BRADLEY STOKE TOWN COUNCIL · Web view2020/10/21 · Council invested £40K in January 2018 and a...

BSTC – Finance Committee – 21 October 2020

BRADLEY STOKE TOWN COUNCIL

Finance Committee

Minutes of the Meeting of the Finance Committee of Bradley Stoke Town Council held via the Zoom video-conferencing platform on 21 October 2020 at 7.00pm.

PRESENT: Councillors: John Ashe Terri CullenFabrizio Fazzino Tony GriffithsMichael HillBen Randles (Chair)

Officers: Sharon Petela (Town Clerk)Rachel Pullen (RFO/Finance Manager)Odile McIntosh (Deputy Town Clerk/Activity Centres Manager)

1 Submissions from the Public

None

2 Apologies for absence

Apologies were received from Councillors Elaine Hardwick, Franklin Owusu-Antwi and Ed Rose.

3 Declarations by Members

None

4 Announcements by the Chair

The Chair of Finance Committee, Councillor Ben Randles welcomed everyone to the meeting during these troubled times and also welcomed back Rachel Pullen, the Town Council RFO/Finance Manager who is on a phased return to work following her long-term sick leave.

5 Minutes of Previous Meeting

Minutes of the Finance Committee held on 19th August 2020 were proposed for acceptance by Councillor Tony Griffiths, seconded by Councillor Michael Hill. A vote was taken, 5 in favour, 1 abstention, proposal carried. The minutes were then signed by the Chair as a correct record.

6 Matters arising from the minutes of the meeting held on 19th August 2020

None

7 Matters within scope of Finance Committee

None

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BSTC – Finance Committee – 21 October 20208 Financial Matters

8.1 2020/21 Income & Expenditure Budget Report and Mid-year Review

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

FINANCIAL SUMMARY AS AT 13/10/20MID YEAR REVIEW

INCOMEOverall, income has achieved 97.85% of the annual budget (£871,877.33), excluding the Mayor’s Charity which has raised £3,375.25 to date (£4,248.08 in 2019/20). This compares with 93.07% (£888,613.00) recorded for the same period in 2019/20 and 95.63% (£905,907.02) for 2018/19.

The Mayor’s Charity has been adversely affected as the annual community festival and firework events have been cancelled which were council’s two main fundraising events. In order to try to support the charities, Council has donated £3146.25 to the Mayor’s Charity utilising the cost of the cancelled fireworks.

When comparing the activity centre income figures, it should be noted that hire income from the sites was reduced from £136,680 to £53,000 in June as a result of the pandemic although a grant of £6,250 was also secured from South Gloucestershire Council against this drop. This is still equivalent to a drop of £77,430 or 56% of hire income for 2020/21.

The Centres have achieved the following income levels to date:

2020/21 2019/20Centre Income Annual % Income Annual %

Budget Budget Jubilee Centre £ 8,726.95 £22,000 39.68 £24,296.62 £56,000 43.38Brook Way £ 5,979.38 £6,000 99.66 £14,450.23 £16,000 90.31 Baileys Court £25,377.49 £25,000 101.51 £35,935.43 £62,000 57.96 Totals £38,283.82 £53,000 72.23% £74,682.28 £134,000 55.73

Overall, 72.23% (£38,283.82) of the annual income budget has been achieved across the centres which is a huge drop when compared with 55.73% (£74,682.28) for 2019/20. This is a drop of nearly £37K compared to last year, however and as previously mentioned, Council did reduce the budgets drastically in June 2020 and current performance appears to achievable against the new budgets.

The Jubilee Centre – The existing budget was reduced from £57,120 and current performance is below expected levels even with the budget reduction. This may be due to the site normally having more multi users and one-off bookings including parties, all of which had to be cancelled.

Performance will need to be monitored over the remainder of the year although it is hoped that football matches and netball training will be able to continue to support the winter income. No budget change is recommended at the current time as the overall sector is above income.

Brook Way Activity Centre – The site appears to be performing above expected levels. It should, be borne in mind, however, the annual income due for the Radio and Scouts has been included and some adjustment may be required for the Scouts linked to possible usage etc which may reduce income levels. No budget change is recommended for now, but monitoring will continue.

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BSTC – Finance Committee – 21 October 2020Baileys Court – Income is currently outperforming the reduced budget and is well above expected levels when assuming that 50% of the budget would be achieved at this stage, being halfway through the financial year. It should be noted the current figures do include the annual income due from the Cricket and Bowls Clubs leases which may need to be adjusted linked to usage etc, however the current budget looks to be realistic and any surplus income can be used to offset any underperformance at the Jubilee Centre.

INCOME SUMMARYOverall income appears to be in line with the greatly reduced budgets for 2020/21 and current performance appears to be well on target to achieve these. This will be further improved when the fixed rate bonds mature in December 2020 and other annual bank interest figures are then obtained and processed in the final quarter which will reverse the current negative income position shown against Bank and Investment Income (N/C 4010).

Looking ahead, the current drop in interest/investment rates and performance and a continuation of the social distancing and lock downs will adversely impact next year’s performance for 2021/22 as budgets would have to be reduced again which has not accounted for within the current forward Plan.

EXPENDITURE2020/21 2019/20

Sector Expenditure Budget % Expenditure Budget % Total Office & Non-Activity Centres £360,145.14 £783,692.26 45.95 £380,887.02 £794,462.29 47.94 Including Salaries £209,846.48 £445,750.00 47.08 £230,822.04 £448,800.00 51.43Youth Provision* £ 5,773.22 £ 82,117.06 7.03 £14,604.70 £79,847.70 18.29*Note: Youth provision expenditure excludes the salary costs of The Youth Development and Participation Worker which is included within the salary figures and may be part funded with Positive Activities grant funding. Any unspent youth funding is rolled into the next years’ budget.

Activity Centres (exc. salaries)Jubilee Centre £41,203.59 £90,409.00 45.57 £39,398.19 £98,706.67 39.91Brook Way £22,000.25 £45,899.00 47.93 £21,475.10 £43,189.50 49.72 Baileys Court £51,506.58 £93,108.00 55.32 £41,772.68 £95,440.70 43.77New Assets £ 2,576.42 £17,200.00 14.98 £19,200.00 £ 6134.86 31.95Planned Projects -£ 440.00 £0 0.00 £ 9,668.07 £10,438.09 107.96Totals £476,991.98 £1,030,308.26 46.30% £500,105.94 £1,106,0667.25 47.15%

EXPENDITURE SUMMARYOverall, 46.30% (£476,991.98) of the annual 2020/21 expenditure budget (excluding reserves) has been utilised across all sectors which is a comparable in percentage terms with the same period last year (£500,105.94) or 47.15%).

Expenditure appears to be stable and over-all expenditure remains in a strong position for the period with levels across all sectors being below budget, assuming that 50% of the annual expenditure budget, (excluding planned projects), would be utilised at this stage.

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

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In addition, it should also be noted that the performance figures above include some budget changes which have been made as part of the mid- year review as detailed on the next pages.

2020/21 MID YEAR BUDGET CHANGES/CONSIDERATIONS

2020/21 Budgets have been updated following an income/expenditure review and the following budgets have been updated as shown in pink on the Income Against Expenditure schedule. Old Budget New Budget DetailsN/C 4009 Training Income £250 £535 Playground training fee to

other Town/Parish.

N/C 5015 Advertise/Publish £2,850 £2,420 Reduced re Festival & Firework Leaflets.

N/C 5017 Health & Safety £1,500 £3,750 Increase re Covid handwash etc.

N/C 5021 Computer Support £4,500 £8,500 Reverse June reduction following Sage Systems increase and home- working etc.

N/C 5030 Office Electricity £1,700 £0 Moved to JC budget as bills not apportioned – NC 6030.

N/C 5031 Office Gas £1,000 £0 Moved to JC budget as bills not Apportioned – NC 6031.

N/C 5038 Web Charges £4,994 £2,500 Reduced re Councillor email

work applied to 2019/20.

