Agenda item

Charter Trustees for the City of Durham considered a report of the Treasurer which provided an update on the forecast impact upon the budget of the Charter Trustees due both to the Mayor of Durham and Chairman of the County Council being carried out by Councillor Pauline Charlton (for copy see file on minutes).

The Treasurer reported that the Mayor and Deputy Mayor would not be claiming an allowance in this capacity, which would be a saving of £5,574 for 2013/14, instead expenses would be paid for costs incurred at each event. It is believed that this would produce a saving but details of which would not be available until a few months into the process. Expenses would be itemised and included in the budget report which would be monitored throughout the year.

The Treasurer informed Trustees that the figure for the Town Hall cost was £11,796 and not £18,796 as stated in the report. The cost to the Charter Trustees for the use of the Town Hall was being considered further with a view to reducing costs. A further report would be considered at a future meeting.

Trustees discussed at length the legality, practicalities and the costs associated with the Car Hire and use of the County Council Chauffeuring Service.

Upon a vote being taken, it was agreed that the Treasurer look into contractual arrangements for the Car Hire Service; and agreed that in the meantime the County Council Chauffeuring Service be used. The Trustees confirmed that the charge to the Charter Trustees would be the same as the current level until such time as a further report was produced for the Trustees consideration.

Trustees requested a breakdown of the Hospitality/Function Budget for each quarter.

Resolved:

(i)                 That Charter Trustees note the content of the report and agree to receive a further report which would provide additional clarity on costs and savings in the Autumn.

(ii)               That the Treasurer look into the current contractual arrangements for the Car Hire Service, including the charges for the County Council Chauffeuring Service. In the meantime the Charter Trustees use the County Council Chauffeuring Service with charges being as the current level.

(iii)             That the Treasurer provide a breakdown of the Hospitality/Function budget for each quarter.