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

on Thursday 8th September 2016 at 7.30 pm

 

Present:

Councillors

G Steady (Chairman)

I Block (Vice Chairman)

J Chapman D Dixon, J Russell and K Yallop

 

Also in Attendance:

Tracey Pulford – Town Clerk/RFO

Councillors V Chapman and B Smith


F.017   APOLOGIES FOR ABSENCE:
Councillor HowardCouncillors V Chapman and B Smith

 

F.018   CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 2ND JUNE 2016, RECEIVE BY COUNCIL ON THE 15TH JUNE 2016:

 

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

 

F.019   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.020               BUDGETS/ESTIMATES:

 

The Chairman briefed members that an income and expenditure budget would be prepared every month, which included the actual figures, and not the accrual figures. This would be for internal use only. Also, any schemes should be requested for on the new forms, which have been adopted in the past.

 

            Recommendation: An Income and Expenditure Budget would be prepared every month, which included actual figures and not the accrual figures.

 

F.021   SECTION 106 MONIES:

 

The Chairman briefed members that at the Finance Meeting held on the 6th November 2014, the following was agreed:

 

“The Chairman briefed members that there is around £67,000 S106

monies available, with part of this already being allocated to the

Bayard Recreation Ground project. He then asked for projects to be

put forward but reiterated that the money must be spent on open

spaces.

 

A discussion took place on possible schemes and whether the money could be spent on TDC property.

 

Councillor Goggin joined the meeting at 7.52pm.

 

Councillor J Chapman then proposed that:

  • £33,000 is spent on the Bayard Recreation Ground Extension
  • £10,000 is spent on the Churchyard Extension
  • £24,000 is spent on the Western Promenade

Seconded by Councillor Russell. Agreed.

 

Recommendation: The S106 monies available for Brightlingsea is allocated as follows:-

  • £33,000 on the Bayard Recreation Ground Extension
  • £10,000 on the Churchyard Extension
  • £24,000 on the Western Promenade”

 

As there is now £264,285 in the S106 pot, he suggested that a further £37,768 be allocated from the S106 pot towards the playground projects and the perimeter posts on the Western Promenade and the playground project for Bayard Recreation Ground. This amount, together with the previously allocated £24,000 (for the Western Promenade) will then cover the £61,768.00 under invoice number 1791. It was then agreed that the invoice would be submitted to TDC.

 

A discussion then took place on protection the Councils open space, including Hurst Green. Councillor Smith stated that he was disappointed that the Police did not use S106 Powers to get rid of the travellers immediately. Councillor Steady stated that he has asked the question if S60 was used to get rid of the Travellers in Clacton. Councillor V Chapman mentioned that the Landlady of the Swann congratulated the Town Council on how the situation of the travellers was dealt with.

 

            Recommendation: The Invoice covering the Section 106 Monies for projects on the Western Promenade and the Bayard Recreation Ground is submitted to Tendring District Council for payment.

 

F.022   STANDING ANNUAL GRANTS:

 

A copy of the statement issued by Councillor Steady, Chairman of the Finance Committee, had been circulated to all Councillors.

 

It was agreed that all those who receive a Standing Annual Grant would be asked to submit a copy of their financial statements, as they are not provided on an annual basis.

 

The Chairman mentioned that there is around £2,500 in the budget for the Discretionary Grants, and it was agreed that this would be advertised asap.

 

A discussion then took place on how the grant figures were arrived at, and it was agreed that these would be looked at, at the budget setting meetings.

 

            Recommendation: (1) All those who receive a Standing Annual Grant from the council would be asked to submit a copy of their financial statements, as they are not provided on an annual basis. (2) The Discretionary Grants would be advertised asap. (3) The grant figures would be looked at, at the budget setting meetings.

 

F.023   ASSETS – FENN WRIGHT AGREEMENT:

            A copy of the Commercial Property Management Agreement with Fenn Wright had been circulated to all members. After discussion it was agreed that Fenn Wright would be asked to carry out a review of Council assets, together with a fee proposal for that job. It was also agreed that a review of all contracts and assets that the council owns would be carried out.

 

The Chairman also briefed members that the current Asset Sheet, which had previously been circulated to all members, would be upgraded to include a list of all the land the Town Council owns.

 

            Recommendation: (1) Fenn Wright would be asked to carry out a review of Council assets, together with a fee proposal for that job. (2) A review of all contracts and assets that the council owns would be carried out

 

F.024   MATTERS REFERRED BY FULL COUNCIL:

 

            Brightlingsea Sailing Club

A copy of the letter from Fenn Wright dated 13th May 2016 had been circulated to all members. The Clerk informed members that she had met with Alice of the Sailing Club on Monday. A discussion was held and suggestions were submitted, and final figures will be agreed after discussions with the Sailing Club.