N/C 5040 Street Maintenance £11,000 £18,240 Reverse June reduction following new agreed contract and new roundabout enhancements.

N/C 5041 Office Maintenance £1,339 £2,800 Moved from JC budget afterthe maintenance contract split between sites – NC 6041

N/C 5062 Employer Pension £75,000 £70,000 Reduced based on current figures due to staff changes and sick leave.

N/C 5066 Professional Fees £20,000 £26,000 Increase to cover RFO contractor support to end of 2020 as agreed as supported return to work for the RFO

N/C 5068 Staff Training £3,500 £4,600 Increase for Finance Officer Training.

N/C 5075 Larger Grant Aid £5,750 £4,500 Reduced based upon actual figures paid to Play Association for 2020.

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N/C 5500 Youth Core Funding £41,700 £41,500 £500 moved to Youth Assets

NC 9019 for laptop purchase.

N/C 6030 JC Electricity £4,000 £5,700 Moved from JC budget as bills not apportioned – NC 5030.

N/C 6031 JC Gas £6,373 £7,373 Moved from JC budget as bills not apportioned – NC 5031.

N/C 6032 JC Phone/broadband £400 £742 Reverse June reduction based on current figures.

N/C 6041 JC Maintenance £24,000 £22,500 Moved from Office budget after maintenance contract split between sites – NC 5041.

N/C 7035 BW General Waste £3,000 £4,000 Increase based upon current figures.

N/C 7046 BW Ground £4,200 £3,100 Decrease based upon current

Maintenance figures.

N/C 8035 BC General Waste £2,100 £2,500 Increase based upon current figures.

N/C 9019 Youth Assets £0 £500 £500 moved from Core Youth budget NC 5500 for laptop purchase.

N/C 3022 Strategic Planning £6,240 £5,000 Reduction as roundabout Reserve installations completed and

remaining £5K held for MUGA development.

N/C 3070 Jubilee Green £6,950 £6,300 Reduced to amount Reserve approved by Council Aug 19

for future leisure equipment

The adjusted figures above equate to a total of £12,319 uplift on budgets for the current year.

Following discussion, Councillor Ben Randles proposed acceptance of the amended nominal code budgets as detailed above, seconded by Councillor Tony Griffiths, carried unanimously.

STRATEGIC PLANNING & OTHER ITEMS FOR CONSIDERATION

2020 Strategic Planning - September 2020 Council

Skatepark development: equipping interior of containers; completion of landscaping; project tools and equipment

A maximum budget of £10,000 has been approved and allocated by Council and is held within reserves NC 3079.

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BSTC – Finance Committee – 21 October 2020Baileys Court Activity Centre - Replace damaged grass/ground in pre-school play area with artificial grass to allow outdoor play all year round. Quotations will be sought.

There is currently £17k in the ground maintenance budget NC 8046 which should be more than sufficient even when taking into account possible repairs being made to the bowls green gullies which are expected to be around £4K.

Baileys Court Play Area – Design and install new play area to replace existing September Council approved for quotes be obtained with an upper ceiling budget of £105,000 and a final decision will be made once the financial position is clearer in the New Year and the tax base for 2021/22 is known,

£75K has initially been ring fenced within reserves NC 3016 for this project. The total reserve to cover all play areas is currently £160K. Any uplift to £105K will need to be re-imbursed within the 5 Year Forward Plan to protect the need for any other play area replacements required during the period. An external grant funding opportunity is being investigated.

Installation of replacement Bus Shelter in Webb’s Wood Road and refurbishment of existing bus shelters. Council decided to delay the purchase of a replacement bus shelter for the foreseeable future plus remove the redundant bus shelter in Webbs Wood Road and see if any parts of that redundant bus shelter can be recycled to use in other BSTC bus shelters.

The Street Furniture Reserve currently holds £18K mainly for bus shelter replacements. This budget could be reduced perhaps to £9K if this is not likely to happen imminently to help fund the 2021/22 budget.

Installation of Solar Panels/ other energy producing products on BSTC sites BSTC officers will continue to get more quotes in from local companies prepared to attend the sites in person.

The Green Reserve NC 3082 currently holds £5K and rough early quotes are indicating a cost of £25K per site. Council do not currently have reserves for this.

Replacement of whole roof at Baileys Court Activity Centre Further quotes are be obtained to include the potential provision of photo-voltaic tiles for the roof.

An earlier quote of £64K was received and the All Sites Refurbishment Reserve NC 3012, currently holds £105K which was introduced years ago for any major repair works such as new roof. This budget would then need to be restored over a period of time. Other Items for Consideration

Redevelopment of the Brook Way Activity Centre Council requested for BSTC to explore the redevelopment possibilities of the main Brook Way Activity Centre building & storage and also the Public Works Loan options.

Initial estimates are expected to be in the region of £80 - £100K and there are insufficient reserves for this at the current time.

The RFO has been in contact with the Ministry of Housing Communities and Local Government as borrowing approval needs to be obtained ahead of any loan application including Public Works Loans. They have confirmed the following:

If the town council decides to make an application for loan funding they should undertake the necessary steps to complete an application which, once submitted, will then be assessed by the Department in line with

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BSTC – Finance Committee – 21 October 2020our existing assessment criteria. Please note that the criteria which the Department assess applications on includes looking at financial information to ensure that the loan is affordable. We would want to see that the town council can afford the repayments of the loan within its existing resources. We also check that adequate consultation with local residents has been conducted to show support for the proposed project and if applicable, the precept increase. In addition, we also check for evidence of the approval to borrow from local councillors of the town council. In regard to the projects and whether they classify as capital expenditure, the Department does not have a role to play in advising stakeholders on the legislative parameters that make up the parish borrowing framework. You may wish to take independent legal advice or speak with your local County Association about the forms of classification of expenditure which would count as capital expenditure and best support an application to borrow.

They also confirmed that, should Council wish to apply for a loan for more than one project, this could be done either with one loan application or individual applications for each loan, however the above would still apply and a full public consultation is a major part of any application.

Cleaning ContractsThe cleaning budgets may need to be reviewed going forward in view of the current situation with a likely increase.

Vehicle ReplacementThe flatbed vehicle may need to be replaced over the next 12 months and The Deputy Town Clerk will assess the position over the coming months.

The Vehicle Reserve NC 3023 currently holds £13K depending on whether the new vehicle is purchased outright or on lease.

Jubilee Centre - New Kitchens There may be some expenditures for new kitchens which council has temporarily put on hold. Previous quotes for the Woodland and Jubilee main kitchens were received in May 20 and amounted to £3.7K & £3.3K respectively. There is currently £13K remaining in the Jubilee Maintenance budget NC 6041, if Council wish to proceed, which could be used if sufficient remains towards year end depending upon new quotes etc.

2020/21 BUDGET & 5 YEAR FORWARD PLANPlease refer to the 5 Year Forward Plan schedule (Appendix A)

5 YEAR FORWARD PLANThe basic foundations of the 2021/22 budget are already in place within the current 5 Year Forward Plan which currently projects a 2020/21 year-end surplus in the region of £45.7K after taking the above budget changes into account. This is based upon the assumption that all current 2020/21 budgets are achieved.

It should also be noted the Forward Plan currently assumes:

a. A precept increase over the 5 year period of 0.5%. b. The tax base for 2021/22 and onwards is based upon projected figures from South Gloucestershire Council and these have been reduced by 10% for 2021/22 and 5% thereafter.

2021/22 BUDGET CONSIDERATIONS

1. Tax Base

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BSTC – Finance Committee – 21 October 2020The agreed tax base figure upon which the precept is based, will not be confirmed by SGC until December/January and any major change in this figure will obviously impact the total precept income received.

The Forward Plan currently applies a tax base of 6400 Band D properties for 2021/22 which was an indicative projected figure supplied by SGC December 2019 less 10%. The current BSTC approved precept of £115.78 + 0.5% per band D property is then applied to this figure to produce a total precept projected income of £752,158 for 2021/22.

