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Agenda and minutes
Venue: Council Chamber, Upper Ground Floor, Aquila House, Breeds Place, Hastings, East Sussex, TN34 3UY
Contact: Emily Horne on 01424 451719 email ehorne@hastings.gov.uk
Items No. Item Declarations of Interest
Minutes:
The following Councillors declared an interest in the minutes:
Councillors
Minute Number
Interest
Forward, Cartwright, and Fitzgerald
55 – Appointment of Grants Advisory Panel Members
Personal – Knows Susannah Farley-Green.
Apologies for Absence
Minutes:
None.
Minutes of the Charity Committee meeting & Foreshore Trust AGM held on 26 September 2016 PDF 77 KB
Additional documents:
Minutes:
RESOLVED that the minutes of the Charity Committee meeting & Foreshore Trust AGM held on 26 September 2016 be approved and signed by the Chair as a correct record of the meeting.
Additional urgent items (if any)
Minutes:
None.
Seafront Splash Pad Waterplay and Kiosk PDF 119 KB
Additional documents:
- Enc. 1 for Seafront Waterplay Facility , item 69. PDF 202 KB
- Enc. 2 for Seafront Waterplay Facility , item 69. PDF 222 KB
Minutes:
The Assistant Director, Regeneration and Culture, presented this report to seek approval in principle for a water play facility on Foreshore Trust land and to approve a budget of up to £225,000 to deliver it.
The proposal is for an accessible water play attraction for a wide age range of children which benefits mental and physical health and provide opportunities for people to engage with the seafront and beach. It is likely that the water play area will be operated seasonally for approximately six months between April and September.
Initial advice included three options for how the water play facility will be operated: A fully recyclable system which requires underwater tanks; a partially recyclable system and a system that does not recycle. Research was undertaken to look at similar systems elsewhere, and the partially recyclable system was favoured from the three options.
In addition to the water play facility, other works include seating and landscaping. A kiosk will house the equipment and provide a commercial operation.
The Assistant Director (Financial Services and Revenues) advised that the Charity Committee should look at the Trusts’ business plan and identify the commitments over the next 5-10 years before determining this major item of expenditure. He could not recommend to the committee that they consider this item in isolation. The committee needs to understand its future liabilities and other priorities in order to understand whether this scheme is affordable. Further details and costings will be required for consideration at the budget meeting.
Mr May, the Protector, agreed and requested a detailed report be brought back to the Charity Committee.
Councillor Forward stated that the project might provide an opportunity to generate an income for the Foreshore Trust and would be seen as a positive attraction by the people of Hastings.
Councillor Forward proposed approval of the amended recommendations to the Assistant Director, Regeneration and Culture’s report as set out in the resolution below, which was seconded by Councillor Cartwright.
RESOLVED (unanimously) that –
1. To agree to the principle of a proposed installation of a Water Play Facility, including a kiosk and additional seating and picnic areas, subject to satisfactory confirmation of operational and insurance issues;
2. To give delegated authority to the Assistant Director for Regeneration and Culture for the procurement of agreed costed design brief through the East Sussex Procurement Hub; and
3. Final approval of the project is to be determined at a future meeting of the Charity Committee and subject to a detailed business case.
The reason for this decision was:
A seafront water play facility has been much requested by residents and visitors to the town for many years, particularly since the construction of the Pelham Play area in 2012 which it would complement.
The provision of such a facility would act as a destination attraction on the seafront at Hastings, close to the town centre and encouraging greater use of this part of the seafront for healthy activity for younger children and their families.
The development of this ... view the full minutes text for item 69.
Additional documents:
Minutes:
The Assistant Director, Regeneration and Culture, presented this report on behalf of the Resort Services Manager, which sought approval for the procurement of 12 additional beach chalets at White Rock. She advised the Committee of a typographical error to the report at paragraph 3 which should state “12 of which…” and not 10.
The allocated budget for the cost of supplying and installing the chalets is expected to be £14,000. Rental costs are proposed to be £1,000 + VAT for 12 months. Therefore the majority of the investment should be returned after the first 12 months of operation.
It is proposed to tender the chalets jointly with Hastings Borough Council during December and January so that they will be available for rental from the beginning of April 2017.
Councillor Cartwright proposed approval of the recommendations to the Resort Services Manager’s report, which was seconded by Councillor Forward.
RESOLVED (unanimously) that –
1. Support is given for the provision of 12 beach chalets at White Rock
2. A budget of £14,000 is allocated within the 2016/17 Business Plan contingency and the chalets are jointly procured with Hastings Borough Council, through the East Sussex Procurement Hub
The reason for this decision was:
Hastings Borough Council is currently in the process of procuring additional chalets and beach huts at different locations on the foreshore.
One of the potential sites identified is White Rock, directly east of Hastings Pier on land owned by the Foreshore Trust.
There is an opportunity for the Foreshore Trust to install chalets at this location that would support the ongoing regeneration of this part of the seafront and build on the recent investment made by the trust in the former White Rock Baths and public realm.
The additional income generated would help to cover the costs of extending the Lifeguard Service to cover this increasingly popular part of the beach.
Minutes:
The Assistant Director (Financial Services and Revenues) presented the report of the Estates Manager, on the update of the position with the lease.
The Source was due to take on the lease for the kiosk 10 working days after practical completion. The kiosk was due to be completed on 14 August 2016, but actual completion was not until 14 October 2016. The Source wish to delay the start of the lease and opening the Kiosk until 1st March 2017 when it is financially more practicable.
Councillor Forward proposed approval of which was seconded by Councillor Cartwright.
RESOLVED (unanimously) that –
1. To note that the kiosk will be opening in March
The reason for this decision was:
There have been delays in constructing the kiosk.
