folkestone town council
TRANSCRIPT
FOLKESTONE TOWN COUNCIL
AGENDA
Meeting: Finance and General Purposes Committee Date: Thursday 17 June 2021 Time: 6.30 p.m. Place: Council Offices, Town Hall, 1-2 Guildhall Street, Folkestone. To: The Finance and General Purposes Committee YOU ARE HEREBY SUMMONED to attend a meeting of the Finance and General Purposes Committee on the date and at the time and place shown above to transact the business shown on the agenda below. The meeting will be open to the press and public. Any member who wishes to have information on any matter arising on the Agenda which is not fully covered in these papers is requested to give notice prior to the meeting to the Town Mayor, the Committee Chairman or the Town Clerk.
J L Childs Town Clerk 1. APOLOGIES FOR ABSENCE To receive and approve any apologies for absence. 2. APPOINTMENT OF CHAIRMAN To appoint a Chairman for the Committee for the 2021/22 Municipal Year.
Date of Publication: 10 June 2021
001
3. APPOINTMENT OF VICE CHAIRMANTo appoint a Vice Chairman for the Committee for the 2021/22 Municipal Year.
4. DECLARATIONS OF INTERESTSTo receive any declarations of either personal or prejudicial interests that Members may wish to make.
5. MINUTES1) To receive the Minutes of the meeting of the Finance and General
Purposes Committee held on 29 April 2021 and to authorise the Chairman of the Committee to sign them as a correct record.
2) To receive and note the Minutes of the meeting of the Personnel Sub Committee held on 18 February 2021 and 29 April 2021.
6. REVIEW OF THE TERMS OF REFERENCEIn line with the Town Council’s adopted standing orders, the Committee is asked to consider the terms of reference for the Finance and General Purposes Committee. Any changes which the Committee wishes to make must be approved by Full Council at a future meeting. The current version is attached.
7. WORKING GROUPS 2021/22The Committee is asked to note and approve nominations for the membership of the Folkestone Town Council/Folkestone & Hythe District Council Partnership Working Group for the Municipal Year 2021/22.
8. SCHEDULE OF PAYMENTSThe attached schedule details payments made between 1 April 2021 and 31 May 2021.
9. BUDGET MONITORING STATEMENT 2021/22The attached statement sets out details of the Town Council’s expenditure/income up to the 31 May 2021.
10. BANK RECONCILIATIONThe bank reconciliation statement to 31 May 2021, as approved by the Town Clerk, is attached for information.
11. MATTERS AND RESOLUTIONS FROM COMMITTEESAt the Personnel Sub-Committee held on 29th April 2021 it was resolved at Minute 512: That a request be made to the Finance & General Purposes Committee to increase the training budget to accommodate the 2021-22 Officer Training Schedule.Proposed: Councillor Dylan JeffreySeconded: Councillor Mary LawesVoting; F:4, Ag:0, Ab:0
002
12. TOWN HALL EXTERNAL REPAIRS Report F/21/293 in relation to the appointment of a contractor to carry out external repairs to the Town Hall is attached for approval.
13. WARD GRANTS For information, the attached shows ward grants approved by the Town
Clerk from 1 April 2021 to 31 May 2021. 14. WARD GRANT BALANCES For information, the attached shows ward grant balances available to each
Councillor as of 31 May 2021. 15. DATE OF NEXT MEETING Thursday, 19th August 2021
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FOLKESTONE TOWN COUNCIL
MINUTES of the Finance and General Purposes Committee Meeting held virtually by Zoom on Thursday, 29 April 2021 at 6.30 p.m. PRESENT: Councillors P Bingham, P Gane, D Jeffrey, N Keen (Chair), M Lawes, R Field (18.36pm), J Meade and T Prater. ABSENT: Councillor C McConville. IN ATTENDANCE: Councillor A Berry OFFICERS PRESENT: J Childs (Town Clerk) and P Cross (Finance Officer). 1394. APOLOGIES FOR ABSENCE No apologies were received. 1395. DECLARATIONS OF INTEREST
None 1396. MINUTES
The Committee received the Minutes of the meeting of the Finance and General Purposes Committee held on 18 February 2021. RESOLVED: That the Minutes of the meeting of the Finance and General Purposes Committee held on 18 February 2021 be received and signed as a correct record.