Differences between the projected and actual tax base figure can have a huge impact on the budget if the actual level is found to be a lot less than the estimated level. Such a reduction will then feed through the 5 Year Forward Plan which compounds the reduction year by year to produce a negative projection.

The final budget decision for 2021/22 will be made in January 2021 shortly after the actual tax base figures have been released.

2. Public Works LoanThe 2.05% fixed rate public works loan which was used to fund the council office build will be paid off in November 2021. This will save Council £26,111 p/a as from April 2022 and this saving has already been accounted for within the Forward Plan.

3. Impact of Pandemic & OptionsAs the length of the pandemic is unknown, it is very difficult to set budgets, especially for the income from the Activity Centres. The current income budgets within the Forward Plan for 2021/22 are £136K which will probably need to be reduced going into next year unless things change drastically. This will clearly impact the Forward Plan and budgets for 2021/22 but perhaps Council need to work within a worst-case scenario and reduce these budgets by up to 50% to take a protective stance when setting the 2021/22 budgets. Such an income drop would normally be met by reductions in expenditure or a large precept increase.

Council could consider using some of the Contingent Reserve NC 3090 of £250K to fund any income reductions or expenditure increases directly linked to the impact of the pandemic for the interim. This would have to be repaid over time and should not be used for any capital expenditures. It could however be used initially to fund a later income drop or large tax base reduction and/or increases in Covid related expenditures such as increases in the cleaning budgets etc. This would be a temporary emergency situation that would require forward planning to ensure the balance is repaid to comply with best practice guidelines.

4. Payroll BudgetsThe payroll budgets will be reviewed after the RFO has recalculated projections following the 2020 staff pay increase and change in staffing over the last year. More up to date figures will be known for the early 2021/22 budget meetings in November and December 2020.

5 YEAR FORWARD BUDGET PLAN SUMMARY

The current 5 Year Forward Budget Plan highlights the projected reduction in the Future Budget Reserve over the 4 years to 31/3/2025 leaving a current projected deficit of £120K

This large deficit is based upon projected figures at this specific time and may change. Such a projection would normally be more than covered by expected year-end surpluses achieved over the 5-year period if historic performance trends were to continue. Unfortunately, this deficit does not include some of the projects discussed at Strategic

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BSTC – Finance Committee – 21 October 2020Planning or possible income reductions for 2021/22, as detailed earlier within this report and some of the budgets have already been reduced which will in turn reduce any year end surplus.

The current position substantiates adding any surplus year end funds to the Future Budget Reserve (N/C 3089) at 2020/21 year-end after funding next year’s budget or re-imbursing the Contingent Reserve.

Following much discussion, councillors agreed that a review of current commercial contracts needs to be carried out to ensure that best value for money is being achieved. The first ones to be looked into are the highway verge maintenance, cleaning and site keyholder contracts with reports being brought to November Full Council meeting. Officers were also asked to review the cleaning consumable products that the town council purchase for the sites and obtain prices from other companies to ensure that best prices are obtained.

A general financial review looking into Standing Orders and Financial Regulations for contracts and tenders will be formulated for December Finance Committee/January 2021 Full Council meeting.

8.2 2020/21 Petty Cash Statements

Bradley Stoke Town Council Petty Cash Statements 21st October 2020 - Finance

Barclays Bank Petty Cash Account

Date Reference Details Payments Receipts B/F 349.39

10/07/2020 TRANS Bank Transfer 160.00 0.00 13/07/2020 TRANS Petty Cash form Active Saver 0.00 500.00 30/07/2020 TRANS Petty Cash form Active Saver 0.00 1509.85 20/08/2020 4SP Skate Park - Wasp Nest Removal 140.00 0.00

20/08/2020 4SPPARTIAL REFUND - Wasp Nest At Skate Park 0.00 45.00

21/08/2020 4SP PPE - Work Boots for Donelan 25.00 0.00 21/08/2020 4SP Pressure Washer for Street & All Sites 314.98 0.00 01/09/2020 4SP RBL - Poppy Appeal Wreath 18.50 0.00 05/09/2020 4SP All Site - Hand Sanitiser & Spray 284.04 0.00 11/09/2020 5SP Face Shields - COVID-19 51.60 0.00

15/09/2020 5SPChildren & Young People Now Subscription 245.00 0.00

15/09/2020 TRFBRCLY PETTY CASH TRF TO MAINTENANCE 140.00 0.00

23/09/2020 5SP Clear Roller Screen x4 158.00 0.00 23/09/2020 5SP* Sanitising Spray x18 110.59 0.00 30/09/2020 6SP Youth - Shelving for Youth Cupboard 208.20 0.00

01/10/2020 TRFTRF BCLAY PETTY CASH TO O.M PETTY CASHG 70.00 0.00

01/10/2020 6SP JC - Chain x2 for Outside Gate 179.98

Totals 2105.89 2404.24 298.35

OFFICE PETTY CASH TIN

B/Fwd Balance 86.53 PETTY CASH AT

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BSTC – Finance Committee – 21 October 2020SITES

Brought forward 85.00

PETTY CASH MAINTENANCE Date Reference Details Payments Receipts

B/Fwd Balance 110.1301/04/2020 Skate Park - New Cord for Bins 2.79 01/04/2020 Office - New Post Box 29.99 22/04/2020 2x Padlock JC 41.98 23/04/2020 Floor Anchor Screwfix 14.99 27/04/2020 Padlock - JC 20.99 22/05/2020 Paint for BW 16.99 01/06/2020 Screwfix Tape BW 8.26 01/06/2020 B&Q Wire BW 14.86 05/06/2020 Screwfix Labeller 54.99 15/06/2020 Screw Fix Nuts & Bolts 13.97 18/06/2020 B&Q Board 7.55 23/06/2020 Screw Fix Filling Compound 11.99 24/06/2020 Screw Fix Padlock 20.99 03/07/2020 Screwfix Cables 14.76 08/07/2020 Outside Filler 3.98 17/07/2020 Batteries 16.47 23/07/2020 one below batteries 1.58 04/08/2020 Screwfix Padlock 24.57 21/08/2020 Tyres Direct Front Tyre 79.95 25/08/2020 Screwfix Padlock 20.99 26/08/2020 B&Q Board 20.98 10/09/2020 Screw Fix Metal Cut Disc 20.96 22/05/2020 Tesco Fuel 17.30 09/07/2020 Tesco Fuel 18.60 10/07/2020 Bank Transfer 160

24/09/2020Petty Cash Repayment for Ian Tucker 230.35

15/09/2020 140

Totals 500.48 530.35140.0

0

PETTY CASH ODILE MCINTOSH Date Reference Details Payments Receipts

B/Fwd Balance 71.3808/08/2020 1M BC- Hand Wash 6.30 08/08/2020 1M BC - Batteries 4.20 08/08/2020 1M* BC - Air Freshener 13.00 23/08/2020 1M BC - Bleach x3 3.00 01/09/2020 1M JC - Glasses x 24 8.70 05/09/2020 1M BC - Cleaning Materials 9.45 01/10/2020 TRF TRF Bclay Petty Cash 70.00

Totals 44.65 141.38 96.73

PETTY CASH - YOUTH (1) Date Reference Details Payments Receipts

B/Fwd Balance 155.7203/03/2020 Petty Cash 140.00 01/04/2020 1 Girl's Project - Food Supplies 6.00

01/04/2020 1*Girl's Project - Table Cloth x4 & Frying Pan 12.43

01/04/2020 1** Girl's Project - Table Cloth x2 5.00 01/04/2020 1*** Girl's Project - Food Resources 28.15 01/04/2020 1**** Girl's Project - Art Supplies 18.00

