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1 December 2021

 

Dear Councillor,

 

This is to inform you that the meeting of the Resources and Policy Committee will be held in the Sportsman, Birchwood Leisure Centre, Longmead, Hatfield AL10 0AN at 7.30pm on Wednesday 8th December 2021, to which you are summoned, for the transaction of the following business. 

 

Yours sincerely,

 

 

 

C. A. Lloyd

Town Clerk

 


 

AGENDA

1.            APOLOGIES FOR ABSENCE

              To receive and accept apologies for absence and reasons why (for the 6 month rule), if any.

2.               QUESTION TIME

The first fifteen minutes of the Meeting will be given over to questions from members of the public on issues relating to the work of the Committee.

3.            DECLARATIONS OF INTERESTS BY MEMBERS

Members are reminded to make any declarations of disclosable pecuniary and/or personal interests that they may have in relation to items on this Agenda.

 

You should declare at this part of the meeting or when it becomes apparent your interest by stating:

 

(a)               the item you have the interest in

(b)               whether it is a disclosable pecuniary interest and the nature of the interest, whereupon you will not participate in the discussion or vote on that matter, unless dispensation has been requested and granted

(c)               whether it is a personal interest and the nature of the interest

 

Members are also reminded of their obligation to report any amendment to their Register of Interests to the Town Clerk as soon as it becomes apparent.

4.            MINUTES

To approve as a correct record the Minutes of the Meetings held on 24th November 2021 (copy attached) and to be signed In accordance with Standing Order 12.

 

5.            REPORT FROM THE HEAD OF ESTATES

To consider the attached report

6.            BUDGET 2022/23

To consider the attached report

7.            DATE OF NEXT MEETING

The date of the next scheduled meeting is 12th January 2022.

 

Members:         Cllr T. Wiltshire, Cllr C. Juggins, Cllr J. Bond, Cllr J. Brennan

 

For Information: All other Members of the Council.

 


 

AGENDA 5

Roe Hill-

Guttering replacement £4000                                                             ASAP

Changing Room Doors £4500                                                            ASAP

Front Door Replacement £1500                                                         2023

 

Lemsford-

Front Door Replacement £2500                                                         ASAP

Rear Door Replacement £1500                                                          ASAP

Changing Rm Small Refurb, replacing showers, upgrade electrics, decorating - £10k - £12k  ASAP

 

Birchwood-

Intruder Alarm £8000                                                                          ASAP

Car park line marking £2500                                                              ASAP

 

Newgate-

New barriers £4000                                                                            ASAP

Decorating £5000                                                                               2023

 

Depot-

Kubotas £35k                                                                                      Spring 2022

Van £30k                                                                                             Spring 2022/23

Tri max stealth – Tractor mower - replacement £18k            Spring 2024

 

Fixed Wiring all sites 2023 - £3000

Tree Inspections Survey 2023 - £6000

 

Strategic Plan

All of our assets well maintained and in good condition

 

Equalities

N/A

 

Environmental/Sustainability

Potential for reducing Carbon Footprint with new purchases

Crime & Disorder

N/A

 

Financial

Included in the report

 

Resources (including workforce)

Most work is carried out by contractors

 

Risk Management

Required to keep our properties in a good state of repair and legally compliant (e.g. fixed wiring)

 

Legal Implications

N/A

 

 


 

 

AGENDA ITEM 6

NOTES TO 2022/23 BUDGET

 

1.)   How are we doing this year?

 

1a) Income:

Since the relaxation of the covid rules turnover has picked up and we have seen an uptick in the use of the Town Council’s facilities.

Noticeably

·         As of the 31st October we have received a turnover of £165,263 this is £16,787 short of what is expected (Appendix 1) from Birchwood.

·         We have seen an overall Income of £247,223 which is £15,160 more than we expected for the whole of 2021/2022 budget. This has been driven by:

o   A quick return to the full use of the FunZone and sports hall

o   Increase turnover and popularity of the Cafe

o   Increase use of the hall for parties and functions post lockdown

·         The FunZone income does this include bookings beyond of 31st October 2021.

 

1b) Costs:

o    All unexpected costs have been covered so far through the set aside repairs and Maintenance reserves

o    Total expenditure to 31/10/2021 is £95,651 over budget but will “even out” over the next 6 months.

o    Staffing costs to 31/10 included redundancy costs but this will reduce down for the remainder of the year.