Proposed: Councillor P Gane Seconded: Councillor P Bingham Voting: F:7 Ag:0, Ab:0 1397. SCHEDULE OF PAYMENTS The Committee considered the schedule of payments made between 1
February 2021 and 31 March 2021. . RESOLVED: That the Schedule of Payments for the period 1 February
2021 and 31 March 2021 be approved. Proposed: Councillor P Bingham Seconded: Councillor J Meade Voting: F:7 Ag:0, Ab:0
004
488
1398. BUDGET MONITORING STATEMENT 2020/21 The budget monitoring statement to the 31 March 2021 was received by the
Committee. RESOLVED: That the Budget Monitoring Statement to 31 March 2021
be approved. Proposed: Councillor J Meade Seconded: Councillor P Gane Voting: F:8 Ag:0, Ab:0 1399. BANK RECONCILIATION
In line with financial regulations the bank reconciliation statement to 31 March 2021 was received and duly noted.
1400. WARD GRANTS A list of ward grants approved by the Town Clerk between 1 February 2021
and 31 March 2021 was provided for the Committee’s information and duly noted.
1401. WARD GRANT BALANCES 2020/21 A list of ward grant balances available to each Councillor on 1 April 2021
was provided for the Committee’s information and duly noted. 1402. EXTERNAL TOWN HALL REDECORATIONS & REPAIRS The Town Clerk advised Committee that a call for fixed price tenders for the
external redecorations and repairs of the Town Hall had been placed in line with Council’s financial regulations, the information was duly noted
1403. DATE OF NEXT MEETING Thursday, 17th June 2021 @ 6.30pm Meeting concluded at 18.43pm
Chairman…………………………………………………
Date………………………………………………………
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Updated 19.9.17
FOLKESTONE TOWN COUNCIL
TERMS OF REFERENCE
Finance and General Purposes Committee
1. To exercise the powers and duties of the Town Council in financial matters, including.
a) All applications for financial assistance except those referred to the grants committee.
b) Accounting, banking and payroll arrangements.
c) Insurance.
d) Advertising.
e) Staff Costs.
f) Subscriptions.
g) Charitable Trusts and voluntary organisations.
h) Management of the Town Council’s premises, administration and capital expenditure.
i) The Town Council’s income and expenditure including the Annual Town meeting;
Councillors’ training and expenses; and gifts and presentations. j) Health and Safety.
2. To consider and make recommendations on:
a) All financial matters affecting the Town Council, including Precepts, budgets, accounts,
payments and contracts.
b) Through the Personnel Sub Committee, the appointment, pay, superannuation and conditions of service of Town Council staff and staff/councillor training.
c) Staff and Council member training.
d) The Town Council’s premises.
e) Mayoral costs, including the civic car.
f) Town Council vacancies and electoral arrangements.
g) Twinning and friendship links.
h) The implementation of the Council’s aims and objectives.
006
Updated 19.9.17
i) The Chair or Vice Chair be involved in the selection and engagement of professional advisors.
j) All statutory and legal matters affecting the Town Council (including byelaws).
k) Complaints procedures and the resolution of complaints received.
3. To prepare budgetary forecasts, where necessary, on any of the above activities for inclusion in
the Town Council’s budget for the following financial year and consider these in the calculation of the precept.
4. To consider and make recommendations to the Council on any changes to these terms of
reference that might be required to enable the committee to adapt to changing circumstances and be better prepared to carry out its mission.