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BSTC – Finance Committee – 21 October 202001/04/2020 1***** Girl's Project - Game Resources 9.00 02/04/2020 1 Girl's Project - Food Resources 16.52 02/04/2020 1* Girls' Project - Art Resources 5.00 02/04/2020 1** Skate Park - Tent Pegs for Mesh 7.00 02/04/2020 1*** Girl's Project - Cutlery Set 0.99 22/07/2020 1 Girl's project - Game Supplies 8.00 11/08/2020 1 Girl's Project - Food for Session 21.00 17/08/2020 1 Skate Park - Planter for Main Entrance 24.99 25/08/2020 1 Girl's project - Food Resources 16.00 25/08/2020 1 Girls' Project - Art Resources 24.00 07/09/2020 1 Girl's Project - Food Supplies 5.46 10/09/2020 1 Skate Park - Rubble Sacks & Gloves 26.74

Totals 234.28 295.72 61.44

PETTY CASH - YOUTH (2) RESIDENTIAL

Brought Forward167.2

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

8.3 CCLA Property Fund investment update

Rachel Pullen, RFO/Finance Manager gave the following update:

Local Authorities’ Property Fund (“the Fund”) Update

End of the moratorium on dealingDealing in the Fund was suspended in March 2020 following the receipt of a warning from the Independent Valuer, Knight Frank LLP, that difficult market conditions in the property sector had resulted in material uncertainty in the valuation of the Fund’s assets. In those circumstances we, as the Manager, could not have the necessary certainty that the prices calculated reflected a fair balance between the interests of those continuing in the Fund and those wishing to deal and so we took the decision to suspend dealing.

Since then conditions in the property market have stabilised and valuation clarity and certainty have improved across its various segments, to the extent that valuers, with guidance from the Royal Institute of Chartered Surveyors, believe that the uncertainty around valuation is no longer applicable. Consequently, and with the concurrence of HSBC plc in its capacity as Depositary to the Fund, we believe it is in the best interests of all parties to end the suspension of dealing in the Fund with immediate effect.

The first dealing recommenced on 30 th September 2020.

New Notice Periods for RedemptionsOn 3rd August 2020 the Financial Conduct authority (FCA) announced it would begin a consultation process to create a more stable and sustainable way for property funds to operate.

The FCA’s intention is to protect investors from the potential harm that may come about because terms for dealing in some property funds are not aligned with the time that it takes to buy or sell the buildings in which the fund invests. The FCA have been considering notice periods of up to 180 days for investors that want to dispose of their investment in some property funds.

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BSTC – Finance Committee – 21 October 2020Following this, the CCLA has also reviewed it’s terms of investment in ‘the fund’ and has introduced a 90-day notice period for redemptions in it’s Property Fund. The 90-day period commences on the day that CCLA receive the redemption request and then the sale will be processed on the first trading day after the 90 calendar days have passed. The trading day falls upon the last day of each month.

Rachel Pullen, RFO then gave the following Bradley Stoke Town Council Position/Review

Council invested £40K in January 2018 and a further £20K in November 2018 and now hold 18640 units. The council investment was based upon the strategy of a long-term investment of 5+ years in return for a higher than market average yield. The investment was ceilinged at £60K as this was seen to be an acceptable risk in the unlikely event of the total funds being lost due to a market crash.

The dividend payments received over the last year were:31/7/20 = £522.5030/4/20 = £606.3531/1/20 = £598.7931/10/19 = £642.58

This is equivalent to 3.95% yield over the year which is higher than those being offered in the safe and allowable sectors within which Council is able to invest.

The provisional dividend for July/September, payable in October 20 has been published at 2.8p per unit – the same as the last quarter.

In addition, the performance chart shown overleaf which was issued in September 2020, shows the commercial property sector is slightly depressed but not as volatile as other sectors and therefore this investment currently continues to comply with Council’s agreed Investment Policy which is due to be reviewed in November.

Based on the above, no change to the CCLA Property Fund is recommended by the RFO at this point.

8.4 Citizens Advice Bureau 2021/22 Funding Request

Rachel Pullen, RFO informed the meeting that the following funding request has been received from the South Gloucestershire Citizens Advice Bureau (CAB) to enable them to provide their normal service in Bradley Stoke in 2021/22, as per the breakdown below. The full report in respect of the service provided within Bradley Stoke has been circulated.

Staff costs including NI, pension, etc 11,062Staff and volunteer travel 865Training & reference materials 481Insurance 286IT & office equip 884Office overheads & running costs 1544Governance costs 98Total 15,220

This is an approximately 2% increase upon the current 2020/21 budget of £14,922. An estimated 3% increase has already been built in to the 5 year Forward Budget Plan (N/C 5079) for 2021/22.

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BSTC – Finance Committee – 21 October 2020Councillor Tony Griffiths asked why the Town Council contribute such a lot of money towards the CAB when Almondsbury Parish Council only contribute £500. Officers explained that the Town Council funding ensures that there is a dedicated service for the residents of Bradley Stoke, as all attendees have to give proof of address to CAB when they attend the Jubilee Centre. Anyone who attends but doesn’t live in Bradley Stoke is signposted to the other CAB main offices across South Gloucestershire.

Officers explained that normally, the CAB operates at The Jubilee Centre and run a session on Wednesday mornings. Currently, due to the COVID-19 pandemic they are currently not offering face-to-face meetings. However, there is a local telephone number which Bradley Stoke residents have access to, which is staffed during the week, ensuring that local residents do not have to use the main national CAB Advice Line and have a dedicated local service.

Councillors commented that this is a very important service provided for the local community at the best of times, but is even more necessary during the current unsettled financial climate, linked to COVID-19.

Following discussion, Councillor Fabrizio Fazzino proposed funding the Bradley Stoke branch of the Citizens Advice Bureau at a cost of £15,220 for financial year 2021/22, seconded by Councillor Michael Hill. A vote was taken, 3 in favour, 1 against, 2 abstentions, proposal carried.

8.5 Dedicated Police Officer funding request 2021/22

The annual charge for the Services for the period 1st April 2020 to 31st March 2021 is currently £15,821.

The above charge excludes VAT. All other terms and conditions of the contract remain unchanged.

2021/22 Funding Request - Charging Schedule

Charge Rate PC Salary £39,819(As at 1/9/20) NI 4,282 Pension contribution 11,787 Apprentice Levy (0.5%) 279 Total Direct Cost £56,167 Total Direct Overheads 7,692 Resource/Operational Cost £63,859 Indirect Overheads @15% 9,579 Cost Recovery Total £73,438 11/40 hours £20,195 Less abatement @ 20% 4,039 Total Full Cost per annum £16,156

BackgroundThis funds 11 hours p/w of a 22 hour p/w contract for a dedicated police officer within Bradley Stoke. Funding started in the mid 2009s and was originally based on 25 hours p/w but this was reduced to 22 hours in 2011.

The historic funding of the 22 hr p/w contract is detailed below:

13

BSTC – Finance Committee – 21 October 2020Approved Funding2011/12The 2011/12 funding was £12,811 2012/13The 2012/13 funding was £12,811 which equates to an increase of £0.00 or 0%2013/14The 2013/14 funding was £13,074 which equates to an increase of £263 or 2.05%2014/15The 2014/15 funding was £13,282 which equates to an increase of £208 or 1.59%2015/16The 2015/16 funding was £14,138 which equates to an increase of £856 or 6.44%The explanation of the large increase in 2015/16 was that the charge rate advised for 2013/2014 was incorrect, which then necessitated the need to stagger the abatement at different levels in order to bring the charge rate into line with 2015/16 ACPO guidelines for Special Policing.2016/17The 2016/17 funding was £14,256 which equates to an increase of £118 or 0.835%2017/18The 2017/18 funding was £14,485 which equates to an increase of £229 or 1.6%2018/19The 2018/19 funding was £14,707 which equates to an increase of £222 or 1.5%2019/20The 2019/20 funding was £14,949 which equates to an increase of £242 or 1.65%2020/21The 2020/21 funding is currently £15,821 which equates to an increase of £872 or 5.83% The explanation of the higher % increase for 2020/21 is due to the national Police Officer pay award

Requested FundingThe 2021/22 funding requested is £16,156 which equates to an increase of £335 or 2.12%. The Forward Plan had projected a 3% increase, so this request is within the predicted budget.

