finance, budget and resources committee · you are hereby summoned to a meeting of the finance,...

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ointed Members of the Committee To appointed Members of the Committee You are hereby summoned to a meeting of the Finance, Budget and Resources Committee, to be held at the Fleur-de-Lys Council Chambers/Meeting Rooms, Market Street, Hailsham, on

Wednesday 11th May 2016 at 7.30 p.m. Prior to commencement of the formal business of the meeting, a period of not more than 15 minutes will be assigned for the purpose of permitting members of the Public to address the Assembly, or ask questions on matters relevant to responsibilities under the direction of this Committee, at the discretion of the Chairman. The order of formal business to be transacted will thereafter be as follows: 1.

Apologies for Absence To receive apologies for absence of appointed members.

Declarations of Interest To receive notice of declarations of personal or prejudicial interests in respect of items on this agenda.

3. Minutes of previous Meeting 3.1 A) To note that the Minutes and Reports of the Meeting of the Finance, Budget

and Resources Committee (Ref:FBR15/6/76-87) held on 6th April 2016 were confirmed as being a correct record of that meeting.

3.1 B) To consider any matters arising.

4. Periodic Statements and Committee Expenditure 4.1 To receive note and adopt the financial reports as listed below: a) Fund summary as at 31st March 2016 (copy attached) b) Summary of net expenditure as at 31st March 2016 (copy attached) c) List of uncleared cheques as at 31st March 2016 (copy attached) d) List of payments previously certified by a member of the cheque signatory panel

for payments made during January 2016, for payments made during February

FINANCE, BUDGET AND RESOURCES COMMITTEE

AGENDA

HAILSHAM TOWN COUNCIL

2

2016 and for payments made during March 2016 (xxx page summary attached) (In accordance with paragraph 3.11 of the Governance and Accountability for Local Councils Practitioners Guide)

e) Summary of the Council’s income and expenditure as at the 31st March 2016 compared against budgets (four page summary attached)

4.2 Internal Audit Report & Committee Chairman’s Verification a) To note and adopt the Internal Auditors Reports dated 31st March 2016 (copies

attached) b) To note the Chairman’s (FBR) inspection, reconciliation, and certification of

Council’s income expenditure and bank balances for the quarter ending 31st March 2016.

4.3 End of Quarter Balance Statements To note and adopt the end of quarter balance statements in respect of : a) Minibus Service (copy attached) b) Youth Facilities (copy attached) c) Festivities (copy attached) 4.4 5. 5.1 6. 6.1

Free Resource Payments (Section 137 Expenditure) To note and adopt any payments made under Section 137 Expenditure End of Year Balances A) To note and adopt the summary of committed and brought forward balances (copy attached) B) To note and adopt the Analysis of Reserves/End of Year as contained in the end of year accounts submitted to the External Auditors (page 9 of Annual Statements of Accounts) (copy attached) Exercise of Electors Rights To note the programme set by the External Auditors in respect of the councils account’s for 2015-16.

A) Date of public announcement – 31st May 2016 B) Inspection period for Electors – 6th June 2016 to 15th July 2016 C) Appointed date for Electors to raise questions with the External Auditors –

Friday 15th July 2016.

JOHN HARRISON

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Town Clerk

Committee Membership: Councillor F. Berry Councillor. N. Collinson Councillor N. Coltman Councillor R.T. Grocock (Vice-Chair) Councillor M. Laxton Councillor M. Pinkney Councillor J.Puttick Councillor P. Soane Councillor C. Triandafyllou (Chair)

to agree with1 Balance at 01.04.15 (364951.84-61560.48) = 303391.36 Fund summary as at 31.03.13 (line 5)2 Precept (received to date) = 882012.00 Income Summary (line 1040)3 Income to date = 184650.60 Income summary (line 1042)4 Expenditure to date = 1083913.25 Expenditure summary (line 1143)

= 05 Total Funds Available = 286140.71 Equal to line 12 below)

6 Current Account Balance 10331333 (statement No.1337) = 85949.16 Bank statement 13377 High Interest Account 50072672 (statement No.284) = 140530.85 Bank statement 2828 Treasury Deposit = 96908.72 Treasury Deposit Certificate9 Petty Cash Balance = 100 Petty cash held in vouchers & cash

10 Total funds held = 323488.73 Total lines 6 to 9

11 Less cheques not presented = 37348.02 Summary of uncleared cheques

12 Total funds available (to agree with item 5) = 286140.71 Equal to line 5 above

17250.65 Summary of net expenditure

Commuted Sums (for maintenance of public open spaces)

Current balanceas at 31.03.16

13 Higher Interest Business A/C No. 2 (80449288) 6781.72 Bank statement 28314 Treasury Deposit 383091.28 Treasury Deposit Certificate15 0.00

Total Commuted Sum accounts 389873.00

Project Fund Balances as at 31.03.16allocated funds available

No.03 Community Building Project 10944 5036No.04 Play Equipment 5900No.05 Hard Surface Play Area 0No.11 Town Youth facilities 327No.14 Community Contingency Fund 39232 63294No.16 Youth Facilities - The Square Café 1627No.18 Cemetery New Burial Ground 17500No 21 Criminal Damage 0 1154

0Total 50176 94839

Nett income/expenditure (to agree with "Summary of Nett Expenditure" Report)

