Page 1 of 6
OPEN SESSION: There were 3 members of the public present.
MINUTES OF THE POLICY & FINANCE COMMITTEE
Held on Wednesday 20
th
June 2018 at 7.00pm at Ringwood Gateway, The Furlong,
Ringwood.
PRESENT: Cllr Jeremy Heron (Chairman)
Cllr Steve Rippon-Swaine (Vice Chairman)
Cllr Andy Briers
Cllr Philip Day
Cllr Christine Ford
Cllr Anne Murphy
Cllr Michael Thierry
Cllr Chris Treleaven
Cllr Angela Wiseman
IN ATTENDANCE: Chris Wilkins, Town Clerk
Nicola Vodden, Meetings Administrator
Cllr Tim Ward (from 7.30pm)
F/5579
APOLOGIES FOR ABSENCE
The Town Clerk reported that apologies for absence had been received from Cllrs Murphy,
O’Reilly and Ring and Rory Fitzgerald, Responsible Finance Officer.
F/5580
DECLARATIONS OF INTEREST
There were none at this stage.
F/5581
MINUTES OF THE PREVIOUS MEETING
RESOLVED: That the minutes of the meetings held on 16
th
May and 30
th
May 2018, having
been circulated, be approved and signed by the Chairman as a correct
record.
F/5582
GRANT AID
Members considered applications for Grant Aid from Poulner Baptist Chapel Community
Fund and Ringwood Junior School (Annex A).
Poulner Baptist Chapel Community Fund - An application had been submitted for an award
of £500 towards the Chapel’s community fund ‘Family Matters’ the purpose of which is to
support and encourage those within the local community through specific courses for those
experiencing issues with parenting, domestic abuse, eating disorders and debt support. Any
award would be put towards the course booklets and the costs of a support worker, to
provide additional support following attendance at the course.
Cllr Thierry declared a non-pecuniary interest as the applicant was known to him. He did not
take part in discussions, nor vote.
Page 2 of 6
The guidance notes state that ‘the Council is unlikely to award a grant where the application
is for or would support or promote religious ideals or affiliations’ and Members were not clear
whether this application fell into this category. Also there were some discrepancies between
the ‘cash in hand’ and income figures stated. Members agreed to defer the application and
reconsider it when these matters have been addressed.
Ringwood Junior SchoolA member of the school’s PTA presented the application for
£500, towards the costs of the purchase and furnishing of a ‘Time-out-Place’ log cabin. This
will be a special, quiet and peaceful area for unsettled children, furnished in such a way that
it provides a relaxed and sensory sensitive environment.
Members acknowledged the important role that the PTA has and wished to commend the
work it does for the school. An award of £500 was agreed towards this project.
RESOLVED:
1) That the Poulner Chapel application be deferred and re-considered when the
issues raised are resolved satisfactorily;
2) That, in exercise of the Powers of General Competence, a grant of £500 be
awarded to Ringwood Junior School towards the cost of a ‘Time-out-Place
Log cabin.
ACTION A Greenfield
F/5583
PROJECTS
The Town Clerk referred Members to the project reports (Annex B - updated following the
meeting).
CURRENT
A1 – Millennium ClockHe reported that the clock was working reliably and work was in
progress to identify someone to undertake the repainting of the columns and surround.
A2 - WW1 Armistice addition to remembrance Cllr Wiseman reported that she had been
working with the British Royal Legion (RBL), regarding the idea of a poppy display on the
main roundabout. The co-ordinator from RBL had obtained support from Knights Brown for
materials and in facilitating the project. It was understood that there would be no cost to
RBL, but it was agreed that the Council would cover any costs that were incurred. Members
agreed to support this proposal and it could now be progressed.
A3 - WW1 Armistice contribution to commemorative eventThe Town Clerk suggested that
this project be transferred to the Recreation, Leisure and Open Spaces as the budget had
been set and it would be more appropriate for it to deal with any practical details which
required resolving.
PROPOSED
B1 – Development of land at GreenwaysMembers were concerned that access issues
were unresolved and had been for a number of years. In order to consider options for the
future of the site, it was agreed that the Town Clerk prepare a brief, for Members to gain an
understanding of the current situation and the impediments preventing this matter moving
forward.
B2 – Technical OfficerMembers agreed to delete this item and employ someone with the
relevant skills, as it becomes necessary, on a project by project basis.
Page 3 of 6
RESOLVED: 1) That the update in respect of projects be received;
2) That the poppy display project be approved, with any costs incurred by
RBL, within the available budget, to be covered by the Council;
3) That a brief be prepared for Members in relation to the development of land
at Greenways.
ACTION C Wilkins
F/5584
MONTHLY FINANCIAL REPORTS
The Town Clerk highlighted payment 3002657 (Annex C(i)), the Council’s contribution
towards the running costs of The Gateway building. The figures for Trade Creditors and
Trade Debtors showing in the balance sheet are largely attributable to this arrangement.
Cllr Ward joined the meeting at 7:30pm.
In relation to payment 3002660, for a feasibility study at Long Lane, this amount will be
reimbursed from developerscontributions held by NFDC.
Cllr Thierry declared a pecuniary interest in payment 3002700 to Forest Newspapers Ltd, as
he is the business proprietor.
There was some discussion in relation to the absence of a monthly list of income received.
Some Members believing that this was necessary to fulfil their responsibility of overseeing
and scrutinising the financial transactions of the Council. It was acknowledged that this was
not a legal requirement but having asked for this on previous occasions, Members felt that
this was important and should be addressed. Income was included under budget headings
in the quarterly budget reports however, Members required more detail. The Chairman
agreed to liaise with the RFO, to determine what report could be produced monthly.
ACTION Cllr Heron / R Fitzgerald
In relation to Annex C(iii), bank balances and proposed transfers, it was noted that the date
was incorrect and should read 20
th
June 2018 and not 16
th
May 2018 and also that the figure
of £60,000 in Note 1 should read £50,000.
Members expressed disappointment that there was no information in the report in relation to
which institution the investments had been deposited, or were going to be deposited, as they
wished to have the assurance that they were approved investment agencies with high
ratings and lower risk. This information had been requested on previous occasions.
Members felt that requests were being ignored and they could not oversee the investments
as they are required to, without this being provided. They viewed it as regrettable that the
RFO was not present and agreed that the proposed transfer authority report not be signed
until further and better information is provided regarding proposed investments.
The Town Clerk explained the process in relation to the Annual Governance Statement
(Annex C (iv)) and that the internal auditor had signed the document. A full detailed version
of the internal audit would be brought forward at a future meeting with the action plan.
Members recommended that Full Council approve the Annual Return.
Members considered the RFO’s report in relation to reserves and provisions (Annex C(v))
which set out the rationale behind the approach taken and proposes specific changes to ear
marked reserves. They were pleased with the work done so far, but it was felt that this was a
Page 4 of 6
work in progress and further needed to be done to rationalise reserves further, with fewer,
clearer headings.
The Town Clerk suggested that a policy document be prepared to indicate what exactly is
proposed, the purpose of each earmarked reserve and the logic behind it explained.
Members agreed that this was required to save any potential uncertainty in the future.
ACTION C Wilkins / R Fitzgerald
RESOLVED:
1) That the list of cheque payments on the Imprest account for May be
authorised. Cllrs Heron and Rippon-Swaine signed the report;
2) That the list of Petty Cash payments for May be authorised. Cllrs Heron
and Rippon-Swaine signed the report;
3) That the Statement of Town Council Balances be received;
4) That the Inter Account Transfer not be authorised;
5) That the Finance Manager’s report in respect of 2017/18 outturn and
Annual Return be noted;
6) That the Finance Manager’s report in respect of reserves and provisions be
received
RFO’s recommendations in report:-
i) The existing earmarked provisions be consolidated, eliminating 7 of the
provisions and releasing £13,673 to be added to those provisions where
funds are considered to be inadequate.
ii) New earmarked provisions are created for Cemetery extension, Carvers
re-development (including replacement of the sheds), and Grounds
Maintenance.
iii) The annual contribution to the machinery replacement reserve be
increased by £4,000 to £14,000.
iv) Members consider whether any other annual contributions to earmarked
provisions, such as that for play equipment,( currently £6,900 pa), be
adjusted.
v) The sum of £36,000 be transferred from the General reserve to
earmarked provisions, to be added to the £13,673 released through
consolidation.
vi) That the individual amounts to be distributed across new and existing
earmarked provisions, per the schedule in Appendix 1, be approved.
7) That the reserves be further reviewed when the supporting policy
statement is available.
RECOMMENDED: 1) That the Annual Internal Audit Report 2017/18 be received;
2) That the Annual Governance Statement and the Accounting
Statements 2017/18 be approved;
ACTION R Fitzgerald / C Wilkins
F/5585
MEMBERS’ ALLOWANCES 2018/19
The Town Clerk indicated that the figures had been received from NFDC regarding
Members’ Allowances and a formal written proposal, with a recommendation to increase the
Page 5 of 6
allowance, would be brought forward at the next meeting. Subject to approval, the increase
would be backdated.
RESOLVED: That the Town Clerk’s verbal report in respect of MembersAllowances be
noted.
ACTION R Fitzgerald
F/5586
STANDING ORDERS
Members considered a motion to vary Standing Orders (Annex D). The Town Clerk
confirmed that there would be no further changes to the draft document and the version
included with these minutes would be considered by Full Council on 27
th
June 2018.
The motion was agreed and the matter was immediately adjourned, in accordance with the
current Standing Order 68.
RESOLVED: That the review of Standing Orders be noted and adjourned.
RECOMMENDATION: That the review of Standing Orders be considered.
ACTION C Wilkins
F/5587
BUDGET FOR CONSULTANCY FEES
Members considered the report in relation to Health and Safety consultancy fees and
approved the recommendation therein, to increase to the budget provision by £564 to
£2688. (Annex E)
RESOLVED: That an increase in the provision for Health and Safety consultancy fees
be approved and the additional £564 be funded from the General
Reserve.
ACTION C Wilkins
F/5588
REVIEW OF SUBSCRIPTIONS
The Town Clerk confirmed that the subscriptions (Annex F) were either necessary or of
benefit to the Council.
RESOLVED: That the report in respect of subscriptions be noted.
ACTION C Wilkins
F/5589
EXCLUSION OF THE PRESS AND PUBLIC
RESOLVED: That, in accordance with section 1(2) of the Public Bodies (Admission to
Meetings) Act 1960, the press and public be excluded because publicity
would be prejudicial to the public interest by reason of the confidential nature
of the business to be transacted (staffing matter).
Page 6 of 6
F/5590
EVENTS MANAGEMENT AND ADMINISTRATION
Members were provided with details of the discussion that took place at the Recreation,
Leisure and Open Spaces Committee on 6
th
June 2018, in relation to events management
and administration. That Committee was minded not to agree with the Town Clerk’s
recommendation to create a role of Events Co-Ordinator, but that this Committee consider
the matter further.
Members agreed that it would be beneficial for the Events Team to have a single point of
contact within the office, with budgetary responsibility, and who could authorise expenditure
and raise orders, etc. without referral to the Town Clerk or Deputy Town Clerk. This role
would provide support to the team, as and when required, with a flexible arrangement by
means of a zero-hours contract, and allow for attendance at evening meetings (where
necessary) by a local member of staff. Help could also be provided with grant applications
(but not to obtain sponsorship).
It was acknowledged that there were concerns in relation to the creation of the post, as the
extent of the role was not clearly defined, at this stage. Members did not wish to see this role
distract The Manager at The Place’s focus from her responsibilities there and how this would
work in practice was questioned. Currently, the Events Team take responsibility for each of
their areas/actions and there was some concern that the organising of events would become
the Co-Ordinator’s role should the ET membership change in the future.
Following discussions, it was proposed that a recommendation be made to Council that the
temporary role be created and Members agreed.
RECOMMENDED: That the post of Events Co-Ordinator be created for a 6-month trial
period, on the basis that it does not interfere with the progress made and ongoing work at
Carvers and The Place and that a budget be set for this purpose.
ACTION C Wilkins
There being no further business, the Chairman closed the meeting at 8.38pm.
Note: The text in the Action Boxes above does not form part of these minutes.
