 finance minutes
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE MEETING TO DISCUSS FINANCIAL IMPLECATIONS OF RAISING FUNDS TO PURCHASE THE CAR PARK IN BUCKLAND MONACHORUM.
27th March 2008 in the committee room, Buckland Monachorum Village Hall at 7.30pm.
Members present: Mr R White (Chairman), Mr D Simkins, Miss M Allen, Mrs S Challiss,
Mrs S Britton and Mrs E Simkins (Clerk).
Apologies: Mrs C Allan.
Minutes.
1. Members discussed the offer made by the PCC to sell the car park in the centre of the Village of Buckland Monachorum to the Parish Council for £150,000. The PCC is seeking ways of raising money to fund alterations to the Church.
a) Members are concerned that there is already limited off road parking in the Village. The main road becomes congested and difficult for wide vehicles to negotiate when residents’ cars are parked outside their houses. It is estimated that there is space for about 20 vehicles in the car park. Two of these spaces may be tied to local cottages, but this has not yet been confirmed.
b) There is no accurate information on who currently regularly uses the car park in the Village, and to what extent its loss would add to the congestion. The car park is often quite full, but there is a need to carry out a survey to find out if visitors to the local pub, or Church rather than residents use the car park.
c) The Parish Council needs to be clear about the reasons for taking up the offer to purchase the car park. It is not considered satisfactory to use the excuse of preventing development of the area for housing.
d) The Members are mindful of the fact that there are over 3,000 parishioners (Tax Payers) in the Parish and that Buckland has a population of about 670. To raise the current offer price of £150,000 would necessitate a loan, most likely from the PWLB, and at the current rate of interest this would amount to an annual repayment of £10493.04 (as at 26/2/2008) over a 25-year period. This would add £3.50 per head per year to the local council tax demand.
e) The Council will need to weigh up the benefits to the Village against the benefits (if any) to the rest of the Parish.
f) The Council has written to the local Planning Office requesting information on how to obtain a Planning Determination on the site, but no reply has been received. It will also be necessary to have a proper independent valuation of the site, to confirm the price. (This could cost from £200-£300).
g) If the Council decided to make the purchase it would have to consider renting out the spaces in order to off-set the loan repayment costs.
g) If the Council considers that there is sufficient need to purchase the site then it is considered that a Public Meeting should be called in order to gauge the views of the parishioners, before a firm offer is made to the PCC.
Action/Questions:
Reasons for purchase?
Overall benefits of the purchase for the Parish as a whole?
Survey of car park.
Independent valuation.
Whether or not to rent out spaces or leave for open use?
Public meeting.
The meeting closed at 8.30pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
DRAFT Minutes of the meeting held on Tuesday 29th October 2007 in Buckland Monachorum Village Hall at 7.30pm.
Present: Mr R White, Mr D Butland, Mr D Simkins, Mrs S Challiss, Mr P Barons Mrs E Simkins (Clerk).
1. APOLOGIES: Miss M Allen and Mrs M Mills.
2. REVIEW OF THE CURRENT YEAR’S BUDGET.
a) The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were agreed based on terms and conditions of existing contracts, and expenditure to date. Outstanding items of expenditure include the repairs to the electrical box at Yelverton, the new granite seat, and the renewal of the play park fence. It was noted that the DNPA grant towards the cost of toilet cleaning, and the grass cutting grants had not been confirmed, also NALC had not reported on the outcome of negotiations on the annual pay awards.
4. CONSIDERATION OF ITEMS REFERRED TO THE COMMITTEE FOR EXPENDITURE.
a) The Members agreed that the dismantling of the Whistley Down bus shelter could be included in the current year’s expenditure (4.b.i November 2006 minutes). DNPA, Roborough Commoners, and Maristow Estate are being contacted.
b) It was noted that the DCC has indicated that it will be able to progress the request for a new bus shelter on the A386 near to Grange Road, (item 4.b.iv November 2006 minutes).