007
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3 o
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014
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Page
4 o
f 5
015
FOLK
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Page
5 o
f 5
016
RESERVES & PROVISIONS AT 31 MAY 2021
BALANCE BALANCECODE AT 1/4/21 AT 31/5/21
£ £
310 GENERAL FUND 221,520 221,520340 NEW SERVICES RESERVE 93,687 93,687362 MUSEUM/HERITAGE RESERVE 289,504 289,504363 TOURISM RESERVE 4,735 4,735365 BUS SHELTERS 3,855 3,855383 WARD GRANTS RESERVE 14,684 14,684385 TOWN GRANTS RESERVE 7,490 7,490386 FTC ELECTIONS 10,200 10,200387 ARMED FORCES' DAY RESERVE 0 0390 SALT BINS 6,168 6,168392 LEAS FLOWER POWER 0 0393 ANTI-LITTER CAMPAIGN 2,000 2,000396 BENCHES 0 0400 PLAY AREAS 100,000 100,000403 CCTV EQUIPMENT/MAINTENANCE 0 0404 CHRISTMAS EVENT (FTC) 0 0405 CHRISTMAS EVENT (CHERITON) 3,227 3,227406 NEIGHBOURHOOD FUND 22,011 33,859407 LUNCHES FOR CHILDREN 1,030 1,030408 CHRISTMAS GIFTS FOR CHILDREN 1,187 1,187409 COMMUNITY TRANSPORT 71,303 71,303499 PROVISION FOR OUTSTANDING INVOICES 5,134 5,134
TOTAL 857,735 869,583
017
Folkestone Town Council Current Year02/06/202112:10
Date:Time:
Page 1User: PJCBank Reconciliation Statement as at 31/05/2021for Cashbook 1 - Current Bank Account
Bank Statement Account Name (s) BalancesStatement Date Page NoHSBC Current Account 90,096.0431/05/2021 434
90,096.04Unpresented Cheques (Minus) Amount
0.000.00
90,096.04Receipts not Banked/Cleared (Plus)
0.000.00
Balance per Cash Book is :-Difference is :-
90,096.0490,096.04
0.00
018
1
Folkestone Town Council
Report Number F/21/293 To: Finance and General Purposes Committee Date: 17 June 2021 Status: Public Report Responsible Officer: Town Clerk Subject: Tenders for External Repairs to Town Hall SUMMARY: To update members following receipt of tenders for external repairs to the Town Hall. REASONS FOR RECOMMENDATION Following receipt of tenders, a contractor must be appointed to carry out repairs. RECOMMENDATIONS:
1. To receive Report F/21/293 2. To approve the appointment of a contractor to carry out external
repairs to the Town Hall. Aims and Objectives – To comply with Best Value and Quality Council legislation. Financial Implications – Existing Building Repairs/Maintenance budget and the Museum/Heritage Reserve. Equal Opportunities – Equal opportunities for all.
This report will be made public on 10 June 2021.
019
2
1. Introduction
Following the closing date of noon on 24th May 2021, twelve tenders were received via the District Council’s portal. These were opened at 10.00am on 26th May by the Town Clerk, the Mayor and Nick Lawn of Godden Allen Lawn, who acted as consultants in the tender process.
2. Tenders
Out of the twelve tenders received, one was marked as non-compliant and therefore dismissed. The other eleven included three from contractors on Folkestone Town Council’s approved list, as per minute 686 of the Finance & General Purposes Committee meeting held on 20th October 2011. The range of tenders was from £94,440 to £257,804. Tenders were evaluated on price and quality, with the following four bids being shortlisted:
Only one bid is in line with the Council’s procurement policy regarding supporting local business; this is bidder 3, who scored highest, is local and on the list of preferred contractors.
3. Recommendation The Committee will recall that the Council’s Financial Regulations do not require that the lowest bid be accepted. Approval is therefore sought to award the tender to bidder 3. Funding for the work is to come from the Museum/Heritage Reserve and the existing Building Repairs/Maintenance budget. Silver Screen Cinema have paid their annual maintenance contribution for 2021/22, which will cover the cost of works to be carried out in the cinema area.
Bidder Price % Score
1 £94,440.00 85 2 £99,871.00 82 3 £104,819.09 88 4 £104,300.00 84
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