RECEIVED APPROVED
27
th
June 2018 18
th
July 2018
TOWN MAYOR COMMITTEE CHAIRMAN
PREVIOUS GRANTS PAID
2015/16
2016/17
2017/18
REQD
£
£
£
£
Poulner Baptist Chapel
0
0
0
500
Ringwood Junior School PTA
0
300
0
500
1,000
(*) A grant application was not submitted by the organsiation for this year
2018/19 FUNDS AVAILABLE
£
2018/19 Budget 9,000
Total Funds available 9,000
Less Paid 400
Total Unspent @ 20/06/18
8,600
2018/19 GRANTS PAID TO DATE
Min Ref
£
Breast Cancer Haven Wessex 100
Avon Valley Dementia Pals 300
TOTAL
400
2018/19 GRANTS REJECTED TO DATE
Meeting
Min Ref
Reason Rejected
POLICY & FINANCE COMMITTEE 20TH JUNE 2018
GRANTS 2018/2019
GRANTS REQUESTED
A
7
Poulner Baptist Chapel
A Charitable Company
Limited by Guarantee
Notes
Unrestricted
Funds
Designated
Funds
Restricted
Funds
Total Funds Capital Fund Total All Funds Total Funds 2015
£ £ £ £ £ £ £
Incoming Resources
Incoming resources from generated funds
Voluntary income 1 172,992 26,067 25,792 224,851 224,851 278,443
Activities for generating funds 2 2,313 2,313 2,313 1,563
Investment income 144 144 144 131
Incoming resources from charitable activities 3 4,472 7,346 11,818 11,818 13,185
Incoming resources from non-charitable activities 4 20,055 20,055 20,055
Total incoming resources: 179,921 26,067 53,193 259,181 0 259,181 293,322
Resources Used
Costs of generating funds
Costs of generating voluntary income 5 1,693 1,693 1,693 827
Charitable activities 6 173,764 26,688 30,902 231,354 231,354 219,357
Non-charitable activities 4 21,283 21,283 21,283
Governance costs 7 2,626 2,626 2,626 2,572
Total resources used: 178,083 26,688 52,185 256,956 0 256,956 222,756
Net incoming/outgoing resources: 1,838 (621) 1,008 2,225 2,225 70,566
There were no other recognised gains or losses
Net movement in funds: 1,838 (621) 1,008 2,225 0 2,225 70,566
Total Funds Brought Forward: 36,759 13,405 3,648 53,812 1,296,277 1,350,089 1,279,523
Total Funds Carried Forward: 8 38,597 12,784 4,656 56,037 1,296,277 1,352,314 1,350,089
Represented by:
Revenue Funds
General Fund Appendix A 38,597 2,071 40,668 40,668 38,054
Mission Fund Appendix B (1,695) 1,504 (191) (191) 1,301
Property Fund Appendix C 14,479 1,081 15,560 15,560 14,457
Total Revenue Funds: 38,597 12,784 4,656 56,037 56,037 53,812
Capital Fund 9 1,296,277 1,296,277 1,296,277
Total All Funds 38,597 12,784 4,656 56,037 1,296,277 1,352,314 1,350,089
Revenue Funds
Statement of Financial Activity - Year to 31 December 2016
A detailed
breakdown of the
figures for 2015 is
shown on the next
page.
8
Poulner Baptist Chapel
A Charitable Company
Limited by Guarantee
Previous Year’s Comparative Figures
Unrestricted
Funds
Designated
Funds
Restricted
Funds
Total Funds Capital Fund Total All Funds
£ £ £ £ £ £
Incoming Resources
Incoming resources from generated funds
Voluntary income 129,733 22,788 125,922 278,443 278,443
Activities for generating funds 1,563 1,563 1,563
Investment income 131 131 131
Incoming resources from charitable activities 13,185 13,185 13,185
Total incoming resources: 144,612 22,788 125,922 293,322 0 293,322
Resources Used
Costs of generating funds
Costs of generating voluntary income 827 827 827
Fundraising trading: cost of goods sold and other 0 0 0
Charitable activities 151,320 22,356 45,681 219,357 219,357
Governance costs 2,572 2,572 2,572
Total resources used: 154,719 22,356 45,681 222,756 0 222,756
Net incoming/outgoing resources before transfers: (10,107) 432 80,241 70,566 70,566
Transfers etc.
Transfers between accounts (866) (866) 866 0
Loan repayments (66,702) (66,702) 66,702 0
There were no other recognised gains or losses
Net movement in funds: (10,107) 432 12,673 2,998 67,568 70,566
Total Funds Brought Forward: 46,866 (1,359) 5,307 50,814 1,228,709 1,279,523
Total Funds Carried Forward: 36,759 (927) 17,980 53,812 1,296,277 1,350,089
Represented by:
Revenue Funds
General Fund 36,759 1,296 38,055 38,055
Mission Fund (927) 2,227 1,300 1,300
Building / Property Fund 14,457 14,457 14,457
Total Revenue Funds: 36,759 (927) 17,980 53,812 53,812
Capital Fund 1,296,277 1,296,277
Total All Funds 36,759 (927) 17,980 53,812 1,296,277 1,350,089
Revenue Funds
Statement of Financial Activity - Year to 31 December 2015
9
Poulner Baptist Chapel
A Charitable Company
Limited by Guarantee
The notes on pages 11 to 16 form part of these financial statements
As at 31
December 2015
Notes £ £ £ £
Fixed Assets 13 1,296,302 1,304,054
Current Assets:
Debtors 14 5,623 3,349
Cash at Bank and in Hand 15 50,624 44,066
56,248 47,416
Liabilities:
Creditors falling due within one year 16 236 1,381
56,012 46,035
Total Assets less Current Liabilities: 1,352,314 1,350,089
Liabilities:
Creditors falling due after more than one year 0 0
Total Net Assets less Liabilities: 1,352,314 1,350,089
Represented by:
Revenue Funds:
General Fund Appendix A 40,668 38,054
Mission Fund Appendix B (191) 1,301
Property Fund Appendix C 15,560 14,457
56,037 53,812
Capital Fund 1,296,277 1,296,277
Total Funds: 1,352,314 1,350,089
Balance Sheet as at 31 December 2016
12
Poulner Baptist Chapel
A Charitable Company
Limited by Guarantee
NOTES TO THE FINANCIAL STATEMENTS
1. Voluntary Income:
This includes sums recovered under Gift Aid arrangements. The amount for 2016 is £36,825 (£41,821 in 2015). Further analysis of general giving can be
found in the Appendices.
2. Activities for generating funds:
This relates to sales of books etc.
3. Incoming resources from charitable activities:
The total includes income from the use of PBC’s premises and miscellaneous donations.
4. Incoming resources and expenditure relating to non-charitable activities:
A Fund was set up to help the Matizas (associated workers in Zimbabwe) to build a home of their own and therefore save themselves significant rental
costs. Advice from the Charity Commission indicated that this income and expenditure should be deemed “non-charitable”. No Gift Aid was claimed on
these donations. The Fund is now closed.
5. Costs of generating voluntary income:
This relates to money spent on publicity.
6. Charitable activities:
PBC spends the money it receives in meeting its Objects as defined in its Constitution. Further analysis of spending can be found in the Appendices.
13
7. Governance costs:
These are costs relating to legal and accounting costs and are made up as follows:
8. Total Funds Carried Forward:
The balance on the Unrestricted Funds relates to the General Fund (see Appendix A).
The balances on Restricted Funds are as follows:
The balances on Designated Funds are as follows:
£ 2015 (£)
DBS checks 212 534
Accounts inspection 675 850
Copyright fees (songs etc)
1,035 517
Stewardship 500 500
TV licence 146 146
Other 58 25
2,626 2,572
£ 2015)
General Fund (see Appendix A) 2,071 1,296
Mission (Group) Fund (see Appendix B) 1,504 2,227
Property Fund (see Appendix C) 1,081 125
4,656 3,648
£ 2015)
General Fund (see Appendix A) 0 0
Mission (Group) Fund (see Appendix B) (1,695) (927)
Property Fund (see Appendix C) 14,479 14,332
12,784 13,405
14
9. Capital Fund:
Now that the work on the new building is complete, the transactions associated with the building project have been moved from the Building Fund to this
Fund so that management of the Property Fund (see Appendix C) is simplified. The balance on the Fund is £1,296,277 and represents the cost of the
Freehold Building (see also note 13 below).
10. Taxation:
No liability to UK corporation tax arose on ordinary activities for the year ended 31 December 2016 as this is a registered charity.
11. Transactions with Directors:
One of the Directors / Trustees (Adam Skirton) is employed by the Charity under terms approved by the Charity Commission and he received emoluments
of less than £40,000 (2015: £40,000). No sums were paid to other Directors / Trustees for their work as a Director / Trustee.
The Company complies with the requirements of the Workplace Pension Regulations but does not operate a pension scheme of its own contributions
from employees and the Company are paid into approved pension funds.
12. Ultimate controlling party:
The charitable company is under the control of its members and no one member has sufficient voting rights to control it. In accordance with Sections
790M & 790ZA of the Companies Act 2006, Adam Skirton (Director / Trustee and Senior Pastor) has been designated as the Person with Significant
Control.
13. Fixed Assets:
The table on page 15 provides details of the fixed assets included in the balance sheet. Depreciation is included in the General Fund (see Appendix A). .
Discussions are ongoing with the Church Growth Trust who are the “holding trustees” for the property – as to whether the building asset should be
shown in their accounts or PBC’s.
The figure for Fixtures and Fittings is a notional sum and represents £5 each for three classes of assets that have been fully depreciated by the end of 2015.
Similarly the figure for Motor Vehicles is a notional sum and represents £5 for each of the two vehicles which were fully depreciated by the end of 2016.
15
14. Debtors:
Debtors are made up as follows:
Freehold
Property
Fixtures,
Fittings and
Equipment
Motor
Vehicles
Total
Cost £ £ £ £
As at 1 January 2016 1,296,277 29,628 38,728 1,364,633
There were no additions or disposals in the year 0
As at 31 December 2016 1,296,277 29,628 38,728 1,364,633
Depreciation
As at 1 January 2016 29,613 30,966 60,579
Charged in year 0 7,752 7,752
On disposal 0
As at 31 December 2016 29,613 38,718 68,331
Net Book Value
As at 31 December 2016 1,296,277 15 10 1,296,302
As at 31 December 2015 1,296,277 15 7,762 1,304,054
Assets 2016
£ 2015 (£)
HMRC - Gift Aid 5,145 2,518
Payments in advance 478 831
5,623 3,349
16
15: Bank and cash balances:
These are made up as follows:
16. Creditors:
Those falling due within one year relate to various small amounts of expenses paid in 2017 but relating to 2016.
There are no creditors falling due after more than one year.
£ 2015 (£)
CAF Current Account 5,201 8,778
CAF Deposit Account 32,036 22,000
Stewardship Deposit Account 13,347 13,248
Cash 40 40
50,624 44,066
Ringwood Gateway, The Furlong, Ringwood, Hampshire, BH24 1AT
Tel: 01425 473883. Email: town.council@ringwood.gov.uk
APPLICATION FOR GRANT AID
Applicant’s Details
Name of Organisation
requesting grant
Postal Address
Name of Contact
Contact’s telephone number
Contact’s email:
Details of Grant Request
Amount requested
£
What is the purpose of the
grant?
How would the people of
Ringwood benefit from your
receiving this grant?
Ringwood Junior School PTA
High Town Road
Ringwood
Hampshire BH24 1NH
Letitia Cox
01425473554 or 07964081517
letitiacox@btinternet.com
500.00
the grant would be a contribution towards the costs of the
purchase and furnishing of a 'Time-Out -Place' log cabin.
This log cabin will be special area is for children who require
a quiet and peaceful space due to becoming unsettled. This
peaceful place will be furnished specially so that children with
special requirements can relax and regain confidence to
re-join the lschool's earning sessions. The cabin will be fitted
out in a sensory sensitive and effective manner.
By having local children who are educated and cared for
in manner that positively influences their stimulus and
develpment and character. This will reflect positively in the
local community as these children grow up in Ringwood,
respect and build on the cohesion and strenght of out
town.
A
How many Ringwood people would benefit?
Total cost of project
£
If the organisation were to be
successful in securing a
grant, to whom should the
cheque be payable?
Information about your Organisation
Membership:
What facilities do you provide?
Subscription: £
Names of competing
or similar
organisations
Funds available to your organisation
(apart from this grant application)
Cash in hand: £
Annual income: £
Other sponsoring bodies
and amounts donated
by them
£
£
£
Have you applied, or do you
intend to apply, to any other
sponsoring bodies for
funding? If so, please give
details.
Signature of Applicant
Date
Position within the
Organisation:
Next Policy & Finance meeting where
grant applications will be considered
Office use only
Date by which all documentation should
be received to be included on the
Agenda for the above meeting
Please refer to the separate Notes for Applicants document.
If you wish to attend the Committee meeting at which your application will be
considered, please contact us.