159805900

5864.06

as at 31.3.15

5864.060.00

0

HAILSHAM TOWN COUNCIL

FUND SUMMARY AS AT 31.03.16

145016

fund balance

175001154

327102526

1627

0

CORPORATE RESOURCES and SERVICES 2014 - 2015 EstimatesNett Actual Actual Total Funds %

Total Spend Income Commited Spend Remain Spent(approved by sub-committee ) B/F

A B C301/302 STAFFING COSTS

581505 0 0 581505 582827 0 3000 582827 -4322 100%303/305 ADMINISTRATION EXPENSES

76200 2400 39390 73800 67930 1116 41266 66814 -34280 91%306 CHAIRMANS ALLOWANCE

1500 0 1500 680 0 680 820 45%307

MACHINERY/TOOLS/PROTECTIVE CLOTHING1000 0 1000 1024 0 0 1024 -24 102%

308 VEHICLE FLEET20000 0 -1452 20000 16256 0 3323 16256 421 81%

309 TWINNING 0250 0 250 243 0 243 7 97%

310 MISC.PROVISIONS 5500 2000 3500 3565 1153 3524 2412 -2436 69%

311 SECTION 137 (FREE RESOURCE) 5400 125 5400 6693 0 0 6693 -1293 124%

312 PROJECTS (Add to Cap.Funds) 26000 1000 12676 25000 74334 13207 121614 61127 -157741 245%

313 FUNDED SERVICES 44700 0 35441 44700 53948 8979 33305 44969 -33574 101%

314 ACCOUNT INTEREST & COMMUTED SUMS0 1000 -1000 0 1153 0 -1153 153 115%

315 RENTS, LETTINGS & HIRE FEES0 26850 -301 -26850 0 32882 1873 -32882 4159 122%

762055 33250 85879 728805 807500 58490 207905 749010 -228110 103%

All Committee Totals 990381 99796 890585

308: SECTION 137 (FREE RESOURCE)Budget BudgetB/Fwd Capital Nett Net Total 728805

Item Expend Income2011/12 Funds Budget Spend Commited SpendMinute Ref

Grants to Voluntary bodies (amended fpr/09/4/280a) 5000 5000 6550 6550Miscellaneous 0 0 0Item 1 - Flowers, Bouquets & Greetings Cards 24 24Item 2 - Remembrance Day wreath 35 0Item 3 - Youth Council Set Up costs (fpr/09/3/202) £150 0 0item 4 - Youth Mayor Gift 0 0item 5 - Mayors Gift 50 50Total Spend 6659 6659

Expenditure Income

CORPORATE ASSETS & CEMETERY 2015 - 2016 EstimatesNett Actual Actual Total Funds %

B/F Total Spend Income Commited Spend Remain SpentA B C

201 TOWN COUNCIL SITETotal Town Council Site 4150 0 3233 7383 6035 0 2000 6035 -652 82%

203 CEMETERY BUILDING MAINTENANCE0

550 0 0 550 319 0 182 319 231 58%204 PROJECT FUNDS

0 0 0 0 0 17500 0 17500 0%205 CEMETERY SERVICES & OVERHEADS

6480 0 48 6528 6566 0 3 6566 -41 101%

2050 Cem HORTICULTURAL (incl FLORAL DISPLAYS) 10000 560 10560 10010 0 280 10010 270 95%

206 ROADS & PATHS0 0 105 105 0 0 105 0 0 0%

207 FUNERAL & GRAVES13450 50000 1500 -35050 15329 65872 1500 -50543 -51879 144%

209 STREET LIGHTING

26000 0 750 26750 26018 0 26018 732 97%210 STREET FURNITURE

450 0 0 450 570 524 0 46 -120 10%RECREATION BUILDINGS (incl UNION HALL)

20900 0 6130 27030 20011 763 4933 19248 2086 71%

81980 50000 6196 31980 84859 67159 26503 17700 -31874 55%

44306

Expenditure Income

ENVIRONMENT & LEISURE 2015 - 2016 EstimatesNett Actual Actual Total Funds %

B/F total Spend Income Commited Spend Remain Spent

A B C101 ALLOTMENTS

3480 4796 3235 1919 3103 2668 3715 435 -2231 23%102 WESTERN ROAD RECREATION GROUND

975 1000 506 481 1234 1075 0 158 323 33%103 MAURICE THORNTON PLAYING FIELD

1700 0 489 2189 612 42 889 571 729 26%

104 COMMON POND700 0 0 700 532 0 300 532 -132 76%

ERSHAM ROAD COMMON50 50 0 0 0 50 0%

105 PLAY AREAS3550 8642 12192 8311 0 7000 8311 -3119 68%

107 PROJECT FUNDS (Add to existing funds)0 0 11274 11274 5373 0 9036 5373 -3135 52%

108 PUBLIC OPEN SPACES1950 750 1200 2400 1622 388 1000 1234 166 51%

109 HORTICULTURAL & GROUND MAINTENANCE29600 0 13620 43220 28680 0 8480 28680 6060 66%

110 ENVIRONMENT SERVICES20000 10000 0 10000 16786 8437 0 8349 1651 83%

111 TOURISM & LEISURE20181 4035 24216 20596 1061 2772 19535 1909 81%

FESTIVE LIGHTING11000 0 11000 11651 650 0 11001 -1 100%

113 Funded Projects1410 0 1410 80 0 0 80 1330 1%

114 HAILSHAM WORKS!Hailsham Works! - & Rent 51750 51750 43945 0 7805 51750 -7805 100%

146346 16546 43001 129800 142525 14321 40997 136009 -4205 105%

172801

Expenditure Income

STATEMENT of ACCOUNTS 2015/16

Hailsham Town Council - Bank Account ReconciliationSupporting Notes to the Annual Statement of Accounts for the year ended 31st March 2016

