue. T Simpson reiterated that the Town Council enables, promotes and supports events such as Festival in the initial stages, but relies on volunteers to take it forward. ACTION: T Simpson/S Harford ii) It was AGREED to continue with the golf tournament, as it consistently proved to be self funding and made a considerable profit. iii) J Stride did not favour separating the BPCGP from the Festival Committee. A major disadvantage would be the loss of use of the Town Council’s VAT relief, losing the BPCGP around £2,000. T Simpson stated that the Town Council will want to continue to support pedal car, but further examination of the way we are doing it would be considered. iv) It was AGREED to include Ringwood Rocks under the Committee’s jurisdiction for 2011. v) With regard to retaining the Classical Concert, it was acknowledged that we do need more people to purchase tickets and/or consider raising the price of the tickets.

J Stride questioned whether the concert would be able to utilise the outdoor stage. It was AGREED to ask Anne Osborne and Christine Ford to produce a business plan for the concert in 2011 and a possible way forward would be to hold the concert completely separately from Festival. ACTION : C Ford, A Osborne

vi) It was AGREED that once the programme is finalised, the organisers of individual events, with some office administration, would be the way forward to carry out the necessary arrangements and, therefore, quarterly Festival meetings would be more suitable. vii) AGREED that budget plans, including income and expenditure proposals, would be needed for all the components of Festival to enable the Council to agree to include events in the Festival. viii) It was suggested that other support could be sought from the Chamber of Commerce and the Community First organisation. ix) AGREED that promotion of the event could be improved with more colourful publicity being produced and aiming at attractive articles to entice the media. x) AGREED that the Rock Concert be held on Saturday 9th July and the stage be utilised on Sunday 10th July by having a ‘Ringwood Proms’ event.

4

ACTION : J Stride, P Alvis

9. 2011 Festival

P Alvis had obtained a quote for the stage, marquee and security fencing. He stressed that road closure application needed to be completed and submitted as soon as possible. J Wickens AGREED to do the health and safety assessments. It was thought that Howard Cox would assist with this. Issues to be considered are the cost of barriers and access in to West Street. It was AGREED that Kevin Fry would liaise with the security company, and the local Police would be consulted. J Stride reported that a website has been set up called www.ringwoodrocks.uk Ringwood Brewery are the main sponsor for this event and Marstons would assist with the marketing of the event. It was proposed to hold monthly band auditions in local public houses. From thirty bands, five would be selected to perform on Festival Saturday evening. Wave 105 and the Southampton Echo had agreed to be media sponsors. Nine packages consisting of various sums had been devised for offer to sponsors. It was AGREED that a business plan would be required, showing income and expenditure. Other Festival day entertainment would need to be considered, once a response had been received from stall holders as to whether they were in favour of participating at the 2011 Festival. It was proposed that banners across the High Street may be a way forward to publicise the event. ACTION : P Alvis, J Wickens, J Stride

10. It was AGREED that the 2012 Festival be held over the weekend 14 and 15 July.

11. The next meeting will be held on Monday 10th January 2011.

5th November 2010

POLICY & FINANCE COMMITTEE 17th November 2010

SCHEDULE OF MEETINGS & MAY ELECTIONS

1. As the date for local town and parish council elections is almost certainly 5th May 2011, officers have reviewed the scheduled meetings for May.

2. It will not be possible to hold the Planning, Town & Environment Committee on 6th May 2011. It is suggested that this meeting is brought forward to Friday 29th April and subsequent scheduled meetings are brought forward by one week to allow the usual four weeks in between each meeting. The new dates will be 27th May, 24th June, 22nd July, 19th August, 16th September, 14th October, 11th November and 9th December 2011.

3. Legislation requires that the Annual Meeting should be held within 14 days of

Councillors taking up post (3 days after the election). There will also need to be Annual Meetings of the three Committees to elect Members and Chairmen / Vice-Chairmen.

4. It is proposed that the Annual Meeting should be moved from 4th May to 18th May, which will mean that the existing Policy & Finance Meeting will be cancelled.

5. It is suggested that the Full Council Meeting on 25th May should be cancelled as there will have been an Annual Meeting on 18th.

6. The Town Assembly should be moved from 4th May to 11th May, which will mean that the Recreation, Leisure & Open Spaces Committee will be cancelled. Note: the Town Mayor remains in post whatever the election results, until a new mayoral election at the Annual Meeting. Annual reports from the Town Mayor and Committee Chairmen should be presented at the meeting as usual on the new date of 11th May.

7. Due to the local councils’ elections on 5th May 2011, it is recommended that the amended Schedule of Meetings (attached as Appendix 1) is approved. For further information, please contact: Claire Perrens Meetings Administrator Email: [email protected] Telephone: 01425 473883

F

Handbook - Section 8

C:\Users\comet\AppData\Local\Temp\Agenda - Report F - Appendix 1 - Schedule of Meetings Sept 10 - Dec 11.doc Page 1 of 2

RINGWOOD TOWN COUNCIL SCHEDULE OF COMMITTEE MEETINGS – NOVEMBER 2010- DECEMBER 2011 NOVEMBER 2010 3 Recreation, Leisure & Open Spaces 7.00pm 17 Policy & Finance 7.00pm 19 Planning, Town & Environment 2.00pm 24 Full Council 7.00pm DECEMBER 2010 8 Recreation, Leisure & Open Spaces 7.00pm 15 Policy & Finance 7.00pm 17 Planning, Town & Environment 2.00pm 22 Full Council 7.00pm JANUARY 2011 5 Recreation, Leisure & Open Spaces 7.00pm 14 Planning, Town & Environment 2.00pm 19 Policy & Finance 7.00pm 26 Full Council 7.00pm FEBRUARY 2011 2 Recreation, Leisure & Open Spaces 7.00pm 11 Planning, Town & Environment 2.00pm 16 Policy & Finance 7.00pm 23 Full Council 7.00pm MARCH 2011 2 Recreation, Leisure & Open Spaces 7.00pm 11 Planning, Town & Environment 2.00pm 16 Policy & Finance 7.00pm 30 Full Council 7.00pm APRIL 2011 6 Recreation, Leisure & Open Spaces 7.00pm 8 Planning, Town & Environment 2.00pm 20 Policy & Finance 7.00pm 27 Full Council 7.00pm 29 Planning, Town & Environment 2.00pm MAY 2011 11 TOWN ASSEMBLY 7.00pm 18 ANNUAL MEETING 2.00pm 27 Planning, Town & Environment 2.00pm JUNE 2011 1 Recreation, Leisure & Open Spaces 7.00pm 15 Policy & Finance 7.00pm 24 Planning, Town & Environment 2.00pm 29 Full Council 7.00pm

Note: Meetings with amended dates are shown in bold

Appendix 1

Page 2 of 2 11/14/2010

JULY 2011 1 Planning, Town & Environment 2.00pm 6 Recreation, Leisure & Open Spaces 7.00pm 20 Policy & Finance 7.00pm 22 Planning, Town & Environment 2.00pm 27 Full Council 7.00pm AUGUST 2011 19 Planning, Town & Environment 2.00pm SEPTEMBER 2011 7 Recreation, Leisure & Open Spaces 7.00pm 16 Planning, Town & Environment 2.00pm 21 Policy & Finance 7.00pm 28 Full Council 7.00pm OCTOBER 2011 5 Recreation, Leisure & Open Spaces 7.00pm 14 Planning, Town & Environment 2.00pm 19 Policy & Finance 7.00pm 26 Full Council 7.00pm NOVEMBER 2011 2 Recreation, Leisure & Open Spaces 7.00pm 11 Planning, Town & Environment 2.00pm 16 Policy & Finance 7.00pm 30 Full Council 7.00pm DECEMBER 2011 7 Recreation, Leisure & Open Spaces 7.00pm 9 Planning, Town & Environment 2.00pm 14 Policy & Finance 7.00pm 21 Full Council 7.00pm Full Council meetings are held at New Forest District Council, Public Offices, 65 Christchurch Road, Ringwood. Recreation, Leisure & Open Space, Planning, Town & Environment and Policy & Finance meetings are held at Ringwood Town Council, ‘Greenways’, 71 Christchurch Road, Ringwood. The Annual Meeting & the Town Assembly are usually held at Greyfriars, 44 Christchurch Road, Ringwood. For further information, please contact 01425 473883 or e-mail us at [email protected] Website: www.ringwood.gov.uk

POLICY & FINANCE COMMITTEE – 17th NOVEMBER 2010

MEMBERS’ ALLOWANCES

1. Members will recall that the Committee considered a report at its meeting on the 17th March 2010 about the level of Members’ allowances. A copy of the report, without the Appendices, is attached to this report as an Appendix A.

2. As stated in the March report, the original Independent Remuneration Panel recommended that Members’ allowances should be increased in line with the Retail Price Index. The Town Council has followed that recommendation implicitly from 2005 on the basis that it should not undermine any recommendations made totally independently of the Council.