378
2,769
Ringwood Junior School PTA
We support the Ringwood Junior School by aquiring additional
funding for the benefit of the school children.
n/a
1,500
TIS Electronics
the school fund
Letitia Cox
13/06/2018
Treasurer, Ringwood Junior School PTA
7395.53 (at 31 Aug 2017)
A
9:14 AM
15/10/17
Accrual Basis
Ringwood Junior School PTA
Trial Balance
As of August 31, 2017
Ringwood Junior School PTA Aug 31, 2017
Trial balance 2016-2017 Debit Credit
Current Account 7,389.46
Petty Cash 0.00
Accounts Receivable 6.07
Accounts Payable 25.09
Opening Bal Equity 6.07
Retained Earnings 3,482.21
Disco's:Change-Over Disco 874.86
Disco's:February Disco 619.13
Disco's:March Disco 447.30
Disco's:November Disco 646.32
Easter Bake & Raffle 434.57
Fayres:Christmas Fayre 2,250.29
Fayres:Summer Fayre 4,687.66
Film Evenings:April film evening 394.00
Film Evenings:January film eve 500.62
Film Evenings:March Film evening 550.23
Film Evenings:November film eve 548.08
Gifts & Donations 342.05
Miscellaneous Income (summer fayre 2016) 28.00
Contributions to School 0.01
Contributions to School:Christmas celebrations 396.00
Contributions to School:Engineering Project 1,279.09
Contributions to School:Lego Club 207.34
Contributions to School:M&M productions school play 998.00
Contributions to School:Maths Equipment 280.45
Contributions to School:Reading Books 471.77
Contributions to School:Reading Plus 940.00
Contributions to School:Science Project 552.12
Contributions to School:Year 6:Leavers breakfast 336.00
Contributions to School:Year 6:Leavers dinner 111.16
Contributions to School:Year 6:Leavers disco 151.91
Contributions to School:Year 6:Leavers Fun Afternoon 70.00
Contributions to School:Year 6:Leavers gifts 222.64
Discos:Change-Over Disco 179.72
Discos:February disco 171.18
Discos:March disco 151.45
Discos:November disco 181.62
Fayre:christmas fayre 510.96
Fayre:summer fayre 777.67
Film evening:April Film Evening 72.61
Film evening:January film eve 78.34
Film evening:March Film Eevening 74.27
Film evening:November film eve 113.50
Insurance 101.00
TOTAL 15,830.41 15,830.41
Page 1 of 1
A
EVENTS
INCOME
EXPENSES
NET INCOME
November Disco £646.32 £181.62 £464.70
February Disco £619.13 £171.18 £447.95
March Disco £447.30 £151.45 £295.85
Change-Over Disco £874.86 £179.72 £695.14
TOTAL DISCOs £1,903.64
November Movie £548.08 £113.50 £434.58
January Movie £500.62 £78.34 £422.28
March Movie £550.23 £74.27 £475.96
April Movie £394.00 £72.61 £321.39
TOTAL MOVIEs £1,654.21
Christmas Fayre £2,250.29 £365.78 £1,884.51
Summer Fayre £4,687.66 £777.67 £3,909.99
TOTAL FAYRES £5,794.50
Easter Raffle £436.57 £436.57
Ringwood Town donation (for books) £300.00
Other income (The Giving Machine) £70.05
TOTAL INCOME (from events & donations) £10,158.97
CONTRIBUTIONS TO SCHOOL
Christmas chocolate boxes for pupils £467.82
SATS breakfast £336.00
Year 6 Leavers disco - DJ Martin £151.91
Year 6 Leavers dinner £111.16
Year 6 fun afternoon £70.00
Year 6 Leavers gifts (2016) £222.64
Engineering (Rocket Kit Project) £1,279.09
Science Project (Bird Box) £552.12
Lego Club £255.48
M&M Production (2016 & Sept2017 prodns) £998.00
Maths equipment £280.45
Reading books £471.77
Reading Plus £940.00
Learning Power puppets (£961.35 see note below)
TOTAL CONTRIBUTIONS £6,136.44
Bank balance at 31 Aug 2017 = £ 7,395.53
cheque payments pending = £ 961.35
Available (at 21 Sept. 2017) = £ 6,434.18
Note: opening bank balance at 1 Sept 2016 was
£3,481.61
Committed Funds: Christmas,Yr6, Bird Box, Rockets
PTA income & Expenditure 2016-2017 (by events - simplified)
Commited funds for 2017/18 = +/- £ 1,700.00
A
2018-19
Project
progress
report
Policy
&
Finance
Committee
Updated:
21
st
June
2018
Item
No.
Name
Recent
developments
Resource
use
Finish
in
2018-19?
Notes
Finance
Staff
time
Budget
Spent
to
date
Predicted
out-turn
Projects
with
budgetary
implications
(bids
included
in
2018-19
budget)
A1
Millennium
Clock
A
follow
-
up
visit
since
the
main
repair
in
April
has
now,
apparently,
ensured
that
both
faces
show
the
same,
correct
time.
£1,000
£580
Moderate
Probable
O
fficers
will
now
procure
the
r
epainting
of
the
columns
and
surround.
A2
WW1
Armistice
lasting
addition
to
remembrance
A
proposal
for
a
poppy
display
on
the
town
roundabout
was
presented
at
the
meeting
on
20
th
June
£500
£0
Officers
will
work
with
Cllr
Wiseman,
the
RBL
and
the
sponsor
Knights
Brown
to
carry
this
into
effect.
A3
WW1
Armistice
contribution
to
commemorative
ev
ent
Details
of
ceremonies
and
parade
and
help
needed
from
RTC
are
awaited
from
RBL
£1,000
£0
Probable
T
his
item
will
be
moved
to
RL&OS
committee
Projects
with
budgetary
implications
(not
included
in
2018-19
budget
but
added
since)
B1
None
Projects
with
no
budgetary
implications
C1
Review
of
Standing
Orders
Adjourned
to
full
council
meeting
on
27
th
June
in
a
ccordance
with
current
standing
orders
Moderate
Probable
New
projects
planner
Policy
&
Finance
Committee
Updated:
21
st
June
2018
Item
No.
Name
Brief
description
&
notes
(define
scope
and
quality
requirements)
Resource
requirements
Budget
Bid
Priority
(specify
number)
Finance
Time
and
attention
RTC
recurring
cost
RTC
non
-
recurring
cost
Other
source
Members
Staff
Others
Projects
with
budgetary
implications
(for
possible
inclusion
as
bids
in
2019-20
budget)
A1
ICT
overhaul
Decoupling
of
most
ICT
functions
from
NFDC
Increase
Substantial
N/A
Moderate
Significant
Moderate
Projects
with
budgetary
implications
(for
possible
inclusion
as
bids
in
later
budgets)
B1
Development
of
land
at
Greenways
Outline
planning
permission
was
renewed
on
07/08/2017.
Access
remains
unresolved;
a
private
briefing
to
councillors
will
be
prepared
and
delivered
by
the
Town
Clerk.
Has
potential
to
generate
a
significant
c
apital
receipt.
£0
£?
£0
None
Significant
None
B2
Technical
Officer
Recruitment
of
a
0.2FTE
employee
£?
£?
£0
Minimal
Significant
None
Projects
with
no
or
neutral
budgetary
implications
None
A
RINGWOOD
TOWN
COUNCIL
FINANCIAL
REPORTS
FOR
POLICY
&
FINANCE
COMMITTEE
MEETING
20TH
JUNE
2018
Date
Trans
Details
Budget
Comm
Description
Amount
No
£
May
2018-05-01
3002633
R
M
Smith
Fencing
Prems
R&L
Carvers
-
Repair
vandalised
gate
48.00
2018-05-01
3002638
Hampshire
C.C.
Prems
P&F
Gateway
-
Cleaning
equipment
54.95
2018-05-01
3002634
Central
Southern
Sec
Prems
C/R&L/P&
Cemetery,
Carvers
&
The
Place
-
Alarm
work
3,681.02
2018-05-01
3002639
Central
Southern
Sec
Prems
R&L
Carvers
Sheds
-
Service
call
to
refit
sensor
54.00
2018-05-01
3002623
M
J
Coakley
Electrical
S&S
P&F
Christmas
Lights
-
Call
out
to
check
Mkt
Place
70.00
2018-05-01
3002625
Forest
Edge
Electrical
S&S
Cem
Cemetery
-
Supply
and
fit
new
socket
90.00
2018-05-01
3002624
Forest
Edge
Electrical
S&S
R&L
Pavilion
-
Invest/replace
lights/showers
sensors
120.00
2018-05-01
3002636
Abbas
Cabins
S&S
P&F
Royal
Wedding
-
Hire
of
portable
toilets
366.00
2018-05-01
3002626
Comm.
Fst
Wessex
HEH
Employs
P&F
Gateway
-
Grant
Funding
Training
90.00
2018-05-01
3002637
Dorset
Land
Surveying
Prems
R&L
War
Memorial
-
To
carry
out
survey
150.00
2018-05-01
3002640
Bournemouth
Water
Prems
Cem
Ringwood
Cemetery
44.73
2018-05-01
3002641
Bournemouth
Water
Prems
Allots
Southampton
Road
allotments
14.43
2018-05-01
3002642
Bournemouth
Water
Prems
P&F
The
Place
81.87
2018-05-01
3002643
Bournemouth
Water
Prems
R&L
Mount
Pleasant
Sports
Ground
21.88
2018-05-01
3002627
A
Underwood
Prems
Allots
Allotment
-
Rent
refund
HRM7
5.63
2018-05-01
3002645
Peter
Noble
Trans
R&L
Machinery
-
Kubota
&
Major
roller
mowers
19,614.90
2018-05-08
3002653
R
M
Smith
Fencing
Prems
R&L
Toad
Corner,
Ash
Grove
&
Church
grounds
1,428.00
2018-05-15
3002654
Fernhill
Wholesale
S&S
P&F
Gateway
-
Maps
to
sell
in
VIC
49.60
2018-05-15
3002659
Hampshire
C.C.
Trans
R&L
Ford
Transit
-
Maintenance
contract
75.60
2018-05-15
3002657
New
Forest
D.C.
Prems
P&F
Gateway
-
2017/18
Contrib.
towards
run.
costs
35,766.00
2018-05-15
3002668
Itec
S&S
P&F
Gateway
-
Photocopies
and
gold
support
120.11
2018-05-15
3002662
Helen
Short
S&S
P&F
Gateway
-
Work
uniform
HS
57.00
2018-05-15
3002648
Fleet
Line
Markers
Prems
R&L
Open
Spaces
-
Multifill
white
line
2,040.00
2018-05-15
3002655
Hants
Play.
Field
Assoc
S&S
P&F
Gateway
-
Subscription
2018
-
19
60.00
2018-05-15
3002656
Site
Safety
Ltd
S&S
R&L
Groundsmen
-
Work
wear
and
dust
masks
73.97
2018-05-15
3002660
LK2
Sport
&
Leisure
S&S
P&F
Long
Lane
-
Feasibility
study
Interim
1
of
2
3,000.00
2018-05-15
3002663
Bournemouth
Water
Prems
Allots
Upper
Kingston
allotments
580.20
2018-05-15
3002664
Bournemouth
Water
Prems
R&L
Standpipe
Bickerley
Road
12.71
2018-05-15
3002666
Bournemouth
Water
Prems
P&F
71
Christchurch
Road
62.07
2018-05-15
3002661
Ollie
Angell
S&S
P&F
Royal
Wedding
-
Supply
of
sound
system
110.00
2018-05-22
3002680
Suez
S&S
Cem
Cemetery
-
Excess
weight
charge/contract
end
7.91
2018-05-22
3002676
Peter
Noble
Trans
R&L
John
Deere
-
Check
and
replace
faulty
battery
118.58
2018-05-22
3002677
Peter
Noble
Trans
R&L
Slitting
machine
-
Supply
and
fit
tyre
83.96
2018-05-22
3002678
Peter
Noble
Trans
R&L
Slitting
machine
-
Replace
hydraulic
hose
67.92
2018-05-22
3002673
Hampshire
C.C.
S&S
P&F
Gateway
-
Stationery
13.66
2018-05-22
3002688
New
Forest
D.C.