Account Name / Uncleared Cheque Number Statement No. Balance Total

Current Account 10331333 85949.16 High Interest Account No. 1 50072672 140530.85High Interest Account No .2 80449288 6781.72Treasury Deposit 480000.00

Total of all accounts 713261.73Deduct Uncleared cheques Payee Cheque No. Amount

Vassans Ltd T/A Domino's Pizza 21019 48.00T Hall 21117 20.40EDF Energy 21230 0.02Union Corner Hall 21237 1,000.00Rare Repro Ltd 21242 24.00T Hall 21246 12.00Adrian Cleaning Services Ltd 21253 330.73D Saxby 21256 62.40Knockhatch 21261 1,680.00Westbourne Hygiene & Medical 21263 22.44Neopost Ltd 21264 108.04Fieldskill Ltd 21265 74.34Adam Phillips 21266 2,300.00Bloomfields 21267 210.00HM Revenue & Customs 21268 10,652.91East Sussex Pensions Fund 21269 8,036.03Give As You Earn 21270 137.92M Caira 21271 601.54Extreme Powered Platforms Ltd 21272 180.00CBL Fastenings Ltd 21273 16.80Newton & Frost Fencing Ltd 21274 173.04South East Water 21275 443.47E-ON 21276 459.48Petty Cash 21277 47.04Npower 21278 179.70EDF Energy 21279 106.07Incleanation Cleaning 21280 840.00Travis Perkins 21281 84.68Diplocks Fuel Injection Service 21282 1,309.58D Sankey Pest Control 21283 879.60Withers DIY 21284 22.30East Sussex County Council 21285 3,960.64A O'Rawe 21286 154.88Shoecare Hailsham 21287 43.85V Sang 21288 73.15Smythe & Barrie 21289 139.99First In Attendance Ltd 21290 180.00Adrian Cleaning Services Ltd 21291 330.73Trade Paints Ltd 21292 70.86Ernest Doe & Sons Ltd 21293 82.12Cuckmere Community Bus Ltd 21294 1,729.44Npower 21295 279.83Railcard - H Cobb 21692 12.00Railcard - J Simes 21693 12.00Railcard - J Smith 21694 12.00Railcard - C Smith 21695 12.00Railcard - V Connolly 21696 12.00Railcard - P Smith 21697 12.00Railcard - S Wilson 21698 12.00Railcard - J Holman 21699 12.00Railcard - B Saich 21700 12.00Railcard - D Dyer 21701 12.00Railcard - L Dyer 21702 12.00Railcard - P Thomas 21703 12.00Railcard - M Procter 21704 12.00Railcard - R Cottress 21705 12.00Railcard - V Levett 21706 12.00Railcard - L Miller 21707 12.00Railcard - L Miller 21708 12.00Railcard - C Mercer 21709 12.00Railcard - M Callaghan 21710 12.00Railcard - M Price 21711 12.00

Total Value of uncleared cheques 37348.02Add unbanked cash as at 31.03.12 nilPetty Cash held 100.00

Account Balance as at 31st March 2015 (to agree with box 8 of the Annual Return) 676013.71


Certified Correct John Harrison, Responsible Finance Officer

page 10 of 10 /sheet 11



A B CSTAFFING COSTSWages (Manual) 138982 138982 136260 136260 2722 98%Salaries (Admin.) 237763 237763 250537 250537 -12774 105%NHI (Wages & salaies)/Pensions 94792 94792 91469 91469 3323 96%Youth Café & infopoint (inc Pensions & NI) 79468 79468 75825 3000 78825 643 99%Staff costs to other Budgets included in this section 0 0 0 0 0Honorarias (Bailiffs/Tree Warden/Town Crier) 1500 1500 1850 1850 -350 123%Members Allowances 29000 0 29000 26885 0 26885 2115 93%

581505 0 581505 582827 0 3000 585827 -4322 101%ADMINISTRATION EXPENSES Office equip/etc/computer consultancy 2300 0 2300 1095 0 0 1095 1205 48%Newsletter 6000 2000 4000 4653 720 3933 67 98%Annual Town Meeting 800 800 140 140 660 18%Telephone & mobiles 4000 19 4019 2051 14 2065 1954 51%Contract Cleaning 3800 298 4098 4485 0 4485 -387 109%Rates 6900 6900 6840 6840 60 99%Water/Sewerage/Gas/Electricity 4300 4300 3765 3765 535 88%Annual Electrical Test of Equipment 200 200 290 290 -90 145%Insurance 9000 400 0 8600 8734 396 0 8338 262 97%Health & Safety Work (Balance b/fwd) 519 519 123 396 519 0 100%Franking machine/postage 2100 2100 1834 -77 1757 343 84%Audit fees 2500 2500 2363 0 2363 137 95%Travelling, Training & seminar costs 3000 3000 2207 0 793 3000 0 100%Photocopier lease & Monthly Use Charges 2300 2300 3264 3264 -964 142%Computer Software/anti virus software/Web licences 1600 1600 774 774 826 48%New Software 3000 3913 6913 6513 0 6513 401 94%Subscriptions & Publications 3800 3800 3620 3620 180 95%Professional fees 3500 0 3500 4237 0 4237 -737 121%Election 10000 15000 25000 4301 20699 25000 0 100%Advertising / Publicity 500 500 651 651 -151 130%Annual extinguisher etc., inspection & servicing 300 300 258 258 42 86%Stationery & miscellaneous equipment 4000 0 71 4071 3821 0 71 3892 179 96%Commercial Rubbish Disposal (Office & Cemetery) 1750 1750 1621 1621 129 93%Civic regalia 250 250 0 0 250 0%Hailsham Master Plan 0 19570 19570 200 19370 19570 0 100%Room Hire 300 300 90