Following discussion Councillor Tony Griffiths proposed to accept the funding request for 2021/22 (as detailed above) which equates to an increase of 2.12%, seconded by Councillor Michael Hill, carried unanimously.

8.6 Continuation of existing Pitney Bowes franking machine contract

Rachel Pullen, RFO informed the meeting that the office currently leases a franking machine from Pitney Bowes with a quarterly charge of £37.08 + vat. This is on a 6-year lease which is due to end on 9th December 2020 and includes the franking equipment and all required franking machine downloads. Ink and postage charges are paid in addition.

The company have now offered a 30-day notice rolling contract @ £7.75 + vat per quarter and is based upon the same terms as our existing contract and utilising the existing equipment. This is nearly an 80% reduction and is a nominal cost for an office asset which has become more important during the Covid period.

The new rolling contract appears to be ideal for council requirements during the current situation especially for issuing agenda papers and other necessary document by post in order to reduce traffic into the office.

Following discussion, Councillor Michael Hill proposed accepting the Pitney Bowes quote of £7.75 + VAT per quarter (as detailed above) seconded by Councillor Ben Randles. A vote was taken, 5 in favour 1 against, proposal carried.

14


8.7 Timetable for the 2021/22 Budget Setting Process

Rachel Pullen, RFO presented the following information with regard to the 2021/22 Budget Setting process.

OCTOBER Finance Meeting – 21/10/20

1. To provide/consider any additional items to be included within the budget in addition to information already provided from The Business Plan and Strategic Planning meeting.

The RFO will then calculate an initial budget draft incorporating any information already agreed and any additional items provided by October Finance to be presented to November Council.

The RFO will work with The Chair of Council and Finance who will both receive the draft budget in advance of the meeting for initial agreement and further direction as necessary.…………………………………………………………………………………………NOVEMBER Council Meeting - 18/11/20

The 1st budget draft will be included within the agenda paperwork and Councillors are advised to study this draft in advance of the meeting. Please refer to the nominal code (stated on the left-hand side of the report) as a reference when discussing a particular budget

1. RFO will issue a 1st budget draft for consideration with any new exceptional items highlighted for discussion.

2. Council will consider the 1st draft and precept level and direct any amendments in readiness for the 2nd draft

The RFO will calculate the 2nd budget draft incorporating any information provided by November Council to be presented to December Finance and will again work with the Chair of Council and Finance ahead of the next meeting. …………………………………………………………………………………………DECEMBER Finance Meeting – 16/12/20

The 2nd budget draft will be included within the agenda paperwork and Councillors are advised to study this draft in advance of the meeting. Please refer to the nominal code (stated on the left hand side of the report) as a reference when discussing a particular budget

1. RFO will issue a 2nd budget draft for consideration with any new exceptional items highlighted.

2. Council will consider the 2nd draft and precept level and direct any amendments in readiness for the final draft in January.

December Finance will be the final chance to make any major amendments and it is hoped that Sth. Glos. Council will have issued tax base figures etc at this point although these may not be available until mid-January 2021.……………………………………………………………………………………JANUARY Council Meeting– 20/01/21 (tbc)

The final budget draft will be included within the agenda paperwork and Councillors are advised to study this draft in advance of the meeting. Please refer to the nominal code (stated on the left hand side of the report) as a reference when discussing a particular budget

15

BSTC – Finance Committee – 21 October 20201. RFO will issue the final budget for adoption as approved figures need to be lodged in early February. This will be the last meeting to make any changes.

The finalised precept figures will be sent to South Gloucestershire Council in early February.

Councillor Ben Randles proposed adoption of the 2021/22 Budget Setting process as detailed above, seconded by Councillor Michael Hill, carried unanimously.

Councillor John Ashe appeared to have left the meeting at this point

8.8 Lease updates following the pandemic closures and restrictions

Rachel Pullen RFO/Finance Manager presented the following report:

Following enquiries from one of the clubs, Council need to consider the lease position and associated charges in light of recent events and lock downs etc linked to the pandemic and make necessary adjustments to the Council leases for periods of non- usage. Such updates need to be considered as Council has large continual running costs during such periods which are specific to the leases, e.g. ground and building maintenance etc. In addition, the office is unable to hire the premises other users when the lessee is unable to use the facilities outside of lockdown periods due to the lease restrictions linked to dedicated space for specific periods. Council need to consider the position to ensure each user is treated in a fair and equal manner especially bearing in mind the leases are already heavily subsidised by Council.

A possible option is to add an item to the leases which specifies a minimum payment threshold amount to cover some of the continual running costs during periods of closure and a proportionate usage charge could then be applied for any usage above this threshold. Perhaps a minimum charge equivalent to the quarterly lease charge could be applied in such events and a proportionate charge linked to usage could be applied if such usage exceeds the 25% threshold during any such a period.

This threshold would not apply to the Radio lease as their annual lease and electricity charges will continue to apply as the area specified within the lease is a fully dedicated area for the Radio and the equipment continues to be used throughout any such period with full access possible at any time for authorised users via a private entrance.

If approved by Council, the charge threshold and additional usage calculation could be implemented immediately for the current year by letter and then formally updated on the lease documents later in the year to apply as from April 2021.

The Current Position and possible Lease WordingRadio - £850 p/a The Radio has kept all the equipment based at BW working to maintain transmission either on site using a separate entrance or via some remote programming. The current lease charge is £850 p/a + electricity costs and the full payment has been made for both the 2020/21 lease and electricity to datePossible Lease Update WordingThe full annual hire charge remains payable during periods of pandemic lock down/ social distancing or other unexpected or long term externally enforced closures as the lessee has a dedicated space which can be used throughout any such period either on site utilising the dedicated entrance and space or accessing active equipment remotely. The annual lease remains payable as the equipment is in situ and useable and as the lease is already very heavily subsidised by the Council.

Scouts Storage Charge – £52 p/a

16

BSTC – Finance Committee – 21 October 2020This annual charge has been paid in paid the full annual and remains chargeable as it has been used throughout the period. Possible Lease Update WordingThe annual storage charge remains chargeable during periods of pandemic or other long term externally enforced closures as the lessee has a dedicated space which can be used throughout any such period. The annual lease remains payable as the stored equipment is in situ and useable and as the lease is already very heavily subsidised by the Council.

Room Lease - £5773 p/aThe Scouts group has only paid the first quarters lease less approx £300, however they have not used the facilities to our knowledge until very recently, however, there is a possibility that they may now begin to use the rooms to a limited degree although this is to be confirmed.Lease Update WordingA minimum lease charge equivalent to one quarter of the annual lease will remain payable during periods when the facilities are not used due to pandemic lock down/ social distancing, other unexpected and/or long term externally enforced closures outside of the control of Council. This charge will apply as the lessee has dedicated spaces during the period stated within the lease agreement and running costs linked directly to these will continue to apply whether or not the facilities have been used by the lessee during such periods. An additional charge will also apply during any such period and will be calculated when the annual usage by the lessee within the specified lease period, exceeds the 25% threshold covered by the aforementioned minimum payment threshold. In such cases, a charge proportionate to actual usage will be calculated and payable based upon the annual lease charge for that period.