Prems
P&F
Gateway
-
CCTV
Contribution
1.4.18
-
30.9.18
4,395.00
2018-05-22
3002694
Letters
&
Logos
Ltd
S&S
P&F
Royal
Wedding
-
Correx
panels
for
road
signs
96.72
2018-05-22
3002675
Colin
Joy
S&S
Cem
Cemetery
stone
wall
-
Take
down
and
repair
582.00
2018-05-22
3002693
Alexandra
S&S
P&F
Groundsmen
-
Workwear
JW
56.16
2018-05-22
3002683
Brewers
Prems
R&L
Seats
-
Hammerite
thinners/brush
cleaner
16.97
2018-05-22
3002682
Brewers
Prems
R&L
Seats
-
Owatrol
Deks
30.10
2018-05-22
3002681
Brewers
Prems
R&L
Seats
-
Hammerite
dark
green
paint
52.49
2018-05-22
3002690
Avon
Valley
Dem.
Pals
S&S
P&F
Gateway
-
Grant
towards
providing
a
service
300.00
2018-05-22
3002684
1st
Stop
Clean
S&S
P&F
Gateway
-
Office
clean
March
2018
211.25
2018-05-22
3002669
Site
Safety
Ltd
S&S
R&L
Groundsmen
-
Outback
hat
green
11.15
2018-05-22
3002692
CSST
Ltd
S&S
P&F
Royal
Wedding
-
Security
1,050.00
2018-05-22
3002679
Marchwood
PC
Employs
R&L
Groundsmen
-
Play
Inspection
course
x
2
BG/DT
227.14
2018-05-22
3002687
NALC
S&S
P&F
Gateway
-
LCR
Subscription
2018/19
17.00
2018-05-24
3002698
SFL
S&S
P&F
Royal
Wedding
-
Hire
large
TV
screen
4,051.77
2018-05-24
3002697
Phil
Small
Marquees
S&S
P&F
Royal
Wedding
-
Hire
chairs
&
tables
1,056.00
2018-05-24
3002689
Breast
Cancer
Haven
S&S
P&F
Gateway
-
Grant
for
compliment.
therapies
100.00
2018-05-29
3002703
HALC
S&S
P&F
Gateway
-
Neighbourhood
Planning
Seminar
CT
18.00
2018-05-29
3002700
Forest
Newspapers
S&S
P&F
Gateway
-
Annual
Town
Assembly
Advert
96.00
2018-05-29
3002701
Elliott
Brothers
Ltd
S&S
Allots
Allotments
-
Spare
parts
to
repair
outside
tap
9.29
2018-05-29
3002702
Central
Southern
Sec
Prems
Cem
Cemetery
shed
door
-
Service
call
to
fit
magnet
54.00
2018-05-29
3002699
Alexandra
S&S
P&F
The
Place
-
Chef's
aprons
28.68
2018-05-29
3002717
Charmaine
Bennett
S&S
P&F
The
Place
-
Food
228.64
SUBTOTAL
80,923.06
POLICY
AND
FINANCE
COMMITTEE
20TH
JUNE
2018
LIST
OF
PAYMENTS
FROM
IMPREST
BANK
ACCOUNT
FOR
THE
PERIOD
1ST
TO
31ST
MAY
2018
EáF
Date
Trans
Details
Budget
Comm
Description
Amount
No
£
May
2018-05-01
SO
TLC
On-line
S&S
P&F
Web
Site
Maintenance
-
May
2018
80.00
2018-05-30
SO
Just
Health
&
Safety
S&S
P&F
June
2018
212.40
2018-05-01
DD
New
Forest
D.C.
Prems
P&F
Cemetery
Rates
-
May
2018
394.00
2018-05-01
DD
New
Forest
D.C.
Prems
P&F
The
Place
Rates
-
May
2018
186.00
2018-05-01
DD
PWLB
Capital
P&F
Loan
-
Long
Lane
5,374.96
2018-05-01
DD
IOG
S&S
P&F
Annual
subscription
135.00
2018-05-09
DD
UK
Fuels
Trans
R&L
Fuel
-
April
2018
72.52
2018-05-14
DD
Southern
Electric
Prems
R&L
Open
Spaces
-
Street
lighting
qtr.
1
68.78
2018-05-21
DD
Worldpay
S&S
P&F
The
Place
-
Fee
for
card
machine
182.96
2018-05-22
DD
Zurich
Employs
P&F
AVC
-
April
2018
600.00
2018-05-25
DD
British
Gas
Prems
P&F
Greenways
Feb-May
2018
653.91
2018-05-31
DD
Utility
Warehouse
S&S
Cem
Cemetery
mobile
phones
-
April
2018
30.00
2018-05-31
DD
Utility
Warehouse
S&S
Cem
Cemetery
landline
-
April
2018
24.60
2018-05-31
DD
Utility
Warehouse
Prems
Cem
Cemetery
electricity
-
April
2018
66.57
2018-05-31
DD
Utility
Warehouse
Prems
Cem
Cemetery
club
membership
-
April
2018
2.40
2018-05-31
DD
Utility
Warehouse
Prems
R&L
Sports
Pav.
electricity
-
April
2018
41.84
2018-05-31
DD
Utility
Warehouse
Prems
R&L
Sports
Pav.
club
membership
-
April
2018
2.40
2018-05-31
DD
Utility
Warehouse
Prems
R&L
Pav.
Sports
Gd
electricity
-
April
2018
7.21
2018-05-31
DD
Utility
Warehouse
Prems
R&L
Pav.
Sports
Gd
club
mem/ship
-
April
2018
2.40
2018-05-31
DD
Utility
Warehouse
S&S
P&F
The
Place
mobile
phones
-
April
2018
10.00
2018-05-31
DD
Utility
Warehouse
S&S
P&F
The
Place
landline
-
April
2018
25.04
2018-05-31
DD
Utility
Warehouse
Prems
P&F
The
Place
electricity
-
April
2018
346.06
2018-05-31
DD
Utility
Warehouse
Prems
P&F
The
Place
club
membership
-
April
2018
2.40
2018-05-31
DD
PWLB
Capital
P&F
Loan
-
Gateway
10,397.99
2018-05-29
PAY
Lloyds
S&S
P&F
Bank
charges
-
April
2018
30.83
2018-05-11
BGC
Austin
&
Wyatt
S&S
P&F
Agents
fees
-
May
2018
136.00
2018-05-17
LloydsCC
Toolstop
S&S
R&L
Equipment
&
Tools
-
Milwaukee
long
tape
54.00
2018-05-15
BP
Hampshire
C.C.
Employs
P&F
Pension
April
2018
6,198.02
2018-05-22
DD
Inland
Revenue
Employs
P&F
April
2018
4,805.02
2018-05-25
Telepay
Staff
Employs
P&F
May
2018
20,900.51
TOTAL
131,966.88
AUTHORISATIONS
-------------------------------
-------------------------------
DATE
20th
June
2018
20th
June
2018
POLICY
AND
FINANCE
COMMITTEE
20TH
JUNE
2018
LIST
OF
PAYMENTS
FROM
IMPREST
BANK
ACCOUNT
FOR
THE
PERIOD
1ST
TO
31ST
MAY
2018
EáF
Date
Voucher
Details
Location
Description
Amount
No
£
May
2018-05-01
02/01
Waitrose
Gateway
Air
freshner
&
milk
5.98
2018-05-04
02/02
Waitrose
Gateway
Milk
1.10
2018-05-09
02/03
Sainsburys
Gateway
Milk
0.80
2018-05-10
02/04
Sainsburys
Gateway
Coffee
&
tea
14.99
2018-05-10
02/05
Rwd
Surplus
Stores
Gateway
Chain
for
lamp
collecting
tin
2.99
2018-05-15
02/06
Iceland
Gateway
Milk
1.00
2018-05-16
02/07
Waitrose
Gateway
Milk
0.89
2018-05-16
02/08
Rwd
Surplus
Stores
Gateway
Royal
Wedding
Raffle
Tickets
3.00
2018-05-18
02/09
Rwd
Surplus
Stores
The
Place
Cable
ties
1.29
2018-05-21
02/10
Waitrose
Gateway
Milk
1.85
2018-05-23
02/11
Waitrose
Gateway
Coffee
Refills
6.74
2018-05-25
02/12
Sainsburys
Gateway
Batteries
for
emergency
doorstops
3.75
2018-05-29
02/13
Waitrose
Gateway
Milk
1.99
TOTAL
46.37
Date
Voucher
Details
Location
Description
Amount
No
£
May
TOTAL
0.00
AUTHORISATIONS
-------------------------------
-------------------------------
DATE
20th
June
2018
20th
June
2018
FOR
THE
PERIOD
1ST
TO
31ST
MAY
2018
POLICY
AND
FINANCE
COMMITTEE
20TH
JUNE
2018
LIST
OF
PAYMENTS
FROM
PETTY
CASH
-
RTC
ACCOUNT
FOR
THE
PERIOD
1ST
TO
31ST
MAY
2018
LIST
OF
PAYMENTS
FROM
PETTY
CASH
-
THE
PLACE
EááF
Account
Name
Predicted
Actual
at
Predicted
Predicted
31-May-18
31-May-18
Movement
Cash
Out Cash
In
30-Jun-18
£ £ £ £ £ £
Imprest
(Current)
Account
87,454
334,618
-50,000
-250,000
34,618
Business
Account
51,506
51,508
51,508
Investment
Accounts
550,000
300,000
250,000
550,000
Greenways
Rent
Deposit
9,673
9,673
9,673
Petty
Cash
-
Imprest
136
90
90
Petty
Cash
-
The
Place
50
50
50
VIC
Change
Float
50
50
50
Information
Desk
Float
75
75
75
TOTAL
BANK
BALANCES 698,944 696,064 -50,000 -250,000 250,000 646,064
PROPOSED
TRANSFER
AUTHORISATIONS:
--------------------------- ---------------------------
DATE 20th
June
2
018 20th
June
2018
Notes:
1 Imprest
Account £
A
nticipated
ne
t
expenditure
in
month: 60,000
(PWLB
Loan
r
epayments
due)
Net
Movement
o
n
imprest
account 60,000
2 Investment
Ma
turity
No
investments
d
ue
to
mature
3 The
bank
a
ccounts
were
reconciled
as
at
31st
March
2018.
4 With
reference
t
o
the
Greenways
Rent
Deposit
Account
a)Ground
Floor,
the
initial
balance
of
£7,000
plus
interest
accrued
will
be
p
aid
over
to
the
tenant
at
the
end
of
the
tenancy
subject
to
the
Council
having
no
cause
to
claim
funds
due
to
damages.
5 With
reference
t
o
the
Greenways
Rent
Deposit
Account
b)1st
Floor,
the
initial
balance
of
£2,637.50
plus
interest
accrued
will
be
p
aid
over
to
the
tenant
at
the
end
of
the
tenancy
subject
to
the
Council
having
no
cause
to
claim
funds
due
to
damages.
The
existing
d
eposit
for
the
outgoing
tenants
has
been
used
to
meet
outstanding
rent
arrears.
As
a
new
deposit
has
been
received
from
t
he
incoming
tenants
the
balance
on
this
bank
account
has
remained
unchanged
over
the
periods.
6 A
temporary
n
ominal
account
has
been
implemented
to
act
as
a
change
float
for
the
VIC.
This
will
be
in
operation
only
for
t
he
period
when
the
VIC
is
open
during
the
spring
and
summer
at
weekends
and
bank
holidays.
7 A
nominal
a
ccount
has
been
implemented
to
reflect
the
float
held
by
the
Information
Desk.
POLICY
AND
FINANCE
COMMITTEE
16TH
MAY
2018
BANK
BALANCES
&
PROPOSED
TRANSFERS
Proposed
Transfers
EáááF
P&F Agenda Report June 2018 Page 1
REPORT TO POLICY & FINANCE COMMITTEE – 20
th
JUNE 2018
BUDGETARY CONTROL - 2017/18 OUTTURN AND ANNUAL RETURN
1. BACKGROUND
1.1 The purpose of this report is to update Members with the final income and expenditure
figures for the year to March 2018. All transactions have now been processed with only
very minor changes from the figures reported in May.
1.2 The annual return has been prepared and is awaiting external audit. A copy is included
for information at Appendix 1 together with the Balance Sheet at 31st March 2018
(Appendix 2). The Annual Return needs to be signed off by the Council before the 2
nd
of
July 2018 in accordance with the Accounts and Audit regulations 2015.
2. INCOME & EXPENDITURE OUTTURN 2017/18
2.1 Gross expenditure for the year is £626,507 against a revised budget of £681,687. The
slight reduction of £44 on the figure previously reported has arisen because an
anticipated invoice was less than expected.
2.2 Income collected still stands at £222,365 which is 98.3% of the revised budget of
£226,106. As previously reported this shortfall is largely due to the smaller than planned
reimbursement of Town Council costs in managing the Gateway Building. This reduction
in costs also contributes to the lower than planned expenditure. A summary income and
expenditure account is included at Appendix 3.