76200 2400 113190 67930 1116 41266 108080 5110 95%CHAIRMANS ALLOWANCE 0Chairmans allowance 1500 0 1500 680 680 820 45%Carried over from previous year 0 0

1500 0 1500 680 0 0 680 820 45%MACHINERY/TOOLS/PROTECTIVE CLOTHING 0Tools & Protective Clothing 1000 0 1000 1024 0 1024 -24 102%Specialist Equipment 0 0 0 0 0 0%

0 01000 0 1000 1024 0 0 1024 -24 102%

VEHICLE FLEET 0Leasing costs (£900 per month) 11500 -2500 9000 6929 2071 9000 0 100%Vehicle Overheads - fuel 4500 232 4732 3117 1252 4369 363 92%Vehicle Overheads - service & RFL (5) 0 816 816 2872 0 0 2872 -2056Vehicle Overheads - Insurance 4000 4000 3338 3338 662 83%

20000 0 18548 16256 0 3323 19579 -1031 106%

Income Expenditure



A B C

Income Expenditure

TWINNING 0 0 0Civic Events 250 250 243 0 243 7 97%

250 0 250 243 0 0 243 7 97% MISC.PROVISIONS 0 0Annual Grants 3000 3000 2500 2500 500 83%Minibus Hire Scheme 2500 2000 500 1065 1153 3524 3436 -2936 687%

5500 2000 3500 3565 1153 3524 5936 -2436 170% SECTION 137 (FREE RESOURCE) Grants to Voluntary bodies (transfer from 307) 5000 5000 6550 6550 -1550 131%Miscellaneous 400 125 525 143 0 143 382 27%

5400 5525 6693 0 0 6693 -1168 121%

PROJECTS (Add to Cap.Funds) No 03 - Community Build Project (unallocated £4316) 3000 3000 3280 15980 3000 0 100%No 11 - Town youth Facilities (unallocated £327) 327 327 0 327 0 0 0%No 14 - Contingency Fund (unallocated £35862 ) 141830 26235 1166 102526 127595 0 0%No 16 - Youth Project 15000 1000 11195 25195 35609 12041 1627 25195 0 100%No 21 - Criminal Damage (unallocated £1528) 1154 1154 0 0 1154 -1154 1154No 14 - Bus Concessions 8000 8000 9210 9210 -1210 115%

26000 1000 179506 74334 13207 121614 61127 118379 34%0

FUNDED SERVICES 0Hellingly P.C. subsidy (as provided by Hellingly PC) 26700 -2000 24700 24440 0 24440 260 99%Hailsham Revitalization Fund 5000 24187 29187 2242 100 27095 29237 -50 100%Portas Fund 13254 13254 15923 8879 6210 13254 0CCTV - Camera costs 7500 7500 6693 6693 807 89%Rail concessionary fares 5500 5500 4650 4650 850 85%

44700 0 80141 53948 8979 33305 44969 35172 56%ACCOUNT INTEREST & COMMUTED SUMS 0Interest on accounts 1000 -1000 0 1153 -1153 153 115%Bank charges to be recovered 0 0 0Commuted sum monies 0 0 0 0

0 1000 -1000 0 1153 0 -1153 153 115%RENTS, LETTINGS & HIRE FEES 0Kemer Kebab 10500 0 -10500 0 10500 0 -10500 0 100%4 Market Square 0 6250 500 -5750 0 7492 2063 -5429 -321Meeting Room Lets 2000 -801 -2801 0 4967 -190 -5157 2356 184%Pavilion Lets 1200 -1200 0 2215 -2215 1015 185%Cemetery Rent 6900 -6900 0 7020 0 -7020 120 102%Miscellaneous rents 0 688 -688 688

0 26850 -27151 0 32882 1873 -31009 3858 114%

762055 33250 728805 807500 58490 207905 801996 154518 110%

CORPORATE ASSETS & CEMETERY 2015 - 2016 EstimatesNett Actual Actual Total Funds %

B/F Total Spend Income Commited Spend Remain SpentA B C

TOWN COUNCIL SITEInternal Repairs/General Maintenance 200 1000 1200 2716 2716 -1516 226%Electronic Gates to car park/service/upgrade/repair 150 150 355 355 -205 237%Gas Boiler - Annual Service 200 0 200 120 0 120 80 60%Intruder alarm & smoke alarm service 500 500 227 227 273 45%External Repair/General maintenance 200 2233 2433 2342 0 2342 91 96%Plants for garden 400 400 249 249 151 62%Untilities for 4 Market Sq 2500 2500 26 0 2000 2026 474 81%