5. CONSIDERATION OF REQUESTS FOR GRANTS/DONATIONS.
a) The Committee noted details of requests for grants. The following grants were recommended:
Tavistock Ring and Ride, £150. Vitalise, £25, Crapstone Green grass cutting, £100, Yelverton Tennis Club, £100, Yelverton Play Park for grass cutting, £175, Devon Wheels 2Work, £100, and a reserve of £125.
6. BUDGET FIGURES FOR 2008/9
Mr Simkins and the Clerk declared an interest in the item of expenditure concerning pay awards and withdrew from the meeting during discussions.
a) Following consideration of the terms of the Clerk’s contract it was agreed to recommend Pay Scale 23 for 2008/9.
b). Following consideration of each item of expenditure and receipts figures were agreed for the 2008/9 budget, subject to confirmation of the NALC recommended pay award and grants for toilet cleaning and grass cutting.
The meeting closed at 9.35pm.
BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
DRAFT Minutes of the meeting held on Tuesday 14th November 2006 in Buckland Monachorum Village Hall at 7.30pm.
Present: Mr G Osborn, Mr P Wing, Mr P Barons, Mrs S Challiss, and Mrs E Simkins (Clerk).
1. APOLOGIES: Mr R White and Mrs M Mills.
2. APPOINTMENT OF CHAIRMAN.
a)Mr White (Chairman) was unable to attend the meeting, Mr Barons proposed and it was agreed for
Mr Osborn to chair the meeting.
3. REVIEW OF THE CURRENT YEAR’S BUDGET.
a) The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end are agreed based on terms and conditions of existing contracts, and expenditure to date. Outstanding items budgeted for the current year, but not yet actioned include the replacement of fencing at Buckland play park, replacement of Clearbrook notice board, and the purchase of the granite memorial seat for the Memorial Meadow. It is noted that the Yelverton grass cutting contract will be re-let at the end of December. Due to the poor performance of the Contactor this year it is agreed to recommend that the retention be withheld on completion of the contract. Mr Osborn proposed and it is agreed to recommend to Council the consideration of raising the Clerk’s pay scale from SCP 21 to SCP 22.
4. CONSIDERATION OF ITEMS REFERRED TO THE COMMITTEE FOR EXPENDITURE.
a) The Members considered a list of items for expenditure. It is agreed that the following items be recommended for inclusion in the budget, a new dog waste bin for location on the Footpath 6 walk to school route, a replacement memorial bench in the cemetery, and the replacement of the broken office desktop photocopier. Members also agreed on the inclusion of the slide recommended by the full Council for erection on the mound in the field at Stonemoor.
b) The following recommendations are agreed for other items under discussion:
i) The future of the unused bus shelter at Whistley Down: This is not considered a priority and is not recommended for inclusion in the budget for 2007/8.
ii) New gate on the bridge on footpath 6: The Clerk will request assistance from the DCC Warden in obtaining a new gate with a stronger spring mechanism.
iii) It is noted that the DCC has indicated that a grant will probably be available to cover the cost of the drainage survey for the field at Stonemoor. It is not possible to budget for any improvement work until a full report is received.
iv) It is noted that a request has been received for a new bus shelter on the A386 near to Grange Road. The Members recommend that, due to the high cost of a new shelter, the addition of solicitors’ fees, plus the need to spend time consulting with other agencies on the matter, this item is not included in the budget this year.
5. CONSIDERATION OF REQUESTS FOR GRANTS/DONATIONS.
a) The Committee noted details of requests for grants. The following grants are recommended for the year 2007/8:-
Crapstone Green grass cutting, £60. Yelverton Village Park, £150.00 towards grass cutting.
Tavistock & District Local Transport Partnership, £150. Tavy & Tamar Gig Club, £100.00. Samaritans, £50.00 and West Devon Citizens Advice Bureau, £50.
6. BUDGET FIGURES FOR 2007/8
a) Following consideration of each item of expenditure figures were agreed for the 2007/8 budget, for recommendation to full Council.