2.3 At the beginning of the year, the combined reserves and provisions stood at £423,196.
Planned transfers of £42,642 were made from the revenue account to specific earmarked
reserves to support future investment. At the same time funds of £24,872 were drawn
down to mitigate expenditure in the year, notably for capital works to the Gateway
Building for which funds of £18,749 were required. There were, in addition, CIL receipts of
£9,459 and funds from the disposal of obsolete machinery of £200 which were taken
straight to reserves. The adjusted income and expenditure noted above have eliminated
the planned amount to be transferred from the General Reserve to support the revenue
account and instead a further £46,311 will be transferred to reserves. This means that the
balance at 31st March will now be £496,936. The movements on reserves are illustrated
in Appendix 4.
3. RECOMMENDATION
4.
It is recommended that:-
4.1 This report be noted.
4.2 The Annual Return be submitted to full Council for approval.
For further information please contact:
Rory Fitzgerald, Finance Manager or
Tel: 01425 484723
rory.fitzgerald@ringwood.gov.uk
Chris Wilkins, Town Clerk
Tel: 01425 484720
chris.wilkins@ringwood.gov.uk
B (iv)
Local Councils, Internal Drainage Boards and other
Smaller Authorities in England
Annual Governance and Accountability Return 2017/18 Part 3
To be completed by:
• all smaller authorities* where either the higher of gross income or gross
expenditure exceeded £25,000 but did not exceed £6.5 million; and
• any other smaller authorities that either:
• are unable to certify themselves as exempt; or
• have requested a limited assurance review.
Guidance notes on completing Part 3 of the Annual Governance and
Accountability Return 2017/18
1. Every smaller authority in England that either received gross income or incurred gross expenditure
exceeding £25,000 must complete Part 3 of the Annual Governance and Accountability Return at
the end of each nancial year in accordance with Proper Practices.
2. The Annual Governance and Accountability Return is made up of three parts, pages 3 to 6:
•The annual internal audit report is completed by the authority’s internal auditor.
•Sections1and2 are to be completed and approved by the authority.
•Section3 is completed by the external auditor and will be returned to the authority.
3. The authority must approve Section 1, Annual Governance Statement, before approving Section 2,
Accounting Statements, and both must be approved before 2 July 2018.
4. An authority with either gross income or gross expenditure exceeding £25,000 or an authority with
neither income nor expenditure exceeding £25,000, but which is unable to certify itself as exempt, or
requesting a limited assurance review, must send to the external auditor:
• the Annual Governance and Accountability Return Sections 1, 2 and 3, together with
• a bank reconciliation as at 31 March 2018
• an explanation of any signicant year on year variances in the accounting statements
• your notication of the commencement date of the period for the exercise of public rights
Annual Internal Audit Report 2017/18
Unless requested, do not send any original records to your external auditor. Y
our external auditor will ask
for any additional documents needed.
Once the external auditor has completed and is able to give an opinion on the limited assurance review,
the Annual Governance and Accountability Return including
Section3–ExternalAuditorReportand
Certicate will be returned to the authority.
Publication Requirements
Smaller authorities with either income or expenditure exceeding £25,000 must publish on a public website,
under the Accounts and Audit Regulations 2015, the Annual Governance and Accountability Return:
•
Section1–AnnualGovernanceStatement2017/18, page 4
•
Section2–AccountingStatements2017/18, page 5
• Section3–TheExternalAuditorReportandCerticate2017/18, page 6
Notice of the period for the exercise of public rights and other information required by Regulation 15 (2),
Accounts and Audit Regulations 2015.
It is recommended as best practice, to avoid any potential confusion by local electors and interested
parties, that you also publish the Annual Internal Audit Report, page 3.
Page 1 of 6Annual Governance and Accountability Return 2017/18 Part 3
The Annual Governance and Accountability Return constitutes the annual return referred to in the Accounts and Audit Regulations 2015.
Throughout, the words ‘external auditor’ have the same meaning as the words ‘local auditor’ in the Accounts and Audit Regulations 2015.
*for a complete list of bodies that may be smaller authorities refer to schedule 2 to Local Audit and Accountability Act 2014.
Appendix 1
Page 2 of 6
*More guidance on completing this annual return is available in Governance and Accountability for Smaller Authorities
in England – a Practitioners’ Guide to Proper Practices, which can be downloaded from www.nalc.gov.uk or from
www.slcc.co.uk or from www.ada.org.uk
Guidance notes on completing Part 3 of the Annual Governance and
Accountability Return 2017/18
The authority must comply with Proper Practices in completing Sections 1 and 2 of this Annual Governance and
Accountability Return. Proper Practices are found in the Practitioners’ Guide* which is updated from time to time
and contains everything needed to prepare successfully for the nancial year-end and the subsequent work by
the external auditor.
Make sure that the Annual Governance and Accountability Return is complete (i.e. no empty highlighted boxes),
and is properly signed and dated. Avoid making amendments to the completed Annual Governance and
Accountability Return. Any amendments must be approved by the authority, properly initialled and accompanied
by an explanation. If the Annual Governance and Accountability Return contains unapproved or unexplained
amendments, it may be returned and additional costs will be incurred.
The authority should receive and note the annual internal audit report prior to approving the annual governance
statement and before approving the accounts.
Use the checklist provided below to review the Annual Governance and Accountability Return for completeness
before sending it to the external auditor.
Do not send the external auditor any information not specically requested. However, you must inform your
external auditor about any change of Clerk, Responsible Finance Ofcer or Chairman, and provide relevant email
addresses and telephone numbers.
Make sure that the copy of the bank reconciliation to be sent to your external auditor with the Annual Governance
and Accountability Return covers all the bank accounts. If the authority holds any short-term investments, note their
value on the bank reconciliation. The external auditor must be able to agree the bank reconciliation to Box 8 on the
accounting statements (Section2,page5). An explanation must be provided of any difference between Box 7 and
Box 8. More help on bank reconciliation is available in the Practitioners’ Guide*.
Explain fully signicant variances in the accounting statements on page 5. Do not just send a copy of the detailed
accounting records instead of this explanation. The external auditor wants to know that you understand the reasons
for all variances. Include complete numerical and narrative analysis to support the explanation.
If the external auditor has to review unsolicited information, or receives an incomplete bank reconciliation, or
variances are not fully explained, additional costs will be incurred.
Make sure that the accounting statements add up and that the balance carried forward from the previous year
(Box 7 of 2017) equals the balance brought forward in the current year (Box 1 of 2018).
Please enter the authority’s name only in Section 3 on Page 6. Do not complete the remainder of that section,
which is reserved for the external auditor.
The Responsible Financial Ofcer (RFO), on behalf of the authority, must set the commencement date for the
exercise of public rights. From the commencement date for a single period of 30 consecutive working days, the
accounts and accounting records can be inspected. Whatever period the RFO sets it must include a common
inspection period – during which the accounts and accounting records of all smaller authorities must be available
for public inspection – of the rst ten working days of July.
The authority must publish the information required by Regulation 15 (2), Accounts and Audit Regulations 2015,
including the period for the exercise of public rights and the name and address of the external auditor.
Annual Governance and Accountability Return 2017/18 Part 3
Completionchecklist– ‘No’ answers mean you may not have met requirements
All sections
Section 1
Section 2
Sections 1 and 2
Internal Audit Report
Have all highlighted boxes have been completed?
For any statement to which the response is ‘no’, is an explanation provided?
Has an explanation of signicant variations from last year to this year been provided?
The bank reconciliation as at 31 March 2018 is agreed to Box 8?
Has an explanation of any difference between Box 7 and Box 8 been provided?
Have all highlighted boxes have been completed by the internal auditor and explanations provided?
Has all additional information requested, including the dates set for the period
for the exercise of public rights, been provided for the external auditor?
Trust funds – have all disclosures been made if the authority is a sole managing
trustee? NB: do not send trust accounting statements unless requested or instructed.
Has the authority’s approval of the accounting statements been conrmed by
the signature of the Chairman of the approval meeting?
Yes No
This authority’s internal auditor, acting independently and on the basis of an assessment of risk,
carried out a selective assessment of compliance with relevant procedures and controls to be in
operation during the nancial year ended 31 March 2018.
The internal audit for 2017/18 has been carried out in accordance with this authority’s needs
and planned coverage. On the basis of the ndings in the areas examined, the internal audit
conclusions are summarised in this table. Set out below are the objectives of internal control
and alongside are the internal audit conclusions on whether, in all signicant respects, the control
objectives were being achieved throughout the nancial year to a standard adequate to meet the
needs of this authority.
Annual Internal Audit Report 2017/18
ENTERNAMEOFAUTHORITY
*If the response is ‘no’ please state the implications and action being taken to address any weakness in control identied
(add separate sheets if needed).
**Note: If the response is ‘not covered’ please state when the most recent internal audit work was done in this area and when it is
next planned, or, if coverage is not required, the annual internal audit report must explain why not (add separate sheets if needed).
A. Appropriate accounting records have been properly kept throughout the nancial year.
B. This authority complied with its nancial regulations, payments were supported by invoices,
all expenditure was approved and VAT was appropriately accounted for.
C. This authority assessed the signicant risks to achieving its objectives and reviewed the
adequacy of arrangements to manage these.
D. The precept or rates requirement resulted from an adequate budgetary process; progress against
the budget was regularly monitored; and reserves were appropriate.
E.Expected income was fully received, based on correct prices, properly recorded and promptly
banked; and VAT was appropriately accounted for.
F.Petty cash payments were properly supported by receipts, all petty cash expenditure was
approved and VAT appropriately accounted for.
G. Salaries to employees and allowances to members were paid in accordance with this authority’s
approvals, and PAYE and NI requirements were properly applied.
J. Accounting statements prepared during the year were prepared on the correct accounting basis
(receipts and payments or income and expenditure), agreed to the cash book, supported by an
adequate audit trail from underlying records and where appropriate debtors and creditors were
properly recorded.
K. (Forlocalcouncilsonly)
Trust funds (including charitable) – The council met its responsibilities as a trustee.
H.Asset and investments registers were complete and accurate and properly maintained.
I. Periodic and year-end bank account reconciliations were properly carried out.
Yes No*
Agreed? Please choose
one of the following
Yes No
Not
applicable
Internal control objective
Not
covered**
Page 3 of 6Annual Governance and Accountability Return 2017/18 Part 3
DD/MM/YYSIGNATUREREQUIRED
Date
Signature of person who
carried out the internal audit
For any other risk areas identied by this authority adequate controls existed (list any other risk areas on separate sheets
if needed).
DD/MM/YY
Name of person who carried out the internal auditDate(s) internal audit undertaken
ENTERNAMEOFINTERNALAUDITOR
Ringwood Town Council
*Please provide explanations to the external auditor on a separate sheet for each ‘No’ response. Describe how the authority
will address the weaknesses identied.
Section1–AnnualGovernanceStatement2017/18
We acknowledge as the members of:
ENTERNAMEOFAUTHORITY
Page 4 of 6Annual Governance and Accountability Return 2017/18 Part 3
our responsibility for ensuring that there is a sound system of internal control, including arrangements for
the preparation of the Accounting Statements. We conrm, to the best of our knowledge and belief, with
respect to the Accounting Statements for the year ended 31 March 2018, that:
1. We have put in place arrangements for effective nancial
management during the year, and for the preparation of
the accounting statements.
2. We maintained an adequate system of internal control
including measures designed to prevent and detect fraud
and corruption and reviewed its effectiveness.
4. We provided proper opportunity during the year for
the exercise of electors’ rights in accordance with the
requirements of the Accounts and Audit Regulations.
5. We carried out an assessment of the risks facing this
authority and took appropriate steps to manage those
risks, including the introduction of internal controls and/or
external insurance cover where required.
6. We maintained throughout the year an adequate and
effective system of internal audit of the accounting
records and control systems.
7. We took appropriate action on all matters raised
in reports from internal and external audit.
8. We considered whether any litigation, liabilities or
commitments, events or transactions, occurring either
during or after the year-end, have a nancial impact on
this authority and, where appropriate, have included them
in the accounting statements.
9. (For local councils only) Trust funds including
charitable. In our capacity as the sole managing
trustee we discharged our accountability
responsibilities for the fund(s)/assets, including
nancial reporting and, if required, independent
examination or audit.
3. We took all reasonable steps to assure ourselves
that there are no matters of actual or potential
non-compliance with laws, regulations and Proper
Practices that could have a signicant nancial effect
on the ability of this authority to conduct its
business or manage its nances.
prepared its accounting statements in accordance
with the Accounts and Audit Regulations.
