Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea
on Tuesday 18th September 2018 at 7.30 pm
Present:
Councillors
G Steady (Chairman)
I Block (Vice Chairman)
J Chapman, J Howard and B Smith
Also in Attendance:
Councillor M Barry
Tracey Pulford – Town Clerk/RFO
F.175 APOLOGIES FOR ABSENCE: Councillors Dixon and Russell.
F.176 CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 24TH MAY 2018, RECEIVED BY COUNCIL ON THE 31ST MAY 2018:
The Minutes were accepted as a true record of the meeting,
F.177 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.178 BUDGETS UPDATE:
A copy of the Financial Statement and Balances and Consolidated Financial Sheet, as at 31.8.18, had been circulated to all members. The Chairman briefed members on the reports.
Councillor Barry gave an update on the situation at the Lido and circulated to all members a balance sheet showing the current financial situation. Reference was made to Minute Number 165 from 18.1.18, whereby it was agreed that the Council would make available the £20,000 payment for the Lease for the Cafe and that this would be paid back by the CIO, over a 4 year period.
Food and Drink Festival – The Clerk briefed members that following the bad weather, the Food and Drink Festival was down on its income over the previous year. After discussion it was agreed that due to the donation for last years event, which was considerably more than the normal rent paid, the hire charge for this year would be reduced to £250.00, and going forward, if the event is held in the future then the hire charge will be as per the Fun Fair. It was also agreed that Councillors V Chapman and Howard make early contact to ascertain the status of the Food and Drink Festival going forward.
Recommendation: Due to the donation for last years event, which was considerably more than the normal rent paid, the hire charge for this year would be reduced to £250.00, and going forward, if the event is held in the future then the hire charge will be as per the Fun Fair. Also Councillors V Chapman and Howard make early contact to ascertain the status of the Food and Drink Festival going forward.
F.179 GRANTS / PROJECTS & FUNDING:
Councillor Howard declared an interest in the following item:-
Family Support – It was agreed to grant Family Support £400.00 towards the cost of a new freezer, on condition that the freezer is kept in Brightlingsea, and they approach other Town Councils in the area they cover for funding.
Councillor Smith declared an interest in the following item:-
Colne Yacht Club – It was agreed that the Colne Yacht Cub can use the Town Hard for its Firework Event, however, due to the limited funds available, the Town Council is only able to offer a grant of £100.00 towards the cost of the fireworks
Essex & Herts Air Ambulance – A copy of letter received from the Trusts & Special Projects Officer had been circulated to all members. After discussion it was agreed that a reply is given stating that as our local businesses support the Essex & Herts Air Ambulance with collection boxes on shop counters, Council property is used at the Rotary Club’s Jog Walk Run event, at no charge, the Charity Shop in the High Street also raises funds for the Air Ambulance, in this instance the Council are unable to assist with any funding at this time. We would, however, consider any future application at the opportune time.
Recommendation: (1) Family Support is awarded a grant of £400.00 towards the cost of a new freezer, on condition that the freezer is kept in Brightlingsea, and they approach other Town Councils in the area they cover for funding. (2) The Colne Yacht Cub can use the Town Hard for its Firework Event, however, due to the limited funds available, the Town Council is only able to offer a grant of £100.00 towards the cost of the fireworks. (3) A reply is given stating that as our local businesses support the Essex & Herts Air Ambulance with collection boxes on shop counters, Council property is used at the Rotary Club’s Jog Walk Run event, at no charge, the Charity Shop in the High Street also raises funds for the Air Ambulance, in this instance the Council are unable to assist with any funding at this time. We would, however, consider any future application at the opportune time.
F.180 FEET ON THE STREET OF BRIGHTLINGSEA INITIATIVE:
A copy of an e-mail from Sgt Tattersall had been circulated to all members. After discussion it was agreed that the Town Council would be prepared to offer £2,500 towards the scheme, on the condition that £2,500 is also given from both Tendring District Council and Essex Police. Also, any figures that are produced, are given ‘like for like’.
Recommendation: The Town Council would be prepared to offer £2,500 towards the scheme, on the condition that £2,500 is also given from both Tendring District Council and Essex Police. Also, any figures that are produced, are given like for like.
F.181 SCREEN NETWORK:
A copy of a proposal and Business Plan from Digitown had been circulated to all members. After discussion it was agreed that, before the Town Council can commit to this scheme, we would require to see evidence that it would work, and also how many people would take up the scheme.
Recommendation: Before the Town Council can commit to the Digitown scheme, we would require to see evidence that it would work, and also how many people would take up the scheme.
F.1821 SPECIAL EXPENSES 2019/2020:
A copy of Special Expenses 2019/2020 had been circulated to all members. After discussion it was agreed that there were no changes for 2019/2020, however the Clerk to contact TDC about the Swimming Pool to see if it should be included.
Recommendation: There are no changes to Special Expenses for 2019/2020, however the Clerk to contact TDC about the Swimming Pool to see if it should be included.
F.183 INTERNAL AUDIT REPORT 2018:
A copy of the Internal Audit Report for 2018 had been circulate to all members. After discussion it was agreed to accept the report and follow up any recommendations made by the Internal Auditor.
Recommendation: The Council accepts the report and follow up any recommendations made by the Internal Auditor.
The Clerk informed members that the External Auditors Report had been received, and under section 3 their comments are as follows:-
“On the basis of our review of Sections 1 and 2 of the Annual Governance and Accountability Return (AGAR), in our opinion the information in Sections 1 and 2 of the AGAR is in accordance with Proper Practices and no other matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.”
She advised that copies of Section 1, 2 and 3 would be advertised on the Councils notice board, and web-site, which is a legal requirement.
Thanks were made by Councillor J Chapman to the staff for all their efforts in conducting the financial dealings of the council.
Recommendation: The External Auditors comments are noted.
F184 RE-APPOINTMENT OF INTERNAL AUDITOR FOR 2018/2019:
After discussion it was agreed to re-appoint Mr Maurice Howard as the Councils Internal Auditor for 2018/2019.
Recommendation: The Council re-appoints Mr Maurice Howard as the Councils Internal Auditor for 2018/2019.
F185 2018 MODEL STANDING ORDERS:
A copy of the NALC Model Standing Orders 2018, together with a copy of the briefing notes LO4-18 and LO9-18 had been circulated to all members. It was agreed that the Clerk would update the councils Standing Orders, and these would be available at the October Council meeting for ratification.
Recommendation: The Councils Standing Orders would be updated and these would be available for the October council meeting for ratification.
F186 PROPERTY UPDATE:
The Chairman briefed members that the Lease for the Lakeside Caravan Park had been received, and this document was signed off two Councillors.
Councillor Howard briefed members that she and the Town Clerk had met with the Playcentre about them requiring a lease/agreement. After discussion it was agreed that the Town Clerk would contact Fisher Jones Greenwood Solicitors about a standard lease.
Recommendation: The Town Clerk would contact Fisher Jones Greenwood Solicitors about a standard lease for the Playcentre.
F.187 CLOSE OF MEETING:
There being no further business, the meeting closed at 21.02 pm.
Received by Council on: 20.09.18 Approved by Committee on:
Signed by Chairman Signed by Chairman