Total Town Council Site 4150 0 7383 6035 0 2000 8035 -652 109%

CEMETERY BUILDING MAINTENANCEGeneral Maintenance of buildings 150 150 101 101 49 67%Cemetery Lodge Repairs 400 400 218 182 400 0 100%

0 0 0 0550 0 550 319 0 182 501 49 91%

PROJECT FUNDSNo18 - New Burial Ground (balance £17500) 0 0 0 17500 0 17500 0%

0 0 0 0 0 17500 0 17500 0%CEMETERY SERVICES & OVERHEADSRates 2500 2500 2256 2256 244 90%Water & sewerage 350 350 409 409 -59 117%Electricity 250 250 234 234 16 94%Gas 750 750 533 533 217 71%Telephone 650 3 653 566 3 569 84 87%Fire Extinguisher & boiler service 80 80 109 109 -29 136%Pest Control 50 50 733 733 -683 1466%General repairs & cleaning materials 1550 1550 1461 1461 89 94%Burial Record Computer system (annual licence) 300 45 345 265 0 265 80 77%

6480 0 6528 6566 0 3 6569 -41 101%Cem HORTICULTURAL (incl FLORAL DISPLAYS) 0Grass & Hedge Cutting 10000 10000 9730 9730 270 97%Tree Maintenance (new & old) 0 560 560 280 280 560 0 100%

0 010000 10560 10010 0 280 10290 270 97%

ROADS & PATHSFootpath repairs 0 105 105 0 105 105 0 100%

0 0 105 0 0 105 105 0 100% FUNERAL & GRAVES 0Grave digging 13000 13000 14850 14850 -1850 114%General Maintenance - chapel flowers & mem trees 450 450 467 467 -17 104%Burial Ground Section Markers (Bal b/fwd) 1500 1500 0 1500 0 1500 0%Burial & Monument fees 50000 -50000 12 65872 -65860 15860 132%

13450 50000 -35050 15329 65872 1500 -50543 15493 144% STREET LIGHTING 0New Lighting 0 0 0General Maintenance 15000 15000 13436 13436 1564 90%Energy (145516 kwh per year) 11000 750 11750 10937 0 10937 813 93%New Switch Gear 0 0 0 0Annual Repairs 0 0 1645 1645 -1645

026000 0 26750 26018 0 0 26018 732 97%

STREET FURNITUREBus shelter Repairs 250 0 250 0 0 0 250 0%Memorial Seats 0 524 524 0 0 0%Black Sacks 200 200 46 46 154 23%

450 0 450 570 524 0 46.45 404 10%RECREATION BUILDINGS (incl UNION HALL) 0

Cricket Pavilion 0Overheads (water,electric,cleaning etc) 0 0 0 1305 763 542 -542 -1%Overheads (owed from last year) (Bal b/fwd) 0 0 0General repairs/maintenance 0 5000 5000 181 0 5000 5181 -181 104%

0 0Maurice Thornton Pavilion 0 0Overheads (water,electric,cleaning etc) 1200 0 1200 579 0 0 579 621 48%Upgrade Heating 0 0 0 0 0General Repairs 500 0 500 347 0 0 347 153 69%Replace Guttering 0 6 6 0 0 0 0 6 0%

0 0Storage Sheds (General) 0 0General Maintenace 100 0 100 0 0 0 0 100 0%MT hut and Grovelands barn energy 300 300 306 0 -67 239 61 80%Orchard Park - Grovelands Barn maintenance/Rates 2800 1124 3924 3629 0 0 3629 295 92%

0 0 0Union Corner Hall 0 0All maintenance/repairs (Licence) 0 0 0Maintenance Grant 1000 1000 1000 0 1000 0 100%

0 0 0Public Toilets - 0 0 0Cleaning 15000 15000 12664 12664 2336 84%

20900 0 27030 20011 763 4933 24181 2849 89%

81980 50000 31980 84859 67159 26503 25203 36603 79%

Expenditure Income


B/F total Spend Income Commited Spend Remain Spent(approved by committee )

A B CALLOTMENTSCommon Pond site - water supply 150 150 195 0 195 -45 130%Battle Road site - water supply 620 620 138 0 200 338 282 55%General Maintenance 2500 0 2500 2382 0 2382 118 95%Allotment Rent (53 plots @ £30 & 20 plots @ £17) 0 4796 -4796 100 2553 -2453 -2343 51%Soil Test (Identified in Risk Policy) 50 50 0 0 0 50 0%Software licence 160 160 153 0 153 7 96%Key deposit (Deposits held from previos years) 3235 3235 135 115 3515 3535 -300 109%

3480 4796 1919 3103 2668 3715 4150 -2231 216%WESTERN ROAD RECREATION GROUNDGround Treatment, seed, weed, fertilize 100 100 0 0 100 0%Gates, railings, fence repairs 300 300 120 120 180 40%Water & sewerage 75 75 136 0 136 -61 181%General maintenance ( include Outdoor Gym) 500 506 1006 978 978 28 97%Rent from Beaconsfield/Tennis Club/Pitch hire 1000 -1000 1075 -1075 75 108%

975 1000 481 1234 1075 0 158 323 33%MAURICE THORNTON PLAYING FIELDAnnual rent 500 500 500 500 0 100%Gates, railings and fence repairs 250 0 250 0 0 0 250 0%Line Marking by contractor 0 0 0 0 400 400 -400 0%Ground maintenance 300 300 0 0 300 0%Pitch marking paint 500 500 32 32 468 6%Water 30 30 34 34 -4 112%General maintenance 120 0 120 46 0 46 74 38%Skate Park Maintenance 0 489 489 0 489 489 0 100%Pitch Hire 0 0 0 42 -42 42 -4%