Annual Report of Grant Advisory Panel 2015/16 PDF 99 KB
Additional documents:
Minutes:
The Assistant Director, Regeneration and Culture presented the annual report on the work of the Panel.
Judith Monk, Grant Advisory Panel member was present on behalf of the Chair of the Grants Advisory Panel to answer questions.
The report gave an overview of the Panel’s activities in 2015/16 relating to the small
grants programme and events grants programme, and also included a number of case
studies about the beneficiaries of these grants which illustrated the positive impact of
the Trust’s grants programmes in the town.
The report identified changes to the membership of the Panel. In July 2016,
Barry Cooper resigned and Sandra Garner stepped down. The Committee agreed to recruit two new members at its meeting in September 2016.
The Committee expressed their thanks to the Grants Advisory Panel for its hard work
in dealing with the applications and to the members who had stepped down from the Grants Advisory Panel. The Committee also thanked the Chair for a comprehensive and informative report and officers in the Regeneration team for their support to the Panel.
Councillor Cartwright proposed approval of the Annual Report, which was seconded by Councillor Forward.
RESOLVED (unanimously) that The Charity Committee approves the Annual Report of the Grant Advisory Panel 2015/16
The reason for this decision was:
This is the latest annual report from the Grant Advisory Panel of the Foreshore Trust. The Grant Advisory Panel was established in March 2011 to advise on and administer the Foreshore Trust Grants programme.
Foreshore Trust Financial Report PDF 52 KB
Additional documents:
- Appendix 1 - Financial Monitoring Report , item 73. PDF 6 KB
- Appendix 2 - Business Plan - Financial Summary , item 73. PDF 8 KB
- Appendix 3 - Indicative Forward Plan , item 73. PDF 6 KB
Minutes:
The Assistant Director (Financial Services and Revenues) presented a report which updated the Charity Committee on the current year’s financial position since the budget was set in March 2016.
The report stated that income was currently above budget due to parking income being higher than anticipated and rental increases. While there had been a slight increase in expenditure, the surplus was above the original projection for the year and reserves remained above the suitable level identified in the Trust’s policy.
The report also set out the current programme of works approved by the Trust.
The Assistant Director (Financial Services and Revenues), advised that there had been a revision in the time scale for the Stade Open Space Landscaping, Seafront Splash Pad and Kiosk and Marina litter project which require further Charity Committee Approval before additional spend.
Mr May, The Protector, asked what had contributed to increased footfall and hence the increase in carpark income. The Marketing and Major Projects Manager said there had been a number of major events this year such as the ROOT1066 International Festival and the storytelling programme.
Councillor Forward proposed approval of the recommendations to the Assistant Director (Financial Services and Revenue’s) report, which was seconded by Councillor Cartwright.
RESOLVED (unanimously)
1. To agree the current financial position for 2016/17.
2. To agree the revisions to the Business Plan.
3. To advise on potential additions to the Business Plan.
The reason for this decision was:
The Council has the responsibility for the proper management of the financial affairs of the Trust. In doing so it complies with Accounting Codes of Practice and the high standards required for the accounting of Public money.
A surplus slightly above budget expectations is anticipated for 2016/17 in respect of ongoing operations.
Appointment of new Grant Advisory Panel members PDF 102 KB
Minutes:
The Principal Solicitor, presented the Chief Legal Officer’s report to inform the Committee of the appointment of two new members to the Grants Advisory Panel following the resignation of Barry Cooper and Sandra Garner.
The Chair of GAP, Andrew Colquhoun was present at one of the interviews and will meet with the second candidate before they are introduced to the Grants Advisory Panel in January 2017.
Although both of the members are connected with existing Hastings Borough Council Councillors, the panels existing procedure deals with any potential conflict of interest which may arise.
Councillor Forward proposed approval of the recommendations to the report, which was seconded by Councillor Cartwright.
RESOLVED (unanimously) that: -
1. To appoint Joanna Clark and Susannah Farley-Green to the Grants Advisory Panel with immediate effect for a period of three years
The reason for this decision was:
The membership of the Grants Advisory Panel is now six due to two members
resigning. The assessment of grant applications takes place in January 2017. As two members assess the same applications it is helpful to have an even number of members.
Minutes of the Coastal Users Group held on 29 November 2016 PDF 74 KB
Minutes:
The notes of the Coastal Users Group meeting held on 29 November 2016 were submitted.
RESOLVED that the minutes of the Coastal Users Group meeting held on 29 November 2016 be received and noted.
Notification of any additional urgent items
Minutes:
The Assistant Director (Financial Services and Revenues) informed the Charity Committee that due to recent bad weather, water ingress had occurred at the White Rock Baths. This had arisen due to re-surfacing works which had moved the water to new areas where there were no drainage channels. Consequently urgent repairs are needed. As Trustee of the Charity, HBC has a responsibility for the cost of the repairs. The Committee was advised that contingency funds of £25,000 were readily available to put towards the total cost of repairs amounting to £37,000.
Mr May, The Protector, requested further details in writing. The Assistant Director (Financial Services and Revenues) explained that his verbal report was in the absence of the Resort Services Manager, and he would forward the quote from the building company. He said the builders who originally undertook the work would be able to act quickly to rectify it and recommended that the work to repair the building takes place imminently.
Councillor Fitzgerald, Chair, said he would have preferred to know about the situation sooner and asked to meet separately to discuss future mitigation.
The Assistant Director, Regeneration and Culture, advised that mitigation had taken place to install guttering to channel water ingress. A pump and spare generator were also available for such emergencies. She advised the building was always problematic given the subterranean nature of it.
Councillor Forward proposed approval of the verbal report, which was seconded by Councillor Cartwright.
RESOLVED (unanimously) that: -
The Surveyor instruct the contractor to commence works.
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