‘Yes’ means that this authority:Yes No*
Agreed
made proper arrangements and accepted responsibility
for safeguarding the public money and resources in
its charge.
has only done what it has the legal power to do and has
complied with Proper Practices in doing so.
during the year gave all persons interested the opportunity to
inspect and ask questions about this authority’s accounts.
considered and documented the nancial and other risks it
faces and dealt with them properly.
arranged for a competent person, independent of the nancial
controls and procedures, to give an objective view on whether
internal controls meet the needs of this smaller authority.
responded to matters brought to its attention by internal and
external audit.
disclosed everything it should have about its business activity
during the year including events taking place after the year
end if relevant.
has met all of its responsibilities where it is a sole
managing trustee of a local trust or trusts.
Yes No N/A
AUTHORITYWEBSITEADDRESS
Authority web address
OtherinformationrequiredbytheTransparencyCodes (not part of Annual Governance Statement)
This Annual Governance Statement is approved by this
authority and recorded as minute reference:
MINUTEREFERENCE
DD/MM/YY
dated
Signed by the Chairman and Clerk of the meeting where
approval is given:
Chairman
Clerk
SIGNATUREREQUIRED
SIGNATUREREQUIRED
Ringwood Town Council
www.ringwood.gov.uk
I certify that for the year ended 31 March 2018 the
Accounting Statements in this Annual Governance and
Accountability Return present fairly the nancial position
of this authority and its income and expenditure,
or properly present receipts and payments, as the case
may be.
I conrm that these Accounting Statements were
approved by this authority on this date:
Signed by Chairman of the meeting where approval of the
Accounting Statements is given
Signed by Responsible Financial Ofcer
and recorded as minute reference:
MINUTEREFERENCE
DD/MM/YY
DD/MM/YY
SIGNATUREREQUIRED
SIGNATUREREQUIRED
Date
8. Total value of cash and
short term investments
9. Total xed assets plus
long term investments
and assets
10. Total borrowings
The sum of all current and deposit bank accounts, cash
holdings and short term investments held as at 31 March –
To agree with bank reconciliation.
The value of all the property the authority owns – it is made
up of all its xed assets and long term investments as at
31 March.
The outstanding capital balance as at 31 March of all loans
from third parties (including PWLB).
11. (For Local Councils Only) Disclosure note
re Trust funds (including charitable)
The Council acts as sole trustee for and is responsible for
managing Trust funds or assets.
N.B. The gures in the accounting statements above do
not include any Trust transactions.
Yes
No
1. Balances brought
forward
2. (+) Precept or Rates and
Levies
4. (-) Staff costs
5. (-) Loan interest/capital
repayments
6. (-) All other payments
7. (=) Balances carried
forward
3. (+) Total other receipts
Total balances and reserves at the beginning of the year
as recorded in the nancial records. Value must agree to
Box 7 of previous year.
Please round all gures to nearest £1. Do not leave any
boxes blank and report £0 or Nil balances. All gures must
agree to underlying nancial records.
Notes and guidanceYear ending
31 March
2017
£
31 March
2018
£
Total amount of precept (or for IDBs rates and levies)
received or receivable in the year. Exclude any grants
received.
Total income or receipts as recorded in the cashbook less
the precept or rates/levies received (line 2). Include any
grants received.
Total expenditure or payments made to and on behalf of
all employees. Include salaries and wages, PAYE and NI
(employees and employers), pension contributions and
employment expenses.
Total expenditure or payments of capital and interest
made during the year on the authority’s borrowings (if any).
Total expenditure or payments as recorded in the cash-
book less staff costs (line 4) and loan interest/capital
repayments (line 5).
Total balances and reserves at the end of the year. Must
equal (1+2+3) - (4+5+6).
Section2–AccountingStatements2017/18for
ENTERNAMEOFAUTHORITY
Page 5 of 6Annual Governance and Accountability Return 2017/18 Part 3
Ringwood Town Council
356,844
423,196
462,991
468,223
258,054
232,024
375,448
385,755
30,157
31,546
249,088
209,207
423,196
496,936
443,381
533,409
3,574,128
3,667,439
425,171
407,260
Page 6 of 6
Section3–ExternalAuditorReportandCerticate2017/18
ENTERNAMEOFAUTHORITY
ENTERNAMEOFEXTERNALAUDITOR
1 Respective responsibilities of the body and the auditor
This authority is responsible for ensuring that its nancial management is adequate and effective and that
it has a sound system of internal control. The authority prepares an Annual Governance and Accountability
Return in accordance with Proper Practices which:
summarises the accounting records for the year ended 31 March 2018; and
conrms and provides assurance on those matters that are relevant to our duties and responsibilities as
external auditors.
Our responsibility is to review Sections 1 and 2 of the Annual Governance and Accountability Return in accordance
with guidance issued by the National Audit Ofce (NAO) on behalf of the Comptroller and Auditor General
(see note below). Our work does not constitute an audit carried out in accordance with International Standards
on Auditing (UK & Ireland) and does not provide the same level of assurance that such an audit would do.
2 External auditor report 2017/18
*Note: the NAO issued guidance applicable to external auditors’ work on limited assurance reviews for 2017/18 in Auditor
Guidance Note AGN/02. The AGN is available from the NAO website (www.nao.org.uk)
DD/MM/YYSIGNATUREREQUIRED
Date
External Auditor Name
(Except for the matters reported below)* on the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return, in
our opinion the information in Sections 1 and 2 of the Annual Governance and Accountability Return is in accordance with Proper Practices and
no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.
(*delete as appropriate).
Other matters not affecting our opinion which we draw to the attention of the authority:
*We do not certify completion because:
(continue on a separate sheet if required)
(continue on a separate sheet if required)
3 External auditor certicate 2017/18
We certify/do not certify* that we have completed our review of Sections 1 and 2 of the Annual Governance and
Accountability Return, and discharged our responsibilities under the Local Audit and Accountability Act 2014, for
the year ended 31 March 2018.
External Auditor Signature
Annual Governance and Accountability Return 2017/18 Part 3
In respect of
Ringwood Town Council
RINGWOOD TOWN COUNCIL
Appendix 2
£ £ £ £
CURRENT ASSETS
8,896 Prepayments 8,667
21,774 Trade Debtors 31,285
11,193 VAT Reimbursable 0
300,000 Short Term Investments 0
143,381 Cash in Hand and at Bank 533,409
0 Purchase Tax 0
485,245 Total Assets 573,362
LESS CURRENT LIABILITIES
8,691 Receipts In Advance 6,278
39,709 Trade Creditors 57,977
1,557 Trade Creditors Control Account -337
0 VAT Payable 0
12,092 Deposits 12,508
62,049 Total Liabilities 76,426
423,196
TOTAL NET ASSETS
496,936
REPRESENTED BY:
252,930 Balance - General Fund 299,240
170,266 Earmarked Reserves & Provisions 197,695
423,196 TOTAL EQUITY 496,936
I certify that the above balance sheet, and the Income and Expenditure Account for the
year ending 31 March 2018, presents fairly the financial position of this Council.
Signed Responsible Finance Officer
Date
Signed Town Mayor
Date
BALANCE SHEET AS AT 31 MARCH 2018
YEAR ENDED
YEAR ENDED
31/03/2018
31/03/2017
Finalaccs1718 balsheet 31-03-18
3
13/06/2018
Appendix 3
2017/18 2017/18 Period 12 Notes
Original Revised Actual
Revenue:
Policy & Finance Committee
Rent (Greenways & Southampton Rd) 39,482 39,482 39,976 Some paid quarterly
Gateway Re-charges 68,735 68,735 67,537 A proportion of this is charged back to RTC as a share of overall Gateway costs.
Market Stalls 4,400 3,000 2,550
Civic Celebrations 150 9,811 9,896 Income and sponsorship for the firework event and the Christmas lights switch on event.
Other Grants & Donations * 0 2,820 1,900 Only to the extent that they are applied to the revenue account
VIC Sales 0 1,500 1,564 Includes external (non RTC) event ticket sales
The Place - Café sales 0 4,500 3,594 This will depend on the continuation of the café. Includes room hire.
Interest on investments 1,200 900 1,074
Other Income 0 6,020 6,913 Insurance £6913
Recreation & Leisure Committee
Ringwood Schools 20,425 20,708 18,666 Note, Ringwood school have cancelled their contract w.e.f. September. Income lost will be circa £1,200
Sponsored Flowerbeds 2,439 2,000 1,996
Bowling 1,500 1,500 1,681
Cricket 2,700 2,000 1,215
Football 6,150 6,150 8,226 Includes additional (unplanned) receipt from Fordingbridge for repair of pitches
Rugby 750 2,000 1,863 Includes additional (unplanned) receipt from Fordingbridge for repair of pitches
Tennis (including Floodlighting) 475 400 98 collected by NFDC and remitted at year end
Castleman Trail 835 683 981 Paid by HCC towards year end.
Other use of recreation grounds 2,552 4,025 3,411
Other Income 10 100 91 Wayleaves £91
Cemeteries 45,097 43,772 42,981 Income receipts have generally been below anticipated and it is unlikely that the original income target will be achieved
Allotments 4,400 4,900 5,051
Planning Town & Environment Committee
Parish Lengthsman Grant (HCC) 1,000 1,100 1,100
Total Revenue Income: 202,300 226,106 222,365
Capital
s106 0 12,047 9,459 Taken straight to reserves
Grants 0
Loans
Other 200 sale of obsolete equipment, funds put into the machinery replacement reserve.
Total Capital Income 0 12,047 9,659
Total Budgetted Income 202,300 238,153 232,024
Precept and other income taken to reserves
Precept 468,223 468,223 468,223 All now received
Other Grants & Donations * 0 0 0
Total Precept and other income taken to reserves 468,223 468,223 468,223
Total Income 670,523 706,376 700,247
2017-2018 OUTTURN
ANALYSIS OF INCOME AGAINST BUDGET
RINGWOOD TOWN COUNCIL
Appendix 4
Title & Code Balance Cash Transfer Sub Transfer Transfer Balance
01/04/2017 Receipts fr Revenue Total btwn resv to Revenue 31/03/2018
£ £ £ £ £ £ £
EAR-MARKED
PROVISIONS & RESERVES
I.T. & Equipment TM602
26,400.00 7,000.00 33,400.00 33,400.00
Repairs To Pavements (Root Damage)
TM603
1,600.00 1,600.00 1,600.00
Gateway TM604
34,000.00 4,000.00 38,000.00 -14,823.00 23,177.00
Maint in Closed Churchyard TM605
4,800.00 4,800.00 4,800.00
Mem Wall for ashes TM607
0.00 0.00 0.00
Election TM608
12,220.88 2,900.00 15,120.88 -6,479.00 8,641.88
Mach Replace TM610
6,100.02 200.00 10,000.00 16,300.02 16,300.02
Play Equipment TM611
31,250.50 6,900.00 38,150.50 38,150.50
Memorials TM612
1,500.00 1,500.00 3,000.00 3,000.00
Christmas Lights TM613
397.00 397.00 397.00
Festival TM614
3,000.00 3,000.00 3,000.00
Grants TM616
2,750.00 2,750.00 2,750.00
Capital Fund TM617
3,744.00 3,744.00 3,744.00
Poulner Lakes TM619
500.00 500.00 500.00
Built Envir-Furn TM621
1,375.00 1,375.00 1,375.00
Armed Forces Day TM624
704.00 704.00 704.00
The Place - future development TM625
11,551.00 5,000.00 16,551.00 16,551.00
Skatepark development provision TM626
0.00 0.00 0.00
Ringwood Events TM627
0.00 5,342.00 5,342.00 5,342.00
Sub Totals 141,892.40 0.00 200.00 42,642.00 184,734.40 0.00 -21,302.00 163,432.40
Dev Contribs TM680
8,776.13 0.00 8,776.13 -3,340.00 5,436.13
Cem Maint TM681
2,130.00 0.00 2,130.00 -230.00 1,900.00
Dev Cons(cap) TM682
2,587.84 0.00 9,459.11 12,046.95 12,046.95
Capital Receipts TM684
13,125.00 0.00 13,125.00 13,125.00
Grants Unapplied TM685
1,755.00 0.00 0.00 1,755.00 1,755.00
Loans Unapplied TM686 0.00 0.00 0.00 0.00
Total Earmarked 170,266.37 0.00 9,659.11 42,642.00 222,567.48 0.00 -24,872.00 197,695.48
Provisions & Reserve
GENERAL RESERVE TM699 252,929.66 46,310.53 299,240.19 299,240.19
Total Provisions and 423,196.03 0.00 9,659.11 88,952.53 521,807.67 0.00 -24,872.00 496,935.67
Reserves
Decrease( - ) or Increase in Reserves & Provisions during 2017/18:- 73,739.64
PROVISIONS AND RESERVES
Finalaccs1718res&provs 31-03-18 1
13/06/2018
P&F Agenda Report September 2016 Page 1
REPORT TO POLICY & FINANCE COMMITTEE – 20th JUNE 2018
RESERVES & PROVISIONS.
