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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
Items No. Item Declarations of interest
Minutes:
Councillors made no declarations of interest at this meeting.
Minutes of previous Charity Committee held on 11 December 2017 PDF 66 KB
Minutes:
There was a correction to the minutes of 11 December 2017, Paragraph 7. It should have read:
“The report stated that income was at £1,335,000...”
It was agreed that the minutes would be amended, and republished to reflect the correction.
RESOLVED that the minutes of the Charity Committee meeting held on 11 December 2017 be approved and signed by the Chair as a correct record of the meeting subject to the above amendment.
Foreshore Trust Events Grant Programme PDF 106 KB
Additional documents:
- Appendix B - Recommended Applications , item 26. PDF 55 KB
- Foreshore Trust Events Grant Programme 2018-19 report , item 26. PDF 105 KB
Minutes:
Andrew Colquhoun, Chair of the Foreshore Trust Grants Advisory Panel (GAP) presented a report on the Foreshore Trust Events Grant Programme, recommending which organisations should be funded under the Foreshore Trust Events Grant Programme and the allocations that will be made to each. A total of 17 applications were actually received. The total grant to be allocated to the 12 from the 17 recommended applications is £23,362 out of an available £30,000.
GAP recommended that the remaining balance of £6,638 be carried over to the event grant call for 2019/20.
Thanks were given to the officers who had worked with the Grant Advisory Panel.
Councillor Poole proposed approval of the recommendations to the Chair, Foreshore Trust Grants Advisory Panel’s report which was seconded by Councillor Batsford.
RESOLVED (unanimously) that -
1. The committee would agree the Grant Advisory Panel’s (GAP) recommendation to award events grants to the organisations shown in Appendix B.
The reason for this decision was:
The recommended organisations for grant funding have been selected following an open application process, and awarded to those considered by the GAP to best meet the Foreshore Trust’s aims and objectives.
Foreshore Trust 2018-19 Budget and Financial Report PDF 198 KB
Additional documents:
- Appendix 1 - Financial Monitoring Report , item 27. PDF 6 KB
- Appendix 2 - Business Plan - Financial Summary , item 27. PDF 8 KB
- Appendix 3 - Indicative Forward Plan , item 27. PDF 6 KB
Minutes:
The Assistant Director, Financial Services & Revenues presented a report on the Foreshore Trust 2018/19 Budget and Financial Report. The purpose of the report was to advise members on the current year’s financial position (2017/18) and to determine the budget for 2018/19.
A question was raised to clarify an increase of £30,000 in surplus. The reply was that there was a shortfall from the previous year, but it was possible to achieve this increase if recommendation 2 of the report was approved. This would then allow the funding of the recommendations approved in minute 27.
Councillor Batsford proposed approval of the report, which was seconded by
Councillor Poole.
RESOLVED (unanimously) that:
1. The committee agree the current financial position for 2017/18
2. The allocation of general grants for 2018/19 be set at £60,000 and event grants £30,000
3. Approve the proposed expenditure funded from Reserve – albeit further approval to proceed is required for a few schemes.
4. Approve the budget for 2018/19.
5. Financial monitoring reports continue to be presented to each Meeting of the Charity Committee.
The reasons for this recommendation were:
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 2017/18 in respect of ongoing operations. This enables the committee to establish a prudent level of grant allocation that can be distributed as part of the 2018/19 budget process.
The programmed use of Reserves has been determined in accordance with the business plan.
White Rock Fountain PDF 131 KB
Additional documents:
Minutes:
This item was withdrawn.
Request for grant for Hastings Fishermarket Enterprises PDF 119 KB
Minutes:
The External Funding Manager stated that there was a correction to the agenda, in that the grant applicant was the Hastings Fishermen’s Protection Society (HFPS). He then presented a report on a grant to allocate funding to the HFPS. The report sought approval from the Foreshore Trust on the allocation of a grant to the HFPS to contribute towards the cost of replacing their icemaker, with the resulting project budget being paid from by the FLAG Programme.
He stated the importance of the icemaker to the Hastings fishing fleet and the community, including its importance in Hasting Borough Council’s fish fairs and other community events held on the Stade and the beach.
A question was raised by the Protector in regards to the charitable purpose of the grant as a private commercial business benefitting from the grant money would not meet the Trust’s objectives. Officers responded that the icemaker was a community asset and the fish fleet relies on it to remain sustainable.
HFPS are a not-for-profit organisation. The fishermen pay for their own ice. The grant will not subsidise any other body. The Chief Legal officer advised that the benefit to the community needed to be weighed against any potential profit to HFPS. Officers confirmed there would be no profit to HFPS.
Councillor Poole proposed approval of the recommendations to report, which was seconded by Councillor Batsford.
RESOLVED (unanimously) that:
1. To give delegated authority to the Director of Operational Services or his nominee in consultation with the chair of the Charity Committee to issue to HFPS a grant payment of 20% towards the FLAG icemaker project (up to £16,000 grant), for this approved project application.
The reason for this decision was:
HFPS have applied and received approval for funding through the FLAG programme to replace their icemaker. The grant intervention rate from the European Maritime Fisheries (FLAG) Fund is 80% of the project costs. For the remaining 20% match needed, several other funding sources have been explored. Unfortunately the other sources of funding are ineligible due to several reasons, including the creation of jobs vs safeguarding jobs.
Additionally the Hastings fishing fleet, of under 10 metre boats and beach launched, working within the current quota system means that income and finances can fluctuate.
Due to this quota allocating, the fish market cannot process sufficient fish to enable repayment of any loans offered to it at this time. This project will therefore not happen if HFPS cannot secure a grant for the 20% match.
