BRIGHTLINGSEA TOWN COUNCIL – FINANCE COMMITTEE
Minutes of the Meeting held at the Parish Hall, Victoria Place, Brightlingsea on Thursday 3rd October 2013 at 7.30 pm
Present:
Councillors
I Block (Chairman)
J Chapman (Vice Chairman)
D Dixon, A Goggin, J Russell,
G Steady and K Yallop
Also in Attendance:
Councillors V Chapman and Edey
Tracey Pulford- Town Clerk/RFO
F.084. APOLOGIES FOR ABSENCE: None received.
F.085 CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 8TH AUGUST 2013:
The Minutes were accepted as a true record of the meeting.
F.086 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.087 Grants:
(a) Applications
The Chairman briefed members that the budget amount for the Discretionary Grants was £2,500.00. At the meeting on the 8th August a total of £2,074.11 was allocated, but the YMCA have now withdrawn their grant of £1,000,00, This now leaves £1,425.89 unallocated.
A discussion took place on whether the council should advertise a 2nd round of grants. It was then agreed a second round of grants would not be advertised, but if any Councillor knew of any organisations that required grant funding, they would contact them and get an application form filled out, which would be taken to the next finance meeting to discuss.
(b) Procedure for 2014-2015
It was agreed that the Council would see how successful the procedure implemented in (a) was, before any decisions were made.
Recommendation: (a) A second round of grants would not be advertised, but if any Councillor knew of any organisations that required grant funding, they would contact them and get an application form filled out, which would be taken to the next finance meeting to discuss.
(b) The Council would see how successful the procedure implemented in (a) was, before any decisions were made.
F.088 Special Expenses 2014/2015:
Copy of the Special Expenses information from TDC has been circulated to all members. After discussion it was agreed that there was no change for 2014/2015.
Recommendation: The Town Clerk to notify Tendring District Council that there is no change in the Special Expenses Function for 2014/2015.
F.089 Audit Report for 2012/2013
Copy of Section 3 – External Auditor Certificate and Opinion 2012/13 had been circulated to all members. The Chairman briefed members that the External Auditor stated ‘in our opinion the information in the annual return is in accordance with proper practices and no matters have come to our attention giving cause for concern that relevant legislation and regulatory requirements have not been met.’
The Chairman reported that Sections 1, 2 and 3 of the Annual Return have been displayed on the notice board, which is a legal requirement.
A discussion took place and it was agreed that a press release would be issued stating that the annual return had been completed, and for the past 5 year no comments or recommendations have been made from the External Auditor.
Recommendation: A press release would be issued stating that the annual return had been completed, and for the past 5 year no comments or recommendations have been made from the External Auditor.
F.090 Budgets Update / MSR Spend
The Chairman reminded members that their MSR spends must be spent/allocated by the 31st March 2014.
A question was asked about the outstanding Go Ride invoices. The Chairman said that he had been given a copy of the figures relating to Go Ride, and had requested a meeting with Councillor Aldridge to go through them. This has not happened yet. After discussion it was agreed that Danny Douglas be invited to attend a meeting with the Chairman and the Vice Chairman to go through the figures.
Councillor Steady spoke about the Improvements budget where it stated a cost for new electric showers. He stated that as a new build was planned, could this money be vired into the Recreation Ground budget towards the new build. This was agreed.
Councillor Steady also mentioned the budget for CCTV on the Bayard Recreation Ground. He stated that there is a pole on the old Police Station building, and whether enquiries could be made to see if this pole is still needed. If not it could be used up the Recreation Ground to save money. Agreed.
Recommendation: (a) MSR spends must be spent/allocated by the 31st March 2014 (b) Danny Douglas be invited to attend a meeting with the Chairman and the Vice Chairman to go through the figures (c) The money in the Improvements budget towards the electric showers is vired into the Recreation Ground budget towards the new build. (d) Enquiries be made regarding the CCTV pole on the old Police Station building, to see if it is still needed. If not it could be used up the Recreation Ground to save money.
F.091 Budget Process for 2014/2015
The Chairman asked for all MSR bids for 14/15 to be received by the end of October. It was then agreed that Finance Meetings would be held on 31st October, 14th November, 28th November (move planning to 7pm – finance at 7.30pm) and 5th December at all at 7.30 pm.
Recommendation: All MSR bids for 14/15 to be received by the end of October, with Finance Meetings being held on 31st October, 14th November, 28th November (move planning to 7pm – finance at 7.30pm) and 5th December at all at 7.30 pm.
F.092 CLOSE OF MEETING:
There being no further business, the meeting closed at 8.35 pm.
