Finance and Establishment Committee 20 February 2017

When: 20th February 2017 19:30 to 21:30

Where: Council Chamber, Town Hall, Saffron Walden, CB10 1HR

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Finance & Establishment Committee


To Committee Members:  Councillors Asker (Chair), S Anjum, K Eden, S Eden, Fairhurst, Freeman, Hibbs, Perry


You are summoned to attend a MEETING of the FINANCE & ESTABLISHMENT COMMITTEE of SAFFRON WALDEN to be held in the COUNCIL CHAMBER of the TOWN HALL on Monday 20th February 2017 commencing at 7.30pm to transact the business as set out in the agenda below. 


All other Councillors are welcome to attend this meeting but will not be formal members of the committee and will not receive any voting rights.  Non-Committee members will not be able to participate in or remain present for any discussions held under Part 2, Confidential Matters


The Press and Public are cordially invited to attend.  The agenda may be split into two parts. Most of the business will be dealt with in Part I which is open to the public. Part II (if applicable) includes items which may be discussed in the absence of the press or public, as they deal with information which is personal or sensitive for some other reason. The Press and Public will be asked to leave the meeting before Part II items are discussed.



Apologies for absence


To receive apologies and consider requests for approved absence



To receive any Declarations of Interest


Members and officers are invited to make any declarations of interests that they may have in relation to items on the agenda and are reminded to make any declarations at any stage during the meeting if it then becomes apparent that this may be required when a particular item or issue is considered.


Public Speaking Time


For the public or Press to ask questions of the Committee on matters relating to the agenda.



Minutes of the last meeting of the Finance & Establishment Committee


To verify the Minutes of the Committee meeting held on 16th January 2017




Financial Matters







Expenditure – to be authorised


To note the list of paid accounts and to approve the payment of the accounts received since 16th January 2017.  Note that any additional expenditure requiring authorisation may be tabled at the meeting and will only contain details of the additional payments - details as attached



Income and Expenditure Budget Reports


To receive and note budget reports for all Committees / activities of the Town Council, including those for Earmarked Reserves



Committee Hi-Light Reports


To receive and note the report from the RFO being a highlight report bringing to the attention of Committee any items for specific note or action – details as attached















Profit & Loss Account for Tourist Information Centre (TIC)


Details as attached



Shop Sales – details as attached showing the bestselling items at the TIC



Footfall into the TIC – details as attached showing the footfall counter into the TIC



TIC Monthly Report, as attached

This report is ordinarily provided to the A & S Committee which has requested that this Committee also receives a copy.  This is to ensure that the F & E Committee is informed of the full width and breadth of services delivered by the TIC.




Monthly Reports


To receive and note the following monthly reports:


(a)  Bank reconciliation statement with supporting statements


(b)  Cash Book – showing all income and expenditure for the previous ended month for January 2017


(c)   Payments by Supplier


Financial Report on Christmas Lights


As requested from the January 2017 Committee meeting, details are as attached providing further information on the Christmas Lights expenditure for 2017


Overall, the budgets for Christmas lights / events are within planned expenditure, notwithstanding that the cost of staff resourcing has (for the first time) been attributed to the Christmas lights event this year so that the full cost can be recognised. 



Youth Services Budget


Committee is requested to vire monies incorrectly allocated to General Reserves at Year End in error which should have been attributed to Youth Provision – report as attached.



Monies held by the Town Council for the Town Team


Committee is requested to note that as agreed at the January Committee meeting, the Town Team has been advised to take receipt of its own funds from the start of the new financial year.  The Town Team have acknowledged this requirement of the Town Council and monies will be removed by 31st March 2017 and will be held by UDC




Internal Auditor’s Report


To receive the internal auditor’s report as attached


To note that the Town Clerk has successfully completed the General Power of Competence Module and Full Council is requested to adopt the General Power of Competence at its meeting on 13th February 2017


The recommendation made by the internal auditor regarding the Town Team is addressed in agenda item 12 above.













Business Rates


By the end of the current parliament, principal authorities (ie Uttlesford District Council) will retain all locally generated business rates.


Committee is requested to authorise the Town Clerk and/or Responsible Financial Officer to engage with the Principal Authority on this matter with a view to a possible retention of some business rates by the Town Council


Billing Authorities will be able to offer discretionary relief on all Public Toilets.  Committee is requested to authorise the Town Clerk and/or Responsible Financial Officer to engage with the Principal Authority on this matter, submitting a request for discretionary relief for Hill Street Public Toilets.


Business Rates for Town Hall


Committee is requested to note the change in the business rating list for the Town Hall from a rateable value of £43,500 to £26,750 which has been back dated to March 2011.  A rebate is therefore due to the Town Council of £38,437.58 covering the period of March 2011 to date.


Committee is requested to note these details and to consider the allocation of these additional sums within the 2017/18 budget to any internal repair or refurbishment works to the Town Hall.  Rates will have been attributed to the Town Hall cost centre for expenditure and so it is perhaps appropriate to return these monies to the Town Hall cost centre allowing for future, potential works including the consideration of a misting system and/or new lift.



CAB Statistics


The Town Council has provided a grant to CAB for 2016/17 for £10,000.  CAB has provided the Town Council with the Quarter 3 statistics for Saffron Walden in order for Committee to become more informed about how the grant funding has been used – details as attached.




Establishment Matters


Essex Pension Fund


To receive an update regarding any meeting with Essex Pension Fund administrators to address the Town Council’s queries and concerns regarding the Pension Fund. 


The RFO has contacted both NALC and the Pensions Advisor for further advice on how to progress with this matter; it is anticipated that a verbal update can be reported at the meeting.




Urgent Information Items


Any items to verbally report for information only



Date and time of Next Meeting


Monday 20th March 2017, 7.30pm Council Chamber, Town Hall, Saffron Walden


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