New Alresford Town Council

                                                      Meeting of Town Council

                                                                               Held at the Arlebury Park

                                                                      7.30pm Thursday 9th August 2007                

 

Present:                  Cllrs Gentry (chaired), Middleton, Cattle, Power, Yeldham, Read, Jeffs, Evans

In Attendance:            City Cllr. E.Jeffs

Apologies:            Cllr., Phillips, Byrne, Luckham, City Cllr. Cook  

Press:                     M.Farrell, C. Harris

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DECLARATION OF INTEREST  - None

 

MINUTES OF THE MEETING OF  12th July 2007 -

Proposed: Cllr. B. Jeffs Seconded Cllr. Cattle (AGREED)

Actions carried Forward

Public Question - Nigel Woodham question on past minutes – carried forward

Stratton Bates Footpath – Carried Forward to Recreation Agenda

Broad Street – Cycle racks proceeding.  Paving and Bollard repair carried forward to Environment Committee.

Unblocking Drains – Processed.  Clerk to carry out a check.

Citizen Advice Bureau – Awaiting reply

Grants – Grants paid and correspondence completed

Sage – Software purchased and installation being carried out.

New Purchase Order System – Implementation to commence upon completion of Sage installation

 

ADJOURNMENT FOR PUBLIC QUESTIONS - None

CITY COUNCILLOR’S REPORT

Cllr. E. Jeffs reported that he was awaiting a reply from SERCO regarding the collection times of Broad Street commercial refuse collection.  Cllr. Jeffs had received numerous requests concerning vandalism and believed that the police should continually be kept informed of the problem.  Cllr. E. Jeffs would be taking the issue up with the police.  It was felt that the Tuesday Police surgery should be given wider coverage.

 

FINANCE

Resolution: To approve payments for June £38,231.37

 Proposed Cllr. Yeldham  Seconded Cllr. Power (AGREED)

Resolution:  That the NATC

  1. Adopts NatWest Bank, Alresford as its new Bankers.
  2. That the Town Clerk, Chair, Vice-Chair and Chairs of Recreation, Environment and Tourism be appointed authorised signatories with any two people from this list able to sign.
  3. Any changes to the Bank Mandate to be supported by a resolution of the Council.
  4. The Clerk to be authorised to implement Electronic Banking arrangements at the most appropriate point consistent with the Council’s new sage accounting system being stable.
  5. The Clerk to be authorised to implement enhanced Internet Banking if it is deemed that the standard service does not offer the necessary security.

Proposed Cllr. Gentry   Seconded Cllr. Middleton (AGREED)

Adoption of revised year end accounts as at 31st March 2007

The internal auditor had been advised of the changes and had voiced no objection.

The changes made were the result of the following:-

Increase in expenditure due to understated utility charges.

Provision for bad debt.  Resulting from the financial crisis of the NATC tenant, Arlebury Park Sports and Social Club.

Write down of Millennium Trail leaflets due to item being incorrectly categorised as an asset.

Consequential reduction in the general reserve figure to £42,425.  These changes further reduced the general reserves to below the recommended third of the precept.

It was stated that the revisions were corrections and that there was No evidence that fraud was involved.

Resolution: To adopt revised NATC year end accounts for public view

Proposed Cllr. Jeffs  Seconded Cllr. Power (AGREED)

To give Cllr’s reassurance quarterly reports would be provide to enable future financial transparency.

Adoption of revised budget 07/08

Due to the increase in utility demands and general building maintenance there was a need to augment the  property budget by £17k.  To facilitate this the following budget cuts were proposed.  

1.    Central Admin.                                                  Admin/Capital                               £1k

2.    Recreation                                                          Capital                                           £2k

3.    Environment                                                       Bus Shelters                                  £2k

                                                                                      Lighting                                        £2k

                                                                                    Litter & Dog Fouling                   £2k

3.    General & Policy (Full Town Council)              Public Relations (Newsletter)       £0.5k

Resolution: To adopt the revised 07/08 budget figures.

Proposed Cllr. Yeldham  Seconded Cllr. Cattle (AGREED)

It was felt that securing a financially viable tenant able to pay rent and utility bills would enable the Council to increase reserves at the financial year end.  It was also felt that sports fees should be revisited to ensure we are recovering running and maintenance costs.

Overdue Debts

Football Club  - Floodlight usage being monitored to ascertain accurate figure.  Upon receipt of usage a revised invoice will be issued.  (Current Invoice £378).  No question that Club will pay a revised invoice.

Hanging Baskets Letter to chase 7 outstanding unpaid accounts (including 3 sponsors). 

Two additional exceptions.   1.  new tenant has agreed to incur debt of previous owner  upon receipt of a new invoice. 2. Sad demise of Betty Pearson.

 Resolution:  For NATC to write off the debt on behalf of Mrs. Pearson. Proposed Cllr. Gentry  Seconded Cllr. Jeffs (Unanimously AGREED) 

Arlebury Park Sports and Social Club

Current debts outstanding in respect of 2qrt and 3qrt rent, utility usage and maintenance amount to some £5,200.  In addition utility usage, currently not invoiced, is probably £1,000.

A response had been received from correspondence sent which gave no constructive indication for settlement.

NATC considered the following 4 options:

  1. Do nothing
  2. Seek repayments of debts through the courts
  3. Seek an order for winding up the Company
  4. Call-in the lease due to the tenants being in breach of the terms.

Cllr.’s were concerned about their commitment to the Football Club but they were informed that it was possible to meet this commitment. 

Resolution: To call in the lease of the tenant, Arlebury Park Sports and Social Club, due to breaching the terms of the lease.

Proposed Cllr. J. Cattle.   Seconded  Cllr. B. Jeffs (AGREED)

It was decided to seek legal advice before calling in the lease.

 

Resolution: To appoint Godwins, 12. St. Thomas Street, Winchester SO23 9HF as the solicitor to represent NATC in all of their legal matters.

Proposed Cllr. Evans  Seconded Cllr. Cattle (AGREED)

Advice to be sought from Godwins regarding the tenant lease terms and conditions.

 

Water Bowser

The water bowser had incurred £600 expenditure due to emergency  maintenance.

After discussions with George Cann it was considered that no replacement was necessary but that an annual winter overhaul would be necessary to ensure future mechanical dependency.

 

DATE OF NEXT MEETING  7.30 Thursday 13th September, 2007 at Town Offices, Upper Meeting Room, Arlebury Park.

 

Closed meeting 8.45pm

 

                                           

 

Chairman’s Signature…………………………………….Date…………………….

 

 

 

 

 

 

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