1700 0 2189 612 42 889 1460 688 67%COMMON PONDPlants & Wildlife Protection 100 100 0 0 100 0%General maintenance 250 250 532 532 -282 213%Islands Protection 300 300 0 300 300 0 100%Drainage/Improvements to pond 0 0 0 0 0 0 0 0%Water Quality Control 50 50 0 0 50 0%

0 0700 0 700 532 0 300 832 -132 119%

ERSHAM ROAD COMMONGeneral Maintenance incl. fence repairs 50 50 0 0 50 0%

50 50 0 0 0 0 50 0%

PLAY AREASSouth Road - general repair & maintenance 200 200 0 200 200 0 100%Stroma Gardens - replace cargo net 0 0 0 0 0 0%Diplocks Bplay Area -general repair & maintenance 0 0 0 0 0 0%All Sites - Byelaw Boards (Bal B/Fwd) 0 0 0 0 0 0%All Sites - Insurance (engineers inspection) 1350 1350 1207 1207 143 89%All Sites - Safety surface Top up (Bal b/fwd) 0 3264 3264 -3264 0%All sites - Safety gates 1000 642 1642 723 900 1623 19 99%All Sites - general maintenance 1000 3000 4000 3117 900 4017 -17 100%South Road - Replace Horse and Cart 0 0 0Ripleys Play Areas 5000 5000 5000 5000 0

0 0 0Total Play Areas (code 103) 3550 0 12192 8311 0 7000 15311 -3119 126%

PROJECT FUNDS (Add to existing funds)No 04 - Play Equipment (unallocated balance £………..) 0 7994 7994 2094 0 5900 5900 2094 0%No 07 - Skate Park (unallocated £……….) 0 0 0 0 0 0 0No 05 - Play Area Surface Fund (fund balance £…….) 0 3280 3280 3279 3136 1 5239 0%

0 0 11274 5373 0 9036 5901 19073 52%

PUBLIC OPEN SPACESCountry Park - Pond maintenance (reeds work) 100 100 0 0 100 0%Country Park - General maintenance 300 600 900 275 500 775 125 86%Fishing Permits 0 750 -750 0 375 -375 -375 50%Orchard Park - General Repairs 200 200 47 0 47 153 23%POS - General Maintenance 300 600 900 316 14 500 803 97 89%Water Quality Check (Identified in Risk Policy) 50 50 0 0 50 0%Vermin control 500 500 454 454 46 91%Skip Hire at Grovelands Barn 500 500 530 530 -30 106%

1950 750 2400 1622 388 1000 2234 166 93% HORTICULTURAL & GROUND MAINTENANCE 0Grass & Hedge Cutting 23000 23000 19079 19079 3921 83%Payment from Redrow (POS upgrade) 0 5980 5980 0 5980 5980 0 100%Tree Surgery - all sites 6000 6549 12549 9450 2500 11950 599 95%Clean out all ditches 0 1091 1091 151 0 151 940 14%Tree Stock Inspection (Identified in Risk policy) 600 600 0 0 600 0%

29600 0 43220 28680 0 8480 37160 6060 86%

ENVIRONMENT SERVICESUrban Grass cutting 19000 10000 0 9000 15749 8437 7312 1688 81%Dog Hygiene Bin Emptying (waste disposal/new bins etc) 1000 1000 1037 1037 -37 104%

20000 10000 10000 16786 8437 0 8349 1651 83%TOURISM & LEISURECAB rent & grant 10981 10981 10981 10981 0 100%Tourism & Leisure Grants 2500 2500 1500 1500 1000 60%Festivites 5000 935 5935 6173 561 323 5935 0 100%Miscellaneous items 200 200 365 365 -165 183%Event advertising 500 3100 3600 1151 2449 3600 0 100%Bus Alliance 1000 1000 426 500 -74 1074 -7%

20181 24216 20596 1061 2772 22307 1909 92%FESTIVE LIGHTING

Expenditure Income


B/F total Spend Income Commited Spend Remain Spent(approved by committee )

A B C

Expenditure Income

Christmas Festoons 11000 0 11000 11651 650 0 11001 -1 100%11000 0 11000 11651 650 0 11001 -1 100%

Funded ProjectsHailsham Action Team (HATS) (Bal b/fwd) 0 0 0 0 0 0%Church Yard CCTV Service contract 200 200 0 0 200 0%Cortlandt Stable Block 1060 1060 0 0 1060 0%War Memorial - All service costs 150 150 80 80 70 53%

3 0 01410 0 1410 80 0 0 80 1330 6%

Hailsham Works! - & Rent 51750 51750 43945 0 7805 51750 0 100%51750 51750 43945 0 7805 51750 0 100%

146346 16546 129800 142525 14321 40997 160692 25767 124%

Budget Income 2015-16 2000.00 Budget Expenditure 2015-16 2500.00

Total Available 500.00

Income ExpenditurePaid to

Date/ref Details Value : Date Cheq No. Details (code 307) date:

