Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea

on Thursday 6th October 2016 at 7.30 pm

 

Present:

Councillors

G Steady (Chairman)

I Block (Vice Chairman)

J Chapman D Dixon, J Howard and K Yallop

 

Also in Attendance:

Tracey Pulford – Town Clerk/RFO

Councillors M Barry, M Judson and B Smith

F.030   APOLOGIES FOR ABSENCE: Councillor Russell

 

F.031   CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 8TH SEPTEMBER 2016, RECEIVE BY COUNCIL ON THE 15TH SEPTEMBER 2016:

 

The Minutes were accepted as a true record of the meeting,

 

F.032   DECLARATION OF DISCLOSABLE PECUNIARY INTERESTS:

 

Members were reminded of the requirement to disclose any interest in relation to items on the agenda, when these are discussed.

 

F.033               ANNUAL GRANTS PROGRAMME – APPLICATIONS RECEIVED:

 

The Chairman informed the meeting that the budget for the grants process was £2,407.00. Information on previous grants given to town organisations was supplied. Members then went through the applications received.

 

            Councillor J Chapman declared an interest in the following item:

Brightlingsea Carnival Agreed to give £250.00 towards a new float. Members stated that this was a very important organisation within the town, who had not had their own float this year to visit other carnivals.

 

            Councillor B Smith declared an interest in the following item:

Brightlingsea Community Centre – Sympathy was shown by the committee for this request. It was agreed that a meeting would be arranged so that the work needed could be discussed and that regular meetings between the Council representatives, and representatives from the Community Centre would be held in the future.

 

            Councillor J Chapman declared an interest in the following item:

Brightlingsea Co-Op Women’s Guild – After discussion it was agreed that Councillor Smith would enquire as to whether or not this organisation could use the Community Centre’s Bingo Machine.

 

Brightlingsea Museum – Members felt that, as the Museum had been in receipt of £1,100 in small grants from the Council since 2005, and also are on the Standing Annual Grants programme, that on this occasion a grant would not be given at this stage, but the Council are aware of the Museum’s development plans..

 

Brightlingsea Winterfest Committee –A discussion was had concerning the recent history and reasons for the event, and after this discussion it was agreed to award £650.00 towards posters, flyers and backdrop.

 

Colne Quilters – Members are aware that they have received £945.00 since 2007, that a grant would not be awarded on this occasion.

 

MIND – Unfortunately this project appeared not to be a Capital Project, so no grant would be awarded, but the Committee were aware that MIND is being supported by the Winterfest.

 

            Councillor J Chapman declared an interest in the following item:

            OWL’s Members agreed to award £35.00 towards the printing costs for the leaflet, as the insurance cost is not a capital project.

 

The Chairman then stated that remainder of the grants budget of £1,472.00 would be taken to the next finance meeting for discussion.

 

The Committee, whilst making the awards, were mindful that they wanted to support different organisations from the community, therefore previous grants awarded were taken into consideration.

 

            Recommendation: The following grants would be issued:- Brightlingsea Carnival – £250.00, Brightlingsea Winterfest – £650.00, OWL’s – £35.00. The following would not receive a grant this time:- Brightlingsea Community Centre, Brightlingsea Co-Op Women’s Guild, Brightlingsea Museum, Colne Quilters and MIND.

 

F.034   COMPLETION OF THE LIMITED ASSURANCE REVIEW FOR THE YEAR ENDED 31 MARCH 2016:

 

Copy of Section 3 – External Auditor Certificate and Opinion 2015/16 had been circulated to all members. The Chairman briefed members that the External Auditor stated the following

 

‘In our opinion the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.

 

Others matters not affecting our opinion which we draw to the attention of the smaller authority:

 

We note that the smaller authority did not comply with Regulation 15 of the Accounts and Audit Regulations 2015 as it failed to make proper provision during the year 2016/17 for the exercise of public rights, since the approval date (15 June 2016) was after the start of the period for the exercise of public rights (6 June 2016). As a result, the smaller authority must answer ‘No’ to Assertion 4 of the Annual Governance Statement for 2016/17 and ensure that it makes proper provision for the exercise of public rights during 2017/18.