Cricket - £5301 p/aThe Cricket Club has used the facilities more than 25% of the time and the BSTC Finance Team have estimated that they have managed to use some of the facilities for 72 out of 161 allowed sessions which is equivalent to 44% usage over the lease period to date. This will obviously be updated before any charge is made. The club has paid the first quarters lease but have not made any further payments as they are awaiting instructions from the office.Lease Update WordingA minimum lease charge equivalent to one quarter of the annual lease will remain payable during periods when the facilities are not used due to pandemic lock down/ social distancing, other unexpected and/or long term externally enforced closures outside of the control of Council. This charge will apply as the lessee has dedicated spaces during the period stated within the lease agreement and running costs linked directly to these will continue to apply whether or not the facilities have been used by the lessee during such periods. An additional charge will also apply during any such period and will be calculated when the annual usage by the lessee within the specified lease period, exceeds the 25% threshold covered by the aforementioned minimum payment threshold. In such cases, a charge proportionate to actual usage will be calculated and payable based upon the annual lease charge for that period. Bowls – £5704 p/a The Bowls club has been unable to use the site except for some occasional roll ups and are unlikely to be able to use it between now and the end of the lease year. They have paid two quarterly lease charges so far and again require direction from council.Lease Update WordingA minimum lease charge equivalent to one quarter of the annual lease will remain payable during periods when the facilities are not used due to pandemic lock down/ social distancing, other unexpected and/or long term externally enforced closures outside of the control of Council. This charge will apply as the lessee has dedicated spaces during the period stated within the lease agreement and running costs linked directly to these will continue to apply whether or not the facilities have been used by the lessee during such periods. An additional charge will also apply during any such period and will be calculated when the annual usage by the lessee within the specified lease period, exceeds the 25% threshold covered by the aforementioned minimum payment threshold. In such cases, a charge proportionate to actual usage will be calculated and payable based upon the annual lease charge for that period.

Councillors noted the leases were already heavily subsidised and Councillor Tony Griffiths commented that it would appear that groups and organisations had the opportunity to apply for funding from South Gloucestershire Council to cover lost income. Councillors agreed that they are accountable for the spending of public money and have already taken a

17

BSTC – Finance Committee – 21 October 2020significant impact on income through loss of hire from the three activity centres during lockdown.

Following discussion, Councillor Tony Griffiths proposed that the wording on all leases remain as they are currently, seconded by Councillor Terri Cullen. A vote was taken, 3 in favour, 2 abstentions, proposal carried.

8.9 Ongoing Staff Training

8.9.1 Adoption of undertaking to repay costs incurred during qualification courses if members of staff leave BSTC employment

The Town Clerk informed the meeting that in view of the significant cost of the AAT Accountancy course and the possibility of other staff undertaking courses in the future, it would be appropriate to have a training costs repayment agreement in place if the member of staff leaves Town Council employment.

The following document is the one used by South Gloucestershire Council:

UNDERTAKING TO REPAY COSTS INCURRED DURING QUALIFICATION COURSES

This Agreement is dated [date] and is made between:[Name] (“the Employee”)

AndBradley Stoke Town Council

Whereas:A. The Employee is employed by the Employer as a [job title].B. The Employee has obtained a place in relation to a course of study leading to the award of [Name of

Award]

Please note: This agreement is intended to be used where the employer agrees to fund an external training course to enable an employee to acquire a recognised qualification.

It is hereby agreed and declared that:

1.In consideration of the Employer agreeing to meet the costs of the Course (“[Estimated£cost]”), the Employee undertakes to reimburse the Employer if:

i. S/he, without good reason, fails to sit for an examination within a reasonable period, fails to show satisfactory progress in their studies or voluntarily withdraws from or terminates the Course early without the Employer’s prior written consent;

ii. S/he is dismissed or otherwise compulsorily discharged from the Course, unless the dismissal or discharge arises out of the discontinuance generally of the Course;

iii. S/he resigns from the employment of the Employer either prior to completion of the Course or within 24 months after the end of the Course;

iv. Their employment is terminated by the Employer for any reason except for redundancy; either prior to completion of the Course or within 24 months after the end of the Course.

2.The amount repayable will be calculated as follows:

i. If the employee leaves within three months of completing the course the amount will be repaid in full.

ii. Thereafter, repayment will be made on a sliding scale which will be calculated by reducing the total amount to be repaid by 1/24 for every completed month that the employee has remained with the council following completion of the course (e.g. an employee leaving eight months after completing the course will make a full repayment less 8/24ths of the total amount recoverable).

18

BSTC – Finance Committee – 21 October 20203.To the extent permitted by law, the Employee agrees that the Employer may deduct a sum equal to the whole or part of the Costs due under the terms of this Agreement from their wages (as defined in section 27 of the Employment Rights Act 1996) or from any other allowances, expenses or other payments due to the Employee.

4.The amount due to the Employer under the terms of this Agreement is a genuine attempt by the Employer to assess its loss as a result of the termination of the Employee’s employment and takes into account the derived benefit to the Employer. This Agreement is not intended to act as a penalty on the Employee upon termination of his employment.

SIGNED:…………………………………………. [Employee Name]

SIGNED:………………………………………….. [Manager]

Following discussion, Councillor Michael Hill proposed adoption of the Undertaking to repay the costs during qualification courses if members of staff leave BSTC employment (as detailed above) seconded by Councillor Ben Randles, carried unanimously.

8.9.2 Proposed AAT Level 2 Accountancy Training Course for member of Finance

Team

A member of the BSTC Finance team is currently undertaking their SAGE Training Course:

SAGE Training Level 1-4Level 1: Complete – Certificate ReceivedLevel 2: Complete – Certificate ReceivedLevel 3: Complete – Certificate Received

They are currently on the first module of Level 4 and this level is anticipated to be completed by 18.12.2020 however, they do have until 23.01.2021 to complete the course if needed.

The member of staff is keen to continue their Accountancy training to be able to fully support the RFO/Finance Manager going forward. The following course has therefore been identified as appropriate for the next stage of training:

AAT LEVEL 2 – ACCOUNTING LEVEL 2 - CERTIFICATE QUALIFICATION City Of Bristol College – College Green https://www.cityofbristol.ac.uk/courses/accounting-level-2/Including: Bookkeeping transactions Bookkeeping controls Elements of costing Working in accounting and finance, computerized accounting.

Assessments include AAT computer-based unit tests plus a synoptic assessment.Course Location: Bristol, College Green Course Duration: Wednesday 3rd February 2021 – Wednesday 7th July 2021Hours: 4.5hrs per week in College (Wednesday - 09:30 Start)(Advance procedures have been put into place should COVID-19 effect “classroom learning” they will limit the numbers of participants on the course, and they will supply online learning as well as classroom)Costings: Course Enrolment Fee £985.00 - AAT Membership £92.00 – Admin Fee - £43.00Total Cost: £1,120

19

https://www.cityofbristol.ac.uk/courses/accounting-level-2/

BSTC – Finance Committee – 21 October 2020There is a training budget N/C 5068 which can be used for this course.

Following discussion, Councillor Ben Randles proposed that BSTC fund the AAT Accounting Level 2 course as detailed above, for the member of the Finance Team, seconded by Councillor Fabrizio Fazzino, carried unanimously.

Councillor John Ashe rejoined the meeting at this point

8.10 Quotes for Cleaning/Resurfacing of Hardcourts at the Jubilee Centre

Odile McIntosh, Activity Centres Manager informed the meeting that, recently it has come to officers attention that users of the tennis/netball courts at the Jubilee Centre have voiced complaints about the mossy, slippery and uneven surface at this facility, they have reported a higher volume of slips and trips and one comment was it is the worst condition experienced in 20 years of usage.

This surface has not been professionally cleaned or treated since 2015, which is something the council has carried out periodically over the years.

This report invites the council to consider carrying out the remedial work as soon as possible to prevent any accidents to the hirers.

Company Specification of worksGB Sport and Leisure

For the resurfacing/remarking of the tennis court as below:-Set out, supply and spray two coats of DECAGRIP 60 textured acrylic resin colour coating to bitumen macadam surface-to include the application to 3no. tennis courts colours to be confirmed. Lines to Pickleball Courts 2no.

£5559.68 +VAT

Courtstall Services Ltd

To carry out refurbishment of 3no. existing Tennis Courts.Moss Killing, Sodium Hypochloride 14% Pressure Wash. High pressure jet wash and remove all the debris from the surface.