7.4.15 Hailsham Bonfire Society 38.33 : 19.5.15 20427 One Answer 1065.4027.4.15 Mrs Collins 54.17 :21.4.15 Hailsham Community College 38.33 :1.5.15 Hellingly Beaver Scouts 38.33 :8.5.15 Sussex Oakleaf 38.33 :1.5.15 Hailsham Community College 76.66 :12.6.15 ATC Squadron 114.99 :16.6.15 Hailsham Community College 38.33 :24.6.15 Mr Hicks 55.42 :26.6.15 Mrs Arnold 55.42 :03.07.15 S Wooller 55.42 :13.07.15 Golden Cross Chapel 114.99 :14.07.15 Christchurch 38.33 :16.07.15 Haven School 110.64 :17.07.15 S Hawes 55.32 :17.07.15 Hellingly Cubs 38.3327.07.15 East Preston Cubs 38.3306.07.15 Hailsham Community College 38.33 :16.07.15 Hailsham Community College 114.99 :

:

Total receipts 1152.99 :Outstanding Invoices 0.00 :InHouse Use 613.28 :InHouse Use - Environment Hailsham 38.33 :Total including outstanding invoice : Total expenditure 1065.40

[New Vehicle Fund] 3562.00Remaining Budget 587.59

From accounts 1152.99 From Accounts (non-salary) 1065.40Check balance 0.00

(As at 31.03.16)Minibus Service for year 1st April 2015 to 31st March 2016

(as at 31.03.16)

Income ExpenditurePaid to

Date/ref Details Value : Date Details dateChildrens Market

08.09.15 Camel Rodeo Takings 69.00 : 08.05.15 Leisure King (Deposit Camel Rodeo) 83.33: 05.06.15 St John Ambulance (1st Aid Cover) 154.00: 08.06.15 Leisure King (Balance Camel Rodeo) 347.08: 12.06.15 Charlie Tipler ( Enertain South Saturn) 400.00: 04.06.15 Wealden District Council (TEN) 21.00: 01.07.15 CEF (Electrical Equipment) 35.85: 29.06.15 Petty Cash - Bin Bags 2.00

Total Income for Childrens Market 69.00 : Total Exp for Childrens Market 1043.26: Vintage Market: 02.07.15 Memphis Flyers (Entertainment) 200.00: 06.07.15 Swingtime Sweethearts (Entertainment)250.00

Argos Bus Sol Refund re Tables 199.98 : 15.07.15 Argos Business Solutions (Tables & Chairs)472.74: 21.07.15 A Triandafyllou (Bunting & Balloons) 81.99: 21.07.15 Pete Willson Music (Entertainment) 250.00: 28.07.15 M Caira (Tables) 171.84: 08.07.15 TENS Notice 21.00: 10.08.15 Sign Store Ltd (Signs) 120.00: 11.08.15 St John Ambulance (1st Aid Cover) 176.00:: International Market: 15.09.15 St John Ambulance (1st Aid Cover) 154.00:::::::::::: Staff Overtime Costs

Total Income for Vintage Market 199.98 Total Exp. for Vintage Market 1897.57

04.01.16 Ice Rink Income 292.10 : 29.05.15 Accomplice Ltd - (Xmas 2014) 49.00: 27.10.15 N Gay - Entertainment Face Painting 220.00: 11.11.15 Domino's Pizzas - Gifts to choirs 48.00: 12.11.15 Festive Illuminations - C'mas Trees 1600.00: 13.11.15 J Oakley - Balloon Twisting 150.00: 17.11.15 A Triandafyllou - Children's Games 79.19: 23.11.15 K Giddings - Santa's Sweets 23.41: 25.11.15 R Gillett - Walkie-Talkies 74.99: 10.11.15 WDC - TENS Notice 21.00: 26.11.15 K Giddings - Santa's Gifts 68.83: 08.12.15 K Giddings - Sweets & Vouchers 40.91: 16.12.15 Martello Plant - Barrier Hire 187.50: 22.12.15 G M Monk - Switch On Electrics 245.78: 23.12.15 St John Ambulance (1st Aid Cover) 154.00: 08.01.16 Town & Country - Tree Disposal 180.00: 11.01.16 CBL Fastenimg 14.00: 20.01.16 Martello Plant - Barrier Hire 65.00: 11.02.16 Travis Perkins - Sealant for stalls 10.31::::: Staff Overtime Costs::

Total Income for Christmas Market 292.10 : Total Expenditure for Christmas Market 3231.92Budget Income Budget Exp. Festivities 5935.00C/Fwd Funds 0.00 Total Available 5935.00

Festivities total income 561.08 : Festivities total expenditure 6172.75

Net Remaining Festivities Budget 323.33

from above 561.08 from above 6172.75

income from accounts 561.08 from accounts ** 6172.75

FESTIVITIES COMMITTEE 2015/16 (balance sheet)

Christmas Market -

Budget Income for 2014/15 1000.00 Budget Expenditure for 2014/15 15000.00Bal C/Fwd from 13/14 11195.27

Total Available 25195.27

Funds Allocated - Income ExpenditurePaid to

Date Details Value Date Details date

: Cleaning/Roller Towels 159.75: Telephone/Internet 853.68: Rates 5880.00: Water/Waste Water 215.62: Gas/Electricity 1165.19

Waste Collection Refund : Waste Collection 279.99: Annual Electrical Test 280.00: Alarm Service / Repair 700.00: Extinguisher Serv/Recharge/Repair 278.30: Property Maintenance & Repairs 837.07: Equipment / Equipment Repairs 84.48: Computer Repairs/Purchase/S.Ware1442.00: Website 54.96: Criminal Incident Expenses 7744.35