 

1c) 2021/2020 Reserves set aside for Repairs and Maintenance

·         Money allocated from 2021/22 “Reserve Fund”;

-       FunZone Boiler replacement £7,600 (approx.)

-       Oxlease boiler replacement £3,300 actual

-       Lemsford Hall Doors £4,000 (approx.)

-       Birchwood Front Door repair £1,970 (approx.)

-       Roe Hill Climbing Frame £1,000 (approx.)

-       FunZone slide £25,000

REMAINING BALANCE AS OF 31st October = £44,130

 

 

 

 

2.)   2021 – 2022 Budget Approach

 

The budget we set last year was conservative and proven to be the right decision. With the unknow impact of the new variants and what that means to the council it is felt we should not look to change the budget too much for the 2022/2023.

 

2a) Key costs to consider next year:

 

·         Contracted Staff wages increased by 1.75% (rejected offer by Unions but final offer by Employers’) plus 1.25% on National Insurance contributions for employers.  Lower graded staff receive more than 1.75%.

·         Casual staff increased by National Wage increases

·         Assumed that new Town Clerk will start on Sp. 50 rising to Sp. 54 over 4 years

·         Pilates income has been set at a low bar of £25,000as we have not had many sessions yet and don’t know how it will pick up.

·         We will need a weekend caretaker, (14 hours per week) this would be initially a casual post but may become contracted as the Council would be illegal asking the current postholder to work 7 days a week, anticipated cost is £8,000 per annum.

 

2b) As a Council what we want to Offer:

 

 

What we offer

How much it costs

(net of income)

Estates Management

·         Support the outdoor sporting communities ensuring the outdoor facilities are available to be used at their best possible condition.

·         6 Adult football pitches, 3 Youth football pitches 1 rugby pitch, 1 cricket outfield and wicket, 2 astroturf football pitches and 2 tennis courts

·         There are open spaces such as deHavilland Grange and Centenary Park and formal gardens such as Horsa Gardens, Coronation Gardens and the War Memorial Gardens, also kept neat and tidy by the Grounds Team.

·         The Estates Team manage 4 halls, Howe Dell (currently being used by Howe Dell school, Oxlease House, Lemsford Village Hall and Roe Hill Hall.  This entails all health and safety checks, maintenance and cleanliness, as well as opening and locking and showing around potential hirers.

·         The Town Council manages and maintains 18 Children’s Play Areas

·         The Head of Estates oversees both the Grounds and Estates Teams and carries out the Health and Safety risk assessments for the grounds staff and properties as well as ensuring that the licences and certificates are up to date.

£339,838

 

Leisure Centre

·         Sports Hall (4 badminton courts/basketball court/netball court/disability rugby)

·         Health & Wellness Suite

·         Pilates Studio

·         Children’s Indoor Play Area

·         Meeting room with wi-fi access which doubles as fitness studio for martial arts/yoga etc

·         Wellfield Trust Room (tenant)

·         100 parking spaces

·         Depot for Grounds Team

·         Management bookings for all football, rugby and astro pitches

·         Hall and function bookings

 

£179,856

Central Management & Democratic Costs

·         Support to Councillors in their visions, Policy setting and procedural accuracy.

·         All Governance and democratic support for meetings of the Council

·         Mayoral support

·         Financial Services to the Council

·         Management and supervision of Birchwood Leisure Centre and its staff

·         Supervision of the Head of Estates and his Team

·         Responsibility for Health and Safety

·         Responsibility for HR Function

·         Liaison with the public in person, on phone, via email and social media

·         Liaison with Council’s Webmaster

·         Compliance with all statutory requirements

·         FunZone management and bookings

£274,524

Events

Platinum Jubilee

Fireworks

Remembrance Day

Christmas

£18,800

 

Recommendation:

2.8% increase on Band D Council Tax (4% on precept)

This is less than inflation on Band D and allows the Council to support the (potentially) nationally agreed increase in wages.

 

This will also result in an increase for Tree work, Repairs and Maintenance £125,469. Looking at our current fixed asset and machinery we are aware of a number of items that may need to get replaced (potentially from s.106 funds specifically for grounds maintenance of our sites) and have ringfenced £33,538 for Capital works such as the consultation for Birchwood Football Ground and improvements to Lemsford showers.

