TOWN HALL COMMITTEE MEETING

MONDAY 16TH NOVEMBER 2009

Present:              Cllr P. Allen (Chair), Cllr D. Bain, Cllr J. Godwin, Cllr C. Lofts, Cllr J. Lynch

1.           Apologies for Absence

Cllr C. Dryden, Cllr J. Hart

2.           Declarations of Interest

Cllr Allen declared and interest in Item 5 – cheque number 004509. Cllr Allen signed the Declarations of Interest Register accordingly.

3.           Open to the Public

No members of the public were present.

4.           Request for Reduced Rates

Cllr Allen referred to correspondence from Towcester Evening W. I. requesting reduced rates for hire of the Town Hall on 22nd March and 15th October 2010. 

Proposal

Cllr Lynch proposed that the Towcester Evening W. I. be awarded a 50% reduction on the hire charges due for 22nd March and 15th October 2010; seconded by Cllr Godwin; all in favour.

5.           Cheques Issued

The Clerk distributed a copy of the Cheques Issued List (cheque numbers 004492 to 004511) to each committee member.  Most items were ongoing, the following cheques were highlighted:-

004497 / £688.00 to Millennium Glazing; replacement of the broken windows at Bartram & Co.  The Clerk confirmed that the insurance claim has been settled less the excess of £150.00.

004499 / £711.00 to Home Move Carpets; new carpeting for Office 6.

004502 / £4,000.00; transfer of funds to the National Savings account for the Town Hall floor fund.

004510 / £9.75 to BCM; final charges for the old photocopier.

Proposal

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

seconded by Cllr Lofts; all in favour.

6.           Draft Budget 2010 / 2011

A copy of the draft budget was forwarded to each committee member prior to the meeting.  The Clerk itemised the budget as follows:-

Income

Office rents - £23,800 budgeted.  The income from office rents is down due to the vacation of Office 10.  The Clerk anticipates this office will be difficult to re-let.  Independent Case Management, new tenants of Office 6, expressed an interest in leasing Office 10 at a reduced rent.  This may need to be revisited late if a new tenant is now found.

Hall hire - £16,210 budgeted.  The income from hall hire has significantly reduced due to a number of cancellations and lost bookings.  On this basis it was agreed that hire charges will not increase for the 2010/11 financial year.

Meeting Room hire - £150.00 budgeted.  The Clerk confirmed that most hire of the meeting room is by non-paying local groups, i.e. The Museum Trust.

Investment Account - £23,390 is held in the Town Hall floor fund.

Expenditure

Wages - £10539.00 budgeted.  A 1% increase on all cleaning/caretaking wages.

Photocopier rental - £1248.00 budgeted.  An increase has been budgeted for the new colour photocopier.

Photocopier charges - £400.00 budgeted.  The Clerk confirmed that a record of other users making colour copies will be kept in future.  It may be necessary to charge for use of the machine.

Initial Textiles – 3% increase budgeted.

Floor Protection Dust Mats – 3% increase budgeted.

Telephone and fax – 3% increase budgeted.

Soap dispensers – 3% increase budgeted.

Hall heating fund - £1,000 allocated to the fund.

Utilities – An increase of 5% budgeted on gas, electricity and water rates.

Town Hall insurance – 5% increase budgeted.

General maintenance - £5,000.00 budgeted.

Town Hall decoration - £2,000.00 budgeted to build up a fund for future redecoration.

Town Hall floor fund – no additional funds allocated.

Electrical works - £250.00 budgeted

Equipment - £5,000.00 budgeted for the installation of a hearing loop and sound system

Kitchen - £8,000 budgeted for upgrade of the kitchen.

Total Income £40,398 / Total Expenditure £40,398 / Precept £20,962

Proposal

Cllr Lynch proposed that the precept of £20,962 for the Town Hall Account be recommended to the Resources/Planning Committee; seconded by Cllr Godwin; all in favour.