5. THE PRECEPT FOR 2007/8
a) Based on the figures discussed the Committee recommends a precept figure of £31986 to the Council.
This represents a rise of 2.4% on 2006/7.
Requirements for 2007/8 42378
Less balance B/F 10392
Precept for 2007/8 31986
The meeting closed at 9.30pm.
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BUCKLAND MONACHORUM PARISH COUNCIL
FINANCE SUB-COMMITTEE
Minutes of the meeting held on Tuesday 1st November 2005 in Milton Combe Village Hall at 8pm.
Present: Mr P Wing (Chairman), Mr G Osborn, Mr P Barons, Mrs S Challiss, Mr R White and
Mrs E Simkins (Clerk)
1. APOLOGIES: Mrs M Mills.
2. REVIEW OF ITEMS OF EXPENDITURE AND PROJECTS TO THE YEAR’S END.
a) The Chairman referred to a table showing details of expenditure to date. Estimates of additional expenditure to the Year’s end were made based on terms and conditions of existing contracts, and forecasting figures for other items based on current expenditure. Variations on the figures forecast in 2004/5 were discussed and agreed. It was noted that expenditure on the current footpath project for the Walk to School route is financed through the DCC P3 grant.
3. GRANT REQUESTS
The Committee noted details of requests for grants. The following grants are recommended for the year 2006/7:-
St. Andrew’s CofE (Aided) Primary School, £150 towards multi-sensory equipment.
Yelverton Village Park, £150.00 towards grass cutting. Crapstone Green grass cutting, £60.
Vitalise (formerly the Winged Fellowship Trust) providing activity breaks for disabled people, £25.
Tavistock & District Local Transport Partnership, £150. West Devon Citizens Advice Bureau, £50.
4. BUDGET FIGURES FOR 2006/7
a) Following consideration of each item of expenditure figures were agreed for the 2006/7 budget, for recommendation to full Council. See table A.
Discussion took place on the major projects for consideration in 2006/7. The fencing at Buckland Monachorum Play Park is becoming dilapidated and will probably fail the next Annual Safety Inspection.
A figure of £1000 is recommended for inclusion in the budget for replacing the fence. The future use and maintenance of Crapstone Field (Stonemoor) is under consideration by the Parish Council, and no firm decision has yet been made on the next course of action. It is agreed that this item cannot be included in the budget until more details are obtained on proposed work. The leasing of the barn is currently covering the basic cost of keeping the grass cut.
5. THE PRECEPT FOR 2006/7
Based on the figures discussed the Committee recommends a precept figure of £31233 to the Council.
Requirements for 2006/7 39464
Less balance B/F 8231
Precept for 2006/7 31233
This represents a rise of 2% on 2005/6.
The meeting closed at 9.40pm.
FINANCE MINUTES - BMPC
Minutes of the meeting held on Tuesday 2nd November 2004 in Buckland Monachorum Village Hall.
Present: Mr G Osborn (Chairman), Mr D Simkins, Mr P Wing, Mrs M Mills, Mr P Barons and Mrs E Simkins (Clerk)
1. APOLOGIES: Mr R White
2. REVIEW OF ITEMS OF EXPENDITURE TO THE YEAR’S END.
a) The Chairman referred to a table showing details of expenditure to date. The first item for discussion was the Clerk’s salary.
Mr Simkins and the Clerk declared and interest and withdrew from the meeting at 7.40pm .
b) The Members discussed the rates of pay recommended by the National Association of Local Councils (NALC) and the Devon Association of Parish Councils (DAPC) for Parish Clerks, and the rules relating to the award of pay scales. The Chairman reported that following research into the rules relating to pay and the interpretation of the NALC/DAPC recommendations the Council has not been following recommended procedures for awarding annual increases in Spinal Column Points.
c)It is recommended that an item for discussion on the possible back-dating of pay for the Clerk should be placed on the agenda of the next Council meeting.
d) It is recommended that the Clerk’s rate of pay be raised to Spinal Column 20 with effect from 1 st April 2005 .
