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

on Monday 18th September 2017 at 7.30 pm

 

Present:

Councillors

G Steady (Chairman)

I Block (Vice Chairman)

J Chapman and D Dixon

 

Also in Attendance:


Councillors V Chapman and M Judson

Tracey Pulford – Town Clerk/RFO

F.107   APOLOGIES FOR ABSENCE: Councillors J Howard, J Russell and B Smith

 

F.108   CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 10TH AUGUST 2017, RECEIVED BY COUNCIL ON THE 17TH AUGUST 2017:

 

The Amended Minutes (as amended at Full Council on the 17th August 2017) were accepted as a true record of the meeting,

 

F.109   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.110               SPECIAL EXPENSES 2018/2019:

 

A copy of the Explanation of Special Expenses Categories had been circulated to all members. After discussion it was agreed that there would be no change in the functions on which expenditure is estimated to be incurred in the year 2018/2019.

 

Recommendation: There would be no change in the functions on which expenditure is estimated to be incurred in the year 2018/2019.

 

F.111               AGENCIES/COMPANIES USED FOR COUNCIL ISSUES:

 

The Chairman briefed members that at the moment the Council uses Fenn Wright as its Property Agents, and Wilson & Co as its Solicitors. He advised that Fenn Wright collect rents, at a charge of £625.00 plus VAT per quarter. Wilson & Co charge on a ‘job by job’ basis.   A discussion took place on the current Solicitors, and a it was agreed to approach Fisher Jones Greenwood to see if they would be interested in taking on the councils business, and if so, what costs would be involved.

 

Recommendation: Fisher Jones Greenwood Solicitors be approached to see if they would be interested in taking on the Councils business, and if so, what costs would be involved.

 

F.112   SPREADSHEET UPDATE:

 

The Chairman reported that the asset spread sheet is being updated, to include the two extra columns, and this should be available for the next meeting.

 

F.113   UPDATE ON PROPERTY MATTERS:

 

Brightlingsea Leisure Village – Agreed that the draft letter from Fox Leisure is OK to be sent, however approval from FJG Solicitors to be sought first.

 

4th Brightlingsea Scout Group – Agreed that in principle the Scouts can take on the adjacent building and the Town Council foreclose on the Army Cadets, as they have relocated to Walton. Agreed to use FJG Solicitors.

 

Lakeside Caravan Park – Agreed to accept relinquishment of present lease, offering the purchaser a new lease, terms to be agreed with our agent, subject to the improvements on site as listed. Also agreed to ask Fox Leisure if they would be prepared to take on the lease negotiations and FJG as our Solicitors.

 

Colne Smack Preservation Society – Agreed to use FJG Solicitors for the renewal lease, as a matter of urgency.

 

Brightlingsea Sailing Club – The sale of the leases is going through, and all outstanding amounts have now been paid up.

 

Colne Yacht Club – A discussion took place on the proposed firework display. It was then agreed that as the Councils budgets have already been set, the Town Council are unable to make a contribution this time.

 

The Hard – The Chairman drew members attention that in the past, it would appear that a local resident had tried to claim the Hard by adverse possession. He found this disturbing as the Town Council are custodians of the communities assets, which is a serious business not to be taken as some sort of joke. Members present agreed.
            Recommendation: (1) Brightlingsea Leisure Village – the draft letter from Fox Leisure is OK to be sent, however approval from FJG Solicitors to be sought first; (2) 4th Brightlingsea Scout Group –in principle the Scouts can take on the adjacent building and the Town Council foreclose on the Army Cadets, as they have relocated to Walton. Council to use FJG Solicitors; (3) Lakeside Caravan Park –accept relinquishment of present lease, offering the purchaser a new lease, terms to be agreed with our agent, subject to the improvements on site as listed. Also to ask Fox Leisure if they would be prepared to take on the lease negotiations and FJG as our Solicitors; (4)            Colne Smack Preservation Society – use FJG Solicitors for the renewal lease, as a matter of urgency; (5) Colne Yacht Club – as the Councils budgets have already been set, the Town Council are unable to make a contribution this time.

 

F.114   BUDGETS UPDATE:

 

A copy of the budgets up to 31.8.17 had been circulated to all members. After discussion it was agreed to ask the Grounds Manager if the new gates for the playground and churchyard had been ordered. It was also agreed that the £1,000 under the MSR budget for the swimming pool is transferred to the £30,000 expenditure for the swimming pool.

 

Christmas Lights – Councillor J Chapman briefed members that following the closure of the Business Association, the Grounds Manager had agreed to put up and take down the Christmas lights for 2017.   She mentioned that new lights were needed, as some of the big lights were broken. Shop Brightlingsea have looked at the possibility of solar panelled lights at a cost of £115 each to rent, plus fitting. Councillor J Chapman then asked if the Council would like to donate towards the hired lights. The Clerk reminded members that the July Council Meeting, the Council had agreed to help towards the purchase of a set of lights (non-shatter proof) to be used in the spruce tree in Victoria Gardens. It was then agreed that this item would be brought back to another meeting, once costings were known. It was also agreed that the Town Council would put up and take down the Christmas lights in future years, and budget is set for this item, under the improvements budget, for 2018/2019.

 

Proposed Youth Project YMCA – The Chairman briefed members on a meeting that was held on the 4th September 2017. A copy of the report of that meeting had been circulated to all members. After discussion it was agreed in principle, subject to checks and balances, which have already been highlighted.

 

            Recommendation: (1) Ask the Grounds Manager if the new gates for the playground and churchyard had been ordered. (2) The £1,000 under the MSR budget for the swimming pool is transferred to the £30,000 expenditure for the swimming pool. (3) Christmas Lights be brought back to another meeting, once costings are known. (4) the Town Council would put up and take down the Christmas lights in future years, and budget is set for this item, under the improvements budget, for 2018/2019. (5) Proposed Youth Project YMCA – agreed in principle, subject to checks and balances, which have already been highlighted.

 

F.115   CLOSE OF MEETING:

 

There being no further business, the meeting closed at 20.39 pm.

 

 

 

Received by Council on: 21.09.17                    Approved by Committee on:

 

Signed  by Chairman                                        Signed by Chairman