TOWN HALL COMMITTEE MEETING

MONDAY 21ST APRIL 2008

Present :-   Cllr C. Dryden (Chair), Cllr P. Allen, Cllr V. Baker, Cllr J. Godwin,

                 Cllr J. Lynch, Cllr C. Stanger

1.    Apologies for Absence

Cllr J. Hart

2.    Declarations of Interest

None.

3.    Open to the Public

No members of the public were present.

4.    FINANCE

a)    Cheques Issued

The Clerk distributed a copy of the Cheques Issued List (cheque numbers 004224 to 004250). Most items were ongoing, the following cheque being of note:-

004243 / £68.00 to Millennium Glazing for replacement window pane at Office 10

Proposal

Cllr Lynch proposed that the Cheques Issued List be signed by the Chair and R.F.O;

seconded by Cllr Stanger, All in favour.

b)    Summary of Accounts to 31/3/2008

The Clerk distributed a copy of the Financial Budget Comparison for the period 01/04/07 to 31/03/08 .

INCOME

Office Rents

Budget     £22000.00     Actual     £19907.00

The Clerk reported the office rents to be on budget. Payments relating to 2007/08 financial year have been received since 01/04/08 .

Hall Hire

Budget     £18450.00     Actual     £20178.00

Meeting Room Hire

Budget     £1476.00       Actual     £1443.00

One NCC Adult Education class had to move to larger premises resulting in a loss of income.

Bank Interest

Budget     £285.00         Actual     £1156.00

Monies held in the account for the Town Hall refurbishment works has resulted in increased income from bank interest.

Total Budget   £77250.00     Total Actual   £77836.00

EXPENDITURE

Cleaner / Caretaker

Budget     £7128.00       Actual     £7336.00

Weekday Caretaking

Budget   £892.00           Actual     £883.00

Weekend Caretaking

Budget     £922.00         Actual     £954.00

Holiday Cover

Budget     £506.00         Actual     £606.00

The Clerk confirmed an overall increase in expenditure for cleaner / caretaking duties as a result on additional bookings and holiday cover.

Initial Textile Hand Dryers

Budget     £1625.00        Actual     £1895.00

Telephone / Fax

Budget     £975.00          Actual     £1023.00

Utilities – Gas

Budget     £2756.00        Actual     £2012.00

Utilities – Electricity

Budget     £2945.00        Actual     £3657.00

The Clerk reported a significant increase in charges for electricity. The combined charge for gas and electricity usage comes within budget.

Town Hall Insurance

Budget     £4033.00        Actual     £4113.00

Water Rates

Budget     £678.00          Actual     £1046.33

Miscellaneous Town Hall Expenditure

Budget     £0.00             Actual     £1122.00

The Clerk confirmed that £1000.00 deposit was refunded to the tenants vacating Office 4. The remainder was for materials relating to repairs carried out by Cllr Allen.

Agents Fees

Budget     £250.00         Actual     £850.00

Agents fees of £850.00 were for the renegotiation of the lease for Office 2/3.

General Maintenance

Budget     £4000.00        Actual     £4186.00

Town Hall Refurbishment

Budget     £41000.00      Actual     £0.00

Funds for the refurbishment works are held within the Town Hall account. No interim invoices have been received from the contractor.

Equipment

Budget     £250.00         Actual     £176.00

The Clerk has placed an order for new cups/saucers for the Town Hall kitchen

Total Budget   £82744.00     Total Actual   £39959.00

c)    Year End Budget Figures

The Clerk distributed a copy of the outstanding invoices and prepayments at 31/03/08 . She referred to invoice 07/49/279 to Mrs P Roffey for hire of the Town Hall on 03/11/07 . This invoice for £109.60 remains outstanding despite the issue of a number of reminder notices, the last being sent two weeks ago by recorded delivery.

Proposal

Cllr Lynch proposed that invoice number 07/49/279 for £109.60 be written off the 2007/08 accounts, the Clerk will continue to pursue payment of the invoice; seconded by Cllr Allen, All in favour.

5.    Future Plans for the Town Hall

       Presentation by Cllr J. Godwin

Cllr Godwin has given consideration to how the TH can be adapted to enhance its disabled access and improve the potential of the building. He illustrated possible options for future use of the Town Hall using plans of the Ground Floor and First Floor. He confirmed that the proposals had not been costed but were preliminary suggestions for discussion and would require additional land in the ownership of the church. He had approached Tony Bryer who had no objections on this matter. Cllr Allen felt any alterations to the Town Hall should be decided in conjunction with the plans for the development of Moat Lane . The Clerk advised that clarification was required from the church on the land issue before proceeding further.

6.    Update on Town Hall Refurbishment Works

The Clerk confirmed that the refurbishment works are approximately 1 week behind schedule and it is anticipated will be completed at the end of May / early June. There have been a couple of incidences where rain has come into the building and recently took out the lights in Bartrams office. The Clerk is waiting for confirmation of the repair costs. The painters are currently on site. There have been some problems over the holidays with youths climbing the scaffolding. Paul Brown has confirmed that an area of damp in the main hall will be addressed from outside. The Clerk is meeting with Cllr Linney this week to put together a specification for the internal redecoration works. These will commence later in the year when the external works are completed.

7.    Non Domestic Rates 2008/09