BRIGHTLINGSEA TOWN COUNCIL
Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea
on Thursday 24th May 2018 at 7.30 pm
G Steady (Chairman)
I Block (Vice Chairman)
J Chapman, D Dixon, J Howard,
J Russell and B Smith
Also in Attendance:
Councillors M Judson and K Yallop
Tracey Pulford – Town Clerk/RFO
F.156 APOLOGIES FOR ABSENCE: None received.
F.157 CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 8TH MARCH 2018, RECEIVED BY COUNCIL ON THE 15TH MARCH 2018:
The Minutes were accepted as a true record of the meeting,
F.158 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.159 RISK ASSESSMENT & MANAGEMENT REPORT 2017/2018:
A copy of the Management Report and Risk Assessment for 2017/2018 had been circulated to all members.
Members went through the Management Report and Risk Assessment and the following items were discussed:-
- To check the insurance regarding the causeway, scrubbing posts and dolphins.
- Land and Property – To carry out a survey work carried out by the Property Estate Management Company. These findings to be taken to the next finance meeting.
After discussion it was agreed that this document is accepted and signed off at the Extraordinary Council Meeting on the 31st May 2018.
The Chairman mentioned that a copy of the AGS assertion 5: Risk management document is available, should anyone wish to see a copy. This documents covers:- identifying risks; assessing risks; addressing risks and reviewing and reporting.
Recommendation: The Risk Assessment & Management Report 2017/2018 is accepted and signed off at the Extraordinary Council Meeting on the 31st May 2018.
F.160 ASSET REGISTER 2017/2018:
A copy of the Asset Register for 2017/2018 had been circulated to all members. The following items were discussed:-
- Development opportunities
- Valuation of all property
It was then agreed that (1) the valuation of all property is carried out during 2018/2019; (2) the value of £2,578,751.02 would form part of the Annual Return Figures.
Recommendation: (1) The valuation of all property is carried out during 2018/2019; (2) the value of £2,578,751.02 would form part of the Annual Return Figures.
F.161 END OF YEAR ACCOUNTS 2017/2018:
A copy of the Annual Financial Report and Year End Accounts for 2017/2018 had been circulated to all members. A discussion took place and it was agreed that the creditor of £10,000 for the swimming pool would be taken out of the accounts during 2018/2019.
The Chairman highlighted the conclusion in the Annual Financial Report as follows:- “An examination of the 2018 annual return shows that as t 1st April 2016 the balance brought forward was £180,079, two years later as at 31st March 2018 the balance carried forward has increased to £236,262, and increase of £56,183. This is a significant improvement partly explained by the capital receipt of £37,000 for the sale of land.”
It was then agreed that the Year End Accounts would be signed off at the Extraordinary Council Meeting on the 31st May 2018.
Councillor Smith then mentioned the SuFuse project, and stated that if funding is forthcoming, the Council would have to match fund the Green Lung and Town Square projects.
Recommendation: (1) The creditor of £10,000 for the swimming pool would be taken out of the accounts during 2018/2019; (2) the Year End Accounts would be signed off at the Extraordinary Council Meeting on the 31st May 2018.
F.162 TO COMPLETE SECTION 1 OF THE ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN 2017/2018 – ANNUAL GOVERNANCE STATEMENT 2017/2018:
Members went through Section 1 of the Annual Return and answered yes to questions 1 – 8, and N/A for question 9. Agreed.
Recommendation: Section 1 of the Annual Return is completed as follows:- questions 1-8 yes; question 9 N/A.
F.163 TO AGREE THE FIGURES IN SECTION 2 OF THE ANNUAL GOVERNANCE AND ACCOUNTABILITY RETURN – ACCOUNTING STATEMENTS 2017/2018:
A copy of the figures for Section 2 of the Annual Return had been circulated to all members. These figures were agreed by all present.
Recommendation: The figures in Section 2 of the Annual Return are agreed.
F.164 MEMBERS ALLOWANCES 2018/2019:
A copy of the Parish Independent Remuneration Panel Review March 2018 had been circulated to all Councillors. After discussion it was agreed that the members allowances for Brightlingsea would remain at £300.00 for Members and £500.00 for the Mayor. The Clerk advised that co-opted Councillors do not receive an allowance.
Recommendation: Members allowances remain at £300.00 for Members and £500.00 for the Mayor.
F.165 BANKING ARRANGEMENTS:
The Clerk advised as follows:-
- Charge Card – Still waiting for information on a charge card.
- Desk Top Card Machine – Information was given on a desk top card machine, and the prices and % charges. Councillor Yallop mentioned a ‘sum up’ system, which works off an app. Agreed the Clerk would look into this.
- Internet Banking – The Clerk advised that currently she is not authorised to do internet banking. After discussion it was agreed that more information would be sought with the possibility of all Councillors being authorised to make payments.
Recommendation: The Clerk would obtain more information on (1) a Charge Card; (2) a Sum Up system and (3) Internet Banking.
F.166 CLOSE OF MEETING:
There being no further business, the meeting closed at 20.11 pm.
Received by Council on: 31.5.18 Approved by Committee on:
Signed by Chairman Signed by Chairman