NTBCC AGM minutes – Monday 13 May 2019

Minutes of New Town & Broughton Community Council’s AGM, held in the Drummond Room, Broughton St Mary’s church, Bellevue Crescent on Monday 13 May 2019 at 7.30pm

Please note that the following was approved at the 2020 AGM (2020_10_12)

Actions and decisions are red italic. nem con means that no-one spoke or voted against a decision.

1 Attendance and apologies for absence

Margaret Duffy NTBCC Chrissie Ross NTBCC
Simon Holledge NTBCC communications convenor Fran Wasoff NTBCC
Jack Hugh NTBCC Bruce Ryan NTBCC minutes secretary
Stuart McAllister NTBCC PC Chris Green Police Scotland
Carol Nimmo NTBCC chair Cllr Joanna Mowat City Centre ward
Lewis Press NTBCC environment convenor Alan Macintosh Broughton Spurtle
Richard Price NTBCC planning convenor 6 residents/visitors

1.1 Apologies for absence

Susanna Beaumont NTBCC Susan MacInnes NTBCC
Judy Conn NTBCC secretary Sheila Warnock
Jonathan Finn NTBCC treasurer, licensing convenor Alan Welsh NTBCC
Stephen Hajducki NTBCC Cllr Amy McNeese Mechan Leith Walk ward
Allan Jack NTBCC transport convenor Deirdre Brock MP Edinburgh North & Leith

2 Minutes of 2018 AGM

Approved without changes (proposed R Price, seconded C Ross, nem con)

3 Chair’s report

The chair read out her report, which is online here. See also NTBCC annual report.

  • It was noted that the tree-felling took place before the Xmas market. Action: B Ryan to correct online version.
  • It was noted that, thanks to Cllr Mitchell, the Waste Forum will meet on 20 May.

4 Treasurer’s report

See also Appendix 1: annual financial accounts. The chair read out the Treasurer’s report:

Our annual accounts for the year to 31/3/19 have been signed off by the independent examiner and now need to be approved. A brief summary of the main financial features is below.

Our expenses this year have exceeded our grant by nearly £300, and this has reduced our year-end (31 March) balance from £689 to £397. This includes two years’ insurance premiums (2018/9 and 2019/20) of about £100pa, but also lower secretarial fees than expected (£400 instead of £500) as our secretary was absent for two meetings. Our main expenses this year have been that of a secretary (£400) advertising in Spurtle (£360) and room hire (£300), all of which were met from our annual grant of £1,075 paid to us in August by the Council.

Our regular expenses (secretary, rent, advertising and administrative expenses) together with new expenses such as data protection registration, website hosting, and insurance against slander and libel all have to be paid for from our very limited funds. It is clear that we will have to start cutting back on some of our expenses in the coming year.

Jonathan Finn, Treasurer, NTCC, May 2019

4.1 Approval

The treasurer’s report, including the accounts in Appendix 1, and the other accounts and reports were approved, subject to making some minor corrections to the online version of the chair’s report (proposed F Wasoff, seconded M Duffy, nem con)

4.2 Discussion of how to reduce costs

It was noted that Leith Central CC meets at McDonald Road library free of charge.

  • Cllr Mowat noted that the Assembly Rooms are not suitable for CC meetings.
  • R Price noted that NTBCC has rented its current venue until the end of 2019. He suggested that if one free venue is not available all year, NTBCC could try for several free venues, although this might lead to confusion.
    • Action: B Ryan to ask his CEC libraries contact
    • Action: Cllr Mowat to ask other CEC channels about using the library sotto voce
    • Action: Cllr Mowat to investigate whether Drummond School could be used
    • Action: Cllr Mowat to investigate options for increasing NTBCC’s grant
    • Action: B Ryan to look for lower-cost web-hosting for when current deal expires
  • A resident asked whether NTBCC could increase its income. Some suggested forms of fundraising are now not practical.

5 Election of office-bearers

There were no other candidates apart from those in the following table, who were duly re-elected nem con.

Office Candidates Proposer Seconder
Chair Carol Nimmo S Holledge C Ross
Vice-chair Richard Price S Holledge C Ross
Secretary Judith Conn S Holledge C Ross
Treasurer Jonathan Finn S Holledge C Ross

6 Any other business

No items.

Appendix 1: annual financial accounts

Accounts April 2018 — March 2019

2019 2018 Notes
Receipts and Payments Accounts £ £
  1. Rental of the room used for monthly meetings for the period April to March
  2. Advertising in the Spurtle magazine and on their website at agreed rate
  3. Fees to renew the New Town and Broughton Community Council website subscription
  4. No subscription was made to The Cockburn Association in 2018/19 or intention to subscribe going forward (residents are encouraged to support The Cockburn Association as individuals)
  5. These are paid to an independent minutes secretary, not the elected Secretary of the Community Council
  6. Public liability insurance against libel and slander claims relating to the website for the period May to April. The 2019 policy has been prepaid in this period
  7. The question as to how the NTBCC aims to balance the accounts in the longer term has been raised and is under review by the Executive Committee
Receipts
Grants and other income 1,075 £1075
Interest after tax 3 1
Total receipts 1,078 1,076
Payments
Payments relating to main activities:
Administrative expenses 34 100
Rent1 300 315
Advertising2 360 0
Website hosting3 12 62
Subscriptions4 0 40
Secretary’s fee5 400 500
Insurance6 224 110
Date protection registration fee 40 35
Total payments 1370 1162
Deficit for the year(s)7 (292) (86)
Statement of Balances
Opening bank balance 689 715
Deficit for the year(s) (292) (86)
Closing bank balance 397 689
Reserves
General unrestricted funds 397 689
Closing balance 397 689
Estimated liabilities at end of year 0 0

Independent Examiner’s Report to the Committee of the New Town and Broughton Community Council

I report on the accounting statements of the organisation for the period ended 31 March 2015 that are set out [above] and the accompanying notes thereto.

Respective Responsibilities of Committee Members and Examiner

The Committee members are responsible for the preparation of the accounts and consider that the Community Council is entitled not to have an audit. It is my responsibility to examine the accounts and to state whether particular matters have come to my attention.

Basis of Independent Examiner’s Statement

An examination includes a review of the accounting records kept by the Community Council and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeks explanations from the Committee members concerning such matters. The procedures undertaken do not provide all the evidence that would be required by an audit, and consequently I do not express an audit opinion on the view given by the accounts.

Independent Examiner’s Statement

In my opinion:

To the best of my knowledge and belief the Receipts and Payments Accounts and Statement of Balances have been properly prepared from the records and are in agreement with them.

The accounting statements comply with the constitution of the Community Council.

[signature]

Colin Anderson ACCA (Part Qualified)
Independent Examiner
[address redacted]
5 May 2019