1. BACKGROUND
1.1 Reserves and Provisions held by the Council currently amount to £496,935.67.
Members have previously discussed whether the current range of reserves meet
the needs of the Council and have sought officer recommendations on both the
mix and scale of reserves.
1.2 This paper provides some of the background and sets out a number of
recommendations which aim to align the reserves and provisions with the
perceived needs of the Town Council.
2. EARMARKED PROVISIONS
2.1 Earmarked provisions are sums of money set aside for recognised future
requirements. The Town Council currently hold 19 such provisions totalling
£163,432.40. Just 8 of these provisions could be described as currently active,
i.e., annual contributions are transferred to the provisions or the provisions have
been used to defray expenditure in the last 5 years. Members also recently
agreed to the creation of an earmarked provision to defray any significant costs
that may arise with respect to Greenways and Southampton Road properties.
The 2018/19 budget includes a contribution of £8,000 to this new provision.
2.2 Earmarked provisions were last reviewed as part of the 2015/16 budget setting
process and a number of small provisions were consolidated or eliminated at that
time, reducing the number of provisions from 33 to 17. The total value of
earmarked provisions was then £73,740. There is an opportunity now to further
consolidate these provisions.
2.3 Recently, earmarked provisions have been called upon to support the
construction of the Place, for which £30,000 was taken from the Play Equipment
provision, and to underwrite the costs of replacing vehicles and significant items
of machinery. The Play equipment provision has recovered somewhat and now
stands at £38,150.50, however this is still insufficient to meet the cost of any
significant replacement of play equipment.
2.4 An analysis of the life and value of assets held by the Town Council and
recorded in the asset register suggests that the annual contribution to the
machinery replacement reserve is insufficient to meet likely future needs. Even if
the machinery replacement reserve were limited to funding the replacement of
only the larger items of equipment, costing over £1,000 together with vehicles,
the total current replacement value of which is around £140,000, an increase in
the annual contribution of £4,000 to £14,000 would be prudent. This assumes an
average life of 10 years. The current balance of the machinery replacement
reserve is £16,300 but the planned replacement of a top deck mower at the start
of this financial year will use much of this and it is likely that the ageing Massey
Ferguson tractor, purchased in 2005, will need replacing soon.
2.5 As the Town Council develops a more structured future development plan, it is
becoming clear that some of these Provisions will be insufficient to meet
projected costs. For example, the emerging requirement for the replacement of
the sheds on Carvers, together with wider improvements at Carvers will require
significant funding.
2.6 There is an historic Christmas lights provision of just £397. The current
arrangement with Lamps and Tubes ends this year and the Town Council will be
faced with replacement of the existing, aged, array of lights. This may be through
a leasing arrangement or outright purchase but in either case, there will be
significant up-front costs. It would be prudent to increase the Christmas lights
provision in anticipation of this cost.
B (v)
P&F Agenda Report September 2016 Page 2
2.7 Other areas of work that may require significant investment in the future include
investment in grounds maintenance to bring the trees and hedges on land for
which the Council is responsible, under control and into a condition where
regular annual maintenance will be all that is required. This may require the
employment of tree surgeons to tackle the larger trees which may be deemed
dangerous or otherwise in an inappropriate position. Similarly it might be prudent
now to consider building up a cemetery reserve to help to fund any future
expansion of cemetery provision.
3. CAPITAL RESERVES
3.1 The Capital Reserves include developer’s contributions, CIL receipts and other
capital receipts from the sale of land or the receipt of grants. Typically, these
reserves are held against specific requirements and, with the exception of capital
receipts arising from the sale of assets, may not be used for other purposes.
3.2 The balance of Capital reserves is currently £34,263.08.
4. GENERAL RESERVE
4.1 The General Reserve is held as a contingency against unforeseen expenditure
and typically a prudent level is considered to be around 50% of the annual
precept. The balance on this reserve now stands at £299,240.19 which is around
£56,000 more than half the 2018/19 precept of £485,196.
4.2 In order to achieve a balanced budget in 2018/19, it is necessary to transfer
£15,291 from the General reserve to the General Fund. In addition, programme
slippage from 2017/18 will result in a further reduction in the General Reserve of
£4,500. The General Reserve is therefore predicted to reduce by £19,971.
4.2 Nevertheless, there is an opportunity to transfer funds of £36,000 into earmarked
provisions to meet some of the emerging needs set out in section 2 above whilst
maintaining the General reserve at a prudent level.
5. RECOMMENDATIONS
It is recommended that:-
5.1 the existing earmarked provisions be consolidated, eliminating 7 of the
provisions and releasing £13,673 to be added to those provisions where funds
are considered to be inadequate.
5.2 New earmarked provisions are created for Cemetery extension, Carvers re-
development (including replacement of the sheds), and Grounds Maintenance.
5.3 the annual contribution to the machinery replacement reserve be increased by
£4,000 to £14,000.
5.4 Members consider whether any other annual contributions to earmarked
provisions, such as that for play equipment,( currently £6,900 pa), be adjusted.
5.5 The sum of £36,000 be transferred from the General reserve to earmarked
provisions, to be added to the £13,673 released through consolidation.
5.6 Members consider and/or approve the individual amounts to be distributed
across new and existing earmarked provisions per the schedule in Appendix 1.
For further information, please contact:
Rory Fitzgerald, Finance Manager or Chris Wilkins, Town Clerk
Tel: 01425 484723 Tel: 01425 484720
rory.fitzgerald@ringwood.gov.uk chris.wilkins@ringwood.gov.uk
RINGWOOD TOWN COUNCIL
Appendix 1
Title Balance Balance Transfer Transfer Balance Proposed Proposed Proposed
Sheet from to 31/03/2019 Balance
Codes 01/04/2018 Revenue Revenue per budget Transfers Out transfers in 31/03/2019
£ £ £ £ £ £ £
EAR-MARKED
PROVISIONS & RESERVES
I.T. & Equipment TM602 33,400.00 4,500.00 37,900.00 37,900.00
Repairs To Pavements (Root Damage) TM603 1,600.00 1,600.00 -1,600.00 0.00
Gateway TM604 23,177.00 4,000.00 27,177.00 27,177.00
Cemetery Extension ( Renamed from "Maintenance in closed Churchyard") TM605 4,800.00 4,800.00 5,200.00 10,000.00
Mem Wall for ashes TM607 0.00 0.00 0.00
Election TM608 8,641.88 2,900.00 11,541.88 11,541.88
Mach Replace TM610 16,300.02 10,000.00 20,000.00 6,300.02 5,000.00 11,300.02
Play Equipment TM611 38,150.50 6,900.00 45,050.50 5,000.00 50,050.50
Memorials TM612 3,000.00 3,000.00 3,000.00
Christmas Lights TM613 397.00 397.00 10,000.00 10,397.00
Festival TM614 3,000.00 3,000.00 -3,000.00 0.00
Grants TM616 2,750.00 2,750.00 -2,750.00 0.00
Capital Fund TM617 3,744.00 3,744.00 -3,744.00 0.00
Poulner Lakes TM619 500.00 500.00 -500.00 0.00
Built Envir-Furn TM621 1,375.00 1,375.00 -1,375.00 0.00
Armed Forces Day TM624 704.00 704.00 -704.00 0.00
The Place - future development TM625 16,551.00 5,000.00 21,551.00 21,551.00
Skatepark development provision TM626 0.00 0.00 0.00
Ringwood Events TM627 5,342.00 5,342.00 5,342.00
Greenways/Southampton Road Bdg Reserve TM630 0.00 8,000.00 8,000.00 8,000.00
Carvers Grounds Development TM631 0.00 0.00 15,000.00 15,000.00
Grounds Maintenance TM632 0.00 0.00 9,473.00 9,473.00
Sub Totals 163,432.40 41,300.00 20,000.00 184,732.40 -13,673.00 49,673.00 220,732.40
Dev Contribs TM680 5,436.13 5,436.13 5,436.13
Cem Maint TM681 1,900.00 230.00 1,670.00 1,670.00
Dev Cons(CIL) TM682 12,046.95 10,000.00 21,340.00 706.95 706.95
Capital Receipts TM684 13,125.00 13,125.00 13,125.00
Grants Unapplied TM685 1,755.00 1,755.00 1,755.00
Loans Unapplied TM686 0.00 0.00 0.00
Total Earmarked 197,695.48 51,300.00 41,570.00 207,425.48 -13,673.00 49,673.00 243,425.48
Provisions & Reserves
GENERAL RESERVE TM699 299,240.19 19,971.00 279,269.19 -36,000.00 243,269.19
Total Provisions and 496,935.67 51,300.00 61,541.00 486,694.67 -49,673.00 49,673.00 486,694.67
Reserves
Decrease( - ) or Increase in Reserves & Provisions during 2018/19:- -10,241.00
RESERVES AND PROVISIONS
Proposed Consolidation and
transfers between Reserves
and earmarked provisions
Transfers to and from
reserves included in the
2018/19 Budget
Reserves and Provisions - proposalsres&provs 31-03-18 1
13/06/2018
POLICY
&
FINANCE
COMMITTEE
20
th
June
2018
R
eview
o
f
St
anding
Orders
1.
Introduction
a
n
d
reason
why
decision
required
1.1
Local
councils
are
advised
to
review
their
Standing
Orders
once
a
year.
2.
Background
in
formation,
options,
impact
assessment
and
risks
2.1
Current
Standing
Orders
were
adopted
on
25
th
September
20
14
and
have
not
been
formally
r
eviewed
since.
2.2
Members
a
re
r
espectfully
invited
to
consider
replacing
current
Standing
Orders
with
an
e
ntirely
new
form
based
on
the
latest
NALC
model.
A
draft
document
prepared
using
t
his
approach
is
circulated
with
this
note.
2.3
Current
S
tanding
O
rder
68
provides
that
A
resolution
permanently
to
add,
vary
or
revoke
a
S
tanding
Order
shall
when
proposed
and
seconded,
stand
adjourned
without
discussion
t
o
the
next
ordinary
meeting
of
the
Council”.
Accordingly,
members
cannot
a
pprove
(or
even
discuss)
the
suggested
change
at
this
meeting.
The
p
urpose
of
the
agenda
item
is
merely,
therefore,
to
initiate
the
review
process
w
hich
will
have
to
proceed
at
the
next
full
council
meeting.
3.
Issues
for
d
ecision
and
any
recommendations
3.1
Members
are
invited
to
propose
and
second
a
motion
to
vary
Standing
Orders
on
t
he
understanding
that
such
motion
will
immediately
be
adjourned.
For
further
i
nformation,
contact:
Chris
W
ilkins,
Town
C
lerk
Direct
Dial:
0
1425
484720
Email:
chris.wilkins@ringwood.gov.uk
Ringwood
Town
C
ouncil
STANDING
ORDERS
Comment
[CW1]:
This
document
contains
proposed
n
ew
standing
orders
in
a
completely
ne
w
format;
it
is
based
on
the
NALC
model
a
s
most
recently
reviewed
in
January
2018
N
OT
a
re-working
of
the
existing
draf
t.
Black
text
i
s
derived
directly
from
the
NALC
model
(
the
bold
black
text
is
mandatory
an
d
should
not
be
altered).
Red
t
ext
i
s
my
drafting
designed
to
preserve
current
provisions
t
hat
are
additional
to
or
different
from
t
he
NALC
provisions
but
permissible.
Members
a
re
free
to
alter
these
parts
as
t
hought
fit.
In
the
final
version,
all
text
will
b
e
black.
Comments
like
t
his
are
included
by
way
of
explanation
an
d
will
not
appear
in
the
final
document.
Ringwood
Town
Council
STANDING
ORD
ERS
Version
control
Version
no.
Changes
made
Date
adopted
1.0
[New
original]
//.//.2018
Comment
[CW2]:
Current
Standing
Orders
(updated
o
n
25
th
September
201
4)
are,
frankly,
a
b
it
of
a
mess.
Poor
version
control
in
t
he
past
led
to
previous
updates
being
inadvertently
r
eversed.