£2,290 +VAT

Soft Surface, Sport and Play Surface

Preparation of works (51m x35m) Chemically treat the surface with moss and algae substance.Up to 10no. repairs using 2mm emerald stone mixed with polyuretheane binder.Thoroughly clean, porous macadam sports surface

Anti-slip Colour CoatingSupply and install anti slip colour coating.Supply and install 50mm lines for TennisSupply and install Line Markings for Pickleball (1 Court £500, additional)

£10,818 + VAT

Due to the need for something to be done as a matter of urgency (as the courts will only continue to deteriorate during the coming months), the quotes that have been obtained so far have been included. The Courtstall quote is to clean the surface and the Soft Surface Sport and Play quote is to clean and then re-surface (hence the significant difference in price).

It is suggested that BSTC undertake the hard court cleaning urgently and then explore the resurfacing option next year.

20

BSTC – Finance Committee – 21 October 2020Rachel Pullen, RFO/Finance Manager explained that there is £8,500 in Reserve (N/C 3086) for hardcourt resurfacing.

Discussion took place on the ongoing proposals that council are currently exploring for the installation of a MUGA on court 3 of the hardcourts Councillor Tony Griffiths commented that netball can not be played on a MUGA, so if one was installed it would be detrimental to our existing netball hirers.

Following discussion, Councillor Ben Randles proposed accepting the GB Sport and Leisure quote as detailed above, seconded by Councillor Michael Hill, carried unanimously.

8.11 To approve Bills and Direct Debits for payment

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

BRADLEY STOKE TOWN COUNCIL (2020/21)MONTHLY EXPENDITURE - 21st October 2020

October Salaries £21,633.83HMRC Payee £6,298.40Pensions £5,533.38

£33,465.61 Name: A1 Maintenance Ltd Type Ref Date DetailsPI 1002 29/09/2020 BW - Emergency Light Replacement 110.00 22.00 132.00

132.00 Name: ALTODIGITAL NETWORKS LTD Type Ref Date DetailsPI 3200592 08/10/2020 Office - Printer Cartridge Software 12.00 2.40 14.40

14.40 Name: AMBIENCE LANDSCAPES LTD Type Ref Date DetailsPI 14081 30/09/2020 Ground Maintenance - All Sites 996.88 199.38 1196.26

PI 14082 30/09/2020 Street - Maintenance - Sept1018.3

0 203.66 1221.96PI 14089 30/09/2020 Round About Maintenance - Sept 208.33 41.67 250.00

2668.22 Name: AVON SPORTSGROUND MAINTENANCE CO Type Ref Date Details

PI 820502 30/09/2020BC -October Maintenance - End of Season materials 2020 978.70 171.74 1150.44

1150.44 Name: BRADLEY STOKE COMMUNITY SCHOOL (Olympus Academy Trust) Type Ref Date Details

PI 22/09/2020 Annual Mini Bus Rental1446.8

4 289.37 1736.21Total: 1736.21

Name: BWBSL Type Ref Date DetailsPI 11680097 15/09/2020 BW - Water Rates Sept 20 91.71 0.00 91.71PI 11612883 09/09/2020 JC Changing Rooms Water Rates 137.16 0.00 137.16

228.87 Name: BS1 FIRE & SECURITY Type Ref Date Details

PI 9679 27/09/2020 All Sites Annual Security Shutters 1200.0

0 240.00 1440.00PI SI9822 09/10/2020 JC - Shutter Removal Override 42.00 8.40 50.40PI SI9819 12/10/2020 BC - Camera Repair 42.00 8.40 50.40

21

BSTC – Finance Committee – 21 October 20201540.80

Name: Doug Hillard Sports Shop Type Ref Date DetailsPI INV1219 26/09/2020 JC Football Pitch Sockets 566.00 113.20 679.20

Total: 679.20 Name: IONET SYSTEMS LTD Type Ref Date DetailsPI 29694 25/09/2020 Office - Printer & Ink RP 180.00 36.00 216.00

PI 29725 05/10/2020 Office - Laptop x2 & Case x21182.0

0 236.40 1418.40Total: 1634.40

Name: MONELLES Type Ref Date DetailsPI 20/09/2020 BC - Black Sack Toilet Rolls Towels 67.04 0.00 67.04PI 20/09/2020 JC - Black Sack Toilet Rolls Towels 51.84 0.00 51.84

PI 2068 01/10/2020 All Sites - Cleaning Contract Oct 20202524.9

5 0.00 2524.95Total: 2643.83

Name: ONE OFF SUPPLIERS - BY INTERNET PAYMENT Type Ref Date Details

PI 971020693 21/09/2020Agrovista - BC - Pre Seed for Cricket Pitch 132.50 26.50 159.00

PI 313994 23/09/2020 Avon Road Mark - JC - Line Marking 400.00 80.00 480.00

PICD971024582 28/09/2020 Agrovista - BC - Cricket Maintenance 428.00 85.60 513.60

PI 1099 27/09/2020S.Petela - Skate Park - LED Drivers for Lights 267.00 53.40 320.40

PI 2042 02/10/2020Sphere - Skate Park - Sphere Electricity Recharge - Sept 2020 265.00 53.00 318.00

PI J.Reeman 01/10/2020 Allotment Funding - J.Reeman 61.00 0.00 61.00PI 48338 08/10/2020 The Key Safe BW - Secure Key Safe 136.64 27.33 163.97

PI 971020694 21/09/2020Agrovista - BC - Cricket Pitch Maintenance 677.00 98.60 775.60

PI 14/10/2020Refund - South Glos Parents & Carers Refund 42.96 10.74 53.70

PI 14/10/2020 Refund - Brandon Netball Hirer 59.75 11.95 71.70Total: 2916.97

Name: PPL PRS LTD Type Ref Date Details

PI 01821963 28/09/2020ALL SITES - PPL/PRS Licence 1/6/20 - 31/5/21 417.66 83.53 501.19

Total: 501.19 Name: RE ENERGIZE

PI 4041 07/10/2020 COMMUNITY FESTIVAL 20212100.0

0 420.00 2520.00Total: 2520.00

Name: SHRED-IT Type Ref Date Details

PI9504444792 25/09/2020 Office Paper Recycling 68.67 13.73 82.40

Total: 82.40 Name: Society of Local Council Clerks Type Ref Date DetailsPI 16/09/2020 O McIntosh - Annual membership 254.00 0.00 254.00PI 16/09/2020 O McIntosh - Virtual National Conference 25.00 5.00 30.00

Total: 284.00 Name: Snowberry Media Ltd Type Ref Date DetailsPI 7150 02/10/2020 BS JOURNAL ENTRY - Sept 84.75 0.00 84.75PI 7228 02/10/2020 BS JOURNAL ENTRY - Oct 84.75 0.00 84.75

Total: 169.50 Name: SPRINT PRINT PI 22268 07/10/2020 SCARECROW MAP X2000 250.80 0.00 250.80

Total: 250.80 Name: South Gloucestershire Council Type Ref Date Details

22


PI1401569809 23/09/2020 Annual Fee for Premises Licence B/W 180.00 0.00 180.00

PI3804472294 02/10/2020 HR Assistance for RFO 30.50 6.10 36.60

Total: 216.60 Name: TAILOR MADE OFFICE SUPPLIES LTD Type Ref Date Details

PI 191767 17/09/2020Office - Batteries Nyrex Pockets Sellotape 205.42 41.09 246.50

PI 191768 17/09/2020 Challenge Triplicate Book x 5 24.48 4.90 29.38PI 192020 25/09/2020 Office - PVC Pockets 18.62 3.72 22.34PI IN00192210 30/09/2020 Office Stationery 142.81 28.56 171.37PI IN00192207 30/09/2020 Office - Stationary File 24.88 4.98 29.86PI IN00192208 30/09/2020 Office - Stationary 68.90 13.78 82.68PI IN00192209 30/09/2020 Office - Stationary 8.61 1.71 10.32PI 191765 17/09/2020 Mixed Colour Ink Cartridges 174.49 34.90 209.39PI 191766 17/09/2020 Insulated Cups x 1000 36.00 7.20 43.20

Total: 845.04 Name: Travail Employment Group Type Ref Date DetailsPI 00018667 08/10/2020 Office Finance Support 595.35 119.07 714.42PI 00018437 25/09/2020 Office Finance Support 595.35 119.07 714.42PI 0018210 18/09/2020 Office Finance Support 900.11 180.02 1080.13