3. Generally, the District Council adopted a similar line, but in 2009 it decided that the Members’ Basic Allowance for District Councillors should not be increased in line with the RPI, despite the recommendations of its own Independent Remuneration Panel. At that time, it decided that the Basic Allowance for its Members should remain at £6,000 per annum and not be increased in line with the Retail Price Index.

4. However, the Town Council agreed to increase its Members’ allowances in line with the recommendations of the Independent Remuneration Panel. It was fully expected that at the next review the Panel would review the level of allowances and take account of the figure that it had recommended as the Members’ Basic Allowance at District level, rather than the level adopted by the District Council.

5. Unfortunately, prior to the 2010 review of Members’ allowances, a new Independent Remuneration Panel was appointed by the District Council. The new Panel took as its baseline for Members’ allowances, the reduced level adopted by the District Council of £6,000 per annum rather than the level recommended by the previous Panel.

6. The new Panel also decided that Members’ allowances should not be increased in line with the RPI, but rather in line with any increases in staff salary levels. The overall effect of the recommendations from the new Independent Remuneration Panel was that the allowance payable to Town Councillors from the 1st April 2010 should be set at a figure of £666.00 plus any increase agreed for staff and applicable from 1st April 2010. In March it was anticipated that a percentage salary increase payable to staff and applied to the newly recommended level of Members’ allowances would bring the approved level for Town Councillors back to a point close to the current allowance calculated under the recommendation of the old Remuneration Panel.

7. It has now been ascertained that nationally the Employers have decided that it will not under any circumstances make any percentage increases in staff salaries in the year 2010/2011. In the light of that decision, and the Town Council’s previous decisions to adhere strictly to the recommendations of the Independent

G

Remuneration Panel, it is necessary for Councillors’ Parish Basic Allowance to be recalculated in accordance with the recommendation i) shown in the Appendix to this report, and which was approved by the Town Council. On that basis, the level of allowances which should now be paid to all Members should be fixed at £666.00.

8. The Committee will recall that when the allowances were last increased, Members were encouraged by the Committee to only claim the new higher allowances if it was absolutely essential to do so. In this respect, only four Members claim the higher allowance. All other Members of the Council either claimed no allowance or claimed at the original level of £666.00.

9. It is recommended that with effect from the 1st December 2010:- i) The amount of the Parish Basic Allowance be set at £666.00 and for the period from 1st December to 31st March 2011 the amount of the Parish Basic Allowance be calculated and paid at that level; ii) Any Councillor who currently receives all or part of the current Parish Basic Allowance be requested to notify the Town Clerk if he/she wishes to reduce the amount of the allowance received; iii) The amount of the Parish Basic Allowance be reviewed for the period from 1st April 2011 when the level of the Pay Award for staff has been determined.

For further information, please contact :

Terry Simpson Town Clerk Ringwood Town Council Tel: 01425 473883 E‐mail : [email protected]

POLICY & FINANCE COMMITTEE – 17th NOVEMBER

GATEWAY PROJECT

1. In line with the practice adopted since the commencement of this Project, this report comprises the monthly update about progress on the scheme. It is, again, divided into sections relating to the critical components of the Project, each of which is dealt with in turn. LEGAL PROCESS

2. Drafts of the four Legal Agreements referred to in October’s report have now been prepared. Each of these is dealt with in turn below. a) Initial Development Agreement – at this stage, this is the most time critical

document for the whole project. It identifies the roles and responsibilities of each of the partners in the Project from its inception through to the stage at which a building contract for the construction of the premises is to be signed. There have been a number of changes in the drafting of the document due, principally, to make sure that none of the work becomes unnecessarily subject to VAT, since this would increase costs by up to 20%. The District Council is taking the role of the Lead Partner, although professional support on the design of the building is being provided by the County Council. The Town Council is fully involved at all stages during this process and takes a full part at both Officer and Member level in all decisions relating to the project. Following recent discussions at Senior Officer level, some further amendments were made to the draft documentation and it is hoped that the Agreement will be ready for signature on behalf of each of the Partners very shortly.

b) Declaration of Trust – this is the formal arrangement which will protect the interests of all three Partner Authorities in the new building. As indicated at previous meetings, there are complex arrangements within the document that will enable any Partner to dispose of its interest in the building in the event that it no longer wished to have a presence within Ringwood. In the first instance, the Partners’ share in the building would have to be offered to the other two Partners before it can consider any other means of disposal. For legal reasons, the document currently provides that the Trust Deed shall expire at the end of a period of twenty one years. Your Officers have asked the County and District Legal Teams to review this period, so as to ensure continuity in the very longest of terms. In the event of any Partner wishing to dispose of its interest, the other Partners will need to respond with their decision within a period of three months. Subject to clarification over the items referred to above, and any further comments that the Town Council’s Solicitors may have, this Trust Deed is also close to completion.

c) Development Agreement – this document makes provision for the actual construction of the new building and any external works that might be included.

H

Again, because of the involvement of three Local Authorities, this is a complex Agreement. For the purposes of this report, Members should note that, once again, the District Council will act as the lead Partner and the Contract for the development will be between the District and the selected contractor. At this stage, the Contractor has not been appointed. The Development Agreement establishes the roles and responsibilities of all three Partners, together with the arrangements for payment of work and reimbursement by the County and Town to the District Council of payments made to the Contractor. It includes provisions for termination upon default by any of the three Partners. Again, each of the three Partners have now agreed the principles of this Development Agreement and, subject to a final assessment by the respective legal teams, this should soon be ready for signature.

d) Management Agreement – as reported to the last meeting, this document identifies the arrangements to enable the long term sustainable management of the building. There is a general agreement that the Town Council is best placed to be responsible for the overall management of the building. Your Officers agree with that principle, but take the view that specialist services, such as IT provision and maintenance, mechanical and electrical engineering provision and maintenance and other certain specialist tasks should be dealt with either by the District or County Councils who have experienced staff in those fields. Both the County and District Councils will have drop-in facilities for their staff. It had been assumed by some Members of the IT Work Stream that the Town Council work style arrangements would mirror those of the County and District Councils. It has been emphasised that, as the Gateway building will be the main base of all of the Town Council’s staff, it will not be appropriate to operate it in the same manner as a drop-in facility for the other two Authorities’ staff. Discussions are ongoing in relation to the operation of the ‘one-stop shop’ and the reporting arrangements for all staff employed in that area. Until these issues are resolved, it will not be practical to put the Management Agreement before the Committee for final approval.

3. The Town Council has approved arrangements for ensuring that the work proceeds

in line with the approved programme and that our Committee meeting dates do not delay critical decisions. However, there is one additional decision which the Town Council must make before the Initial Development Agreement can be signed. Members will recall that originally the County Council was to be the lead Partner for the Project. For legal reasons, that has now had to change and the lead Partner will be the New Forest District Council. A Resolution to appoint the New Forest District Council as the Town Council’s agent will therefore be required and this is dealt with in the Recommendations of this report. LAYOUT AND OPERATION OF THE BUILDING

4. In order to submit the Planning Application on the 5th November, the Project Steering Group agreed that there would be no further changes to the overall design of the

building. Any changes that may be needed subsequently will have to be paid for directly by the Partner requiring the change.

5. As mentioned above in relation to the Management Agreement, discussions are continuing with regard to the fine detail on Facilities Management of the building and the operation of the ‘one-stop shop’. FINANCE

6. The most critical issue dealt with since the previous meeting relates to the need to ensure that unnecessary expenditure is not incurred on VAT. In this respect, certain Notices need to be served at very specific times and the Finance Officers have now resolved those issues to enable the Project to move forward. LANDSCAPING

7. Following the decision at the last meeting, informal discussions have now been held with Officers of the District and County Councils on the landscaping of the piazza area. It is likely that, if Planning Consent for the Gateway building is granted, there will be a condition imposed which will require external landscaping finishes to be approved prior to the building being constructed.

8. During the discussions with the County and District Officers, it was possible to pass on the comments made by Town Council Members. The County Council Landscape Architects will now prepare schemes incorporating as much ‘soft’ landscape as is practicable whilst retaining the important pedestrian routes from the car park through to the main shopping areas and from one shopping area to another. Your Officers asked for the designs to incorporate appropriate seating, together with the traditional flowerbed provision which would be more in keeping with the views expressed at the last meeting. In due course, copies of the proposals will be brought back to Members for consideration.

9. Since the Town Council already maintains all flowerbeds in public areas within the town, the County and District have been advised that it is likely that the Town Council will wish to maintain this area. RECOMMENDATIONS

10. It is recommended:- i) that arrangements for the completion of the legal documentation be noted; ii) that New Forest District Council be appointed the Lead Partner for the purposes of the initial Development Agreement and that it be authorised to discharge the Town Council’s responsibilities in accordance with the provisions of Section 101 of the Local Government Act 1972 and the Local Government (Goods and Services) Act 1970.

iii) that the arrangements with regard to the layout and operation of the building, financial and landscaping issues be noted.

For further information, please contact: Terry Simpson, Town Clerk Tel : 01425 473883 E-mail : [email protected]

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