BRIGHTLINGSEA TOWN COUNCIL
FINANCE COMMITTEE

Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea on Thursday 29th March 2012 at 7.30 pm

Present:
Councillors
I Block (Chairman)
J Chapman (Vice Chairman)
D Dixon, G Steady and J Russell

Also in Attendance:
Tracey Pulford- Town Clerk/RFO
    
F.048. APOLOGIES FOR ABSENCE: Councillor Yallop.   

F.049. CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 13TH FEBRUARY 2012 RECEIVED BY COUNCIL ON THE 16TH FEBRUARY 2012:.

The Minutes were accepted as a true record of the meeting.

F.050. DECLARATION OF PERSONAL AND PREJUDICIAL INTERESTS:

Members were reminded of the requirement to disclose any interest in relation to items on the agenda, when these are discussed. 

F.051. FUNDING FOR 2012/2013 EVENTS:
  
The Chairman briefed members that there had been some confusion over the income and expenditure accounts for the 2012 event, and after discussion it was agreed that before we issue the cheque for the outstanding amount for the 2011 event, we  invite Mark and his Energise Committee in to an informal meeting with members of the finance committee to discuss last years losses and next years budget. 

Recommendation: Before we issue the cheque for the outstanding amount for the 2011 event, we invite Mark and the Energise Committee  in to an informal meeting with members of the finance committee to discuss last years losses and next years budget.
(Post meeting note: meeting arranged for Tuesday 3rd April at 7pm.)

F.052. GRANTS:

Grant Finder – The Chairman mentioned that now Darren Barrenger has been retained to become the Councils ‘Grant finder’, all schemes should go before the finance committee, then full council, before being submitted to Darren.

After discussion it was proposed by Councillor Goggin and seconded by Councillor Russell that the Skate Park becomes the first  bid for Darren to look into.  Agreed.

Council Discretionary Grants – After discussion it was agreed that the timetable for the discretionary grants would be as follows:
• Advert to be placed in the May edition of the Chronicle
• Deadline for applications – 22nd June 2012
• Finance Committee Meeting – Thursday 28th June 2012.

Recommendation: The Skate Park becomes the first  bid for Darren to look into.
     
The timetable for the discretionary grants would be as follows:
• Advert to be placed in the May edition of the Chronicle
• Deadline for applications – 22nd June 2012
• Finance Committee Meeting – Thursday 28th June 2012.

F.053. PAYE ARRANGEMENTS:

A copy of the ‘PAYE Arrangements Report’ had been circulated to all members.  After discussion it was agreed that the following recommendations are agreed and that if anything goes wrong, we contact our MP immediately. 

• In March 2012 we pay the £1,420.13 outstanding (per the HMRC) for April 2011
• We pay the amounts deducted for March 2012 in April 2012 and reconcile the payments made from May 2011 to April 2012 with the amount due per the P35 PAYE year end return.
• We pay the amount which HMRC say id due for 2010/11 £237.26 plus £4.76 interest. 
• Councillors responsible for checking and authorising payments are briefed on the new arrangements.
• A creditor will now need to be accrued each year from 2011/12 for the amounts due to HMRC for March.

Recommendation:
• In March 2012 we pay the £1,420.13 outstanding (per the HMRC) for April 2011
• We pay the amounts deducted for March 2012 in April 2012 and reconcile the payments made from May 2011 to April 2012 with the amount due per the P35 PAYE year end return.
• We pay the amount which HMRC say id due for 2010/11 £237.26 plus £4.76 interest. 
• Councillors responsible for checking and authorising payments are briefed on the new arrangements.
• A creditor will now need to be accrued each year from 2011/12 for the amounts due to HMRC for March.

F.054. RISK ASSESSMENT FOR 2011/2012:

A copy of the ‘Risk Assessment Report’ had been circulated to all members.  After discussion it was agreed that Councillor Block and Tracey Pulford would go through the report and ensure all items are carried out.

Recommendation: Councillor Block and Tracey Pulford go through the Risk Assessment Report and ensure all items are carried out.

F.055. DEBTORS:

The Chairman briefed members that as per the risk assessment, Council should review its debtors every 2 months.  There appears to be a couple of invoices still outstanding, including two invoices for the cricket club, one for the friends of all saints and one for Cinque Port FC.

After discussion it was agreed that if Councillor Steady would contact the cricket club regarding their outstanding invoices, and if these were not paid by the end of the financial year, they would be called in for a meeting to discuss further.

Recommendation: Councillor Steady contacts the cricket club regarding their outstanding invoices, and if these are not paid by the end of the financial year, they would be called in for a meeting to discuss further.

(Post meeting note: the outstanding invoices fro the cricket club and friends of all saints were paid by the end of the financial year.)

A discussion also took place on when invoices should be sent out, i.e. monthly, at the end of the playing season etc., and this would be looked into.

F.056. BAYARD RECREATION GROUND DEVELOPMENT:

Copy of a report on the Bayard Recreation Ground Development, produced by Councillor Steady, had been circulated to all members.

After discussion it was agreed that Tracey Pulford would be the nominated independent person to sit on any meetings/discussions with officers from the Queen Elizabeth II Field Challenge, along with Richard Hunt from Brightlingsea Regent Football Club and Brightlingsea Cricket Club, and Councillor Steady as MSR for Youth and Amenity Areas.

It was also agreed that that the self build scheme would be discussed in full with the Internal Auditor to see what we can and can’t do.

Recommendation: Tracey Pulford would be the nominated independent person to sit on any meetings/discussions with officers from the Queen Elizabeth II Field Challenge, along with Richard Hunt from Brightlingsea Regent Football Club and Brightlingsea Cricket Club, and Councillor Steady as MSR for Youth and Amenity Areas, and that the self build scheme would be discussed in full with the Internal Auditor to see what we can and can’t do.

F.057. DATE OF NEXT MEETING: Wednesday 9th May 2012 at 7.00 pm.

F.058. CLOSE OF MEETING:

There being no further business, the meeting closed at 8.40 pm.

 

Report Potholes

Essex County Council is responsible for highways in and around Brightlingsea. Report potholes directly here.

Text-to-speech

Most articles on this site feature a "Listen" button - when clicked you will hear the text read back. Make sure your speakers are on and the volume is turned up.

FixMyStreet

FixMyStreet directs reports of problems with your street, such as failed streetlights, to the correct local authority department.

Discover Brightlingsea

Read the annual town guide produced by the Town Council. 

© Brightlingsea Town Council 2011 – .
Site designed and maintained by Big Red Web Design. Webmaster.

© Brightlingsea Town Council 2011 – .
Site designed and maintained by Big Red Web Design. Webmaster.