 

This will leave our reserve untouched which will sit at:

£9,792 – unallocated

£375,450 – 30% of budgeted expenditure 2022/23

There are no further ear-marked reserves as these were utilised during the pandemic for revenue implications.

Note the above is based on our best assumptions but with the current unknowns around Covid these figures and estimates may need to be reviewed in the future.

The Council still retains a current liability of s.106 funds to the value of £ 469,904 as at 31/10/21


 

Appendix 1

 

Full Year Budgeted Income 2021/22 vs Actuals received as of 31st October (6 months)

 BUDGET

RECEIVED

Difference

ALLOTMENTS

Allotment Rent

 £      3,000

 £       1,622

            1,378

Payable on 1/10/21

BIRCHWOOD

Pilates studio

 £    50,000

 £       1,028

          48,972

Opened in Oct 2021

Sports Hall

 £    20,000

 £     33,634

 £          13,634

Sportsman

 £      5,625

 £     12,574

 £            6,949

FunZone

 £    70,000

 £     74,278

 £            4,278

Gym

 £      1,125

 £               -

            1,125

in with Gold/Platinum cards

3G

 £    10,000

 £     12,086

 £            2,086

Fitness Classes

 £      2,625

 £          695

            1,931

Also inc memberships

Café

 £      5,000

 £     17,725

 £          12,725

Birchwood "Other"

 £      1,875

 £       1,879

 £                   4

walking football

Gold/Platinum Cards

 £    10,000

 £       3,843

            6,157

Football Pitches

 £              -

 £       7,522

 £            7,522

Not a full Season yet

Solar panels

 £      5,800

            5,800

No rebate yet

LEMSFORD

Bar sales

 £              -

 £       3,755

 £            3,755

Day Nursery

 £    20,250

 £     15,890

            4,360

Payable monthly

Hall Hire

 £              -

 £     18,093

 £          18,093

Football Pitch

 £      2,063

 £       1,818

               245

Not a full Season yet

NEWGATE STREET

Cricket Sq

 £         150

 £          904

 £               754

ROE HILL

Bar Sales

 £              -

 £       5,652

 £            5,652

Hall hire

 £      7,000

 £     10,068

 £            3,068

Football

 £      1,425

 £       1,763

 £               338

Not a full Season yet

Rugby

 £         750

 £       1,517

 £               767

Not a full Season yet

3G

 £         375

 £       1,163

 £               788

Day Licence

 £    15,000

 £       8,750

            6,250

Payable monthly

OXLEASE

Hall hire

 £              -

 £     10,965

 £          10,965

Payable monthly

 £  232,063

 £   247,223

 £          15,160

 

 


 

APPENDIX B

 

2022/23

 Income

 Expenditure

 Net 

DEMOCRATIC

 £                          -

 £                 6,700

                        6,700

CENTRAL

 £                          -

 £             267,824

                   267,824

EVENTS

 £               12,000

 £               30,800

                      18,800

ALLOTMENTS

 £                 3,000

 £                 2,250

 £                           750

BIRCHWOOD

 £             200,050

 £             379,906

                   179,856

ESTATES

 £                          -

 £             357,660

                   357,660

HOWE DELL

 £                          -

 £                          -

 £                               -

LEMSFORD

 £               30,663

 £               21,708

 £                      8,955

NEWGATE STREET

 £                     150

 £                 1,900

                        1,750

OXLEASE HOUSE

 £               27,600

 £                 5,763

 £                      21,837

ROE HILL

 £               26,550

 £               37,020

                      10,470

TO RESERVES

 £                          -

 £             125,469

                   125,469

 

 

 

 

 

 

 

 

 

 £             300,013

 £          1,237,000

                   936,988

 

 

 

Strategic Plan

A Balanced Budget

 

Equalities

N/A

 

Environmental/Sustainability

N/A

Crime & Disorder

N/A

 

Financial

Included in the report

 

Resources (including workforce)

N/A

 

Risk Management

Precept request to WHBC MUST be communicated before 31/1/22 (earlier if possible)

 

Legal Implications

The Council must set a precept; Local Government Finance Act 1992 (added by the Localism Act 2011).