Total: 2508.97

Grand Total: 22723.84

Direct Debits:Date Details Total:

DD 14/10/2020 MAINSTREAM DIGITAL 13.63DD 13/10/2020 RE FUELGENIE 70.69DD 13/10/2020 BG BUSINESS 11.45DD 13/10/2020 BG BUSINESS 223.08DD 12/10/2020 BARCLAYCARD 39.76DD 09/10/2020 PLAN.COM 198.00DD 08/10/2020 INTY LTD 187.23DD 08/10/2020 SGC 1310.00DD 08/10/2020 SGC 1023.00DD 08/10/2020 SGC 464.00DD 08/10/2020 SGC 973.00DD 01/10/2020 TV LICENCE 157.50DD 30/09/2020 VIRIDOR 788.77DD 25/09/2020 BG BUSINESS 381.54DD 22/09/2020 PAYFLOW /AE80 24643.12DD 16/09/2020 BG BUSINESS 47.22DD 16/09/2020 BG BUSINESS 120.84DD 16/09/2020 BG BUSINESS 963.38DD 16/09/2020 SAGE SOFTWARE LTD 331.20DD 14/09/2020 MAINSTREAM DIGITAL 8.76

9 Date of next meeting

Wednesday 16th December 2020 at 7.00pm

The Meeting closed at 9.30 pm

23

BSTC – Finance Committee – 21 October 2020APPENDIX A

2020/21 - APPROVED BUDGET AND 5 YEAR FORWARD PLAN - Including 2019/20 Actual Audit Figures as at 13.10.202018/19 Actuals

@ 16/5/19 figures lodged

for audit

% change

2019/20 - Actuals as at

10.6.20%

changeApproved

Budget 2020/21

% change

Projected Budget 2021/22

% change


% change


% change

2024/25 - Projected Budget

% changeINCOME

Bank Interest/Investment/Grant Income £22,143 72% £21,031 -5% £15,700 -25% £15,729 0% £5,757 -63% £5,786 0% £5,815 0%

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

Activity Centres Income £143,387 9% £137,025 -4% £53,000 -61% £136,000 157% £138,720 2% £141,494 2% £144,324 2%

Training & Other Income £2,469 -54% £2,771 12% £555 -80% £270 -51% £270 0% £270 0% £270 0%

Total Income (exc. precept etc) £167,999 12% £160,827 -4% £69,255 -57% £151,999 119% £144,747 -5% £147,550 2% £150,409 2%

EXPENDITURE

Non Activity Centre Costs £584,943 4% £655,481 12% £728,656 11% £709,858 -3% £688,160 -3% £706,990 3% £726,394 3%

Community/ Firework Events £31,603 -5% £32,270 2% £11,860 -63% £34,300 189% £34,543 1% £34,793 1% £35,051 1%

Grants and Other Funding £35,158 -7% £30,719 -13% £43,176 41% £43,676 1% £43,676 0% £43,676 0% £43,676 0%

Office Expenditure £651,703 £718,470 £783,692 £787,834 £766,380 £785,459 £805,121

Bradley Stoke Jubilee Centre £77,510 7% £77,123 -1% £90,409 17% £94,133 4% £97,172 3% £100,176 3% £103,300 3%

Brook Way Activity Centre £38,988 34% £42,572 9% £45,899 8% £47,901 4% £49,596 4% £51,023 3% £52,514 3%

Baileys Court Activity Centre £81,624 -2% £82,781 1% £93,108 12% £96,671 4% £99,822 3% £103,077 3% £106,460 3%

Activity Centres Running Costs £198,123 £202,475 £229,416 £238,705 £246,590 £254,276 £262,275

New Assets £44,159 149% £13,775 -69% £17,200 25% £16,200 -6% £16,200 0% £16,200 0% £16,200 0%

Planned Projects £71,265 0% £54,849 0% £0 0% £0 0% £0 0% £0 0% £0 0%

Total Expenditure as per budget £965,251 13% £989,569 3% £1,030,308 4% £1,042,739 1% £1,029,170 -1% £1,055,936 3% £1,083,596 3%Adjustments to/from Reserves at Year End -£13,059 -£133,795 -£1,994 -£102,000 -£67,000 -£74,000 £9,000

Total budget + reserve adjustment £952,192 0% £855,774 -10% £1,028,315 20% £940,739 -9% £962,170 2% £981,936 2% £1,092,596 11%

SHORTFALL

2018/19 Actuals @ 16/5/19

figures lodged for audit

% change

2019/20 - Actuals as at

10.6.20%

change

Approved Budget 2020/21

% change

Projected Budget 2021/22 % change



2024/25 - Projected Budget % change

Difference Between Income and Expenditure £784,193 -2% £694,947 -11% £959,060 38% £788,741 -18% £817,423 4% £834,385 2% £942,187 13%

LESS/PLUS:

Previous confirmed year end C/fwd Confirmed/Estimated Previous Year End Balance C/FWD £65,194.00 £82,892.92 £189,290.76 £45,770.61 £9,187.85 £834.69 -£8,565.71

Full Budget Funding Shortfall £718,999.08 £612,054.24 £769,768.95 £742,970.23 £808,234.72 £833,550.76 £950,752.72 Less Local Council Tax Scheme Grant Funding confirmed/projected by Sth Glos £6,599.00 0.00% £2,347.00 0.00% £0.00 0.00% £0.00 0.00% £0.00 0.00% £0.00 £0.00

Provisional LCTR figures are £0 for 2020/21 onwards .

Approved/Estimated Precept per Band D property

£115.78 0.00% £115.78 0.00% £116.94 1.00% £117.52 0.50% £118.11 0.50% £118.70 0.50% £119.30 0.50%

Precept forecast @ 0.5% for 2021/22 & thereafter

Approved/Estimated Sth Glos Tax Base

6869 6901 6974 6400Reduce predicted tax base by 10% from 7116 to 6400

6850Reduce predicted tax base by 5% from 7223 to 6850

6950Reduce predicted tax base by 5% from 7331 to 6950

6950 Reduce predicted tax base by 5% from 7331 to 6950

SGC indicative Tax Base figures applied to 2021/22 onwards as published November 2019 with % reductions following Covid19 impact

Approved/Estimated Total Precept £795,293.00 £798,998.00 £815,539.56 £752,158.08 £809,069.42 £824,985.05 £829,109.98

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BSTC – Finance Committee – 21 October 2020IncomeApproved/Projected Total Precept and Local Tax Grant Funding £801,892.00 £801,345.00 £815,539.56 £752,158.08 £809,069.42 £824,985.05 £829,109.98 Projected year end position to C/FWD (excluding shortfall funding from year end reserves)

£82,892.92

£189,290.76

£45,770.61

£9,187.85 £834.69 -£8,565.71 -£121,642.75

The tax base and LCTR figures are based upon approved figures from Sth Glos in

Dec 2017. The final precept was approved by Council January 2018 with a 0%

increase.

The tax base and LCTR figures are based upon approved figures from Sth

Glos in Dec 2018. The final precept was approved by Council January 2019 with a

0% increase.

The tax base and LCTR figures are based upon approved figures from Sth

Glos in Dec 2019. The final precept was approved by Council January 2020

with a 1% increase.

This projection assumes a 0.5% precept increase for 2021/22 and + Sth Glos

projected tax base for 2021/22 of 7116 reduced by 10% + SGC projected £0 LCTR - These assumptions will be

considered by Council in January 2021 when finalised figures are available


projected tax base of 7221 reduced by 5% for 2022/23 + SGC projected £0 LCTR - These assumptions will be



projected tax base of 7331 reduced by 5% for 2022/23 + SGC projected £0 LCTR - These assumptions will be



projected tax base of 7331 reduced by 5% for 2023/24 + SGC projected £0 LCTR -

These assumptions will be considered by Council in January 2024 when finalised

figures are available

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

.

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