BIRMINGHAM MUNICIPAL BANK.
Collection of Poor and Borough Rate.
Instructions to Bank Officials at Head Office and Branches.
1. The Bank Committee, after consultation with the Overseers, have agreed to grant facilities to depositors for the payment of rates through the machinery of the Bank.
2. The facilities extend only to depositors and not the general public, and to this extend differ from the practice of dealing with Water Accounts. Bank Officials will, however, have the opportunity of using their influence with persons who are not depositors in order to get them to open an account, and having done so such persons, being then depositors, would be entitled to the facilities set forth below.
3. The scheme agreed upon expressed in simple terms is as follows:-
(A) The ordinary machinery of the Bank provides the method by which money can be saved week by week so that when the Rate Demand is made it can be easily met.
(B) Depositors can withdraw from their accounts as and when they like (during ordinary bank hours) sufficient to meet the Demand, and can themselves make the payment direct to the Rates Office. In effect this means they would operate their account as an ordinary withdrawal.
(C) Depositors who have the necessary sum standing to their credit, can, on signing the authorization form provided for the purpose, and presenting the pass book and demand note, have the amount of the demand debited to their accounts and the same transmitted to the Rates Office by the Bank.
4. The only part of the scheme which departs from the Bank's procedure as at present laid down, comes under the heading 3 (C) above, and it is due to this that the Committee have directed certain instructions (given below) to be followed.
5. The form of authority is a combination of an authority to make the deduction and a receipt for the deduction. This form must be retained at the Office where the deduction is made and treated as a receipt.
6. It is not necessary for the depositor to personally present the pass book, demand note, and authorization, but it is essential that the Bank's Officers should satisfy themselves that the signature to the authority is the signature of the depositor.
7. The necessary entries must be made in the pass book, ledger, cash book, counter record, and Daily Summary in the usual way as though it were a withdrawal, as well as on the special credit advice, subsequently referred to herein.
8. The pass book can be handed back to the depositor, or his representative. The demand notes must be sent to Head Office, together with special credit advices thereof, at the close of each day.
9. The credit advices will be in books, and are to be kept in duplicate, the perforated copy being sent to Head Office, and the other copy left in the book. The entries on the credit advice will include District, No. of Assessment, Name, Pass Book No. and Amount.
10 No receipt for the demand note is to be given by the Bank to the depositor.
11. The debit side of the Daily Return must show the "Amount transferred to Head Office Rates Account". The total of the amount of the credit advice will correspond with the debit entry made in the cash book in respect of the amount transferred to "Head Office Rates Account".
12. Head Office will open an account entitled "Head Office Rates Account" to which shall be credited any sums received on that account either at Head Office Branch or any other Branch.
13. Each week Head Office will summarize the credit advices received from Branches, put through an order on Treasurer for payment to the Overseers, debiting the "Head Office Rates Account" therewith. The credit advices and demand notes will be forwarded by the Bank direct to the Rates Office, and the summary of credit advices will be sent to the Treasurer.
14. The Rates Office will sign and return the credit advices to Head Office, and forward direct to the depositors the demand notes duly receipted.
15. Although the Overseers as a general practice are not prepared to deal with the collection of rates by instalments, Bank officers will not be justified in declining to accede to the special request of a depositor to deduct from his account an amount towards the rate, an authority will be taken in these instances for the exact amount of the instalment which the depositor wishes to pay, the demand note will be sent forward to Head Office in the usual way, and the credit advice must be marked on account.
A record should be kept of these particular cases, giving particulars of the total rate for the half year and of the instalments paid.
The practice outlined in this paragraph is one which should not be encouraged as it is open to many objections.
16. The Bank are not expected to deal with any queries on the demand note, or to answer questions regarding the rates. All such enquiries should be referred to the Rates Office.
17. This collection of rates should only be dealt with on the days set apart, which are stated on the card to be prominently exhibited at each office.
18. Rate credits must be kept entirely separate from Head Office Branch Credits.
19. Should any difficulty arise in working the scheme, or any further information be desired, reference should be made to the Assistant Manager.
December 1st, 1921.