Staff Christmas Meal : Staff Christmas Meal / Gifts 31.10: Staff - Travel/Workwear/DBS 251.00: NVQ Training & Other Training 150.00

: TV Licence 72.75: Insurance/Entertainment Licence 132.50: Publications & Posters & Stationery 26.98: Food 658.42

Event Equipment Hire Contribution :Facility Hire 1150.00 : Remembrance Day Wreath 15.00Fundraising 0.00 : St Marys CCTV Contract/Repair 362.00Friday Night Project Receipts 4845.00 : Friday Night Project 4016.75Trips 5106.00 : Trips & Events 7645.75Uganda Trip 740.00 Uganda Trip 2016 2010.00Donations 150.00 : Activities 152.76France Trip 50.00 Infopoint Costs 108.63

total income 12041.00 : total expenditure (cap 16) 35609.03InHouse Minibus 613.28

1627.24

35609.0375825.34

Project Cost 111434.37

Income (other than from Town Council) 12041.00Project cost funded by Town Council (to date) 99393.37

Accounts sheet total (income) 12041.00 35609.03

Total Non staff costs (from above)Salary costs excluded from above balance sheet

Accounts Sheet total (expenditure)

(As at 31.03.16) Project No. 16 - Youth Facilities/ Square Cafe (balance sheet) 1st April 2015 to 31st March 2016

Remaining Budget

Summary of Project Costs


HAILSHAM TOWN COUNCILAccounts for the Year ended 31st March 2016

Committee Reserve Funds (Outstanding Projects/Earmarked Expenditure)

Environment & Leisure 21384Corporate Assets & Resources 9403Corporate Resources & Services 84759

115546General & Project Funds and Allocated Reserves

No.03 Community Building Project (CRS) 15980No.04 Play Equipment (E & L) 5900No.05 Hard Surface Play Area (E & L) 0

No.11 Town Youth Facilities (CRS) 327No.14 Community Contingency Fund (CRS) 102526No.16 Youth Facilities (CRS) 1627No.18 Cemetery New Burial Ground (CAC) 17500No. 21 Criminal Damage (E & L) 1154 145016

4550

Subsidy on Precept 0

Surplus balance to Community Contingency Fund (No14) 21029

Commuted Sum Accounts 389873

Debtors & Advance receipts 13802

Creditors 74

Total (to agree with Fund Balance page 1 and box 7 of the Annual Return) 689742

Certified Correct John Harrison Responsible Finance Officer

page 9 of 10 / sheet 10

Burial Fund held for Grave Maintenance

Analysis of Reserves/End of Year Balance

Appendix FBO/12/2/7A

Item B/fwds

Environment & Leisure101 Battle Road Allotments - Returnable key deposits & Plot deposits 3515

Battle Road Allotments - Water Supply - to go to Common pond water 200102 Pitch marking paint - to go to New Dog Bin 400Move to General maintenance

Skate Park Maintenance 489Common Pond - Island Protection - to go to New Dog Bins 300

103 South Road Play Park - to go to New Dog Bins 200 all play equpPlay Areas - All sites - Safety Gates 900All Sites Maintenance 900Ripleys 5000

104 Open Spaces - All site maintenance 500Open Spaces - HP Maintenance 500

105 Horticultural Works - Focus DIY site - Developers contribution to site maintenance 5980Horticultural Works - Tree Surgery 2500 tree

Total E L 21384Corporate Assets & Cemetery

201 Office Complex - utilities and rates for 4 market sq 2000202 Cricket Pavilion 5000202 Storage Huts - Grovelands Barn Water -67 debtor203 Cemetery Lodge - Repairs 182205 Telephone 3 creditor206 Cemetery Services - Road/path 105207 Cemetery - Burial Ground Section Markers 1500208 Tree/Ditch Maintenance 280210 Street Furniture - Bus Shelter 400

Total CAC 9403 Corporate Resources and Services

301 Wages - Youth Café 3000302 Admin - outstanding telephone account 14 creditor

Hailsham Master Plan 19370Election Costs 20699Health & Safety 396MT Keys Deposit 71Travel & Training - to go to Professional Fees 793Franking Machine - refund -77 debtor

305 Vehicle Fleet - Outstanding fuel account 52 creditorVehicle Fleet - carry over for repairs 14/15 1200Vehicle Fleet - Leasing Costs 2071

307 Mini Bus Replacement Fund (unused fund balance) to go to Play Surface budget 3524308a Festivties 323

Event Advertising 2449309 Youth Café/Info point - Outstanding Telephone 5 creditor310 Hailsham Works! 7805311 Hailsham Revitalization fund 27045

Hailsham Revitalization fund - refund of hall hire deposit -50 debtor311 Portas Grant 6210313 Income - Meeting Room Hire Fees -190 debtor

Income - VAT refund (period 1.01.13 to 31.03.13) -12008 debtorIncome - 4 Market Square deposit and Service charge 2063

309 Income - Youth Café - Facility Hire -1410 debtorTotal CRS 83355

Toat All Committees 114141

Precept subsidy

Balance of Surplus to Cap 14 20929

135071

Balances Bought Forward 2015/2016 to 2016/2017

finance, budget and resources committee · you are hereby summoned to a meeting of the finance,...

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