 

We note the smaller authority only receives bank statements for the active saver account once every six months. The smaller authority may consider asking the bank statement period to coincide with the council’s financial year end’

 

The Clerk reported that this comment was due to the fact that although the End of Year Accounts had been agreed by the Finance Committee on the 2nd June, they were not signed off by full Council until the 15th June, and the notice for public inspection started on the 6th June 2016. In future the public inspection date must be after the full council have signed off the accounts.

 

The Clerk also reported that Sections 1, 2 and 3 of the Annual Return have been displayed on the notice board for 14 days, which is a legal requirement, and also on the web-site.

 

Recommendation: The completed Annual Return was accepted.

 

F.035   RE-APPOINTMENT OF INTERNAL AUDITOR FOR 2016/2017:

 

Members agreed to re-appoint Maurice Howard as the Council’s Internal Auditor for the 2016/2017 accounts.

 

Recommendation: Maurice Howard is re-appointed as the Council’s Internal Auditor for the year 2016/2017.

 

F.036   UPDATE ON FENN WRIGHT:

The Chairman briefed members that Fenn Wright had been contacted over the valuation for the Sailing Club land, and they had advised that “the advise given was not a ‘red book valuation’ but represented my considered opinion of the values”. A discussion took place.

 

F.037   BUDGETS/ESTIMATES NEW FORMAT:

 

The Chairman informed the meeting that the new budget sheets, taking off the accruals, would give a better idea of the income and expenditure against the budget figures.

 

F.038   PROGRESS ON SCHEMES:           

 

The Chairman advised members that a plan for the Western Promenade Scheme had been submitted to Tendring District Council to substantiate the claim for 106 monies, thereby showing how important it is to formulate focused plans.

 

F.039   S106 UPDATE:

 

The Chairman briefed members that an invoice for £61,000 for the Western Promenade and Bayard Recreation Ground had been submitted to Tendring District Council. He reported that £24,000 for the Western Promenade had been signed off and the other £30,000 for the Bayard Recreation Ground is being authorised at the moment. He emphasised that this will have a positive effect on the Town Council budgets. He also mentioned that in his opinion the Town Council should not pay the £10,000 contribution to TDC re: Swimming Pool, as a new agreement was now in place. Not of all of the Committee agreed with this.

 

Councillor J Chapman asked about the S106 monies for the Churchyard. The Clerk replied that she has spoken to Kristy about this, and was advised to re-submit the invoice, together with brief outline as to why the project was needed, and this would be looked at also.

 


F.040   PARISH BUDGET 2017/2018 MEETING AT TENDRING DISTRICT COUNCIL:

 

The Chairman advised members that he and the Clerk were attending a Parish Budget meeting at Tendring District Council on the 9th November, and if anyone has any comments or questions for this meeting, to let him or the Clerk know.

 

F.041   BUDGETS 2017/2018:

 

            The Chairman asked members for their comments on whether or not the current system for MSR bids should change, and a total figure be included in the budget and members then bid for an amount. A discussion took place and it was agreed that the current system remains unchanged and all members should bid for their individual amounts to be included in next years budget for specific projects.

 

            Recommendation: The current MSR bids remain unchanged, with each member bidding for a specific amount for a specific project.

 

F.042   SWIMMING POOL:

 

            Councillor Block briefed members that Tendring District Council had asked for a meeting to discuss the pool, however he was waiting until the final figures for this season were available before arranging it.

 

Councillor Barry asked for scrutiny on the £36,000 that TDC insisted it was going to cost to carry out the repairs, and stated that the Council needs to look at the wider scale, engage with other parties, architects, solar panel people, people from the wind farm etc. He stated that the Council needs to look forward at the next three years. A discussion also took place on Devolution. Concerns were raised regarding any debt being taken on by the Town Council from Tendring District Council.

 

It was then agreed that a meeting would be held with Councillors Block, Steady, J Chapman, Yallop and Barry with Tendring District Council, once the figures were available – dates to be agreed.

 

Recommendation: A meeting would be held with Councillors Block, Steady, J Chapman, Yallop and Barry with Tendring District Council, once the figures were available – dates to be agreed.

 

F.043   CLOSE OF MEETING:

 

There being no further business, the meeting closed at 8.55 pm.

 

 

 

Received by Council on: 20.10.16                    Approved by Committee on: 10.11.16

 

Signed  by Chairman                                        Signed by Chairman