Mr Simkins and the Clerk rejoined the meeting at 8pm .
e)It is noted that the Yelverton contract fee will rise by an amount equal to the National Rate of Inflation at the end of the contract term in December. The Buckland contract is due for renewal at the end of December, the fee has not risen for three years and the Contractor will be putting in his bid shortly. A draft of the amended schedule was distributed to Members.
f) It is recommended that a grant of £50 be given to Buckland Monachorum Community Orchard this year towards the printing costs of a publicity leaflet. A grant has already been promised from WDBC and local fund raising has also raised some money towards the costs. The meadow is open to the local parishioners and is used by the local school.
g) It is agreed that Mr Liversidge be requested to undertake an extra strim of the boundary fence line in the Memorial Meadow in preparation for the tree planting. Silvanus Trust has confirmed dates of the first and second December for the work.
h) It is recommended that £200 be donated to the Trust, and that a further £275 is allocated for purchase of rattle seed and wildflower seed in the Memorial Meadow this year.
i) It is recommended that £750 is allocated towards the cost of replacing the metal gate at the entrance to phase 2 of the cemetery, and that Tavistock Saw Mill is requested to provide a quote for gates of a similar style to those in main entrance.
j) Following a bequeath of money to the cemetery a total of £2282.90 is now held in the Post Office investment account. It is recommended that the interest (which amounts to £1132.90) is placed in an accumulating fund for the repair and maintenance of memorials. It is noted that the money in this account was bequeathed by Elizabeth A Cannon plot number Q6 and Marjorie Olive Gloyne, plot M1:14 towards the upkeep of their family plots and the cemetery. £50 from each fee for new memorials will be added to the account.
k) It is recommended that £1000 be added to the Play Park account as an accumulating fund towards the upgrading of old equipment and purchase of new equipment including safety barriers in Buckland Play Park and a slide for the earth mound in Crapstone Play Park.
l) Following a review of the remaining items of expenditure, amendments to the estimates to the year- end were agreed as shown in appendix A.
3. GRANT REQUESTS 2005/6:
The Committee noted details of requests for grants. The following grants are recommended for the year 2005/6:-
-
Buckland Monachorum Village Hall £850
-
Milton Combe Village Hall £500
-
Yelverton Play Park £150
-
Citizen’s Advice Bureau £50
-
Tavistock Ring & Ride £100
-
Winged Fellowship Trust £25
-
Crapstone Green £60
-
Fund for the Year £200
4. CONSIDERATION OF EXPENDITURE ON PROJECTS & OTHER ITEMS FOR 2005/6.
a) Bus Shelter Milton Combe. Following discussion it is recommended that £500 be added to the accumulating fund. It is noted that a site meeting with members of the Village is taking place on 6th November.
b) Following a review of remaining items of expenditure it is recommended that the figures shown in appendix A are agreed. It is recommended that the £2,000 contingency is no longer included because sufficient money is carried forward in the accumulating funds.
5. THE PRECEPT FOR 2005/6
Based on the figures discussed the precept figure works out as follows:
| Receipts |
£43960 |
| Less estimated expenditure |
£38964 |
| Balance C/F |
£4996 |
Requirements |
£39075 |
| Less Balance B/F |
£4996 |
| Total |
£34079 |
| Less due VAT returns |
£1400 |
| Less contingency |
£2000 |
| Possible precept |
£30679 |
However there will be adjustments to make to this figure following receipt of the new contract fee for Buckland and the decision on the Clerk’s salary. The final recommendation will be made following the full council meeting on 16 th November.
The meeting closed at 10pm.
NB: Since the committee meeting the contract fee has been received from Mr Liversidge and this figure is shown in Appendix A. Adjustment has also been made to the cemetery figure because the £750 for gates was recorded twice by mistake (in the Year End total and in the Requirements for 2005/6). The contingency figure of £2,000 should have been deducted from all the columns. These adjustments are shown in appendix A.
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