 

Security Options

A copy of the revised proposal from ITUS Security Solutions had been circulated to all members. Also copied to all members was the information from both Frinton & Walton Town Council and Tiptree Parish Council, on their/the towns security firms.

 

After discussion it was agreed that as there was no budget for this item, this could not go any further at the moment. Also Councillor Ingate was to ask the Shop Keepers for their input.

 

Brightlingsea Bowling Club

Councillors J Chapman, G Steady and K Yallop all declared an interest in this item.

A copy of the letter dated 17th August 2016 had been circulated to all councillors. After discussion it was agreed that the Grounds Manager would approach the Bowls Club to discuss the proposal further, and contact TDC to find out if planning permission was needed.

 

 

 

Brightlingsea Community Centre

Councillor Smith declared an interest in this item.

A copy of the letter dated 18th August 2016 had been circulated to all members. A discussion took place and it was brought to members attention that the Town Council cannot have a say in what they do inside the building, only on the grounds outside. After discussion it was agreed to write to the Centre advising that the Town Council have never been against them holding table top sales, however any outside events should be first agreed by the Town Council. Also to advise that the Town Council is keen to carry on a good relationship with the Centre and that regular meetings are held between them both.

 

            Recommendation: (1) Suggestions were submitted, and final figures will be agreed after discussions with the Sailing Club. (2) As there is no budget for the Security Firm, this proposal could not go any further at the moment. (3) The Grounds Manager would approach the Bowls Club to discuss the proposal further, and contact TDC to find out if planning permission was needed. (4) The Council would write to the Community Centre advising that the Town Council have never been against them holding table top sales, however any outside events should be first agreed by the Town Council. Also to advise that the Town Council is keen to carry on a good relationship with the Centre and that regular meetings are held between them both.

 

F.025   SPECIAL EXPENSES 2016/2017:  

 

Copy of the Special Expenses information from TDC has been circulated to all members. After discussion it was agreed that there was no change, at the moment, for 2017/2018.

 

Recommendation: There is no change, at the moment, in the Special Expenses Function for 2017/2018.

 

F.026   BANKING ARRANGEMENTS:

 

The Chairman briefed members that with all the banks closing, the access of petty cash and general banking is becoming more and more difficult. A discussion took place on the possibility of on-line/internet banking, and also the possibility of opening up a petty cash account with Lloyds. After discussion it was agreed that (1) The EALC, Councils Internal Auditor and other local Councils would be contacted to find out if they use with internet banking and what security arrangements they have in place. Councillor Russell said that she would also ask the question at the next TDALC meeting. (2) Lloyds would be contacted to find out what type of accounts they could offer.

 

Recommendation: (1) EALC, Councils Internal Auditor and other local Councils would be contacted to find out if they use with internet banking and what security arrangements they have in place. (2) Lloyds would be contacted to find out what type of accounts they could offer.

 

F.027   ANYTHING ELSE THE CHAIRMAN DEEMS URGENT:

 

            The Chairman advised members that Councillor Howard had sent in an e-mail asking for a small budget for Youth. As Councillor Barry was the previous CCC for Youth, he had agreed that £2,000 could be allocated from his £10,000 budget to Councillor Howard for Youth projects.

 

The Chairman also mentioned that she had requested a small budget for the Clerk/Officer to attend Planning Meetings, if it was discussing large applications, and it was anticipated that a lot of public would be attending. After discussion it was agreed that this would be put to the next Staff Meeting.

 

Councillor J Chapman asked if the Swimming Pool can be made an agenda item at the October finance meeting. Agreed.

 

            Recommendation:    (1) £2,000 is allocated from Councillor Barry’s £10,000 budget to Councillor Howard for Youth projects. (2) The possibility of an Officer attending Planning Meetings would be taken to the next Staff Meeting. (3) The Swimming Pool is made an agenda item at the October finance meeting.

 

F.028   DATES OF FUTURE MEETINGS:

 

The Chairman confirmed that the dates of future meetings had already been

agreed as: 6th October and 10th November (after planning).

 

F.029   CLOSE OF MEETING:

 

There being no further business, the meeting closed at 20.54 pm.

 

 

 

Received by Council on: 15th September 2016           Approved by Committee on:

 

Signed  by Chairman                                                   Signed by Chairman

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