Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea on Thursday 18th March 2013 at 7.30 pm
I Block (Chairman)
J Chapman (Vice Chairman)
D Dixon, A Goggin, J Russell,
G Steady and K Yallop
Also in Attendance:
Tracey Pulford- Town Clerk/RFO
F.051. APOLOGIES FOR ABSENCE: None received.
F.052. CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 29TH NOVEMBER 2012:
The Minutes were accepted as a true record of the meeting.
F.053 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.054. ACCOUNTS UPDATE:
The Chairman briefed members that the accounts are on track for the end of year.
All members had a copy of the debtors report, which was handed back to the Town Clerk and destroyed after the meeting.
After discussion it was agreed that the Town Clerk would write to the 2012 debtors, advising that the bill must be paid within the next 28 days.
Regarding the 2011 debtor, it was agreed that a recorded letter be sent, advising they must attend a meeting within 28 days to discuss the events income and expenditure. If they fail to do so, the council may take the matter further. The letter will also state that as we are talking about public money, the Council is duty bound to follow procedures.
Councillor Steady then spoke about the invoicing of user groups at the end of each month, instead of at the end of the year/season. After discussion Councillor Russell proposed that from the 2013/2014 financial year council invoices would be sent out monthly for the use of its facilities. This was seconded by Councillor Dixon. Agreed.
Recommendation:- The Town Clerk writes to the 2011 and 2012 debtors. From 1st April 2013 monthly invoices would be sent out for the use of the Council facilities.
F.056. REVIEW OF RESERVES:
The Chairman briefed members on the capital reserves, and then spoke about the £36,000 in the repairs and renewals budget. A discussion then took place on the possibility of the Harbour Commissioners taking over all payments for the Jetty. It was then agreed that a letter be written to the Harbour Commissioners asking them to attend a meeting to discuss the long term future of the jetty. Agreed.
Councillor J Chapman then mentioned that the Council should keep in mind the possibility of purchasing more land for burial ground, as we only have approximately 2 ½ years burial left on the current site.
Recommendation:- A letter be written to the Harbour Commissioners asking them to attend a meeting to discuss the long term future of the jetty.
F.057. RISK ASSESSMENT 2012-2013:
All members had a copy of the Risk Assessment and Report for 2012-2013. After discussion it was agreed that this assessment is signed off at the Council meeting on 21st March 2013.
Councillor Steady then stated that the Council is very reliant on the money received from the Leisure Village/Lakeside Caravan Park, and that we should analyse if something did go wrong. He suggested a disaster/contingency plan.
Recommendation:- The Risk Assessment for 2012-2013 is signed off at the Council meeting on 21st March 2013.
F.058. PROPERTY SPREAD SHEET:
All Members had a copy of the property spread sheet. After discussion it was agreed that this item would be brought back to the next finance meeting to discuss further.
Councillor Steady mentioned the new development in Robinson Road, and the possibility of the Council looking into purchasing the strip of land in Mill Street which abuts onto the field which Mr & Mrs Peck rents from the Town Council. This would then give the Council an area along Mill Street from the top right the way through to Gravel Field, which could be used for various schemes.
Recommendation:- The property spread sheet would be brought back to the next finance meeting to discuss further.
F.059. STORAGE COMPOUND – BAYARD RECREATION GROUND:
Councillor Steady briefed members on the overall plan for the Bayard Recreation Ground and that the new changing rooms extension would be positioned where Brightlingsea Regent Football Club have their porta-cabin. The idea would be to revamp the storage compound, so everyone could use this facility at a charge/increased rent. A letter has already been sent to Brightlingsea Regent Football Club to arrange a meeting to discuss further.
F.060. CLOSE OF MEETING:
There being no further business, the meeting closed at 8.40 pm.