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Serving the Essex Coastal Town of Brightlingsea

Minutes 02.06.16 – Finance

Minutes 02.06.16 – Finance

BRIGHTLINGSEA TOWN COUNCIL

FINANCE COMMITTEE

 

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

on Thursday 2nd June 2016 at 7.30 pm

 

Present:

Councillors

G Steady (Chairman)

I Block (Vice Chairman)

J Chapman D Dixon, J Howard, J Russell and K Yallop

Also in Attendance:

Tracey Pulford – Town Clerk/RFO

Also in Attendance:

Tracey Pulford – Town Clerk/RFO

Councillor M Judson

The Chairman opened the meeting by saying that out of the three levels of Local Government, County, District and Town, County and District had cut their budgets quite considerably, whereas the Town Council had maintained their budgets at a consistent level. The Town Council would be reviewing the financial implications of the use or the non use of its assets, as the case may be.Councillor M Judson

 

F.001   APOLOGIES FOR ABSENCE: None received.

 

F.002   CONFIRMATION OF THE MINUTES OF THE MEETING HELD ON THE 21ST JANUARY 2016:

 

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

 

F.003   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.004               RISK ASSESSMENT FOR 2015/2016:

 

A copy of the Risk Assessment for 2015/2016 had been circulated to all members. Members then went through the risk assessment and after discussion it was agreed that this document would be accepted and signed off at the full Council Meeting on the 15th June 2016.

            Recommendation: The Risk Assessment for 2015/2016 is signed off at the Council Meeting on the 15th June 2016.

 

F.005   END OF YEAR ACCOUNTS FOR 2015/2016:

 

A copy of the Year End Accounts for 2015/2016 had been circulated to all members. After discussion it was agreed that the year end accounts would be signed off at the full Council Meeting on the 15th June 2016.

 

            Recommendation: The Year End Accounts for 2015/2016 are signed off at the Council Meeting on the 15th June 2016.

 

F.006   TO COMPLETE SECTION 1 OF THE ANNUAL RETURN – ANNUAL GOVERNANCE STATEMENT 2015/2016:

 

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.007   TO AGREE THE FIGURES IN SECTION 2 OF THE ANNUAL RETURN – ACCOUNTING STATEMENTS 2015/2016

 

            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.008   MEMBERS ALLOWANCES FOR 2016/2017:

 

A copy of the Parish Independent Remuneration Panel Review May 2016 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 mentioned that at the moment co-opted Councillors do not receive an allowance.

 

            Recommendation: Members allowances remain at £300.00 for Members and £500.00 for the Mayor.

 

F.009   BUDGETS:   

 

A copy of a proposed form ‘Councillor Contact and coordinator / Member with Special Responsibility Plan’ had been circulated to all members. The chairman briefed members that the Council needs to be able to access progress of certain schemes at any given time. He stressed that officers will give the information but it will be the responsibility of Councillors to maintain and update the forms.

 

F.010   GRANTS PROCESS FOR 2016/2017:

 

            The Chairman briefed members on the current grants process. After discussion it was agreed that the grants process would be reviewed.

 

Two letters had been received regarding possible grants, as follows:

 

Brightlingsea Indoor Bowls Club – It was agreed that a letter would be sent to the Bowls Club advising them that the Council is reviewing all its budgets due to the economic climate.

 

Model Boat Club – It was agreed that if the Model Boat club has a repairing lease/license, they would pay for the repairs to be carried out on the building, if it is not a repairing lease/license, the Town Council would arrange and pay for the work to be completed.

 

Recommendation: (1) The Town Councils Grants process would be reviewed, (2) The Indoor Bowls Club would be written to advising that the Council is reviewing all its budgets due to the economic climate, (3) If the Model Boat Club has a repairing lease/licence, they would pay for the repairs to be carried out on the building, if it is not a repairing lease/licence, the Town Council would arrange and pay for the work to be completed.

 

F.011   2016-2018 NATIONAL SALARY AWARD – COUNCILLOR J CHAPMAN TO BRIEF:

 

            Councillor J Chapman briefed members that the NJC Pay Awards for 20162017 and 2017-2018 have now been agreed. This years scales to be back dated to 1st April 2016. This was noted. It was also agreed that the Staff Committee be requested to carry out a salary review and come back with recommendations.

 

            Recommendation: (1) The NJC Pay Awards for 2016-2017 and 2017-2018 have been agreed and this years scales are to be back dated to 1st April 2016, (2) The Staff Committee be requested to carry out a salary review and come back with recommendations.

 

F.012   FINANCIAL REGULATIONS UPDATE:

 

Members were advised that following legislative changes, the model financial regulations have been amended to take account of the following:-

 

  1. MFR 1.6 has been amended to provide for the possibility of disciplinary action in the event of breach of the Regulations, rather than a definitive statement as to gross misconduct.
  2. MFR 6.4 has been re-written to apply more generally than merely in respect of disclosable interests.
  3. Incorporation of the specific requirement of The public Contracts Regulations 2015 in MFR 11.

 

It was then agreed that the Financial Regulations would be amended to include the above, and a new set would be agreed at the next Council meeting.

 

Recommendation: The Financial Regulations would be amended to include the above, and a new set would be agreed at the next Council meeting.

 

F.013  BRIGHTLINGSEA SAILING CLUB:

 

            A copy of a letter from Fenn Wright had been circulated to all members. After discussion it was agreed that the Council would ascertain the status of the car/boat park.

F.014   ANYTHING ELSE THE CHAIRMAN DEEMS URGENT:

 

            Brightlingsea Harbour Commissioners – The Mayor read out an e-mail from the Brightlingsea Harbour Commissioners. Councillor J Chapman briefed members on a meeting that had been held with herself, Councillors Russell and Smith, Jim Addison and Robin Page of the HC, and discussions are on-going. It was then agreed that the revised Management License would be circulated to all members for their comment.

 

Brightlingsea Open Air Swimming Pool – The Chairman briefed members that the this will be discussed at the Full Cabinet Meeting on Friday 10th June, and Councillors J Chapman, Steady and Yallop had asked to attend. A copy of the report produced by Tendring District Council was circulated to all those present. It was then agreed that this report would be circulated to all other members, and if any member has any comment to make, they should be received by Wednesday 8th June – latest.

 

Brightlingsea Boat Show – Councillor Yallop briefed members that following a boat show meeting, they have asked if the Council would help, financially, with a firework display on Saturday 23rd July. A discussion took place on the Anzac celebrations, and that at the moment, they are not spending all of the monies which the Town Council have committed to the event. It was then agreed that there would be an on-going review of the budgets and we would ask for an up-to-date financial statement from the Anzac organising committee.

 

            Councillor Judson left the meeting at 8.54pm.

 

            Recommendation: (1) The revised Management License would be circulated to all members for their comment, (2) The report produced by Tendring District Council would be circulated to all members, and if any member has any comment to make, they should be received by Wednesday 8th June – latest, (3) There would be an on-going review of the budgets and we would ask for an up-to-date financial statement from the Anzac organising committee.

 

F.015   DATES OF FUTURE MEETINGS:

 

The dates of meetings were agreed as follows: 16th June at 10am, 8th

September, 6th October and 10th November (after planning).

 

F.016   CLOSE OF MEETING:

 

There being no further business, the meeting closed at 21.05 pm.

 

 

 

Received by Council on: 15th June 2016                    Approved by Committee on:

 

Signed  by Chairman                                                   Signed by Chairman