A Foreshore Trust grant, along with the FLAG funding, will enable HFPS to replace their icemaker with resulting benefits.
Options for Public Art on Foreshore Trust land PDF 117 KB
Minutes:
Michael Hambridge, Arts and Cultural Development Officer presented a report on the proposal for public art on Foreshore Trust land. The scheme was to develop a programme of temporary public art along Hastings seafront, with a brief to create installations that are family orientated, playful and interactive to encourage people to visit the seafront. The report stated that this would happen annually, but it was noted there were considerations to hold this bi-annually.
Not only would this attract tourism from other places, but it would focus on local visitors, and instilling a sense of pride in the town with the event.
The funding was requested to develop the scheme and for the first event; however it was advised that the first outcomes could come as late as 2019. Any organisation charged with event delivery would have to work closely with local partners such as Coastal Currents.
A query was raised in regards to the cost of the art commissions. It was replied to by stating that the first year is unclear as finances would have to go towards project development. In the long run however, the investment is expected to lever in up to one-hundred percent in match funding.
It was also suggested that engagement of children was especially important. There was an offer to change the brief to include more engagement with children from deprived area, in a way that would benefit the community without burdening artists with community involvement.
It was advised that art schemes tend to differ, and so it must be decided if ring-fencing a fund would be appropriate, as the amount of money needed each year would change.
Councillor Batsford proposed approval of the report, which was seconded by
Councillor Poole.
RESOLVED (unanimously) that:
1. The committee initiate and support a proposal for public art investment
2. The committee give delegated authority to the Assistant Director, Regeneration and Culture, or her nominee, in consultation with the Chair of the trust, to develop the proposal and implement a public art campaign accordingly.
3. That funding of £20,000 per annum be allocated over three years
4. In addition that £5,000 per annum be allocated for community consultation and engagement for three years.
The reasons for this decision were:
The chair of the Trust has asked officers to present to the committee a scheme to develop a trust funded public art campaign.
The report outlines the proposed scheme which would set in course the development of a long-term strategy and deliver programme of public art.
Pelham Beach - Family Play and Sports Activity Hub Proposal PDF 161 KB
Additional documents:
Minutes:
The Assistant Director, Regeneration and Culture presented a report on a proposed Family Play and Sports Activity Hub on Pelham Beach. Working in partnership with the Foreshore Trust there has been previously delivered a number of projects and schemes improving the Seafront play experience for children and young people in Hastings and St. Leonards. The proposal seeks to increase the quality of lives of local residents, support the advancement of citizenship and support the Blue Flag award criteria.
To deliver this pilot project, of 70 full days and 20 half day events of play and leisure activity on Pelham beach, through the summer and shoulder season of 2018; it was suggested the budget was split between the Foreshore Trust and Hastings Borough Council.. There is the potential to charge £1 per child for each activity day, and should this income not be surplus, this would be returned to the Foreshore Trust.
Councillor Batsford proposed approval of the report, which was seconded by
Councillor Poole.
RESOLVED (unanimously) that:
1. The trust consider the proposal to extend a Play and Active Hastings service to Pelham Beach.
2. Give delegated authority to the Assistant director, Regeneration and Culture, or her nominee, in consultation with the Chair of the Charity Committee to make use of the old life guard hut at Pelham Place
3. The trust fund a short term pilot ‘Play and Sports Hub’ project for 2018, amounting to £24,900
The reasons for this decision were:
The charity’s objective is to hold and maintain the charity’s land for the common us and enjoyment of all her Majesty’s subjects and of the public for the time being for ever,
Since the RNLI was awarded the lifeguard contract the old life guard hut, situated on Pelham beach has been redundant. This proposal recommends utilising this asset and delivering a robust play and leisure offer, which is accessible to Hastings residents and visitors. The RNLI are agreeable to this proposed new short term usage.
Stade Facilities Management PDF 111 KB
Additional documents:
Minutes:
The Marketing & Major Projects Manager presented a report on the Stade Hall Facilities Management. Three tenders were received from organisations, with one being discounted due to being non-compliant. Organisations B and C both produced reasonably comprehensive tenders - which were assessed -and supplemented these by additional documentation at the interviews on 20 February.
Organisation ‘B’ focused on their community background, the added value their operation could bring, and on the potential commercial value of the Stade for events, particularly ‘life’ events (parties, anniversaries, weddings, funerals/wakes, etc.). They intended to apply for grant funding to support their bid, and expected to just cover their costs of the Stade operation.
Organisation ‘C’ – Sussex Coast College Hastings - had a particularly robust view on the potential value of commercial lettings, whilst at the same time allowing for community use at a much lower fee. Organisation C is a large organisation, albeit local based, and would offer the Stade facilities as part of a much wider venue offer. It would integrate the Stade operation into its main business. Organisation C proposed paying a management fee of £10 000 per annum from year 2.
It was suggested that the organisation work with fishermen in the area to engage with the community the Stade Hall, as the kitchen area was originally intended.
Councillor Batsford proposed approval of the report, which was seconded by
Councillor Poole.
RESOLVED (unanimously) that:
That Sussex Coast College Hastings is appointed to manage the Stade Hall facilities subject to due diligence and contractual processes.
The reason for this decision:
Sussex Coast College Hastings offered the most robust business case, had the organisational capacity to deliver the management facilities, and will return a £10,000 fee to the Foreshore Trust from the second year of their management.
Minutes of Coastal Users Group held on 6 March 2018 PDF 162 KB
Minutes:
The notes of the Coastal Users Group meeting held on 21 November 2017 and updated Constitution and Terms of Reference were submitted for members to note.
RESOLVED that the minutes of the Coastal Users Group meeting held on 6 March 2018 be received and noted.
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