In
future,
changes
will
b
e
permanently
recorded
here,
assigning
new
v
ersion
numbers,
describing
the
main
c
hanges
and
relevant
adoption
dates.
This
s
hould
prevent
recurrence
of
this
kind
of
error.
Ringwood
Town
Council
STANDING
ORD
ERS
Contents
1.
Rules
of
debate
at
meetings
..................................................................................
1
2.
Disorderly
conduct
at
meetings
.............................................................................
3
3.
Meetings
generally
..................................................................................................
3
4.
Committees
and
sub-committees
..........................................................................
6
5.
Ordinary
council
meetings
......................................................................................
7
6.
Extraordinary
meetings
of
the
council
and
committees
and
sub-committees
...
8
7.
Previous
resolutions
...............................................................................................
9
8.
Voting
on
appointments
..........................................................................................
9
9.
Motions
for
a
meeting
that
require
written
notice
to
be
given
to
the
Proper
Officer
.......................................................................................................................
9
10.
Motions
at
a
meeting
that
do
not
require
written
notice
....................................
10
11.
Management
of
information
.................................................................................
11
12.
Draft
minutes
.........................................................................................................
11
13.
Code
of
conduct
and
dispensations
....................................................................
12
14.
Code
of
conduct
complaints
.................................................................................
13
15.
Proper
Officer
........................................................................................................
14
16.
Responsible
Financial
Officer
..............................................................................
15
17.
Accounts
and
accounting
statements
.................................................................
15
18.
Financial
controls
and
procurement
....................................................................
16
19.
Handling
staff
matters
...........................................................................................
17
20.
Responsibilities
to
provide
information
...............................................................
18
21.
Responsibilities
under
data
protection
legislation
..............................................
19
22.
Relations
with
the
press/media
............................................................................
19
23.
Execution
and
sealing
of
legal
deeds
.................................................................
19
24.
Communicating
with
District
and
County
or
Unitary
councillors
.......................
20
25.
Restrictions
on
councillor
activities......................................................................
20
26.
Standing
orders
generally
....................................................................................
20
Standing
Orders
P
age
1
Ringwood
Town
Council
STANDING
ORD
ERS
1.
Rules
of
d
ebate
at
meetings
a
Motions
on
t
he
agenda
shall
be
considered
in
the
order
that
they
appear
unless
the
order
is
c
hanged
at
the
discretion
of
the
chairman
of
the
meeting.
b
A
motion
(
including
an
amendment)
shall
not
be
progressed
unless
it
has
been
moved
and
seconded.
c
A
motion
o
n
the
agenda
that
is
not
moved
by
its
proposer
may
be
treated
by
the
chairman
of
the
meeting
as
withdrawn.
d
If
a
m
otion
(
including
an
amendment)
has
been
seconded,
it
may
be
withdrawn
by
the
proposer
only
with
the
consent
of
the
seconder
and
the
meeting.
e
An
amendment
i
s
a
proposal
to
remove
or
add
words
to
a
motion.
It
shall
not
negate
the
motion.
f
I
f
an
a
mendment
to
the
original
motion
is
carried,
the
original
motion
becomes
the
substantive
motion
upon
which
further
amendment(s)
may
be
moved.
g
An
amendment
s
hall
not
be
considered
unless
early
verbal
notice
of
it
is
given
at
the
meeting
and,
if
requested
by
the
chairman
of
the
meeting,
is
expressed
in
writing
to
the
chairman.
h
A
c
ouncillor
m
ay
move
an
amendment
to
his
own
motion
if
agreed
by
the
meeting.
If
a
motion
has
a
lready
been
seconded,
the
amendment
shall
be
with
the
consent
of
the
seconder
and
the
meeting.
i
If
there
i
s
more
than
one
amendment
to
an
original
or
substantive
motion,
the
amendments
shall
be
moved
in
the
order
directed
by
the
chairman
of
the
meeting.
j
Subject
to
s
tanding
order
1(k),
only
one
amendment
shall
be
moved
and
debated
at
a
time,
the
o
rder
of
which
shall
be
directed
by
the
chairman
of
the
meeting.
k
One
or
m
ore
amendments
may
be
discussed
together
if
the
chairman
of
the
meeting
considers
this
expedient
but
each
amendment
shall
be
voted
upon
separately.
Standing
Orders
P
age
2
l
A
councillor
may
not
move
more
than
one
amendment
to
an
original
or
substantive
motion.
m
The
mover
o
f
an
amendment
has
no
right
of
reply
at
the
end
of
debate
on
it.
n
Where
a
series
o
f
amendments
to
an
original
motion
are
carried,
the
mover
of
the
original
motion
s
hall
have
a
right
of
reply
either
at
the
end
of
debate
of
the
first
amendment
or
a
t
the
very
end
of
debate
on
the
final
substantive
motion
immediately
before
it
is
put
to
the
vote.
o
Unless
permitted
b
y
the
chairman
of
the
meeting,
a
councillor
may
speak
once
in
the
debate
on
a
m
otion
except:
i.
to
speak
on
an
amendment
moved
by
another
councillor;
ii.
to
move
or
speak
on
another
amendment
if
the
motion
has
been
amended
since
he
last
s
poke;
iii.
to
make
a
p
oint
of
order;
iv.
to
give
a
personal
explanation;
or
v.
to
exercise
a
right
of
reply.
p
During
the
d
ebate
on
a
motion,
a
councillor
may
interrupt
only
on
a
point
of
order
or
a
personal
explanation
and
the
councillor
who
was
interrupted
shall
stop
speaking.
A
councillor
raising
a
point
of
order
shall
identify
the
standing
order
which
he
considers
has
been
b
reached
or
specify
the
other
irregularity
in
the
proceedings
of
the
meeting
he
is
c
oncerned
by.
q
A
point
o
f
order
shall
be
decided
by
the
chairman
of
the
meeting
and
his
decision
shall
be
final.
r
W
hen
a
motion
i
s
under
debate,
no
other
motion
shall
be
moved
except:
i.
to
amend
the
motion;
ii.
to
proceed
t
o
the
next
business;
iii.
to
adjourn
t
he
debate;
iv.
to
put
the
motion
to
a
vote;
v.
to
ask
a
person
to
be
no
longer
heard
or
to
leave
the
meeting;
vi.
to
refer
a
m
otion
to
a
committee
or
sub-committee
for
consideration;
vii.
to
exclude
t
he
public
and
press;
viii.
to
adjourn
the
meeting;
or
ix.
to
suspend
particular
standing
order(s)
excepting
those
which
reflect
mandatory
statutory
or
legal
r
equirements.
s
Before
an
o
riginal
or
substantive
motion
is
put
to
the
vote,
the
chairman
of
the
meeting
shall
be
satisfied
that
the
motion
has
been
sufficiently
debated
and
that
the
mover
of
the
motion
u
nder
debate
has
exercised
or
waived
his
right
of
reply.
t
Excluding
mo
tions
moved
under
standing
order
1(r),
the
contributions
or
speeches
by
a
councillor
shall
relate
only
to
the
motion
under
discussion
and
shall
not
exceed
5
Standing
Orders
P
age
3
minutes
without
the
consent
of
the
chairman
of
the
meeting.
2.
Disorderly
conduct
at
meetings
a
No
person
shall
obstruct
the
transaction
of
business
at
a
meeting
or
behave
offensively
or
improperly.
If
this
standing
order
is
ignored,
the
chairman
of
the
meeting
shall
request
s
uch
person(s)
to
moderate
or
improve
their
conduct.
b
If
person(s)
d
isregard
the
request
of
the
chairman
of
the
meeting
to
moderate
or
improve
their
conduct,
any
councillor
or
the
chairman
of
the
meeting
may
move
that
the
person
b
e
no
longer
heard
or
be
excluded
from
the
meeting.
The
motion,
if
seconded,
shall
be
put
to
the
vote
without
discussion.
c
If
a
resolution
m
ade
under
standing
order
2(b)
is
ignored,
the
chairman
of
the
meeting
may
take
f
urther
reasonable
steps
to
restore
order
or
to
progress
the
meeting.
This
may
include
temporarily
suspending
or
closing
the
meeting.
3.
Meetings
generally
ä
Full
Council
m
eetings
ä
Committee
meetings
ä
Sub-committee
me
etings
ä
a
Meetings
shall
not
take
place
in
premises
which
at
the
time
of
the
meeting
are
used
for
the
supply
of
alcohol,
unless
no
other
premises
are
available
free
of
c
harge
or
at
a
reasonable
cost.
ä
b
The
minimum
three
clear
days
for
notice
of
a
meeting
does
not
include
the
day
on
which
notice
was
issued,
the
day
of
the
meeting,
a
Sunday,
a
day
of
the
Christmas
b
reak,
a
day
of
the
Easter
break
or
of
a
bank
holiday
or
a
day
appointed
fo
r
public
thanksgiving
or
mourning.
ä
c
The
minimum
three
clear
days’
public
notice
for
a
meeting
does
not
include
the
day
on
which
the
notice
was
issued
or
the
day
of
the
meeting
unless
the
m
eeting
is
convened
at
shorter
notice.
ää
d
Meetings
shall
be
open
to
the
public
unless
their
presence
is
prejudicial
to
the
public
interest
by
reason
of
the
confidential
nature
of
the
business
to
be
transacted
o
r
for
other
special
reasons.
The
public’s
exclusion
from
part
or
all
of
a
meeting
shall
be
by
a
resolution
which
shall
give
reasons
for
the
public’s
exclusion.
Standing
Orders
P
age
4
e
Members
of
the
public
may
make
representations,
answer
questions
and
give
evidence
at
a
meeting
which
they
are
entitled
to
attend
in
respect
of
the
business
on
the
a
genda.
f
The
period
of
time
designated
for
public
participation
at
a
meeting
in
accordance
with
standing
order
3(e)
shall
not
exceed
15
minutes
unless
directed
by
the
chairman
of
the
meeting.
g
Subject
to
standing
order
3(f),
a
member
of
the
public
shall
not
speak
for
more
than
3
minutes.
h
In
accordance
with
standing
order
3(e),
a
question
shall
not
require
a
response
at
the
meeting
nor
start
a
debate
on
the
question.
The
chairman
of
the
meeting
may
direct
that
a
written
or
oral
response
be
given.
i
A
person
shall
raise
his
hand
when
requesting
to
speak
and
may
sit
or
stand
when
speaking.
j
A
person
who
speaks
at
a
meeting
shall
direct
his
comments
to
the
chairman
of
the
meeting.
k
Only
one
person
is
permitted
to
speak
at
a
time.
If
more
than
one
person
wants
to
speak,
t
he
chairman
of
the
meeting
shall
direct
the
order
of
speaking.
ää
l
Subject
to
standing
order
3(m),
a
person
who
attends
a
meeting
is
permitted
to
report
on
the
meeting
whilst
the
meeting
is
open
to
the
public.
To
report”
means
to
film,
photograph,
make
an
audio
recording
of
meeting
proceedings,
use
any
other
means
for
enabling
persons
not
present
to
see
or
hear
the
meeting
as
it
takes
place
or
later
or
to
report
or
to
provide
oral
or
written
commentary
about
the
meeting
so
that
the
report
or
commentary
is
available
as
the
meeting
takes
place
or
later
to
persons
not
present.
ää
m
A
person
present
at
a
meeting
may
not
provide
an
oral
report
or
oral
commentary
about
a
meeting
as
it
takes
place
without
permission.
ää
n
The
press
shall
be
provided
with
reasonable
facilities
for
the
taking
of
their
report
of
all
or
part
of
a
meeting
at
which
they
are
entitled
to
be
present
.
ä
o
Subject
to
standing
orders
which
indicate
otherwise,
anything
authorised
or
required
to
be
done
by,
to
or
before
the
Chairman
of
the
Council
may
in
his
absence
be
done
by,
to
or
before
the
Vice-Chairman
of
the
Council
(if
there
is
one).
ä
p
The
Chairman
o
f
the
Council
,
if
present,
shall
preside
at
a
meeting.
If
the
Chairman
is
absent
from
a
meeting,
the
Vice-Chairman
of
the
Council
(if
Comment
[CW3]:
This
provision
and
the
one
f
ollowing
enable
the
Chairman
to
control
the
p
ublic
participation
session
limiting
it
(
and
individual
contributions)
when
necessary
a
nd
extending
it
when
appropriate
or
desirable.
Comment
[CW4]:
The
NALC
model
assumes
that
s
peakers
will
stand
by
default
so
Ive
c
hanged
it
to
reflect
the
local
custom.
Comment
[CW5]: