Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea
on Thursday 10th November 2016 at 7.30 pm
G Steady (Chairman)
I Block (Vice Chairman)
J Chapman, D Dixon, J Russell and K Yallop
Also in Attendance:
Tracey Pulford – Town Clerk/RFO
F.044 APOLOGIES FOR ABSENCE: Councillor J Howard
F.045 CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 6TH OCTOBER 2016, RECEIVE BY COUNCIL ON THE 20TH OCTOBER 2016:
The Minutes were accepted as a true record of the meeting,
F.046 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.047 GRANTS: DISCRETIONARY AND STANDING ANNUAL:
The Chairman briefed members that there were two items outstanding, the Co-Op Women’s Guild, and the Community Centre.
Councillor J Chapman declared an interest in this item
He advised members that Councillor Smith had spoken to the Community Centre about the Bingo Machine, unfortunately the Bingo Club will not lend the machine to the Co-Op Women’s Guild, due to insurance and the possibility of the machine being broken. It was then agreed that no grant would be given towards the Bingo Machine.
The Chairman advised members that a meeting with the Community Centre is being arranged to discuss the refurbishment of the rooms.
The Chairman then spoke about the Standing Annual Grants, and asked if the Council is giving money to the right organisations.
Councillor Russell declared an interest in the Carnival Association, All Saints Church and Family Support. Councillor Yallop declared an interest in Brightlingsea in Bloom. Councillor J Chapman declared an interest in the Carnival Association.
A discussion took place and it was agreed that the grant amounts would remain as they are, and all who receive a standing annual grant would be asked to submit copy of their accounts, and explain how their grant is spent.
Recommendation: (1) No grant would be offered to the Co-Op Women’s Guild. (2) The grant amounts would remain as they are, and all who receive a standing annual grant would be asked to submit copy of their accounts, and explain how their grant is spent.
F.048 UPDATED BUDGETS 2016/2017:
The Chairman briefed members that due to a problem with the accounts package, it was not possible to give an update on the budgets to the end of October. He briefed members that the system is being looked at to see if more sections on the accounts package can be utilised and the systems linked up.
F.049 STAFF REMUNERATION:
The Chairman briefed members that at the last Staff Meeting it was agreed to look at the pay scales for the Groundsmen, bringing them in line with other Councils, and increasing their wages to the necessary scale points. Councillor J Chapman mentioned that three members of staff are not yet in the Pension scheme, and this would need to be included in the total figures. It was then agreed that the budgets for the wages would be in line with other local councils.
Recommendation: The budget for the wages would be in line with other local councils.
F.050 BUDGETS 2017/2018:
The Chairman briefed members that he and the Town Clerk had attended a meeting at Tendring District Council on the Precept. He stated that the LCTS grant is being cut by 5%, and would be cut totally by 2020. He mentioned that the tax base should however increase, due to new build/developments in the town.
Members then went through the budgets as follows:-
Swimming Pool – Councillor Block stated that he had put in a budget of £50,000, however he suggested that the amount is reduced to £30,000.
Security – Councillor Yallop mentioned the proposal for the security initiative and a discussion took place. It was agreed consultation on this scheme would be on-going.
Beach Huts – Ask Grounds Manager if more huts could be sited on the Western Promenade on land which the Town Council owns.
Improvements – New Van to be replaced with a second hand van at a cost of £3,000.
Town Clerk to ask Grounds Manager for up to date information on the wash down area, new gates are required for Lower Park and CCTV for the town.
Skate Park – Councillor Block suggested that grants are applied for to help with the expenditure for this.
Councillor J Chapman asked if there was any money available this year for the new gates for the Churchyard, as at the moment here is only a chain blocking the entrances. The Chairman agreed that this would be looked into.
The Chairman briefed members on this years MSR’s bids, and highlighted the savings made with the expenditure being claimed under S106 monies. He mentioned the 2017-2018 MSR bids, and stated that the item for the Bayard Recreation Changing Rooms should be removed, as this should be funded by either grants or S106 monies.
The following items were to be added to the 2017-2018 MSR bids – Welfare £200.00, Town Hard £700.00 and swimming Pool £1,000.00.
It was agreed that the Grants budget would remain as it is, and the criteria would be reviewed at the next meeting.
Recommendation: The budgets would be revised as detailed above.
F.051 BANKING ARRANGEMENTS:
The Chairman briefed members that he and the Town Clerk had met with Nigel Steadman of Lloyds, and a copy of his recommendation was enclosed. After discussion it was agreed that the Councils bank accounts would be changed over from Barclays to Lloyds.
Recommendation: The Councils bank accounts would be changed over from Barclays to Lloyds.
F.052 S106 UPDATE:
The Chairman briefed members that the application for S106 money had been signed off and was in the process of being dealt with. The Town Clerk mentioned the application for the Churchyard and that TDC had requested more information. It was agreed to reply that there is no written evidence available, everything was verbal, and that nearby churchyards in Thorrington, Wivenhoe and Alresford have all closed.
The Chairman stated that the criteria has now been received from TDC on the S106 Grants. We have to submit our proposal to TDC, who confirms it is OK and meets the criteria. Once this has been agreed the work can be carried out, bills paid and then the money can be re-claimed by TDC. Any proposals for S106 Claim must be first agreed by the Finance Committee and then ratified by Full Council.
Recommendation: (1) A reply is sent to TDC regarding the S106 monies for the Churchyard and stating that there is no written evidence available, everything was verbal, and that nearby churchyards in Thorrington, Wivenhoe and Alresford have all closed. (2) Any proposals for S106 claims must be first agreed by the Finance committee and then ratified by Full Council.
The Chairman briefed members that the Property Asset Sheet is being updated to include all the land which the Council owns. When this has been updated a copy will be sent out to all Councillors.
The Hard – T he Mayor briefed members that a letter had been received from the Land Registry stating that Gary Humm has submitted an AP1 Form to change the land currently registered to the Town Council. She stated that his would also affect the land the jetty sits on and could cost the town a lot of money. The Chairman raised the point of how, if the land was un-registered, how would that affect the insurance for the jetty? The Mayor replied that we have contacted the insurance company about this and are still waiting for a response. Councillor Russell stated that if it becomes un-registered land, the part affected would possibly not be maintained. The Mayor replied that the jetty may have to be taken away, which means everyone will suffer. After discussion it was agreed that the Councils Solicitors, Wilson & Co would make the necessary objection to the Land Registry before the deadline of 23rd November 2016.
Recommendation: The Councils Solicitors, Wilson & Co would make the necessary objection to the Land Registry before the deadline of 23rd November 2016.
F.054 SWIMMING POOL:
Councillor Block briefed members that the pool had made a loss of £15,000 this year. He stated that TDC had been approached to arrange a meeting to discuss the future of the pool.
Councillor Judson left the meeting at 21.15pm
A discussion took place on the £10,000 invoice received from TDC, which is Brightlingsea Town Council’s contribution towards the pool. Councillor J Chapman stated that Ian Davidson had spoken to her about his, and as it is in the budget, and minuted as part of our budget, it becomes legally part of the minutes. She stated that Councillor Steady had no right in sending TDC an e-mail stating that BTC would not be making the contribution.
A discussion then took place, minute number 045 refers:
“Councillor Block proposed that Brightlingsea Town Council carried out the repair work, to the specification provided by Tendring District Council, Tendring District Council will run the pool at their cost for this season, Brightlingsea Town Council will continue negotiations with Tendring District Council as to its future. Seconded by Councillor J Chapman. Agreed.”
Councillor Steady then proposed that the invoice from TDC is not paid at the moment, the meeting with TDC Officers is held within the next couple of weeks, and this forms part of our negotiations. Agreed.
Recommendation: The invoice from TDC is not paid at the moment, the meeting with TDC Officers is held within the next couple of weeks, and this forms part of our negotiations
F.055 CLOSE OF MEETING:
There being no further business, the meeting closed at 21.24 pm.
Received by Council on: 17.11.16 Approved by Committee on:
Signed by Chairman Signed by Chairman