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Agenda and minutes
Venue: Council Chamber, Muriel Matters House, Breeds Place, Hastings, TN34 3UY. Please enter the building via the Tourist Information Centre entrance.
Contact: Emily Horne on 01424 451719 email ehorne@hastings.gov.uk
Note: The recording of this meeting is available to view online at: https://www.hastings.gov.uk/my_council/cm/?video=236413699 - Please note poor sound quality.
Items No. Item Declarations of Interest
Minutes:
The following Councillors declared an interest in the minutes:
Councillor
Minute Number
Interest
Beaney
3 – Foreshore Trust Small Grants Programme 2017-18
Counselling Plus Community bid proposal and Love Hastings – Love Yourself proposal
Prejudicial:
Works at ‘Counselling Plus Community’ and is a board member of ‘Love Hastings – Love Yourself.’
Forward
3 – Foreshore Trust Small Grants Programme 2017-18
Education Futures Trust proposal
Prejudicial – Education Futures Trust
Apologies for Absence
Minutes:
None.
Minutes of the meeting held on 26 June 2017 PDF 72 KB
Minutes:
RESOLVED that the minutes of the meeting held on 26 June 2017 be approved and signed by the Chair as a correct record of the meeting
Additional urgent items (if any)
Minutes:
None.
Having declared her prejudicial interest, Councillor Beaney left the chamber and took no part in the discussion and voting relating to Item 5 Foreshore Trust Small Grants Programme report, with the exception of discussion and decision about a grant to the Education Futures Trust. Councillor Poole took the Chair in Councillor Beaney’s absence. Councillor Forward joined the committee for the discussion and decision in relation to the Foreshore Trust Small Grants Programme report with the exception of discussion and decision about a grant to the Education Futures Trust.
Foreshore Trust Small Grants Programme PDF 122 KB
Additional documents:
- Appendix 1 for Foreshore Trust Small Grants Programme , item 5. PDF 123 KB
- Appendix 2 for Foreshore Trust Small Grants Programme , item 5. PDF 4 MB
Minutes:
Councillor Poole, Chair, explained the item relating to ‘Education Futures Trust’ would be excluded from discussion in respect of Councillor Forward’s prejudicial interest.
The Assistant Director, Regeneration and Culture advised that the Grants Advisory Panel had recommended an increase in the level of grant funds as follows:- Small grants up to £60,000 and Events grants up to £30,000. The committee discussed this fully and considered this an affordable increase against the background of future known commitments.
The committee were advised that there were several outstanding issues regarding the potential expansion of the eligible area for the Events Grants Scheme and recommended the matter be brought back to a future meeting once the issues had been resolved.
The Chair of the Grant Advisory Panel gave the committee an overview of the application process of the Foreshore Trust Small Grants Programme and answered questions from members of the committee. He stated that the current round had been heavily oversubscribed. Of the 40 applications received for funding, following a full assessment process, the panel had recommended that 14 applications for funding be approved at various levels and subject to certain conditions.
Councillor Batsford propose, and Councillor Forward seconded, approval of the recommendations by the Assistant Director, Regeneration and Culture’s report with the exception of a grant to the Education Futures Trust.
RESOLVED (unanimously) that –
1. Charity Committee accept the small grants recommendations of the Grant Advisory Panel, as set out in Appendix 1 of the Assistant Director, Regeneration and Culture’s report (excluding the ‘Education Futures Trust’ item, and;
2. Charity Committee increase the levels of the Small grants up to £60,000 and Events grants up to £30,000 for 2018/19 onwards.
The reason for this decision was:
The Grant Advisory Panel has appraised the merits of the applications received for Small Grant support and has made a number of recommendations for grant awards that can be funded from the available 2017-18 budgets.
Changes to the annual budgets were considered affordable.
Councillor Beaney returned to take the Chair and Councillor Forward left. Councillor Batsford proposed approval of the ‘Education Futures Trust’ grant, which was seconded by Councillor Poole.
RESOLVED (unanimously) that –
1. Charity Committee accept the Grant Advisory Panel’s recommendations in relation to the ‘Education Futures Trust’, as set out in Appendix 1 of the Assistant Director, Regeneration and Culture’s report.
The reason for this decision was:
The Grant Advisory Panel has appraised the merits of the applications received for Small Grant support and has made a number of recommendations for grant awards that can be funded from the available 2017-18 budgets.
Foreshore Trust - Annual Report and Final Accounts 2016/17 PDF 101 KB
Additional documents:
Minutes:
The Assistant Director, Financial Services and Revenues, presented a report on the 2016/17 annual report and financial accounts.
The report detailed key activities undertaken by the Trust throughout the previous year. The Trust had also allocated significant funding to a range of local organisations in the charitable and voluntary sector through its small grants and events grants programmes.
A surplus (£393,000) was achieved. This was above budget expectation due to the disposal of land at West Marina. Net current assets (cash position) balance is £1,304,676 at March 2017, and total funds (which includes all assets) amount to £2,506,516.
The balance at the end of March 2017 takes into account the outstanding long term loan from Hastings Borough Council. The report also set out expenditure the Trust had committed to in its business plan and its approach to maintain prudent levels of reserves.
The Trust’s final accounts 2016/17 had been subject to an external audit, which found that they gave a true and fair view of the charity’s affairs as at 31 March 2017.
Councillor Poole proposed approval of the recommendations to the Assistant Director, Financial Services and Revenue’s report, which was seconded by Councillor Batsford.
RESOLVED(unanimously) that the annual report and financial accounts for 20167/17 are approved.
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 the Accounting Codes of Practice and the high standards required for the accounting of public money.
The Council as Trustee, through the Charity Committee is required to approve the annual report and accounts by the 30th September each year.
Additional documents:
- Appendix 1 - Financial Monitoring Report , item 7. PDF 10 KB
- Appendix 2 - Business Plan - Financial Summary , item 7. PDF 14 KB
- Appendix 3 - Indicative Forward Plan , item 7. PDF 9 KB
Minutes:
The Assistant Director, Financial Services and Revenues presented a report which updated the committee on the current year’s financial position since the budget was set in March 2017.
The report stated that income was currently above budget due to parking income being higher than anticipated. Expenditure is £50,000 above budget as the anticipated savings in the cleaning contract did not materialise, this applies to the Foreshore Trust and whole Council. The Council has re-tendered. The overall surplus was down by £28,000. The report also set out the current programme of works approved by the Trust. Although the levels of programme spend continued to reduce the cash balances held by the Trust for this financial year, the levels of reserves remained above the specified level identified in the Trust’s policy.
The cash balances of the Trust are £1.3 million at 31 March 2017.
Councillor Poole proposed approval of the recommendations to the Assistant Director, Financial Services and Revenue’s report, which was seconded by Councillor Batsford.
RESOLVED (unanimously) to agree the current financial position for 2017/18
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 the Accounting Codes of Practice and the high standards required for the accounting of public money.
A surplus slightly above budget expectations is anticipated for 2017/18 in respect of ongoing operations.
Notification of any additional urgent items
Minutes:
None.
Minutes of the Coastal Users Group held on 5 September 2017 PDF 183 KB
Minutes:
The notes of the Coastal Users Group meeting held on 5 September 2017 were submitted.
RESOLVED that the minutes of the Coastal Users Group meeting held on 5 September 2017 be received and noted.
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